Youth Protection Primary Contact
Ashleigh Dinkins
Assistant Director, Youth Programs, Camps and Conferences
Email: yp@uttyler.edu
Download the Youth Program Guidebook
Youth Protection Process
Step 1
All internal, external, and joint-sponsored programs targeted to minors must complete the Youth Program Registration Form in Astra. (link for Youth Program Registration: https://www.aaiscloud.com/utxtyler/events/eventreqform.aspx?id=b5c5f2b0-9688-11ed-8f03-7529cc63f381) The Youth Protection Team (YP) will review your information to determine your event’s status, send out a list of items to complete with documents, and assist in creating the Astra reservation.
- Internal programs are required to complete a Terms and Conditions Agreement.
- External programs are required to complete a Use Agreement.
- Joint-Sponsored programs are required to complete a Joint-Sponsor Use Agreement.
Step 2
If your event is determined to be an Official Youth Program, the Program Director identifies all Designated Individuals (DIs) (employees or volunteers*) who will work their youth program and sends their information to the YP as soon as possible and at least 30 days prior to the event.
- Any employee or volunteer who visits for a limited purpose or time and has no direct or unsupervised interaction with a minor is not considered a DI (i.e., a guest speaker or entertainer).
- External and joint-sponsored programs are not required to send in a list of their DIs, but must adhere to the rules in following steps.
Step3
The YP will send an email to all DIs for internally hosted programs outlining the requirements needed to participate, which includes a Designated Individual Application, Criminal Background Check, Campus Security Authority Training, and Youth Protection Training. The YP will initiate the Designated Individual Application through DocuSign after the initial email is sent.
- External and joint-sponsored programs agree to conduct criminal background checks and youth protection training for their staff in their Use Agreement. Please contact the YP at yp@uttyler.edu for any questions.
Step 4
Once the DIs have completed their part of the DocuSign application, the YP provides the Office of Human Resources (OHR) with a list of DIs for the required background checks. OHR conducts background checks through a third party, Applicant Insight.
Step 5
The Campus Security Compliance Manager will email all DIs for internally hosted programs with a link inviting them to Campus Security Training also hosted in Canvas and monitor completion of the course.
Step 6
The YP will monitor Canvas for completion of the Youth Protection Training Quiz at 100%. This course can be accessed from the email sent in Step 3. Canvas issues a certificate of completion for each DI after receiving a passing grade on the exam, which can be printed and provided to the Program Director.
Step 7
After all requirements of a DI are completed, the Designated Individual Application for that person will be marked as complete and a copy sent through DocuSign to the Program Director. DIs are not approved to work the program unless their DocuSign form is completed.
Step 8
The Program Director is required to submit insurance coverage to the YP that complies with UTT 2.14.1 (Link: https://uttyler.smartcatalogiq.com/en/uttyler/ut-tyler-hop/series-200-general-policies-and-procedures/2-14-1-youth-protection-policy/). Internal programs must submit an application for CAMP Program Insurance within seven (7) days of the start of their youth program through the ORM portal. You must have an ‘@uttyler.edu’ email to access the ORM portal. (link for the ORM portal: https://apps.utsystem.edu/ormcamps/camplist)
- External and Joint-Sponsored programs agree to provide insurance coverage that complies with UTT 2.14.1.
Step 9
The Program Director will complete the required Youth Programs Information Form*, if their program meets the requirements below, and submit it to the Texas Department of State Health Services (DSHS) within five (5) days of the start of their youth program. A copy should also be sent to Scheduling & Conference Services (yp@uttyler.edu). (youth program form link: https://www.uttyler.edu/camps/files/cpm-form-to-dshs.pdf)
Requirements:
- Operated by an institution of higher education or conducted on the campus of the institution;
- Offers recreational, athletic, religious, or educational activities; and
- Offered to at least 20 minors who
- are not enrolled at the institution and
- attend or temporarily reside at the camp for all or part of at least four (4) days (does not have to be consecutive days
- When completing the form, the training course name is University of Texas System Child Protection Training, Approval number CPM12-0071
County ID number is
-
- 48423 for Smith (Tyler),
- 48123 for Gregg (Longview), or
- 48001 for Anderson (Palestine).
Step 10
An emergency plan must be created by the Program Director specific to the event and is due to the YP within five (5) days of the start of their youth program (template sent in the requirements email mentioned in Step 1).
Step 11
The Program Director is responsible for scheduling a 30 minute site visit during the program at their convenience for the YP to visit and monitor compliance with policy. Email yp@uttyler.edu to coordinate.
Step 12
Any incidents need to be reported immediately to the YP using their incident report form (sent in the requirements email mentioned in Step 1), and any claim forms for the insurance company need to be submitted within 60 days.
Step 13
Post Event: If CAMP Program Insurance was requested, the Point of Contact will be required to complete an audit form through the ORM portal after the event has concluded to receive an invoice for their insurance policy. Insurance payments must be paid promptly to avoid removal from the insurance program, resulting in the loss to participate in holding youth programs.
Step 14
Post Event: An email will be sent out to the Program Director inquiring about minor attendance for each day of the event and will need to be reported to the YP.