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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 Responsibilities

  • Ensure full compliance with SYS 625 and UWL youth activity policies.
  • Monitor staff and volunteer adherence to required screening and training.
  • Document violations or prohibited behaviors.
  • Report incidents promptly to Youth Protection and other required offices.
Activity Director completes required documents as identified by the DYPL

All programs must submit the required items by uploading to their designated SharePoint folder. 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.
  • 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 

Approval Guides

University Custodial Activities

1. Program Registration (at least 8 weeks in advance): Submit a program overview form to register the activity. The Activity Director is responsible for providing the following information to Youth Protection: 

  • Program name  
  • Expected dates and times of program  
  • Information on adults (e.g., employees, volunteers, students, contractors, primary contact) with significant access to youth participants
  • Preliminary agenda or brief description of activity (who, what and why)   
  • Information about youth participants
  • If possible, include a rough schedule and preferred locations  
  • Schedule availability for a follow-up meeting with the corresponding Division Youth Program Liaison.  

2. Meet with Youth Protection: Youth Protection will review the following with activity directors:

  • Provide a comprehensive checklist outlining all requirements.
  • Confirm screening and training requirements for staff and volunteers.
  • Set up a SharePoint folder for Activity Directors (ADs) containing links to templates and forms. ADs will upload completed documents to this folder.
  • Establish deadlines for completing requirements and schedule a final check-in date

3. Complete Requirements

  • Staff/Volunteer Screening and Training. Activity Director (AD) completes a staff/volunteer roster and submit to Youth Protection
  • AD is 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
  • Plan ahead: Criminal Background Check (CBC) turnaround time varies from 2–7 days.
    • Paid Staff
      • Activity Directors should ensure a criminal background check (CBC) is included during the hiring process in Workday. Human Resources will initiate the process for paid staff. Staff will receive an email from HireRight to complete their background check.
      • Youth Protection Training modules can be completed on Canvas. Activity Directors will need to share the link with paid staff. 
      • Youth Protection will monitor completion of CBCs and training via the staff/volunteer roster and provide updates to ADs
      • ADs will need to follow up with staff to ensure completion of requirements.
    • Volunteers
      • Youth Protection will create a project in VolunteerMatters for volunteers to complete CBC and training requirements.
      • Youth Protection will monitor completion of requirements via the staff/volunteer roster and provide updates to ADs.
      • ADs will need to follow up with volunteers to ensure completion of requirements.
  • Complete and Submit Requirements: Please refer to the checklist provided by Youth Protection. Other requirements may include
    • Emergency Plan
    • Supervision Plan
    • Participant Roster
      • ADs are responsible for sending and collecting consent/waiver/health forms for all participants. Youth Protection may request copies in case of audits
    • Mixed-Age Waiver
    • Overnight/Residential Programs

Templates are available online.  Upload completed plans to the program's SharePoint folder provided by Youth Protection.

4. Final Check In and Final Program Approval (at least 1-2 weeks in advance): AD meets with Youth Protection at least 2 weeks prior to the event to confirm the following:

  • All required plans and forms are written and complete
  • Staff/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 applicable

The Youth Protection Coordinator (YPC) will review status of requirements. Any missing information must be identified and documented, including pending requirements, such as staff/volunteer screening and training. 

The YPC will forward the Final Program Approval (via DocuSign) to the following for signatures to complete the approval process:  

  1. Activity Director  
  2. Division Youth Protection Liaison  
  3. Department Chair/Unit Supervisor  
  4. Dean/Director/Assistant Vice Chancellor/Vice Chancellor 
Field Trips (University Non-Custodial)

1. Program Registration (at least 8 weeks in advance): Submit a program overview form to register the activity. The Activity Director is responsible for providing the following information to Youth Protection: 

  • Program name  
  • Expected dates and times of program  
  • Information on adults (e.g., employees, volunteers, students, contractors, primary contact) with significant access to youth participants
  • Brief description of activity (who, what and why)   
  • Information about youth participants

2. Meet with Youth Protection (optional): Youth Protection will review the following with activity directors:

  • Review requirements.
  • Confirm screening and training requirements for Activity Directors, Adults with Significant Access to minors and Adults with Custodial Care both paid and volunteer, if applicable.
  • Share links to templates and forms.

3. Complete Requirements. Templates are available online

  • 3rd Party Acknowledgment Form
    • Activity Directors (ADs) are responsible for sending the form to visiting groups for completion.
    • Each group must have a signed form on file prior to their campus visit.
    • A DocuSign link is available for electronic submission; signed forms go directly to the Youth Protection Coordinator.
    • A PDF version is also available. ADs should ensure completed forms are collected via email, fax, or mail.
  • UWL Emergency Response Plan
    • Share with all visiting groups and program staff/volunteers
  • Staff/Volunteer Screening and Training, if applicable
    • Activity Director (AD) completes a staff/volunteer roster and submit to Youth Protection
    • AD is 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
    • Plan ahead: Criminal Background Check (CBC) turnaround time varies from 2–7 days.
    • Paid Staff
      • Activity Directors should ensure a criminal background check (CBC) is included during the hiring process in Workday. Human Resources will initiate the process for paid staff. Staff will receive an email from HireRight to complete their background check.
      • Youth Protection Training modules can be completed on Canvas. Activity Directors will need to share the link with paid staff. 
      • Youth Protection will monitor completion of CBCs and training via the staff/volunteer roster and provide updates to ADs
    • Volunteers
      • Youth Protection will create a project in VolunteerMatters for volunteers to complete CBC and training requirements.
      • Youth Protection will monitor completion of requirements via the staff/volunteer roster and provide updates to ADs
      • ADs will need to follow up with volunteers to ensure completion of requirements.

Highly Recommended

  • Program Emergency Plan
  • Training for program staff, if not a requirement
    • Best practices in youth protection
    • Prohibited behaviors
    • Mandated Reporter

4. Final Check In and Final Program Approval (at least 1-2 weeks in advance): AD meets with Youth Protection at least 2 weeks prior to the event to confirm the following:

  • All required plans and forms are written and complete
  • Staff/volunteers on the roster have completed or are on schedule to complete all required training and CBC prior to the start of the program

The Youth Protection Coordinator (YPC) will review status of requirements. Any missing information must be identified and documented, including pending requirements, such as staff/volunteer screening and training. 

The YPC will forward the Final Program Approval (via DocuSign) to the following for signatures to complete the approval process:  

  1. Activity Director  
  2. Division Youth Protection Liaison  
  3. Department Chair/Unit Supervisor  
  4. Dean/Director/Assistant Vice Chancellor/Vice Chancellor 
Individual Youth Activities

1. Program Registration (at least 8 weeks in advance): Submit a program overview form to register the activity. The Activity Director is responsible for providing the following information to Youth Protection: 

  • Program name  
  • Expected dates and times of program  
  • Information on adults (e.g., employees, volunteers, students, contractors, primary contact) with significant access to youth participants
  • Preliminary agenda or brief description of activity (who, what and why)   
  • Information about youth participants
  • If possible, include a rough schedule and preferred locations  
  • Schedule availability for a follow-up meeting with the corresponding Division Youth Program Liaison.  

2. Meet with Youth Protection: Youth Protection will review the following with activity directors:

  • Provide a comprehensive checklist outlining all requirements.
  • Confirm screening and training requirements for staff and volunteers.
  • Set up a SharePoint folder for Activity Directors (ADs) containing links to templates and forms. ADs will upload completed documents to this folder.
  • Establish deadlines for completing requirements and schedule a final check-in date

3. Complete Requirements

  • Staff/Volunteer Screening and Training. Activity Director (AD) completes a staff/volunteer roster and submit to Youth Protection.
  • AD is 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
  • Plan ahead: Criminal Background Check (CBC) turnaround time varies from 2–7 days.
    • Paid Staff
      • Activity Directors should ensure a criminal background check (CBC) is included during the hiring process in Workday. Human Resources will initiate the process for paid staff. Staff will receive an email from HireRight to complete their background check.
      • Youth Protection Training modules can be completed on Canvas. Activity Directors will need to share the link with paid staff. 
      • Youth Protection will monitor completion of CBCs and training via the staff/volunteer roster and provide updates to ADs
      • ADs will need to follow up with staff to ensure completion of requirements.
    • Volunteers
      • Youth Protection will create a project in VolunteerMatters for volunteers to complete CBC and training requirements.
      • Youth Protection will monitor completion of requirements via the staff/volunteer roster and provide updates to ADs
      • ADs will need to follow up with volunteers to ensure completion of requirements.
  • Complete and Submit Requirements. Please refer to the checklist provided by Youth Protection. Other requirements may include
    • Emergency Plan
    • Participant Roster
      • ADs are responsible for sending and collecting consent and waiver forms for all participants. Youth Protection may request copies in case of audits
      • Parents/guardians must be informed in advance that the activity will include 1-1 interactions, if applicable
    • 1-1 Interaction Acknowledgment Form (to be completed by AD and Direct Supervisor)

Templates are available online. Upload completed plans to the program's SharePoint folder provided by Youth Protection.

4. Final Check In and Final Program Approval (at least 1-2 weeks in advance)

AD meets with Youth Protection at least 2 weeks prior to the event to confirm the following:

  • All required plans and forms 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

The Youth Protection Coordinator (YPC) will review status of requirements. Any missing information must be identified and documented, including pending requirements, such as staff/volunteer screening and training. The YPC will forward the Final Program Approval (via DocuSign) to the following for signatures to complete the approval process:  

  1. Activity Director  
  2. Division Youth Protection Liaison  
  3. Department Chair/Unit Supervisor  
  4. Dean/Director/Assistant Vice Chancellor/Vice Chancellor 
Third Party Organizations

Custodial: A covered activity that is held on property owned or leased by UWL that is organized, sponsored, and/or operated by a third-party entity. The program’s staff are temporarily or fully responsible for the supervision, care, and control of the Youth Participants. UWL will not collect Third-Party forms but may request copies at a later time. 

This type of activity could be a school club using campus facilities, or an external community organization, and is not explicitly sponsored by UWL. Parents, guardians, and teachers are either not present, working on behalf of the third party and maybe supervising non-familial youth. 

1. Inform Youth Protection: Email Youth Protection or submit a program overview form. The Third-Party should include the following:

  • Program name  
  • Expected dates and times of program  
  • Information on adults (e.g., employees, volunteers, students, contractors, primary contact) with significant access to youth participants
  • Brief description of activity (who, what and why)   
  • Information about youth participants

2. Meet with Youth Protection. Youth Protection will review the following:

  • Provide a comprehensive checklist outlining all requirements.
  • Establish deadlines for completing requirements and schedule a final check-in date

3. Complete Requirements

  • Facility Use Agreement with Youth Addendum
    • By signing the facility use agreement, the third-party group will:  
      • Provide supervising staff in compliance with minimum supervision ratios  
      • Perform (or has already performed) background checks for supervising staff 
      • Secure insurance coverage for the activity and provide a certificate of insurance upon request 

The Third-Party Organization shall maintain:

  • A complete staff and participant roster;
  • Maintain/verify supervision ratios are met;
  • Participant consent/field trip forms;
  • Maintain Emergency Plan;
  • Staff training and prohibited conduct, mandatory reporting and safety.

Third-Parties must retain copies of documents in accordance with the data retention policy.

Non-Custodial: A youth activity that is held on property owned or leased by UWL that is organized, sponsored, and/or operated by a third-party entity. Minors attend with an accompanying parent, guardian, or chaperone. UWL and the 3rd Party Organization's staff are not, at any time, responsible for the supervision, care, or control of the attending minors. It does not have the characteristics of a general public event or private event. 

This type of activity should be a third-party organization renting campus facilities to invite organization members, parents and their children to a single-day program, such as an awards ceremony or celebration, and the event is not open to the general public. 

Requirement

  • University Agreement
    • Work with the appropriate UWL office to complete the applicable agreement (Facility Use Agreement, Housing Contract/Agreement, University Centers Reservations Agreement, etc.)
    • Secure insurance coverage for the activity and provide a certificate of insurance upon request