Chaperone Requirements and Complimentary Rooms

Clients must provide at least one chaperone for every twenty participants aged 18 years and younger. Chaperones must be at least 21 years of age. The chaperones are responsible for the supervision of the participants at all times, including meal times and evenings. For every twenty youth participants, a chaperone will receive his or her bed at no charge. Chaperones are to be housed on the same floor as the participants.  A participant who shares a room with a Chaperone must pay for their room.  Adult staff members are not permitted to stay in the same room as campers or conference participants under the age of 18 unless they are family members.  Complimentary beds apply only for the duration of the active conference.

Required Background Check

A criminal background check must be completed on all staff staying in the residence halls overnight with the campers or conference participants where participants are under the age of 18 while visiting Virginia Tech. This requirement is detailed in Virginia Tech Policy 4815 (  The Client is responsible for reviewing and complying with this Policy. The Client shall be responsible for evaluating the results of the background check and takes responsibility for any decisions regarding the involvement of their staff members.    

A participating school system may certify in writing to CGS that employed teachers serving in a sponsor or chaperone capacity meet the criminal background check requirements for their school system and that those individuals have not been convicted of a felony or any offense involving sexual molestation, physical, or sexual abuse or rape of a child and have not been the subject of a founded case of child abuse or neglect.

Clients operating programs or activities on campus involving minors must conduct criminal conviction checks of their employees, volunteers, and representatives that meet university standards. Clients must submit a certification of compliance with the conviction check rules described herein to CGS, stating that they have conducted background checks as set forth in Virginia Tech Policy 4815.

This certification must be received by CGS at least fourteen (14) days prior to the start of any program or activity involving minors on campus. The University/CGS may request any additional information it deems necessary to meet the requirements of Policy 4815.

Required Training for Adult Staff working with Minors

As required in Virginia Tech Policy 4815 (, Clients must provide and certify that adult staff working with minor attendees have received appropriate training that meets or exceeds the training required under the Policy.  For Virginia Tech-affiliated Clients, training is accomplished by the Title IX and the Sexual Abuse of Minors Participating in Summer and Other University-Related Programsworkshop provided by Virginia Tech Human Resources.

For non-affiliated groups, the items that should be covered by Client-provided training include:

  • duty to promptly report potential harm to minors - "if you see something, say something."
  • information about the signs of abuse and neglect of minors provided by the Commonwealth of Virginia
  • know the duty and role of mandated reporters under the Code of Virginia § 63.2-1509 to make report if abuse or neglect is believed to have occurred.
  • know the resources available to staff/volunteers in the event of a suspected issue