Youth Program Handbook

Managers are responsible for working with YPP staff to ensure that all program personnel have successfully completed the training course by achieving a score of 70% or higher on the course examination. It is recommended that each individual saves a copy of their Certificate of Completion.

Youth programs with 20 or more participants and lasting 4 consecutive days (or more) must submit compliance verification that each employee met State of Texas training requirement. YPP staff will coordinate and submit the program verification form to the State within the allotted time.

NOTE: The State of Texas does not maintain a report of this training and UNT cannot verify the validity of this training if presented with a certification from another institution; as such, the personnel member must complete their training through UNT. Additionally, UNT policy has been incorporated into this training for review and sign-off.

YPP oversees training compliance based on 04.025 Youth Protection Program UNT policy by:

1. Ensuring all required participants take the training before a youth program begins.
2. Working with program managers to complete the state notification form.
3. Ensuring that notification is received by the State of Texas for programs of 20 or more participants lasting 4 days.

Training requests should be sent to YPP by submitting the online Background Check | Training Request for Youth Programs form. Please refer to Standards for Programs involving Youth section on the Youth Protection Program website: / for more details on requesting sexual abuse and molestation awareness training.

Program Accidental Medical   - all program managers must confirm that all youth participants have medical insurance. Medical insurance is required on an excess basis to include coverage for program participants. If documentation to support medical coverage cannot be validated for all participants, the program manager must purchase accidental medical insurance for the group.

• Insurance can be purchased through UNT Insurance and Claims team under Risk Management. YPP helps coordinate the purchase of accidental medical insurance coverage for programs when the need is identified.
• A Youth Program Insurance Request must be submitted for all insurance requests.
• Medical insurance benefit: $25,000 medical expense.
• Insurance costs are subject to change from year to year. Programs should contact the Risk Management Insurance and Claims team at 940-565-2109 for information on current fees.

INSURANCE REQUIRMENTS FOR THIRD-PARTIES:

Commercial General Liability - The University of North Texas requires additional insurance for all third-party youth programs:

• Third-party programs are required to provide waiver and verification of General Liability coverage, with UNT named as additionally insured.
• Coverage amount should equal 1,000,000.00 per occurrence/$2,000,000 aggregate.
• No exclusions for Sexual Abuse or Molestation.
• Certificate of Liability should be emailed to YouthProtection@unt.edu for verification prior to the program start date.

Auto Liability

• $1,000,000 per accident with combined single limit for bodily injury and property damage.
• Include hired and non-owned

A Waiver of Subrogation in favor of the University of North Texas System will need to be issued for commercial general liability, workers' compensation and automobile liability.

The University of North Texas System, its' Board of Regents, University of North Texas, its officers, employees, agents, and representatives shall be named as additional insured on the Commercial General Liability and Automobile Liability policies.

• Medical Information Form: Program manager must ensure that each youth participant and his/her parent/legal guardian provides medical information and authorization for medical care. The form requests basic medical history information and authorizes UNT to obtain medical treatment for the participant when necessary.
• Medicine dispense: At the request of a parent/legal guardian, an authorization to administer medication to a youth participant when needed. Form must collect, at a minimum, the following information:
  • Youth/child's name and age, food/drug allergies, parent/legal guardian name and contact phone number, name of licensed prescriber and phone number, medication, dosage, instructions (route, frequency, duration, take with food, etc.), quantity received, special storage instructions.
• Photo Release Form: Program manager must ensure is completed by parent/legal guardian prior to the program start date. Form grants permission to the university to photograph their child and publish thier photo for either printed or electronic material. No photos can be taken of any youth if a signed photo release form has not been received from the parent/legal guardian.

• If the program is not able to meet the participant-personnel ratio, the program manager must contact Youth Protection Program Director to further discuss any available options.
• Resolutions on exception requests will be approved/denied based on the program's ability to demonstrate the implementation of measures that will ensure safety and adequate supervision during the duration of all scheduled and unscheduled activities.
• Youth Protection Program Director should be contacted when programs/activities involve classroom and one-on-one settings as different participant-personnel ratio and procedures apply.

• 04.010 Reporting of Child Abuse and Neglect
• 04.011 Smoke and Tobacco-Free Workplace and Campus
• 04.025 Youth Protection Program
• Standards for Programs Involving Youth
• Youth Program Handbook

Program managers are responsible for planning the care, supervision and schedule of activities for youth participants. In addition, managers must provide orientation training to all program personnel and volunteers to ensure guidelines and procedures are reviewed with all members. Orientation should cover, at a minimum, the following items:

• Check-in and check-out procedures
• Health and medical procedures
• Emergency procedures
• Reporting responsibilities
• Overnight program procedures (section below)

• Treat all participants equitably without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, veteran status, or any other characteristic protected under applicable federal or state law, and in compliance with UNT policy 16.004, Prohibition of Discrimination, Harassment, and Retaliation.
• Ensure the safety of each participant.
• Follow the direction and guidelines provide by the program manager at all times.
• Serve as a positive role model for participants.
• All interactions with youth must be part of the predetermined program schedule and activities.
• Do not meet with youth outside of established times or locations for program activities.
• Do not provide gifts to youth or their families independent of any items provided by the program.
• Do not engage in sexual or romantic contact of any kind, including physical, verbal, or electronic contact that can be perceived as sexual in nature, with youth.
• Refrain from sharing sensitive personal information about yourself.
• Limit physical contact with youth to purposes that are consistent with the program/activity's approved purpose and activities and that is for a clear educational, recreational, or experiential purpose, in the presence of other program personnel, and with the consent of the youth.
• Anyone who knows, suspects, or receives information indicating that a child or teen has been abused or neglected, or who has other concerns about the safety of children or teens MUST inform the program manager, YPP Director and follow UNT 04.010 Reporting of Child Abuse and Neglect policy.
• Do not engage in any abusive conduct of any kind toward, or in the presence of, a youth, including, but not limited to, verbal abuse, striking, hitting, punching, poking, spanking, or restraining.
• UNT is a tobacco-free campus and policy 04.011 Smoke and Tobacco-Free Workplace and Campus must be followed.
• Possession or use of any type of handguns must comply with UNT 04.001 Carrying of Concealed Handguns on Campus policy.
• Do not possess, sell, use, be under the influence of, or provide alcohol, tobacco, or illegal substances to youth.
• Do not provide medication to youth unless authorized by the program's medication management guidelines.
• Disclose any preexisting relationships with youth in the program/activity immediately to the program manager and YPP Director.
• If program personnel witness a violation of any of these rules, that person is expected to report the violation immediately. Incident must be reported to the program manager and YPP Director so that further action can be initiated if necessary.

Program manager is recommended to conduct training and orientation for all personnel on their operating procedures, expectations, standards of behavior and responsibilities prior to the program start date. Program manager must verify that all program personnel are aware and have received a copy of the Standards of Behavior Agreement.

1. Direct Contact - means, but is not limited to:
   1. 1. Care, custody, and/control of the non-student youth;
      2. Frequent or sustained contact; or,
      3. Interactions with the intent to develop a mentoring/educational relationship.
2. Minor - individual under the age of 18. This definition does not include UNT enrolled students under the age of 18.
3. Youth - individual under the age of 18. This definition does not include UNT enrolled students under the age of 18.
4. Youth Program - “Youth Program” means any event, operation, or venture held on University owned or controlled property or sponsored by the University intended to offer athletic, educational, recreational, or any other activity to youth during which parents or guardians are not expected to be responsible for the care, custody, or control of the youth. This includes, but is not limited to, athletics camps, educational camps, overnight camps, day camps, instructional programs, internships, workshops, community service programs, and outreach programs.
5. Youth Program Manager - means the University or third-party employee who is responsible for supervising or operating a youth program.
6. Program Personnel - “Youth Program Personnel” means faculty, employees, graduate students, student employees, students, interns, or volunteers who have direct contact with youth for the specific purpose of managing or providing oversight of a youth program.
7. Third Party - a person, group, or organization not an employee, student, or unit of UNT.