Youth Programs at UTRGV WELCOME UTRGV is committed

Youth Programs at UTRGV

WELCOME §UTRGV is committed to providing an enriching Vaquero experience for children and youth participating in any University Youth Program by creating a safe and secure environment. §New Youth Program Support Manager §A positive camp experience has a profound impact on youth well after the program has ended. §Youth Programs require enhanced care due to the age of participants. §The University name and image is impacted by all positive and negative experiences of camp participants

Agenda §Welcome Items to be discussed by each respective area ◦ Youth Program Implementation Guidelines ◦ ◦ New registration process Incident reports Communication plan Required Participant Forms ◦ Environmental Health Safety and Risk Management ◦ Auxiliary Services ◦ University Housing & Residence Life ◦ University Recreation Center ◦ Health Services ◦ Human Resources ◦ Best Practices ◦ End of Summer reporting

Key Objectives for Youth Programs §Provide meaningful summer educational and recreational opportunities for youth. § To provide Educational opportunities and Mentoring for Pre-K to 12 th Grade to increase college preparedness particularly for STEM, Health and Medical Fields. §Create a safe and supportive environment §Network as a university community to maximize resources and enhance services §Follow established processes to protect students and the University. §Possibly recruit youth as future UTRGV students.

Summer Program Participants Year # of minors impacted 2016 4477 2017 4389

YOUTH PROGRAM REGISTRATION §All Programs must register at least 30 days prior to the start of program. §UTRGV. EDU/CAMPS §Camp Staff Toolbox §Request to Host a Youth Program form § Signature of Dean/ Unit Head / Designee is required

REQUIRED PARTICIPANT FORMS §Release and Indemnification Form §UTRGV Summer Camp Student Rules §UTRGV Summer Camp Applicant & Confidential Medical Information §UTRGV Summer Camp Medication Prescriber/Parent Authorization (Waiver for OTC Medication) §Measures to Protect K-12 Participants in Campus Programs Parent Acknowledgement §Leave Authorization List §Release of Student Information, Pictures, Video § Available on youth program website

CHILD PROTECTION TRAINING §Safeguard minors from sexual, physical, and emotional abuse, neglect. §Operate camps in a manner that reduces the risk of being accused of abusing a minor. §Report any potential abuse to the State. §Call the Abuse Hotline, 24 hours a day, 7 days a week, toll-free 1 -800 -252 -5400 from anywhere in the US to report abuse or neglect that occurred in Texas or www. txabusehotline. org. § 1 in every 4 girls and 1 in every 6 boys are sexually assaulted before the age of 18. § 10% of students may be exposed on to sexual misconduct §It is crucial that we as Faculty and Staff safeguard their safety and overall experience at UTRGV.

WHO NEEDS CHILD PROTECTION TRAINING? §A campus program for minors is defined by applying the three (3) question rule: § Is it a program sponsored and controlled by a University college, school, unit, or department? § Are there minors in the program? § Are parents/guardians not expected to be responsible for their children during the program? UTRGV assumes the custodial care of the child.

CHILD PROTECTION TRAINING Instructions to complete the UTRGV Child Protection Training: §Log on to my. UTRGV. https: //my. utrgv. edu/home §Click on the Blackboard icon. §Select the organization Environmental Health, Safety and Risk Management. §View the presentation entitled Child Protection Presentation. §Take the corresponding Child Protection Training Exam until you have earned an 80% or better. §In person training is offered for large groups on a limited basis.

SAFETY FOR YOUTH §Students should be monitored at all times and should not be without supervision at any time §Use caution during athletic activities; water related activities require a certified lifeguard §Procedures for releasing children from camp §Be aware of university crisis management plan §Students can only be picked up by an adult listed on the “Leave Authorization List” §Use of a camp produced pick up card system §Establish disciplinary procedures, document §Participant ID Cards are recommended §Ratio staff per student 10 to 1

REPORTING INCIDENTS §Camp Personnel must report serious incidents within 24 hours to the Youth Program Support Manager. § Detailed description of what happened, type of incident, and actions that took place to resolve it § Parents can submit an incident report as well under the Parent and Guardian tab.

COMMUNICATION PLAN §Communication plans are encouraged to be submitted to the Youth Program Support Manager prior to start of program. § In case questions or emergencies arise , we can direct parents to the right person, inform PD about camps happening to safeguard the safety of participants. § Last summer, Student Educational Outreach received 200 calls inquiring about camps

STAFF TRAINING • MANDATORY • Complete background checks conducted by HR • Complete Child Protection training • Complete applicable trainings prior to program start date: • • Driver Safety Training Food Handling 12 -15 Passenger Van Lab Safety • Volunteers – See HR policy.

RECOMMENDED TRAINING FOR STAFF §Understanding of program purpose and participant age characteristics §Chain of communication §Boundaries between Student Staff and Youth §Teen dating violence §Strategies working with youth §Dealing with child behavior §How to respond to emergencies

SOCIAL MEDIA §Form Required: § Release of Students Information, Pictures and Video. BEST PRACTICES: • Publish pictures on the camp’s/program’s social media page, never personal accounts. • Emails regarding camp should be sent to parents • Staff and youth should not communicate on personal social media accounts. • Pictures of youth should not appear on camp staff personal social media accounts. • For Pictures or Press release, contact: University Marketing and Communications Email: umc@utrgv. edu Edinburg: (956) 665 -2741 Brownsville: (956) 882 -8231

CASH HANDLING PROCEDURES In person- Either Set up certain dates for parents to pay in Bursar Office, or have pre filled deposit form available for parents to make the payment. For questions, please call Monica Meave 956 -665 -2718 or send an email to Bursar. Office@utrgv. edu. Online – EPAY ability to accept payment by credit card via on line system. Treasury@utrgv. edu. For questions, call 956/665 -7378, 6653623 or 956/882 -7053.

PARENT ORIENTATION §Host a parent orientation session to: §Inform parents of measures to keep children safe §Inform parents of the camp activities, schedule, and inform them of any known risks §Review all required forms and get signed §Introduce parents to program staff & provide tour §Inform parents about program learning objectives §Inform them about the process on how they can raise concerns through website or calling Youth Program Support Manager.

Best Practices q. Camp Planning and preparation ◦ Develop Application Packets ◦ Create Binders or folders for participant forms to be easily accessible q. Summer Program Orientations ◦ Students ◦ Parents ◦ Staff (student employees and other staff) q. Summer Program Camp Manual ◦ Outline Key Events, contacts, etc. ◦ Agenda, Staff Contact, Emergency Contact

RESERVING SPACES ON CAMPUS § Visit the following website: https: //schedule 7. utrgv. edu/ 90 days in advance for Academic Spaces § 120 days in advance for non academic spaces §YOUTH PROGRAM MUST BE REGISTERED TO GET ROOM RESERVATIONS APPROVED.

ENVIRONMENTAL HEALTH, SAFETY & RISK MANAGEMENT

Texas Youth Camp Rules Our Standard of Care Title 25 ; Part I; Chapter 265; Subchapter B entitled Texas Youth Camps Safety and Health. This chapter does not apply to a facility or program operated by or on the campus of an institution of higher education or a private or independent institution of higher education as those terms are defined by Section 61. 003, Education Code, that is regularly inspected by one or more local governmental entities for compliance with health and safety standards.

Training Requirements Fire Safety /Evacuation training is required for all camp employees associated with an overnight camp Laboratory Safety ◦ Mandated for all camp participants prior to studying in the laboratory Other safety related classes are available upon request

Training - Driver Safety Prior to driving a UTRGV vehicle or cart (owned, leased or rented) employees are required to be an “authorized” driver. This is a two-step process consisting of 1) completion of a Texas DPS Motor Vehicle Record (MVR) check and 2) Completion of the Driver Safety Training. See following website. https: //www. utrgv. edu/ehsrm/programs/training/driver/i ndex. htm 12/15 Passenger Van Training : Required for all persons driving a 12/15 passenger van. Camp Attendees cannot be transported in a personal vehicle

Laboratory Related Camps Laboratory related camps that deal with hazardous chemical, biological agents, or hazardous physical processes present a higher risk to participants ◦ Camp sponsors are required to appropriate moneys for personal protective equipment ◦ Must purchase Camp Accident and Libailyt Insurance ◦ Minors are prohibited from studying in camps with infections agents or radioactive materials ◦ Participants are required to attend Laboratory Safety training prior to attending camp

Criminal Conviction And Sex Offender Background Checks For individuals who do not receive Criminal Background Checks through the normal course of their employment. criminal conviction and sex offender background checks will be conducted on all individuals hired or assigned to employee or volunteer positions involving contact with minors at a camp and program for minors. Camp Directors are charged with ensuring that all camp personnel get the appropriate Background checks.

Obtaining a Criminal Backgound Check Background checks are conducted through Human Resources. Departments should send a spreadsheet showing name, area, and departmental contact to Brenda. Delgado 01@utrgv. edu in order to obtain a special code and website. Departments should direct the individuals to log into the website provided and supply the special code in order to request a background check. Departments will receive results directly from the department of Human Resources.

Mandatory Insurance Policies The following Camps are required to have Accident and Liability Insurance. ◦ Overnight ◦ Athletic ◦ High Risk (Laboratory related Camps) Insurance must be purchased through the University EHSRM Department. The policy provides the following insurance ◦ Accident Insurance ◦ Pays for medical bills in the event that a child is injured. Primary vs Secondary ◦ Liability Insurance ◦ Pays for bodily injury liability, property damage liability and the litigation costs to defend against such claims. Obtain insurance forms at the following website : http: //www. utrgv. edu/ehsrm/programs/risk-mana/insurance-policies/index. htm Background checks are conducted through Human Resources.

Waivers/ Releases ◦ Waivers are required for all athletic overnight camps/programs, and high risk camps and included as part of the registration process. ◦ Minors are generally incompetent to enter into a contract. A release signed by a minor, is unenforceable. ◦ Waivers must be signed by authorized guardian ◦ Parents must be aware of what they are signing

Camp Health Officer Athletic Camps and Overnight Camps are required to have a Camp Health Officer ◦ Person certified in American Red Cross Community First Aid and Safety, or its equivalent, shall be in the camp and on call at all times, and will be considered the Camp Health Officer. ◦ EHSRM provides First Aid/CPR/AED training ◦ Administers medications (release). Over the counter or prescription drugs cannot be administered without release from guardian. ◦ Oversees child with confirmed or infected disease

UTRGV’s Emergency Challenges • • • – – Manmade disasters – Fires, Environmental Releases Natural disasters – Hurricanes, Tornados, Flooding Infrastructure disasters – Loss of power, loss of computer services UTRGV Crisis Management Plan UTRGV Desk reference Guide EVERBRIDGE Mass Notification Long term camps can sign up w/ Everbridge through Office of Emergency Preparedness – http: //www. utrgv. edu/emergencypreparedness/

Non-UTRGV Affiliated Camps Complete the Facility Use/Rental Contract through Campus Auxiliary Services http: //www. utrgv. edu/en-us/about-utrgv/administration/finance-andadministration/campus-auxiliary-services/index. htm All camp personnel are required to attend Child Protection Training or demonstrate proof. The third party must agree to indemnify and hold harmless the component university from any and all liability and claims arising from the program. The third party must agree to maintain insurance acceptable to the component university including the listing the component university as an additional insured and providing a certificate of insurance before the program occurs. ◦ Liability ◦ Accident Insurance ◦ Workers Compensation Insurance

Amusement Ride Safety Inspection and Insurance 28 TAC Chapter Five, Subchapter requires vendors to have accident and liability insurance and compliance sticker attached to the ride. ◦ Includes inflatables State has approved vendor list Acquire through purchasing for approved vendor. Rides without a sticker will be shut down https: //www. youtube. com/watch? v=b. Ytlq. AYM o. Zg

Remember!

OFFICE OF COMPLIANCE

Institutional Compliance Meeting §Nothing is better for creating a college-going culture in the Valley than these camps, BUT §Nothing is harder for the institution to recover from if a child gets abused when on campus. §He cited the experience of Penn State, where abuse occurred, was known at least in part by executive management, but was not addressed. §Several executive managers were fired, and the institution focused on little else for an extended period of time Thus it is very important that §Our protocols for treating youth, handling certain issues at pickup, etc are well known. §Processes for reporting all exceptions are well defined, effective, and fast.

HOUSING AND RESIDENCE LIFE

Residential Camps & Conferences Department of Housing and Residence Life Summer 2018

Unity Hall • Card swipe access and 24 hour Front Desk assistance • Mailbox and parcel area • Free Laundry facilities – located on the 1 st floor • Free student parking permit – Resident Parking Only • Elevators • Two (2) Study Rooms in each floor • Each floor has a lounge with a big screen TV/TV connections • Courtyard • Computer lab • Wireless printing available through the Front Desk. Vaquero Print • Snack and soft-drink vending • Community kitchenette area with microwave in building lobby • Recreation rooms (billiards, ping pong, game tables) • Media room equipped with a big screen TV • Multipurpose rooms (available for private events and meetings)

Heritage & Troxel Hall § Card swipe access and 24 hour Front Desk assistance § Mailbox and parcel area § Free Laundry facilities – located on the 3 rd floor § Free student parking permit – Resident Parking Only § Equipped with small living area in each floor § Study area, TV/Game lounges § Wireless printing available through the Front Desk. Vaquero Print § Snack and soft-drink vending § Community kitchenette area with microwave in building lobby (personal microwave are not allowed in Heritage & Troxel Hall) § Recreation rooms (billiards, ping pong, game tables)

Village Apartments All bedrooms are private. ◦ XL Single beds, desks and task chairs ◦ Chests of drawers & built-in closets ◦ Wi. Fi Internet access throughout the hall ◦ Furnished living room with sofa, lounge chair, multi-use cube/end table ◦ Private washer and dryer ◦ Heating, air-conditioning, all utilities, Internet access, cable are included in the room and board package ◦ Room Dimensions: approx. 12 ½ x 8 ½

UTRGV Casa Bella Apt. Apartment Style Free standing furniture ◦ Single Bedroom ◦ Full size bed, drawers, closet , desk and task chair. ◦ Own private restroom. ◦ Double Bedroom (shared bedroom) ◦ XL Twin size bed, drawers, closet, desk and task chair. ◦ Share restroom with roommate. Living room ◦ Coffee table, end table, TV stand, long sofa, and sofa chair. Kitchen ◦ Microwave, washer and dryer, stove, full size fridge, kitchen island stools.

Pricing per Night Departments Edinburg ◦ Department: ◦ $19. 50 Double person ◦ $23. 00 Single person ◦ One time $12 cleaning fee per room ◦ Linen Rental - $10 Brownsville ◦ Department: ◦ $22 Single Occupancy person ◦ $15 Double Occupancy person ◦ One time $25 cleaning fee ◦ Linen Rental - $10

Steps to Make a Reservation 1) Complete Summer Camp Conference Inquire Form Online : https: //www. utrgv. edu/housing/en-us/rates/summerconferencescamps/index. htm 2) Department receives Quote 3) Receive Residential Camp Conference Reservation Agreement- review, sign, & return to H&RL 1) H&RL will email you the Summer Program Guide & Participant Forms- must be signed & returned prior to moving in Summer program Guide- signed by Conference/Camp Director Participant Forms- signed by each participant (if minors, parent signature is required

Reservation Periods follow Summer Sessions * The departments goals is to maximize occupancy. * Please schedule your camp duration to match the summer academic terms. Spring – Jan. 1 – May 30 Summer I – June 3 – July 10 Summer II – July 11 - Aug. 17

General Items to Consider §Notify us as soon as possible due to limited space §Department is responsible for student damages and behavior §Health, Welfare, Maintenance and Safety Checks §Cleaning Charges vary §Students are separated by gender when possible §All K-12 camps require live-in in Camp Counselors §Check-in time- 3: 00 pm §Check-out time- 11: 00 am

Department of Housing and Residence Life Edinburg: (956) 665 -3439 Brownsville: (956) 882 -7191 home@utrgv. edu www. utrgv. edu/housing

Contact Daniela Venegas Youth Programs Support Manager Office of Student Educational Outreach Emilia Schunior Ramirez Hall 1. 101 1201 W. University Drive Edinburg, Texas 78539 Office: (956) 665 -2522 Email: Minors. On. Campus@UTRGV. edu