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Approval process

A page within Youth Protection

Youth Program Approval Process

Step 1: Activity Director submits Youth Program Overview

All covered youth programs must submit a Youth Program Overview a minimum of 8 weeks prior to the event. The form will be routed to your Divisional Youth Protection Liaison (DYPL).

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

  • Discuss the program
  • Review the agenda
  • Identify risks and identify possible solutions
  • Classify the Program Type
  • Review UWL Youth Policy
  • Discuss program insurance
  • Schedule subsequent meetings
Step 2: Division Youth Protection Liaison recommends Initial Program Approval

If the DYPL concludes that a program can be held in compliance with the UWL Youth Protection Policy, the DYPL will provide the Youth Protection Coordinator (YPC) a recommendation for Initial Program Approval. YPC will grant or deny Initial Program Approval via email to the DYPL and Activity Director. If applicable, the DYPL will inform other campus stakeholders.

Step 3: Activity Director completes required documents as identified by the DYPL

All programs must submit the following items by uploading to their designated SharePoint folder (shared by DYPL).

  • Emergency and Reporting Plan
  • Roster of Program Staff and Volunteers (including paid staff, students, and non-UWL individuals). All volunteers must complete an online Youth Protection Training through VolunteerMatters. Some will need to have a Criminal Background Check on file. 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)
    • Identify as either a Designated Individual or Authorized Adult

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

Step 4: Final Program Approval

Ideally 1–2 weeks prior to the program date, the Activity Director and DYPL will review the completion of required documentation including required training and Criminal Background Checks. If the DYPL is satisfied with the program status, they will provide a recommendation to the YPC for Final Program Approval.

The YPC will route the form for signatures via DocuSign to the Activity Director, DYPL, Unit Supervisor/Department Chair, and Dean/Unit Director/Vice Chancellor.