It is the responsibility of the Program Administrator to ensure that all Program Staff complete their background checks and online training no later than two week before the start of the Program. At any point after Program registration, Program Administrators can request a status update on background checks and training from the Youth Protection Oversight Committee. It is also the responsibility of the Program Administrator to notify the Youth Protection Oversight Committee if there are any changes to their Program Staff roster.
Two weeks prior to the Program start date, a representative from the Youth Protection Oversight Committee will email Program Administrators regarding any Program Staff that have not completed required background checks and training. These individuals will be barred from participating in the Program until these items are completed. It is the responsibility of the Program Administrator to communicate with those individuals that they are not eligible to participate. The applicable Department Representative(s) may be copied on this email.
At conclusion of the Program, Program Administrators are required to complete the Compliance Verification Form. This form includes information about total number of Minors and Program Staff that participated in the Program, names of Program Staff, and verifies that all required forms were collected and any incidents were reported using committee procedures.
The Youth Protection Oversight Committee will review the information provided on the Compliance Verification Form and follow-up with Program Administrators regarding any questions or concerns. Programs found to not be in compliance will receive a written warning from the Youth Protection Oversight Committee and will be placed under formal review for the next semester which will include an audit of the Program documentation and potential site visit of the Program by committee members.
Department or academic unit compliance
Any department or academic unit found not to be compliant with registering Programs will be reported to the offices of the Provost, Vice Chancellor for Student Affairs, and Executive Vice Chancellor for Administration for further action which may include the inability to offer Programs with Minors in the future.
If Program Staff do not comply with the background check and training requirements of the Policy, and it is found that they participated in the Program, the individual will be reported to the offices of the Provost, Vice Chancellor for Student Affairs, and Executive Vice Chancellor for Administration for further action which may include the inability to participate in Programs with Minors in the future and may be subject to further disciplinary action.