• Each program must have a KSU employee as Program Leader who is involved in the planning and administration of the program.
  • Exemptions require approve from the Office of Human Resources (HR) or the OGC.

2. Program Registration

  • Register with HR and the OGC at least 30 days prior to the program's start date (annual programs must re-register yearly).
  • The Program Leader must submit program details (name, dates, location) to HR via human.resources@kysu.edu.
  • The Program Leader must also submit a list of all employees and volunteer involved with the Program, updating the list as needed.
  • Registration ensures compliance with this policy, but it does not guarantee approval of the Program.

3. Staff Training

  • All program staff (KSU employees, students, and volunteers) with direct contact with minors must complete KSU-approved training (e.g., recognizing and reporting child abuse) before the program begins.
  • Program Leaders are responsible for ensuring that program staff timely complete the training.

4. Background Checks

  • Program Leaders and Supervising Staff must have a satisfactory background check (within 5 years), including federal, state, and local criminal records, and the Kentucky Sex Offender Registry.
  • Drivers transporting minors require a driver's record check.
  • HR reviews the results of the background checks; convictions or charges for felonies, violence, sexual misconduct, or burglary may disqualify staff, with final decisions made in consultation with the OGC.
  • Costs of background checks are to be covered by the sponsoring KSU department's budget.

5. Documentation

  • Program Leaders must collect appropriate forms (e.g., waivers, medical records) per HR and OGC guidance.
  • Program Leaders must maintain accurate and up-to-date rosters and contact information.

6. Supervision

  • Program Leaders and Supervising Staff are responsible for ensuring that minors are supervised per legal and industry standards.
  • One-on-one contact with minors is to be avoided whenever possible.
  • Program Leaders are charged with developing protocols for emergencies, safety, and incident reporting, in consultation with OHR and the OGC.

Requirements for External Youth Programs

1. Designate a KSU Liaison

  • A KSU employee must serve as a liaison and will be tasked with coordinating with the External Youth Program staff.