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Camps & Programs Roles & Responsibilities
The University of Maryland expects all youth programs and camps to lead by example and demonstrate a commitment to safety. As a youth program coordinator, you play a critical role in ensuring the safety of underage children on our campus. In order to ensure that your program meets all safety criteria, complete the following steps:
Camp and Youth Directors
- Register Your Youth Program or Camp - Register your program with the Office of Risk Management annually. Please register your youth program. This process requires basic information and will take approximately 5 minutes to complete. Some youth programs must meet additional requirements mandated by the Maryland Department of Health and Mental Hygiene (DHMH). If so, your program must also complete the New Youth Camp Application form, as required by DHMH.
- Institute a Screening Process to Select Staff and Volunteers - It is critical for all youth programs and camps to develop an appropriate screening process to select program staff and volunteers. This includes, but is not limited to, requiring background checks and child protective services checks prior to the start of the program or camp.
Please review and follow all procedures to complete Background Checks and Fingerprinting for program staff members.
- Develop Written Safety Procedures and Conduct Staff Training
Developing the following safety procedures is intended to address the hazards and risks associated with operating a camp or youth program. Training program staff on these procedures and written plans, assists in ensuring that your staff will implement the procedures as written. DHMH requires the following procedures:
- An Emergency Preparedness Plan, including procedures and documented drills.
- A Health Program signed and approved by a Health Supervisor at UHC) and Health Log.
- A Building/Facility Safety Plan.
- Procedures for Drop-Off and Pick-Up.
- Procedures for Child Abuse & Neglect Reporting.
- Safety Plans for Field Trips and "Specialized Activities".
- Procedures for Trips and Transportation.
- Procedures for Supervision During Routine Activities.
- Ensure Staff and Volunteers Receive Proper Training
Youth programs and camps should ensure that staff and volunteers receive all required training and are equipped with the knowledge and skills to effectively follow safety procedures. Staff and volunteers must receive the following training:
- Documented training on the program’s Health Program and all of its components, including procedures for supervising medication.
- Documented training on the program’s Emergency Plans, Trip and Transportation Plans and "Specialized Activities" Safety Plans.
- Current and documented CPR and First Aid Certification. A minimum of two (2) staff members with current CPR and First Aid Certification are required to be on duty at all times.
- Documented training on the requirements of the USM Policy on the Reporting of Suspected Child Abuse and Neglect for those camp or youth program employees/volunteers who have regular contact with children.
- Keep Comprehensive Records
- Maintaining accurate records related to your program will provide important information related to the health and safety of your youth participants. At minimum, this includes maintaining the following records:
- Health Records and Immunization Requirements for Every Child, including written authorization from the child’s legal guardian.
- Prescriptive order for all medications administered at camp.
- Health Records for Every Program Staff Member.
- Injury and Illness Reports.
- Emergency Contact and Authorized Pick-Up Records.
- An Annual Fire Inspection Report of the Facility.Submit Required Reports
- Each DHMH-regulated program or camp must submit an online Annual Report (link located under "hot items") and Injury/Illness Reports to the Department of Health and Mental Hygiene (DHMH) within 2 weeks of the program ending.
- Before the start of the Camps and Youth Program season, each Camp and Program Director is expected to fill out the Camps Template and submit it electronically to the Office of Risk Management. The information on the template informs the Office of Risk Management to expect a background check record on the names listed. If additional employees are hired by the camp after the original list has been submitted, fill out another Camps Template and submit it.
- Each Camp and Program Director (UMD or Sports) is expected to provide the LiveScan Application form and Camp Authorization Number to each of their camp employees prior to going over to DPS or any other fingerprint location within the State of Maryland. If the camp is expecting to send a large number of people to DPS at once, call DPS in advance. Appointments must be made for large groups by calling 301-405-5758 or 301-405-5720.
- To reconcile against the records Risk Management received, at the end of the Camps season and once the fall semester gets started (October), all Camp and Program Directors must send a list of every employee that received a paycheck/worked their camp(s). If all camps sent all of their employees through the background check process (unless they are within the 3-year window), the Office of Risk Management should have a background check record and a child protective services form for each employee.
Office of Risk Management
- The Office of Risk Management at the University of Maryland is responsible for coordinating all camp and youth programs to ensure compliance with all state and university requirements. The Office of Risk Management is also the repository for receipt of all criminal background check records for UMD Camps and Youth Programs and for processing all Child Protective Services forms to the proper counties for processing. Once background check records are received (State of MD and FBI), the records are checked for any "flags" either from the State of Maryland (CJIS) or the FBI. Based on available information about the infraction, the Office of Risk Management and the Legal Office discuss the infraction and a decision on how to proceed is determined.
- The Office of Risk Management will communicate with the Camp or Youth Program Director should a flag infraction warrant not allowing the intended camp employee to work the camp.
- The Office of Risk Management maintains the database on all Summer Camps and Youth Programs background check records and ensures that all data and hardcopy records are securely filed as per CJIS requirements.