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Flying WV
West Virginia University Office of Compliance and Prevention Education
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Resources

Program Document Templates

The following documents are required before the start of a youth program:

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.

Download all document templates (.zip)

Reporting Requirements

Reporting Child Abuse/Neglect.

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:

  • West Virginia Department of Human Services, Child Protective Services: 1-800-352-6513

  • West Virginia University Office of Compliance and Prevention Education: compliance.wvu.edu/report (opens in a new tab)

  • If sexual abuse or severe physical abuse is involved, West Virginia State Police: 304-293-6400

  • If the situation presents an immediate danger, call 911

Reporting a Violation of Standards for Interacting with Youth.

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.

Reporting a 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:

Reporting Medical or Behavioral Incidents.

Youth program directors are required to report significant medical or behavioral incidents. A “significant incident” is any event involving:

  • Illness or injury requiring medical intervention, such as calling EMS or a trip to the emergency room.
  • An individual (staff or participant) being sent home due to behavior or violation of the code of conduct
  • Any incident that results in a suspension/expulsion of a program staff or youth participant during or after the program.

Standards for Interacting with Youth

West Virginia University has a responsibility to safeguard the youth in our care. As such the University Standards for Interacting with Youth describes the minimum expectations that we hold for youth program staff and other personnel who interact with youth in a university program. This Standard is included in all youth program staff Codes of Conduct and must be agreed to prior to attending the program as staff.

Expectations

  • At a minimum, observe the “Rule of Three,” as defined in Section 2.8.1 of the West Virginia University Youth Programming Policies and Guidelines .
  • Limit physical contact to purposes that are 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 with the consent of the youth.
  • Use program-sponsored e-mail, phone and social media accounts for communication when there is an essential educational or programmatic reason to do so.
  • Disclose any pre-existing relationships with youth in the youth program immediately to the program lead. Abide by these standards while affiliated with the youth program, despite any pre-existing personal relationships.

Prohibited

  • Never be alone with a single youth where you cannot be observed by program staff or other adults.
  • Do not act in a manner that can be perceived as physical or verbal abuse.
  • Do not discipline youth by use of physical punishment or by failing to provide the necessities of care.
  • Avoid engaging in purposeful communication or contact including in-person meetings, phone or other electronic communication including social networking, with youth outside of sponsored program activities.
    • If direct communication with youth is necessary, always include at least the child’s parent/legal guardian or another WVU authorized adult.
  • Never engage in texting or other forms of electronic one-on-one communication between a single adult staff and youth participant.

Expectation

  • Treat all youth equitably, i.e. fairly and consistently, regardless of their actions or behavior, sex, gender, sexual orientation, race, color, religion, culture, place of birth, age, class, ability, health, citizenship, language, or other identities.

Prohibited

  • Do not discriminate against a youth based on their sex, gender, sexual orientation, race, color, religion, culture, place of birth, age, class, ability, health, citizenship, language, or other identities.
  • Do not give personal gifts to youth or their parents, e.g., any item intended to give a youth and/or parent special attention that is not given to others.

Expectation

  • Understand and respect the physical and personal boundaries set by youth.

Prohibited

  • Do not engage in sexual contact of any kind (including any verbal or physical contact that can be perceived as sexual in nature.)
  • Do not date or become romantically involved with youth.
  • Do not discuss your own or a youth’s sex life or sexual activities.
  • Do not share sexually explicit material with youth.

Expectations

  • The safety of youth must be your primary concern above all others.
  • Report any concerns for suspected abuse or neglect of a youth to authorities per University policy requirement.
  • Notify University representatives per policy requirements of any violations of these standards for interacting with youth.
  • Follow all University transportation procedures for transporting youth.

Prohibited

  • Do not possess, sell, use, or be under the influence of alcohol, marijuana, tobacco, or illegal drugs while engaged in program activities or on site.
  • Do not bring or carry a weapon into the program.
  • Do not transport youth in a personal vehicle.

Youth should be informed in an age-appropriate manner of their right to set their own physical limits for personal safety. They should be encouraged to tell an adult if someone is abusing them, or if they are in a situation or observe something that makes them uncomfortable.

West Virginia University and [program name] take these matters seriously. In the case of suspected abuse or neglect of a youth or violations of the Standards for Interacting with​Youth, the University and [program name] will adhere to existing policies and procedures for corrective action. Actions taken will first and foremost consider the need to ensure the safety of youth participating in the program. See BOG Rule 1.7 Section 5 for more information.

Resources for Parents/Guardians

Statewide Resources

National Resources

  • American Camp Association
    • The mission of the American Camp Association is enriching the lives of children, youth and adults through the camp experience
  • Zero Abuse Project
    • Zero Abuse Project is a 501(c)(3) organization committed to transforming institutions in order to effectively prevent, recognize, and respond to child sexual abuse.
  • Clery Center for Security on Campus
    • Clery Center works with colleges sand universities to create safer campuses. Training and information is available on the Jeanne Clery Act and related laws.
  • CDC Preventing Child Sexual Abuse Within Youth-Serving Organizations
    • This publication of the Centers for Disease Control offers strategies to guide hiring, training and supervision of staff and volunteers who would work with youth, as well as creating safe environments and responding to suspected abuse.
  • Darkness to Light
    • Through the combination of research, education, and community advocacy, Darkness to Light uses a social behavior change approach to pioneer new training initiatives that bring child sexual abuse to the attention of the broader cultural conversation.
  • National Sexual Violence Resource Center – Preventing Child Sexual Abuse Resources
    • This link includes several useful educational resources for organizations, schools and communities to explore to increase child abuse prevention efforts.

Cybersafety Resources

  • CommonSense.org
    • Media and technology information tailored to parents, educators, and advocates.
  • ConnectSafely.org
    • Research-based safety tips, parents’ guidebooks, advice, news and commentary on tech use and policy.
  • Cyberbullying Prevention
    • Guidance on recognizing and preventing cyberbullying from stopbullying.gov.
  • NetSmartz
    • It provides age-appropriate videos and activities to help teach children be safer online with the goal of helping children to become more aware of potential online risks and empowering them to help prevent victimization by making safer choices on- and offline.
  • Parental Control Guide for Online Safety
    • Strategies to talk to kids about online safety and employ parental controls for supervision.

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