Youth Programs Policy

Georgia Tech requires all youth programs to register annually (each calendar year, beginning January 1) no later than 30 days before the program start date, unless there are extenuating circumstances that prevent the program from registering during that time frame. This includes third-party youth programs utilizing Georgia Tech facilities.

The Georgia Tech online Youth Program Registration Form is available here: https://youthprograms.gatech.edu/youth-programs-registration-form-instructions.

Program administrators are required to certify compliance with this policy and that their youth program has considered and met the following criteria in the planning of the program (see http://youthprograms.gatech.edu/ for additional information about the below):

• Pre-screening, background checks, and training of individuals with direct contact with minors

• Appropriate staffing and supervision ratios by age range in accordance with American Camp Association standards

• Safety and security planning including but not limited to: knowledge of facility evacuation plans and shelter in place locations, participant check-in and check-out procedures, and enrollment of the on-site contact in the Georgia Tech Emergency Notification System

• Protocols for injury, illness, medication storage, missing participants, participant misconduct and staff misconduct

• Transportation and housing needs

• Participation registration forms including but not limited to waivers, pick-up authorization documentation, and emergency contact information.

• Licensing requirements of state and federal agencies

Code of Conduct

Georgia Tech youth programs are responsible for having all individuals working with minors read and sign the Youth Programs Staff & Volunteer Code of Conduct. The Youth Programs Staff & Volunteer Code of Conduct is provided here: http://youthprograms.gatech.edu/code-conduct-youth-programs, and in the Protect Children mandatory training.

Background Checks

Criminal background checks for individuals with direct contact with non-student minors through Georgia Tech youth programs must have been run and the individual cleared to work with minors by the Georgia Tech Office of Human Resources within the past 4 years and then every 4 years afterward. Offenses dealing with domestic abuse, drugs, violence, crimes against the elderly, infirm, etc. must be assessed carefully. The youth program will be charged the vendor fee for the criminal background check. Proof of the clearance must be obtained by the program organizer prior to allowing the individual to have direct contact with non-student minors. The Office of Human Resources background screening website can be found here: http://ohr.gatech.edu/screening. Additional Office of Human Resources policies regarding background checks may apply.

Pre-Screening

Youth program staff in charge of screening individuals should be aware of the inherent limitations of background checks and should seek to utilize other screening methods, when possible, to include application questions, in-person interviews, and personal and professional reference checks.
Missing application information and any personal or professional reference issues must be resolved by the youth program before an individual is allowed to have direct contact with non-student minors within the program.

Training

Individuals with direct contact with non-student minors through Georgia Tech youth programs must complete the Georgia Tech online Protect Children training annually, in addition to any program specific training. Proof of completion of the training must be obtained by the program organizer prior to allowing the individual to have direct contact with minors. The Georgia Tech online training is available here: https://youthprograms.gatech.edu/training-requirements.

Third-Party Programs

Third-party youth programs that use Georgia Tech facilities must sign a Youth Programs Facilities Use Agreement / License Agreement contractually agreeing to comply with Georgia Tech policy requirements for background checks and training of program employees and volunteers, and must demonstrate that they have minimum insurance requirements. Third-party programs should utilize their own background check vendor, training, and code of conduct.

The example Youth Programs Facilities Use / License Agreement for third-party youth programs is available here: http://youthprograms.gatech.edu/forms

Georgia Tech entities managing the facility reservation should contact Youth Programs Compliance before executing a Youth Programs Facilities Use/ License Agreement with a third-party youth program. Verification that the Certificate of Insurance meets minimum coverage limits, and execution of the Youth Programs Facilities Use Agreement / License Agreement is required prior to third-party youth program approval.

Minors in Labs

All Georgia Tech youth programs, and third-party youth programs using Georgia Tech facilities must follow the Minors in Laboratories, Hazardous Areas and Animal Facilities Policy and use the Minors in Labs forms available here: https://www.ehs.gatech.edu/minors

Confirmation of Minors in Laboratories, Hazardous Areas and Animal Facilities policy compliance is required prior to youth programs approval.

Mandatory Reporting Procedures

All Georgia Tech employees and volunteers acting in the course of their employment or service to Georgia Tech must comply with Georgia Tech’s Mandatory Reporting of Child Abuse Policy.

Documentation and Record Retention

Georgia Tech youth program organizers are responsible for keeping documentation about their program, employees, volunteers, and youth participants, and retaining the documentation for the proper records retention period – until 3 years after youth program participants reach the age of 18. These documents must include: proof of an individual’s background check clearance, training completion certificates which include code of conduct attestations, application/registration forms, parental consent forms, activity records, incident reports, and attendance records for participants and individuals working with the youth program. Additional documentation may also include, but is not limited to: IRB approval, Minors in Labs approval, Youth Programs Facilities Use /License Agreements, COI verification, and youth program registration approval.

The Georgia Tech Office of Human Resources is responsible for retaining documentation of background checks and training for Georgia Tech employees who have direct contact with non-student minors. Georgia Tech individuals or units sponsoring youth programs are responsible for retaining proof they received written clearance from the Georgia Tech Office of Human Resources prior to allowing individuals to have direct contact with non-student minors.

The University System of Georgia Records Retention Schedule for Child and Youth Program Participant Records is available here: http://www.usg.edu/records_management/schedules/925

Contact the Office of the General Counsel, or Youth Programs Compliance for more information on statute of limitations and records retention.