| | Student organizations only: Meet with representatives from CYS to discuss program structure and compliance requirements prior to registration. |
| | Register program in the Ideal-Logic registration system. Programs must be registered annually and at least 30 days before the program begins. View instructions for registration here. |
| | When applicable, reserve space for your program in the 25Live reservation system. Please note that CYS is unable to approve 25Live requests until compliance with Policy 8.8 is met. |
| | Determine if your program must be permitted as a children's camp in New York state. Please note that if your program meets these guidelines, you must follow both sets of requirements. Tompkins County: any questions may be directed to Kate Walker at the Department of Health. |
| | Select authorized persons (program staff) to assist with your program; ensure those individuals understand the requirements of participating in a program for minors. |
| | Ensure all authorized persons have cleared their background check prior to the program commencement. |
| | Ensure all authorized persons complete all required training prior to the program’s commencement. |
| | Ensure all authorized persons complete all required paperwork prior to the program’s commencement. Please note that volunteer forms will be completed within the Ideal-Logic registration system and will be assigned automatically as required. Travel waivers will be completed within the Campus Groups platform. |
| | Ensure the program has enough authorized persons to meet the minimum supervision requirements for the duration of the program. |
| | Ensure the collection of completed parental consent and release forms (provided by CYS). Request those forms here. |
| | Ensure the collection of relevant information on program participants, including emergency contact information for parents/guardians, health and medical needs, dietary concerns, allergies, mobility concerns, behavioral needs, etc. |
| | Ensure abuse reporting procedures are followed by all authorized persons and comply with all internal and external investigations in the event of an abuse allegation. |
| | Ensure behavioral expectations are made known to participants and their parents/guardians (for programs with custodial care of minors). |
| | Ensure appropriate and expeditious action is taken for rule violations or other unacceptable behavior by both program participants and authorized adults. |
| | Programs with custodial care of minors: Create a program safety plan. More information can be found here. |
| | Programs with custodial care of minors: Establish check-in/check-out procedures for your program. More information can be found here. |
| | If your program is a virtual program, has an overnight/residential component, or involves youth working in labs, review the appropriate guidance. |
| | Upload all applicable documentation to the Ideal-Logic registration system, including all consent/release forms, safety plans, Department of Health permits, Department of Health inspection reports, executed contracts, and Certificates of Insurance. (Please note that not all programs require all forms; contact CYS with any questions). |
| | Comply with CYS site visits during programming. |
