Taking Care of Ourselves & Each Other

Health & Well-Being

Stanford
Office of Student Engagement
Event Planning Guide

Youth Programs

Policy Details

Student organizations sponsoring youth programs (any non-Stanford student under the age of 18), on/off-campus or as part of an online program, 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. Summer programs involving minors are not permitted.

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Event Planning Guidelines

Recognized student organizations have the privilege of sponsoring events in the name of Stanford provided that they follow university policy, stay true to their approved mission and scope and work in close coordination with the university. 

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The Haas Center for Public Service

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. 

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Org Officers

Org officers must join the Youth Programs group page in CardinalEngage to receive important communications.

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Specifics

Specifics depend on the type of event, but most organizations will likely need to:

  1. Be approved by OSE to conduct youth programs based on organization's approved mission and constitution. You may not reach out to youth, schools, communities, etc until you meet with an OSE advisor.
    1. If your org is not approved to host activities with minors, consult with OSE at least 8 weeks in advance.
    2. If your org is approved to host activities with minors, register the event at least 4 weeks in advance.
  2. Meet with an OSE advisor for a preliminary review of your plan. Afterwards, you'll receive a to-do checklist that includes some of the following:
    1. Register the event with OSE through CardinalEngage.
    2. Register the event with the University through ePOM.
    3. In-person event must have an HR approved Covid-19 Safety Plan.
    4. Recruit volunteers who are currently active members of  your organization (e.g. currently registered students).
      1. For in-person events, guarantee a sufficient number of volunteers in order to maintain ratios (see table below).
      2. Virtual programs are exempt from the minimum staffing ratio, though one-on-one interactions are strictly prohibited.
    5. Complete the working with minors online training for volunteers.
    6. Ensure that volunteers working directly with youth complete a background check.
    7. Collect signed liability waivers from participants. Collect medical/emergency contact information for in-person programs.
PARTICIPANT AGENUMBER OF ADULT SUPERVISORSNUMBER OF OVERNIGHT PARTICIPANTSNUMBER OF DAY-ONLY PARTICIPANTS
6 - 8 years168
9 - 13 years1810
14 - 17 years11012
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Forms and Other Resources

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Main Quad architectural details, 2023. Credit: Micaela Go