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External Sponsored Programs

Thank you for considering UTA as the site for your summer camp or conference! The following information and requirements are for external groups wanting to host a summer camp or conference at UTA.

SUMMER CAMP GUIDE

The Summer Camp Guide contains information and important requirements for camp directors to assist them in hosting a summer camp. 

2020 SUMMER CAMP GUIDE

REQUIRED RESERVATION FORMS

The following reservation request forms must be submitted on an annual basis for each summer program. At a later date the camp director will receive an official confirmation and agreement for housing, facilities, and dining. Reservation request forms for Summer 2020 due by April 30, 2020.

INSURANCE

External Programs (herein after known as Licensee) must provide and maintain, during the term of the program, a policy of comprehensive general liability and property damage insurance issued by a company authorized to conduct business in the state of Texas naming the Board of Regents, the U.T. System, the University of Texas at Arlington, and the officers and employees of each (“UT Parties”) as additional insureds, providing coverage for bodily injury and death of persons and damage to property that result directly or indirectly from the negligent or intentional act or omission of, or from the use or condition of any property, equipment, machinery, or vehicle used, operated, or controlled by, the Licensee or its officers, employees, agents, or subcontractors while on property owned by the U.T. System or a component institution.

The general liability policy must include Sexual Misconduct/Sexual Abuse coverage or Licensee must provide and maintain a separate Sexual Misconduct/Sexual Abuse policy and name the UT Parties as additional insureds. The limit of liability for each occurrence under the aforementioned policies shall not be less than one million dollars ($1,000,000) for bodily injury, abuse, or death of a person and one million dollars ($1,000,000) for property damage. Licensee and its insurer also agree to provide a complete waiver of subrogation in favor of the UT Parties. Additional insured status and waiver of subrogation shall be evidenced by signed policy endorsements or policy declarations.

This insurance needs to be provided before Licensee makes use of UTA's facilities. Licensee shall deliver to UTA's Guest Services Office a certificate of insurance, policy endorsements, and a copy of said policies establishing the existence of all insurance required to the reasonable satisfaction of The University of Texas at Arlington.

REQUIRED CHILD PROTECTION TRAINING FOR CAMPUS PROGRAMS 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, UTA can 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 Guest 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 UTA's Guest Services office that the above have been completed no later than five (5) business days prior to the start date of your campus program. 

REQUIRED CRIMINAL BACKGROUND CHECKS

All Camp/Conference employees, volunteers and interns must have a successfully completed Criminal Background Check within 12 months of the start date of your program. If it is not successfully completed, the individual will not be cleared to be on UTA'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 UTA's Guest Services office no later than five (5) days prior to the start of your program that all of your employees, volunteers, and interns are in compliance with this requirement.

PARTICIPANT REQUIRED FORMS

Participants in externally sponsored camps are not required by UTA to complete any specific forms.

dining map

Parking and Dining On Campus

UTA offers a wide variety of on campus dining options.  In addition, if you are coming to campus to drop off your camper or to stay on campus during a conference, check out the approved residence hall parking lots.

PARKING AND DINING MAP

 

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