Getting Ready for Summer Camp Season at UND

With summer approaching, ensure everyone involved in camps and activities with minors on campus is prepared, trained, and compliant with applicable university policies.

Summer camps are a great way to engage young people on campus, but before the first camper arrives, there’s meaningful groundwork to lay. Here’s what you need to know.

Start with the Event Approval Form

Before anything else, submit your event approval request form to the Office of Safety at least 14 days before your program begins. This is required for all activities on UND property. If you’re also reserving campus space, you’ll need a separate facility use agreement. Read more about requirements surrounding events in UND’s Events Policy.

Know Who the Policy Covers

UND’s Protection of Minors Policy applies to all university-run, sponsored, or affiliated programs involving participants under 18, and to outside organizations operating on campus. It does not apply to general public events, IRB-supervised research, or casual campus visits like recruiting trips or admission tours.

Screen Your Staff Before Camp Starts

Every staff member and volunteer must be screened before working with minors. That means a completed application, an interview, a reference check, and a criminal background check (see Protection of Minors Policy). Your unit covers the cost. Outside organizations must complete their own checks and provide documentation to your unit before arrival.

Complete Required Training and Document It

All program staff must complete annual training (campus security authorities and protecting minors on campus) covering abuse recognition, reporting procedures, emergency response, and behavioral expectations. Keep records. If your group is staying overnight in campus housing, training documentation must be submitted before check-in. No exceptions.

Email the Office of Safety if you have difficulty accessing this training.

Plan for Adequate Supervision

Supervision ratios are set by policy based on participant age and program type. Day programs and overnight programs have different minimums. Build your staffing plan around these ratios early, because they also affect your housing reservation and room assignments.

Overnight Programs Require Extra Steps

Overnight programs carry additional obligations. You’ll need written approval, a pre-camp staff meeting, signed parent permission slips, and a final roster submitted to Housing at least one week before check-in. Staff must conduct regular head counts and walkthroughs throughout the stay.

Understand Your Reporting Obligations

Anyone working with minors who suspects abuse or neglect must report it to UPD immediately at 701-777-3491. Many camp staff will qualify as mandated reporters under North Dakota law, which adds an additional legal obligation to report to Child Protective Services as well. Know your status before camp begins. See the Protection of Minors Policy for additional guidance.

Outside Organizations: Same Rules Apply

Non-university groups don’t get a lower bar. They must meet all the same training, screening, and supervision requirements, and submit documentation in advance. A certificate of insurance listing UND as additional insured is also required.

Additional Resources

The University of North Dakota hosts hundreds of events each year through its colleges, departments, and outreach programs. Whether you’re an experienced event planner or organizing your first event, this resource hub provides the essential tools, policies, and helpful insights to guide your event from start to finish.

Questions?

Contact the Office of Safety at und.safety@und.edu for questions pertaining to events and minors on campus. Reach Marcie Simpson at UPD (701-777-3491) for campus security authority training requirements.

Thank you for your cooperation and support in keeping our campus safe for young visitors this summer.