Third-party youth activities

Standards for hosting external youth programs

Third-party activities are programs, activities or events with minors organized by non-university individuals or entities occurring on university premises.

Third-party staff are solely responsible for the care, custody or control of minors. ASU personnel will not be asked or expected to supervise minors participating in third-party activities.

• Coaches’ athletic camps using university fields
• Theatre program for youth renting a space at ASU Gammage
• Third-party organization hosting an overnight program in university housing

Requirements

The following requirements must be met before the third party can use university facilities:

1. Obtain a sponsoring department. A university department must agree to sponsor or approve the third-party activity. Third parties seeking sponsorship should contact the ASU department with a mission or focus like their program to explore potential sponsorship opportunities. 
2. Enter into a contract with the university. Third-party activities must have a written agreement with the university. The sponsoring department will assist with issuing the agreement.
3. Complete a Protection of Minors addendum and provide proof of insurance. Third parties must comply with the university’s Protection of Minors Policy and carry the appropriate insurance outlined in the agreement and addendum. The sponsoring department must contact the Youth Protection Program Office to request issuance of the form.
4. Register the activity. The sponsoring department must register the third-party activity in the Youth Activity Registry.

Register a third-party activity

This category refers to non-university individuals or entities bringing minors on university premises for tours, field trips or other short-term visits. Examples include: 

• Middle school field trip to visit ASU’s Dreamscape
• High school seniors on a guided campus tour
• K-12 students and teachers attending a college readiness event

Requirements

The following must be completed for third-party campus tours and field trips: 

1. Schedule a visit. All campus visits must be scheduled in advance through the designated campus office or Sponsoring Department. Visit the ASU Group Visit webpage for more information.
2. Sign an ASU waiver. ASU Release, Indemnity & Assumption of Risk form must be completed and signed by parents or legal guardians of minor participants. Completed waivers must be stored internally by the campus office or sponsoring department.

Immediately report any incidents or concerns that occur during third-party activities, such as injuries, behavioral issues or safety threats.