Steps for Hosting Youth
If you have ran a youth program before, you know it's not always as straightforward as we'd like to think. While this page may not have every bit of information in full detail, it does provide general step-by-step parts of preparing for your program.
Step 1: Notifying the Office of Compliance and Prevention Education
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. Examples include day-only and overnight camps, competitions, research lab shadowing, and any other time youth will be on campus or involved in university programming.
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.
No two programs are alike, and so after registering, the Youth Protection Specialist will reach out to connect about your program and help identify needs. If you are unsure on how to register, or would rather connect with someone before registering, please contact YouthProtection@mail.wvu.edu and we would be more than happy to talk about your program.
Step 2. Identifying Program Needs
Records and Documentation
Information collecting various releases, attendance, and more are required before/during the program. The following documents are required to be completed or available prior to the start of your 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.
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," which is either…
At no time should program staff be alone with a youth participant outside the presence of others. In “high risk” areas or situations, two authorized adults must always be present regardless the number of youth participants.
Step 3. Authorizing youth program staff
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. This applies to all faculty, staff, students, and youth program staff who may supervise, lead, guide, or take care or control of a youth participant. Adults who have completed these requirements are considered Authorized Adults for the purposes of WVU youth programs. Common examples of adults needing authorization include: camp counselors, research lab assistants, teachers/mentors for tutoring/educational programs, etc.
The adult authorization process includes:
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. Visit the Youth Programming Hub page to get started.
Step 4. Running your program
Arrival and Departure Procedures
Your program 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.
Additionally, you must have forms on-site that record attendance of youth participants, program staff, and visitors.
More information on arrival/departure procedures can be found in Section IV-A of the policy handbook.
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.)
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.
If you or any of your staff suspect child abuse or neglect, it must be reported immediately to all of the following entities:
In addition to reporting child abuse or neglect, there are a few other incidents that are required to report in the instance they occur:
Title IX Violation
- 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
- 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:
Standards for Interacting with Youth Violation
- 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.
Medical/Behavioral Incidents
Youth program directors are required to report significant medical or behavioral incidents. A “significant incident” is any event involving:
Step 5. After your program
Uploading program documents and records
Program documents, including attendance sheets, medical treatment authorization forms, transportation/media waivers, etc. should be uploaded to the WVU Youth Programming Hub after the program is over for document retention.
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.