Precollege Programming

We are pleased to welcome Shawn Gleason to the Office of Pre-College Programming as the Pre-College Tutor Coordinator and Upward Bound Administrative Assistant. If you see him around campus, give him a warm welcome!

This memorandum is to remind all faculty and staff who conduct youth outreach programs of WMU’s Policy requirements for summer camps, and to encourage programs to register their camps as soon as possible, preferably no later February 28, 2025. If this date is not attainable, please still register each summer program as soon as possible. WMU’s Minor on Campus Policy requires all outreach programs (including summer camps) with youth to register through our Pre-College Office. Additionally, the Office of Pre-College Programming is sharing this memo as part of our commitment to ensure we support and inform all members of our WMU community. If assistance is required with anything, please do not hesitate to reach out. Please adhere to the following requirements: 

1. Register each youth outreach program through the Office of Pre-College Programming’s website at https://wmich.edu/precollege/programregistration. WMU’s Minors on Campus Policy requires ALL programs to review their information annually through this website and update, as necessary.
2. Please also enter each summer camp information on the Summer Camp Listing site: wmich.edu/precollege/summer/camps. For marketing and communication purposes, we need to get all updated camp information (including camp dates) as soon as possible, preferably by February 28, 2025. We advertise all summer camp opportunities to the community on one web page. Once the summer camp information is updated via the above link, the 2025 summer camp information will be added to the community website. Please make every attempt to make this deadline, if not, please submit the required information ASAP. In addition to marketing, it is also important to register each camp early to ensure appropriate insurance coverage is obtained. WMU Summer Camp Opportunities can be found at wmich.edu/precollege/summer.
3. If a camp has housing needs, please contact Brett Strohkirch, Assistant Director of Residence Life, at brett.strohkirch@wmich.edu.
4. Review the updated Minors on Campus Policy approved by the Board of Trustees in April 2018 (and renewed in 2022) at: https://wmich.edu/policies/minors. 
5. Ensure that each youth outreach programs’ employees have received appropriate training, including but not limited to instruction on the Minors on Campus Policy and expectations. The Office of Pre-College Programming provides this training, which can be scheduled upon request.
6. Work with the appropriate Human Resource representative to complete background checks for all new staff working with minors and updated background checks every three years for all returning faculty, staff, student staff, and volunteers who work with minors. Faculty and staff with a WMU employment gap of 6 months or longer also need an updated background check upon rehire, even if it has been less than three years since their initial background check. Review this helpful flowchart https://wmich.edu/sites/default/files/other/u374/2018/Graphic%20for%20Minors%20on%20Campus%20Policy.pdf and § 4.5.1 of the Minors on Campus Policy to determine which individuals need a background check, when, and how often.

• NEW this year for all summer camps - Create an event in Salesforce to track and log each youth outreach event. Please use the PowerPoint attached to create an event within Salesforce to which all participants can be linked. Once an event is created in Salesforce using the correct Form Assembly ID below, a QR code will automatically be created. The QR code and website link generated by Salesforce can then be sent out to all participants so they can register for the program. When setting up the event in Salesforce, please be sure to use the following parameters: 
  • Category = Pre-College
  • Type = Summer Camp (Do NOT leave blank; select most appropriate option for the program if it is not a summer camp).
  • Form Assembly ID = 218059 
  • This will assist us in reporting and allow each event to be recognized as an approved pre-college program. A Salesforce event should be created a minimum of 30 days prior to the actual program occurrence. Guidance or assistance with creating an event can be obtained by contacting Sarah Cheatham in EM Tech at sarah.cheatham@wmich.edu, or Kala Willette in the Office of Pre-College Programming at kala.willette@wmich.edu. 

8. NEW this year for all summer camps – program participant registration through Salesforce. Programs must either have their youth participants register for their event/program through Salesforce themselves (thereby entering their own information into the system) OR programs can enter the youth participants into Salesforce manually (so long as they are linking the participants to the event they created in Salesforce). Using the Form Assembly ID above, requests the required information needed from each participant automatically. Entering the participants manually, still requires the following information: name (full name with middle initial, if available), birthdate (if known), elementary/middle/high school, high school graduation year, email address, and parent email address(es). Participants entered manually should be entered no later than 30 days after the event. Feel free to contact Sarah Cheatham in EM Tech at sarah.cheatham@wmich.edu, or Kala Willette in the Office of Pre-College Programming at kala.willette@wmich.edu for assistance in setting up the program registration.
9. NEW this year for all pre-college programs - For those renting space either for cost or no cost to groups outside of WMU who are serving youth, please make sure to utilize the Facility Use Agreement from the Office of Legal Affairs, Risk, and Compliance. This contract will include a statement requiring outside WMU groups working with youth to comply with WMU's Minors on Campus Policy as well as other specific requirements that are needed for groups working with youth. The contract should follow normal contract procedures for review and signature.
10. Our Pre-College Website https://wmich.edu/precollege/policies/minors-on-campus has many great resources, such as sample consent forms and checklists for creating a youth outreach program.

For more information on in-person summer camps or any of the processes outlined above, please contact the Office of Pre-College Programming at 269-387-2773 or via email at erika.carr@wmich.edu. Additional information on youth outreach, including sample required forms for summer camps, is available on the website at: wmich.edu/precollege. Thank you for your time; I appreciate your continued support of pre-college youth outreach. 

Sincerely,

Erika Carr, Director of the Office of Pre-College Programming

According to WWMT.com, three Kalamazoo area organizations received a total of $60,000 in AT&T contributions to help expand internet access to those who need it.

Kalamazoo Gospel Ministries, Western Michigan University, and Portage Community Center each received a $20,000 check to help with the digital divide, according to a news release.

“Too many Michiganders face challenges in live due to digital divide barriers, particularly those in underserved communities," Tim Weststrate with AT&T Michigan said. "Not only access to connectivity is vital to bridging the digital divide, but it is also critical in success in both the classroom and workplace."

For Western in particular, the funds are expected to support its 24/7 online tutoring program, according to AVP for Enrollment, Dr. Charles Cotton.