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Basic Operational Requirements

All Youth Programs must comply with the below Basic Operational Requirements.

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1.1 Register with Office of Institutional Equity

All Youth Programs are required to register with OIE at least 30 days before the program, event, or activity begins. Program Registration must be completed through the Youth Protection Portal.

Youth Protection Portal

1.2 Reporting

All Youth Programs must comply with requirements related to the reporting of child abuse and neglect.

Violations of the Youth Protection Policy, the Conduct Requirements, or potential criminal conduct (theft, battery, etc.) must be reported to OIE. Due to the gravity of the alleged offense, anyone accused of the violations or conduct described in this paragraph will be suspended immediately from the relevant program, pending an investigation.

1.3 Screening

All Youth Programs will be subject to the Youth Program Personnel screening requirements described below:

  • Before participating in a Youth Program, all University faculty, staff, or volunteer candidates must undergo a criminal background check, which includes a check of the National Sex Offender Registry.

    • Background checks are completed by Notre Dame Human Resources at no additional charge to the program through the Youth Protection Portal;

    • Background checks must be completed annually for all Youth Program Personnel involved in overnight Youth Programs. Background checks must be completed every three years for all Youth Program Personnel involved in any other Youth Programs;

    • Students who are enrolled at the University (undergraduate and graduate) and not operating as staff or volunteers, are not required to undergo a background check.  If a Recognized Student Group operates a Program, and there is no other non-student adult present at the program, event, or activity, the student(s) considered to be in charge and responsible for the supervision of Minors will be required to undergo a background check.

  • Before participating in a Youth Program, all University faculty, staff, or volunteer candidates (including current students) must undergo an internal University screening of their conduct records. This includes records in OIE regarding Title IX violations. For students, this may also involve records in the Office of Community Standards.

    • OIE performs the conduct records check.

A finding on a background check or conduct record check does not necessarily preclude an individual from participating in a Youth Program. Adverse findings will be reviewed on a case-by-case basis by the OIE and NDHR or the Provost’s Office.

1.4 Liability Waivers

All Youth Programs must have the parent/legal guardian of each participant complete a Waiver, Release and Indemnification Agreement. Youth Programs should collect these forms before the program begins and upload them to the Youth Protection Portal. Waiver templates are available in both the Youth Protection Portal and on the Youth Protection website.

1.5 Online Youth Protection Training

All Youth Program Personnel must complete the University’s online youth protection training on an annual basis. Youth protection training must be completed at least seven days before participating in a Youth Program. Youth protection training is assigned in the Youth Protection Portal.

1.6 Restrictions for One-on-One Interactions

All one-on-one interactions with Minors must be observable and interruptible, except in emergency situations (i.e., life-threatening situation or imminent danger). Observable means that other people can see the interaction taking place. Interruptible means that people could easily interrupt the interaction if needed. If an emergency occurs that necessitates unobservable or uninterruptible one-on-one interaction, the Responsible Party should be informed. This restriction regarding one-on-one interactions does not apply to Youth Program Personnel interacting with a Minor participant who is their own child.

This restriction also does not apply to interactions between a Minor and a personal care assistant professional who provides support to the Minor due to a disability. If a Minor participant requires a personal care assistant professional, this must be documented by the Responsible Party. Youth Program Personnel cannot serve in this role.

Exceptions to this requirement may be granted solely by OIE.

Contact OIE

1.7 Transportation

All Youth Programs must adhere to the following guidelines regarding the transportation of Minor participants:

  • Youth Program Personnel are not permitted to transport Minor participants in their personal vehicle at any time;

  • Undergraduate or graduate students are never permitted to provide transportation for a Minor participant, even in University vehicles;

  • Youth Programs must comply with the University’s policies for transportation.

  • Youth Programs are not permitted to purchase or provide rideshares (Uber/Lyft) or taxis, for Minor participants. In emergency situations, a rideshare or taxi may be used by a Youth Program but only if a Youth Program Personnel is also in the car;

  • Where applicable, Youth Programs should develop a procedure for drop-off and pick-up from their Programs, including the following details: where cars can drive/park, who is authorized to collect a Minor participant, and what to do in the event a parent/legal guardian is late to collect a Minor participant;

  • Minor participants are not permitted to use electric scooters or personal electric vehicles (including e-scooters, e-skateboards, e-hoverboards, and go karts) while participating in a Youth Program. This is not applicable to electric mobility aids for those with impaired mobility, such as electric wheelchairs and powerchairs.

1.8 Conduct Requirements

All Youth Program Personnel must review, acknowledge, and abide by Conduct Requirements when Interacting with Minors. If Youth Program Personnel violate the Conduct Requirements, the Responsible Party must file an incident report with OIE immediately.

1.9 Document Retention

All Youth Programs are required to retain all documents signed by parents/legal guardians on behalf of a Minor participant, including waivers or consent to medical treatment forms, until two years after the youth/minor reaches the age of 18. For example, if the minor is 12 years of age during the Program, the documents must be retained for 8 years.

All signed documents collected by the Program must be uploaded to the Youth Protection Portal within 7 days of the Program’s end date.

All Youth Programs that collect medical information of their Minor participants should ensure that this information is maintained in a secure and confidential manner and shared only with those who need access to the information.

Programs should consult with the Office of General Counsel for guidance on storage,
retention, and destruction of other documents. Various policies may apply depending on the data that is collected at the onset of the program.

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