Transporting Minors Off-Campus

If your Rice-sponsored or authorized program will be transporting minors off-campus during the duration of the program, please ensure you are following the below guidelines:

• Information must be included on the release of liability for your program participants. Sample language can be found here.
• All transportation questions will need to be completed on the Minors Program Registration System.
• All individuals driving a Rice owned, leased or rented vehicle are required to complete a motor vehicle record search within the past two years to ensure they are approved to drive for Rice. The department/organization is responsible for covering the cost of the motor vehicle record search. The estimated cost can range from $9 to $15.
• If utilizing a charter bus company, a certificate of insurance is required from the third-party company before travel can occur.
• Utilizing a personal vehicle to transport minors off-campus is highly discouraged.

Overnights

Staff supervision should be designed so that each staff member has accountability for an appropriate number of youths; this will better ensure effective scope of responsibility throughout the program. Please find the recommended staff to youth ratios for overnight programs below:

• Overnight participants should be at least 9 years old
• 9-13 years: 1:8 for overnights
• 14-17 years: 1:10 for overnights

Authorized Adult Expectations During an Overnight Program

• Each program should have at least two authorized adults staying on each floor with youths for the duration of the evening hours. More adults may be needed depending on the total of number of youth on each floor.
• One authorized adult should be on the floor at all times after lights out or room checks are complete. If both authorized adults from the same floor need to leave the floor, an authorized adult from another floor must be asked to provide supervision in their absence. An authorized adult must be present on a floor at all times during overnight hours.
• Each program may determine the best time for youths to be in their rooms for the night.

Pickup/Drop-off

Campus departments in charge of activities involving youth should develop written protocols for the release of youth at the end of the activity or program. Programs should supervise youth until they are picked up by an adult with advanced written authorization to take custody of the youth. Only with advanced written consent of parents/guardians, may programs release youth into the custody of other or may release youth 12 years or older to their own custody.

Sample pickup procedures for youth programs

• Parents must show photo identification and be on an approved pickup list for youth.
• Parents must sign in and out their child each day.
• Programs can supply a camper pickup card with the camper name and program date to the appropriate authorized adult on the first day of the program. The pickup card must be on the dashboard for any youth they are picking up from the program each day.
• Programs can supply each camper with a number and hang tag for the pickup process. The parent/guardian must have the hang tag in their car during pickup or provide the number to program staff.
• If the youth has names listed on a 'do not pickup' list, at minimum program staff must check who is picking them up everyday.
• Feel free to reach out to the Youth Protection Manager with other pickup procedures.

Procedures for other pickup/drop-off methods

Walkers

Youth must be at least 12 years old and receive written permission to walk home. The program should set up an adult to walk any youth walking home to the end of campus and ensure they cross the street safely. It is recommended that youth should be walking no more than half a mile to their destination. The youth should text the program cell phone number, Google number or other dedicated cell phone for the program once the youth arrives at their destination.

Drivers

Youth must have a valid driver's license and written permission to drive their own vehicle home. The program should request a copy of the youth's driver's license during the registration process. The youth should text the program cell phone number, Google number or other dedicated cell phone for the program, once the youth arrives at their destination. Youth driving to campus for an overnight program must forfeit their keys to the program sponsors for the duration of the program.

Bikers

Youth must be at least 12 years old and receive written permission to bike home. Bike riders should have appropriate safety gear to bike home. Youth should be escorted by program staff to the edge of campus and ensure they cross the street safely. The youth should text the program cell phone number, Google number or other dedicated cell phone for the program, once the youth arrives at their destination.

Public Transportation

Youth must be at least 15 years old and receive written permission to use public transportation to and from an on-campus program. Youth should be aware of the path they will take home before the first day of the program. Youth should be escorted by program staff to the public transportation pickup location. The youth should text the program cell phone number, Google number or other dedicated cell phone for the program, once the youth arrives at their destination.

School District Provided Transportation

If a school district provides transportation for youth to campus for an on-site program, this should be included in the contract for the program with the school district. A certificate of automobile liability insurance is required to be on file and should be stored with the associated contract. The school district should provide the driver and an adult to supervise the youth on the bus. The adult must be added to the authorized adult list and complete the background check and child protection training prior to the program start date.