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Approved July 15, 2002
Revised July 7, 2003 |
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1. |
GENERAL |
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1.1 |
University Rule 33.04.99.C1, Use of University
Facilities, provides general guidelines on the use of campus facilities
and the procedures for scheduling events on campus. |
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1.2 |
The following rule and University Procedure
03.03.99.C1.01 provide additional guidelines related specifically
to youth initiatives involving the use of University facilities, services,
and/or personnel. |
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1.3 |
Unless otherwise designated by the Provost
and Vice President for Academic Affairs, the Dean of Community Outreach
will be the administrator who has oversight responsibilities for youth
initiatives that use University facilities. |
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1.4 |
All youth programs that use University
facilities must arrange for the use of such facilities through Community
Outreach. Requests for youth initiatives (camps, clinics, and other
youth programs that provide individualized service) must be submitted
to Community Outreach at least 60 days prior to the start date of
the activity. |
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2. |
DEFINITION
A youth initiative is any University sponsored activity that meets
these criteria: |
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(1) involves children younger than 18 years
of age |
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(2) provides individualized service to
participants and |
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(3) serves some aspect of the University’s
educational mission. |
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3. |
TYPES OF YOUTH INITIATIVES
Discussed below are the basic categories of youth initiatives and
the relevant requirements. |
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3.1 |
Youth Programs Conducted by University
Units |
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3.1.1 |
Youth initiatives conducted
by University departments, divisions, or other units include (1) programs
designed to further the academic knowledge and skills of the participants
and (2) programs that otherwise support the multi-faceted mission
of the University. In both cases, a person associated with the University
directs the program. |
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3.1.2 |
These programs are conducted either on
a fee basis in which participants remit fees as payment to participate
in the initiative or on a non-fee basis in which case external support
in the form of grants, contracts, donations, and other non-University
and University sources are used to support the activities of the initiative.
In some instances, youth initiatives may serve both paying and non-paying
participants. |
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3.1.3 |
Youth initiatives conducted by a unit
of the University must comply with the processes of the Office of
Human Resources, the Office of Financial Affairs, and other appropriate
units. That is, such programs must comply with University hiring procedures,
budgetary requirements, accounting practices, payroll procedures,
and so forth. Additionally, these youth programs must meet all requirements
in University Procedure 03.03.99.C1.01. |
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3.2 |
Youth Programs Conducted by
Non-University Organizations (Third-Party Youth Programs) |
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3.2.1 |
A third-party youth program is a youth
program conducted by a non-university organization pursuant to this
rule. A non-university organization is an organization that is not
affiliated with Texas A&M University-Corpus Christi or The Texas
A&M University System. Non-University organizations can arrange
with Community Outreach to conduct youth programs using University
facilities or services if certain conditions are met. These third-party
youth initiatives must meet the criteria in section 2 above; they
must have a University department, division, or unit sponsor; and
they must meet all requirements in University Procedure 03.03.99.C1.01,
with the exception of providing program budgets pursuant to paragraph
4 and the field trip requirements pursuant to paragraph 7. |
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3.2.2 |
The third-party youth program is responsible
for hiring its own staff, providing for its own accounting requirements,
purchasing insurance, and registering the youth in the program. The
third-party youth program assumes responsibility for any and all injuries
or damages resulting from the youth initiative or related activities. |
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3.2.3 |
The third-party youth program shall be
responsible for the overall operation of the youth initiative. This
will include, but not be limited to, supervision of the participants,
including disciplinary actions; background checks for supervising
personnel; verification that insurance has been obtained; verification
that participants have turned in all required forms; proper use of
facilities; adherence to contractual agreements; and timely payment
of financial obligations. |
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3.2.4 |
The University will charge an additional
percentage of the gross costs for University services, resources,
and facilities as an administrative cost associated with coordinating
third-party youth programs. Third party youth programs are required
to reimburse the University for all expenses incurred in using University
facilities, services, and resources. |
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3.2.5 |
Third party youth programs will not promote
themselves as affiliated with or sanctioned by the University. Third
party youth programs are prohibited from using University logos or
the University name. |
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