Skip to main content

In-person programs and activities involving minors

Stanford on-campus programs and activities involving minors (as defined in Administrative Guide 1.8.1), including internships, camps and tutoring/mentorships, will be permitted to operate in-person on a continuing basis starting in Spring 2022. In order to limit the spread of COVID-19 on campus, Stanford is imposing a mandatory vaccine requirement.

Accordingly, on-campus in-person programs and activities will be open only to vaccinated minors, which necessarily means minors ages 5 and up. On-campus in-person programs and activities involving minors must receive approval by the Dean or VP or their designee (chair or senior staff) in order to proceed. Only on-campus Stanford-run programs are permitted; no third-party programs are currently being approved for the Spring. All third-party programs who wish to operate in the Summer must be reviewed by the Summer Programs Committee and approved by University Human Resources.

Off-campus in-person programs and activities involving minors may be permitted in the respective county when that county’s transmission level for COVID-19 is at medium. Off-campus programs must follow the university’s COVID-19-related requirements, which are available at this EH&S link and should be incorporated into the COVID-19 Safety Plan. Vaccination is strongly encouraged for participants in off-campus programs.

Stanford programs and activities who wish to operate in-person must develop a plan to meet the university’s COVID-19-related requirements, and obtain approval from the Dean/VP/designee. Once approval is received from Dean/VP/designee, the minors programs and activities must register with the university’s Protection of Minors Management System (known as ePOM) and meet all requirements of the Protection of Minors policy prior to anticipated start date.

This policy is subject to change at any time. Stanford will be closely monitoring COVID-19 spread in the community. Programs should be ready to modify existing or future programming if conditions warrant.

Frequently Asked Questions

Who is considered a Program Sponsor?

Each program or activity involving minors must have an identified Stanford department serving as the Program Sponsor, represented by a Department Chair, Senior Staff as defined by Administrative Guide 2.1.14: Senior Staff, or Institute Director. The Program Sponsor must be one of the following:

  • Stanford University academic department, school, or institute
  • Stanford administrative office operating on behalf of the university
  • Non-academic departments recognized by the President’s Office

Questions about the Program Sponsor role can be directed to University Human Resources at protectminors@stanford.edu.

What are the COVID-19-related requirements for in-person minors programs and activities?

  • To ensure the health and safety of participants and the campus community, only minors who are fully vaccinated  and show proof of vaccination may participate in in-person minors programs and activities.  In order to meet the definition of fully vaccinated, the minor participant would need to have received their final vaccine dose no later than two weeks before the program or activity start date. This necessarily means that we cannot support programs for youth under age 5 at this time.
  • At the time of registration and/or confirming participation, minors and their parent/guardian must verify that the minor participant is fully vaccinated.  For example, this verification could occur on a registration form to the program or activity or in an email to the Program Sponsor.  The minor’s parent/guardian will need to show proof of vaccination to the Program Sponsor on the first day of the program or activity prior to starting.  Program Sponsors will need to verify that proof of vaccination was shown.  Stanford is not keeping copies of minor participants’ vaccination records.  (Youth ages 5 and over who are not eligible to receive the vaccination for medical reasons should contact University Human Resources at protectminors@stanford.edu for further information on the process for seeking a medical exemption.)
  • Programs need to verify that minors do not have COVID-19 at the start of the program or activity. Programs should have rapid antigen testing to screen minors and/or require minors to provide a negative COVID-19 test from a verifiable pharmacy source or healthcare provider taken within 24 hours prior to the start of the program or activity. The Program Sponsor will need to verify that proof of a negative COVID-19 test result was shown.  Stanford is not keeping copies of COVID-19 test results.
  • Minors must complete the Stanford Visitor: Daily COVID-19 Health Attestation  on the first day of the program or activity.
  • With certain exceptions, face coverings are no longer required but will continue to be strongly recommended on-site, regardless of vaccination status. Programs must comply with current university policy on face coverings in classrooms.
  • Program Sponsors are required to submit a COVID-19 Safety Plan (see FAQ below).

Who is responsible for collecting proof of vaccination for minor participants, and how will such documentation be maintained?

Program Sponsors are responsible for confirming proof of vaccination on the first day of the program or activity prior to the minor participants starting.  Stanford does not keep copies of the minor participants’ vaccination records. Participants who do not show proof on the first day cannot participate in the program or activity.

Who is responsible for ensuring that the COVID-19-related requirements are met?

Program Sponsors are responsible for ensuring the COVID-19 related requirements are met.  Program Sponsors with questions  about the COVID-19 related requirements should contact EH&S at health-alerts@stanford.edu.

What needs to be included in a COVID-19 Safety Plan and where should the COVID-19 Safety Plan be submitted?

The COVID-19 Safety Plan needs to include details about how the program or activity plans to ensure the safety of those involved in the in-person minors programs and activities.  A COVID-19 Safety Plan template is available here. The COVID-19 Safety Plan should be submitted to University Human Resources at protectminors@stanford.edu along with Dean/VP approval. EH&S is available to consult with teams as needed on their COVID-19 safety plans.  Minimally, the COVID-19 Safety Plan should include answers to the following questions:

  • Who is the Program Sponsor?
  • What is the program or activity?
  • How often will minor participants be on campus?
  • How will the program or activity verify that minor participants are fully vaccinated?
  • How will the program or activity check and document review of the minor participants’ vaccination records?
  • How will the program or activity check and document review of the minor participants’ negative COVID-19 test results?
  • How will the program or activity ensure the university’s COVID-19 requirements are met, e.g., relating to masks?

Who can I contact about the COVID-19-related requirements?

Program Sponsors with questions about COVID-19-related requirements should contact EH&S at health-alerts@stanford.edu.

Who is responsible for ensuring that the Protection of Minors policy requirements are met?

Program Sponsors are responsible for ensuring that all policy requirements are met prior to the anticipated start date. This includes obtaining the Dean or VP or designee’s approval to operate in person.

Where can I find more information about Stanford’s Protection of Minors policy?

The complete policy can be found in the Administrative Guide, and additional information and resources can be found on the Protection of Minors website.

Who can I contact about questions related to Stanford’s Protection of Minors policy?

Questions about Stanford’s Protection of Minors policy can be directed to University Human Resources at protectminors@stanford.edu.