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Office of Compliance and Prevention Education
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Program Directors

Youth Protection Compliance Portal

The Youth Protection Compliance Portal (YPPC) is a tool developed for youth program directors to submit and track information related to their program, including program staff rosters and authorization statuses.

Access the Youth Protection Compliance Portal

Permission must be granted to access the YPPC: If you are a youth program director in need of access please contact youthprotection@mail.wvu.edu.

STEPS FOR HOSTING A PROGRAM

  1. Program Planning & Registration

    University Units are required to register their youth programs and activities annually with the Office of Compliance and Prevention Education and it's recommended to register at least 60 days, but no later than 30 days, prior to the start of scheduled activities. Basic logistical information about the program is required upon registration including:

    • Program Title
    • Description of Activities
    • WVU Host Unit
    • Duration/Occurrences
    • Location
    • Expected number and age range of youth participants
    Register a 2025 Youth Program

    Various documentation is required prior to the start of and during a youth program that collects and communicates logistical, operational and personnel information. These documents must be stored by the program director/unit and ready to present to the Youth Protection Specialist upon request. The dropdown below has templates for each of these documents.

    All programs must have plans ready to keep youth participants safe in the event of an emergency. The Emergency Preparedness Plan (EPP) addresses various circumstances your program should be ready for and is intended as a template to guide emergency planning and response by youth programs at West Virginia University. Your program's EPP must be filled out prior to the start of the program. More details can be found on pages 11-13 in the WVU Youth Program Policies and Guidelines.

  2. Adult Authorization

    Any adult who has Direct Contact with children at a WVU youth program must complete an authorization process prior to the start of the program. Adult authorization consists of two trainings— Title IX and Child Abuse Prevention— and background check clearance. 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.

    • *Youth program staff must complete a background check prior to the start of the program and again every 3 years. In the second and third year (non-background check years), the program staff must clear any checks to the National Sex Offender Public Website: https://www.nsopw.gov/
    Request Training(s)
    Request Background/DMV Check(s)

    In addition to these requirements, any adult who is responsible for transporting youth participants during the program are also required to complete an annual Motor Vehicle Record check.

  3. During the Program

    • Supervision Ratios
      • When parents/legal guardians are not expected to stay and/or 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. Supervision ratios can be found on pages 21-22 in the WVU Youth Programming Policies and Guidelines.
    • Transportation
      • If a youth program requires the transportation of youth participants during the program, any authorized adult who will be responsible for driving a vehicle with youth participants inside must complete an annual Motor Vehicle Record (MVR)check. Adults must never be alone in a vehicle with youth participants. Even with multiple youth, at least two (2) authorized adults must be present per vehicle.
    • Reporting Requirements
      • West Virginia law 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 an individual suspects a child is being abused or neglected, they are required to report it to all of the following entities:
        • West Virginia Department of Human Services, Child Protective Services
          • 1-800-352-6513
        • West Virginia State Police Crimes Against Children Unit
          • 304-293-6400
        • West Virginia University Office of Compliance and Prevention Education
        • If the situation presents an immediate danger, call 911