How To Plan On-Campus Youth Programs

Plan for your event early. Many events on the UT Tyler campus are held annually.  
 
Review the Youth Program Guidebook 
Review this guidebook. You may request copies of documents or more information from yp@uttyler.edu. Items to consider are minimum attendance requirements, housing options, catering needs, room locations, staffing needs, budgeting, etc. 

Complete Online Event Request Form in Astra or Teamworks (Program Registration) 
Complete the appropriate Event Request Form as soon as possible to confirm a date no more than one (1) year in advance. Even virtual programs should have an Astra reservation. Programs with minors on site are required to select “yes” minors will be in attendance in the Astra reservation request.  Athletics Departments will submit their registration in Teamworks, however, all programs on campus will need an Astra Reservation. 

Event Management Coordination Form 
For events (see description of an event below), an online questionnaire will need to be completed and approved by UT Tyler Police Department, Environmental Health & Safety, Facilities, and Scheduling & Conference Services before your program is scheduled. Your event request will be placed in a “pending” status to safeguard the space requested. Programs not in compliance with the Youth Protection Policy will be cancelled. 

Your request is considered an event if it meets one (1) of the following criteria: 

• More than 49 attendees 
• Setup/Teardown is required 
• Food/Beverages will be served 
• Minors will be present  

Based on the answers to the questions on the Event Management Coordination Form, you will receive an email of ACTION Items and NOTIFICATIONS to assist you with additional planning. Scheduling & Conference Services will help in the collaboration with other on-campus departments/partners to ensure events are of the highest quality.  
 
Meet with Youth Protection Liaison to Review Requirements  
All Youth Program Operators must take yearly training to host a Youth Program. Please schedule a meeting by emailing yp@uttyler.edu. A Youth Program Operators Checklist is available to assist in planning. 
 
Complete Designated Individuals Form and Requirements  
Any person involved in and assisting with a Youth Program, who has contact with a Youth Participant is a Designed Individual. Official programs must submit this information to the Youth Protection team. Please see Section 4 for more information. 
 
Complete Insurance Request  
Most programs must submit liability insurance information to Risk Management. Please see Section 9 for more information. 

Complete Emergency Plan  
Official Youth Programs are required to have an Emergency Plan on file with the Youth Protection team and Environmental Health & Safety. It is highly encouraged that all programs involving minors complete an emergency plan. Please see Section 11 for more information. 
 
Complete Marketing Information  
A marketing template has been created for Official Youth Programs to provide consistent branding. Please see Section 10 for more information. 
 
Complete Terms and Conditions, Joint-Sponsorship Agreement, or Use Agreement 
All Youth Programs must complete either Terms and Conditions agreeing to institutional policies or a Use Agreement depending on the event classification. Both documents are completed in DocuSign. 
 
Complete Department of State Health and Safety Form 
Programs who meet the criteria below must submit the Campus Program for Minors form to DSHS.

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, and the County ID number is:
   1. 48423 for Smith (Tyler),
   2. 48123 for Gregg (Longview), or
   3. 48001 for Anderson (Palestine)