Youth Programs Policy Library

Financial Policies

Each group must pay a deposit to secure their event dates. Groups will adhere to the cancelation policy listed below. Any damages or fees accumulated during your event will be deducted from the deposit and the remaining amount will be returned to you via check at the conclusion of your event. If the total of end-of-program expenses exceeds the security deposit amount, your group’s USU program coordinator will ensure that an invoice is sent with a summary of fees due. Examples of fees include charge for lost keys, lockouts, movement of furniture or any other unforeseen damages.

Your second deposit will apply in addition to this policy (both deposits combined will be deducted).

A confirmation detailing the expenses and balance due will be given to the chairperson shortly after final numbers have been submitted.

When your group’s USU program coordinator has received your final numbers, your USU coordinator will generate an invoice reflecting your final numbers and any other additional meals, facilities, or equipment your group may have requested. Final deposit of your event’s balance is due prior to your arrival for your event at USU.

Payments can be made via credit card or check. Note that payment with a credit card will result in a 3% service fee.

• Checks must be mailed to the following address: LB 413135, USU Conferencing Services, PO Box 35146, Seattle, WA 98124-5146.
• To pay via credit card, please call our registration office at 435-797-0424.

Insurance, Liability and Responsibility

As chairperson for your event, it is your responsibility to ensure that your youth program is covered by a general liability insurance policy (If you are a ward or stake within The Church of Jesus Christ of Latter-day Saints, the church already provides this policy for you). This policy should cover at least $2,000,000 per occurrence, name Utah State University as an additional insured, and have a 30-day notice of cancellation provision.

Should an accident occur, your USU program coordinator will assist you in acquiring emergency assistance. Injuries requiring medical services will be treated at the emergency room of the Logan Regional Hospital or Cache Valley Specialty Hospital. The injured party is responsible for all financial obligations incurred and for any subsequent treatment necessitated by the injury.

Chaperones

Your group’s chaperones are responsible for providing constant, competent supervision of the youth. USU's Office of Events staff will provide event coordination, not chaperone services. USU recommendation is one chaperone to every eight youth in participation.

Whereas your USU program coordinator and other USU staff will be present at your group’s check-in and other activities throughout your event, they do not fulfill the role of a “camp counselor.” It is your responsibility to chaperone your youth and actively participate in the program’s activities.

Additionally, your group’s chaperones will be required to complete a short youth safety training prior to the start of your event. Your USU program coordinator will work with you to ensure that all chaperones have access to and complete the training.

A successful youth conference often depends on the quality of adult supervision provided by the group. As a chaperone, you have an important responsibility to your youth. Listed below are some guidelines that will help you fulfill your responsibility and make your event a success.

• You represent your organization. Set an example to your youth by conducting yourself in a positive, supportive and responsible manner.
• We suggest one chaperone to be assigned and responsible for every eight youth participants.
• Meet with the youth to discuss the conduct and dress standards set by your group.
• Awake participants in time to dress and be ready for morning activities.
• At least one chaperone should go through the residence hall before each activity to give directions to stragglers and to keep youth from staying in the halls.
• Attending all activities and joining in the fun promotes friendship with your youth and provides opportunities for teaching moments. Be sure all youth assigned to you are present and on time for each activity and that they are wearing their wristbands.
• Chaperones are responsible for making sure that all youth are in the residence halls before lockup time. Account for each youth before going to bed.
• Chaperones are responsible for all check-out procedures.

Aggie Games

Aggie Games can only be held if the weather is permitting. In the event of poor conditions (including rain, lightning, temperatures below 60 or above 105 degrees, or air rated above 140 on the Air Quality Index), we will not be able to host the Aggie Games as planned. An alternative space can be reserved if requested and if available.

Lodging Policies

USU reserves the right to maximize the use of its lodging facilities and it is not always possible to assign your group exclusive rights to a residence hall if it has not been filled by your group alone. Your courtesy and consideration in working with other groups by properly chaperoning your youth is expected. 

Groups are allowed access to their residence hall according to plan type. Refer to your agenda worksheet for your group’s check-in time. Check-in times can be adjusted as needed, but check-out times are firm.

All groups will need to be completely checked out of rooms by or before 10:00 am on the day of your departure. If needed, groups can store luggage before check-in or after check-out. Please communicate your needs to your USU program coordinator prior to your arrival.

Important Fees Notification

If mattresses and furniture are moved, your group will be assessed a minimum $100.00 fee. ($50 fine and $50 per item moved.) This is easily avoidable! Require chaperones to check each room and ensure mattresses and furniture are back where they belong prior to check-out.

(Keep in Mind, Rooming lists that aren’t submitted before the deadline will be subject to late fees of $10 per day.)

Room Check-in

After orientation, key cards will be given to the group chairperson, who will be responsible for distributing keys to all other participants. Key cards will be organized in a binder by alphabetical order according to last name. Large groups can request to have their binders separated into smaller sub-groups or residence hall floors. Once keys have been handed out, the key binders and rosters (more information at check-in) must be returned to the housing office. Please indicate your preference when submitting your housing rooming list.

Keys

Charges may be assessed if groups lose any USU Housing room keys. These charges will be deducted from the group’s security deposit, and it will be the group’s responsibility to collect from participants. (Each lost key is a $10 charge).

Residence Hall Hours

Outside doors/outer entrance of all residence halls are locked at 10:00 p.m. and unlocked at 8:00 a.m. The main lounges are only available to youth groups upon prior request.

Room Check-Out

Chaperones are responsible for overseeing the following check-out procedures:

• Removal of sheets and pillowcases from beds and placement on residence hall mattresses.
• Return of all furniture to original location.
• Return of all key cards to the USU Housing office.

Talk to Your Group in Advance

It is impossible to list all of the "do's and don'ts" youth program participants will be expected to follow. We expect that youth and adult leaders conduct themselves in an upstanding and responsible manner.

The rules we uphold are enforced to ensure that all participants enjoy and benefit from their participation. Actions that jeopardize this right for others will not be tolerated. The University reserves the right to dismiss individuals or groups who violate the rules governing youth conferences.

Responsibilities of Youth Program Participants

There are certain risks that you assume when participating in physical activities as a part of your youth program. Every effort will be made by your assigned administrators to keep facilities and equipment in good condition. However, you as the participant also have a responsibility for your own safety. If you perceive a situation to be potentially dangerous for you or your fellow participants, you must report it to your USU program coordinator. This would include, but should not be limited to:

• Equipment that is broken or in need of repair
• When you are not feeling well or are unduly fatigued
• When you have unusual difficulty performing a skill

For your safety, you are obligated to follow the rules and regulations set by your USU program coordinator. This includes wearing the proper dress and protective equipment when necessary. If you choose not to use such protective equipment, you do so at your own risk. Should an injury be incurred during participation in a youth conference activity, inform your USU coordinator immediately.

Please discuss with your USU program coordinator any known physical problems which may limit individual participation in the youth program.

Rules to Address

• Quiet hours are between 10:00 p.m. and 7:00 a.m.
• Throwing objects out of the residence hall windows is strictly prohibited. This action will result in a fine and eviction.
• Do not rearrange or remove furniture from the rooms or lounges ($50 Fine + $50 per item moved).
• Be respectful to others.
• No water balloons or water fights.
• No fireworks are allowed on campus. Discovery of such will result in being sent home.
• Abusive language will not be tolerated.
• No alcohol, drugs, smoking, or pets allowed.
• Gambling of any kind is strictly prohibited.
• No weapons of any kind are allowed on campus.

Transportation and Parking

Transportation to Utah State University should be arranged well in advance of your conference. If you need to contact a commercial bus company, a written, firm commitment of cost should be obtained from them. When making transportation arrangements, be sure to consider the following:

• Determine the number of buses/vans/cars you will need and ensure these vehicles will adequately handle the amount of luggage each person will bring.
• If you contract with a transportation company, will they require a per diem for their bus driver? Is this calculated into their cost estimate? Don’t forget to plan on a cash tip for the driver.
• Allot an appropriate amount of drive time to campus.
• Assign individuals to buses/vans/cars with their chaperones whenever possible.
• Provide each driver with detailed maps, along with the location for check-in and pick-up.
• Provide each driver with clear instructions on where to park while on campus.
• Determine and communicate the planned pick-up and drop-off times and location.
• Secure insurance coverage for the transit as well as participation in conference activities

Parking

• Parking Passes will be obtained through your USU coordinator. Your chairperson will receive a parking code that will be shared only with your drivers. This code be used at the Parking terrace upon parking in the stall.
• Parking costs will be charged after your event (how many codes were used).
• Your parking code will be given to drivers upon arrival. Drivers must show 15 minutes early to receive their parking code. Your parking code will allow you to park only in designated lots near your residence hall and anywhere else your USU program coordinator may direct you.
• If you park in an area outside of the parking pass or at parking meters, you will be held financially responsible for any parking violations you are issued.
• If you plan on parking a bus or any large trailers throughout your event, please make arrangements with your USU program coordinator prior to your arrival.

Arriving at Utah State University

How smoothly and quickly your registration and check in goes depends largely on YOU! Please arrive on time.

• The chairperson should arrive 15 minutes ahead of the rest of the group to work out changes to the rooming list or financial matters.
• Once your whole group arrives, please have everyone leave their belongings in the vehicles until after orientation.
• As soon as all of your group have arrived, we will start Orientation. At this time, we will briefly acquaint you with Utah State University, review the rules we expect youth conference participants to follow, and answer questions about the activities planned for your group.
• Following orientation, key cards will be given to the conference chairperson to distribute to all other participants. Once key cards have been passed out everyone is welcome to gather their belongings from their vehicles and bring them to their room.
• Now it’s time to witness first-hand all the fruits of your labor, and we are certain your dedication and hard work will pay off for you and your group. If at any time during the conference you have questions or concerns, please contact your USU conference coordinator immediately. We are here to serve you and ensure your time with us is enjoyable.

Departing Utah State University

Please allow yourself adequate time to check-out. We recommend 45 minutes – 1 hour for this process.

• Chaperones should thoroughly search closets, drawers and beds for articles that may have been left behind. Make sure all facilities are left clean and undamaged.
• Chaperones are responsible for making sure that all used linens are removed from beds and left on the mattresses in each room.
• Chaperones should also make sure all furniture and mattresses are returned to their original room or your group will receive a $50 fine and $50 per moved item.
• The chairperson is responsible for gathering all the participant’s key cards that were given out at check-in and returning them to the Housing Office front desk. No charge will be incurred for keys that are found and returned BEFORE the group leaves campus. Once your group leaves USU, the missing key fee will be applied.
• Any items that are left at USU after your event is finished can be mailed back to the individual upon their request. The owner of the item will be financially responsible for postage.