The University of Texas at Arlington

University Sponsored Programs

Due to the current envoirnment, the University of Texas at Arlington has made the decision to not host overnight programs for youth during the summer 2021 camp season. The following requirements are for University sponsored youth programs hosted by UTA Departments and Divisions interested in hosting a summer camp or conference in the future. 

SUMMER CAMP GUIDE

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

SUMMER CAMP GUIDE - 2022 Camp Guide Coming Fall 2021!

RESERVATION REQUEST 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.

All forms are currently inactive. Please contact conferences@uta.edu for more information. 

• Request to Host a Camp/Conference Form
  • Required of all programs (Day and Overnight Programs)
• Housing Request for Summer Camps and Conferences
  • Overnight programs only
• Dining Request for Summer Camps and Conferences
  • Programs needing on campus dining only

INSURANCE 

System-wide Camp Program Insurance is required through the UT System Office of Risk Management.  The Camp Program provides Excess Accident and General Liability coverage to participants and staff of enrolled, UT-owned and operated camps held throughout the year. Summer 2022 forms will be available early 2022. 

• UT System Insurance Instructions
• Sports Camp Application
• Non-Sports Camp Application
• W-9 Form for Southwest Special Risk Insurance

CRIMINAL BACKGROUND CHECKS and UTS CHILD PROTECTION TRAINING

UTA has specific requirements for hiring and training camp employees, volunteers and interns.  Refer to the Summer Camp Guide located above for the specific details and requirements.

• Campus Program Employee Listing Form 26-1

Within five (5) business days of submission of a Form 26-1, an approval email will be sent to each individual requiring a background check. This approval email will be sent to the email listed on the Form 26-1 and requires further action of the individual to begin processing a background check.

An email will also be sent to the program director listed on the Form 26-1 to inform which individuals are required to complete the UTS Child Protection Training.

All Camp/Conference employees, volunteers and interns must have a current Criminal Background Check on file and successfully completed the UTS Child Protection Training before the start date of your program. If both are not completed, the individual will not be cleared to be on UTA's campus.

PARTICIPANT FORMS

Participants in UTA sponsored camps are required to complete the following forms and submit to their specific camp director.  

All forms are PDFs and will require the latest form of Adobe Reader.  Please also make sure your browser is up to date, Firefox and Chrome are typically the best for downloading forms.  Forms may display with a "Please Wait . . " message, check the downloads folder on your computer, the form may have downloaded despite the error message.

Any additional issues can be directed the to the Office of Information Technology Help Desk 817-272-2208.

Required forms for Minors and Adults:

• Photographic Consent and Release
• Notice of Privacy Practice
• Release and Indemnification (for MINORS)
• Release and Indemnification (for ADULTS)

Required forms for Minors only:

• Consent to Treat
• Transportation Plan

HEALTH SERVICES

UTA Health Services is available to all programs hosted by a University department or division during normal business hours. There is not a required Health Services fee per participant, rather the option to take a participant as needed.

UTA Health Services is not able to file claims with individual insurance providers. If Health Services is used for the treatment of youth program participants, the department sponsoring the youth program will be responsible for any charges incurred and the department would need to seek reimbursement from the family if they have medical insurance, and if not, the secondary medical coverage on the summer camp insurance would become primary and could be a source for department reimbursement.

UTA Health Services is not available to externally hosted programs.