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Youth Protection

Handbook of Operating Procedures 7.17 Youth Protection 

  1. Purpose
    1. Covered Programs 
      The purpose of this Policy is to provide oversight and training for Youth Programs held on University premises or operated by the University which have recreational, athletic, religious, or educational activities for the attendees. This includes all camps or programs covered by Texas Education Code, Chapter 51, Section 51.976, as well as any camp, program, internship, mentorship, event, or activity held on University owned or controlled premises, or sponsored or supported by the University that offers recreational, athletic, religious, or educational activities to Youth Participants, which includes online programs.  
    2. Not Covered 
      This Policy does NOT apply to University course-based academic service learning or research approved by the Institutional Review Board (IRB).
  2. Persons Affected 
    This Policy applies to all Employees, affiliates, student workers, volunteers, contractors, and visitors who are Designated Individuals as defined by this Policy. The Policy applies to all campus programs for minors (Youth Programs) held on University property, as well as those programs sponsored by the University.
  3. Definitions
    1. Business day: See HOP 1.05: Definitions of Terms
    2. Care, custody, and control: When an adult is present and has primary responsibility for supervision of minors at any given point throughout an activity or program with minors. At least one adult must have care, custody, and control of minors at all times during the activity or Youth Program.
    3. Conference and Camp Coordinator: The Employee responsible for the oversight of all Youth Programs on University property or sponsored by the University.
    4. Designated Individual: Any person involved in and assisting with a Youth Program for Youth Participants, who has contact with a Youth Participant and has been identified by the University as a Designated Individual. Examples of Designated Individuals include University Employees, affiliates, student workers, volunteers, contractors, and visitors who assist in Youth Programs.
    5. Minor: An individual under the age of eighteen (18). For purposes of this Policy, this definition does NOT include University-enrolled students under the age of 18.
    6. Program Manager: The University college, school, unit, or department Employee who owns, operates, or supervises a specific Youth Program (or Programs), regardless of profit.
    7. University Interscholastic League (UIL): A unit of the University that provides educational extracurricular academic, athletic, and music contests for students who attend UIL member schools.
    8. Youth Participant: A minor who is attending a Youth Program. This definition does NOT include University students who are under the age of eighteen (18).
    9. Youth Program (Program):
      1. A camp, program, internship, mentorship, event, or activity held on University owned or controlled premises, or sponsored or supported by the University that offers recreational, athletic, religious, or educational activities to Youth Participants.
      2. Includes any "campus program for minors" as defined by Texas Education Code, Title 3, Section 51.976: Training and Examination Program for Employees of Campus Programs for Minors on Warning Signs of Sexual Abuse and Child Molestation.
      3. Specifically includes external third-party Youth Programs that contract with the University for the use of institutional facilities.
      4. Does NOT include programs for the University-enrolled students or Employees under the age of eighteen (18), or Programs where the custody, control, and care of a minor (under age 18) is not the responsibility of the University but instead is held by non-University teachers, official chaperones, parents, or legal guardians (e.g., campus tours of prospective students' families, visits by local school district classes).
    10. Youth Protection Deputy Coordinator (Deputy Coordinator): Assists with compliance. Duties may include monitoring worker/volunteer background checks, site visits, or other items assigned by the Conference and Camp Coordinator.
  4. Policy
    1. Terms and Conditions
      1. Right to deny access. The University reserves the right to condition, restrict, or deny access to University facilities by minors at its discretion. All minors, including those participating in a Youth Program (or Programs), will be subject to all University regulations while on campus and may be asked to leave the campus if unable to comply.
      2. Program eligibility. The University requires any Youth Program to be sponsored and controlled by a University college, school, unit, or department, unless specifically authorized by the President on a per program basis. Student organizations are not permitted to hold a Youth Program; however, Student organizations may participate in a Youth Program sponsored by a college, school, unit, or department.
    2. Program Oversight
      1. Conference and Camp Coordinator. The President delegates authority to the Conference and Camp Coordinator for oversight of any camp or Program involving minors held on University property or sponsored by the University, including online programs.
      2. Deputy Coordinators. Conference and Camp Coordinator will designate Deputy Coordinators to assist with compliance.
        1. Additional Deputy Coordinators. Additional Deputy Coordinators will be determined at the discretion of the Conference and Camp Coordinator.
        2. Annual training. Deputy Coordinators will receive annual training to assist in their role of youth protection.
    3. Program Registration
      1. Time frame. Each University academic and administrative unit sponsoring a Youth Program, whether located on or off campus, is required to register such Program with the Conference and Camp Coordinator or their designee no later than sixty (60) days prior to the commencement date of the Program.
      2. Changes. Any amendments or changes to the Program registration should be submitted as soon as is practicable after the need for amendment becomes known.
      3. Maximum capacity. Youth Programs that reach max capacity and must open additional camps will be exempt from the 60-day requirement, as long as all information remains the same.
      4. Online registration. Programs must utilize the Youth Protection Online Registration System, which will require:
        1. Program name;
        2. Program details (e.g., dates, times, marketing);
        3. Program Manager;
        4. insurance form or alternative Policy notification; and
        5. list of all Designated Individuals, and for each of them the following information:
          1. name;
          2. ID number, if applicable;
          3. contact information (cell number and email);
          4. paid or volunteer status; and
          5. supervisor.
    4. Insurance
      1. Insurance minimums. All Youth Programs must carry accident and liability insurance with coverage at least equivalent to the Camp Insurance Program offered by the UT System Office of Risk Management.
      2. Per program. Insurance is required per Program.
    5. Marketing
      1. Consistency. To keep with brand consistency, all Programs sponsored and hosted by the University must use the Youth Program marketing materials.
      2. Time frame. This information will be collected during program registration and materials will be available fourteen (14) business days after submission.
    6. Youth Protection Emergency Plan
      1. Youth Protection Guidebook. In the event of an emergency or incident, each Youth Program must follow the guidelines in the Youth Protection Guidebook.
      2. Submission. Plans must be submitted through DocuSign to the Conference and Camp Coordinator at least thirty (30) days prior to the commencement of the Youth Program.
      3. Subject to approval. Plans are subject to approval from the Conference and Camp Coordinator and Environmental Health and Safety.
    7. Types of Plans Required
      1. Communication plan. Each Program must follow the guidelines regarding communication with the Youth Participant and Youth Participant's parents/legal guardians. The Program Manger's responsibilities are to:
        1. provide Designated Individuals with contact information for parents/legal guardians of Youth Participant in the event of an emergency;
        2. provide parents/legal guardians with contact information to reach their youth while the program is in session;
        3. create reunification plans in case of an emergency where normal pick up is unavailable; and
        4. utilize the Communication Plan Template provided in the Youth Protection Guidebook for other incidents.
      2. Medical emergency plan.
        1. CPR certified. The Program Manager must have at least one Designated Individual certified in CPR, First Aid, and AED available and on staff during Program operating hours.
        2. Parental authorization. The Program Manager must also obtain from each Youth Participant's parent/legal guardian the following, which can be collected during registration and check-in:
          1. Authorization to permit transportation of the Youth Participant to University Health Services or a local hospital as deemed necessary in an emergency.
          2. Authorization for emergency medical treatment in the event the parent/legal guardian or their designated emergency contact is not available.
          3. Signed liability and indemnification agreement to participate in the event.
          4. Disclosure of any allergies, other medical conditions, or physical limitations of a Youth Participant that may impact their participation in the Program.
          5. Any prescription medication the Youth Participant needs during the Program in the original container with dosage instructions.
            1. Prescriptions must be kept in a secure location.
            2. A Designated Individual should supervise the administration of medication to a Youth Participant.
            3. A medication log should be kept recording times, dosage, and what medication is taken.
        3. Supervision plan. Each Program must establish a plan for adequate supervision considering the number and average age of Youth Participants, the Program activity, and whether overnight accommodations are involved. Programs are NOT permitted to have any unsupervised free time.
          1. The supervision plan must specify the person having responsibility over all Designated Individuals serving in the Program, the proposed ratio of Youth Participants to Designated Individuals, and provide a proposed breakdown of Designated Individuals by category of Employees, students, and volunteers.
          2. Per UTS 192: Youth Protection Policy, each Program must have a minimum Designated Individual to Youth Participant (minor) ratio of the following:
            Average Age of Minors Number of Staff Overnight Minors Day Only Minors
            5 years and younger 1 5 6
            6-8 years 1 6 8
            9-14 years 1 8 10
            15-18 years 1 10 12
          3. The supervision plan must include a way to identify each Youth Participant and the Program they are attending (e.g., nametags, t-shirts, bags).
          4. The supervision plan must have a Code of Conduct and must review appropriate and inappropriate behaviors with Youth Participants. Issues and consequences of behaviors should be discussed with the parents and Youth Participants and can result in temporary or permanent removal from the Program (without a refund). Examples of appropriate behaviors are:
            1. Appropriate attire for in-person events or in videos and backgrounds.
            2. No bullying (including cyber bullying) during or outside of a session.
            3. Appropriate behavior during events or in screenshots or recordings.
          5. The supervision plan for any overnight Program must:
            1. specify curfews; and
            2. prohibit visitors.
          6. The supervision plan for any online Program must:
            1. have a secure network to use video with a password or unique link to join where only registered participants and approved staff or volunteers can participate;
            2. have two (2) staff members in each online access point or breakout room for Youth Participants; and
            3. notify students before screenshots or recordings are taken. Youth Participants may turn off their screen and microphone if they wish to not be recorded. Leaving either of those on is implied consent.
          7. Any individual not considered a Designated Individual (e.g., parent/guardian) must NOT have unsupervised access to a Youth Participant during Youth Program operating hours.
          8. Program Managers will be responsible for collecting, completing, and storing incident reports located in DocuSign involving Designated Individuals and/or Youth Participants due to behavior, medical, abuse, or neglect issues after the incident has been resolved.
        4. Transportation plan. Each Program must establish a procedure for the pick-up and drop-off of Youth Participants, specifying times and locations, and assure that no Youth Participant is released to any person other than their parent/legal guardian without specific written authorization.
          1. The Conference and Camp Coordinator must review and approve in advance any Youth Program which provides for transportation of Youth Participants by Designated Individuals after drop-off by parent/legal guardian to the campus or other site.
          2. A Designated Individual is not permitted, at any time, to be alone with a Youth Participant in a car or other vehicle.
          3. Any transportation must adhere to HOP 7.07: Guidelines for Student Travel and Off-Campus Activities (Exceeding 25 Miles).
          4. Supervision ratios still apply.
    8. Requirements for Designated Individuals. Any University Employees, affiliates, student workers, volunteers, contractors, and visitors who serve as a Designated Individual in any Youth Program must first meet the following requirements:
      1. Age requirement. Eighty percent (80%) of a Program's staff must be classified as adults, and 100 percent (100%) of staff for Programs primarily serving persons with special needs. Designated Individuals must be at least sixteen (16) years of age, be at least two (2) years older than the oldest Youth Participant, and have parental approval.
      2. Background checks. All Designated Individuals who will interact with Youth Participants during the Program must undergo a criminal background check.
        1. As per UTS 192: Youth Protection Policy, these background checks must be conducted each year prior to the start of the Program.
        2. All internal University-Program background checks will be handled in accordance with HOP 6.11: Criminal Background Checks.
        3. Background checks will be at the cost of each Program.
      3. Sexual abuse training.
        1. Exam. Designated Individuals must complete sexual abuse and child molestation awareness training and examination. This training must include information and examination concerning warning signs of sexual abuse and child molestation.
        2. Score. Designated Individuals must achieve a score of 70% or more on the examination. A Designated Individual will be allowed to repeat the course as many times as necessary to achieve a passing score.
        3. Time frame. Designated Individuals must complete training and examination every two (2) years. If the Designated Individual is a new Employee or volunteer, they must complete the training before interacting with Youth Participants.
        4. No cost. The UT System Youth Protection Training module is provided by the University at no cost to the individual.
      4. Volunteer assignment. Program Managers must ensure that all volunteering Designated Individuals complete a volunteer application in accordance with HOP 6.32: Volunteer Service.
      5. Paid worker assignment. Program Managers must submit employment forms through SharePoint for any paychecks issued to Designated Individuals by the University prior to the start of the Youth Program.
    9. Requirements for UIL Events
      1. Staff. UIL events and contests are staffed by UIL staff, contract Employees, school district Employees, and volunteers in supporting roles such as judges, officials, coaches, sponsors, and teachers to support student participants.
      2. Background checks. Background checks will be done on when an event or contest lasts four (4) days or more and involves an overnight stay as part of the event.
      3. UIL responsibilities. UIL is responsible for tracking and documenting training and criminal background checks for all UIL-affiliated volunteers and other persons working at a UIL contest or event.
      4. School district responsibilities. Responsibility for conducting training and criminal background checks for school district personnel and school district-affiliated volunteers involved in UIL events and contests rests with the school district.
    10. Prohibited Conduct. Designated Individuals working in Programs covered by this Policy must not engage in any behavior that could cause harm or be misinterpreted as possibly causing harm. Rules pertaining to conduct for Designated Individuals includes but is not limited to the following:
      1. Do NOT have one-on-one contact with Youth Participants outside the presence of others.
      2. Do NOT meet with Youth Participants outside of established times for Program activities.
      3. Do NOT touch Youth Participants in a manner that a reasonable person could interpret as inappropriate.
      4. Do NOT engage in any abusive conduct of any kind toward, or in the presence of, a Youth Participant, including but not limited to verbal abuse, striking, hitting, punching, poking, spanking, or restraining.
      5. Do NOT shower, bathe, or undress with, or in the presence of, Youth Participants.
      6. Do NOT use, possess, or be under the influence of alcohol or illegal drugs while working a Youth Program.
      7. Do NOT have direct electronic contact with Youth Participants without another Designated Individual and the parent/guardian included in the communication.
      8. Do NOT make sexual materials in any form available to Youth Participants participating in Programs or assist them in any way in gaining access to such materials.
    11. Reporting Requirements
      1. Reporting emergencies. In the event of a medical emergency, call 911 immediately. After speaking with 911, the original caller or another Designated Individual should contact the UPD. An incident report sent to the Conference and Camp Coordinator is required after the event.
      2. Reporting suspected abuse or neglect.
        1. DFPS report. Under Texas law, if you believe a child/minor is being abused or neglected, you are required to report it to the Department of Family and Protective Services (DFPS). Reports may be made at any time to DFPS by phone at (800) 252-5400 or online at Texas Abuse Hotline. The hotline and website are available 24 hours a day, 7 days a week. Policy prohibits retaliation against good faith reporting of suspected abuse or neglect.
        2. University report. In addition to notifying DFPS and/or law enforcement, the University also requires Designated Individuals report any suspected abuse or neglect of minors on University property to their associate vice president and Title IX Coordinator.
      3. Reporting crimes.
        1. Campus Security Authorities. University officials, known as Campus Security Authorities, are required by the Clery Act to report to the UPD any suspected sexual assault or other crime that occurs on Clery geography (see HOP 1.05: Definitions of Terms).
        2. Reporting sexual assault. All Employees that have knowledge of any incident of sexual assault, dating violence, stalking, or sexual harassment that occurs to a Youth Participant must make an immediate report to the Title IX Coordinator.
      4. Reporting to parents. Program Managers should practice transparency with parents/guardians of Youth Participants and inform them of medical, emergency, or behavior issues, unless this puts the Youth Participant in harm's way.
      5. Reporting to the Conference and Camp Coordinator. Program Managers will be required to submit incident reports in regard to suspected abuse or neglect, crimes, or injury of Youth Participants to the Conference and Camp Coordinator using the reporting form located in DocuSign after the incident has been resolved. Any incident that requires immediate intervention or resources should be handled prior to completing the form.
    12. Access to Information
      1. Youth Protection Guidebook. Program Managers can access the Youth Protection Guidebook on the Schedule and Conference Services website.
      2. Meetings. Meetings with the Conference and Camp Coordinator can be requested through email.
      3. Registration access. Request Online Youth Protection registration access with Conference and Camp Coordinator.
        1. Submission. Submit a Youth Program Event Registration Form.
        2. Approved. If approved, the following steps must be followed:
          1. Program Managers must sign Terms and Conditions for Youth Programs through DocuSign, sent by the Conference and Camp Coordinator.
          2. Meetings with Conference and Camp Coordinators must be scheduled to create and train the Program Managers on the Youth Program website.
          3. Program Managers must submit the Youth Protection Emergency Plans through DocuSign.
          4. Program Managers must train Designated Individuals working in their Program.
          5. Conference and Camp Coordinators will schedule site visits to each Program to monitor Policy compliance.
        3. Denied. If denied, the Conference and Camp Coordinators will provide feedback regarding the denial and an opportunity to re-submit request for approval.
  5. Reference Sources and Authority

Review Responsibilities and Dates 
The Policy Owner for this Policy is Senior Vice President for Student Services, and this Policy shall be reviewed every three (3) years or sooner, if necessary, by the Policy Owner or their designee. 

ORIGINATION: 11/2021 
REVIEWED: 02/2024