Youth Programs Compliance | Division of Safety and Risk Services

Youth Programs Compliance | Division of Safety and Risk Services
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Youth Programs Compliance
Steps for Compliance
Emergency Planning and Safety
Mandatory Reporting
Checklists and Guidelines
The university offers various programs for children and youth, ensuring a safe environment for all. Faculty, staff, students, and volunteers are expected to uphold high standards of conduct when working with minors. The university is committed to the safety and wellbeing of minors on campus, in facilities, at events, or with affiliated individuals.
The university's Protection of Minors and Reporting of Child Abuse Policy and associated procedures establish clear guidelines and standards for youth programs.
Policy
Procedures
What is a University Youth Program?
All events, operations, endeavors, or activities designed for participation by minors and organized by the University of Oregon in which university employees or volunteers are responsible for the care, custody, or control of minors.
A minor is any person under the age of 18.
Typical youth programs include, but are not limited to:
Instructional programs
Day camps
Overnight camps
Sports camps
Virtual camps
University Youth programs are not:
Undergraduate or academic programs, classes, or activities in which all individuals under the age of 18 are enrolled students or students admitted for enrollment.
Events open to the public that minors may attend, but where the university is not accepting care, custody, or control for the minor(s), as those terms are defined in the implementing procedures.
Non-youth programs where minors are working for the university as employees, volunteers, or interns. University employees and volunteers will be required to comply with the conduct requirements when working with minors.
University employees or volunteers who may have accidental contact with minors but do not work directly with minors in a youth program. All university employees will be required to comply with mandatory reporting requirements under this policy and any implementing procedures under the law.
Campus tours, orientations, or visits by minors considered to be prospective students.
Activities and programs subject to regulations that already provide for the protection of minor or participants. For example, licensed childcare facilities and institutional review board approved research.
Other programs as may be designated from time to time by the appropriate university official in advance and in writing as exempted from this policy.
Steps to Compliance
A Youth Program Administrator (YPA) is responsible for overseeing the compliance and safety of youth programs. Key duties include:
Registration and compliance
Training and documentation
Reporting and communication
Required Actions
Step 1: Program Registration, Insurance, and Required Participant Documentation
Registration and insurance enrollment
is required annually.
waiver of liability
is required when minors are involved in an activity. It must be completed by all participants. 3 year required record retention by department.
model release form
needs to be completed if you intend on taking photo/video.
Programs must collect emergency contact information, pick up authorization, and health permission. The
Emergency Contact and Medical Information Documentation Form
may be used. Departments may elect to use their own version, but it must be reviewed by the office of the General Counsel.
Step 2: Program Staff - Current UO Employees, Temp Employees, and Volunteers
Notify HR of intent to hire
summer camp employees. Visit the
seasonal Employment webpage
for more information.
Complete background checks
for volunteers, employees, and students working with minors. Background check clearance is required every two years. Visit the Background Check Guidelines webpages for instructions and form.
Background Check Guidelines for Hiring Authorities
Background Checks: Information for Candidates for Employment
Complete the volunteer service form
and submit a copy to Risk Management and Insurance. Visit the
Volunteers webpage
for instructions and form.
Retain records
which include hiring documents, background check clearance, and volunteer forms, according to UO records retention requirements.
If employing minors
it's important to comply with regulations that govern the employment of minors, which include strict limitations on the number of hours a minor may work and the types of work permissible. Departments should use
BOLI labor regulations
for their volunteers under the age of 18.
All programs
must follow the current
American Camp Association
guidelines for
staff ratios
Step 3: Train Staff and Volunteers
Review Policy.
All staff and volunteers must review the
Protection of Minors and Reporting of Child Abuse Policy
Complete Protecting Children online course.
Employees and volunteers working in youth programs are required to complete a onetime online training on the practices and conduct requirements of the university's Protection of Minors policy.
University employees access
Protecting Children Course through MyTrack
. Login at the top right of the page using your DuckID.
If you are unable to login to MyTrack
complete Protecting Children Course (no login required)
Complete Campus Security Authority online course.
Mandatory training requirement for paid youth program employees.  Youth Program Administrators and youth program staff that are paid university employees are considered Campus Security Authorities (CSA) - this includes student workers.
CSA's must complete mandatory Campus Security Authority Online Training to understand their reporting responsibilities
University employees access the
Campus Security Authority Training through MyTrack
. Login at the top right of the page using your DuckID.
If you are unable to login to MyTrack
complete Campus Security Authority Training (no login required)
Submit Compliance Documentation
Submit a Youth Program Summary Report to
Risk Management
at least 2 weeks prior to your event
Download Youth Program Summary Report Form
Step 4: Create and Submit Emergency Preparedness Plan
Youth programs must have an emergency preparedness plan in place prior to the start of the program. Youth programs must have procedures in place to respond to known health conditions, including medication management and any other reasonable accommodations, and health related emergencies. A planning and training guide is available for programs.
Youth Programs Emergency Management Planning and Training Guide
Air Quality Index (AQI) Wildfire Smoke and Children
The UO has established guidelines for outdoor activities during times of poor air quality due to wildfire smoke. Per UO guidance, outdoor youth programs should be suspended or moved indoors when AQI is greater than 100. University and third party hosted programs on university property are required to follow these guidelines and have plans in place to protect children during smokey conditions.
Read Wildfire AQI Guidance
UO Weather Station
Thunder or Lightning
Outdoor activities should be curtailed and moved indoors when lightning is in the area. UO guidance is that outdoor activities should pause when lightning is within 8 miles of campus.
Emergency Planning Resources
Watch
Plan, Prepare, and Practice video
Review the
Emergency Management and Continuity webpage
for emergency preparedness information.
Sign up for
UO Alerts
and encourage families to do the same.
Mandatory Reporting of Child Abuse and Neglect
Visit the university's
Mandatory Reporting of Child Abuse and Neglect webpage
for information about making a report and to view more resources to help you understand reporting obligations.
Checklists and Guidelines
The following tools may assist with administering a youth program and ensuring necessary precautions are in place to protect minors on campus.
Child Sign In and Sign Out Form
Emergency Contact Health Release Form
Model Release Form
Program Summary Report
Request access to the Youth Program Administrators Teams Channel
University Volunteers FAQs
What You Can Do About Child Abuse
Youth Mental Health Resources
Youth Program Administration Guide
Youth Program Emergency Management Planning Guide
Youth Program Staff Ratios - The University of Oregon requires that youth programs follow the current American Camp Association guidelines for staff ratios. When appropriate, the University youth program may require additional staff based on the needs of the type of program and participants ability.
Staff Ratios
Resident/Overnight Program
Number of Staff
Per # of Youth Participants
Age Range
4-5 years
6-8 years
9-14 years
10
15-17 years
Staff Ratios
Day Program Only
Number of Staff
Per # of Youth Participants
Age Range
4-5 years
6-8 years
10
9-14 years
12
15-17 years
Updated from American Camp Association - December 2025