Hosting a Youth Program
Resources and guidelines for running a safe, compliant youth program.
This page is a reference for hosting a youth program. Youth program directors are required to read and acknowledge the WVU Youth Programming Handbook before the start of their program.
Before Your Program
Registration and Compliance
You’re required to register youth programs and activities with the Office of Compliance and Prevention Education at least 30 days prior to the start of scheduled activities. This includes structured programs/events, shadowing/mentoring activities, and any time you or program staff will be in Direct Contact with youth.
Registration is required any time organized youth programs/activities are scheduled to occur on WVU property where parents/guardians are not present and responsible for the youth. This includes events where the University may not be the primary host of the event, but is partnered with the primary host, or consent was given by the University to use the property.
The following documents are required before the start of your youth program:
- WVU Youth Program Emergency Preparedness Plan
- Youth Participant Attendance Sheets
- Program Staff Attendance Sheets
- Visitor Sign-In/Out Sheets
- Youth Participant Codes of Conduct
- Program Staff Codes of Conduct
- Medical Treatment Authorization Form
- Transportation Form
- Media Release Form
These forms must be available during the program, should be uploaded to the WVU Youth Programming Hub after the program is over, and be available upon request.
A blank template of the Emergency Preparedness Plan is automatically created for you and is located in your program’s folder in the WVU Youth Programming Hub upon program submission.
ADA Accommodations and Program Access
Your program must be accessible for individuals with disabilities who want to participate, and you should be prepared to both proactively address general accessibility issues and participate in the interactive process of accommodation for individuals with disabilities who want to participate. The ADA Coordinator (ada@mail.wvu.edu or (304) 293-4750) is available for consultation, advice, referral, training and technical assistance related to program accessibility. Requests for assistance should be made as far in advance as is feasible, but at least three weeks in advance of the event.
Common accommodations include…
Your role in the interactive process of program accommodations is to help identify and implement options for accommodating individuals with disabilities. Your knowledge of the program’s purpose, planned activities, and the accessibility features of the location is essential to planning accommodations. After receiving the relevant information from the program participant to verify their disability and access needs, the ADA Coordinator will reach out to the program director to discuss options and plan implementation.
To prepare for this conversation, you should review and be ready to discuss…
After confirming the planned accommodation, you will receive a document outlining the accommodation, and the ADA Coordinator will make any referrals or share any resources needed to implement the necessary modifications and services.
Codes of Conduct
Codes of Conduct are required from all individuals involved in a Youth Program, including both youth participants and youth program staff. These forms provide an opportunity to review expectations for behavior during the program. Codes of Conduct establish rules, guidelines and standards to follow while involved in the program and communicates consequences for undesirable behavior.
Units are responsible for providing and maintaining a Code of Conduct for each youth participant and program staff per youth program. Units are encouraged to customize their Codes of Conduct and add items as necessary, but each Code of Conduct must at a minimum include the following:
Preparing Your Program Staff
Adult Authorization
Any adult who has/may have Direct Contact with children at a WVU youth program or activity must complete an authorization process prior to the start of the program.
These requirements are valid for 3 years. In the second and third year (non-background check years), program staff must clear a check to the National Sex Offender Public Website (NSOPW).
Individuals are prohibited from overseeing youth participants at any WVU youth program if these requirements have not been met and will be asked to leave the program if requirements expire or are not completed during the time of the program. Program directors are responsible for ensuring that only authorized program staff oversee youth participants.
If your program involves program staff driving youth participants…
Program staff responsible for transporting youth participants during the program must clear an annual Motor Vehicle Record check. This can be requested through the Youth Program Compliance Portal by the program director.
Program staff and their authorization status can be easily recorded in the WVU Youth Program Compliance Portal.
Reporting Requirements
West Virginia Code § 49-2-803 requires certain individuals with knowledge of suspected child abuse or neglect to report it immediately to the appropriate authorities. This mandatory reporting requirement applies to all adults involved in WVU youth programs. Under West Virginia law a mandated reporter who knowingly fails to report any known or suspected child abuse or neglect can be found guilty of a misdemeanor, face time in jail and fines. West Virginia Code § 49-2-810 prohibits retaliation against good faith reporting of suspected abuse or neglect.
If an individual suspects a child is being abused or neglected, they are required to report it to all of the following entities:
If you believe a program staff member has violated the Standards for Interacting with Youth you must notify the Office of Compliance and Prevention Education at 304-293-5600 or youthprotection@mail.wvu.edu. If you believe the program staff has violated the Standards in a way that raises concerns for abuse or neglect, you must first follow the steps for reporting child abuse and neglect (see Section VI-A).
If you are unsure about whether someone’s behavior is a violation of the standards, you can consult with your supervisor or WVU’s Youth Protection Prevention Specialist with your concerns and they can provide guidance.
WVU youth programs must abide by federal Title IX requirements, prohibiting sexual assault, sexual misconduct, sexual
harassment, stalking, fondling, or dating violence. Employees and program staff are required to report to the Title IX
Coordinator if they believe a Title IX violation has occurred at a WVU youth program:
- James Goins Jr., Executive Director of Compliance, Title IX Coordinator
Youth program directors are required to report significant medical or behavioral incidents. A “significant incident” is any event involving:
Supervision Ratios
When parents/legal guardians are not expected to stay and supervise their child at an event, standards must be in place to always ensure proper supervision of youth participants. These standards must take into consideration the number and age of youth participants, whether the event involves overnight stay or is day-only and the activities involved during the program.
The below table outlines the minimum adult-to-youth ratio for youth programming:
| Youth Participant Age — | Number of Adults — | Overnight Participants — | Day-Only Participants |
|---|---|---|---|
| 5 years or younger | 1 | 5 | 6 |
| 6 - 8 years | 1 | 6 | 8 |
| 9 - 14 years | 1 | 8 | 10 |
| 15 - 17 years | 1 | 10 | 12 |
Example: If there are between 11-20 youth participants in a group— aged ten to twelve years old— two adult staff are required to be present (per the previous table’s ratios). Three adults would be required if the group had between 21-30 youth participants.
One-on-One Interactions
Youth programs are expected to follow the minimum standard of “Rule of Three…"
At no time should program staff be alone with a youth participant outside the presence of others. If a one-on-one interaction is unavoidable or for programmatic purposes…
In “high risk” areas or situations, two authorized adults must always be present regardless the number of youth participants. Examples may include…
During the Program
Arrival and Departure Procedures
Youth Programs must—
- Have procedures for the orderly arrival and departure of youth participants including the process for the unloading and loading of vehicles, and guidelines for supervision of the area during this time.
- Have procedures for signing in and signing out youth participants
- Provide written information regarding transportation to parents/legal guardians which include:
- Pick-up and drop-off times and safety procedures related to pick-up and drop-off
- A system to communicate changes or emergencies that would affect a youth participant’s pick-up or drop-off time or location and
- Safety rules for van or bus travel if provided by the program
- Have forms on-site that record attendance of youth participants, program staff, and visitors, which include:
- Youth Participant Attendance Sheet which includes the first and last name of the youth participant, arrival date and time, departure/pick-up date and time, designated individual dropping them off and designated individual picking them up.
- Program Staff Attendance Sheet which includes the first and last name of the staff, arrival date and time, final departure date and time, signatures of the staff member, and whether they are an authorized adult.
- Visitor Sign-In/Out Sheet which documents any time visitors are present at the program and any time a participant or staff temporarily leave and return to the program.
The parent/legal guardian who registers the child for the program will be considered the primary point of contact and will be whom the program will communicate with concerning the child and authorizations unless otherwise noted.
Identification of Program Staff/Participants
Youth program staff and participants must be easily identifiable and distinguish themselves from non-staff /participants at all times. Examples of this can include wearing shirts, lanyards, badges, names tags, etc. Whichever display option is chosen, it must be clearly displayed during the entirety of the program unless programmatic activity wouldn’t allow it (i.e. swimming, rock climbing, etc.)
Medical Requirements
Programs must collect a Medical Information and Treatment Authorization Form from each youth participant detailing the medication name, time to be dispensed, dosage, and authorization for the program staff to dispense any medications.
Storing and Dispensing Medicine
First Aid and EMS
All youth programs must have a first aid kit on site for the purpose of providing first aid to participants or program staff in incidents of accident or illness. First aid kids should be easily accessible to all program staff and be clearly marked in the case of needing to find and use one. Appropriate supplies and equipment that are in the first aid kit may include:
Immunization Requirements
West Virginia requires all youth participants in programs to have a current immunization record showing the participant has been immunized in accordance with the West Virginia Department of Human Services Minimum State Vaccine Requirements. The immunizations are…
Prohibited Conduct
Harassment, Discrimination, and Bullying
WVU has zero-tolerance for harassment and discrimination. Any form of harassment and/or discrimination is prohibited at WVU youth programs and may result in dismissal from the program. This includes, but is not limited to, harassment or discrimination of a sexual, religious, racial or ethnic nature, or retaliation against someone who has made a complaint of harassment and/or discrimination. All program staff and participants are expected to maintain a fair and welcoming environment free from harassment and discrimination.
For more information on Title IX, including resources and reporting options, visit compliance.wvu.edu/title-ix
If harassment and/or discrimination of any kind it witnessed or suspected, program staff/directors are required report it to the Title IX coordinator, James Goins Jr. at:
Any form of physical, sexual or verbal harassment/discrimination is prohibited and will not be tolerated.
Alcohol, Substance Abuse, Vaping, and Tobacco Policy
The Possession or use of alcohol, tobacco (including e-cigs/vaping) and illegal substances is strictly prohibited while participating in or in the presence of a WVU Youth Program. The University is committed to being a drug-free campus. Youth participants and program staff suspected of possessing, selling, or distributing drugs will be reported to the West Virginia University Police Department (WVUPD) and dismissed from the program. The university prohibits the use of all forms of tobacco products, including e-cigs and other vaping devices, on the university campus. Youth participants and program staff must refrain from using tobacco during the program session.
- Participants/Staff may not possess or use alcohol, tobacco (including ecigs/vaping) or illegal substances on or around the university owned/leased property.
- Participants/Staff may not return to the university campus intoxicated or under the influence of drugs.
WVU youth programming has zero-tolerance for drugs and alcohol.
Unique Programs and Activities
The following standards apply to any interaction between youth program staff and participants, whether held in-person, online, or via other technologies. Specifically, in virtual settings, program staff are expected to:
- Limit virtual contact to purposes consistent with the program’s mission and/or for a clear educational, developmental, or health-related purpose, in the presence of another staff member and/or participant’s parent/legal guardian and with the consent of the participant and participant’s parent/legal guardian.
- Conduct all virtual interactions in a manner that promotes safety and complies with the general contact guidance outlined in the Standards for Interacting with Youth, including:
- Observing the “Rule of Three” in online meetings and all other virtual communications.
- Virtual interactions are considered “high risk” areas and require at least two authorized adults present.
- Using only program-sponsored e-mail, phone, video conferencing, or social media platforms.
- Avoiding text and electronic one-on-one communication between a single program staff and participant. Instead, use technologies and platforms which are accessible by multiple program staff (e.g., a shared email inbox or a group chat functionality) and/or the participant’s parent.
- Not engaging in purposeful communications or contact, including phone or electronic communication or social networking, with youth participants outside of sanctioned program activities.
- Treat all participants equitably, including ensuring equitable access to and support for any technology needed to fully participate in program activities.
- Proactively address harassment, bullying, or other inappropriate conduct of youth participants.
- Never share sexually implicit or explicit content online with participants.
- Be mindful of your online presence and the content shared publicly via your social media or other platforms.
- Ensure online and virtual interactions are conducted via safe, known platforms that limit risks to youth participants.
Youth Programs that include residential/overnight housing must have:
- Written permission signed by the parent/legal guardian allowing the youth participant to stay overnight.
- Age-appropriate curfew for participants, no later than midnight.
- Youth programs must provide overnight supervision for their participants with sufficient authorized adults to maintain appropriate ratios. If private residence, program staff must not enter participant rooms alone. If it is necessary to enter a room to check on a participant, two authorized adults must be present, and the door must remain open.
- When possible, youth participants of different sex should be separated by some barrier other than a wall (i.e. floors or separate buildings) and must be supervised by program staff of the same sex.
- If staying at a university-owned building or residence, youth participants and program staff are required to follow the facility’s policies. University Housing staff are responsible solely for building operations, including operation of the front desk, and are not intended to serve as supervision for participants.
- Youth participants are not permitted to share a bed unless related and directly allowed by the participants’ parent/legal guardian. Related participants cannot be required to share a bed for the sake of saving cost/space.
Programs that include aquatic activities such as swimming or use of watercraft must coordinate with the facility to review the regulations of the aquatic areas, as well as supervision protocols for participants while at the pool. These regulations may vary depending on location. The camp must have an appropriately certified lifeguard (including first aid and CPR/AED) to guard each aquatic activity. Program directors are responsible for verifying these qualifications prior to the start of the program.
Aquatic areas are considered high risk for the purpose of “Rule of Three,” meaning at least two authorized adults must always be present in addition to the supervision ratios found in Section V-C.
Natural Bodies of Water Used for Aquatic Activities
Natural bodies of water, as defined by the American Camp Association, include lakes, ponds, streams, rivers, and the ocean.
Physical control of these areas is often not possible, so understanding the hazards that could be present is paramount. Areas of steep drop off, ledges, undercurrents, and submerged hazards should be eliminated as much as possible. Controlling the boundaries of the swimming area to eliminate hazards is extremely important.
Guidelines for activities within designated depths of the water should be clearly stated, as well as ensuring participants understand boundaries and hazards (e.g., submerged rock or undercurrents) if the program is utilizing open water as a swimming area. While specific rules for swimming activities may vary by program/location, emergency procedures should be included in the program’s Emergency Preparedness Plan.
Program Staff Swimming
Rules regarding staff swimming with participants may be implemented as necessary. Factors to consider should include the ages of the participants, size of group, time of day, and type of activity/facility. If staff swimming with program participants is permitted, it is important that the rules and expectations for staff highlighted in the Standards for Interacting with Youth are addressed during staff orientation.
Watercraft Use
Programs with activities that include the use of a watercraft (kayak, canoe, paddleboard, etc.) must be led or supervised by a certified instructor in that area. Additionally, if the program takes place in a river, then program staff would also need to be certified in “swift water rescue.” Program staff interested in receiving watercraft certification are encouraged to connect
with the American Canoe Association, which certifies individuals as canoe instructors, kayak instructors, and stand-up paddle board instructors Alternatively, a company that specializes in rentals or lessons of the watercraft can be hired to conduct this program topic.
Questions?
