FAQs

Is my program required to register?

Yes. All programs that involve minors are required to register. However, there are exceptions to other requirements. If you are not sure whether a program qualifies for an exception, use the Youth Protection Program Exception Assessment Tool to assist you. If you need additional assistance, please contact the Youth Protection Officer.

What documents do I need to complete the registration?

You will need to complete the Youth Protection Program – Registration form. If you are registering a Third-Party program you will additionally need the Youth Protection Program - License Agreement and the third-party’s certificate of liability insurance.

When do I need to register my program?

Programs should be registered initially at a minimum of sixty (60) days prior to the start of the program. Annually thereafter, if it is a recurring program, registration should be done prior to the start of the new academic year (August 1st).

What happens after I register?

The Youth Protection Officer will provide you with the Youth Protection Program – Authorized Adult and Participant Information spreadsheets for you to complete. You will work with the Youth Protection Officer to ensure all Authorized Adults are properly background checked and trained and all Participants have executed Releases and Registration & Medical Information forms.

How is an Authorized Adult onboarded?

For any adult to interact with minors they must be properly background checked and trained. The Youth Protection Officer can complete the criminal background check required. The training is online and The Youth Protection Officer will help to provide access for the Authorized Adults to complete the training.

How long does it take and what is the cost to get a background check completed?

Background checks typically take 4-7 business days, however as a result of COVID there have been significant delays of up to 3 or 4 weeks. The cost approximately $55.00 per check. However, this varies greatly depending on where the individual has lived and how that locality manages background check requests. This can cause delays in timeline and also increase the cost of a background check. No Authorized Adult may work with any minor without a completed background check. Plan accordingly.

Are UofL employees and students required to be background checked and trained?

Yes. Background checks are required for any person involved with minors. The background checks are good for 3 years if there is not a separation with the University of more than 12 months.

The Youth Protection Program training is in addition to and different from the courses required by the University employees and students. Therefore, this training is required annually.

Who is responsible for the cost of criminal background checks?

The program budget or sponsoring unit is responsible for the cost of all Authorized Adult’s criminal background checks. We understand that this could be cost prohibitive, so it is important to plan accordingly when setting a program budget. A few ways to help off set the cost may to be raise the program fee or ask Authorized Adults to share or incur the cost. Be sure to plan accordingly because cost is not an acceptable reason for non-compliance.

Who needs to sign the participant release form?

All participants should have a signed release form. If the Participant is under the age of eighteen (18), they must have a parent or guardian sign on their behalf. Additionally, our recommendation is to have all Authorized Adults sign the release as well since they are in the same environment with the same risks.

When will my program be approved?

At a minimum of fourteen (14) days prior to start, the Program Director must submit the Youth Protection Program – Approval form and final Authorized Adult and Participant Information spreadsheets to the Youth Protection Officer for review. The Youth Protection Officer will sign and return the Approval form if the program is in compliance with the Youth Protection Program. The program may not start without receipt of a signed Approval form by the Youth Protection Officer.

How do you store and retain records for my program?

During the program the documents should be under lock with only select Authorized Adults having access. At the conclusion of your program, scan all signed releases, completed medical forms, and any other documents to the Youth Protection Officer who will archive the records and retain them for the required amount of time.

Forms & Tools

Tools to Get Started

This policy outlines the policy requirements for compliance with the Youth Protection Program.

This policy outlines the responsibility of all University employees, students, volunteers, contractors, etc. to report any suspected abuse of a minor according to the procedures there in.

This Handbook explains all of the policy requirements and procedures necessary in detail to be in compliance with the Youth Protection Program.

These guidelines explain all of the policy requirements and procedures in a virtual environment to be in compliance with the Youth Protection Program.

While all programs involving minors are required to register, not all programs have to comply with the remaining requirements. This tool helps to you determine if your program might qualify for a Youth Protection Program exception.

This is a customizable manual that can be used by any program as a communication tool with parents and participants providing pertinent information about your program.

This is to assist in developing an emergency and evacuation plan and ensure a safe operating environment. This also provides necessary emergency contact information to keep on hand.

This chart provides a basic outline of the process from start to finish for a youth program to follow.

Required Forms - University Sponsored

Used to register any program that minors would participate.

This spreadsheet is used to provide a comprehensive list of the Authorized Adults and their emergency contact information. This information will be used to verify compliance with training and background check requirements.

Used as the application for all Authorized Adults to complete for participation in a youth program and as consent for the required background check.

Used to provide self-disclosure of changes to an Authorized Adult's background check outside of the required background check completed every three years.

This spreadsheet is used to provide a comprehensive list of participants and emergency contact information. The information will be used to verify compliance with participant required forms such as release, registration/medical infomation, and medication management as necessary.

Required parent signature to participate. This release includes language for communicable diseases.

Required parent signature to participate. This release includes language specfic to the virtual environment.

Required parent signature to participate. This code of conduct includes language specfic to the virtual environment.

Used to obtain all emergency contact information, medical information, and any additional necessary information to ensure the health and safety of the participant

All medications must be self-administered. No Authorized Adult can administer medications. See The Youth Protection Program Handbook for additional instructions. If a participant requires medication during a youth program, this is used to provide all necessary medication information for the participant to self administer.

Used to verify compliance with all Youth Protection Program Policies and Handbook and to provide program directors with formal approval of compliance. No program may operate without this approval.

All class I or class II incidents must be reported in accordance with the Policy and Handbook. This form is used for both classes.

Required Forms - Third-Party Sponsored ONLY

Used to register any program that minors would participate

Used as the formal agreement with the Third-Party and the University to utilize University assets for a youth related program. The Third-Party must also provide a Certificate of Liability in accordance with the requirements in this License Agreement.

Used as the release form for participants of a third-party youth program. This releases the Third-Party as well as the University. This release includes language regarding communicable diseases.

Contact YPP Officer