View the recording of the information session from February 14, along with the responses to the questions asked in the chat.
Faculty and Staff Information
Online and Extended Programs (OXP) is now responsible for the administration of requirements for minors on campus, including camps and multi-day programs. We have implemented Ideal-Logic software to provide a centralized, auditable system for camp registrations, consent forms, background checks, and completion of child protection training. Campuswide use of the Ideal-Logic system begins in March.
Minor Registration and Compliance
Getting Started
Starting March 2025, all Minors on Campus forms (previously completed as PDFs) will need to be submitted through Ideal-Logic by the parent/guardian. PDF forms will no longer be accepted after March 1. Additionally, a $15 Safety & Risk Management Fee per participant will be charged to the unit offering the program, so please factor this expense into your program fees or program budget.
For FY2025 (until August 31, 2025), using Ideal-Logic for ongoing programs and camp registration is optional, but consent forms must be completed through the platform. Starting FY2026 (September 1, 2025), registration via Ideal-Logic will be required. We recommend using both registration and consent features for a seamless user experience.
Ready to get started? If you are a Program Operator (PO) for a 2025 Summer Camp/Program/Lab, please submit the 2025 Summer Camp/Program/Lab Data Form by March 31, 2025. A separate form is required for each session. This information will be used to build your program in Ideal-Logic. Once drafted, a member of our team will reach out to schedule a time to review. You will need to complete this form to gain access to Ideal-Logic.
User Guides
Registration, Consent Forms, and Liability Waivers
All university-required minor consent forms are now integrated into Ideal-Logic in both English and Spanish. These forms include:
- Minors/Adults Participation Release and Indemnity
- Guardian Authorization for Self-Administration of Prescription Medication
- Guardian Authorization for Over-the-Counter Medication
- TXST Authorization for Medical Treatment for Minors
- Photo Release for Minors
Parents/guardians will be automatically prompted to complete these forms, so programs do not need to request they be completed separately. If you have program-specific consent forms, Ideal-Logic can integrate them as well, so please include these in your 2025 Summer Camp/Program/Lab Data Form.
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Program Operator/Designated Individual
Camps refer to the main program hosting various activities, such as the Aquatic Science Adventure Camp. Sessions are the specific occurrences of each camp, like Explorer Day Camp 1, Explorer Day Camp 2, and so on.
If a camp offers only one session, the camp and session names may be identical.
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Parent/Guardian
Youth Safety: Child Protection Training and Background Checks
Compliance and state-required training for designated individuals working with minors will also transition to Ideal-Logic in March. PO’s will use the platform to prompt their staff to complete the background check and Child Protection Training. PO’s will be able to monitor completion in the Ideal-Logic portal.
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Child Protection Training (CPT)
Through the end of February, please complete the linked Child Protection Training.
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Background Checks
Prior to March 1, please refer to Human Resources' website for requests.
OXP is finalizing the integration of Accurate Background into Ideal-Logic. Once integrated, Program Operators will be able to initiate the background check process for designated individuals in Ideal-Logic. In the meantime, beginning March 1, please follow the steps below.
Background Check Batch Request: Use this Excel document to submit 5 or more criminal history background check requests for camp staff. Email completed form to academiccamps@txstate.edu
Individual Background Check Request (link coming soon): Use this form to request an individual background check for camp staff.
Once the background check results are received, OXP staff will manually update the status for the designated individual in Ideal-Logic, where the Program Operator will be able to view it.
Billing Information: OXP will cover the upfront cost of background checks. Program Operators will be invoiced at the end of their camp for the total cost of the background checks associated with their program. Camps should submit the reimbursement to OXP via eIDT within two weeks of receiving the invoice.
Access Ideal-Logic
Program Operators and Designated Individuals should login to each platform using your SSO. You will need to complete the 2025 Summer Camp/Program/Lab Data Form to be granted access to Ideal-Logic.