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.

• All guests must vacate their respective bedrooms by the scheduled departure date and time (12:00pm). Early arrivals and late departures must be requested no less than thirty (30) days prior to arrival. 
• Any trash left in residence hall common areas and bedrooms must be disposed of in proper compost/recycling/trash receptacles. When an unusual amount of custodial labor is required to remove trash left outside of receptacles, actual custodial costs will be incurred by the Group as determined in the sole discretion of the University. 
• Kitchen. All food must be labeled clearly by the guest or the Group. All food must be disposed of upon departure. If food or beverage is left behind, the Group will be charged a cleaning fee of $250.00. 
• Designated Areas. Group leaders are responsible for ensuring that participants remain in areas designated for use by Group and do not venture into areas designated for use by other groups, including, but not limited to, residence halls. 
• Common Areas. Public areas such as lounges, kitchens, recreation areas, laundry rooms, etc., are shared by occupants of several halls and are not to 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 are not to be used as a place to sleep. 
• Cooking. Cooking is allowed in common area kitchens. Cooking is not permitted inside guest rooms; this includes using hot plates or other similar appliances. 
• Open Flame. No open flames are permitted in residence halls. This includes, but is not limited to, candles, incense, smoking and the burning of any materials or other flame-emitted articles. Prior approval must be obtained from the Conference Housing Office if this policy is incongruent with your religious, cultural, or spiritual beliefs. 
• The Host ensures that Group leaders walk with youth participants 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. 
• Room & Building Security. Propped-open exterior doors seriously jeopardize the security of occupants and property in residence halls. The University reserves the right to fine groups where propped doors are repeatedly found. Entrance into residence halls is by Access Card only. Residential participants locked out of residence halls should contact SCU Conference Services at (408) 554-4302 and SCU Campus Safety at (408) 554-4441 between 8:00 a.m. and 10:00 p.m. for access to the residence halls. 
• All University-issued furniture must remain in a designated room or apartment. Any removal of furniture will be charged a fee of $250.00 per item.
• Room decorations should not cover more than 50% of the total ceiling area, door, or wall in any residential space.
• Room decorations should not be hung from the ceiling T-bar metal framing that supports the ceiling tiles. To prevent damage to the painted walls within residence halls, the University permits blue tape, push pins and quick-tak. Any other adhesive is prohibited. 
• Exits, doorways, and all hallways must have a minimum of a 48-inch clearance from obstructions such as boxes, bicycles, and mattresses, at all times. 
• University guests, faculty, staff and students of legal drinking age (21 years or older) may consume and possess alcoholic beverages in the privacy of their own rooms in the residence halls and apartments, provided the space is not shared with an underage roommate.
• The University will not be responsible for any personal belongings left upon departure.
• Printed materials may not be placed on campus bulletin boards or in buildings.
• Posting on light poles, trees, floors, ceilings, elevators, planter boxes, and on exterior walls and on other building surfaces, is prohibited and such items will be removed; the responsible Group may be subject to a removal and/or cleanup charge as determined in the sole discretion of the University.