Conference Staff Requirements
University Department Programs (For All Employees, Volunteers, and Interns)
CAMPUS PROGRAM EMPLOYEE LISTING
Select your summer camp employees, volunteers, and/or interns. Complete Campus Program Employee Listing (Form 26-1) and submit no later than 10 business days prior to the start date of your campus program. This form may be submitted prior to this deadline if you have selected the majority of your campus program staff to give Human Resources and Compliance Services time to process. Additional Campus Program Employee Listing (Form 26-1) forms may be submitted as new employees, volunteers, and/or interns are selected as long as the form is submitted no later than 10 business days prior to the start of your campus program.
An electronic copy of the Campus Program Employee Listing will be received by the following offices University Compliance Services, Human Resources, Employment Services and E.H. Hereford University Center & Guest Services. The departments will use this form to verify that campus program employees have completed the UTS Child Protection Training and to email the certificate, to verify a criminal background check was completed, and the applicable employee paperwork was submitted.
TEXAS ADMINISTRATIVE CODE, TITLE 25, PART 1, CHAPTER 265, SUBCHAPTER N, CAMPUS PROGRAM FOR MINORS (http://www.dshs.state.tx.us/cpm/)
Designated individuals, whether employed, an independent contractor, or volunteer, or having an appointment in The University of Texas Arlington (UT Arlington) financial system (DEFINE) or not, shall complete Sexual Abuse and Child Molestation Awareness training and examination. The training includes information and examination concerning warning signs of sexual abuse and child molestation. Employees who violate this policy will be subject to applicable and appropriate disciplinary action, up to and including termination or dismissal. If designated individuals who are not employees violate this policy, they may have their privileges extended to them by UT Arlington, revoked or suspended. The Texas Department of State Health Services may also impose civil penalties and/or injunctive relief for persons violating the Act.
Training must be completed within 5 days of hire.
Steps for Completing Campus Program for Minors Training
- Once the employees and/or volunteers have been selected, complete the Campus Program Employee Listing (Form 26-1) and submit no later than 10 business days prior to the start date of your campus program.
- Campus program employees, volunteers, and/or interns with a current Net ID and password will be able to log on to the training site and self-enroll in the training. It is the camp director’s responsibility to direct all campus program employees, volunteers, and/or interns with a current Net ID and password to take the training at www.uta.edu/training, to click on the “Training Catalog” tab and click on the UTS Child Protection Training 1213 to self-enroll in the training module.
- Campus program employees, volunteers, and/or interns without a NetID and password will be sent a temporary login and password from University Compliance Services to the emails listed on the Campus Program Employee Listing (Form 26-1). This email will include instructions on how to complete the training.
- In order to be in compliance with Texas Administrative Code, Campus Program for Minors, a campus program employee, volunteer, and/or intern must earn a minimum score of 70%. If a score of less than 70% is earned, the campus program employee, volunteer and/or intern must complete the training again until a minimum score of 70% is received or they will not be able to work the campus program.
- Upon passing the Campus Program for Minors Training, University Compliance Services will issue a certificate of completion to the individual campus program employee, volunteer, and/or intern and the Campus Program Director.
- The Campus Program Director must submit the Department of State Health Services Campus Program for Minors within 5 days of the start date of your campus program for minors. A copy of this form must be provided to University Compliance Services. Exceptions to this requirement will be handled on a case-by-case basis. Please contact University Compliance Services at (817) 272-2080 to determine if you qualify for an exception.
Steps for Verifying Campus Program for Minors Certificates
- The Campus Program for Minors Certificate is valid for 2 years after the certificate is issued.
- To verify a certificate, visit the Texas Department of State Health Services Approved Training and Examination Programs listing, click and download the Approved Training and Examination Programs Word or PDF document. Verify that the course approval number on your campus programs employee, volunteer, and/or intern's certificate matches the course approval number from the Approved Training and Examination Programs listing, that the course approval has not expired and that that the course completion date listed on the certificate is within the 2 year timeframe.
- For more information please contact University Compliance Services at (817) 272-2080.
EMPLOYEE, VOLUNTEER, AND INTERN HIRING PAPERWORK
Current UT Arlington Employees:
□ If the individual is currently receiving compensation (current employee), please ensure that the following have been submitted within the current fiscal year (September - August):
□ Criminal Background Check (Form 3-9)
New or Returning Employees:
□ All new employees and returning employees with more than a one year break in employment must complete:□ New Employee Packet (Form 3-27A)
□ Criminal Background Check (Form 3-9)
□ Returning employees with less than a one year break in employment must complete:
□ Form I-9, Employee Eligibility Verification (Form 3-7)
□ Criminal Background Check (Form 3-9)
Volunteers: Procedure 3-44
□ If the individual is not receiving compensation (volunteer), please have the volunteer complete the following:
□ Notice of Voluntary Service (Form 3-8)
□ Criminal Background Check (Form 3-9)
Interns:
□ If the individual is a UT Arlington student but is not receiving compensation (intern), please have the intern complete the following:
□ Criminal Background Check (Form 3-9)
External Programs
TEXAS ADMINISTRATIVE CODE, TITLE 25, PART 1, CHAPTER 265, SUBCHAPTER N, CAMPUS PROGRAM FOR MINORS
All external groups will need to comply with Texas Administrative Code, Title 25, Part 1, Chapter 265, Subchapter N, Campus Program for Minors. Department of State Health Services Campus Program for Minors
As a convenience to the program and included within the fees paid to UT Arlington for the program, UT Arlington will provide the Camp Director with a copy of the training PowerPoint presentation, the exam, the exam key and a certificate of completion for the program director to use for training if needed. The Camp Director will be required to ask Conference Services for the training materials. The Camp Director will be responsible for 1) ensuring their employees complete the training and pass the exam with a minimum score of 70% and 2) preparing and submitting the required report to the Texas Department of State Health Services and 3) submitting a written acknowledgement to UT Arlington Conference Services that the above have been completed no later than 5 business days prior to the start date of your campus program.
CRIMINAL BACKGROUND CHECKS
All Summer conference employees, volunteers, and interns must have a succesfully completed Criminal Background Check before the start of your campus program. If it is not successfully completed, the individual will not be cleared to work. Submit a written acknowledgement to UT Arlington Conference Services that all of your employees, volunteers, and interns have successfully passed a Criminal Background Check no later than 5 days prior to the start of your campus program.