Youth Protection

Insurance

Group shall at its own expense obtain and maintain primary insurance during the term of this Agreement with limits not less than: 

General Liability $ 1,000,000 per occurrence
Aggregate Limit $ 2,000,000 
Workers’ Compensation as required under California state law. Employer Liability $ 1,000,000 
Business Automobile Liability - for owned, $ 1,000,000 scheduled, non-owned, or hired automobiles 

If Group will be bringing minors to the Facilities, General Liability Insurance shall include coverage for participants in Group’s programs, and shall not contain any limitations/exclusions specifically with respect to coverage for participants or for sexual abuse, harassment or molestation (except for sublimits of liability that do not reduce the amount of coverage for sexual abuse, harassment or molestation only below $1,000,000.) 

1. Group shall furnish to the University a Certificate of Insurance with an underwriter’s additional insured endorsement that provides proof that insurance is maintained at the above limits thirty (30) days prior to use of the facility. To be acceptable, the insurer’s rating must be AM Best - A VII or equivalent. 
2. The Certificate of Insurance shall be provided by the Group to the University no less than ten (10) days prior to the event. Failure to provide the requested insurance information within prescribed time limits may result in cancellation of the event. 
3. All Certificates of Insurance issued to the University require and must state the following:
   1. That the insurer will not cancel, modify, or change the insured’s coverage without thirty (30) days prior notice to the university.
   2. That the Santa Clara University, its officers, agents, employees or any person acting on its behalf and the employees, officers, volunteers, and agents of each of them, are included as additional insureds, except for employer liability and workers’ compensation insurance.
   3. That Santa Clara University, its officers, agents, employees or any person acting on its behalf of each of them will not be responsible for any premiums or assessments on the policy.
   4. In the event that Group is a self-insured entity, the signature of an authorized corporate officer, stating that the Group has the necessary financial resources to guarantee payment when the law imposes such liability may be accepted in lieu of a Certificate of Insurance. Such a statement is subject to approval by the campus risk manager or other authorized campus representative.

Event Medical Insurance Notification 

In addition to the insurance required pursuant to Section 11, above, all international attendees are required to complete the Medical/Accident/Health Insurance Notification. Group shall ensure that such forms are completed and provided to the University prior to commencement of the Facility Use. Santa Clara University does not provide insurance for international attendees. Group shall indemnify and hold harmless Santa Clara University for any liability resulting from an international attendee’s lack of coverage or failure to obtain insurance.

Supervision Of Minors

Youth Supervision. Adequate supervision of all participants of Group is the complete responsibility of Group leaders. Since the Group is responsible for its participants as well as damages and fines incurred by the participants, leaders are urged to give careful attention to these matters. 

University requires at least one (1) adult supervisor (an individual 18 years of age or older whose primary function is that of supervision, and has completed a background check. One (1) adult supervisor per residence hall floor. Participants may not serve as supervisors. Supervisors are to be in the residence halls at all times when participants are present and are to observe and enforce Group curfew which should be no later than 10:00 p.m. 

The ratio of adults to minor participants follows the American Camp Association ratios:

Responsibility Of Supervision

Group shall provide adequate and appropriate supervision of all who participate in  their program. The supervision shall be provided to the University’s satisfaction.  The University reserves the right to bar any staff member or volunteer from the program and/or from University property as a result of misconduct, a criminal background, or for other reasons that the University, in its own discretion, deems unsatisfactory.

Training And Criminal Background Checks

Group shall be solely responsible for the adequate and appropriate supervision and safety of all minors who participate in the program and for providing adequate training on the protection of minors to all group leaders, supervisors and volunteers who will interact with minors as part of the program. The groups shall conduct all required criminal background checks of its staff and volunteers who will interact with minors as part of the program. 

Reporting Of Actual Or Suspected Child Abuse Or Neglect

The Group shall comply with all applicable laws on the reporting of actual or suspected child abuse or neglect, including but not limited to the California Child Abuse and Neglect Reporting Act. The group agrees to immediately report to the University’s Campus Safety Services all cases of actual or suspected abuse or neglect of minors that occurs during or in connection with the program or otherwise on University property.

Medical Support Staff

Group activities that involve strenuous physical activity must have a Board of Certification (BOC) accredited Certified Athletic Trainer (ATC) present at all times during the activity. On-site University medical services are not available to Group at any time during Group’s use of Facility.

Emergency Preparedness.

The Host is responsible for reviewing all University policies regarding residence halls, emergency procedures, the supervision of participants, and relaying that information to Group leaders. Group leaders must be trained to handle a variety of emergencies for all age groups and be prepared to identify and provide for any special items needed by participants for their immediate care during an emergency (e.g., special dietary needs, medications, comfort/care items).

Other Emergency Resources: In the event of an emergency, the University’s emergency plan will be put into effect: "http://www.scu.edu/emergency/plan/" (http://www.scu.edu/emergency/plan/) TEXT: "Scuparentalert" for updates 4302

SCU Conference Services Emergency Information Hotline. Emergency information will be made available for dissemination within and outside of the University, and can be accessed by calling SCU Conference Services at (408) 554-4302. Group leaders must advise all participants on how to access this Emergency Information Hotline. 

Santa Clara University's Emergency Procedure

SECURITY

Group shall be responsible for any additional costs or charges as a result of additional security services that may be necessary in connection with the Program. The University has the
sole discretion to determine whether additional security may be necessary in connection with the Program.

Alcohol

• University guests, faculty, staff, and students who are 21 years of age or older may consume and possess alcoholic beverages in the privacy of their own rooms in residence halls and apartments, provided the space is not shared with an underage roommate.
• Alcohol cannot be stored in common kitchen areas. 

Common Areas

• Public areas, including lounges, kitchens, recreation areas, laundry rooms, and similar facilities, are shared by occupants of several residence halls.
• These areas may not be used for meetings, parties, or events unless scheduled in advance.
• Proper attire must be worn in all public areas at all times. Common areas may not be used as sleeping areas.
• Do not store items in common areas. 

Cooking

• Cooking is permitted only in designated common-area kitchens.
• Guests must use appropriate cooking utensils, pots, pans, and other kitchen equipment intended for the type of cooking being performed. Cooking appliances and equipment must be used safely and in accordance with their intended purpose.
• Cooking is not permitted inside guest rooms, including the use of hot plates or other similar cooking appliances.

Decorations

• Decorations in hallways and common areas are prohibited. The only decorations permitted in residence halls are door decorations.
• The following decorations are strictly prohibited:
  • Confetti
  • Glitter
  • Streamers
  • Decorations in hallways
  • Decorations in common areas
• Room decorations may not cover more than 50% of the total ceiling area, door, or wall in any residential space.
• Decorations may not be hung from the ceiling  or T-bar metal framing that supports ceiling tiles.
• To prevent damage to painted walls within residence halls, the University permits the use of:
  • Blue tape
  • Push pins
  • Quick-Tak
  • All other adhesives are prohibited.
• When an unusual amount of custodial labor is required to remove decorations or trash is left by the Group will be responsible for the actual custodial costs, as determined in the sole discretion of the University.

Departure and Arrival

• All guests must vacate their respective bedrooms by the scheduled departure date and time of 12:00 p.m.
• Requests for early arrival or late departure must be submitted no less than thirty (30) days prior to arrival and are subject to University approval.

Designated Areas

• Group leaders are responsible for ensuring that participants remain in areas designated for use by the Group and do not enter areas designated for use by other groups, including, but not limited to, residence halls.

Exits, Doorways, and Hallways

• Exits, doorways, and all hallways must maintain a minimum 48-inch clearance from obstructions, including boxes, bicycles, mattresses, and similar items, at all times.

Kitchen and Food

• All food stored in common-area kitchens must be clearly labeled by the guest or the Group.
• All food and beverages must be removed and properly disposed of upon departure. If food or beverages are left behind, the Group will be charged a $250.00 cleaning fee.

Notice of Entry

• The University will take all reasonable steps to ensure that Guests receive adequate notice prior to entry by University officials for the purposes of repair, maintenance, inspection, or other authorized University business.
• When a Guest or Group requests maintenance, assistance with air conditioning (A/C), or an inspection of a room due to a suspected pest issue, the University and its authorized personnel may enter the room to respond to the request or address the reported concern. Notice of entry will be provided when reasonably practicable; however, advance notice may not be possible when immediate access is necessary to address an urgent maintenance, safety, or health concern.
• By submitting a request for maintenance, A/C assistance, or a pest inspection, the Guest or Group acknowledges and authorizes University personnel to enter the applicable room for the purpose of responding to and completing the requested service or inspection

Open Flames

• No open flames are permitted in residence halls. This prohibition includes, but is not limited to:
  • Candles
  • Incense
  • Smoking
  • Burning of any materials
  • Other flame-emitting articles
• If this policy is incongruent with a Group's religious, cultural, or spiritual beliefs, prior approval must be obtained from the Conference Housing Office.

Personal Belongings

• The University is not responsible for any personal belongings left behind upon departure.

Posting and Printed Materials

• Printed materials may not be placed on campus bulletin boards or inside buildings without authorization.
• Posting materials on light poles, trees, floors, ceilings, elevators, planter boxes, exterior walls, or other building surfaces is prohibited.
• Unauthorized materials will be removed, and the responsible Group may be subject to a removal and/or cleanup charge, as determined in the sole discretion of the University.

Room and Building Security

• Propped-open exterior doors seriously jeopardize the security of occupants and property within residence halls. The University reserves the right to fine Groups when propped-open doors are repeatedly found.
• Side doors to all residence halls cannot be accessed after 7pm. All guest must enter through the front doors of Graham. 
• Entrance into residence halls is permitted by Access Card only.
• Residential participants who are locked out of residence halls should contact:
  • SCU Conference Services: (408) 554-4302, between 8:00 a.m. and 10:00 p.m.
  • SCU Campus Safety: (408) 554-4441, during non-business hours

Smoke-Free and Tobacco-Free Campus

• Santa Clara University is a smoke-free and tobacco-free campus. The use of all forms of tobacco, tobacco products, and electronic smoking devices are prohibited everywhere on-campus, including all University-provided undergraduate and graduate student Housing and the surrounding outdoor areas.

Trash and Cleaning

• Any trash left in residence hall common areas or bedrooms must be disposed of in the appropriate compost, recycling, or trash receptacles.
• When an unusual amount of custodial labor is required to remove trash left outside of designated receptacles, the Group will be responsible for the actual custodial costs, as determined in the sole discretion of the University.

University-Issued Furniture

• All University-issued furniture must remain in its designated room or apartment.
• Any unauthorized removal of furniture will result in a $250.00 fee per item.

Youth Participant Supervision

• The Host is responsible for ensuring that Group leaders accompany youth participants while traveling to and from the residence halls and all campus facilities.
• Failure to comply with this requirement will result in a fine per occurrence, as determined in the sole discretion of the University.
• Please review additional Youth Policies.