To provide for appropriate supervision of minors who are housed in University facilities at all locations.
- Minor -
- A person under the age of eighteen (18) who is participating in a program subject to this policy. Also referred to in this policy as "participants."
- University Housing -
- Facilities owned by, or under the control of, the University.
- Programs -
- Activities, workshops, sport camps, conferences and the like, offered by various academic or administrative units of the University, or by non-University groups using University facilities as defined in Policies AD02 or AD03.
- Sponsoring Unit
- The academic or administrative unit of the University which offers a program or gives approval for housing pursuant to AD02 or AD03.
A sponsoring unit offering or approving a program which provides University housing for minors participating in the program shall:
1. Establish a procedure for the notification of the minor's parent/guardian in case of a medical emergency or behavioral problem. Participants, counselors, coaches, instructors, and others who have a supervisory role with the program, and the parent/guardian are to be made aware of this procedure.
2. Provide a list of all program participants and a directory of program staff to the campus unit(s) responsible for health services and police services. This list shall include participant's name; local room assignment; parent/guardian name, address, and phone number; and emergency contact information.
3. Provide information to a parent/guardian concerning the manner in which the participating minor can be contacted during the program.
4. Provide to the campus unit responsible for health services a University Medical Treatment Authorization form. This form must be approved by the Director of University Health Services prior to distribution. This form will include a statement informing the parent/guardian that the University does not provide medical insurance to cover emergency care for the minor. The parent/guardian is required to list on this form emergency contact information including name, address and phone number in case of an emergency involving the minor. In addition, the form will include a statement to be signed by the parent/guardian that authorizes emergency treatment in case the parent/guardian/emergency contact cannot be reached for permission.> Note: Consideration for emergency services must also be arranged, see ADG04.
5. Ensure adequate supervision of minors while they are on University property during program hours. Some of the factors to consider in determining "adequate supervision" are the number and age of participants, the activity (ies) involved, type of housing, and age and experience of the counselors.
6. Develop and make available to participants the rules and discipline measures applicable to the program. Program participants and staff must abide by all University regulations. The following must be included in program rules:a. The possession of alcohol and other drugs, fireworks, guns and other weapons is prohibited.
b. Participants must be advised that the operation of a motor vehicle is prohibited during the program.
c. Participant and staff vehicles must be parked in accordance with University parking regulations.
d. Rules and procedures governing when and under what circumstances participants may leave University property during the program must be specified.
7. Require the program to adopt and implement rules and regulations for proper supervision of minors in University housing. The following must be included:
a. The parent/guardian must submit to the sponsoring unit written permission for the minor to reside in University housing.
b. A curfew time must be specified. It must be appropriate for the age group of the participants, and in no case shall it be later than 12:00 midnight.
c. In-room visitation must be restricted to persons of the same gender.
d. Guests of participants (other than the parent/guardian and other program participants) are restricted to visiting participants in the building lobby and/or floor lounges only during approved hours specified by the program.
e. The program must provide to participants twenty-four (24) hour access to an adult (twenty-one years of age or older) staff member who must reside in the housing unit.
f. The program must comply with all security measures and procedures specified by University Housing Services and Police Services.
8. Require the program to provide and supervise trained, adult (eighteen years of age or older) counselors, in accordance with the following standards:
a. The ratio of counselors to program participants should be no less than 1 to 20 and must reflect the gender distribution of the participants.
b. Training for the counselors must include, at a minimum, information about responsibilities and expectations; policies, procedures, and enforcement; appropriate crisis/emergency responses; safety and security precautions; confidentiality issues involving minors; and University responsibility/liability. Counselors must know how to request local emergency services.
c. Responsibilities of the counselors must include, at a minimum, informing program participants about safety and security procedures, University rules, rules established by the program, and other behavioral expectations. Counselors will be responsible for enforcing all rules and shall be available to program participants for information and emergency responses.
Non-University groups using University housing must provide to the sponsoring unit satisfactory evidence of compliance with all of the requirements of this Policy at least thirty (30) days prior to the scheduled use of University facilities.
Other Policies in this Manual should also be referenced, especially the following:
AD02 - Non-University Groups Using University Facilities,
AD03 - Off-Campus Groups Using University Facilities For Educational Programs,
AD26 - Sales of Food and Beverages at University Locations,
AD27 - Commercial Sales Activities at University Locations,
AD34 - University Recycling Program,
ADG04 - Providing Emergency Medical Services at University Events at University Park,
SY01 - Emergency Evacuations and Fire Drills - Residence Halls, and
SY05 - Persons, Other Than Students or Employees, Who are Injured or Become Ill on University Property.
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