Any student org sponsoring programs for children or youth (any non-Stanford student under the age of 18), on or off-campus, must consult with and receive prior approval from the university (through OSE) to ensure that California law and university policy are followed. This is true for all programs whether they are planned for a few hours or overnight.
The Haas Center for Public Service must also be consulted prior to the implementation of any tutoring, mentoring or off-campus community service programs. Athletic and recreational groups must also consult with Athletics/Recreation staff.
Specifics depend on the type of event, but most organizations will likely need to:
- Have an adequate and robost organization that has a history of approved youth programs and events.
- Receive approval to offer youth programs based on their approved organization's mission. See Working with Youth Guidelines.
- Register the event on CardinalSync at least 4 weeks in advance. You may not reach out to youth, schools, communities, etc until you meet with a peer advisor.
- Meet with a peer advisor for a preliminary review of your plan. After you meet with a peer advisor, you'll receive a to-do checklist that includes some of the following:
- Attend a working with minors training, listed on the Working with Youth CardinalSync portal.
- Register the event with the University.
- Recruit and train volunteers who are currently active members of your organization (e.g. currently registered students) Guarantee a sufficient number of volunteers in order to maintain ratios (see table below).
- Ensure that volunteers working directly with youth complete a background check.
- Register the event on ASSU's Eventbrite, capturing relevant information such as minor's name, date of birth, parent/guardian name and emergency contact.
Forms and Other Resources: