Camps and Programs for Minors

The following documentation is needed for ALL camps and programs which include minors in the program; the time of year is irrelevant. If you are unsure if this paperwork applies to your camp of program please call and speak with Kimberly Martin del Campo, Director of Continuing Education in order to confirm.

CAMP/ PROGRAM DOCUMENTATION

Deadlines for summer programs are important in order to ensure your camp or program is included in the advertisement and publicity efforts. Additionally registration will open for camps on March 1st through MarketPlace. Proper set up of camp/ program will ensure camp is properly advertised and attended.

*If you have any questions or would like assistance filling out the paperwork please make an appointment with the Office of Continuing Education. *

EMPLOYEE DOCUMENTATION

An individual hired or assigned to an employee position involving contact with minors at a camp and program for minors is required to complete training and examination on sexual abuse and child molestation.

All those employed for a camp or program for minors must complete the following paperwork by the set due dates:

• Email ContinuingEducation@tamiu.edu a list of ALL persons employed for the camp/ working with the minors.
  • Separate by: TAMIU Employee, Service Contract, and Independent Contractor

IMPORTANT:

• ALL Employees must submit the above documents to the Office of Continuing Education.
• For those who have employees starting after the due date of paperwork, please have them complete the training through the outside portal (Non Employees Portal).

SUBMIT CERTIFICATE FOR CHILD PROTECTION TRAINING VIA EMAIL TO: ContinuingEducation@tamiu.edu:

• Completed Certificates or transcripts for Child Protection Training.
• Employee/ Service Contract
• Access TrainTraq and Email a copy of transcript in PDF Format to ContinuingEducation@tamiu.edu .
• Directions to Produce Transcript.
  • Log Into SSO
  • Enter into TrainTraq
  • Click on the Tab “My Transcript”
  • On the left hand side there is a PDF Icon. Click on it.
  • Save File to Computer
  • Email file to ContinuingEducation@tamiu.edu
  • Sample of report is attached.
• Independent Contractor Agreement
• Use external portal and email Certificate to ContinuingEducaiton@tamiu.edu.
• *Please note the password has changed for the Non-Employees; instructions attached

CAMPER/ STUDENT PAPERWORK

All participants who are minors must submit the following forms to Pellegrino Hall 301.

• Registration (Review Registration Section Below)
• Emergency Contact Form
• Must be submitted to CE as staff has received HIPPA training.
• Model Release for Minors/ Model Release for Adults
• Waiver Indemnification and Medical Treatment Authorization Form

*REMINDER*

• All camp rosters and paperwork must be submitted by the 3rd day of camp. The Office of Continuing Education can Assist with Registrations and on the first day of your program or event upon request.
• Campers/ students are not allowed to participate at camp or program unless all paperwork is submitted.

VOLUNTEER PAPERWORK

ALL Volunteers, without exception MUST Submit the following Forms.

• Criminal History Investigation Authorization Form
• Model Release for Minors/ Model Release for Adults
• Staff & Volunteer Contract
• Volunteer Waiver Form
• Child Protection Training for Non Employees

Note: Volunteers cannot begin service, or receive hour tracking sheets unless they have been cleared by the UPD and CE. The process for clearing a Criminal Background check takes at a minimum 48 hours. When you send volunteers to fill out paperwork, please make sure they are aware of what camp they will be volunteering at.

REGISTRATION

What we have done to facilitate this process for many of you (who do not require essays or supplemental essays for acceptance into the program) is to set up an online registration link at the following website: Click Here!. This is where Continuing Education takes registrations for our students for camps, conferences, classes etc. This allows us to charge a fee (or not) and collect whatever information we may need. We can also input information or supplemental forms. You can review an example here.

What we would do is create a product for your camps/ programs and connect the product to your account and your funds would be filtered directly to you. We can, upon request, provide you with a weekly report of registrants and obviously filter confirmation emails to selected person in your department. The basic premise of this website is that the registrant/buyer is basically shopping. It’s an easy concept when presented to parents in this format. Additionally, through this software we can offer promotional discounts and accept checks or cash.

We will be linking summer camps and programs to the TAMIU website (www.tamiu.edu/camps). If you have an outside of summer program we can also cater to these needs, including a website and registration. We encourage you to email the link and encourage past patrons to register this way. They must submit all Camper Paperwork to Pellegrino Hall 301.

THIRD PARTY CAMPS AND PROGRAMS

• Must have signed Camp Agreement- TAMIU returned to the Office of Continuing Education
• Must have all paperwork outlined for Camp/Program, Employee documentation, Camper Student Paperwork, and Volunteer Paperwork.

For additional information contact:
BINATIONAL CENTER
Continuing Education
5201 University Boulevard, Pellegrino Hall 301A
Laredo, TX  78041
Tel. 956.326.3068 — Fax 956.326.2838
Email: continuingeducation@tamiu.edu
Office Hours: Mon. - Fri., 8 am - 5 pm