Criteria of A Youth Program

A Youth Program is a camp, program, internship, mentorship, event, or activity held on UT owned or controlled premises, or sponsored or supported by a UT institution that offers recreational, athletic, religious, or educational activities to Youth Participants, including online programs. Youth Program also includes any “campus program for minors” as defined by Section 51.976 of the Texas Education Code. 

“Youth Program” as defined herein specifically includes external 3rd party Youth Programs that contract with UT institutions for the use of institutional facilities. All 3rd party Youth Programs must be Joint Sponsored unless approved by the President.

This definition does not include programs for UT enrolled students or employees under the age of 18, or programs where the custody, control, and care of a minor (under age 18) is not the responsibility of the institution but instead held by non-UT teachers, official chaperones, parents, or legal guardians (e.g., campus tours of prospective students’ families, visits by local school district classes).

Examples of Unofficial Youth Programs (these programs still need to register)

• Campus Tours of prospective students with their parents in attendance
• Programs for minors accepted to the University including University Academy students
• K-12 School Field Trips where custody is maintained by the minor’s school  
• Events specific for minors and open to the public where registrations/check-in is not required, i.e., trunk or treat, or athletic events 

Examples of Youth Programs 

• Programs where parents/guardians or other responsible entities will not have continuous line of sight on minor, i.e., events with breakout sessions  
• Programs where the care, custody, and control of minors are the responsibility of UT Tyler employees or volunteers 

A Youth Program is university- or department-sponsored if a budgeted office, department, or division of the UT System or any of the institutions is responsible for organizing the event, inviting attendees, and paying expenses related to the event, except that such an event is sponsored even if an outside entity pays for the food and beverages at the event. 

University Colleges/Departments 

• You are a university or department sponsor if the following conditions by Regents’ Rule 80105 are met: 
  • your department, program, or registered student organization is directly involved with the planning and execution of the event and has a university representative (faculty/staff/club member) attend the event; 
  • the program or activity is upon invitation by the university; 
  • the program or activity directly supplements the educational purposes of the institution; 
  • the program or activity is not a political or sectarian gathering; 
  • your department or program will be responsible for all details of the program or activity and have a university representative (faculty/staff/club member) attend the event; 
  • the scheduled property or buildings for programs or activities of The University of Texas at Tyler will have priority over the scheduling of jointly sponsored programs or activities; and
  • the fee charged for the jointly sponsored program or activity at a minimum ensures recovery of the cost incurred by The University of Texas at Tyler. 
• You are not a university or department sponsor if any of the above criteria are not met. A community business or organization that wishes to meet on campus must contact Scheduling & Conference Services (SCS) to discuss availability and rental fees. 
• A use agreement and liability insurance are mandatory. The sponsoring department’s Dean/Vice President and Community Engagement are signers as well as the President’s designee. Contact SCS for information. 

Student Organizations 
Are not eligible to host a Youth Program, however, they may support a department or university Youth Program as staff or volunteers and assist with planning.