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Adviser Institute Policies

As a program affiliated with Michigan State University, MIPA follows university rules and procedures to help ensure the safety of our participants. We require our staff and volunteers to also follow these policies. Because the Adviser Institute runs concurrently with our youth program, the MIPA Summer Journalism Workshop, all institute participants must follow the same protocols as our staff, volunteers and vendors who may interact with youth.

The rules and policies listed below are not all-inclusive. MIPA reserves the right to take any reasonable actions necessary to address health or safety issues to protect participants of our programs. These policies and rules are subject to change with no notice.

Questions, Support & Help

We’re here to support you in whatever you might need.

  • MIPA main office at MSU: 517-353-6761
  • MIPA Event Hotline: 517-258-0551 (We answer phone calls and texts to this number as we’re able to during our off-site events.)

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Payment Policy

All workshop fees must be paid prior to the start of our program. If your school has said it will pay for part or all of the registration fee, please verify payment with your school office before the start of the program.

Participants who owe a balance may pay by cash, money order, cashier’s check or credit card. We reserve the right to decline personal checks after July 1. Payments by credit card can be made at https://mipamsu.org/payment

Bounced checks will be assessed a $30 service fee and the participant will be removed from registration until a credit card payment, money order or cashier’s check for the registration amount plus the service fee has been received.

Refund Policy

Full refunds of workshop fees will be made if we are notified of a cancellation by July 1. After July 1, refunds of 50% will be made if cancellations are received at least 24 hours prior to check-in. If for some reason you cannot come to the workshop, you may transfer your registration to another person.

There will be no refunds for no-shows or those who do not complete the program for any reason.

If MIPA cancels this programs or switches to remote learning prior to the start of the program, participants will have the option to receive a full refund.

Background Check & Youth Safety Training

MIPA follows Michigan State University rules requiring all individuals who have direct contact with minors at a campus youth program pass a criminal background check within 12 months of the program. Please complete MSU’s background check authorization form.

Because the Adviser Institute runs concurrently with our youth program, the MIPA Summer Journalism Workshop, we require you agree to a background check to comply with MSU youth safety policies. Adviser Institute participants also must complete MIPA-provided youth safety training. As part of this training, you will be asked to will be asked to review and sign a document that details Michigan State University conduct rules for youth programs.

COVID-19 Protocols

MIPA strongly encourages all participants be vaccinated against COVID-19 and boosted with an FDA-approved or -authorized or WHO-approved vaccine. Learn more about the COVID-19 vaccine.

MIPA follows all Michigan State University safety protocols related to COVID-19. Participants are considered campus visitors under university policies. More information about MSU COVID-19 protocols for campus visitors can be found at MSU’s Together We Will website. MIPA employees follow the same requirements as MSU faculty and staff.

Participants agree to follow MIPA and MSU health and safety protocols, which may change without notice in response to pandemic conditions.

Pandemic conditions at the time of our program could result in cancellation or a switch to remote learning.

Special Needs & Accommodations

MIPA and MSU are committed to providing equal opportunity for participation in all programs, services and activities. Accommodations for persons with disabilities may be requested by contacting Jeremy Steele, MIPA executive director, at 517-353-6761 or ask@mipamsu.org at least 10 business days prior to the start of our program so that we have time to make necessary arrangements. Requests received after this date will be honored whenever possible. More information about disability inclusion services at MSU can be found at https://www.rcpd.msu.edu/services/accommodations.

Housing Policies

  • Participants choosing the residential option for this program will live on campus. All participants will have meals in a dining hall.
  • Adviser Institute participants should not be in residential areas reserved for youth program participants, unless instructed otherwise by a MIPA director.
  • MIPA aims to provide safe and comfortable spaces for all participants to live and work during our summer workshop. Please contact the workshop office if you have any concerns.
  • Participants will be assigned to their own room in an area limited to other adults whenever feasible.

Transportation Policies

  • Parents/guardians are responsible for getting participants to our workshop and home again. For liability reasons and parking limitations, we prefer participants not have vehicles on campus.
    • Participants who have no choice but to drive to get to the workshop must submit a parental permission slip, pay a parking fee and are required to turn in their keys to the workshop office for the duration of the program. Contact the MIPA office prior to coming to the workshop to make arrangements.
  • MIPA provides limited transportation for participants to attend off-campus workshop activities or to visit the on-campus health facility, etc. Vehicles are operated by staff who have undergone a driving record check or by a professional bus driver.
  • Youth participants should not be in a car at any time for the duration of our program without permission of a workshop director.

First Aid, Medications & Emergencies

  • MIPA keeps a limited supply of personal hygiene and first aid supplies in our workshop office.
  • MIPA staff members are not authorized to provide medical treatment. We can help make a determination of whether there is a life-threatening situation or a serious injury that requires medical attention and arrange for transportation.
  • The on-campus Olin Health Center is open from 8 a.m.–5 p.m. weekdays for appointments. The services of the center are similar to those from a family physician.
  • Participants who have a health emergency will be transported by ambulance to an area hospital.

Interactions with Youth Participants

  • You should avoid being alone, one-on-one, with any youth program participant — even if that participant is your student. Meet with youth in a public place (keep doors open, etc.) or with adults present. If you are alone with students, contact the MIPA office and a member of our team will drop in on your meeting as an observer.
  • Avoid one-on-one electronic communications with youth program participants. You can always copy MIPA (ask@mipamsu.org) or another program staff member on any communication with students. This protects you, youth participants and our program.
  • Do not have personal, non-programmatic related electronic communications with youth program participants, including email, text messages and social media.
  • You may not give youth program participants permission to break any MIPA or university rules. If you think an exception needs to be made to one of our rules, you must first consult with a program director. You may not take any youth participant off Michigan State University’s campus for any reason. Transporting a youth program participant to and from our program on behalf of a parent or guardian requires special permission forms to be on file with MIPA.
  • Please let a member of our leadership team know if a youth participant appears to be struggling with some issue. Sometimes we know things (from forms and conversations with parents and teachers) that you don’t, and we can intervene in ways that you can’t or provide resources that may not be available to you. You may not dispense medications — including over-the-counter medications — to any youth participant. Please send them to the MIPA workshop office.
  • Do not give personal gifts to participants.

Other Rules

  • You may not possess, consume or be under the influence of alcohol, marijuana, or illegal drugs at any time you have responsibility for program youth participants.
  • You may not possess a firearm or other weapon at any time during our program.
  • You may not violate the University’s Anti-Discrimination Policy.
  • You may not engage in abusive conduct of any kind toward, or in the presence of, a minor.
  • You may not make sexual materials in any form available to minors or assist them in any way in gaining access to such materials.

Dress Code

  • Dress at most of our programs is casual and comfortable, but all attire should be appropriate for being around youth.
  • We don’t like being sticklers about dress codes — but we expect the members of our team and program participants to look and act responsibly at all times.

Limits to Confidentiality

MIPA staff and university employees, including workshop instructors, may not be able to maintain confidentiality when it conflicts with their responsibility to report certain issues to protect the health and safety of program participants, MSU community members and others. Essays, journals and other materials submitted to our instructors, staff and volunteers should not be considered confidential.

Workshop staff are required under Michigan State University policy and state law to report the following information to applicable university offices and/or law enforcement agencies:

  • Suspected child abuse/neglect, even if this maltreatment happened in the past;
  • Allegations of sexual assault or sexual harassment regardless of when or where an incident occurred; and
  • Credible threats of harm to oneself or to others.

These reports may trigger contact from a campus or law enforcement official who will want to talk with the youth participant about the incident.

K-12 teachers and individuals who work in other select professions may have additional legal requirements under state law as mandatory reporters.

For additional resources, please visit https://youthprograms.msu.edu/parent-family/index.html

Online Learning & Safety Practices

Online Safety Information & Resources

While this is an in-person program, many of our instructors use online materials and participants will be working in computer labs or with their own computers. We encourage parents, guardians, and participants to educate themselves on safety and security tips when engaging in online learning activities. Below are some resources that may be helpful:

Online Meeting Protocols

  • Have a quiet place where you can lead or participate online meetings.
  • Set up in front of a neutral background. This both protects your privacy (by not showing everyone watching what the inside of your house looks like) and avoids distractions (like people walking around behind you, etc.).
  • Use headphones and a microphone to improve sound quality and avoid audio problems.
  • Keep the camera at eye level. You may need to put your laptop on a stack of books to get it to the right height.
  • Make sure your space has good lighting so your face is clearly seen. Don’t set up in front of windows and lamps, which cause backlighting that shadows your face.
  • Model best practices for students. Avoid setting up in your bedroom. Set aside distractions like your cellphone and social media. Learn to use the mute button.
  • We recommend students have their cameras on (there are exceptions) and be dressed appropriately for all live online instructional activities.
  • Depending on the program, we may require advisers/teachers or chaperones be present. Chaperones should monitor online learning activities in a non-disruptive way.
  • Don’t share passwords and class meeting information outside of the class. Familiarize yourself with the tools available via any video conferencing platform you use to protect your meeting from uninvited individuals and avoid disruptive behaviors. 
  • You must have permission from the MIPA director BEFORE recording any class session that includes students. Distribution of any such recording including youth participants in our program should be restricted.
  • Avoid taking screenshots of online class meetings to share on your personal social media accounts. We’re sensitive about the need to protect the privacy of students.

Statement on unauthorized access and disruptive behavior during video conference sessions (ie, “Zoom bombing”)

  • MSU prohibits “Zoom Bombing” and similar disruptive behaviors.
    • Definition: “Zoom Bombing” is the act of accessing Zoom or other video conference sessions without authorization.
  • Appropriate consequences, including but not limited to dismissal from the program may apply to anyone who:
    • Violates program safety and security rules;
    • Contributes to “Zoom Bombing” or other similar disruptions; and/or
    • Shares program links, passwords or other program login information with individuals outside of the program.

Information About MSU Policies Related to Title IX

The MSU Anti-Discrimination Policy and Relationship Violence and Sexual Misconduct Policy apply to all MSU students, employees, or third-party community members, including youth program participants.

Consistent with Title IX, MSU’s Relationship Violence and Sexual Misconduct Policy and Anti-Discrimination Policy expressly prohibit discrimination on the basis of sex. The Relationship Violence and Sexual Misconduct Policy provides a procedure for reporting and resolving complaints of sex discrimination (including sexual harassment and sexual assault), which applies to youth program participants.

What is Title IX?

Title IX of the Education Amendments of 1972 prohibits discrimination on the basis of sex in any education program or activity that receives federal funding.

Discrimination on the basis of sex includes: 

  • Excluding, separating, denying benefits to, or otherwise treating a person differently on the basis of sex
  • Sexual harassment
  • Sexual assault

MSU Title IX Coordinator

MSU’s Title IX Coordinator oversees the University’s compliance with Title IX, including its complaint procedures, and is available to meet with youth program participants about matters involving sex discrimination.

Nicole Schmidtke
Title IX Coordinator
Office for Civil Rights and Title IX Education and Compliance
5 Olds Hall
East Lansing, MI 48824
Phone: 517-884-0610
Website: civilrights.msu.edu

Reporting Procedures and Resources

All individuals are encouraged to promptly report possible violations of MSU’s Anti-Discrimination Policy and Relationship Violence and Sexual Misconduct Policy to MSU’s Office of Institutional Equity (OIE), law enforcement, or both. OIE is responsible for receiving and processing complaints of sex discrimination (including sexual harassment, sexual assault and sexual violence), which may involve an investigation. If a person is unsure about reporting and would like assistance in understanding the options, they may contact a Confidential Resource. A list of these resources is available at https://poe.msu.edu/resources/resources-for-survivors. A list of these resources specifically available for youth is available at https://youthprograms.msu.edu/reporting/index.html.

Report to the Office of Institutional Equity (OIE) by completing the online Public Incident Reporting Form or by calling, emailing, or visiting the OIE office.

Address: 408 W. Circle Dr., Suite 5, Olds Hall, East Lansing, MI 48824
Phone: 517-353-3922
E-mail: oie@msu.edu
Online reporting: Public Incident Reporting Form

Contact the MSU Police and Public Safety (or your local law enforcement) for assistance in filing a criminal complaint and preserving physical evidence.

MSU Police Department
Address: 1120 Red Cedar Road, East Lansing, MI 48824
Emergencies: call 9-1-1
Non-Emergency Line: 517-355-2221

Anti-Discrimination Policy

MIPA strives to provide a safe and welcoming environment for all participants, staff and guests, who should be able to work, learn and live in an environment free of harassment. MIPA follows Michigan State University’s Anti-Discrimination Policy.

The University Anti-Discrimination Policy (ADP) states expectations for institutional and individual conduct. A detailed description of the ADP can be found at https://hr.msu.edu/policies-procedures/university-wide/ADP_policy.html.

The ADP User’s Manual provides further discussion of the definitions of behaviors prohibited by the ADP as well as the relationship between the First Amendment and complaints of harassment/discrimination; the ADP User’s Manual can be found at https://civilrights.msu.edu/_assets/documents/adp-users-manual.pdf.

Protocol for addressing bias incidents, acts of prohibited discrimination/harassment and hate crimes can be found at https://civilrights.msu.edu/_assets/documents/bias-incident-reporting-protocols-17.08.01.pdf.

Media Work: Interviews, Images & Journalistic Work at Our Program

Participants’ rights and responsibilities related to their image and likeness are detailed in the Media Release Form are asked to sign prior to the start of our program.

Our program focuses on journalism skills, and there may be circumstances in which participants are asked to be photographed, recorded and/or interviewed. ‘We want to help you and your child understand these situations. These situations generally are voluntary. Journalists, MIPA staff and MSU staff normally honor requests that they refrain from including individuals in their work, even when they may have a legal right to take photographs or record video (such as in public places).

If you have a concern related to this kind of media coverage, please contact the MIPA office so that we can explore solutions with you. We’re committed to protecting all participants as we encourage them to responsibly practice their First Amendment rights as young journalists.

Participants will practice journalism at our program and may become the subject of it

Please be aware that participants at our workshop will be practicing journalism and sometimes may become the subject of journalism by other participants or professional reporters who visit our program. That means program participants may be asked to be interviewed, photographed or videotaped for course assignments or as part of news coverage. It is a standard of journalism that people who appear in such news coverage are identified by name. This work may be published by MIPA in print or online, and could be published via platforms outside of our control (such as a school newspaper, social media, professional media, etc.).

MIPA does not penalize any participant who declines to be interviewed for such news coverage.

Areas where photography and recording generally are & are not allowed at our programs

Michigan State University prohibits the inappropriate use of cameras, imaging and other digital recording devices, including camera, imaging and other digital recording applications on smartphones and mobile devices, in showers, restrooms, locker rooms and other areas where privacy is expected by participants. Participants also should not record online sessions. Use of unauthorized recording devices should be reported immediately to MIPA staff.

Program staff, at their discretion, may allow photography and recording in quasi-public physical spaces such as classrooms, cafeterias, auditoriums, hallways, lounges and other interior spaces accessible by all of our participants. Neither MIPA nor MSU may prohibit anyone from taking photos or recording in public places on campus, including most outdoor campus spaces, as long as that person does not interfere with others’ peaceful enjoyment.

Online sessions may be recorded in limited situations, for official use by MIPA only and with the permission of MIPA’s workshop director or executive director. For example, MIPA might record a live instructional session to allow participants to view it later, or MIPA might record online sessions with guest speakers for distribution outside MIPA as part of our podcast series or other programs. Participants will be informed in advance if a session is to be recorded and how the recording may be used. Participation in any recorded session is voluntary.

Participants should seek out a MIPA program staff member if they ever feel uncomfortable or harassed by someone requesting to interview participants or using a media recording device or camera.