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Camps and Programs for Minors

Tarleton State University annually hosts more than 9,000 participants in varied program activities at various campus locations. Camp programming content varies greatly; therefore, it is the responsibility of each camp sponsor to review activities and logistics for identifiable risks or hazards. 

While the Senate Bill regulates what a camp is (see Requirements), Texas A & M University System (TAMUS) has taken a more stringent stance on what camps and/or programs are required to complete the Child Protection Training (CPT).  As part of the TAMUS, Tarleton must adhere to the regulations set forth by TAMUS.

Questions related to camp safety and risk should be directed to the Department of Risk Management & Compliance (RMC) at riskmgt@tarleton.edu or by phone at (254) 968-9237.

Child Protection Law

On June 17, 2011, Texas Governor Perry signed SB 1414, which creates new requirements for 'institutions of higher education' that provide or host campus programs for minors. Sexual Abuse Awareness Training is now required by the newly enacted Section 51.976 of the Texas Education Code.

Tarleton's Camps and Programs for Minors SAP

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Requirements

Child Protection Law

On June 17, 2011, Texas Governor Perry signed SB 1414, which creates new requirements for 'institutions of higher education' that provide or host campus programs for minors. Sexual Abuse Awareness Training is now required by the newly enacted Section 51.976 of the Texas Education Code.

What is a 'Campus Program for Minors' – As defined by Senate Bill 1414?

College campuses regularly host 'campus programs for minors' -- camps for various activities including athletics, cheerleading, debate, theater, dance, music, and more. 

Sometimes these campus programs are created and provided by the college; other times, the programs are provided by third-parties that negotiate the use of campus facilities. 

The new legislation defines a 'campus program for minors' as any program that is:

(1) operated by or on the campus of an institution for higher learning;

(2) for the purpose of recreation, athletics, religion or education;

(3) for at least 20 campers;

(4) who attend or temporarily reside at the camp for all or part of at least 4 days.

This is a very broad definition, and intended so by the legislature.

Situations where CPM Training would not be required include the following examples:

(1) An individual who is a student enrolled at the institution of higher education or private or independent institution of higher education that operates the campus program for minors or at which the campus program is conducted and whose contact with campers is limited to a single class of short duration; or

(2) An employee acting as a guest speaker, an entertainer, or fulfilling any other role who visits for a limited purpose or a limited time if the employee has no direct and unsupervised interaction with campers.  A program operator may require training and an examination for visitors, including parents, if it chooses.

What is Required - Section 51.976(b) and (d)?

Each campus program for minors has a program operator - whether an employee of the college or an independent third-party.  The program operator is responsible for staffing the program that delivers services to minors.  Each person employed in or by the program having contact with campers must complete a state-approved Sexual Abuse Awareness Training. The Texas A&M University System developed TrainTraq Course 2111652 which has been certified by the Texas Department of State Health Services (DSHS). This course can be accessed by internal employees and external volunteers.

What is the response by the Texas A&M University System to SB1414?

The System developed Regulation 24.01.06 which is more stringent than SB1414. This regulation requires the following:

-all camp staff/counselors/volunteers of Tarleton State University sponsors camps/programs for minors must complete a Child Protection Training Course offered by the TAMU System (or other DSHS certified course) prior to being employed by or volunteering for a TSU Camps and Programs for Minors (CPM); and

- must have a background screen performed prior to the camp start date.

What is Tarleton State University's response to Regulation 24.01.06, Camps and Programs for Minors?

In response to System Regulation 24.01.06, Camps and Programs for Minors effective May 1, 2012, Child Protection Training (CPT) has been implemented and is required for all workers and volunteers of Tarleton-hosted camps and programs geared towards minors.  Evidence of completion of training must be provided to Tarleton by these individuals in advance of working. 

Reporting Child Abuse

Did you know that State law requires “any person having cause to believe that a child’s physical or mental health or welfare has been adversely effected by abuse or neglect to immediately make a report” to law enforcement?   The law also provides immunity for those who make a “good faith” report since we are not responsible for verifying whether suspected or alleged abuse has actually occurred.   This means that all of us have a legal responsibility to report abuse – whether it is witnessed, known, reported, alleged, suspected, etc.

If you witness, suspect, or receive a report of child abuse regardless of when the abuse occurred:

Remove the child from immediate harm (if the abuse is presently occurring) Call 9-1-1 to report the abuse to local law enforcement.

Report the situation to your supervisor (unless they are the source of the abuse or neglect)

Supervisors are then to file an online report with the Texas Department of Family Protective Services at http://www.txabusehotline.org.

 

Child Protection Training Options

Child Protection Training Online Course Information

- Which Child Protection Training Should I Take?

Camps & Programs for Minors Employees

These are individuals that are being paid for their work with a Camp or Program for Minors through Tarleton State University.   You will take Option 1: TrainTraq.

 Camps & Programs for Minors Volunteers

Volunteers are individuals who will be helping with Tarleton State University -sponsored camps or programs for minors, but who are not on payroll through Tarleton State University. You will take Option 2: External Gateway.

- How do I access Child Protection Training?

Option 1: TrainTraq for Camps and Programs for Minors Employees

There are two ways an employee can access training:

A.         Manual assignments

Training can be manually assigned to employees in TrainTraq by someone with one of the TrainTraq processor roles. The benefit of manual assignments is that the course assignment shows up on the "Home" tab when an employee logs in and it isn’t necessary to conduct a course search. Tarleton connect also sends an e-mail to the employee notifying them of the assignment and states the due date. Please contact riskmgt@tarleton.edu for additional information regarding manual assignments.

B.         Course search

The following describes the steps to find the training in TrainTraq:

 1.  Access TrainTraq via Single Sign On (SSO), https://sso.tamus.edu, using your NTNet ID and password.

2.  Click TrainTraq in the SSO Menu.

3.  Click the Course Catalog tab in the top left of the menu.

4.  Search for the course by typing “Child” in the Course Name field or by typing the course number (2111652) in the Course Number field.

5.  Click Search.

6.  Child Protection Training course will appear.

7.  Click Start Course.

8.  Click Confirm

9.  Upon successfully completing the course, you will need to print your Proof of Completion

1.  Employees in TrainTraq have all of their completions recorded on a transcript which includes the employee’s name, the title of the course, date of completion and score. It can be downloaded as a PDF. Instructions on how to access and print out your transcript in TrainTraq can be found at, http://apps3.system.tamus.edu/Help/TrainTraq/employees/accessing-and-reading-your-transcript/.

2.  Return the proof of completion to your Camp or Program for Minors Director.

Option 2: External Gateway for Camps & Programs for Minors (Non-employees)

The external gateway is intended for Camps and Programs for Minors volunteers only. These are individuals who are not paid and are considered volunteers for the Camp or Program for Minors. To access the gateway, an individual needs two things: a working e-mail address and the External Gateway password. Camp Sponsors ONLY, please email riskmgt@tarleton.edu to get the password.

 Instructions to access the gateway:

1.  Go to, https://apps3.system.tamus.edu/TrainTraq/web/external/ExternalGatewayLogon.aspx

2.  Type in your e-mail address and the password. The gateway will send the completion certificate to this e-mail address.

3.  Click Submit.

4.  Find the desired course.  In this case, Child Protection Training, (course no. 2111652).

5.  Click Start.

6.  You will be required to enter your name, employer and the “How did you hear about this course?” fields. It is very important to ensure you enter your first and last name because that is what will appear on the completion certificate.  You can also enter in your work address, city, state, and phone number, but those are not required in order to view the course. Please include the name of the Camp or Program for Minors you are taking the training for as well. This will assist System Training if they ever need to search for your proof of completion.  If you fill out those fields, they will appear on the completion certificate as well.

7.  Click Save.

8.  Click Start Course.

9.  Upon successfully completing the course, an e-mail will be sent to the e-mail address that was used to login to the gateway.  The e-mail will contain a link to the completion certificate.  When you click the link, you’ll have the option to download the certificate as a PDF.

10.  Return proof to applicable Camp Director or designee.

 How Do I Obtain a Proof of Completion?

Camps and Programs for Minors Employees

Employees in TrainTraq have all of their completions recorded on a transcript which includes the employee’s name, the title of the course, date of completion and score. It can be downloaded as a PDF Instructions on how to access and print out your transcript in TrainTraq can be found at  http://apps3.system.tamus.edu/Help/TrainTraq/employees/accessing-and-reading-your-transcript-2/

Camps and Programs for Minors Volunteers

Volunteers are individuals who will be helping with A&M System Member sponsored programs for minors, but who are not on payroll at the time they take the training. Volunteers that access the external gateway are sent an e-mail notification to the e-mail address they used to login. The e-mail contains a link where the affiliate will be able to download a printable PDF.

Background Checks

Criminal conviction and sex offender background checks are required annually of all individuals hired or assigned to employee or volunteer positions involving contact with minors.

While the Risk Management & Safety office does not require that you submit copies of your background checks and/or verification of completed checks, it is recommended that you retain these records in a secure location for a minimum of three (3) years following your program's completion, for volunteers and five (5) years for Tarleton Employees, as well as maintaining copies of the forms on-site during your program. If stored in hard copy form, records must be in a secure facility. If scanned, the hard copies must be shredded and the electronic copies must be password protected in accordance with University encryption policies.

Please follow this link to complete the Camp Staff/Volunteer Background Check Form in its entirety for employees and/or adult volunteers who will interact and have direct contact with participants who are under the age of 18. It is recommended this completed form be submitted to Tarleton's Department of Human Resources within forty-five (45) days prior to the beginning of the camp or program for minors.  Please ensure that the Host Department information is completed entirely in the space provided.  If a staff member or volunteer has completed a background check as part of their role as a professional (i.e. a doctor, schoolteacher, employee of Tarleton State University, etc.), a written verification of their completed background check is needed, rather than a new background check.

Forms

How long should we keep waiver for programs:

  • For adult participants - 2 years from the date of the activity or the close of any litigation (whichever is longer) + 1 year.
  • For participants under the age of 18 - 2 years from the date of the individual turns18 or the close of any litigation (whichever is longer) + 1 year.

 How long should we keep waivers for services (i.e. equipment rental)?

  • Rentals by adults - 2 years from the date the equipment is returned or the close of any litigation (whichever is longer) + 1 year. 
  • For renters under 18 (if you allow this), 2 years from the date of the individual turns18 or the close of any litigation (whichever is longer) + 1 year.

 In case of an incident involving a participant on a program, how long do we keep this waiver:

  • For adult participants 2 years from the date of the activity/incident or the close of any litigation (whichever is longer) + 1 year
  • For participants under the age of 18 2 years from the date of the individual turns 18 or the close of any litigation (whichever is longer) + 1 year.