Minors on Campus

Educators have no greater responsibility than safeguarding the children with whom they work. Ohio University (“OHIO”) welcomes minors to campus for many activities including summer camps, educational programs, athletic camps, events, etc. (“programs”) This website is a source of information for both parents and program employees/volunteers.


PARENTS

OHIO Programs


OHIO Events

Coming Soon!


Emergency Information

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PROGRAM EMPLOYEES/ VOLUNTEERS

Program Registration

All programs must be registered annually here at least 2 months before the date it will commence.


Training

All authorized adults who will be working with minors (including OHIO employees, students, student athletes, and volunteers) must complete annual mandatory training prior to the commencement of the program.  The two required trainings are: (1) Protecting Children: Identifying and Reporting Sexual Misconduct; and (2) the Shine a Light Webinar videoClick here to register for training.

In addition, all authorized adults who will be part of the hiring process for program staff must complete: Hiring Staff Who Work With Minors. Click here to register for training if you are part of the hiring staff.

New Users

Scroll down to Registration on the training pages linked above to create an account.


Returning Users

Log in with previously established credentials. Once you are logged in you may choose from the listing of available courses. A history of your completed courses is available in "My Completions." You will also receive an email containing a link to your completion certificate, upon successful completion of the courses.


Need Help?

If you have any issues with sign-in or accessing the courses, or if you did not receive your welcome email, visit the EduRisk Support Portal or click any Support Portal link on the site. All other questions should be directed to: Larry Wines, wines@ohio.edu

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Forms 

A Qualtrics survey has been prepared for program participant registration including all the required forms and a landing page for your cashnet link.  Please contact Jen in Legal (johnsj16@ohio.edu) if you would like to be added as a collaborator for use.

Application & Emergency Contact Information – this form must be completed for every participant. The program can include additional information, i.e. t-shirt size, school, grade, etc. but they must include the information that is on this form.
Volunteer Agreement and Release – the program director must ensure that all volunteers for programs complete and execute this form. Note that the director must also sign off that the services that will be performed by the volunteer cannot be filled by an OHIO employee. Consult your HR representative with questions about whether you are allowed to use volunteers to perform particular services.

Photo and Film Waiver
– if the program will record anything via photo, video, etc., or plans to post pictures or videos on social media, then this form needs to be completed by all participants.  This form also works for programs where the student is creating photos, videos, etc. and the program may want to use those for marketing, to display, etc.

Medical:
  • All program directors and applicable counselors/staff must review these completed forms prior to camp and be prepared to accommodate the minors.
  • If you need a nurse to dispense medications call Carole Merckle at 740-597-1212. She has a pool of registered nurses at a rate of $27/hour.
  • If you have a resident program (overnight), you must have all medications/drugs collected with the applicable forms and a nurse must dispense them.  Exceptions include medications that must be on the person (i.e. rescue inhaler, EpiPen, insulin, etc.)
Medical Information and Consent– all participants must have this form completed prior to attending.

Authorization for Medication Administration
– this form is completed if a participant is bringing a medication/drug on to campus that is or may be used during the program. (i.e. rescue inhaler, EpiPen, antibiotics, etc.)
A participant may not attend with a medication/drug on campus without this form completed.

Releases for Recreational Programs:
Release for University Sponsored Recreational Program for Minors on Campus Day Only – all participants for recreational day programs must have this form completed prior to attending.

Release for University Sponsored Recreational Program for Minors on Campus Overnight
– all participants for recreational overnight programs must have this form completed prior to attending.

Releases for Educational Programs:
Release for University Sponsored Educational Program for Minors on Campus Day Only – all participants for educational day programs must have this form completed prior to attending.

Release for University Sponsored Educational Program for Minors on Campus Overnight
– all participants for educational overnight programs must have this form completed prior to attending.


Forms for Third Party Programs

Release for Third Party Sponsored Programs for Minors on Campus – when a third party is operating a camp on an OHIO campus, all participants must have this release signed. The responsibility to collect these prior to the minor participating is on the sponsoring department/unit/college.

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Policies

Coming Soon!

Background Checks 

  1. Each authorized adult who is a university faculty, staff or student employee must complete a BCI (bureau of criminal investigation) background check or otherwise have a background check on file completed within two years preceding the commencement of the program. In addition, the person must complete an FBI background check if he/she has lived out of state any time within the prior five years preceding the commencement of the program.  All university faculty, staff or student employees who have a break in employment with the university for any period of time must have a new BCI background check upon rehire. An FBI check must be completed if the person lived out of state during the break in service.
  2. Each authorized adult who is a volunteer or non-university participant must complete a BCI (bureau of criminal investigation) background check or otherwise have a background check on file completed within two years preceding the commencement of the program. Out of state volunteers must have a completed FBI background check within the last two years preceding the commencement of the program.
  3. The Program Directors may accept printouts of previously performed background checks as long as they still meet the requirements in 1. And 2. i.e. a teacher or a student teacher who is checked annually may give the Program Director a copy of their results and this is sufficient.
  4. All persons working with minors must be checked against the national sex offender registry.
  5. All persons must self-disclose felony or misdemeanor convictions that occur after hire within three days of pleading guilty or being convicted.
  6. All persons who have failed a BCI background check or have pending charges for a sex-related offense or crime against a minor, or who appear on the national sex offender registry shall not be permitted to take part in any OHIO program pertaining to minors or involving minors in any capacity.
  7. At OHIO the Bobcat Depot does background checks. Information is here: https://bobcatdepot.ohio.edu/ePOS?form=shared3/gm/merch.html&cat=54&store=635&design=635
  8. The background check form will request information regarding the relevant section of the Ohio Revised Code.  Please fill in ORC 5104.013 on the form.
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Emergency Information

  • Receive alerts at: https://www.ohio.edu/alert/
  • Each program must work with Jill Harris to have emergency plans in place. Jill Harris, Manager, Emergency Programs at harrisj4@ohio.edu or 740.593.9532.
  • Every camp counselor/director must have a roster with him/her at all times that contains each campers’ name and emergency contact information.
  • Every program director must have an electronic list (email or text) set up in advance of camp with emergency contacts of the minors.
  • For each program, let the parents know what the mode of emergency communication will be.
  • All programs must also provide an emergency contact list to Nikki Ohms in conjunction with any other information required, as applicable.

Record Retention 

Legal Affairs is working with OIT to set up a long term solution for record retention of the forms for all the programs using OnBase.  Plan to send the records as batch scans (not individual participants) for the following:  Medical Information and Consents and Authorization for Medication Administration forms; Releases; Training Certificates and Sign In Sheets.  Stayed tuned for further information/instructions.

Incident Report

If there is an incident or injury involving non-employees (program participants, visitors to campus, or students), a Non-Employee Incident Report must be filled out by an OHIO employee and submitted to Larry Wines (wines@ohio.edu).  The form is here:  https://www.ohio.edu/hr/forms/upload/Non_Employee_Incident_Form.pdf.
OHIO programs and third party programs operating on an OHIO campus must meet or exceed the applicable ratio of staff to program participants as recommended by the American Camp Association:

Age of Participants
 Staff-to-Participant Ratio for
 Overnight Program
 Staff-to-Participant Ratio for
 Day Programs
4-51:51:6
6-81:61:8
9-141:81:10
15-171:101:12

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