Policies & Regulations
Administration & Finance


Camps and Similar Other Programs Involving Minors
Number: 6.0170R
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New Regulation

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Major Revision of Existing Regulation

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Minor/Technical Revision of Existing Regulation

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Reaffirmation of Existing Regulation

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Repealed Regulation

Effective Date: 6/11/2013
Revised Date:
Responsible Division/Department:
Administration & Finance / Environmental Health & Safety



I. OBJECTIVE & PURPOSE

 To document the regulation for operating:
• a camp or other similar program involving minors on campus, and
• a university-sponsored camp or other similar program involving minors at a site off-campus.

This regulation does not address activities involving minors conducted by UNF employees as outside employment, except as noted in III.A.2. of the procedures. The provisions governing those activities are contained in UNF Regulation 4.0170R, Conflicts of Interest and Outside Employment/Activity.

The regulation also does not address events on campus involving minors which are sponsored by third-parties.

The terms “minor” and “child” refer to individuals who are under the age of 18, but does not include emancipated minor).
 
II. STATEMENT OF REGULATION

Camp, clinics, and other programs involving minors (hereinafter “camp” or “camps”) are planned recreational, athletic/sports, arts, cultural, social, or instructional group programs that are offered to children for the purpose of improving their knowledge and/or skills, and that offer experience in and/or exploration of a particular area of interest. Camps include, but are not limited to: sports, fitness, recreation, music, art, math, science, engineering, cheerleading, flag corps, religious, child education, and similar activities or areas of interest.
 
A. Types of Camps
1. A University-sponsored camp is one in which
a. the University provides resources for its operation, regardless of the type of resource, fund source (i.e., E&G, C&G, Auxiliary, or Foundation), or amount of funding provided, and
b. participant fees are deposited into a University account. University-sponsored camps may be offered on and/or off campus.

2. A Non-sponsored-Affiliate camp is a camp
a. operated by an employee of the University who is acting independently of his/her University affiliation, and
b. in which participant fees are paid directly to the camp director or organizer.

3. A Non-sponsored-Third-party camp is a camp
a. affiliated with an organization or individual external to UNF, and
b. in which participant fees are paid directly to the camp director or organizer.

 
III. REQUIREMENTS FOR OPERATING A CAMP ON CAMPUS


A. Approvals
Applications, including all required documents, must be submitted to the Office of Environmental Health and Safety not less than six weeks prior to the start of the camp.  In no case shall a camp operate on campus until written approval has been received from the University.  The Director of Environmental Health & Safety (EH&S) is responsible for reviewing all requests to operate a camp. The EH&S Director shall coordinate, as appropriate and/or necessary, with other UNF departments/units regarding any logistics applicable to the operation of the camp.  All required documents must be submitted to EH&S no later than six weeks prior to the start of the camp. The Vice President for Administration and Finance is responsible for final approval of all requests to operate a camp.

B. Required Documents
The camp sponsor/organizer is responsible for ensuring all required documentation is completed and submitted in a package for approval by the appropriate Department Head prior to review by EH&S.  The following documents must be included in an application packet to operate a camp. Additional information regarding these documents, including applicable legal and policy requirements, is included in Attachment A.

1. For University-sponsored camps:
a. Camp Application Form

b. A list of the employees and volunteers all of whom have been cleared by the Division of Children and Families (DCF) to work/volunteer at the camp. For employees who are simultaneous employed by the University and the camp, this list shall confirm that the employee has received approval to work at the camp (i.e., an approved Outside Activity/Employment form is on file with Academic Affairs or HR). Additions or changes to this list shall be submitted to EH&S.
c. A list of the camp participants that includes confirmation that an Acknowledgement and Waiver of Liability form has been received for each participant. Additions or changes to this list shall be submitted to EH&S as needed.

2. For Non-sponsored Affiliate camps:
a. Camp application  
b. Facility Use Agreement(s)
c. A list of the employees and volunteers all of whom have been cleared by the Division of Children and Families (DCF) to work/volunteer at the camp.
i. If any such employee or volunteer has received DCF clearance but has been convicted of a crime which is not included in the DCF database, the DCF clearance memo as well as the documents attached to that memo will be submitted as an attachment to this list. In no case shall an employee/volunteer begin work/volunteering until approval has been received from the University.
ii. Additionally, for UNF employees who are simultaneously employed by the University and the camp, this list shall confirm that the employee has received approval to work at the camp (i.e., an approved Outside Activity/Employment form is on file with Academic Affairs or HR).
d. Proof of Liability Insurance
e. Proof of Accident/Health Insurance.

3. For Non-sponsored-Third-party camp:
a. Camp Application
b. Facility Use Agreement(s)
c. Proof of Liability of Insurance
d. Proof of Accident/Health Insurance

C. Standard Operating Procedures Manual
Each camp shall maintain and make available, upon request, its Standard Operating Procedures Manual or other written operating guidelines.

D. Counselor-Participant Ratio
The camp director/organizer must provide an adequate number of counselors/chaperones to supervise and escort camp participants at all times. Generally, the number of chaperones/counselors should be determined by the age of the participants and the nature of the camp, but in no case shall the counselor- participant ratio be less than one counselor/chaperone for every ten (10) participants.

E. Orientation for Employees and Volunteers
For University-sponsored and Non-sponsored-Affiliate camps, the director/organizer shall, prior to the start of the camp, provide an orientation for employees and volunteers. The camp director/organizer is responsible for the content of the orientation, but in all cases the orientation shall include dissemination of information regarding child abuse reporting requirements, pursuant to HB 1355, Vulnerable Persons Reporting Act.

F. UNF Logo or Trademark
The UNF logo and trademark are protected by copyright and cannot be used in conjunction with camp advertising by Non-sponsored camps without permission from the University.  Requests to use the UNF logo or trademark by Non-sponsored camps shall be submitted to the UNF Office of Marketing and Publications and such approval, if granted, shall be noted on the camp application. Also, in order to protect the liability interests of the University, use of the UNF logo or trademark by Non- sponsored camps must also include a disclaimer that UNF does not sponsor the respective camp.

Attachment A Camp Requirements

Facility Use Agreement(s): Camps shall be assessed a fee for the use of any UNF facility for the camp consistent with the facility fee/rental schedule. The camp shall also be assessed a fee for custodial and other maintenance services, if such fee is not included as part of the fee/rental schedule. This fee amount will be determined through coordination with the Physical Facilities Department and will be reflected on the camp application. The Vice President for Administration and Finance may approve a request to waive all or a portion of the facility fee/rental fee and/or fee for custodial services. Requests to waive these fees shall be included in the camp application.

Background Screening Requirements for Employees and Volunteers: In accordance with Florida Statutes Section 409.175, Level 2 Background Checks (which includes fingerprinting) are required for all summer camp employees and volunteers prior to employment. The University has chosen to apply this requirement to all University-sponsored and Non-sponsored Affiliate camps.  Each such employee and volunteer must also submit an Affidavit of Good Moral Character prior to employment/volunteering. Contact the department of Human Resources with any questions.

 Report of Outside Activity or Employment: A report of outside activity/employment must be completed for each University employee who is compensated simultaneously from UNF and from proceeds from a camp.

Insurance:
(1) Liability Insurance:
(a) University-sponsored camps.
1. The State of Florida provides general liability insurance for UNF, which includes all University-sponsored camps operated on UNF property.
2. Proof of liability insurance, in the form of a “certificate”, must be included as an attachment to the application package for University-sponsored camps not conducted on UNF property. This certificate of evidence of liability insurance must add the University of North Florida a Public Body Corporate, the UNF Board of Trustees, the State of Florida and their officers, agents and employees as additional insureds by written endorsement. A minimum of
$1,000,000 coverage per occurrence is required.

(b) Non-sponsored camps (Affiliate and Third-Party).

1. Proof of liability insurance, in the form of a “certificate”, must be included as an attachment to the application package for all Non-sponsored camps (Affiliate and Third-Party).  This certificate of evidence of liability insurance must add the University of North Florida a Public Body Corporate, the UNF Board of Trustees, the State of Florida and their officers, agents and employees as additional insureds by written endorsement. A minimum of $1,000,000 coverage per occurrence is required, except that certain UNF facilities may require insurance coverage with limits higher than $1,000,000.

Reference the specific UNF facility rental agreement for liability insurance coverage requirements.  Requests for exceptions to this minimum may be submitted to the Director of EHS, who will note on the Camp Application if he/she supports such request. Final approval for any exception rests with the Vice President for Administration and Finance.

(2) Health/Accident Insurance:

(a) The State of Florida provides health/accident insurance only for employees (salaried and OPS) working in University-sponsored camps.
(b) Health/accident insurance shall be purchased by camp operators/sponsors through EHS to ensure coverage for purposes of camp volunteers and participants, unless proof of insurance is provided as part of the employment or sign-up process, as applicable.

Liability Waiver
Camp workers who are not paid by UNF or other state agency, volunteers, and participants (or their legal representatives) must complete the following release(s) or acknowledgment:
• Third Party Release
 http://www.unf.edu/uploadedFiles/president/general_counsel/3dParty.pdf
• Volunteer Acknowledgment
 http://www.unf.edu/uploadedFiles/president/general_counsel/Volunteer.pdf
• General Activity Release
http://www.unf.edu/uploadedFiles/president/general_counsel/GenAct.pdf