Camp Requirements

Each camp at Texas A&M University-Commerce must be approved annually through the Summer Camp Office.

All camp reservations must be submitted to Summer Camp Office at least 8 weeks prior to the start date of your event. This timeline is to ensure completion of the extensive review and approval process as well as acquisition of insurance for your program.

Camp Requirements - Quick Check

  1. Reservation Form
  2. Liability Waiver Info
  3. Camp Insurance
  4. Background Screening
  5. Required Trainings
  6. Training Verification
  7. Risk Assessment

For detailed information on each of these items, please see the description below or click on the appropriate link in the left menu bar.

Liability Waiver Information

Please make sure each camper signs the appropriate liability waiver(s).  The waiver(s) must be signed by each Program participant and his/her parent or guardian and returned to the Program Staff before the camp begins. We will not accept other waivers - the waiver on our website must be used for ALL camps/programs as this waiver has been recently approved by the Office of the General Counsel.

  • General TAMUC Camp Waiver
  • MRC Waiver
  • Rockwall Waiver

Campers will not be allowed to participate in activities without the waiver. If you are not using the MRC facilities you will only need the General TAMUC Camp Waiver signed, if you are utilizing any of the MRC facilities, please check the Waiver packed for the appropriate waiver(s).

Staff and Volunteer List

Programs for minors must submit the Employee List to the Summer Camp Office by May 1st. 

Texas Department of State Health Services Form

Any camps and program for minors that has more than 20 participants and is at least 4 days long must report to the Texas Department of State Health Services before the start of the camp using the below form. 

  • Campus Program for Minors Information Form

The form should be submitted to the Texas Department of State Health Services, (512) 834-6707 (Fax) or PHSCPS@dshs.state.tx.us

Criminal Conviction and Sex Offender Background Screenings

All camp staff (paid and volunteer) for every camps and programs for minors, university sponsored and third party, must complete and submit the Background Screening and Training List.  Please return all completed forms to the Summer Camp Office.

Criminal conviction and sex offender background screenings are required
annually for all individuals hired or assigned to employee or volunteer
positions involving contact with minors. Documentation that a search was
conducted shall be maintained for a period of three years for
volunteers and five years for TAMU-C employees.

Please complete the Background Check Authorization form and return to the Texas A&M University-Commerce Human Resources Department.  Forms may be faxed to (903) 886-5670.

Programs for Minors Required Trainings

All camp staff (paid and volunteer) must provide proof that they have taken Child Protection and Clery Act Training prior to the beginning of camp.

Please contact the Summer Camp Office for training access.

Child Protection Training: Course # 2111652:

Child Protection Training defines the different forms of child abuse, identifies the types of sexual offenders and their strategies, lists steps to respond and report suspected cases of abuse, and provides strategies for maintaining a safe environment for youth. 

Clery Act Training: Course #2111844

The Clery Act promotes a safe and secure campus.  Clery Act requirements provide students and their families with accurate, complete, and timely information about crimes and campus safety.

Training for TAMU-Commerce Employees

Training for TAMU-Commerce employees is available on TRAIN-TRAQ, .  All employees involved with programs having direct contact with minors are required to complete the training and forward the completion certificate to the Summer Camp Office. 

External Gateway for A&M System Affiliate Personnel Training

The external gateway is intended for A&M System-affiliated individuals (volunteers, students, etc) working with programs for minors.  To access the gateway you must have a working email address and the current generated password.  To obtain the current password, please contact the Summer Camp Office.

Instructions to access the training gateway:

  1. Go to:  https://apps6.system.tamus.edu/TrainTraq/web/External/ExternalGatewayLogon.aspx
  2. Type the e-mail address and the password. The gateway will send the completion certificate to this e-mail address. (Email addresses should not contain an underscore (_); Email addresses with an underscore (_) will not be given access to the External Gateway.)
  3. Click Submit.
  4. Find the desired course. In this case, Child Protection Training.
  5. Click Start.
  6. The user will be required to enter their name, employer and the “How did you hear about this course?” fields. It is very important to enter the first and last name because that is what will appear on the completion certificate.
  7. Click Save.
  8. Click Start Course.
  9. 100% is the required score for a certificate.
  10. Upon successfully completing the course, an e-mail will be sent to the email address given in in Step 2.  The e-mail will contain a link to the completion certificate.

Please contact the Summer Camp Office if you have any questions or concerns.

University Sponsored Camp Insurance

2016-2017 Insurance Rates

DAY CPM

NON-SPORT CPM

SPORT CPM

General Liability

.14

.25

Accident Medical

.08

.13

OVERNIGHT CPM

General Liability

.27

.33

Accident Medical

.28

.32

CHALLENGE COURSE ("HIGH RISK")

$2.65 flat rate/per person/per day

All rates are per participant per day.

Beginning May 1, 2012 all counselors will also be included in the Accident Medical fees for insurance. If your counselors are employees (and the program is within the scope of their employment) then they will not have to have this insurance.

The insurance policy year is from March 1, 2016 - March 01, 2017.

  • TAMU System Insurance Information
  • TAMU System Insurance Application
  • Insurance Claim Form
  • Medication Distribution Form

IMPORTANT!

Claims forms must be submitted to the carrier within 90 days of the date of the incident.  Part A will need to completed by the Camp or Program Sponsor and submitted to the carrier.  Part B will need to completed by the injured participants' parent/guardian and submitted to the carrier.  It is the responsibility of the Camp or Program Sponsor to provide the parent/guardian with Part B of the Claim form.  It will be the responsibility of the parent to submit the form at that point.

Medication Disbursement

All CPM must obtain authorization to administer any medication to a child from the child's parent or guardian in a written, signed and dated format using a completed Medication Distribution Form (see link above).

Please return all forms to the Summer Camp Office.