Misha Lind

Created Aug 26, 2024

Register a Session in the Youth Program Registry

This guide outlines the steps and requirements for registering a session in the OSU Youth Program Registry, ensuring compliance with OSU standards. The example program includes weekly recurring dates, secondary units, and student organization involvement. For any questions, contact the Office of Youth Protection.

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OSU Youth Program Registry

3 Steps

Select OSU Login and log in using your ONID credentials.

Click on Register a Session

Click on Yes

📋

Screening Questions

2 Steps

If you are authorized to register a youth activity, select Yes

This confirms that you have approval to commit departmental resources to facilitating a youth program, including adding staff and volunteers to the roster who will be required to have a criminal history check and complete training.

Indicate whether the session start date is 30 days or more in the future.

OSU's Protection of Minors policy requires activity registration at least 30 days in advance. If your session begins in fewer than 30 days, contact the Office of Youth Protection at youthsafety.compliance@oregonstate.edu. Be prepared to answer these questions:

What date will the session start?
Have all staff and volunteers already completed a criminal history check, youth safety training, and standards of behavior?
Are there any 3rd party groups involved (schools, external youth programs, etc.)?
- If so, do you have a written agreement and certificate of insurance for those groups?

Indicate whether the session start date is 30 days or more in the future.

⚖️

Compliance Determination

2 Steps

Indicate whether the activity involves unaccompanied minors

Indicate whether the activity involves OSU personnel, property, resources, and/or brand

Sessions that involve minors unaccompanied by their parent or guardian and engage OSU personnel, property, resources, or brand must be registered. If your session does not meet either of these criteria, you do not need to register.

🤝

Type of Engagement

3 Steps

Determine whether any employees or volunteers will have direct engagement with youth in your session

OSU's Protection of Minors policy defines "Direct engagement" as follows:
Interactions that meet either of the following criteria:

Performing duties or functions that include the possibility of care, supervision, guidance or control of minors; or
Regular or repeated interactions with any minor who is unaccompanied by their parent or guardian. This includes both in-person and virtual interactions.

Determine whether any employees or volunteers will have direct engagement with youth in your session

Indicate whether there is a third party contract or facility use agreement in place for the use of OSU property, and click Next

A contract, facility use agreement, or Sponsored Campus Visit Agreement is required when a sponsoring unit hosts an event or activity involving individuals who are part of an external organization or non-university youth program.

You must indicate that employees or volunteers will have direct engagement with youth in order to enter a staff roster, initiate criminal history check authorizations, youth safety training, and standards of behavior in the youth program registry.

If you indicate that no OSU employees or volunteers will have direct access to youth, you will be prompted to specify who has responsibility for minor participants and attach a third party contract.

Click on Next >

🗓️

Session Details

9 Steps

Click on Select Program/Activity

Select your program from the list

If your program is not listed or you need to create a brand new program, please contact youthsafety.compliance@oregonstate.edu.

If the session is a recurrence of a previous session, you can opt to copy the basic information from the previous session here

Enter a name for the session

Select single day or multiple days, enter the start and end dates and times, and indicate the type of recurrence

Indicate which days of the week the session will take place

Monday-Friday is the default. Click the days you want to deselect.

Click on any days that the session will not take place to un-highlight them

Consider holidays, campus closures, or any other exclusions to your session recurrence.

If the session has any dates that fall outside of the planned recurrence, select the date to highlight it

Avoid blocking out 24 hours/day, 7 days/week. It helps our office and other units on campus to have a more specific idea of when youth may be on campus. Indicate an expected start and end time, days, and date exceptions if you can.

Indicate whether you expect this session to repeat in the future

If you expect this session to happen again, you can indicate the expected date and you will receive a reminder e-mail to register the session.

🏃

Activity Details

12 Steps

Select the Activity Type from the list

The Volunteer Opportunity activity type is for sessions in which youth participants are volunteering.

Click on Select a Department

Select the session's sponsoring unit from the list

Click Select a Department to select any other units that are involved in the session

If there are no secondary units, skip this step

Select the secondary units from the list and click Add Selected

Indicate whether or not a Student Organization is involved in the session

If you need assistance completing the student organizations section of the form, refer to the Register a Session – Student Organizations guide for detailed instructions.

Enter your Department Org Code, if known

This helps HR match background checks to the correct program and person.

Enter a description for the activity

The description helps Youth Safety & Compliance review your activity, and it will be listed in a public, searchable youth program database.

Enter a URL for the session

Indicate the location where the session will be held

After selecting on campus, off campus, or both, use the following questions to indicate the specific location of the session.

Indicate whether the session will include online interactions with youth

Select any online platforms used in the session from the list

⚠️

Risk Assessment

5 Steps

Complete the risk assessment questions according to the session plans

If the session involves minors in labs, indicate the type of activity and the plan for supervision

Indicate whether the program will gather personally identifiable information of youth

This includes, names, addresses, phone numbers, etc.

Indicate the total number of minors served during the session

It's OK if you don't know exact numbers. Give an estimate.

Indicate whether you would like to request Camps and Clinics Insurance for the session

Visit https://risk.oregonstate.edu/camps-and-clinics for more information about Camps & Clinics insurance.

🙋

Staff/Volunteers

10 Steps

Choose between Automatic Enrollment or Manual Entry

If you select Automatic Enrollment, e-mail prompts will be sent to staff and volunteers to complete their requirements. Manual Entry requires you to enter training, criminal history check authorization, and standards of behavior completions for each employee and volunteer.

Add the OSU Primary Contact

The Primary Contact is a university employee who is responsible and accountable for compliance and overall administration of a youth program, including programs operated by non-university entities.

Select + [Program Name] People to add staff and volunteers who are already associated with the program

Select individuals who will be involved in this session and click Add Selected

Select + Add a New Person to add someone who does not have an existing account in the youth program registry

Search by full name to confirm the individual does not have an account

Enter First Name, Last Name, and Email Address to add a new person

Double check for typos. Misspelled names or e-mail addresses may result in duplicate profiles.

Once you have added all your staff and volunteers, view their compliance status under the Staff/Volunteers heading

If your session recurs within 90 days, you can click + Add Another Session to start another registration with the same basic information

This is useful for sessions that recur weekly, but have slightly different details, such as weekly camps or sessions that serve one third party organization at a time.

Click on Next > to advance to the Directory Info tab

📝

Directory Info

6 Steps

Review the Directory Preview

If anything is incorrect, return to the Session Details tab to make changes.

Indicate the age range and grade levels served by the program

Complete the Participant Registration questions

Enter an e-mail address for a contact person for the session

Indicate which safety features the program has implemented

Complete any necessary uploads and click Next > to advance to the Consent tab

✅

Consent

2 Steps

Review and sign the Consent form

If you are not the Primary Contact, they will receive an e-mail prompt to complete the Consent form. The session review will not be complete until the Consent is signed.

Click on Next > to advance to the Review tab

🔍

Review

1 Step

Review your session details, return to the Previous tabs to make any changes, and click Submit Registration Form when it is complete

🎉

Thanks for submitting a session! A representative of the Office of Youth Safety & Compliance will review your session as soon as possible and you will be notified by e-mail when the review is complete or if more information is needed.

Well done!

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