University Youth Programs are all events, operations, endeavors, or activities designed for participation by minors and organized by the University of Oregon in which university employees or volunteers are responsible for the care, custody, or control of minors. 

A minor is any person under the age of 18. 

Typical youth programs include, but are not limited to:

• Instructional programs
• Day camps
• Overnight camps
• Sports camps
• Virtual camps

University Youth programs are not:

• Undergraduate or academic programs, classes, or activities in which all individuals under the age of 18 are enrolled students or students admitted for enrollment.
• Events open to the public that minors may attend, but where the university is not accepting care, custody, or control for the minor(s), as those terms are defined in the implementing procedures.
• Non-youth programs where minors are working for the university as employees, volunteers, or interns. University employees and volunteers will be required to comply with the conduct requirements when working with minors.
• University employees or volunteers who may have accidental contact with minors but do not work directly with minors in a youth program. All university employees will be required to comply with mandatory reporting requirements under this policy and any implementing procedures under the law.
• Campus tours, orientations, or visits by minors considered to be prospective students.
• Activities and programs subject to regulations that already provide for the protection of minor or participants. For example, licensed childcare facilities and institutional review board approved research.
• Other programs as may be designated from time to time by the appropriate university official in advance and in writing as exempted from this policy. 

Step 1: Register Your Program and Collect Participant Documentation

Registration and insurance enrollment is required annually.

Participant Documentation

Programs must collect:

• Waiver of liability - It must be completed by all participants. 3 year required record retention by department.
• Model release form - If photos or video will be taken.
• Emergency Contact and Medical Information - The Emergency Contact and Medical Information Documentation Form may be used, or departments may choose to use their own version.
• Pick Up Authorization - The Pick Up Authorization Form may be used, or departments may choose to user their own version. 

Alternative Forms: Any department-developed forms must be reviewed and approved by the Office of General Counsel prior to use. 

Step 2: Hire, Screen, and Prepare Staff

• Notify HR of intent to hire summer camp employees. Visit the seasonal Employment webpage for more information.
• Complete criminal background checks. Background checks are required for all employees, student employees, and volunteers working with minors. Background check clearance must be renewed every two years.
  • Background Check Guidelines for Hiring Authorities
  • Background Checks: Information for Candidates for Employment
• Complete the volunteer service form and submit a copy to Risk Management and Insurance.

• Follow staff ratio requirements. All programs must follow the current American Camp Association guidelines.

  Retain records which include hiring documents, background check clearance, and volunteer forms, according to UO records retention requirements.

• If employing minors it's important to comply with regulations that govern the employment of minors, which include strict limitations on the number of hours a minor may work and the types of work permissible. Departments should use BOLI labor regulations for their volunteers under the age of 18.

Step 3: Complete Required Training

All youth program staff and volunteers must: 

• Review the Protection of Minors and Reporting of Child Abuse Policy.
• Complete Protecting Children online course on the practices and conduct requirements of the university's Protection of Minors policy. One time requirement.
  • University employees access Protecting Children Course through MyTrack. Login at the top right of the page using your DuckID.
  • If you are unable to login to MyTrack complete Protecting Children Course (no login required).

All paid youth program staff are required to: 

• Complete Campus Security Authority online course. Youth Program Administrators and youth program staff that are paid university employees are considered Campus Security Authorities (CSA) - this includes student workers. CSA's must complete mandatory Campus Security Authority Online Training to understand their reporting responsibilities.
  • University employees access the Campus Security Authority Training through MyTrack. Login at the top right of the page using your DuckID.
  • If you are unable to login to MyTrack complete Campus Security Authority Training (no login required).

Youth Program Administrators must submit compliance documentation:

• Submit a Youth Program Summary Report to Risk Management at least 2 weeks prior to your event.
• Download Youth Program Summary Report Form 

Step 4: Plan for Emergencies

Youth programs must have an emergency preparedness plan in place prior to the start of the program. Programs must also have procedures for health conditions, medication management, accommodations, and health-related emergencies. 

Programs may use the Youth Programs Emergency Management Planning and Training Guide. 

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Emergency Planning and Safety

Wildfire Smoke - Air Quality Index (AQI) 

The UO has established guidelines for outdoor activities during times of poor air quality due to wildfire smoke. Per UO guidance, outdoor youth programs should be suspended or moved indoors when AQI is greater than 100. University and third party hosted programs on university property are required to follow these guidelines and have plans in place to protect children during smokey conditions. 

Thunder and Lightning

Outdoor activities should be curtailed and moved indoors when lightning is in the area. UO guidance is that outdoor activities should pause when lightning is within 8 miles of campus. 

Additional Emergency Resources

• Sign up for UO Alerts and encourage families to do the same.
• Watch Plan, Prepare, and Practice video
• Review the Emergency Management webpage for emergency preparedness information.

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Reporting

Mandatory Reporting of Child Abuse and Neglect

All university employees are mandatory reporters and must comply with Oregon law and university policy. 

Visit the university's Mandatory Reporting of Child Abuse and Neglect webpage for information about making a report and to view more resources to help you understand reporting obligations. 

Injury or Illness Reporting

Use the Third Party Incident form to report an illness or injury related to youth or youth program staff.

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Forms and Resources

The following tools may assist with administering a youth program and ensuring necessary precautions are in place to protect minors on campus. 

• Behavioral Standards for Interacting with Minors
• Camps on Campus Checklist
• Child Sign In and Sign Out Form
• Emergency Contact Health Release Form
• Managing Campus Contractors and Student Educators
• Model Release Form
• Program Summary Report
• Protecting Children - Checklist for Supervisors
• Protecting Children - Screening Employees and Volunteers
• Protecting Children at the University of Oregon Camp Employee and Volunteer Reminders
• Protecting Minors - Reporting and Addressing Misconduct
• Youth Mental Health Resources
• Youth Program Administration Guide
• Youth Program Emergency Management Planning Guide

• Youth Program Staff Ratios - The University of Oregon requires that youth programs follow the current American Camp Association guidelines for staff ratios. When appropriate, the University youth program may require additional staff based on the needs of the type of program and participants ability.

  Youth Program Staff Ratios
  Resident/Overnight Program

  Number of Staff	Per # of Youth Participants	Age Range
  1	5	4-5 years
  1	6	6-8 years
  1	8	9-14 years
  1	10	15-17 years

  Youth Program Staff Ratios
  Day Program Only

  Number of Staff	Per # of Youth Participants	Age Range
  1	6	4-5 years
  1	8	6-8 years
  1	10	9-14 years
  1	12	15-17 years

  Updated from American Camp Association - November 2025

Questions?

Contact the Youth Program Safety Coordinator.