During and After Youth Programs: Requirements and Procedures
Listed below are forms that should be completed and kept on file for each Youth Program:
- Release and Indemnification Agreement for Minors
- Release and Indemnification Agreement for Adults
- Release and Indemnification Agreement for Volunteers
- Photographic/Video Consent and Release, if applicable
- Authorization for Emergency Medical Treatment: This form MUST be kept on file when parents/guardians, teachers, coaches WILL NOT be present at all times and retain custodial responsibility of the youth participants during the youth program. A copy should be collected by the Youth Event Coordinator, alphabetized by last name and kept readily accessible by the staff for situations that may arise.
Please do not combine or alter any approved University form. The approved forms can be found on the VPBA Forms Library website at https://www.utep.edu/vpba/forms-library/.
Attendance should be taken on a daily basis, and attendance records should be maintained for the current fiscal year plus one.
Designated individuals should have this information readily available during the camp to ensure all youth participants are accounted for.
As part of registration and/or the check-in process, the Youth Event Coordinator should also request a list of individuals who are authorized to pick up a youth participant at the end of the day or at the end of the camp session. The authorized pick-up list from the parent/guardian should be in writing and include the authorized pick-up person’s relationship to the youth participant, as well as their valid photo ID number. Upon dismissal, procedures should be in place to ensure that the youth participant is only released to an authorized individual.
Any individual not considered a designated individual (e.g. parent/guardian) must not have unsupervised access to youth participants.
Discipline Guidelines and Behavior Management
All youth programs should have discipline guidelines. The following is a guideline to developing a comprehensive discipline protocol; adjustments should be made so the guidelines are suitable for each individual program. Youth Event Coordinators should ensure that
- the youth program clearly outlines the methods of discipline, including behavior that would warrant a participant being sent home or dismissed.
- a record is kept of participant misbehavior, noting date, time, and participant/staff involved in the incident.
- parents/guardians are notified in case of consistent problems with the participant.
It is the designated individual’s responsibility to be a mediator in disagreements between youth participants. Some guidelines to follow are as follows:
- Be fair. All rules are the same for everyone.
- Use quiet authority. Do not yell or use abusive language. No physical contact is permissible.
- Let youth participants know their boundaries.
- Do not assume the youth participants know what is expected.
- Read over and reiterate guidelines with youth participants upon arrival to ensure the expectations and rules are understood from the beginning.
- Explain to youth participants if guidelines are not adhered to it will result in dismissal from the camp.
- Always be present. Lack of supervision is a major cause of accidents and problems between the youth participants.
When a youth participant’s behavior creates a risk for the physical health and safety of another child, himself/herself, or the designated individuals, the following procedures should be followed:
- Give a verbal warning.
- Explain to the youth participant why the behavior is inappropriate.
- Give the youth participant(s) time to refocus and/or redirect their behavior.
- Do not admonish the entire group.
- Direct instructions to individuals by name.
Designated individuals working in programs covered by this guideline must not engage in any behavior that could cause harm or be misinterpreted as possibly causing harm.
Prohibited conduct for designated individuals includes, but is not limited to:
- One-on-one contact with minors outside the presence of others
- Meeting with minors outside of established times for program activities
- Touching minors in a manner that a reasonable person could interpret as inappropriate
- Engaging in any abusive conduct of any kind toward, or in the presence of, a minor, including but not limited to verbal abuse, striking, hitting, punching, poking, spanking, or restraining
- Showering, bathing, or undressing with or in the presence of minors
- Using, possessing, or being under the influence of alcohol or illegal drugs while working a campus program for minors
- Being alone in a vehicle with a minor at any time
- Having direct electronic contact with minors without another designated individual included in the communication
- Making sexual materials in any form available to minors participating in programs or activities, or assisting them in any way in gaining access to such materials
Bullying is unwanted, aggressive behavior that involves a real or perceived power imbalance. Youth participants attending camp are susceptible to potential bullying situations. To prevent and target bullying tactics, designated individuals and Youth Event Coordinators must create a positive and caring environment.
Creating positive relationships is one of the keys to preventing bullying. When youth participants develop positive relationships, they feel comfortable voicing their concerns and seeking help when bullying incidents occur. When designated individuals observe behaviors that may eventually lead to bullying, they should intervene immediately. If an incident is ignored, it has the propensity to escalate quickly.
Designated individuals should reiterate the following to youth participants:
- Bullying is not acceptable and will not be tolerated.
- If a bully bothers you, ask a designated individual or Youth Event Coordinator for help.
- Report bullying when you see and hear about it. Telling is not tattling.
Youth Event Coordinators and employees are NOT allowed to use their personal or non-approved vehicles to transport youth participants under any circumstances.
UTEP’s Parking and Transportation office offers various transportation and parking services. Youth Event Coordinators should contact UTEP Parking and Transportation for more information at (915) 747-5724 or email@example.com.
A parking permit may be required for each vehicle entering campus for youth participant drop-off or pick-up depending on the day and time of each youth program.
If a youth program plans to have an event in which additional guests or an influx of guests will be parking on campus for a few hours during the event (e.g. award ceremony/game/concert), an Event Parking Form must be submitted for each event. The form can be accessed at https://www.utep.edu/vpba/parking-and-transportation/parking/event-parking.html.
Current parking regulations are available at https://www.utep.edu/vpba/parking-and transportation/ and must be followed.
Room and Facility Usage/Reservations
Youth Event Coordinators should coordinate with UTEP’s Housing, Student Recreation Center, Scheduling and Union services as needed. Please be aware that fees may be associated with the use of these spaces. Each facility has specific policies and procedures that must be followed.
Minors in Laboratories and Similar Facilities
UTEP is committed to introducing minors to interesting and challenging scientific, scholarly, or artistic pursuits at a young age. These experiences should be handled in ways that will promote the safety of the minors and will not impair the normal functions of the University. The Environmental Health and Safety Office (EH&S) is available to assist in the planning and appropriate usage of laboratories and similar facilities. Please contact EH&S for assistance at (915) 747-7124.