Virtual Programs

GVSU sponsored, virtual programs for K-12 audiences, fall within the existing Minors on Campus Policy, under the following scenario: “A minor will be physically present and participating in a University-sponsored program or activity, either taking place on University property or under the authority and/or direction of the University at other locations

https://www.gvsu.edu/policies/policy.htm?policyId=6B12373F-A814-427D-942FC06CE1CC7161&search

Although GVSU’s current MoC Policy captures virtual camp exposures, we believe that it is appropriate to recognize the unique characteristics of virtual content delivery by specifying technology requirements and providing risk mitigation strategies specific to this mode of delivery.

Technology Recommendations

  • GVSU sponsored online programs should utilize GVSU’s Zoom for Business technology. Contact IT for registration or set-up assistance, if needed
  • Alternative technology delivery platforms must be discussed, reviewed, and approved by GVSU IT prior to implementation, if Zoom is not desired
  • The following security provisions should be included in all programming
    • Unique meeting passcodes 
    • Waiting rooms. GVSU Authorized adult should grant entry to each participant
    • Sign-in displaying only the camper’s preferred name as noted on the registration form, and last initial if required or desired
    • Virtual backgrounds must be available, although not necessarily required, and participants should be instructed in how to utilize virtual backgrounds
    • Online chat and Q&A features should be set to public view so that all participants can see all questions and commentary. Participants should be made aware that the features are public
    • All authorized adults should understand how to close the session, in the event of inappropriate behavior

Process Recommendations

  • Parents/guardians should be provided with access information to all virtual meetings and programs. This information does not include camper identity lists
  • Private offline one-to-one communication between hosts and participants, including chatting, emailing, DM’ing, Snapchatting, etc is not be approved 
  • Minors should not be encouraged to engage in activities in involving hazardous materials or work with mechanical tools at home during an online program
  • Recording is permitted through the use of the Minor Children Program Release Form for Virtual Programming. However, if recording will occur, notice should also be provided in your marketing materials and participant materials
  • Intellectual property: Review your materials to determine whether they contain music or other media that may be subject to copyright law. 

Forms

Resources