How do I know if I need to register my event with the Office of Risk Management and Compliance?

Any program or activity that: includes children where volunteers or event staff will have any care, custody or control; and any that the University operates on and/or off campus or in University facilities, including, but not limited to:

  • Any event, operation, or endeavor operated, conducted, or organized by any unit/organization that is supported by or affiliated with the University or occurring on University property
  • That includes individuals under the age of 18 or an individual under 21 years old who is incapable of self-care because of a mental or physical disability
  • Where parents/guardians are not expected to be responsible for care, custody, or control
  • Activities or programs include but are not limited to: overnight camps, instructional programs, community service, laboratory interns, day camps, academic camps, and sports camps whether operated on or off-campus

Exceptions:

  • Undergraduate and graduate academic programs in which individuals under the age of 18 are enrolled for academic credit or have been accepted for enrollment
  • Events on campus open to the general public that children attend with their parents or guardians
  • Events on campus that are open to registered attendees where children attend with their parents, teachers, or guardians
  • Medical care given to children in a UAH patient-care setting
  • Children employed by the University

Is there a deadline for registration?

The Child Protection Registration Form and the Staff Information Form must be submitted four weeks in advance to allow time for completion of applicable training and background checks.

What if I do not submit the required paperwork within the four-week period?

There are several reasons we ask that the paperwork be submitted 4 weeks in advance.

  • Those with care, custody or control of minors will need to submit to a background check. Background checks take 5-10 business days to complete. If required checks are not returned with a “cleared” result before the event begins – then your event cannot be held on campus.
  • If the required training is not completed before the event, you will not be able to host the event on campus.

What constitutes care, custody, or control of a minor?

  • When parents or guardians will not be present
  • When a person is directly responsible for a child
  • When a person has authority over children
  • When a person handles disciplinary measures of children
  • One-on-one interactions are prohibited unless authorized by the Office of Risk Management and Compliance. Approved one-on-one interactions may take place only in open, well-illuminated spaces or rooms observable by other adults from the activity or program.

What responsibilities do I have as the Event Point of Contact?

It is the event point of contact’s responsibility to ensure that all staff/volunteers have met the requirements of the policy.

  • Submitting both the Child Protection Registration Form and the Staff Information Form to the Office of Risk Management four weeks in advance of the event or activity
  • Ensuring that a safe transportation plan is in place explaining how the children will be transported to and from the event location. this plan must include a sign in process. parents and guardians must provide identification during the sign out process
  • Ensuring that a residential plan is in place explaining how and when the children will be monitored for any overnight stays - and who will be responsible for the overnight monitoring (if applicable)
  • Ensuring that an emergency plan is in place, including guidelines for weather emergencies and for communicating and responding to emergency notifications
  • Ensuring adequate communication with parents (i.e. parent packages) including but not limited to emergency contact information and any relevant medical forms
  • Securing reasonable accommodations for children with disabilities if needed

What responsibilities do I have as the Program Director?

  • Maintaining discipline among the participants and compliance with University rules, including overseeing the care of residence hall property and observance of curfews;
  • Arranging for medical treatment in all cases of illness and injury occurring during the camp, including transportation to and from a medical facility, and seeing that appropriate insurance forms and information are provided;
  • Maintaining regular and open communication with the host office at the University, sponsors, residence hall residents, and residence hall personnel in order to avoid problems;
  • Maintaining daily contact with the host office liaison to ensure that dining hall and program schedules are coordinated and observed;
  • Maintaining regular daily liaison with the university host office to keep that office informed of the progress of the program and to receive messages and mail; and
  • Being on call 24 hours a day while the program is in session

What are the insurance requirements for Third-Parties?

Third-Party organizations and individuals are required to obtain and maintain in force for the duration of the event or activity the following insurance coverages:

Commercial General Liability (“CGL”)

  • Each Occurrence – Premises/Operations & Personal Injury: $1,000,000
  • General Aggregate: $1,000,000
  • Fire Damage Liability: $50,000

Sexual Abuse/Molestation coverage is required for Youth Programs or Activities conducted by Third Party Entities on the University campus.

  • Each Occurrence: $1,000,000

Insurance Carriers

The policies must be issued by an insurance company licensed in the State of Alabama carrying a minimum A.M. Best’s rating of A- VII.

Certificates of Insurance

The University must receive a Certificate of Insurance (COI) prior to the scheduled event which shows coverage for all of the above insurance requirements. The name of the insured on the certificate should match your legal name shown on the Child Protection registration form and your permissive use agreement/Contract.

The Certificate of Insurance must include the following language: 

“The Board of Trustees of the University of Alabama, for and on behalf of The University of Alabama in Huntsville” - must be named as additional insured on the Certificate of Insurance (COI)

What are the staff to participant ratio requirements?

Programs or activities involving children should have a minimum of two individuals responsible for oversight. In large groups of participants, programs may need to provide additional oversight of campers, depending on the intended activities. Regardless of the number of participants, at least 80% of the counselors must be age 18 or older.

Standards for day only camps are:

  • One staff member for every 6 campers ages 5 and under
  • One staff member for every 8 campers ages 6 to 8
  • One staff member for every 10 campers ages 9 to 14
  • One staff member for every 12 campers ages 15 to 17

Standards for overnight camps are:

  • One staff member for every 5 campers ages 5 and under
  • One staff member for every 6 campers ages 6 to 8
  • One staff member for every 8 campers ages 9 to 14
  • One staff member for every 10 campers ages 15 to 18

What happens if the program does not meet the requirements under the Child Protection Policy?

Individuals violating this UAH policy or the requirements of the Guidebook will be held accountable for their actions, which may include, but are not limited to:

  • Volunteers are subject to reprimand or loss of volunteer status;
  • Students are subject to the Code of Student Conduct;
  • Faculty, staff and student employees are subject to corrective action up to and including termination;
  • Unit level sanctions, and;
  • Third-party providers are subject to punitive actions under the terms of their contract agreement, up to and including termination of contract

Site visits may be coordinated by the Office of Risk Management and Compliance. Colleges, units, and individuals must participate in site visits as required.

Third parties must not hold themselves out to be, or give the appearance of, being an agent, servant, or employee of UAH.

How do I know which Program Staff require background checks?

Individuals with care, custody or control of children during activities or programs including children must successfully complete required background checks before any interaction with children. Background checks must cover national, state, and county levels, including a sex offender and domestic violence check. Detailed information on these requirements is available in the Guidebook.

Who is responsible for covering the cost of the background checks?

If a background check has been completed within the past 365 days, it will not be necessary to submit another. However, the Office of Risk Management and Compliance will need the “cleared” confirmation from the background check company as proof of compliance.

  • For those activities and programs that charge a participant fee, the fee must be sufficient enough to cover the cost of the background checks
  • For those activities and programs that are part of a Sponsored Programs activity or program, the budget submitted to the supporting agency must include the cost of the background checks required
  • For those activities that do not charge a participant fee and are supported financially by UAH and/or gift funds provided through the UAH Foundation or provided directly to UAH through University Advancement, the cost of the background checks will be covered through the Office of Risk Management
  • Third Party entities are responsible for the associated costs of successfully completing appropriate background checks as part of that activity or program. The Office of Risk Management will need a copy of the “cleared” confirmation from the background check company as proof of compliance.
    • Third Parties may request that background checks be completed through the UAH Human Resources department, but the third party entity will still be responsible for the associated costs.

The training module does not automatically begin. What do I do ?

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I do not remember my account password for the training. Who do I contact?

You may reset your password by following the instructions provided in the Forgot Password link on the sign-in page. You may also contact CPP@uah.edu for a password reset.

Does the office need a copy of my training completion certificate?

No. We can see who has completed training. Please keep certificates as a part of your program records.

What if I have participants who require medical care, medication administration or special diets?

All programs must obtain authorization to administer any medication, including prescription and non-prescription medications, from the participant's parent or legal guardian in a written, signed and dated format within the forms below:

The Medication Administration Record Form should be used by Program Staff to record all medication administration. Medication must be in its original container and all labels must be intact with instructions clearly legible. All medications for a single participant should be stored in a plastic bag labeled with the participant’s name and date of birth.

Some children may require dietary restrictions due to a food allergy and/or intolerance. Parents and guardians should report these restrictions to the Program Director using the Medication Management Form.

All documentation associated with illness, injury, or medication should be submitted to the Office of Risk Management. See the Guidebook for further requirements.

Remember

If you need additional information or assistance, contact CPP@uah.edu