Youth activities

Requirements for operating ASU youth activities

ASU youth activities are programs, activities or events involving minors who will be in care, custody or control of university personnel or volunteers. These activities may take place on or off campus, in-person or virtually.

Departments or units that operate youth activities must complete the following requirements before the activity’s start date. Please plan 30–60 days before the start date to allow time for approvals:

1. Review the requirements. Read the policy and guidelines and procedures before planning your youth activity. 
2. Assign an activity manager. The activity manager must register the activity and serve as the primary point of contact for any questions. 
3. Meet with YPPO. Contact YPPO to schedule a consultation. This is required for all new youth activities, significant program changes or activities that have not previously met with the YPPO. 
4. Register the activity. Register the activity in the youth activity compliance system no later than 30 days before the activity start date. 
5. Select designated individuals. Identify university personnel and volunteers who will interact with or supervise minors. 
   1. Complete background screening and youth protection training for these individuals. 
   2. If volunteers will staff your activity, complete the volunteer process. 
   3. If activity staff will use ASU-owned or rented vehicles to transport minors, ensure they are authorized to drive. 
6. Register participants. Use the university's designated youth participant registration system to register all minors and collect required forms. Contact YPPO to set up your registration form. 
7. Develop a youth safety plan and train staff. Develop a safety plan based on the program's size, location and complexity. Find the safety plan template on the guidelines, procedures and resources webpage. 

Register an ASU activity

1. Complete training. The Youth Protection training must be completed annually and before the designated individual's interaction with minors.

    

    

2.  Complete fingerprinting. Fingerprinting must be cleared before the designated individual interacts with minors.

Contact your OHR business partner or Office of Human Resources for fingerprinting questions. 

Review the Background check stage guide for instructions on submitting fingerprint requests in Workday. 

How to access the training

ASU employees and students. Staff with an active ASURITE and ASU email can access the training using single sign-on.

Non-ASU volunteers. Staff who are not affiliated with the university must be assigned an ASURITE and ASU email to complete the training for compliance purposes. The sponsoring department is responsible for requesting an ASURITE and email as part of the onboarding process.

Note: Do not use personal emails or create separate accounts to access the protection of minors training. Training completed using personal accounts will not be recorded or accepted for compliance.

Access Youth Protection training

Additional training 

United Educators offers additional training courses that staff may complete as directed by the activity manager: 

• Boundary Training

• Hiring Staff Who Work with Minors

   

• Heat Illness Prevention

ASU youth activities using independent contractors must review the Independent Contractor Information before allowing the individual to begin their work.

Youth activities using independent contractors — where any of the following apply — are responsible for ensuring the independent contractor has the appropriate insurance before any work with minors:

• An ASU-designated individual compliant with youth protection requirements will not be present during the independent contractor’s interaction with the minors.
• The independent contractor has one-to-one contact with the minor. 
• The independent contractor is responsible for the minors' care, custody and control.

Independent contractors must purchase and maintain insurance that meets ASU’s requirements for working with minors. All insurance must name the Arizona Board of Regents, Arizona State University and the state of Arizona as additional insureds. 

The independent contractor must provide a certificate showing this insurance coverage before working with minors. 

This requirement for insurance does not apply if:

• An ASU-designated individual compliant with youth protection requirements will be present during the independent contractor’s interaction with the minors. 
• Interaction is a one-time, single-day activity where the independent contractor will never be one-to-one with the minor.
• The K–12 teacher, instructor, coach or counselor is present with the minors during the entire activity.
• The parents or guardians are present with the minors during the entire activity.

Immediately report any incidents or concerns that occur during ASU youth activities, such as injuries, behavioral issues or safety threats.