The following resources can be used to plan and administer covered activities in line with the Protecting Minors policy, and to promote safe, meaningful experiences for minors at USC.
Applications, interviews and reference checks:
It is critical to ensure the adults entrusted with caring for minors are skilled and qualified to work with youth. To help strengthen your background screening process, the following resource includes best practices and sample questions for applications, interviews and reference checks that can be adapted and customized to fit the needs of your covered activity.
For additional information about background screening, visit our Screening page.
The consent forms in the document below are not exhaustive and may need modifications depending upon the type of covered activity being conducted. The following base forms have been developed and are available for your use. Please see the resource section of the registration system (Ideal-Logic) to download:
USC: Medical Authorization; Information & Insurance
USC: Pickup/Dismissal Authorization
USC: Use of Technology; Program Rules
If you’re unsure whether you should incorporate any of these forms, contact minors@usc.edu for guidance.
If you’d like to electronically issue and collect minor participant consent forms and/or medical information, you can work with the Office of Youth Protection and Programming and Provost IT to create a CampDoc account. A CampDoc account will allow you to collect and securely store documents and sensitive information, including medical information that can be securely shared with USC Student Health. The following document provides a brief overview of how to setup your covered activity’s account.
If you would like to set up a 1:1 meeting with Rebecca Romero (Provost IT) to learn more about CampDoc’s functionality, you may use her Bookings link.
Due to their significant responsibility for the oversight of campus activities, Covered Activity Administrators are considered Campus Security Authorities (CSA) under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 U.S.C. § 1092(f)) (“Clery Act”). To educate Covered Activity Administrators about their mandatory reporting duties, a training course and the following one-pager is provided upon registration with the Office of Youth Protection and Programming:
Student Privacy Compass: Educator’s Guide to Student Privacy (best practices, communicating with parents, federal and state laws, security, K-12 training, and additional resources)
All faculty and non-confidential staff are considered “Designated Employees,” according to USC’s Policy on Prohibited Discrimination, Harassment and Retaliation. Additionally, student employees with supervisory roles, resident assistants, teaching assistants, graduate assistants, and research assistants also are considered Designated Employees when performing the duties of their role.
Designated Employees are required to immediately report potential discrimination, harassment, and retaliation related to a protected characteristic to USC’s Office of Civil Rights Compliance (OCRC) office to ensure that the University has a comprehensive process for coordinate appropriate and timely responses to reports of this nature. For more information read the Designated Employee responsibilities. These reporting requirements are in addition to those outlined in USC’s Protecting Minors Policy
Careful planning is critical to effective emergency management. Under the Protecting Minors Policy, to help protect the well-being, safety, and security of minor participants and staff involved in a covered activity, covered activity administrators (CAAs) are responsible for establishing an emergency plan with protocols that address potential emergency situations. The following guide has been developed to serve as a resource to support CAAs with their emergency management plans:
Valuing differences, embracing a variety of perspectives, and ensuring equitable opportunities for all minors at USC not only creates environments where students and their families feel welcome, but it also provides young people and adults incredible opportunities for learning and growth. Below are some helpful resources for educators and program administrators.
National Inclusion Project – Provides a library of resources related to inclusion, disability, and special needs
American Camp Association – A collection of resources on cultural diversity to help create more equitable and inclusive environments for campers and staff
Kids Included Together – Inclusion resources to help ensure children are included in programming, regardless of ability
For information on how to undergo Live Scan, please refer to our Registration Roadmap which includes specific details, including a step-by-step guide.
Below you’ll find instructions for the application form that staff must complete and bring with them to a Live Scan location (recommended to have 2 copies). The physical form that you must print out will be emailed to staff after they’ve been added to a covered activity.
If you’d like to electronically issue and collect minor participant consent forms and/or medical information, you can work with the Office of Youth Protection and Programming and Provost IT to create a CampDoc account. A CampDoc account will allow you to collect and securely store documents and sensitive information, including medical information that can be securely shared with USC Student Health. The following document provides a brief overview of how to setup your covered activity’s account.
If you would like to set up a 1:1 meeting with Rebecca Romero (Provost IT) to learn more about CampDoc’s functionality, you may use her Bookings link.
Weekly office hours!
Rebecca is also hosting office hours every Wednesday from 11:30 – 12:30 PM. Please reach out to her (or minors@usc.edu) for the link.
Campus Security Authority (CSA) information for Covered Activity Administrators
Due to their significant responsibility for the oversight of campus activities, Covered Activity Administrators are considered Campus Security Authorities (CSA) under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 U.S.C. § 1092(f)) (“Clery Act”). To educate Covered Activity Administrators about their mandatory reporting duties, a training course and the following one-pager is provided upon registration with the Office of Youth Protection and Programming:
COVID-19 guidance for in-person activities with minors
Below you’ll find COVID-19 guidance issued by both LA County and USC for summer youth programming (day and overnight). The Office of Youth Protection and Programming has worked closely with USC’s Office of Environmental Health and Safety (EH&S), USC Student Health, and USC Facilities Planning and Management to update COVID-19 health and safety guidelines for those wishing to conduct in-person programs, activities or events involving minors (“Covered Activities”). These requirements and restrictions are in addition to those outlined in USC’s Protecting Minors policy. Please note that these requirements and restrictions are subject to change as conditions related to COVID-19 evolve.
USC requirements and restrictions for in-person covered activities (last updated May 5, 2024):
The following resources have been listed to provide you strategies for protecting minors’ data and their privacy.
Student Privacy Compass: Educator’s Guide to Student Privacy (best practices, communicating with parents, federal and state laws, security, K-12 training, and additional resources)
All faculty and non-confidential staff are considered “Designated Employees,” according to USC’s Policy on Prohibited Discrimination, Harassment and Retaliation. Additionally, student employees with supervisory roles, resident assistants, teaching assistants, graduate assistants, and research assistants also are considered Designated Employees when performing the duties of their role.
Designated Employees are required to immediately report potential discrimination, harassment, and retaliation related to a protected characteristic to USC’s Office for Equity, Equal Opportunity, and Title IX (EEO-TIX) office to ensure that the University has a comprehensive process for coordinate appropriate and timely responses to reports of this nature. For more information about these Designated Employee responsibilities, please visit the EEO-TIX website. These reporting requirements are in addition to those outlined in USC’s Protecting Minors Policy
Emergency Management Planning
Careful planning is critical to effective emergency management. Under the Protecting Minors Policy, to help protect the well-being, safety, and security of minor participants and staff involved in a covered activity, covered activity administrators (CAAs) are responsible for establishing an emergency plan with protocols that address potential emergency situations. The following guide has been developed to serve as a resource to support CAAs with their emergency management plans:
Fostering diverse, equitable and inclusive youth programming
Valuing differences, embracing a variety of perspectives, and ensuring equitable opportunities for all minors at USC not only creates environments where students and their families feel welcome, but it also provides young people and adults incredible opportunities for learning and growth. Below are some helpful resources for educators and program administrators.
American Camp Association – A collection of resources on cultural diversity to help create more equitable and inclusive environments for campers and staff
Kids Included Together – Inclusion resources to help ensure children are included in programming, regardless of ability
National Inclusion Project – Provides a library of resources related to inclusion, disability, and special needs
Live Scan fingerprinting information (USC-affiliated or -sponsored covered activities only)
For information on how to undergo Live Scan, please refer to our Registration Roadmap which includes specific details, including a step-by-step guide.
Below you’ll find both the application form that staff must complete and bring with them to a Live Scan location (recommended to have 2 copies), as well as a guide to filling it out completely and accurately:
USC Student Health Services (SHS) & related Covid-19 information
USC Student Health Services (SHS) provides acute medical care and urgent consultation for assistance with referral in a mental health emergency to registered summer program participants, age 12 and over, whose sponsoring department pays the Student Health Fee. Participants under the age of 18 must be accompanied by an adult when seeking services at SHS. Participant registration does not include access to specialty care, student counseling services, allergy shots and other injection therapy. Participants with an injury or illness which requires emergency care will be transferred to an emergency room or in life-threatening situations, receive paramedic assistance.
Departments should register their participants with SHS if it falls within one of the following categories:
Participants are involved in athletic activities
Participants reside on campus
Participants spend most of their day on campus
*Participants registered in SIS will be automatically charged the Student Health Fee via registration. *Participants not registered in SIS may register for Student Health Services manually.
Who is eligible for enrollment?
Summer covered activity participants are eligible for enrollment in the Student Health Fee and the Student Health Insurance Plan.
What is required in order to register for Student Health Services via MySHR?
1. Participants must be entered in USC iVIP for USC ID assignment. 2. Departments must provide a roster of summer program participants. 3. Participants must complete/upload the Medical History and Consent Form, and a copy of their insurance card. Copies Immunization records or lab tests are not required.
What are the immunization requirements?
–MMR –Varicella –Meningococcal (ACWY) –Hepatitis B –TB Blood Test* (required for International summer program participants on campus for 4 or more weeks ONLY)
What are the weekly rates for the Student Health Fee and/or Student Health Insurance?
Student Health Fee: $25/week Student Health Insurance: $43/week *Effective 7/1/23, the rate will increase to $51/week
The Student Health Fee and insurance premiums are charged according to the duration of the program (with a one-week minimum rate).
What payment options are available?
Departments may choose one of the following payment options:
1. Submit an Internal Service Delivery (ISD) with the SHF and or Student Health Insurance paid in full for each participant.
2. Pay a fee for service for each visit. An invoice for services rendered will be billed to the department on a fee for service basis. Fee for service visits at Student Health Services are set at reasonable and customary rates. The cost of a visit is determined by the complexity of the illness, laboratory tests, X-rays, and other medical services rendered necessary.
What are the instructions for document upload to MySHR?
– Medical History and Consent: MySHR > Upload Documents > Summer Program Consent – Insurance Card: MySHR > Insurance Card > Add New Card