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In-person programs and activities involving minors

As Stanford resumes a near normal academic and research experience in the fall, and to ensure the health and safety of the Stanford community, 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 limited basis in the fall and winter beginning October 18, 2021, for youth participants who submit proof of vaccination. 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 12 and up. We are unable to support youth participation for those under age 12 at this time. On-campus in-person programs and activities involving minors must receive approval by the Dean or VP or their designee in order to proceed. Only on-campus Stanford-run programs are permitted; no third-party programs are currently being approved.

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 moderate. 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.

Stanford programs and activities who wish to operate in-person in the Autumn or Winter must develop a plan to meet the university’s COVID-19-related requirements, and obtain approval from the Dean/VP/designee before submitting the plan to EH&S for review and approval. Plans should be submitted to EH&S via health-alerts@stanford.edu. Please allow 5-7 business days for EH&S review. Once approval is received from both Dean/VP/designee and EH&S, 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 local county 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 the fall and winter beginning October 18, 2021.  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 12 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 12 and over who are not eligible to receive the vaccination for medical reasons should contact the Program Sponsor for further information on the process for seeking a medical exemption.)
  • Minors must be tested and receive a negative COVID-19 test within 72 hours before commencement of the program or activity.  The minor participant or their parent/guardian will need to show proof of a negative COVID-19 test result to the Program Sponsor on the first day of the program or activity prior to starting.  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.
  • Masks are required indoors and strongly recommended in crowded outdoor spaces.
  • 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 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 EH&S at health-alerts@stanford.edu.  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 starting October 18, 2021.

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.