ISU Sponsored Youth Activity Program Leader Checklist

ISU Youth Programs for University Sponsored Programs  
Expectations and Checklist for Program Leaders
 

DATE COMPLETED
_________    (1)   Compliance - All program staff, participants and visitors must comply with ISU policies and local, state and federal regulations. Program leaders/camp directors are responsible for oversight of compliance to their program(s).  All program leaders/camp directors are encouraged to attend a Risk Management Youth Program Awareness Training session.  See list of upcoming sessions at the ORM website located under Youth.  If you are unable to attend one of these training sessions please contact ORM to request a date and time that will be convenient for your schedule. 

_________    (2)  Programs operating in University laboratories or areas with potential risk issues will need to have an Environmental Health and Safety review and related approval(s) before proceeding.        

_________    (3)   Review and become familiar with the following policies and procedures.  
These can be found at either the ISU Policy Library or the Office of Risk Management website.

  • Youth Activities, Pre-Collegiate Programs and Camps (YAP) Policy
  • Youth Activities, Pre-Collegiate Programs and Camps (YAP) Procedures
  • Volunteers
  • Reporting Responsibility - Violations
  • Discrimination and Harassment

_________    (4)   Current forms are available at the Office of Risk Management website under Youth.

_________    (5)  Registration:  ISU Athletic Camp directors will submit a registration form for ISU Athletics Third Party Camps and Clinics: https://riskmanagement.sws.iastate.edu/youth/registration/   

  • Complete all sections of the registration form, including detailed description of program. 
  • Obtain approval signatures from properly authorized individuals.
  • Send completed form to the ISU Office of Risk Management (ORM) at orm@iastate.edu a minimum of 4 weeks prior to the program start date.
  • Background checks will not be performed on staff until the Registration has been approved by the department/unit chair/director, college dean or vice president and then reviewed and authorized by ORM staff.
  • Advertisement of youth programs are not permitted until registration has been authorized by ISU ORM.

_________    (6)   Background Checks:  Verify program staff eligibility by submitting an accurately completed Background Check Request form to ORM a minimum of three weeks prior to the program start date.  
All program staff (paid and volunteer) must have an approved background check annually and on file with ORM prior to:

  • Public/group setting contact with youth
  • Supervisory responsibilities for youth participants or youth programs
  • Unsupervised or one-on-one/individual contact with youth
  • Physical contact with youth (i.e. swimming, wrestling, dance, etc.)
  • Supervising youth in overnight programs
  • Driving youth participants (requires a motor vehicle record check) 

ORM places background check orders with ISU’s third-party vendor and they send an email invitation to each employee/volunteer.  Employees/Volunteers should follow the provided link and submit personal information and authorization to conduct a background check.  
No employee/volunteer shall begin involvement with the youth program until the program leader/camp director receives written approval from ORM stating staff have passed their background check and are approved to interact with youth at the level requested. 
Individuals that require a criminal background check, that have lived outside the U.S. in the past 7 years need to be identified and ORM staff notified. These individuals will be required to complete domestic and international criminal record background checks for all countries they have lived in during this time.

_________    (7)   Develop your specific youth program enrollment and registration materials.  Describe the program and any inherent risks or requirements for participation. 

  • Request assistance from ORM to develop participation/parental permission agreement, waivers of liability and appropriate emergency medical contact and medical permission forms.  As needed, collect participant information regarding special medical considerations and ensure that restrictions are appropriately applied.  
  • Arrange for appropriate security and access for participants’ medical information.  
  • Establish protocols related to securing participants’ medication, scheduling dispensation, refrigeration, or storage needs and return of the medication to the participant or parents at the end of the program.
  • Enrollment cannot exclude individuals based upon status protected by university policy or local, state, or federal law.  Registration should include special accommodation request.

_________    (8)   Youth program employees and volunteers orientation:  At a minimum, training must include:

  • Proper care and supervision of youth participants  At a minimum all staff should complete the online training - Child Abuse Awareness and Prevention - Available at Learn@ISU.  This training will assist in understanding potential child abuse situations, how/when to report suspected child abuse, and other criminal and ethical misconduct to ISU Department of Public Safety and program leader/camp director.
  • Emergency and First Aid Orientation Training
  • ISU Emergency and First Aid Guidelines
  • Urgent Care Resources Card 
  • Use of University Vehicles: All individuals driving youth must complete an MVR during their background check annually.  Drivers must be at least 20 years of age and successfully complete the Large Passenger Van and Vehicles Towing Trailers classroom training and behind-the-wheel training if they will be driving 15-passenger vans or vehicles towing trailers.  Please schedule with ISU Transportation Services 30 days in advance.  There must be two adults (including driver) supervising the transportation of youth.
  • Inclement weather procedures and safe evacuation protocols
  • Safety plans for higher risk activities (water activities, strenuous sports, extreme weather conditions, use of special equipment, etc.)
  • Incident reporting plan to document emergencies, medical incidents and participant misconduct
  • Protocols for staff access to participants’ parent/guardian contact information and Medical Information and Treatment Permission Forms in the event of an emergency.  
  • Prepare orientation for participants including but not limited to emergency contact information involving accident, injury, loss, policy issues, etc., expectations and possible sanctions regarding conduct (e.g. hazing, horseplay, pranks, etc.).
  • Cell Phone Use - If a program has signed photo permission forms, the program may take photos of participants for program use only. Individuals do not have permission to take photos or videos of minors for personal use.  Limit cell phone use - youth participants, staff and volunteers should not share cell phone numbers to call, text, take photos or communicate on social media sites.  Communication should always be between the program leader and the parent of the participant.
  • Social Media - Youth program staff and volunteers should not interact with youth through social media sites.
  • Applicable university policies, regulations, and guidelines
  • Local, state and federal laws concerning health, safety, and public order
  • Emphasize no tolerance of discrimination, harassment, bullying and hazing

_________    (9)   Participant Orientation:  Inform participants about expectations for conduct and safety, including but not limited to:

  • Participant conduct and possible sanctions regarding misconduct (i.e., discrimination, harassment, bullying, hazing, horseplay, pranks, etc.)
  • Overview of applicable university policies
  • Discuss inclement weather conditions and safe evacuation protocols
  • Who to contact if they have an emergency (i.e., injury, accident, loss of property, policy issues, etc.)

_________    (10)   Document Retention:  Retain youth program documents until all youth participants have reached 20 years of age.