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Camp/Conference Staff Requirements

University Division/Department Programs

1. 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. Additional 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 Conference Services.  This form is used to verify that campus program employees, volunteers and/or interns have completed the UTS Child Protection Training, a Criminal Background Check, and the applicable employee paperwork. 

2. UTS CHILD PROTECTION TRAINING
TEXAS ADMINISTRATIVE CODE, TITLE 25, PART 1, CHAPTER 265, SUBCHAPTER N, CAMPUS PROGRAM FOR MINORS
Texas Department of State Health Services Campus Program for Minors

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, volunteers and/or interns 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/Conference 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 Camp/Conference Director.
  • The Camp/Conference 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.

3. 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

Campus Program Employee Listing (Form 26-1)

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)

 Campus Program Employee Listing (Form 26-1)

 Returning employees with less than a one year break in employment must complete:

 Form I-9, Employee Eligibility Verification (Form 3-7)

   Campus Program Employee Listing (Form 26-1)

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)

 Campus Program Employee Listing (Form 26-1)

Interns:

 If the individual is a UT Arlington student but is not receiving compensation (intern), please have the intern complete the following:

 Campus Program Employee Listing (Form 26-1)

External Programs

1. UTS CHILD PROTECTION TRAINING
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. Please refer to the Texas Department of Health Services for detailed information on if your program must comply. Texas Department of State Health Services Campus Program for Minors

As a convenience to your program and included within the fees paid, UT Arlington will provide the Camp/Conference Director with a copy of the training PowerPoint presentation, the exam, the exam key and a certificate of completion to use for training, if needed. The Camp/Conference Director will be required to ask Conference Services for the training materials.  The Camp/Conference 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, on letterhead, 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. 

2. CRIMINAL BACKGROUND CHECKS

All Summer camp/conference employees, volunteers, and interns must have a successfully completed Criminal Background Check before the start date of your program. If it is not successfully completed, the individual will not be cleared to be on UT Arlington's campus.  Camp/Conference Directors must not knowingly have employees, volunteers, and interns serve as camp/conference staff that have a history of criminal conduct unacceptable for a university campus, including violent or sexual offenses. All Camp/Conference Directors must submit a written acknowledgement, on letterhead,  to UT Arlington Conference Services no later than 5 days prior to the start of your program that all of your employees, volunteers, and interns are in compliance with this requirement.