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
Youth Registration Timeine
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.
NOTE: You cannot make reservations or order catering at UWL until the program has received Initial Program Approval.
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
- 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.
For 3rd Party Organizations
Please submit a Youth Program Overview form to start the youth program approval process and let the Youth Protection team know of your intent to host a youth activity. A Division Youth Protection Liaison will work with you to determine requirements.
It is the 3rd Party Organization's responsibility to:
- Have a program emergency plan in place and shared with all staff and volunteers
- Confirm their organization has the appropriate insurance and liability coverage (connect with Risk Management for more information)
- Complete a facility use agreement if renting/leasing UWL space (connect with the Contracts office or University Reservations for more information)
If the 3rd Party Organization has custodial care of youth:
- Certify that all staff and volunteers serving in Authorized Adult and Designated Individual roles have completed criminal background checks and appropriate training (mandatory reporting, youth protection, etc.)
- Supervise minors under their custodial care at all times. UWL employees will not be responsible and liable for any injuries, damage, etc.
- Obtain the appropriate consent, waiver, and/or field trip permission forms, along with emergency contacts, for all minors in attendance
If parent/guardian/teacher chaperones have custodial care, it is the 3rd Party’s responsibility to communicate expectations to chaperones.
3rd Parties are expected to retain all activity documents and files. UWL will request copies of program documents for audits.
For Registered UWL Student Organizations
With a UWL sponsor (UWL Department and/or Employee): Please work with your UWL sponsor to start the youth program approval process. Completion of the Youth Program Overview form is the first step and lets the Youth Protection team know your intent to host a youth activity. A Division Youth Protection Liaison will work with you and your UWL sponsor to determine requirements.
Without a UWL sponsor: Please submit a Youth Program Overview form to start the youth program approval process and let the Youth Protection team know of your intent to host a youth activity. A Division Youth Protection Liaison will work with you to determine requirements.
It is the Student Organization's responsibility to:
- Have a program emergency plan in place and shared with all staff and volunteers
- Confirm their organization has the appropriate insurance and liability coverage (Only if no UWL sponsor; connect with Risk Management for more information)
If the Student Organization has custodial care of youth:
- Certify that all staff and volunteers serving in Authorized Adult and Designated Individual roles have completed criminal background checks and appropriate training (mandatory reporting, youth protection, etc.)
- Supervise minors under their custodial care at all times.
- Obtain the appropriate consent, waiver, and/or field trip permission forms, along with emergency contacts, for all minors in attendance
If parent/guardian/teacher chaperones have custodial care, it is the Student Organization's responsibility to communicate expectations to chaperones.
Student Organizations are expected to retain all activity documents and files. UWL will request copies of program documents for audits.