Non-Student Minors on Campus

I. REASON FOR THIS POLICY

This policy and its procedures set forth the protocols and guidelines to safeguard and protect the well-being of non-student minors visiting campus, attending University-sponsored events and programs, or participating in external organization programs and activities that use campus facilities, including all youth programs as defined herein, in accordance with the governing provisions of SDBOR Policy 1.6.4 Minors on Campus.

Please see SDBOR Minors on Campus Policy 1.6.4 for additional definitions and requirements.

II. DEFINITIONS

1. Affiliated Organizations. For purposes of this policy, “affiliated” means officially recognized University groups and organizations (e.g., student organizations approved by the University, officially recognized staff and/or faculty organizations, alumni association, recognized alumni groups, foundation, State of South Dakota and its political subdivisions). Affiliated organizations have the broader right to assemble and speak in public areas on campus without obtaining prior permission.
2. Affiliated Youth Programs. Under the direct control of University employees acting within the scope of their employment (i.e., official capacity).
3. Co-Affiliated Youth Programs. Under the collaborative control of both the University and the co-sponsor with defined responsibilities for each entity.
4. Program Leader. Youth program coordinator or director who coordinates an event and is the point of contact for all authorized adults.
5. Unaffiliated Youth Programs. Under the direct control of an external organization (any individual or group not acting on behalf of the institution, or any individual or group acting independently of the institution, which includes recognized student organizations).
6. Unaffiliated Organizations. Any persons, businesses, organizations, or groups that are not officially recognized by the University. Unaffiliated organizations must obtain permission to assemble and speak in public areas on campus.
7. Youth Program. Any program that is designed to serve or is targeted towards non-student minors, at which parents or guardians are not expected to remain with, and be responsible for, their non-student minor.

III. POLICY

1. Institutional Roles and Responsibilities. Events on campus that include non-student minors shall be implemented through campus collaboration among University stakeholders.
   1. University Events and Conferences Office: Youth Program Logistics
      1. Collects initial logistics information regarding Youth Programs.
      2. Informs the Governors Cyber Academy and K-12 Initiatives Office about Youth Program requests.
      3. Coordinates with various departments and staff regarding event logistics.
      4. Collaborates with the Governors Cyber Academy and K-12 Initiatives Office.
   2. Governors Cyber Academy and K-12 Initiatives Office: Youth Program Quality
      1. Implements the authorized adult training for Youth Programs.
      2. Implements an assessment plan for non-student minors on campus to determine program effectiveness.
      3. Collaborates with the University Events and Conferences Office.
   3. Youth Program Leader Supervisors (e.g., Provost, Dean, Athletic Director, VP)
      1. Promote awareness of non-student minor policy and procedures.
      2. Monitor Youth Program Leader compliance with non-student minor policy and procedures.
   4. Human Resources Office
      1. Receives an EPAF request (employee) or Volunteer Form (volunteer) to be authorized to request a background check.
      2. Conducts the background checks as requested by the Youth Program Leader.
      3. Notifies the Youth Program Leader regarding background checks completion status.
2. Youth Program Leader Roles and Responsibilities
   1. Training all employees and volunteers in, and requiring adherence to, the minors’ policies and any policy, procedure, law, or regulation or requirements applicable to the Youth Program.
   2. Certifying background checks have been conducted on Authorized Adults in accordance with this policy.
   3. Establishing an emergency plan for all participants that includes notification of parents or legal guardians in the event of an emergency.
   4. Completing and retaining all required forms.
   5. Establishing a plan for maintaining adequate supervision considering the number and age of participants.

Exclusions

None 

Exceptions

Only in rare and unusual circumstances may an exception to this policy be granted.

Individuals may submit a written request for exception to the university president, or

their designee, who will determine whether an exception to the policy will be granted.

Any approved exception to this policy must be in writing, to include the nature of the

exception and the rationale for its approval. SDBOR Policy Minors on Campus 1.6.4 (C.7).

IV. PROCEDURES (MAJOR)

1. Youth Programs in General
   1. Initial Request
      1. The Youth Program leader shall complete the Camps and Conferences Request Form provided by the Events and Conference Services Office.
      2. The Events and Conference Services Office, in collaboration with the University administration, shall review the submission and approve or deny the request.
      3. If approved, the Events and Conference Services Office shall provide the program leader with the University’s Youth Program Planning Guide.
   2. Youth Program Planning Guide
      1. The Youth Program leader shall review and complete requirements prior to the Youth Program using the most recent Youth Program Planning Guide provided by the Events and Conference Services Office.
      2. The Governors Cyber Academy and K-12 Initiatives Office and the University Events and Conferences Office shall complete annual and ad-hoc reviews of the Youth Program Planning Guide and forms as needed.
   3.  Liability
      1. Unaffiliated youth program sponsors shall indemnify and hold the University, its officers, employees, agents, and volunteers, harmless from any liabilities or claims brought by them or their respective officers, employees, agents, and volunteers arising out of the youth program, except for liability for which the negligence of the University, its officers, agents, and volunteers, is the sole, but-for cause.
      2. Youth Program leader(s) shall obtain all necessary forms, in paper or electronic format, with electronic signatures, as set forth in the Youth Program Planning Guide, as part of the youth program registration process from all non-student minor participants and their parents/guardians.
      3. All data gathered shall be confidential, is subject to records retention guidelines, and shall not be disclosed, except as required by law.
      4. No youth program held in University facilities or on University grounds shall be advertised prior to the approval of the Facility Use Agreement.
   4. Background Checks
      1. All Youth Program leaders must submit their list of authorized adults to the DSU Human Resources email at a minimum of two weeks prior to the beginning of the program.
      2. Continuing authorized adults shall have a new background check at the discretion of the University.

V. RELATED DOCUMENTS, FORMS AND TOOLS

• Camps and Conferences Request Form (This is in development based on the new Events Steering Committee.)
• Youth Program Planning Guide. The forms below are required for all Youth Programs when students are attending an on-campus event designated for non-student minors who are unaccompanied by a parent, guardian, or chaperone. (Current drafts of the forms are included as appendices in the Youth Program Planning Guide. ITS has developed a Waiver Portal so that all forms can be completed and collected electronically. The plan is to pilot that with two camps this summer. All below are being piloted this summer with campus-wide implementation in the fall of 2025.)
  • General Operations and Safety Plan
  • Participation Consent and Liability Release Form
  • Self-Administration of Prescription Medication Form
  • Self-Administration of Over-the-Counter Medication Form
  • Code of Conduct for Youth Program Participation
  • Media Release Authorization Form

VI. POLICY HISTORY

Adopted: 04/28/2025