What is a Third Party Program?
A Third Party program is one that is not associated with Texas A&M University (i.e. a University Department or Recognized Student Organization) but will use the facilities of Texas A&M University. Third-Party programs must have a University Department, College, or Recognized Student Organization sponsor and are then subject to the same approval and insurance coverage criteria as Campus Programs for Minors. Except for the use of the facilities, a Third Party program is not otherwise affiliated with Texas A&M University.
In addition to the requirements listed in the Campus Programs for Minors University Rule, Third Party programs must also complete the items listed below.
On-Campus Resources for Hosting a Third-Party Program
Hosting a youth program at Texas A&M is a partnership between the Third Party, CPM Sponsor, and several departments on campus that will work together to create one seamless experience for your participants. For a place to get started, check out the links below.
If your program will be hosting participants overnight, there are several options available – TAMU Residence Halls, off campus residence halls (not affiliated with the University), and area hotels. To get more information on these options, please look through the links below.
- To have participants stay in the residence halls on the Texas A&M University campus, please contact Conference Services, Department of Residence Life.
- Though not affiliated with Texas A&M University, there are three off campus living communities that function very similarly to residence halls. These properties are close to campus, and all are on the bus route or within walking distance. *Please keep in mind that the above list does not equate an endorsement by Texas A&M University or the Office of University Risk, Ethics, & Compliance.
- For a list of local hotels, please visit the website for the Bryan College Station Convention and Visitors Bureau.
On-Campus CPM Sponsor
All third-party programs must have a CPM Sponsor. This person serves as the liaison between TAMU and the third party. The program sponsor must be a Texas A&M University, professional school, or branch campus full-time employee and is responsible for overseeing and/or the completion of the CPM application. The CPM Sponsor is responsible for ensuring that the program’s CPM Application is approved by their Department Head and Dean or their designees. The sponsor is also responsible for ensuring that the program is compliant with Texas A&M University Rule 24.01.06.M1.
In accordance with section 10.1 of the University Rule 24.01.06.M1, the sponsoring department, college, or other University unit will be responsible for the payment of CPM-associated costs. Therefore, it is the responsibility of the sponsor to ensure that the payment is completed, then it will be up to the third party organization and the associated A&M partner to determine how the payment is settled between the two organizations.
Contractual Relationship with the University
As outlined in section 8.1 of University Rule 24.01.06.M1, third Party programs must establish a contractual relationship with the University using the template form below. It is important to note that:
- A provision of the contract must include the requirement that all staff and/or volunteers affiliated with the CPM will have completed background screening within the previous 365 days before the start of a CPM, utilizing both a national criminal history and sex offender registration database.
- The contract must be signed by both parties and attached to the Campus Programs for Minors application (which is due no later than 60 days prior to the start of the program).
- All contracts MUST be processed through the TAMU Department of Contract Administration.
- A review of the contract must be completed by the Department of Contract Administration before the application can receive approval.
In the interest of expediting the camp application, a copy of the contract submitted to the Contract Administration should be included with the camp application.
All designated CPM Staff who exercise care, custody, and/or control of minors during a program are required to undergo criminal conviction and sex offender background checks within the previous 365 days before the start of the program.Section 3.1 of University Rule 24.01.06.M1
In this case, the background screening process selected for use by the Third Party CPM must be acceptable to the individual with designated approval authority (i.e. Program Sponsor, Sponsoring Dean). The designated CPM Sponsor is responsible for verifying this information, in addition to the use of cleared personnel only. This includes, but is not limited to, faculty, staff, volunteers, coaches, instructors, TAMU students, etc. Documentation that a search was conducted must be maintained for a period of five years for TAMU employees and volunteers. Visitors to the program that will not take care, custody, and/or control of participants will not need to be background checked as long as the youth are under direct supervision by program staff that are background checked while the visitor is present.
Background Checks with Negative Results
The following criminal/deferred adjudications automatically disqualify a person from participating in a third-party campus program for minors:
- Felony or misdemeanor under Texas Penal Code
- Title 5, Chapter 22 (Assaultive Offenses);
- Title 6, Chapter 25 (Offenses Against the Family);
- Title 7, Chapter 29 (Robbery);
- Title 9, Chapter 43 (Public Indecency) or § 42.072 (Stalking);
- Title 4 § 15.031 (Criminal Solicitation of a Minor);
- Title 8 § 28.17 (Failure to Stop or Report Aggravated Sexual Assault of a Child), or
- Any like offense under the law of another state or under federal law.
- Misdemeanor or felony committed within the past ten years under Texas Penal Code§46.13 (Making a Firearm Accessible to a Child),
- Title 10, Chapter 49 (Intoxication and Alcoholic Beverage Offenses), or
- Any like offense under the law of another state or under federal law; or
- Misdemeanor or felony under the Texas Health and Safety Code Chapter 481 (Texas Controlled Substances Act), or any like offense under the law of another state or under federal law.
Should a background check come up with an automatically disqualifying offense, that individual will not be eligible to participate in campus programs for minors. Individuals that have previously failed a background check can be later cleared to participate if the notification of passing is received before they are allowed to participate.
Child Protection Training
As outlined in Section 4.2 of University Rule 24.01.06.M1, all TAMU and Third Party CPM Staff must complete the Texas A&M University System-approved Child Protection Training every two years. However, third-party program staff and volunteers may substitute the TAMUS-approved training course with an approved course as listed by the Texas Department of State Health Services. It is important to note that program staff and volunteers must complete a child protection training program designed specifically for Campus Programs for Minors. This is easily noted by finding “CPM” in the approval code. The designated CPM Program Sponsor is responsible for verifying this information and submitting the Texas Department of State Health Services Form to the University Youth Programs office and must retain a record of the certificates of completion for five years.
Texas Department of State Health Services (TDSHS) Form
As a requirement under the Texas Education Code § 51.976, all individuals in a position involving interaction with youth must complete a training and examination program on sexual abuse and child molestation. All Campus Programs for Minors must submit the Texas Department of State Health Services (TDSHS) Form to the University Youth Programs office to firstname.lastname@example.org no later than five (5) business days before the first day of the program.
Our office will then submit the information to the State of Texas. This document provides a summary of the staff members for your program who have completed child protection training.
All Third Party Programs are required to have each participant and staff member complete a university liability waiver. The third-party Liability Waiver options are listed below:
- Use the Texas A&M University Liability Waiver or
- A waiver that specifically includes language releasing, waiving and discharging TAMU, TAMUS, the TAMUS Board of Regents, and the State of Texas from any liability for any participant’s involvement with CPM while CPM is conducted on TAMU property or any property where TAMU sponsored events are being conducted.
Certificate of Insurance
Third-Party programs must provide evidence of a General Liability and Accident Medical Insurance Policy and are required to submit a current Certificate of Insurance (COI) with the CPM application (See Section 8.1.1 of University Rule 24.01.06.M1). The Certificate of Insurance (COI) should list “The Board of Regents for and on behalf of the Texas A&M University System, the Texas A&M University System, and Texas A&M University” as additionally insured during the period that the Third Party activities are held at Texas A&M University, Texas A&M University – Galveston, or the Texas A&M Law School.
Insurance requirements include:
- General Liability: $1,000,000.00 minimum with additional coverage required if more than the Third Party camp and Texas A&M are insured on the policy
- Accident Medical: $25,000.00 minimum (excess or primary)
Support Service Fees
All Third Party Programs are charged a Support Service Fee to Texas A&M University of $2 per participant, per day. This fee will be invoiced after the program has taken place and a participant roster has been submitted to University Youth Programs.
Event Management System, also known as EMS, is Texas A&M University’s online reservation system, where you can reserve or rent spaces in buildings all over campus. Most organizations and departments use this system to reserve spaces for their events or programs. Because of this, the Campus Programs for Minors office has adapted this system to bill insurance and support service fees.
In order to bill programs correctly, the office and/or department must have an account set up in the EMS system. If you are unsure if you have an account set up in EMS, please contact our office and we can check the system. If you do not have an account set up in EMS, review the instructions on how to fill out the Customer Information Sheet and turn the form to our office. This process can take up to a couple of weeks, so please try to submit the form by the 60-day deadline to coincide with your application submission to ensure that the account can be set up and that billing can be completed.
*In accordance with section 10.1 of the Texas A&M University Rule for Campus Programs for Minors (24.01.06.M1), the sponsoring department, college, or other University unit will be responsible for payment of CPM-associated costs. Therefore, it is the responsibility of the sponsor to ensure that the payment is completed, then it will be up to the third party organization and the associated A&M partner to determine how the payment is settled between the two organizations.
Minors in Labs
In July of 2019, the TAMU System passed a regulation outlining requirements for minors to access laboratory facilities or shops that are operated by members of the TAMU System or third parties. System Regulation 24.01.08 Minors in Labs applies to all minors involved in internships, volunteering in research projects, and participating in scheduled assignments in laboratory facilities or shops. For more information regarding age restrictions, hazard restrictions, supervision, training, and more please visit the Minors in Lab Compliance Section.