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Chaperone Requirements

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Chaperone Requirements and Complimentary Rooms

Clients must provide at least one chaperone for every twenty participants aged 18 years and younger. Chaperones must be at least 21 years of age. The chaperones are responsible for the supervision of the participants at all times, including meal times and evenings. For every twenty youth participants, a chaperone will receive his or her bed at no charge. Chaperones are to be housed on the same floor as the participants.  A participant who shares a room with a Chaperone must pay for their room.  Adult staff members are not permitted to stay in the same room as campers or conference participants under the age of 18 unless they are family members.  Complimentary beds apply only for the duration of the active conference.

A criminal background check must be completed on all staff staying in the residence halls overnight with the campers or conference participants where participants are under the age of 18 while visiting Virginia Tech. This requirement is detailed in Virginia Tech Policy 4815. The Client is responsible for reviewing and complying with this Policy. The Client shall be responsible for evaluating the results of the background check and takes responsibility for any decisions regarding the involvement of their staff members. Contact the Office of Youth Protection with questions regarding any of the information contained herein.

Screenings must include a National Criminal Index search, National Sex Offender Registry search, and county - or statewide - equivalent level search. Programs involving minors will not be permitted to commence until required background checks are completed and/or confirmed. Program administrators are responsible for ensuring that required background checks are conducted and that program staff do not have a criminal background that would disqualify the individual from participating as program staff for a youth program, and for providing documentation to the Office of Youth Protection. Disqualifying offenses are contained in the form "Volunteer Screening Requirements for Virginia Tech Personnel Working with Minors."

A participating school system may certify in writing to CGS that employed teachers serving in a sponsor or chaperone capacity meet the criminal background check requirements for their school system.

Clients operating programs or activities on campus involving minors must conduct criminal conviction checks of their employees, volunteers, and representatives that meet university standards. Clients must submit a certification of compliance with the conviction check rules described herein to CGS, stating that they have conducted background checks as set forth in Virginia Tech Policy 4815.

This certification must be received by CGS at least fourteen (14) days prior to the start of any program or activity involving minors on campus. The University/CGS may request any additional information it deems necessary to meet the requirements of Policy 4815.

As required in Virginia Tech Policy 4815, Clients must provide and certify that adult staff working with minor attendees have received appropriate training that meets or exceeds the training required under the Policy. For Virginia Tech employee Clients, training is accomplished by having completed the employment Compliance: Title IX / Policy 1025 / VAWA workshop provided by Virginia Tech Human Resources, and, Being a Mandated Reporter of Abuse and Neglect, Characteristics of “Grooming” for Sexual Abuse, Minor Health and Safety, and Staying “Above Suspicion”. Access to this training is located here.

For non-affiliated groups, the items that should be covered by Client-provided training include:

  • Title IX
  • Being a Mandated Reporter of Abuse and Neglect
  • Characteristics of “Grooming” for Sexual Abuse
  • Minor Health and Safety
  • Staying “Above Suspicion”

This training can be accessed by contacting the Office of Youth Protection.

Clients must submit a certification of compliance with the training described herein to CGS, for each adult required as set forth in Virginia Tech Policy 4815.

This certification must be received by CGS at least fourteen (14) days prior to the start of any program or activity involving minors on campus. The University/CGS may request any additional information it deems necessary to meet the requirements of Policy 4815.