UNIVERSITY PARK, Pa. — The health and safety of all community members is the University’s top priority, and Penn State’s Youth Programs Compliance Unit is reminding all youth program coordinators — as well as all employees who work with these programs — to familiarize themselves with the steps necessary to remain in compliance with all relevant policies, regulations and laws.
Penn State provides youth programs across multiple campuses that offer children opportunities ranging from sports and recreational programs to academic camps, many of which occur during the summer months.
Questions related to compliance with youth programs requirements can be directed to Penn State Youth Program Compliance Manager Sandy Weaver at stw126@psu.edu.
Review relevant policies
All program directors are expected to familiarize themselves with the requirements for youth programs laid out in the University’s policies, including:
- Policy AD03, which details requirements for programs run in the name of the University;
- Policy AD39, which concerns minors and University-sponsored programs;
- Policy AD72, which details requirements for reporting suspected child abuse; and,
- Policy HR99, which details requirements for background checks and clearances.
Obtain program approval
As laid out in University policy AD03, certain youth programs based at University Park are to be managed by Penn State Conferences and Institutes. For programs based at Commonwealth Campuses, management is through the campus office for Continuing Education, or through the individual or office designated by the campus chancellor. If not, an exception to manage the program outside of these two units may be needed.
Program directors should also have approval from their individual unit, department, college, or campus leadership.
Develop a safety and emergency plan
The health and safety of all employees, community members and youth programs participants are of paramount importance to the University.
All programs must have a safety and emergency plan, including health and safety measures related to COVID-19. Program directors should review and update their individualized Youth Programs emergency management planning guide. All programs are expected to follow the University’s guidelines and requirements related to COVID-19 safety, including masking in all indoor settings. Program COVID-19 safety plans should outline all requirements the program is to follow.
While Penn State is planning to have residential youth programming for the summer of 2022, operational guidelines, processes and requirements are still under consideration. Additional information and guidance will be updated, dependent on current University, local, state, and national guidance related to the COVID-19 pandemic. Any shifts in the COVID-19 landscape may require changes to protocols, including possibly rescheduling or cancelling youth programs, activities, or services. In addition to the University’s guidelines and requirements related to COVID-19 safety, youth programs can consult the Youth Program Resource website for additional information.
Register the program
All programs must be registered in the University’s Youth Program Inventory.
Programs must be registered no later than 60 days before the start of the program. A staff roster of all individuals who worked on the program is also required and must be uploaded within 30 days after the program concludes.
Obtain participant registration
Programs are required to obtain registration from all participants. Program directors should consult this guidance available from the Office of Ethics and Compliance on required information in all program registrations.
Several online registration platforms have been approved by the University for use with youth compliance programs, based on privacy and security requirements.
Regardless of the registration platform selected, the program is responsible for collecting, storing, and retaining all necessary registration materials in a secure location for the duration outlined in University policy AD35, which details University archives and records management.
Also, some activities may require additional waivers, releases, or permissions from parents and legal guardians prior to participation. These must be reviewed and approved by appropriate leadership, in coordination with Youth Program Compliance, before inclusion in the registration paperwork and must be stored as part of all other registration materials.
Interviews, background checks, and clearances
All University employees and volunteers who have direct contact with children — including staff at any Penn State youth program — are required to obtain three clearances:
- A Pennsylvania State Police criminal background check
- A Pennsylvania child abuse history clearance form
- An FBI fingerprint criminal background check (criminal history report)
The Pennsylvania Department of Human Services maintains the KeepKidsSafe.PA.gov website with information about requirements to work with children in the commonwealth. All requirements must be met.
University policy HR99 contains more detail about the background check and requirements.
In addition to all required clearances and background checks, program directors should engage in a robust interview process with all staff and volunteers that includes thoroughly checking multiple references. The Youth Compliance Office recommends reviewing guidance and suggested interview questions available from the American Camp Association.
Training and orientation
Once background checks have been performed and all necessary clearances have been obtained, all youth program staff members and volunteers are required to complete the “Building a Safe Penn State: Reporting Child Abuse” training available through Penn State’s Learning Resource Network.
Programs are required to host a staff orientation prior to the start of the program, which all staff must attend. The orientation should outline all expectations for staff behavior, including on-time arrival; appropriate dress; required clearances, trainings and employment paperwork; only using official channels for all program communications; not sharing personal information with minor participants; and creating an environment where everyone is welcomed and given the opportunity to succeed.
University policy AD39, which concerns minors and University-sponsored programs, contains additional detail about requirements for program staff and staff orientation.
Connect with Penn State’s compliance professionals
The Youth Programs Compliance Unit is available to Penn State employees to help them understand, navigate and meet all requirements to remain in compliance with University policy and local, state and federal law.
All questions regarding youth programs compliance can be directed to Penn State Youth Program Compliance Manager Sandy Weaver at stw126@psu.edu.