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Approval Process

A page within Youth Protection

Youth Program Approval Process

Activity Director registers the youth activity

Activity Directors must submit a Youth Program Overview a minimum of 8 weeks prior to the event. The form will be routed to the appropriate Divisional Youth Protection Liaison (DYPL).

Upon receipt, the DYPL will schedule a brief meeting to:

  • Discuss the program
  • Review the agenda
  • Identify risks and identify possible solutions
  • Classify the Program Type
  • Review UWL Youth Policy and program requirements
  • Discuss program insurance
  • Schedule subsequent meetings

If the DYPL concludes that a program can be held in compliance with the UWL Youth Protection Policy, the DYPL will provide the YPC a recommendation for Initial Program Approval.

Activity Director completes required documents as identified by the DYPL

All programs must submit the required items by uploading to their designated SharePoint folder (shared by DYPL). Activity Directors should refer to the checklist provided by the DYPL. Requirements may include: 

  • Emergency Plan
  • Supervision Plan
  • Participant Roster
    • Activity Directors are responsible for sending and collecting consent/waiver/health forms for all participants.
  • Mixed-Age Waiver
  • Roster of Program Staff and Volunteers
    • Activity Directors are responsible for ensuring that all screening and training requirements are completed and documented prior to the first day of the adult’s interaction with a youth participant in a covered activity and reporting compliance to Youth Protection.
    • When completing the roster, please ensure the following are available for each staff/volunteer:
      • First and Last Name
      • Email
      • Primary Organization Affiliation
      • Cell Phone (if possible)
      • Significant access to minors/custodial care
  • Overnight/Residential Programs

Additional requirements are identified by Program Type (see Forms tab). Templates and resources are available for Activity Directors.

Final Check-In Meeting with DYPL

The AD meets with DYPL at least 2 weeks prior to the event, to confirm that the following requirements are met:   

  • All required plans for the Program Type are written and complete.   
  • Program Staff and Volunteers on the roster have completed or are on schedule to complete all required training and CBC prior to the start of the program.   
  • Proof of Insurance (either through campus or another insurer) has been procured. 

If the DYPL is satisfied with the program’s status, they will provide the Youth Protection Coordinator (YPC) with a report on the check-in meeting, including a summary of completion of required plans, screening/training, etc. Any missing information must be identified and documented for the YPC, including pending staff supervision assignments. The DYPL will also provide a recommendation for Final Program Approval.   

Final Program Approval

Ideally 1–2 weeks prior to the program date, the Youth Protection Coordinator will forward the Final Program Approval (via DocuSign) to the following for signatures to complete the approval process:  

  • Activity Director  
  • Division Youth Protection Liaison  
  • Department Chair/Unit Supervisor  
  • Dean/Director/Assistant Vice Chancellor/Vice Chancellor