Requirements for Managing Camps
As land-grant University, OSU is committed to bringing quality outreach programming to the community including camps for children and youth. As part of these efforts, OSU is obligated to protect youth under the age of 18 (minors). The following are the requirements for working with minors. Your efforts in creating a safe and productive environment are critical and we appreciate your efforts in this shared goal.
The sponsoring unit is the entity offering or approving a program which involves Minors. Academic and administrative supervisors are responsible for ensuring that programs are in compliance with this policy.
The sponsoring unit shall maintain records listed below and have in place, enforce, and make available policies that address the following areas, if they are applicable to the program:
- Transportation--including the transportation of Minors at the beginning and end of the program, to and from the program, and within the program, whether by parents, guardians, staff or others. University programs must also comply with OSU policies regarding drivers and vehicles.
- Appropriate levels of access to and supervision of Minors.
- Appropriate forms including permission forms, medical contact information and liability waivers. Forms should be safeguarded and readily available.
- First aid and medical treatment as well as dispensing of medication. Program personnel must have appropriate training.
- Plans for severe weather.
Programs including overnight stays or use of university residences by Minors shall have the following additional policies in place:
- Suitable code of conduct for participants.
- Prohibition of alcohol, tobacco, and illegal drugs.
- Adequate residential supervision by responsible adults.
Contractual agreements with third parties concerning personnel or facilities related to programs including Minors must include compliance with this policy as a term of the contract. When appropriate, such contracts shall also include an indemnification provision in which OSU is held harmless for the acts or omissions of other program participants or third party employees or agents. Independent contractors must have insurance. Contact OSU Risk Management for required contract language (405.744.7337).
Record Keeping Requirements
Sponsoring units offering or approving a program which involves Minors or provides University housing for Minors participating in a program, units responsible for university facilities that are used by programs including Minors, or a non-university group using OSU facilities or housing shall maintain the following records:
- Individual Participant Records
Maintain liability waivers, medical permissions and treatment, photo and video waivers, and conduct form. A parent/guardian signature is required on these forms. These forms are built into the registration system at www.okstatecamps.com, and parent/guardian agreement captured If you have a separate website for registration, you can upload the required PDF forms from this site.
- Programmatic records.
Maintain a current list of all programs that involve minors along with the dates, times, locations, age range and number of participants, and program contact so that in the event of an emergency, consideration may be given to the possible presence of Minors, and the appropriate course of action to address their health and safety.
- Training Records.
Each program and sponsoring unit is responsible for making sure that all camp staff and volunteers have attended the required training via documentation.
Training Requirements per Policy 1-0135: Minors Participating in OSU-Related Activities and Programs
Individuals, whether affiliated with OSU or not, who will be working with minors on university property and in facilities or under the authority and direction of the university at other locations, including branch campuses, must complete the Minors Participating in OSU-Related Activities and Programs before working with minors. Individuals must view the training each year per OSU policy.
Full-time Faculty and Staff:
Log in to https://talent.okstate.edu using your O-key account credentials (Firefox or Google Chrome are the best browsers to use with the site)
Type "minors" into the search bar at the top of the page
The “Minors On Campus-Online Course” should appear
"Request" the training
The training will load to your Active transcript page with a "Launch" option
Click the Launch option to start the training
The training will remain "In Progress" until you watch the entire presentation and the confirmation page loads.
Departments may require you to confirm your completion of this training by signing a document or answering a questionnaire.
Part-time Faculty, Staff, Students and Non-OSU Individuals
Click on the OStateTV link https://ostate.tv/media/
Title VII and Title IX
It is the policy of Oklahoma State University that unlawful gender discrimination in any form, including sexual harassment of faculty and staff, or other forms of gender discrimination as referenced by Title VII of the Civil Rights Act of 1964 (Title VII), and Title IX of the Education Amendments of 1972 (Title IX) is prohibited. Title VII and Title IX training is required training annually for OSU faculty, full and part-time staff, student employees, and OSU students. All OSU Employees have been designated as a responsible employees and as a result are expected to take mandatory annual Title IX training.
OSU Parking and Transportation Services
Precision Van Driving is required if campers are transported to and from camp locations. Vans are reserved through OSU transportation. If transporting campers/minors or OSU students, the van driver must be trained through the OSU precision driving course in order to obtain the specialized license designation. It is a 4-hour training with driving instruction. OSU Transportation services offers the course once a month. The cost is $150 per person.
A parent permission form is needed to allow camp organizers to transport their child.
Request a specific consent transportation form by contacting both OSU’s Risk and Property Management office and Legal Counsel. Send camp specific information: title and purpose of the camp, the daily schedules, dates and times when campers will be transported and to where, the number of campers, and the camp director’s contact information. The two offices work together to create the specific waiver for each camp.
FERPA training is not necessary because the youth/minors are not OSU students.