UA-Sponsored Youth Program Toolkit

Register a Program

Guide for UA Youth Programs

References

• Youth Protection Policy for UA Sponsored Programs
• Alabama Child Abuse Reporting Laws
• Child Abuse Reporting Policy and Procedures
• Clery Act Information 
• Frequently Asked Questions
• Safer Living Guide
• UA Housing Summer Camps & Conferences Rates & Application
• Youth Program Registration Documentation Checklist
• Youth Program Registration Form User Guide
• U.S. Center for SafeSport Website
• U.S. Center for SafeSport Parent Toolkit
• UA LMS Guest Portal Instructions

Forms

• Youth Program Registration Form
• Bama Dining Special Diet Accommodation Form for Campers
• Child Abuse or Neglect Report
• General Incident Report
• Injury or Illness Report
• Medical Administration Record
• Medical Information Form
• Medication Management Form
• Staff-Information-Form

Document Templates

• Emergency Plan Template 
• Liability Release for UA Programs
• Parent Handbook Template

Program Staff Verification

• Safe Sport Centralized Disciplinary Database
• Sex Offender Database – Alabama
• Sex Offender Database – National

What is a UA-Sponsored Program?

A youth program that is owned or operated by The University of Alabama on or off-campus is considered a UA-Sponsored program.  These programs encompass a wide range of activities that include, but are not limited to overnight camps, day camps, weekend workshops, private or group lessons, and internship opportunities.

Requirements for UA-Sponsored Youth Programs

All program requirements are explained in detail in the Guide for UA Youth Programs.

• Program Registration
  The program registration must be submitted a minimum of eight weeks in advance of the date when participant registration is to begin to allow sufficient time for the form to be reviewed and to allow time for the registration portal to be configured.
• Participant Registration Platform
  UA-Sponsored programs will utilize participant registration through Ryzer.  Through this platform,  each program will have their own customized website, and all participants will electronically complete the standard liability waiver, medical information, and medication management forms.
• Training
  All program staff, including current UA employees, students, volunteers, and/or contractors, must complete training prior to the start date of the program.  This training is delivered electronically and managed through the Office of Compliance, Ethics, and Regulatory Affairs (CERA).
• Background Checks
  All program staff, including current UA employees, students, volunteers, and/or contractors who will be working with children, must have successfully completed a background check with the Youth Protection Program within the 12 months prior to the start date of the program.  
  
• Participant Accommodations Review
  Disability accommodation requests collected through the medical information form must be reviewed and a plan must be created in cooperation with the parent to ensure that the needs of the participant are addressed.  CERA will coordinate with the parents and program director to maintain appropriate documentation.  However, program directors are responsible for engaging in the process and documenting any requests that come in outside of the registration portal.
• Document Retention 
  Any liability waivers, medical information forms, or medication management forms that are collected outside of the registration portal must be forwarded to CERA at the conclusion of the program.