Program Process

Youth Program Process

Step 1

All internal and joint sponsored programs targeted to minors must complete an Event Request Form, which is found in Astra.  The form will be reviewed, and your event will be placed in a pending status until all requirements are completed. The Youth Protection Team (YP) will provide the necessary documents to be completed as well as assist with the creation of the Astra event reservation.

• Internal programs are required to sign a Terms and Conditions Agreement.
• Joint-sponsored programs must receive approval from the Joint Sponsor Committee and are required to sign a Joint Sponsor Use Agreement.

Step 2

For Official Youth Programs, 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).
• Joint-sponsored programs may be required to send in a list of their DIs, and must adhere to the rules in following steps.

Step 3

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.
• Joint-sponsored programs agree to conduct criminal background checks and youth protection training for their staff in their joint sponsor use agreement.
• It is mandatory that at least one Designated Individual be certified in First Aid/CPR/AED from an accredited organization.

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 YP will monitor Canvas for completion of the Youth Protection Training Quiz and Campus Security Training Quiz at 100%. Both courses 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 6

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 7

The Program Director is required to submit insurance coverage to the YP that complies with the Youth Protection Policy.  Internal programs must submit their application for CAMP Program Insurance within seven (7) days of the start of their youth program through the ORM Portal.

• Internal programs will use an @uttyler.edu email address to access the portal.
• Joint sponsored programs will have to provide insurance coverage that complies with UT Tyler’s Youth Protection Policy

Step 8

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 be sent to Youth Programs (yp@uttyler.edu).

Requirements:

1. Operated by an institution of higher education or conducted on the campus of the institution;
2. Offers recreational, athletic, religious, or educational activities; and
3. Offered to at least 20 minors who
   1. are not enrolled at the institution and
   2. attend or temporarily reside at the camp for all or part of at least four (4) days (does not have to be consecutive days
4. 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 9

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.  (The Emergency Plan template was sent in the requirements email mentioned in Step 1.)

Step 10

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 11

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 12

Post Event:  If CAMP Program Insurance was requested, the Program Director is 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 13

Post Event:  An email will be sent to the Program Director inquiring about minor attendance for each day of the event.  Attendance needs to be reported to the YP.