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Apply to Host a Camp/Program at UNF

The University of North Florida's regulation, "Camps and Similar Other Programs Involving Minors," requires VP approval for all existing and new camps/programs at the University. This site serves to provide information to faculty, staff, camp/program directors and camp/program sponsors including instructions, forms and necessary links to complete the camp/program process. Once all documents are submitted, it will take 5 – 7 business days to receive Final Approval.

Apply to host a camp/program involving minors

Required Documents

All required documents should be submitted to the office of Youth Programs Compliance at youthprograms@unf.edu at least six (6) weeks prior to the start of the camp/program. 


University Sponsored & Non-Sponsored Affiliate Camps/Programs

Note: The University sponsors/provides resources for university sponsored camps/program operations that may be offered on or off campus. Non-sponsored affiliate camps/programs are operated by an employee of the University who is acting independently of his or her University employment/affiliation. Outside activity forms must be submitted for each employee working at these camps.

Submit the following documentation:

  1. Camp/Program Operations Manual
  2. Completed Certificate of Compliance for Background Screening with HR Signature-

    All Staff/Volunteers will utilize Human Resources (hr@unf.edu) for this Screening.

    • Fingerprinting/Level 2 Screening and Local Law Check as needed OR Affidavit of Compliance with Level 2 Screening, as applicable.
    • “Summer Camp” (operating May-Sep) staff/volunteers must use the DCF Clearinghouse for background screening, per Section 409.175 F.S (available through Human Resources)

    • “Non-Summer Camp” (operating Oct-Apr) staff/volunteers must use the University’s chosen third-party screening vendor associated with FDLE

  3. List of All Minors Attending Camp/Program with verification of signed Minor Release Form-  PLEASE NOTE: A preliminary list of minors registered before camp/program is acceptable for VP signature. A final list must be submitted to EH&S after the first day of camp/program.
  4. Camp Participant List- A preliminary list of all camp/program participants must be submitted at least six (6) weeks prior to the start of a camp/program. A final list of all camp/program participants is due on the first day of the camp/program. This list must include one emergency contact name and phone number for each participant. 
  5. Camp Insurance Requirements and Forms- An overview of the camp/program insurance requirements and information regarding the purchase of camp/program insurance. All insurance forms must be submitted to EH&S at least six (6) weeks prior to the start of a camp/program. More information about Health & Accident Insurance.
    • Proof of Liability Insurance, as necessary (required for all non-sponsored affiliate camps/programs)
    • Proof of Health/Accident Insurance (required for all camps/programs)
  6. Facilities Use Agreement- Programs using university facilities
    • CAMPS Facilities Use Agreement Facilities use agreement for all camps and other similar programs using general university facilities.
    • CAMPS Facilities Use Agreement – Arena, Stadium, Recreation Facilities Use Agreement intended for all camps and other similar programs using the Arena, Stadium and Recreation facilities.

 

 All required documents should be submitted to the office of Youth Programs Compliance at youthprograms@unf.edu.


Third Party Camps/ Programs/ Events

Note: The University of North Florida's new regulation, "Camps and Similar Other Programs Involving Minors," requires VP approval for all existing and new camps/programs at the University. These instructions serve to provide information to faculty, staff, camp/program directors and sponsors how to complete the compliance process.
A Third-Party Camp/Program is one operated by a person /organization outside the University who seeks to use/lease University property.

Submit the following documentation:

  1. Camp/Program Operations Manual with Safety Procedures
  2. Facilities Use and/or Rental Agreement
  3. Staff list with Proof of Background Screening
    • "Summer Camp” (operating May-Sep) staff/volunteers must use the DCF Clearinghouse for background screening, per Section 409.175 F.S. Please contact UNF HR in order to initiate this process.
    • "Non-Summer Camp" (operating Oct-Apr) must submit a staff/volunteer list with proof of level 1 background screening.
  4. Insurance Forms
    • Proof of Liability Insurance
    • Proof of Health/Accident Insurance
  5. Participant List with Proof of Signed Waiver Forms (to be kept by UNF camp/program director/host)
    • Minor Release Form for each Participant (to be kept by UNF camp/program director/host)
    • Third Party Release form completed by director (to be kept by UNF camp/program director/host)

Field Trip/ Event- (Guardian/ Chaperoned)

Events in which guardians/chaperones are expected to accompany and supervise minors are only required to submit the following:

  1. Complete Camp Application- The camp/program application must be completed via an online application six (6) weeks prior to the start of a camp/program on campus.
  2. General Activity Release- Adult Campers/Participants, Teachers and Chaperones - For situations in which an individual over the age of eighteen (18) will be participating in a camp/program sponsored by UNF. This release is to be signed by an adult camper/participant and sent to the UNF host or sponsoring department, to be retained on file for a period of 5 years.
  3. Staff/ Volunteer List- All volunteer expected to participate in the camp/program must complete the Volunteer Acknowledgment. Volunteer Acknowledgment should be used for any adult, unpaid volunteer assisting with a campus activity, whether it be for a onetime event or for an extended period of service. The list submitted should provide proof of acknowledgment pf the correct release forms. 
  4. Camp Insurance Requirements and Forms- An overview of the camp/program insurance requirements and information regarding the purchase of camp/program insurance. All insurance forms must be submitted to EH&S at least six (6) weeks prior to the start of a camp/program. More information about Health & Accident Insurance.
  5. List of All Minors Attending Field Trip/Program with verification of signed Minor Release Form- PLEASE NOTE: A preliminary list of minors registered before field trip/program is acceptable for approval. A final list must be submitted to EH&S one week prior to visit.
  6. Third Party Release- For situations where an outside entity enters UNF's campus and operates an event in which individuals will participate. This release is not for the participants to execute, but for the third party to acknowledge that they are aware of their legal obligations regarding operating an activity on the University campus.

Forms to be kept by camp/program director:

  1. All Waiver Forms (to be kept by camp/program director)
    • Third Party Release Non-UNF entity that operates a camp/program on UNF's campus. This release is to be signed by the non-UNF entity, not by camp/program participants and sent to the UNF host, to be retained on file for a period of 5 years.
    • Minor Release Waiver for each Participant Minor Campers/Participants - For situations in which an individual under the age of eighteen (18) will be participating in a camp/program sponsored by UNF. The release is to be signed by the parent or guardian of the minor camper/participant and sent to the UNF host or sponsoring department, to be retained on file for a period of 5 years.
    • General Activity Release from all paid staff Adult Campers/Participants - For situations in which an individual over the age of eighteen (18) will be participating in a camp/program sponsored by UNF. This release is to be signed by an adult camper/participant and sent to the UNF host or sponsoring department, to be retained on file for a period of 5 years.
    • Volunteer Acknowledgement from all volunteers Adult Volunteers - For situations in which an adult volunteer (unpaid) will be assisting with the camp/program. The acknowledgement is signed by the adult volunteer and sent to the UNF host or sponsoring department, to be retained on file for a period of 5 years.
  2. Affidavit of Good Moral Character (Camp/program directors are responsible for ensuring completion and retaining originals for their records)
  3. Conflict of Interest Disclosures of outside activity are due from all budgeted employees of the University if they are engaged with a camp outside of their regular duties as a university employee. This online form is accessible via the myWings portal.

*Camp/Program directors must maintain all records associated with the approval process for five years, consistent with the requirements of the Florida public records laws. Audits are conducted by EH&S and the Office of Internal Auditing. The Office of Human Resources will maintain background check information that they have processed.


Incident Reporting 

All registered on-campus youth programs are required to report any incident (behavior/physical) and/or injury that occurs at camp or results from camping activities. When you complete the form online a copy of the report is automatically sent to you, Environmental Health and Safety and The Office Youth Programs at UNF. For assistance or consultation while completing this incident report, please contact The Office of Youth Programs at youthprograms@unf.edu.

Incident Reporting

 


Helpful Documents:

*Please note: Forms may require sign-on to view. Anyone needing general assistance please email youthprograms@unf.edu.

Camp Participant List - preliminary list of all camp/program participants for each session must be included in the camp/program application package and ssubmitted to the Office of Youth Programs at youthprograms@unf.edu at least six (6) weeks prior to the start of a camp/program.  A final list of all camp/program participants is due on the first day of the camp/program.

CAMPS Facilities Use Agreement Facilities use agreement intended for all camps and other similar programs using general university facilities.

CAMPS Facilities Use Agreement - Arena, Stadium, Recreation - Facilities Use Agreement intended for all camps and other similar programs using the Arena, Stadium and Recreation facilities.

Camp Operations Manual - Each camp must submit a camp/operation manual that outlines: camp overview, personnel standards and policies, safety procedures and camp/behavior management plan. Camp Operations Manual Outline

Liability and Release Forms

Third Party Release - Non-UNF entity that operates a camp/program on UNF's campus.  This release is to be signed by the non-UNF entity, not by camp/program participants and sent to the UNF host, to be retained on file for a period of 5 years.

Volunteer Acknowledgement Adult Volunteers - For situations in which an adult volunteer (unpaid) will be assisting with the camp/program.  The acknowledgement is signed by the adult volunteer and sent to the UNF host or sponsoring department, to be retained on file for a period of 5 years.

General Activity Release - Adult Campers/Participants - For situations in which an individual over the age of eighteen (18) will be participating in a camp/program sponsored by UNF.  This release is to be signed by an adult camper/participant  and sent to the UNF host or sponsoring departmentto be retained on file for a period of 5 years.

Minor Event Release - UNF Sponsored - Minor Campers/Participants - For situations in which an individual under the age of eighteen (18) will be participating in a camp/program sponsored by UNF.  The release is to be signed by the parent or guardian of the minor camper/participant  and sent to the UNF host or sponsoring department, to be retained on file for a period of 5 years.

Minor Event Release - Non-UNF Sponsored -For any situation where an individual under the age of eighteen (18) will be participating in an event not sponsored by the University on or off campus. This would include sports camps, academic camps, or any other type of activities sponsored by UNF, its authorized clubs, or other authorized entities. This Release is to be signed by parent or guardian of minor.