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.