UT Shield

Student organizations often want to host camps, events, programs, etc., for minors, both on and off The University of Texas at Austin campus. Student organizations should be aware of the additional varied time and financial demands placed upon the officers, members, and sponsors of the organization to facilitate a quality pre-college event. The student organization must also be aware of the university and state of Texas mandated policies and rules that must be followed.

Frequently Asked Questions

Question: “What does the YPP Policy say about Student Organizations?”
Answer: HOP 3-1710 states, “The University requires any program involving minors to be sponsored and controlled by a university college, school, unit, or department. Student organizations are not permitted to hold a program. Student organizations may participate in a program sponsored by a college, school, unit, or department.

Question: “What options does my organization have for hosting an event involving minors on UT Austin’s campus?”
Answer: A student organization has two options for hosting an event involving minors on campus. First, a student organization can host a “With Parent/Guardian Program,” also referred to as a chaperoned program. Second, a student organization can host a “Without Parent/Guardian Program,” also called a University-Sponsored program. If a student organization agrees to a chaperoned program, they move through the standard Student Organization process highlighted below.

Question: “My organization does not want parents, guardians, teachers, or other adult chaperones to be present at the event. It takes away from the overall experience. What steps do we have to take to become university-sponsored?”
Answer: The student organization must secure a full-time faculty member or staff member to serve as their ‘Program/Camp Director.’ All students, staff, and faculty working the program will be required to follow all aspects of the Youth Protection Policy, including but not limited to background checks (at a cost to your organization), Youth Protection Training, Reading and Signing the Designated Individual Guidebook, using the YPP Participant Registration and Compliance Registration platforms, obtaining camp insurance, and submitting documentation such as a program-specific Communication Plan.

Student Organization Process Overview

Student Organizations should give the YPP office significant notice of an event due to the requirements they must complete for the event to be formally approved. Specifically, YPP should be notified AT LEAST 3-4 weeks before the event date. Failing to give adequate notice may result in an organization being unable to complete all process steps.

Step 1: Complete the Student Organization Registration form in SmartSheet:
Student Organization Registration Form | Youth Protection Program (utexas.edu)
Step 2: Wait for an email to schedule a virtual 20–30-minute student organization meeting with the YPP Coordinator
Step 3: Alert the YPP Coordinator that you will a) host a chaperoned/with parent/guardian event OR b) alert the YPP Coordinator you would like to take the next steps to become a university-sponsored program.
Step 4: If a) distribute the Custodial Responsibility Disclaimer & the associated language to chaperones, (+) provide proof of communication to the YPP office. If b), you will be referred to the YPP Director
Step 5: Provide a roster of participating student organization members to the YPP office.
Step 6: Participating Student Org. members complete the YPP Student Organization Training in UT Learn
Step 7: Distribution and collection of Parent/Guardian/Chaperone Forms for participating minors
Step 8: Read, Initial, and Sign the Student Organization Expectation Agreement in DocuSign
Step 9: YPP communicates with Student Activities/WCP as needed to approve pending room reservations
Step 10: The event is formally approved by the YPP office.
———
Step 11: YPP Staff conduct a Student Organization Drop-In at the event
Step 12: YPP provides the Student Organization with a feedback form
Step 13: Student Organization submits participant and chaperone check-in roster and reports on the number of minors served during the event

Definitions

Camper: A minor (under age 18) who is attending a campus program for minors (program or programs) on University premises or attending a program sponsored by the University. This definition does not include University students who are under the age of 18.

Campus Program for Minors (Program or Programs): Any program or camp held on University premises in-person or virtually that offers recreational, athletic, religious, or educational activities to minors or one that is University-sponsored. This excludes programs for University-enrolled students under the age of 18.

Camp Director (Responsible): University college, school, unit, or department employee who owns, operates, or supervises a campus program for minors, regardless of profit. The camp director is directly involved in every aspect of the program, including but not limited to hiring all designated individuals, ensuring all designated individuals have had training and criminal background checks, and the program has been registered with the youth protection program director.

Chaperone: An adult over the age of 21 who is responsible for the care, custody, and control of a minor. Appropriate and acceptable chaperones include a(n):

  • A parent or legal guardian of the minor
  • A responsible adult family member of the minor (cousin, aunt, uncle, grandparent, etc.)
  • Teacher, Counselor, Coach, or School Representative of the minor
  • Religious mentor of the minor

Custodial Responsibility: When a program assumes “custodial responsibility” for a minor, the program is responsible for taking care of and ensuring the well-being of a minor. The program is also legally accountable for all that happens to that minor while the minor is within the program’s custody. When a program voluntarily assumes custodial responsibility for minors, it also assumes liability and, thus, risk. It is a manageable risk when the university’s Youth Protection Program Policy is followed. Student organizations cannot host events or programs where they take custodial responsibility for minors. If a student organization hosts an event that minors will attend, custodial responsibility must remain with teachers, parents, legal guardians, and chaperones.

Designated Individual(s): Any person involved in a campus program for minors (program or programs) who has contact with a minor. This includes programs held on campus or one which is sponsored by the University. Examples of designated individuals include but are not limited to faculty, staff, student workers, volunteers, and contracted employees.

Minor: An individual under the age of 18. For purposes of this policy, this definition does not include University-enrolled students under the age of 18.

Unsupervised Access: Means either of these situations, which are prohibited:

  • an individual has access to a minor, and there is no other designated individual present
  • a designated individual is alone with a minor

University of Texas System Child Protection Training: A Texas Department of State Health Services training module for designated individuals working in a campus program for minors.

Youth Protection Program Director: The University employee responsible for overseeing any camp or program involving minors held on University property or sponsored by the University.

Types of Programs Involving Minors

The following types of programs involving minors will be approved provided:

  • All university policies are followed.
  • The organization’s faculty/staff advisor and the programs sponsoring university program/department approves.
  • There is a responsible camp director (which applies to one-day without parent/guardian one-day programs without a parent/guardian).
  1. With Parent/Guardian One-Day Programs: Teachers and parents/legal guardians stay with the minors AT ALL TIMES for the duration of the program, which may occur on or off campus for any length of time on a single day. Student organizations must follow the With Parent/Guardian Programs below.
  2. Without Parent/Guardian One-Day Programs: The student organization and the University assume responsibility for the minors. Teachers, parents, or legal guardians are not with the minors for the duration of the event. Program may occur on or off campus for any length of time on a single day. Student organizations must follow the Youth Protection Program Policy.

Process

With Parent/Guardian Programs

There are fewer requirements for this program as the hosting organization IS NOT assuming responsibility for the minor. The minor is with his or her chaperone for the duration of the program. AT NO TIME during the program should any volunteer/staff with the student organization be responsible for ANY of the participating minors.

This does not apply to off-campus events where UT Austin students may volunteer, such as classroom visits to area schools, First LEGO League competitions, and the Austin Energy Science Fair. Student organizations must follow the rules and policies set forth by the hosting organization in these situations.

Procedures and Requirements

This type of program involving minors will be approved provided:

  • All university policies are followed.
  • The organization’s faculty/staff advisor and programs sponsoring university program/department approves.

The following additional measures must be taken with these types of programs:

  • Communications with parents/guardians should clearly state the following:
    • The student organization is not assuming responsibility of the participants, and the minor’s chaperone should remain with the participant for the duration of the program.
      • Wording for chaperoned events: The University of Texas at Austin (insert name of college/school/unit/department) will not take custodial responsibility of minors while participating in (insert name of program). Custodial responsibility will remain with chaperones.
    • Acceptable/unacceptable behavior by participants and the minor’s chaperone for the program.
  • Written procedures must be shared with volunteers that define the following:
    • Operations of the program
    • Emergency procedures
    • Acceptable interactions with minors by volunteers/staff before, during, and after the program
    • Prohibited behavior by volunteers/staff
  • Volunteer/staff training so all involved understand program policies and procedures they must follow to ensure the safety and security of all participants.

Without Parent/ Guardian Programs

There are many requirements for this program as the student organization IS assuming responsibility of the minor. If, at ANY TIME during the program, the minor is NOT with a chaperone, this process, in conjunction with HOP 3-1710 Youth Protection Program Policy, must be followed.

This does not apply to off-campus events where university students may volunteer, such as classroom visits to area schools. Student organizations must follow the rules and policies set forth by the hosting organization in these situations.

Procedures and Requirements

This program involving minors will be approved provided:

  • All university policies are followed.
  • The organization’s faculty/staff advisor and programs sponsoring university program/department approves.
  • There is a responsible camp director.

Student Organization Procedures and Requirements

Student organizations must ensure the following are completed for the program:

TimingProcedure or Requirement
At Least 2 Months Before ProgramObtain approval from the student organization’s faculty/staff advisor and the programs sponsoring university department.
Due 30 Days Before ProgramAll designated individuals must complete the Youth Protection Program Training, and the certificate of completion must be provided to the sponsoring university department camp director.
________________________________________________________________
The sponsoring university program/department camp director must receive a complete list of all designated individuals for criminal background checks.
Due 14 Days Before ProgramWritten procedures must be shared with designated individuals that define:
  • Operations of the program
  • Emergency procedures
  • Acceptable interactions with campers by designated individuals before, during and after the program
Attend and oversee designated individual training utilizing the Youth Protection Program Guidebook to ensure awareness of program policies and procedures they must follow to provide safety and security to all campers.

Sponsoring University Program/Department Procedures and Requirements

The student organization’s sponsoring university program/department camp director must ensure the following are completed for the program:

TimingProcedure or Requirement
At Least 2 Months Before ProgramThe sponsoring department must approve the program.
__________________________________________________________
The sponsoring department will work with the YPP Office to complete a participant registration. Parents/Legal Guardians will log into the system and register their child to participate in the program. The participant registration will include the following information:

o Consent for Treatment/Immunizations of a Minor
o Release and Indemnification Form for Minors
o Transportation Form
o Code of Conduct
o Media Release Form
Due 30 Days Before ProgramObtain the Youth Protection Program Training certificate of completion from all designated individuals. Child Protection Training must be completed every 2 years.
See Appendix 1 for additional information.
________________________________________________________
The sponsoring university program/department camp director must receive a complete list of all designated individuals for criminal background checks.
________________________________________________________
Background checks must be completed for all designated individuals. Background checks are required annually. See Appendix 2 for additional information.
________________________________________________________
The camp director must register the program utilizing the YPP compliance registration system.
Due 14 Days Before ProgramConfirm that the communication plan, which includes the code of conduct, has been sent to parents/legal guardians.
________________________________________________________
Confirm the following written procedures have been shared with designated individuals during orientation that define:
o Operations of the program
o Emergency procedures
o Acceptable interactions with campers by designated individuals before, during, and after the program
o Attend and oversee designated individual orientation to ensure awareness of program policies and procedures they must follow to provide safety and security to all campers.

Appendix 1: Child Protection Training

An approved training module by the Texas Department of State Health Services is required. Any designated individual who has not completed the training cannot work in a program.

The camp director is responsible for ensuring the designated individuals complete the Youth Protection Training 30 days before the start of the program. The training information is documented in the YPP Compliance Registration System.

Information about accessing the online child protection training module and how the camp director can access the list of those who have completed the module can be found below.

The University of Texas System Youth Protection Training 

The online training provided by The University of Texas System Youth Protection Training can be accessed via the UTLearn website (http://utlearn.utexas.edu). UT Austin provides this module at no cost.

Note: If you cannot access UTLearn, please contact either your camp point of contact to verify that all your paperwork is complete or contact the ITS Service Desk (512-475-9400 or help@its.utexas.edu) for assistance.

Who uses this training?
All designated individuals (employees, volunteers, and third-party personnel) who are working with campus programs for minors.

How do I access this training?

  1. Log in to UTLearn with your UT EID and password via the UTLearn website: http://utlearn.utexas.edu.
  2. Search for Youth Protection Training via the Global Search box in the upper right-hand corner of the screen.
  3. Click the training title and then the Request button.
  4. Click the Launch button in your Active transcript and complete the training.
    Note: Your browser must have pop-ups enabled, and you may need to verify that your Flash plug-ins are current.
  5. Once the training is complete, the module shows a Completed status and appears in your Completed transcript. Employees can retake the test as needed to achieve a passing score. Note: An employee or volunteer is certified for two years and must repeat the training before the end of the second year if they wish to continue employment in a program.

How do we obtain a list of individuals who have completed this module?

The Youth Protection Program Director or camp directors can access UTLearn reporting or individuals’ transcripts to examine the records for a single individual or request a list of all employees who have completed the training. To request access to UTLearn reporting or for assistance with reporting, please contact the Youth Protection Program Director (LeeKeshia Williams) or the ITS Service Desk (512-475-9400 or help@its.utexas.edu).

Appendix 2: Background Checks

Background checks must occur each year of the program for all designated individuals working a campus program for minors without chaperones present for the duration of the event. This does not apply to session presenters, panelists, or guests participating in a limited capacity and short duration and who will not have unsupervised access to minors.

Each year, designated individuals must have a criminal background check successfully cleared prior to the start of the program.

There is a cost associated with the background check and the student organization or sponsoring organization must assume these costs. The cost of background checks varies state-to-state, and internationally. The camp director is responsible for ensuring background checks are completed through the Human Resources department.

Required background checks include:

          • Workers/Volunteers who live in Texas
            • State of Texas (DPS)
            • National Sex Offender Registration check
          • Workers who have lived outside of Texas in the past seven years (since the age of 17)
            • State of Texas (DPS)
            • Vendor check (Includes National Sex Offender Registration check)
          • International Workers
            • International background checks through the vendor only if the worker has resided outside of the United States at some time since age 14 and the worker’s visa was issued or reviewed prior to 10/24/11.

For more information, refer to the university policy HOP 5-1140 Criminal Background Checks.

The vendor check is required if the person has lived outside of Texas at any time since age 17. The vendor will collect information for the State of Texas and any other state in which the person resided.