Youth Protection Program - Frequently Asked Questions

For programs where Parents/Guardians or Educational Guardians will have Care and Custody of Youth participants, the program may not be subject to certain requirements under the Youth Protection Policy (such as required training and background checks for Program Staff). All programs for or that involve interaction with youth, regardless of care/custody, must be registered, and Program Staff should be reminded of their designation as mandatory reporters of child abuse and neglect.

Yes. Youth programs operated by or affiliated with the University, whether held on campus, off-campus, or virtually, are subject to the Youth Protection Policy.

The policy generally does not apply to undergraduate and graduate academic programs in which individuals under the age of 18 are enrolled for academic credit during the semester in which the program is held.

The policy generally does not apply to events on campus open to the general public that youth may attend with their parents or guardians (e.g. official UAH Athletic events, theater performances, etc.).

There are several reasons we ask that the paperwork be submitted 8 weeks in advance.

• Each Program Staff member with care or custody of youth will need to complete the background check process.
• Each Program Staff member with care or custody of youth will need to complete the required training.
• Each program must be assessed for risk to determine what other documentation will be required.

Registration for ongoing and pre-established activities or programs for or that involve interaction with youth must be completed annually prior to the beginning of the University academic year.

All University faculty, staff, students, volunteers, and representatives are mandatory reporters of child abuse and neglect.

All third-party entities and their employees, representatives, or volunteers that contract for use of University facilities or partner with the University to host programs for youth are mandatory reporters under University policy.

Someone has care and custody of youth when they are directly responsible for youth, have authority over youth, or handle disciplinary measures of youth in the absence of a Parent/Guardian or Educational Guardian.

Individuals responsible for the care and custody of youth during a program generally fall within the categories below:

• Parents
• Legal Guardians ("Guardians")
• K-12 public school teachers and/or coaches (“Educational Guardians”)
• Individuals other than those mentioned above ("Program Staff")

There are two types of Program Staff.

Authorized Staff - Individuals over the age of 18 who have been authorized by the University to have Care and Custody of youth in the absence of a Parent/Guardian or Educational Guardian. Authorized Staff must complete checks and training.

Support-Only Staff - Program Staff over the age of 16 who provide assistance to Authorized Staff. They must work closely under the supervision of Authorized Staff, and cannot have Care and Custody of Youth. Support Staff are not required to have background checks or child safety training.

Regardless of the number of participants, at least 80% of the counselors must be age eighteen (18) or older. No individual under the age of sixteen (16) may serve as Program Staff in any capacity. Individuals aged 16 and 17 may serve in Support-Only roles, must work closely under the supervision of Authorized Staff, and cannot have Care and Custody of Youth.

Programs must be staffed with the appropriate levels of access to and supervision of Youth outlined in the Policy and Guidebook.

If the Program Contact cannot ensure the staff-to-participant ratio will be maintained throughout the entire duration of the program, a management plan that details how Program Staff will ensure the activity/program will take place only in open, well-illuminated spaces or rooms observable and interruptible by other adults must be submitted to the ORMC at youthprotection@uah.edu for review and approval by the Chief Risk and Compliance Officer.

One-on-one interactions, when appropriate to the program or activity, may take place only in open, well-illuminated spaces or rooms observable and interruptible by other adults. Programs involving or that may potentially involve one-on-one interaction with Youth must submit a management plan to youthprotection@uah.edu detailing how the program will maintain these requirements.

In the case of an emergency, call 911.

Any accidents or injuries occurring during a program or activity for or involving interaction with youth should be reported to ORMC according to established policies. Forms should be emailed to riskmanagement@uah.edu as soon as possible (but no later than two business days after the date of the injury). Injury Report Procedures and Forms are located on the ORMC website.

• Emergencies, including emergency medical situations, violent or potentially violent behavior; the possession or use of alcohol or other drugs; inappropriate physical contact; child abuse and neglect, or violations or potential violations of UAH policy, and/or any issues not addressed under the 06.02.10 Employee Occupational Injury Policy and 06.09.01 Youth Protection Policy should be reported to UAHPD (256-824- 6596). In the case of an emergency, UAHPD can be reached by dialing 911 or 256-824-6911. ORMC should also be notified of these situations.

Please contact the Office of Risk Management and Compliance (ORMC) at youthprotection@uah.edu for support with the online training modules.

Troubleshooting Tips:

• If the training module does not automatically begin, please check to make sure all ad blockers on your browser are turned off.
• Try logging in through a different browser than they previously used (Chrome, Firefox, Edge, Safari) or a different device (Tablet, iPad, Mobile Device).
• If the required courses are not located on your training dashboard, please use the search feature to find and complete the courses. For example, if you type "Protecting" into the search bar at the top of the screen that reads "search content in the platform", and click the magnifying glass icon, the "Protecting Children: Identifying and Reporting Sexual Misconduct" course should populate. You would then search "Understanding" or "Clery" to find the "Understanding the Clery Act" course.

No. The ORMC can see who has completed training. Please keep training certificates as a part of your program records.

Third party entities must provide evidence of insurance coverage in accordance with the Insurance Requirements For Youth Programs Conducted By Third Party Entities.

The University of Alabama in Huntsville has implemented 06.08.10 Facility and Grounds Use Insurance Policy and requires Third-party Entities and other entities/individuals not covered by University insurance programs using University facilities and/or grounds to maintain insurance to reasonably protect the interests of the University as detailed in the Insurance Requirements for Third Party Entities document.

Contact the Univeristy’s Office of Risk Management and Compliance (ORMC) with any questions at riskmanagement@uah.edu or 256.824.6875.

Where the financial exposure is deemed either insignificant or more significant, the ORMC will review the proposed operation or activity and may make adjustments to the insurance requirements to fit the situation.

Requests for review and/or modification of insurance requirements must be submitted in writing to riskmanagement@uah.edu.