Do I need to register my program? Youth Protection Program Registration Form Frequently Asked Questions (FAQs) UAH is committed to maintaining a supportive, welcoming, and safe educational environment for youth (individuals under the age of 18). To ensure the safety and well-being of youth, UAH adopted the Youth Protection Policyand accompanying Guidebook. All UAH faculty, staff, students, volunteers, and representatives, as well as third-party vendors, camp and clinic operators, and their employees, representatives, and volunteers that use UAH facilities or resources, with responsibilities that involve interaction with youth, must carefully review and abide by the Youth Protection Policy. All Activities and Programs For or Involving Interaction with Youth 1) Program Contact submits Program Registration Form & program documentation to ORMC eight (8) weeks prior to activity/program start date 2) ORMC communicates guidance to Program Contact 3) Program Contact submits additional documentation no later than one (1) week prior to activity/program start date (if applicable) 4) ORMC notifies Program Contact of activity/program approval Registration Requirements Program Directors who are planning a program or activity that is for or involves youth regardless of care or custody must submit a Youth Protection Program Registration Form to the Office of Risk Management and Compliance (ORMC) for review and assessment of specific program requirements, no later than eight (8) weeks prior to the start date of the activity or program. Registration for ongoing and preestablished activities or programs for or involving youth must be completed annually, preferably prior to the beginning of the University academic year. All programs/activities for or involving youth are classified as either UAH-Sponsored Programs or Third Party Programs. Depending on the program classification and structure, additional program documentation may be required. When any individual other than a Parent/Guardian or Education Guardian have Care/Custody of youth, a completed Staff Information Form must be submitted along with the Youth Protection Policy Program Registration Form submission (or as soon as possible) to allow for training completion and background checks. All program documentation must be finalized no later than one (1) week prior to the start date of the activity or program. No program or activity involving youth shall be permitted to conduct operations involving youth until this mandatory review has been completed and the program has been approved to proceed by ORMC. Review and assessment requests should be submitted by emailing youthprotection@uah.edu. Questions or Concerns? Please contact the Office of Risk Management and Compliance at youthprotection@uah.edu or 256.824.6396. More Information UAH-Sponsored Activities and Programs UAH-Sponsored Activities and Programs are approved by UAH administrators, operated solely by the institution in its own name, registered by UAH unit or entity, and supported financially, in whole or in part, by UAH. UAH-Sponsored Activities and Programs may involve contracting with third-party entities who provide program goods and services. The objectives of such programs should reflect the academic, research, or recreational goals of the UAH Program Contact’s department or program. All programs for or involving youth where individuals other than parents/guardians have care and custody of the youth must submit the following documentation during program registration: Staff Information Form upon submission of the Program Registration Form Complete description of the activities and a planned itinerary Parent Package Transportation Plan (if applicable) Overnight Monitoring Plan (if applicable) Background Check Attestation for Third Parties (if applicable) Certificate of Insurance (if Third Party involvement) All programs for or involving youth must keep the following documentation at the unit level and make available upon request: Emergency Plan Release and Indemnity Agreement for each program participant and staff member Contract with the University for use of facilities and/or resources Set of standards for reasonably accommodating youth requiring accommodations Medication Management Plan More details about this documentation and relevant templates can be found on this website and in the Guidebook. Training Instructions for UAH Program Staff (Faculty, Staff, and Students) with Care/Custody: Log in to United Educators using your UAH Single Sign On credentials Complete the Protecting Children: Identifying and Reporting Sexual Misconduct module Complete the Understanding the Clery Act module Background Checks for UAH Program Staff (Faculty, Staff, and Students) with Care/Custody: ORMC utilizes the information in the program's Staff Information Form and communicates with UAH HR directly to request the initiation of background checks for all Program Staff with Care/Custody roles. HR alerts ORMC when background checks have been completed and cleared. ORMC then communicates with the Program Contact to provide Program Staff approval updates. Third-Party Activities and Programs Third-Party Activities and Programs are not controlled or operated by UAH, and where UAH employees/volunteers may or may not be involved in their “official” employment capacity. These activities and programs are offered by an individual or entity that is not a UAH academic, research, administrative, or other operational unit (e.g. community groups, non-profit organizations, and limited liability companies) who contract with UAH for use of University facilities or resources. These programs complete all or part of their business purpose on UAH property, and the third-party individual or entity assumes full responsibility for the supervision of the participants. Third-Party Activities and Programs Must: Establish a contractual relationship with the University for the use of facilities and/or resources Provide evidence of insurance coverage in accordance with the requirements outlined in Insurance Requirements for Third Party Programs Be sponsored by or affiliated with a UAH department, college or recognized student organization and have a designated UAH Program Contact Operate under the administrative purview of a UAH department All programs for or involving youth where individuals other than parents/guardians have care and custody of the youth must submit the following documentation during program registration: Staff Information Form upon submission of the Program Registration Form Complete description of the activities and a planned itinerary Parent Package Transportation Plan (if applicable) Overnight Monitoring Plan (if applicable) Background Check Attestation for Third Parties (if applicable) Certificate of Insurance (if Third Party) All programs for or involving youth must keep the following documentation at the unit level and make available upon request: Emergency Plan Release and Indemnity Agreement for each program participant and staff member Contract with the University for use of facilities and/or resources Set of standards for reasonably accommodating youth requiring accommodations Medication Management Plan More details about this documentation and relevant templates can be found on this website and in the Guidebook. Training Instructions for Third-Party Program Staff with Care/Custody: Log in or create an account (Branch Code for Registration: 6600-98956-nonsso) Complete the Protecting Children: Identifying and Reporting Sexual Misconduct module Complete the Understanding the Clery Act module Background Checks for Third-Party Program Staff with Care/Custody Roles: Option 1: Program Contact provides a billing address for the associated background check costs. ORMC utilizes the information in the program's Staff Information Form and communicates with UAH HR directly to provide the third party billing address and to request initiation of background checks for all Program Staff with Care/Custody roles. HR alerts ORMC when background checks have been completed and cleared. ORMC then communicates with the Program Contact to provide Program Staff approval updates. Option 2: If the third party entity has already completed and cleared background checks for Program Staff with Care/Custody roles within 1 year of the program start date, the Program Contact may submit a completed Background Check Attestation for Third Parties form to cpp@uah.edu. ORMC utilizes the information in the program's Staff Information Form and communicates with the Program Contact to provide Program Staff approval updates. Mandatory Youth Safety Training All Program Staff with Care/Custody roles must complete youth safety training within one (1) year of the program start date. All training must be completed no later than one (1) week prior to the program start date. See UAH-Sponsored Programs and Third Party Programs sections for training login instructions. ORMC utilizes the information in the program’s submitted Staff Information Form to send each Program Staff with Care/Custody roles the training link and information. Troubleshooting United Educators Access: If the training module does not automatically begin, please check to make sure all ad blockers on your browser are turned off. If the required courses are not located on your training dashboard, contact youthprotection@uah.edu regarding enrollment status. If the required courses are not located on your training dashboard, please use the search feature to find and complete the courses. For example, if you type "Protecting" into the search bar at the top of the screen that reads "search content in the platform", and click the magnifying glass icon, the "Protecting Children: Identifying and Reporting Sexual Misconduct" course should populate. You would then search "Understanding" or "Clery" to find the "Understanding the Clery Act" course. If you are still unable to find the courses using this action, please contact youthprotection@uah.edu. Mandatory Background Checks All Program Staff with Care/Custody roles must complete and clear a background check within one (1) year of the program start date. All background checks must be completed no later than one (1) week prior to the program start date. See UAH-Sponsored Programs and Third Party Programs sections for background check instructions. Information and Troubleshooting for Background Checks Initiated by UAH HR: Individuals with background checks initiated by UAH HR will receive a separate email from Risk Mitigation Services requesting permission to initiate their background check. Background checks will cover federal, local, and international (if applicable) arrest records. If you do not receive an email within 48 hours, please check your spam folder. Program Staff should communicate any background check issues with their Program Contact. The Program Contact should communicate any background check issues or concerns with youthprotection@uah.edu. Mandatory Reporting of Child Abuse/Neglect State law and the UAH 06.09.04 Mandatory Reporting of Child Abuse and Neglect policy designate all University faculty, staff, students, volunteers, and representatives as well as third-party entities and their employees, representatives, or volunteers as mandatory reporters of child abuse and neglect. If you know or reasonably suspect that a child is a victim of child abuse or neglect, you must report. In deciding whether or not to report an incident or situation of suspected abuse or neglect, it is not required that you have proof that abuse or neglect has occurred. Any uncertainty in deciding to report suspect abuse or neglect should be resolved in favor of making a good faith report. Making a Report: Immediately report the information to the University of Alabama in Huntsville Police Department at 256.824.6596 (or call 911). In addition to making an oral report, you must also complete a Child Abuse or Neglect Report Form. Do not directly question or solicit information from the child or from the person suspected of improper behavior. That is not your role; the role of investigation lies with University, city, county, and/or state officials. Any person who makes a good faith report of child abuse or neglect shall not be subjected to retaliation. Further, any person or entity that makes a good faith report of child abuse or neglect is immune under Alabama law from any liability - civil or criminal - that might otherwise be incurred or imposed. The Clery Act - Campus Security Authorities (CSAs) All Program Staff are considered Campus Security Authorities (CSAs) under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. The Jeanne Clery Campus Safety Act requires annual publication of statistics about reported campus-area criminal offenses, based on information gathered from local law enforcement and the University’s Campus Security Authorities (CSAs). CSAs include an institution’s campus police or security department; any individual with security responsibilities, like those monitoring access to campus property (such as parking lots, residence halls, and athletic venues); any individual or organization designated in an institution’s security policy as those to whom students and employees should report crimes (include individuals that are not University employees, but may have a responsibility for campus activities); and officials with significant responsibility, authority, and duty to take action or respond to particular issues on the University’s behalf. Crimes must be reported to the UAH Police Department within two (2) business days for inclusion in the university's crime log. Crime log entries will not contain any personally identifiable information. Crime reports can be made by phone to UAH Police at 256-824-6596, submitting the CSA Crime Incident Report Form, or by visiting the UAH Police Department website. The Annual Security Report can be found on UAHPD’s website: https://www.uah.edu/safety Emergency Procedures and Reporting of Accidents and Incidents Emergencies, including emergency medical situations, violent or potentially violent behavior; the possession or use of alcohol or other drugs; inappropriate physical contact; child abuse and neglect, or violations or potential violations of UAH policy, and/or any issues not addressed under the 06.02.10 Employee Occupational Injury Policy and 06.09.01 Youth Protection Policy should be reported to UAHPD (256-824- 6596). In the case of an emergency, UAHPD can be reached by dialing 911 or 256-824-6911. ORMC should also be notified of these situations. Any accidents or injuries occurring during a program or activity for or including youth should be reported to ORMC according to established policies. Injury Reporting Forms should be emailed to riskmanagement@uah.edu as soon as possible (but no later than two (2) business days after the date of the injury). Advertisement and Communications UAH-Sponsored Programs and Activities All programs and activities must submit all advertising materials to the Office of Marketing and Communications for approval. Third-Party Programs and Activities Third-Parties may not promote the activity or program as a UAH-Sponsored program/activity. Third-parties must not hold themselves out to be or give the appearance of being an agent, servant, or employee of UAH. No registered symbol, mark, or logo can be reproduced by any non-UAH entity as per the UAH 08.01.02 Logo Use Policy. The UAH Chargers logo is only to be used when advertising official UAH Athletics programs or activities. Any other use of the Chargers logo or any of its elements must first be approved by UAH Athletics and must also be approved by OMC. The logo cannot be modified or redesigned. The following statement should be included in all third-party program-related brochures, websites, advertising materials, etc.: “(Activity or Program Name) is solely operated by (Legal Name of Entity), which is not affiliated with The Board of Trustees of The University of Alabama or The University of Alabama in Huntsville.” Compliance with this Policy is required as a condition of operating activities/programs for or including youth at UAH. Failure to comply with the requirements can result in the loss of program privileges and other sanctions. Resources, Templates, and Quick Links Youth Protection Documentation Guide Program Registration Form Staff Information Form UAH Release and Indemnity Agreement Parent Package Template Medication Administration Record Template Background Check Attestation for Third Parties Insurance Requirements for Third Parties UAH Child Abuse or Neglect Report Form CSA Crime Incident Report Form Injury and Reporting Forms UAlert UAH Emergency Management Plan Campus Safety and Security Information Alabama Sex Offender Database National Sex Offender Database