Georgia State University operates or hosts a variety of camps, clinics, after-school programs, classes, and activities that bring predominantly non-student minors onto campus. The University finds great educational value in these activities and such activities are central to the University’s outreach to its faculty, staff, students, and to the broader community.
The Office of Educational Outreach hosts over 12 events each year with thousands of minor students seeking to better themselves and their craft. The University and the Office of Educational Outreach considers the safety and well-being of these non-student minors while on campus immensely important.
The Office of Educational Outreach adheres to the operational standards for the activities, in compliance with the University’s Programs Serving Non-Student Minors Policy and with the Board of Regents of the University System of Georgia Policy 12.9.
The Programs Serving Non-Student Minors policy applies to academic camps, athletic camps, after-school programs, workshops, licensed child-care facilities, conferences and similar activities that involve the custody and care of non-student minors.
The University has outlined requirements for two types of programs: a Hosted Program and Sponsored Program. Office of Educational Outreach events are categorized as Sponsored Programs. Some programs are excepted from the policy.
This Policy does not apply to minors in all situations. For example, this Policy does not apply to minors participating in the following types of activities:
- On-campus events where a minor is generally supervised by a parent or legal guardian or the minor attends at the sole discretion of the parent or legal guardian, such as:
- Events or performances open to the general public (e.g., sporting events, commencement activities, etc.)
- Non-residential field trips to the University that are supervised by a minor’s school or organization
- Admissions tours or recruitment events
- Private events occurring at the University (e.g., weddings, receptions, parties, etc.)
- Academic research studies
- University classes as University-enrolled students
- Academic practica or clinical programs, generally for course credit and/or research purposes, in which University faculty, staff, or students work with minors. These activities are subject to other applicable University policies, procedures, and contracts.
A Sponsored Program is defined as a program, activity, or service operated by University faculty or staff and authorized by the University. Office of Educational Outreach events are considered Sponsored Programs.
University Sponsored Programs consider the following safety factors in designing a workshop. Each program registers with the University certifying that it has properly considered the safety & security and is then authorized to operate for the year.
- Training requirements for staff and volunteers on the policies and procedures
- Screening/background checks for staff and volunteers
- Supervision ratios to the number of participants
- Safety and security planning
- Response protocols for injury, illness, participant misconduct and/or staff misconduct
- Transportation plans for participant movement
- Overnight housing plans, if applicable
- Various or additional participation requirement forms, as applicable
- Licensing requirements of state and federal agencies (or exemption from such licensing requirements)
Each Sponsored Program faculty, staff, and volunteer responsible for the supervision of a minor receives annual training and certified background screenings prior to the program.
Annual training includes:
- Responsibilities and expectations of all Program faculty and staff
- Relevant University and USG policies and procedures regarding Programs
- Mandatory reporting requirements
- Safety & security procedures (including emergency response, first aid, etc)
- Completion of the Code of Conduct guidelines
Each Sponsored Program requires each Minor Program Participant’s legal parent or guardian to complete the following Parental Permission and Release Forms:
- Medical Information Form and Authorization for Medical Care
- Authorization to Administer Medications
- Participant Code of Conduct
- Participant Pick-Up Authorization
- Media, Photo & Video Release Form
Hard copy forms may be requested by contacting the Office of Educational Outreach at firstname.lastname@example.org.
A Hosted Program is a program, activity or service operated by a non-University entity or individual using University facilities and subject to a Facilities Use Agreement or License Agreement.
Each Hosted Program must enter into a Facility Use Agreement or License Agreement on an approved University form with the appropriate department. These Agreements will include requirements for screening and background investigations, training, and minimum insurance requirements. Such Agreements must be submitted to the Office of Legal Affairs for approval and signed by an authorized University signatory.
Hosted Programs must also register with the Office of Legal Affairs and the Office of Safety and Risk Management to complete annual training. Hosted Programs will also be required to register their program with the University. Hosted Programs may register their program here.
Each Hosted Program must enter into a Facility Use Agreement or License Agreement on the University approved form. The Agreement will include requirements for screening and background investigations of Staff and Volunteers, to be arranged and paid for by the Hosted Program.