Resources for Covered Activity Administrators

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.

Live Scan fingerprint-based background checks

You can access and share our Quick Reference Guide for completing Live Scan here.

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:

• USC: Parental Consent (general participation form) 
• USC: Medical Authorization; Information & Insurance
• USC: Pickup/Dismissal Authorization
• USC: Use of Technology; Program Rules
• USC: Photo and Media Release

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.

To get started, reach out to helpdesk@provost.usc.edu. Additionally, you may find the following training videos helpful:

• List builder training
• Medications and eMAR

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.

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:

For more information about these responsibilities, including the full definition of a CSA, see USC’s Clery policy.

The following can be used for covered activities, and can be included in applications, codes of conduct, etc.

Adult/ Staff conduct forms:

Youth participant conduct forms:

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.

LA County guidance:

• Los Angeles County Department of Public Health (LAC DPH) Guidelines for COVID-19 Prevention in Day Camps
• Los Angeles County Department of Public Health (LAC DPH) Guidelines for COVID-19 Prevention in Overnight/Organized Camps

USC requirements and restrictions for in-person covered activities (last updated April 27, 2023):

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)
• Children’s Online Privacy Protection Act (Federal COPPA Law): Federal requirements guiding collection of personal information of minors under the age of 13 online

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

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. 

• 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 

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) 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:

1. Participants are involved in athletic activities
2. Participants reside on campus
3. 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.

Questions? Contact Nytosha Coleman (nytosha.coleman@med.usc.edu)