Youth Program Roles and Responsibilities

Responsibilities for Youth Program Director

1. Register Your Youth Program or Camp: Register your program with Event Services annually. This process requires basic information and will take approximately 10 minutes to complete. Frostburg State University requires all youth programs to meet Maryland Department of Health (MDH) requirements.

2. Implement the required Screening Process for all Staff and Volunteers: All youth programs and camps must comply with the established screening process for program staff and volunteers. This includes, but is not limited to, requiring background checks and child protective services checks before the start of the program or camp.

3. Develop Written Safety Procedures and Conduct Staff Training: The following safety procedures address the hazards and risks of operating a camp or youth program. Training program staff on these procedures and written plans ensures that your staff will implement policies and procedures as written.  These procedures and records of staff training must be submitted to Event Services.  

   1. FSU requires the following procedures:

      1. Completion of Event Services Youth Program training annually.
      2. An Emergency Preparedness Plan, including procedures and documented drills.
      3. A Health Program and Health Log.
      4. A Building/Facility Safety Plan.
      5. Procedures for Drop-Off and Pick-Up.
      6. Procedures for Child Abuse & Neglect Reporting.
      7. Safety Plans for Field Trips and "Specialized Activities."
      8. Procedures for Trips and Transportation.
      9. Procedures for Supervision During Routine Activities.

4. Ensure Staff and Volunteers Receive Proper Training: Youth programs and camps should ensure that staff and volunteers receive all required training and are equipped with the knowledge and skills to follow safety procedures effectively. Staff and volunteers must receive the following training:

   • Documented training on the program’s Health Program and its components, including procedures for supervising medication.
   • Documented training on the program’s Emergency Plans, Trip and Transportation Plans, and "Specialized Activities" Safety Plans.
   • Current and documented CPR and First Aid Certification. 
   • Documented training on the requirements of the USM Policy on the Reporting of Suspected Child Abuse and Neglect for those camp or youth program employees/volunteers who have regular contact with children.

5. Keep Comprehensive Records: Maintaining accurate records related to your program will provide important information related to the health and safety of your youth participants. At a minimum, this includes maintaining the following records:

   • Health Records and Immunization Requirements for Every Child, including written authorization from the child’s legal guardian.
   • Prescriptive order for all medications administered at camp.
   • Health Records for Every Program Staff Member.
   • Injury and Illness Reports.
   • Emergency Contact and Authorized Pick-Up Records.
   • An Annual Fire Inspection Report of the Facility.

6. Submit Required Reports: Each youth program must submit an Annual Report (link located under "hot items" and click on "Most Requested Forms and Documents" to locate the "Annual Report - MDH-4764") and Injury/Illness Reports to Event Services for submittal to the Maryland Department of Health (MDH) within 2 weeks of the program ending.

   To reconcile against the records Event Services received, at the beginning and end of the camp season and once the fall semester starts (October), all Camp and Program Directors must send a list of every employee who received a paycheck/worked their camp(s). If all camps send all their employees through the background check process (unless they are within the 3-year window), Event Services should have a record of a background check and a child protective services form for each employee.