Programs Involving Minors

Guidelines for Programs Involving Minors

Many departments on campus sponsor programs involving minors, from internships to school field trips to summer camps. Both RIT and the greater community benefit from programs that introduce young people to the exciting academic and recreational resources available on campus. The following information provides guidelines to clarify liability issues and provides steps to follow for these planned activities.  In some cases, these programs require compliance with New York public health law. RIT faculty and staff can address these issues by planning the programs appropriately.  In addition to the guidelines below, for more information about keeping children safe, please refer to the RIT K-12 website.

RIT Programs Involving Minors: Guidelines for Camps

An RIT sponsored summer day camp or overnight camp that meets the following criteria must meet the requirements outlined below, as mandated by NY Public Health Law (Section 7-2.1). All other programs involving minors please scroll down to: Guidelines for Programs/Activities That Do Not Qualify as Camps (below).

Please review and be familiar with the NY Public Health Laws relative to children's camps. Changes were made effective July 6, 2011.

NY Public Health Law Section Part 7, Subpart 7-2 Children's Camps

Camp Directors Checklist

Permit requirement: (Please submit at least 90 days prior to start of camp):

• Application for permit must be submitted to the Monroe County Health Dept. at least 60 days prior to the start of the camp. Jody Nolan from Environmental Health & Safety, (ext. 56676, fax 475-2966) will assist you with the completion of the permit application. Please contact her at least 90 days prior to the start of your camp to begin the process.
  • Adhere to NY required staffing guidelines. NOTE: your camp will be required to hire a Medical Director. In addition, if the camp involves swimming activities, an Aquatics Director may be required.
  • Complete Children's Camp Facility and Staff Description (DOH-367 and DOH-367a) if necessary.
  • Complete written safety plan.

Registration requirements:

• Camp brochure with required information (including campers' rights and responsibilities) must be distributed to parents as part of registration process.
• Registration forms should be approved by the Office of Legal Affairs and should indicate that:
  • The camp must be permitted by the NY State Dept of Health
  • Is required to be inspected twice yearly
  • The address where the inspection reports are filed:

    Monroe County Department of Public Health
    111 Westfall Rd. Room 952
    P.O. Box 92832
    Rochester, NY, 14692

• RIT Participant Agreement must be signed for each participant. Form must be maintained by host department for 6 years.
• Participants must submit current Medical and Health Insurance Information, Immunization History, Medication Form and Medication Permission Forms
  • Each camp is required to have a qualified Camp Medical Director.
  • Health screenings and medication plans should be conducted by Camp Medical Director.
  • Records should be marked confidential, kept in a secured area and retained for 6 years.

Staff Requirements:

• Annual sex offender registry check of all staff and volunteers
  • Submit Pre-Employment Background Check and Authorization Form to Human Resources (Lizanne Zamites ext. 56261, fax ext. 57170)
• Annual criminal background check of camp directors (prior to hire)
  • Submit Prospective Children's Camp Director Certified Statement(DOH-2271) and Statewide Central Register Database Check (LDSS-3370) to Human Resources (Lizanne Zamites ext. 56261, fax ext. 57170)
• All staff must be appropriately trained on emergency procedures including but not limited to lost camper protocols and identification and reporting of suspected abuse.
  • See camp safety plan for more details about required training.
  • Online training for identification and reporting of suspected child abuse is available through the NY Mandated Reporter Resource Center.
  • Additional information about suspected abuse is available through the NY State Office of Child Protective Services.
  • As with all emergencies on campus, reports of injuries or suspected abuse must immediately be reported to RIT’s Public Safety Department at 475-3333.
• Permitted camps using the deep end of the pool also require an appropriately qualified Aquatics Director.
• NY state provides many helpful publications at:  http://www.health.ny.gov/environmental/outdoors/camps/.

Insurance Requirements:

• Provide Camps and Workshops Accident Insurance Enrollment Form to Risk Management jmmcps@rit.edu or fax ext. 475-7950 for enrollment in the Camps and Workshops excess accident policy ($1.15/person for non-athletic camps, $1.55 per person for athletic camps).
• Each camp participant is required to have medical insurance.

RIT Programs Involving Minors: Guidelines for Programs/Activities That Do Not Qualify as Camps

Checklist for Non-Camp Activities Involving Minors

For all gatherings of minors who are not supervised by parents or guardians and that do not qualify as a "camp" as defined by New York Public Health Law (see above), please follow the guidelines below. If you have questions about your event, please feel free to contact Melinda Ward in Risk Management at 475-6135.

Registration requirements:

• Registration forms should ask for emergency contact information, insurance information, and any food allergies (if we are providing food). No other medical information should be requested. This form should be approved by the Office of Legal Affairs.
  • Records should be marked confidential and kept in a secure area for 6 years.
• RIT Participant Agreement must be signed for each participant. Form must be maintained by host department for 6 years.
• If necessary use the following forms to dispense medication: Medication Form and Medication Permission Forms

Staff Requirements:

• Annual sex offender registry check of all staff and volunteers
  • Submit Pre-Employment Background Check and Authorization Form to Human Resources (Lizanne Zamites ext. 56261, fax ext. 57170)
• Use NY state staffing requirements as guidelines
• All staff must be appropriately trained on emergency procedures including but not limited to lost child protocols and identification and reporting of suspected abuse.
  • All staff and volunteers should be familiar with their building Emergency Action Plans (EAP). Contact Jody Nolan at x. 56676 if you do not have a copy of your building’s specific plan.
  • Online training for identification and reporting of suspected child abuse is available through the NY Mandated Reporter Resource Center.
  • Additional information about suspected abuse is available through the NY State Office of Child Protective Services.
  • As with all emergencies on campus, reports of injuries or suspected abuse must immediately be reported to RIT’s Public Safety Department at 475-3333.

Insurance Requirements:

• Provide Camps and Workshops Enrollment Form to Risk Management jmmcps@rit.edu or fax ext. 475-7950 
  for enrollment in the Camps and Workshops excess accident policy ($1.15/person for non-athletic camps, $1.55 per person for athletic camps).