GN. Camp Programs for Minors

The following policy outlines the requirements for programs for minors sponsored by South Plains College (SPC), and/or third party programs for minors using SPC property.

Reason for Policy

To provide a safe environment and meaningful experience for participants of campus programs for minors (CPMs) that not only meet the minimum legal requirements of HB 736 Section 51.976 effective June 17, 2011 but also reflect SPC values. This rule outlines the requirements for holding programs for minors sponsored by SPC as well as Third Party programs for minors that are operated on SPC property.

The level of care and supervision appropriate for an enrolled student at the College is not necessarily the same as that which is appropriate for a CPM participant, though the oldest participants are sometimes older than the youngest of our enrolled students. It is imperative that participants be overseen in a fashion that is appropriate and intended to keep them healthy and safe while visiting the College.

Campus programs for minors provide the following benefits for the College: 1) CPMs attract many young people to the College, many of whom will be highly qualified for future admission,

2) outreach efforts (particularly those aimed at youth), 3) SPC faculty/staff/student involvement in these efforts can be promoted, 4) the reputation of SPC is enhanced by effective programs, and 5) it enhances the connection between SPC and the community we serve.

Adapted from Texas A&M Campus Programs for Minors 24.01.06.M1

Definitions:

Campus Programs for Minors (CPM) – Programs for minors sponsored and/or operated by a College department, administrative unit, recognized student organization, and/or third party where care, custody, and/or control of the minor(s) is the College’s and/or third party’s responsibility and are held for more than two consecutive days with the same group of minors, regardless of whether an overnight stay is involved. A program that may have minor(s) involvement ancillary to the intended purpose of the activity and is not specifically for minors does not fall under this rule.

These programs may include, but are not limited to, programs which are day-only, overnight, on campus, and/or off campus. These programs may or may not collect fees from participants. CPMs also include programs in College labs. A CPM does not include kindergarten through grade 12 groups visiting campus for the purpose of conducting campus tours or solely as patrons of entertainment events.

Third Party CPM – Third party programs for minors include programs of an individual or entity that is not affiliated with SPC that have a participant group made up, in whole or in part, of individuals under the age of 18. These programs complete all or part of their educational and/or business purpose on College property, and the third party individual or entity assumes care, custody, and/or control of the minors. These programs may or may not collect fees from participants.

CPM Director (Program Director) – A CPM Director is the individual on-site in-charge of the program operations, staff, or volunteers. This individual represents the college or third party charged with the direction or operation of the CPM.

CPM Staff – CPM Staff consists of authorized adults who exercise care, custody, and/or control of minors in program activities. This includes but is not limited to faculty, staff, volunteers, coaches, instructors, graduate/undergraduate students, etc. CPM Staff are responsible for planning, teaching, coordinating, and carrying out activities and the supervision of CPM participants.

CPM Participant – A CPM Participant is an individual under the age of 18 attending a college- sponsored CPM or a third party CPM who is not enrolled as a student of SPC.

Medication – Medication refers to any prescription medication or over-the-counter medication, excluding topical ointments such as sunscreen.

Specialized medical assistance – Specialized medical assistance is any medical assistance other than medication. Examples include, but are not limited to, assisting with an apnea monitor, protective helmet, or leg brace.

Incidents and Accidents – Incidents and accidents may involve minor to major physical injuries of participants and/or CPM Staff, behavioral issues among participants, counselors, visitors, hospital/doctor visits, or over-the-counter medication disbursement.

GENERAL

The provisions of this policy apply to campus programs for minors (CPM). All CPM held on SPC property or utilizing the College’s name or resources in any way, must operate under the administrative purview of the College.
A copy of the participant roster and CPM Staff roster, including names and contact information, must be maintained for five years in a protected digital format with the Dean of Continuing & Distance Education.
Applications for Campus Programs for Minors (CPM) undergo a review process by the Dean of Continuing & Distance Education. The completed application must be submitted on the Camp Reservation Form 60 calendar days in advance for overnight camps and 10 business days in advance for day camps. It is recommended that CPMs make reservations by April 15 to ensure schedule availability and the best experience possible. Scheduling for CPMs is done on a first-come, first-serve basis.

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APPROVAL

All CPM Applications must be reviewed and approved by the Dean of Continuing & Distance Education before program activities occur. The review will cover compliance with College rules and standard administrative procedures, and as necessary, the procurement of required insurance coverage.

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BACKGROUND SCREENING

Criminal conviction and sex offender background checks are required annually (within previous 365 days before CPM) of CPM Staff. Documentation that a search was conducted shall be maintained for a period of five years by the Dean of Continuing & Distance Education.
SPC sponsored CPM must complete a criminal background check for each authorized adult (staff or volunteer) working with or around children.
The Program Director must submit Criminal Background Check Request Forms signed by each adult working the CPM to the SPC Dean of Continuing & Distance Education no later than 10 business days before the start of the CPM.
Contracts with third party CPMs shall include, as a provision of the contract, the requirement that staff or volunteers affiliated with the CPM have completed background screening within the previous year (365 days) utilizing both a National criminal history and sex offender registration databases. In this case, the background screening process selected for use by the third party CPM must be acceptable to the Dean of Continuing & Distance Education. The designated CPM Director is responsible for verifying this information and providing documentation to the Dean of Continuing & Distance Education. Background checks may be made by SPC if the third party CPM turns in all Criminal Background Check Request Forms and pays the fee for the background checks.
Employees of public K-12 schools who will be supervising students are exempt from this requirement through South Plains College because this information is part of their employment process.
The criminal convictions/deferred adjudications including, but not limited to, those listed below automatically disqualify a person from being a CPM staff member:
Felony or misdemeanor under Texas Penal Code Title 5 (Offenses Against the Person); Title 6 (Offenses Against the Family); Chapter 29 (Robbery) of Title 7; Chapter 43 (Public Indecency) or §42.072 (Stalking) of Title 9; §15.031 (Criminal Solicitation of a Minor) of Title 4; § 38.17 (Failure to Stop or Report Aggravated Sexual Assault of Child) of Title 8, or any like offense under the law of another state, federal law, international law, or the laws of another country.
The criminal convictions/deferred adjudications including, but not limited to, those listed below may disqualify a person from being a campus program for minors staff member:
Misdemeanor or felony committed within the past ten years under Texas Penal Code, or §46.13 (Making a Firearm Accessible to a Child), or Chapter 49 (Intoxication and Alcoholic Beverage Offenses) of Title 10, or any like offense under the law of another state, federal law, international law, or the laws of another country; or any other felony under the Texas Penal Code or any like offense under the law of another state, federal law, international law, or the laws of another country; or felony or misdemeanor under the Texas Health and Safety Code Chapter 481 (Texas Controlled Substances Act), or any like offense under the law of another state, federal law, international law, or the laws of another country.
Should a criminal conviction and/or sex offender background check return an offense potentially disqualifying a person from being employed or assigned as a CPM Staff member, the Dean of Students will consult with SPC Police Chief and provide a recommended approval or rejection of the employment or assignment of the person as a CPM Staff member, and will notify the Dean of Continuing & Distance Education of the final decision.
All CPM Staff members must inform the Dean of Continuing & Distance Education within 24 hours of any criminal arrests, criminal charges, or criminal convictions, excluding misdemeanor traffic offenses punishable only by fine that occur after the approval of this policy. If circumstances prevent this, as soon as the situation allows notification the applicant or employee must provide both explanation for the delay as well as notification of the criminal arrest or charge or criminal conviction to the Dean of Continuing & Distance Education.

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CHILD ABUSE PREVENTION TRAINING

CPM Directors are responsible for ensuring that all CPM Staff complete all required and necessary training prior to having contact with CPM participants.
All SPC and third party CPM Staff who meet the above criteria must complete the SPC-approved Child Protection Training course every two years.
1. The SPC training program must be completed a minimum of five business days before a camp. After the SPC training has been completed the SPC Dean of Continuing & Distance Education will issue a certificate of completion to the individual.
2. CPM Staff working third party campus programs for minors using SPC facilities may substitute the SPC-approved training course with an approved course as listed with the Texas Department of State Health Services. The designated CPM Director is responsible for verifying this information and submitting documentation to the Dean of Continuing & Distance Education a minimum of five days prior to camp.
3. The SPC Dean of Continuing & Distance Education will submit proof of training documentation on the Form EEH-28 CPM training and examination form, as required by Texas Education Code §51.976, a minimum of five business days before the camp.
4. A certificate of completion shall be kept on file by the Dean of Continuing & Distance Education for two years.

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SAFETY

Contact between CPM Staff and Participants outside of CPM activities is prohibited. This includes, but is not limited to, contact via social media, email, telephone, and meetings outside of CPM scheduled activities and official CPM communication. This does not apply to CPM participants 15 years of age and older when in the context of recruitment to the College or as part of the Upward Bound program.
Supervision of CPM Participants must reflect a minimum of two CPM Staff members if individual interaction is required with the CPM participant. One staff member can supervise in a multi-student setting.
Safety awareness information, specific to program activities, shall be provided to all CPM staff. Appropriate safety awareness information may include training on first aid and CPR, campus resources, and personal safety recommendations. Overnight camps must have at least two CPM staff with the SPC Emergency Notification System activated to their phones.
Each CPM Participant and CPM Staff member must complete a Release and Hold Harmless Statement. If the CPM program is in fulfillment of job responsibilities listed in a SPC job description, a waiver is not required for that individual.
All documents must be stored by the CPM for a period of five years after the program date. Should an incident/accident be reported for the participant, retention may be longer.
All CPMs must adhere to SPC guidelines in laboratories and other hazardous areas.
Carrying Concealed Handguns on Campus: Pursuant to SPC Concealed Carry policy, all CPMs must adhere to the requirements outlined therein regarding on-campus overnight housing, affected College premises, high school sporting events, and third-parties. www.southplainscollege.edu/campuscarry.php
SPC does not provide transportation services for any third party CPMs.

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MEDICAL AND DISABILITY PROVISIONS

SPC Health and Wellness Center and Student Health Services are not available to participants covered under this procedure.
Each CPM must have a disability statement on their application and have students requesting reasonable accommodations contact Linda Young, Disability Accommodation Specialist at 806-716-2577 a minimum of one month in advance to request specific accommodations.
Medication Disbursement:
1. All CPM must obtain authorization to administer any medication, including prescription and over-the-counter, to a CPM Participant from the participant’ s parent or guardian in a written, signed and dated format using a completed Authorization for Dispensing Medication Form. This form expires one year after its original date. The participant’s parent or guardian may not authorize administering medication in excess of the medication’s label instructions or the directions of the child’s health-care professional. Parent or guardian authorization is not required for administering a medication to a participant in a medical emergency to prevent the death or serious bodily injury of the participant, provided that the medication is administered as prescribed, directed, or intended.
2. If the CPM chooses not to administer any medication, parents or guardians must be notified prior to the participant’s enrollment in the program.
3. CPM Participants who are 15 years of age and older are permitted to be responsible for their own medication, however, consent must be provided by the parent/guardian of the participant using the Permission for Self-Medication Form.
4. Medication given must be given from the original container to the individual to whom the medication was prescribed within the expiration date and documented using the Authorization for Dispensing Medication Form.
5. When a CPM Staff member administers the medication they must record the full name of the CPM Participant, name of the medication, date and time medication was given and full name of staff or volunteer that administered the medication. The form must be turned in to the Dean of Distance and Continuing Education after camp ends.
6. If a CPM Participant requires specialized medical assistance, then a CPM staff member is required to provide the specialized medical assistance as recommended or ordered by a health-care professional. If the CPM is provided with a written copy of the health-care professional’s recommendations or orders, the CPM must maintain this written information in the participant’ s record for a least five years after the program date. Retention may be longer if advised. The form must be turned in to the Dean of Distance and Continuing Education after camp ends.
7. If medication will be dispensed by the CPM, all medication must be stored out of reach of all participants, locked in storage in a manner that does not contaminate food, or refrigerated, if required, separate from food.
8. Medication must be returned to the parent or guardian of the CPM Participant after the CPM or upon participant dismissal from the program.
9. Staff will dispose of medication not returned to or picked up by the participant at the end of the program.

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REPORTING INCIDENTS OR ACCIDENTS

Incidents and accidents may involve minor to major physical injuries of CPM Participants and/or CPM Staff, behavioral issues among participants, CPM staff, or visitors, hospital/doctor visits, or over-the-counter medication disbursement. Incident Reports shall be submitted within 24 hours following the incident by the CPM Director or his/her designee using the Campus Programs for Minors Incident Report Form located on the southplainscollege.edu website.
A person having cause to believe that a minor’ s physical or mental health or welfare has been adversely affected by abuse or neglect by any person shall immediately make a report to SPC law enforcement. This legal requirement will be communicated to all individuals participating in the management/supervision of SPC CPM or personnel of third party campus programs for minors utilizing SPC property. Within 24 hours of the report, the CPM Director will complete the Campus Programs for Minors Incident Report Form located on the southplainscollege.edu website.

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