Youth Protection Program

What is a University Sponsored Program?

A University Sponsored Program is any youth program that is owned, operated, or facilitated by The University of Louisville, its faculty, staff, students, volunteers, or authorized third-parties, whether on-campus or off-campus. These programs include, but are not limited to, overnight camps, day camps, weekend workshops, private or group lessons, athletic camps, job shadowing, mentoring programs, research assistantships, and internship opportunities.

Youth Protection Program Basic Requirements

1. Program Registration
   All University Sponsored Programs involving minor participants must be registered with the Youth Protection Officer. This ensures compliance with all YPP requirements. The Program Registration form must be submitted prior to the program’s start date.
2. Mandated Reporting
   All University faculty, staff, students, volunteers, and contractors are legally Mandated Reporters of suspected abuse involving minors. If you suspect abuse, please follow the reporting steps outlined above.
3. Incident Reporting
   All suspected abuse, injuries, illnesses, behavioral incidents, and other relevant events must be documented using the Incident Report form. Incidents are categorized based on severity; refer to the Youth Protection Program Handbook for detailed guidance.
4. Onboarding Authorized Adults
   Before interacting with minors, all individuals responsible for supervision or interaction with minors must have a current criminal background check (conducted within the past 3 years) through the University and complete the annual YPP training.
5. Participant Releases
   Every minor participant must be registered with a program and have a signed YPP Release completed by their parent or guardian. If medications are needed during the program, a Medication Authorization form must also be completed.
6. Adequate Supervision
   Programs must ensure that activities involving minors are supervised at all times by at least two Authorized Adults. Supervision ratios must align with the guidelines established in the Youth Protection Program Handbook.
7. Program Approval
   All program documentation must be submitted prior to the program start date for review and approval by the Youth Protection Officer. No program may begin or operate without ERI approval.
8. Third-Party Programs
   All third-party programs must have a designated Sponsoring Unit within the University and are required to comply with all applicable YPP policies and guidelines.

Is my program required to register?

Yes. All programs involving minors are required to register with ERI in accordance with the Youth Protection Program Policy. Some programs may qualify for exceptions to certain requirements. If you are unsure whether your program qualifies for an exception, please contact the Youth Protection Officer.

What documents do I need to complete the registration?

• YPP Registration form (required for all programs)
• For Third-Party programs, you must also submit:
  • License Agreement
  • A current certificate of liability insurance from the third party

When do I need to register my program?

• Initial registration must be submitted prior to the program start date. (recommended 60 days in advance)

What happens after I register?

The Youth Protection Officer will provide you with:

• Authorized Adult Information spreadsheet
• Participant Information spreadsheet

You will collaborate with the Youth Protection Officer to ensure all Authorized Adults have completed background checks and training, and all participants have signed the required Release and registered for the program.

How is an Authorized Adult onboarded?

All adults interacting with minors must complete:

• A criminal background check (conducted by ERI)
• YPP training (online; access will be provided by ERI)

How long does a background check take and what does it cost?

• Background checks usually take 4–7 business days, but delays of 3–4 weeks can occur.
• The cost is approximately $75 per check but may vary depending on the individual’s residency history and local processing fees.
• No Authorized Adult may interact with minors until their background check is complete. Plan accordingly.

Are UofL employees and students required to be background checked and trained?

Yes.

• Background checks are mandatory for anyone involved with minors and are valid for 3 years.
• YPP training is required annually and is separate from other University-required trainings.

Who is responsible for the cost of criminal background checks?

If budget is available, ERI may be able to assist in the cost. However, The program budget or sponsoring unit is ultimately responsible for all Authorized Adults’ background check costs. While we recognize these costs can be significant, they must be planned for in advance. Some options to offset costs include increasing program fees or requesting Authorized Adults to share the cost. Note: Cost is not a valid reason for non-compliance.

Who needs to sign the participant release form?

• All participants must have a signed release form.
• Participants under 18 must have the form signed by a parent or guardian.
• It is also recommended that all Authorized Adults sign a release form due to shared risk in the program environment.

When will my program be approved?

• At least prior to the program start date, the Program Director must submit the following to the Youth Protection Officer:
  • Final Authorized Adult and Participant Information spreadsheets
• The Youth Protection Officer will review and, if compliant, provide electronic approval to the Program Director.
• Programs may not start without receiving approval from the Youth Protection Officer.

How are program records stored and retained?

• During the program, all documents should be securely stored with access limited to select Authorized Adults.
• After the program ends, it is the Programs responsibility to maintain the records in accordance with retention requirements.
• As a courtesy, a program can scan and submit all signed releases, medical forms, and other documentation to the Youth Protection Officer, who will archive the records digitally.

Tools to Get Started

Youth Protection Program Policy

This policy outlines the requirements for compliance with the Youth Protection Program.

Reporting Abuse of Minors Policy

This policy outlines the responsibility of all University employees, students, volunteers, contractors, etc. to report any suspected abuse of a minor according to the procedures there in.

Youth Protection Program Handbook

This Handbook explains all of the policy procedures necessary in detail to be in compliance with the Youth Protection Program.

Virtual Youth Protection Program Guidelines

These guidelines explain all of the policy requirements and procedures in a virtual environment to be in compliance with the Youth Protection Program.

Exception Assessment Tool

While programs involving minors are subject to the policy, not all programs have the same compliance requirements. This tool helps to you determine if your program might qualify for a YPP exception.

YPP Program Manual

This is a customizable tool that can be used by any program to communicate with parents and participants providing rules, requirements and other pertinent information about your program.

Emergency Plan and Facilities Checklist

This is to assist in developing an emergency and evacuation plan to ensure a safe operating environment and provides necessary emergency contact information to keep on hand.

Youth Protection Program Flow Chart

This chart provides a basic outline of the process from start to finish for a youth program to follow.

Required Forms - University Sponsored

Program Registration Form

Used to register any program that minors would participate.

Authorized Adult Information Form

This spreadsheet is used to provide a comprehensive list of the Authorized Adults and will be used to verify compliance with training and background check requirements.

Authorized Adult Volunteer Application

Used as the application for volunteer Authorized Adults to complete for participation in a youth program and as consent for the required background check.

Self-Disclosure Report

Used to provide self-disclosure of changes to an Authorized Adult's background check outside of the required background check completed every three years.

Participant Information Form

This spreadsheet is used to provide a comprehensive list of participants and emergency contact information. The information will be used to verify compliance with participant required forms.

Participant Release (In-Person Only)

Required parent signature to participate.

Participant Release (Virtual Only)

Required parent signature to participate. This release includes language specific to the virtual environment.

Participant Code of Conduct (Virtual Only)

Required parent signature to participate. This code of conduct includes language specific to the virtual environment.

Participant Registration & Medical Information

Used to obtain all emergency contact information, medical information, and any additional necessary information to ensure the health and safety of the participant

Medication Management

All medications must be self-administered. No Authorized Adult can administer medications. See The Youth Protection Program Handbook for additional instructions. If a participant requires medication during a youth program, this is used to provide all necessary medication information for the participant to self administer.

Incident Report

All class I or class II incidents must be reported in accordance with the Policy and Handbook. This form is used for both classes.

Required Forms - Third-Party Sponsored ONLY

Program Registration Form

Used to register any program that minors would participate

Third-Party License Agreement

Used as the formal agreement with the Third-Party and the University to utilize University assets for a youth related program. The Third-Party must also provide a Certificate of Liability in accordance with the requirements in this License Agreement.

Third-Party Release (In-Person ONLY)

Used as the release form for participants of a third-party youth program. This releases the Third-Party as well as the University.