2. Welcome
• Today is about learning, planning and
networking for Summer 2017
• Presentations from various departments that
can help support your summer planning efforts
• This workshop is a collaboration across many
university divisions; we are your colleagues.
• Review the Summer Program Planning Guide
3. Together, WE WILL
• Provide meaningful summer educational and
recreational opportunities for youth
• Create a safe and supportive environment
• Compile a comprehensive listing of camps to be offered
and market effectively to the K-12 community
• Network as a university community to maximize
resources and enhance services
• Follow established processes to protect students and
the University
4. Agenda
• Items to be discussed by each respective area:
• Compliance Standards
• Camps Website (www.utrgv.edu/camps)
• General Information Overview
• Required Participant Forms
• Environmental Health Safety and Risk Management
• Auxiliary Services
• University Housing & Residence Life
• University Recreation Center
• Health Services
• Best Practices
• Event Feedback
5. Key Objectives for Minors on Campus
Objective 1: Promote Higher Education
Objective 2: Safety
• No injury or abuse
• Every child goes home with authorized parent/guardian
Objective 3: Minimize the risk to the Institution
6. Compliance Standards
• Use of mandatory forms
• Standards of behavior for staff
• Notification to parents about these standards, and
who they are to call if their child tells them that we
have failed to observe them
• Pickup procedures
• Background checks
• Training
7. General Information Overview
Refer to pages 1-9 of the summer program guide
• Camps Subject to the Guide
• Level of Care
• Program Registry
• Camp Staff
• College/department/Oversight officer
• Camp Director/Coordinator/Health Officer
• Reserving Space
• The Right Camp Environment
• Summer camp rules
• Measures to Protect K-12 Participants in Campus Programs
• Child Protection Training
8. Staffing and Safety Basics
• Hire qualified staff, provide training, and be
prepared to fully engage camp participants for
the duration of their stay.
• Staff should complete required trainings before
camp starts, for example: driver safety, 12-15
passenger van, food safety, and fire evacuation
training (in addition to child protection
training).
9. Parent Awareness
• 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
10. Participant Safety
• One adult supervisor/staff should be assigned
to every 10-15 students
• 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
11. Participant Safety
• Participant ID Cards are recommended
• Accident/Liability insurance is required for
overnight and athletic camps
• 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
12. Staff Roles
• Camp Oversight Officer
• Camp Director
• Camp Coordinator
• Camp Health Officer
• Residence Halls Camp Assistant
• Other Staffing
13. Mandatory Forms
(Available on camps website)
• 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)
• Leave Authorization List
• Release of Student Information, Pictures, Video
15. UTRGV
CAMP Program
Risk Management
Richard Costello, DrPH, CSP, CHMM, ARM, RPT
Director –Department of Environmental Health and Safety
and Risk Management
The University of Texas Rio Grande Valley
16. Our Standard of Care – Texas Youth
Camp Rules
• Established 1989; May, 2006; Revised October, 2010
• 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.
• Key aspects of the rule not generally addressed
• Criminal Background Checks
• Emergency plans
• Camp Health Officer
• Camp Supervisor
17. Our Commitment
• Title 25 Health Services Part I. Department of
State Health Services , General Sanitation.
Subchapter N. Campus Program for Minors.
• If a person, including any member of camp staff, a
camp counselor, or camp director has cause to
believe that a minor has been or may have been
abused or neglected as those terms are defined
in the Family Code, Chapter 261, and the abuse
or neglect occurred at the youth camp, then that
person shall immediately make a report, in
accordance with Family Code, §261.101(a) to the
Health and Human Services Commission Office of
Inspector General, as required by Family Code,
§261.103.
18. Child Protection Training
• Program operator may not employ an individual in a
position involving contact with campers at a campus
program for minors unless:
• the individual submits to the program operator or the
campus program for minors has on file documentation
verifying that within the preceding two years of the beginning
date of employment, the individual successfully completed
the required training and examination program on sexual
abuse and child molestation; or
• the individual successfully completes during the individual's
first five days of employment the required training and
examination program on sexual abuse and child molestation.
• UTRGV has expanded the requires to all personnel who
come into contact with children in a custodial capacity.
19. Training Objectives
• Do not abuse a minor (sexual, physical , emotional,
neglect)
• Operate camps in a manner that reduces the risk of
being accused of abusing a minor.
• Report any potential abuse to the State.
20. 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?
20
21. Child Protection Training Options
• Online Training
• Available via Blackboard to those identified as a designated
individual.
• Log into your UTRGV Blackboard account: my.utrgv.edu.
• Enroll as a participant into the Environmental Health and
Safety and Risk Management organization.
• Click on the Child Protection tab on the left side of the
screen.
• In Person
• Large Groups can make arrangements with the Safety
Office
• Outside Entities who have not taken the training
• EHSRM conducts and maintains records of child
protection training.
22. Miscellaneous Required Training
• Driver Safety: Those who will be driving as a part of
their duties must be an approved driver to include
DMV check, and driver safety training.
• 12/15 Passenger Van Training
• Fire Safety/Evacuation Safety training
• Food Safety Training
• Students are not allowed to drive a UT Vehicle unless
authorized by the EVP for Finance and Administration
• Camp Attendees cannot be transported in a personal
vehicle
23. Criminal Conviction And Sex
Offender Background Checks
• 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.
• Checks conducted on an annual basis
• Camp Directors are charged with ensuring that all camp
personnel get the appropriate Background checks.
• Background checks are conducted through Human
Resources.
24. Insurance Policies
• Overnight and Athletic Camps are required to have Accident and Liability
Insurance.
• Option is available for certain High Risk academic camps (e.g. engineering)
• Eighty percent of the camp attendees do not have health care insurance.
• Ambulance Costs ($600 - $1200.00)
• Emergency Room Costs ($300-$1200.00)
• Actual Medical Costs (Minimum $250.00)
• Costs associated with defending the claim
• Potential liability associated with lawsuit
• Accident Insurance
• Pays for medical bills in the event that a child is injured. Primary vs Secondary
• Death and Dismemberment
• Liability Insurance
• Pays for bodily injury liability, property damage liability and the litigation costs to defend
against such claims.
• Contact EHSRM (Celia Saenz x3690) for Accident Insurance forms
http://www.utrgv.edu/ehsrm/programs/risk-mana/insurance-policies/index.htm
25. 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.
• Administers medications (release) . Over the
counter or prescription drugs cannot be
administered without release from guardian.
• Oversees child with confirmed or infected
disease
26. UTRGV’s Emergency Challenges /Primary Goal
• 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
http://www.utrgv.edu/emergencypreparedness/
27. Non-UTRGV Affiliated Camps
• Complete the Facility Use/Rental Contract through Campus Auxiliary Services
• 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
28. Amusement Ride Safety Inspection and
Insurance
• 28 TAC Chapter Five, Subchapter
• Insurance: A certified copy of an
insurance policy demonstrating
compliance with TEX OCC. CODE (TIC)
ANN. §§2151.101(a)(3) and
2151.1011(b), and 28 TEX ADMIN
CODE (TAC) §5.9004(b). Compliance
Sticker Required
• Acquire through purchasing for
approved vendor.
• Rides without a sticker will be shut
down
31. Food Services
• Food provided by Sodexo
• Flexible options to fit camp needs
• Full catering kitchen on the Brownsville campus
• Meal delivery to site available
• Gilbert Garza, General Manager
• gilbert.garza@sodexo.com
• (956)665-7484
32. Transportation Services
• University operated service
• Service on campus and between campuses
• Special trip service available ($65/hr rate)
• For details, visit us at: www.utrgv.edu/transportation or
email transportation@utrgv.edu.
33. V OneCard
Services Available
• Camp ID design and production
• VBucks
• Access control to dorms, etc.
Homer Villalobos, Assistant Director of Card Services
• homer.villalobos@utrgv.edu
• (956)665-8067
39. Amenities- Unity Hall
• Card swipe access and 24 hour Front Desk
assistance
• Mailbox and parcel area
• Free Laundry facilities – located on the 1st
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)
40. Amenities- Heritage Hall
• Card swipe access and 24 hour
Front Desk assistance
• Mailbox and parcel area
• Free Laundry facilities – located on
the 3rd 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)
42. UTRGV Casa Bella
Residence Hall
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 and stools.
Rates for Summer
Single:
• Room Rate $22.50/per night
43. Services/Amenities
• Luxury apartment living
• Large, fully furnished bedrooms
• Private bathrooms
• Full-featured common kitchens
• Washer and dryer
• Cable TV hookups
• High-speed Internet
• Extremely affordable rates
• Swimming pool
• Community rooms
• Large-screen TVs for viewing movies and
playing video games
• Safe, secure environment
• Gated parking
• Live-in staff
• Campus Police patrol
• Video cameras
• Extremely affordable rates
• Short walk to most classes
44. Pricing per Night - Departments
• Edinburg
• Department:
• $19.50 Double per
Individual
• $23.00 Single per
Individual
• One time $25 cleaning
fee
• Brownsville
• Department:
• $22 Single Occupancy
• $15 Double Occupancy
per bed
• One time $25 cleaning
fee
45. Steps to Make a Reservation
1) Contact our Department
2) Complete Summer Conferences/Camps Inquire Form & return to H&RL
3) Receive Conference/Camps Reservation Agreement- review, sign, & return to
H&RL
• You just confirmed your reservation!
4) 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)
46. 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- 3:00pm
• Check-out time- 11:00am
47. Department of Housing and Residence Life
Edinburg: (956) 665-3439
Brownsville: (956) 882-7191
summerstay@utrgv.edu
www.utrgv.edu/housing
50. EUREC Access:
EUREC Access:
• Ro
• Rosters Complete roster received prior to arrival
• Supervision 1 for every 25 campers
• Activities Age limits on Weight Room floor
• Fees $4 per visit + additional special event fees
• Dates/Times Restricted to after 5pm
• Waivers Completed by parents and submitted with roster
• Check-In Organization a must, sign in at Member Services
• Complete roster received prior to arrival
• Supervision 1 for every 25 campers
52. HS offers the quality medical care to all UTRGV Campers.
To contact Health Services:
Call (956) 665-2511 Edinburg or (956) 882-3896
Brownsville
Email healthservices@utrgv.edu
Our centers are located at 613 N. Sugar Road in
Edinburg, and
237 Cortez Hall in Brownsville
Visit our webpage
http://www.utrgv.edu/healthservices
Health Services
53. Volunteers
• UTRGV HOP Policy – ADM 04-208- VOLUNTEER SERVICE
• Volunteerism is allowed for humanitarian, public service,
and educational purposes.
• Definitions: Internship, Service Learning, Volunteers
• Volunteers cannot replace or be substituted for current
employees or perform work that would otherwise require
payment of a wage.
• Volunteer services are on a part-time and temporary basis
• UTRGV Volunteer Application must be completed and
approved
• Volunteers must abide by all UTRGV policies, procedures,
and rules.
• Seek guidance from Human Resources
54. Best Practices
• Camp Planning and preparation
• Develop Application Packets
• Create Binders or folders for participant forms to be
easily accessible
• Summer Program Orientations
• Students
• Parents
• Staff (student employees and other staff)
• Summer Program Camp Manual
• Outline Key Events, contacts, etc.
• Agenda, Staff Contact, Emergency Contact
