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. 

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

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.
• A 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.
• A 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). 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 Spreadsheet 

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Emergency Planning and Safety

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. 

The Division of Safety and Risk Services has established a notification tool to notify supervisors for certain air quality thresholds to meet OHSA requirements for outdoor workers. Youth program leads should sign for the AQI notification tool. 

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.

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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. 

• Behavioral Standards for Interacting with Minors
• Camps on Campus Checklist
• Child Sign In and Sign Out Form
• Emergency Contact Health Release Form
• Managing Campus Contractors and Student Educators
• Model Release Form
• Program Summary Report
• Protecting Children - Checklist for Supervisors
• Protecting Children - Screening Employees and Volunteers
• Protecting Children at the University of Oregon Camp Employee and Volunteer Reminders
• Protecting Minors - Reporting and Addressing Misconduct
• Request access to the Youth Program Administrators Teams Channel
• 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
  1	5	4-5 years
  1	6	6-8 years
  1	8	9-14 years
  1	10	15-17 years

  Staff Ratios
  Day Program Only

  Number of Staff	Per # of Youth Participants	Age Range
  1	6	4-5 years
  1	8	6-8 years
  1	10	9-14 years
  1	12	15-17 years

  Updated from American Camp Association - November 2022