University Resources

Forms for online programming with minors

Forms for Programs

Process and Forms for Individuals (PI’s, Faculty, Researchers etc.)

  1. Contact your departmental Human Resources representative. Human Resources needs to be aware of all persons who are working in the department regardless of the status (volunteer, intern, paid) or the duration of the work. This helps ensure that all policies are in place and that the individual is receiving the new employee safety orientation checklist. Human Resources will make sure that you have the proper background check to work directly with a minor and that the type of work is appropriate for the role.
  2. Contact your Dean, Vice Chancellor or their designee who has supervisory authority over the program or activity for their approval.  All activities with minors must be approved at this level.
  3. Review the Minors Regulation and Registration Process.
  4. Register your program or activity in REPORTER.
    1. Once you register the program you will be assigned to EHPS-YP100 which is the minors regulation required training course.
    2. As part of the training you will be asked to review and agree to these Personal Boundaries for working with minors.
  5. Provide the Minors in Field and Lab document and the necessary sample forms above to the parent/guardian of the participant(s) for them to complete. Forms should be stored in the department.
  6. Complete the new employee safety orientation checklist with the Minor prior to them beginning any activities. This is required for paid and unpaid individuals.

Personal Boundaries for Working with Minors

Forms for Personnel

Campus Safety

The University Police Department is a fully sworn, armed, well-trained and well-equipped police department here to serve the university community. Ask all program employees and volunteers to “like” NC State Police on Facebook to receive alerts related to their safety while on campus.

The University Police provide numerous training opportunities.

Conference Services

If your program participants will be staying on campus overnight and/or eating in the NC State dining halls, contact Conference Services to plan your arrival and check-in process, your meal times, recreational activities, classroom space and meeting needs, as well as your departure and check-out process. Due to high demand for university resources in the summer months especially, it is critical to plan and follow a specific schedule to ensure that all programs and students can be served in a safe and efficient manner.

Dining

If your group would like to eat on campus, you may make arrangements with University Dining at 919.515.7012.

Emergency Management Mission Continuity and Pack Ready Plan Lite

  • Address emergency preparedness activities that take place during all four phases of emergency management, including Mitigation, Preparedness, Response and Recovery.
  • Provide a general guide and reference for Youth Program Coordinators to shift panic into urgency by informing emergency contacts and taking quick actions to safeguard people, resources and assets.

For more information, please consult Emergency Management and Mission Continuity at 919-515-9657 or ncstateemmc@ncsu.edu.
Review this site for emergency preparedness information.

This Emergency Procedures Poster can be completed and used in facilities where programming is being held.

Here are the basics for What to do in Case of An Emergency

Here is a sample toolkit for crisis communications provided by the ACA.

The On Campus App provides a way for all individuals to receive Wolf Alert emergency information.  Programs staff and volunteers, as well as parents and guardians can download this to stay up to date with NC State operations.

The Faculty Resources can be adapted for use with youth programs.

Environmental Health and Safety

Environmental Health and Safety Offers a wide range of training at no cost through REPORTER.  Recommended trainings for youth programs include Stop the Bleed, 15 Passenger Van Safety and First Aid AED/CPR.

Campers Insurance

Campers insurance: The Nationwide Campers policy provides Accident Coverage for day and overnight academic youth programs at NC State. This is an Accident policy, not a Health Insurance Policy.

Self-Guided Tours

>Share the NC State Virtual tour with your groups so they can learn about campus before they arrive.

Transportation and Parking

  • Use of personal vehicles to transport minors is not allowed
  • Vehicles and/or drivers can be reserved through Fleet Services
  • Call 911 for emergency medical transportation needs

Programs and Camps hosting minors should contact the Office of Transportation to make arrangements for arrival and departure. Arrival and departure procedures for each program or camp are communicated to the participants through the specific program. If you have a child attending a camp or program, contact the program coordinator or camp director for more information.

Parking for activity buses is available. Bus parking is limited, please contact Transportation to arrange for a parking location. A standard drop off area for Main Campus is located in the Coliseum Deck Pay Lot. This provides groups with direct access to Talley Student Union. A standard drop off area for Centennial Campus is the circle at the top of Oval Drive. Wolfline bus stops should not be utilized by non-Wolfline buses. All vehicles on campus need to obtain a parking permit. Contact Transportation for additional information.

Violence Prevention & Threat Management

Safety is a community responsibility. Be sure to familiarize yourself with the resources available through Violence Prevention & Threat Management, including FAQ’s.

High Risk Activities and Interactions

This list of high risk activities and interactions should be addressed in training for youth programs:

  • Activity involving locker room use for showering/changing clothes
  • Exposure to potentially hazardous materials or equipment that may cause illness or injury (including but not limited to materials found in labs or shops)
  • Trips off campus
  • Interaction with animals
  • Overnight stays
  • Physical activity (more than brief stints or walking)
  • >Transporting minors in vehicles
  • Use of social media for assignments, updates, coordination, announcements, etc.
  • Use of technology for projects or assignments
  • Transitions between locations
  • Drop off and pick up
  • Wellness, medication and allergy management
  • >Participants without visible identification with specific program and  leader/counselor/mentor/supervisor.
  • Supervision by Covered Individuals who are not employed or volunteering with the program.