Any activities that involve interactions with minors on University property, or University-sponsored activities held at off-campus locations, must be registered with the University.
The registration requirement includes any organized event, program, or activity that includes participants who are minors offered by any academic or administrative unit of the University or recognized student organization whether on University-owned property, using University owned or managed facilities, or under the exclusive authority and direction of the University in other locations. This also include events or activities offered online, or by non-University organizations (third-party/external organizations) using campus facilities.
We use the word “program” when referring to any type of events, activities, or programs involving minors. Programs include, but are not limited to:
- Academic programs, coursework, or camps (both credit and noncredit)
- Athletic camps or clinics
- Skill-based or enrichment camps and programs
- Internships (paid or unpaid), research or shadowing experiences
- Tutoring or mentorship programs
- School field trips or visits
- Events not open to the general public (either one time or reoccurring)
Program administrators should address the following topics in the planning and evaluation of activities involving minors:
- Selection and screening of program staff including background checks
- Training for all program staff
- Supervision ratio
- Safety and security planning
- Required forms
- Transportation
- Housing
- Response protocols when there is an injury or illness
- Response protocols when a program staff is accused of misconduct
- Response protocols when a minors is accused of misconduct
- Program orientation or information for minors and parents
- Insurance requirements
- Record retention
Planning checklists for in-person and virtual programs are provided below. Prior to registration, the program administrator should review the checklists and consult with program staff and appropriate offices to ensure all applicable items are addressed. The Youth Protection Oversight Committee is available to support program administrators if needed.
Registration is required annually and must be completed at least 30 days in advance of the program start date indicated on the registration form. This allows for adequate time to review the registration, conduct background checks, complete training and share program details with Youth Protection Department Representatives.
You will be required to attach a full WashU Staff/Student roster to your registration. Your roster should be in the following format:
FILE TYPE: EXCEL
COLUMN A: First Name (of WashU Staff / Student participating in the program with youth)
COLUMN B: Last Name (of WashU Staff / Student participating in the program with youth)
WASHU EMAIL: WUSTL email address (of WashU Staff / Student participating in the program with youth)
NOTE: To remain compliant with FERPA, do not include any other identifying information of the WashU Staff / Student other than the information listed above.
EXAMPLE OF EXCEL ROSTER
Please note: any activity defined as an internship, research, or shadowing experience, either paid/unpaid, will need to be reviewed by Human Resources to ensure compliance with city, state, and federal employee laws. Programs that involve lab work may also be subject to review by the Office of Environmental Health and Safety based on guidelines included in the Policy on Minors in Laboratories.
Once a registration is submitted, and any necessary approvals received, a member of the Youth Protection Oversight Committee will contact the program administrator regarding required background checks and training in order to comply with the University’s Youth Protection Policy.
- If you are a student group, please visit the Campus Life website for details on registering your program or event through WUGO.
- If you are faculty or staff, please use the form located here.
- If you are a non-University organization sponsoring a program on University property, please view Third-Party/External Organizations.