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Procedure for Youth Safety (1025)

Effective Date: 6/5/2026

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Policy Page

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Youth Safety Procedures

Disclaimer: Tier I, II and III Youth Programs must register with the Youth Safety & Compliance Office (YSCO). Exempt Youth programs do not need to register.

A.  Program Registration (Tier I, II & III)

Program Registration and Approval

The Primary Point of Contact (PPC) is responsible for completing an online registration form with the Youth Safety & Compliance Office (YSCO) for all youth programs. The information listed below is required as part of the registration process and must be submitted no later than 45 calendar days prior to the start date of a Tier II or III Youth Program and 30 calendar days prior to the start date of a Tier I Youth Program. Late requests will still be considered on a case-by-case basis.

The registration form for all tiered Youth Programs requires the following information:

• Name and contact information for the designated Primary Point of Contact
• Program name, dates, and location
• Length of program
• Registration deadline
• Program type (residential or non-residential). Unless under the supervision of a parent or guardian, residential participants must be at least 8 years old, and non-residential participants must be at least 4 years old.
• Anticipated number of youth participants and age range
• Anticipated number of Program Staff members
• Anticipated number of staff serving as Residential Staff of Day Camp Counselors

For Tier I Youth Programs, the Primary Point of Contact must acknowledge the following:

• Notification confirming that your program will maintain youth protection policies, background check requirements, and supervision standards consistent with or equivalent to those required by the ³Ô¹ÏÍø.

For Tier II and III Youth Programs, the Primary Point of Contact must acknowledge the following:

• Notification confirming that all required background checks have been completed and cleared will be submitted to YSCO at least 7 business days prior to the program start date.
• Required training for all Program Staff members will be completed at least 3 business days prior to the program start date.
• A Consent to Participate form has been or will be completed and collected from all participant families no later than the program's start date. Required items include the following: (templates are available on the YSCO website)
  • Code of Conduct
  • Assumption of Risk
  • Release for Medical Care
  • Student Medical Information
  • Photo/Video Release
  • Miscellaneous Information (Dietary, Reasonable Accommodations)
  • UM’s statements on a tobacco-free campus and restrict firearms

 

The above mentioned documents must be retained in accordance with the (Current year + 6).

 

Tier II and III Youth Programs will be approved to operate only after all required registration information has been submitted and reviewed, and the minimum staffing requirements have been verified. Exempt and Tier I Youth Programs must also comply with UM Policy #1007 (Facilities Use and Access Procedures) prior to scheduling.

Program Documentation and Compliance Verification (Tier I)

Once Tier I program registration closes, the Primary Point of Contact is responsible for submitting final program details to YSCO.

• Program name, dates, and location
• Program type (residential or non‑residential)
• Name and contact information for the designated Primary Point of Contact
• Number of final youth participants

Program Documentation and Compliance Verification (Tier II & III)

Once Tier II and III program registration closes, the Primary Point of Contact is responsible for submitting final program details to YSCO.

• Program name, dates, and location
• Program type (residential or non‑residential)
• Participant information, including full name and age
• Program staff details, including full name and verification of being at least 18 years of age
• Acknowledgment that a Consent to Participate form, with all required items (including a Code of Conduct), has been completed and collected from all participant families and will be retained (electronically or in paper form) in accordance with the (Current Year + 6 years).

B.  Background Check Procedures (Tier I, II & III)

For Tier I Youth Programs, the Primary Point of Contact is responsible for hiring program staff and completing background check requirements that are consistent with, or equivalent to, those required by the ³Ô¹ÏÍø.

For Tier II and III Youth Programs, the Primary Point of Contact is responsible for coordinating, as applicable, background checks for all Tier II and III Youth Program Staff. Current University employees with a background check on file are not required to be background checked again. All new employees and other program staff must complete a background check if one has not been completed and retained on file by the ³Ô¹ÏÍø within two years prior to the program start date.

YSCO can assist in this process if needed. Background checks must:

• Comply with the Fair Credit Reporting Act (FCRA).
• Cover a minimum of 7 years of criminal history verification at the county, national, and international (if applicable) levels.
• Include an alias search (if applicable) and a national Sex Offender Registry check.

The PPC must confirm completion of all required background checks and submit such confirmation to YSCO at least seven business days prior to the program start date. Tier II and III Youth Program staff may not work with youth until their background check is completed, reviewed, and approved. The individual unit must retain all records for a minimum of six years per OCHE record retention schedule.

For Tier II and III programs, staff who are not employed by the University must also complete a written application, a live interview, and a minimum of two satisfactory reference checks (including personal and professional references) before beginning to work with youth.

Any new Program Staff who wish to use a background check not obtained through the University must obtain prior approval from YSCO.

All Tier II and III Youth Program Staff must promptly notify the Primary Point of Contact, who will in turn report to YSCO if their staff are arrested, charged with a crime, or subject to a restraining order. Upon receiving such notice, YSCO will work with appropriate University officials to evaluate the situation and make appropriate adjustments depending on whether the criminal activity affects the Authorized Adult's ability to continue their role with youth.

C.  Hiring and Screening (Tier II & III)

For all Tier II and III Youth Programs, the PPC must ensure the following steps are completed for all Program Staff not employed by the University:

• Obtain a completed written application that includes an affirmation that abuse will not be tolerated.
• Obtain a resume and keep it on file for a minimum of three years
• Conduct a live interview with at least two staff members present, using behavior-based questions to assess suitability for working with youth.
• Complete at a minimum of two satisfactory reference checks (must include both personal and professional references) using consistent questions, with detailed notes documented.
• Attest in writing that all non-University Tier II and III Youth Program staff have undergone this screening process and securely maintain screening documents as part of program records.

Evidence of compliance with screening requirements may be requested at any time by YSCO.

D.  Youth Safety Training (Tier II & III)

The following training requirements apply to Tier II and III Youth Programs:

• All new Program Staff must complete the ³Ô¹ÏÍø online Youth Safety Training Module at least 3 business days prior to the program start date.
• Returning Program staff must complete the training module every 12 months. Notes will be included if any new material is introduced.
• The PPC must confirm and document training completion for all staff and submit this confirmation to YSCO.

E.  Supervision and Program Staffing Ratios (Tier II & III)

The PPC must ensure that minimum staffing ratios are maintained at all times during the program, including overnight hours for residential programs. Tier II and III Youth Program Staff must:

• Actively avoid one-on-one contact with youth outside the presence of others.
• In unavoidable one-on-one situations: choose a public and observable setting; limit physical contact to appropriate gestures; document the interaction and notify a supervisor; and arrange for random checks if the situation is recurring.
• Ensure all staff are at least 18 years of age.
• Remain on-site (PPC or designee(s)) during overnight residential programs.

Table B-1: Overnight / Residential Programs

Age Group	Max Youth per Staff Member	Example
Under 8 years old	Not permitted overnight unless under the supervision of a parent or guardian	N/A
8 years old	1 staff per 6 youth	9 youth = 2 staff minimum
9–14 years old	1 staff per 8 youth	9 youth = 2 staff minimum
15–17 years old	1 staff per 10 youth	11 youth = 2 staff minimum

 

Table B-2: Day / Non-Residential Programs

Age Group	Max Youth per Staff Member	Example
Infant-4 years old Applies to the UM LAB School and ASUM Child Care Centers	1 staff to 4 youth in the Early Learning Center I and II 1 staff per 8 youth in each preschool center and in the Early Learning Center III	N/A
Under 4 years old	Not permitted unless under the supervision of a parent or guardian	N/A
4–5 years old	1 staff per 6 youth	13 youth = 3 staff minimum
6–8 years old	1 staff per 8 youth	9 youth = 2 staff minimum
9–14 years old	1 staff per 10 youth	11 youth = 2 staff minimum
15–17 years old	1 staff per 12 youth	13 youth = 2 staff minimum

F.  Reporting Procedures

Criminal Activity (Tier I, II, & III).

Any suspected criminal activity involving youth must be reported immediately to law enforcement by calling 911, and notifying the parents/guardians, PPC, and YSCO. 

Child Abuse and Neglect (Tier I, II & III)

• All individuals associated with Tier II & III Youth Programs should report suspected child abuse or neglect as soon as possible to the PPC, who will in turn report, as appropriate to the ³Ô¹ÏÍø Department of Child and Family Services by calling 1-866-820-5437 (available 24/7) and YSCO. Tier I Youth Programs are encouraged to report suspected child abuse or neglect to the ³Ô¹ÏÍø Department of Child and Family Services by calling 1-866-820-5437 (available 24/7).
• Tier I, II, & III, if the situation presents imminent or ongoing danger, call 911 immediately.

Behavioral Incidents and Concerns (Tier I, II & III)

In the event of an emergency, call 911 immediately. Within 24 hours, the PPC must also notify YSCO by submitting an Incident Report Form. Tier II and III Youth Program staff are required to report any serious or concerning behavioral incidents, including grooming behavior, discrimination, harassment, boundary violations, or sexual activity involving youth (including activity considered consensual), to the PPC who will in turn report to YSCO and to the parents/guardians. 

• The YSCO Incident Report form (available on the YSCO website: umt.edu/youthsafety).
• Email: youthsafety@umontana.edu

Emergency Text Notifications

• The PPC must provide information to all Program Staff, the registrants and parents/guardians on how to sign up for emergency text notifications. Note that these commands are case sensitive.
  • Sign Up: Text JOIN UMT-Alerts to 58339
  • Out: Text STOP UMT-Alerts to 58339

G.  Emergency Planning (Tier II & III)

All Youth Programs must have a written emergency action plan in place before the program begins. Emergency plans must address:

• How to sign-up for UM’s emergency text notifications.
• Fire, medical emergencies, severe weather, and shelter-in-place scenarios.
• Missing youth protocols.
• Communication procedures for notifying parents/guardians.

The Youth Safety & Compliance Office, in partnership with the UM Campus Preparedness Response Group, has created an emergency plan template available on the YSCO website. The PPC is responsible for ensuring that all Tier II and III Youth Program staff are familiar with the emergency plan prior to the program's start.

H.  Medication Procedures (Tier II & III)

Authorization

Prior to the start of the program, student medical information must be collected; templates are available on the YSCO resource page.

The PPC or designated program staff may only administer medication to a youth or allow a youth to self-administer medication when the youth's Guardian has provided written authorization. The written authorization must include: the youth's name; the date(s) for which the authorization applies; dosage instructions; and the Guardian's signature.

Storage

All medications (prescription and over-the-counter) must be kept in the original container with the pharmacy or manufacturer's label attached, in a secure location inaccessible to youth and unauthorized individuals. If the original container is unavailable, medication must be kept in a childproof container bearing the Guardian's signature and labeled with the youth's name, the medication name, and dosage and timing instructions.

Self-Administration

With prior written Guardian authorization, a youth may keep physician-prescribed self-administration devices (e.g., epinephrine autoinjectors, asthma inhalers, blood glucose monitors) in their possession during the program. Authorized Adults may not confiscate these devices except when a youth is using them in a manner that jeopardizes their own or others' health and safety.

I. Release of Youth Participants (Tier II & III)

Tier II and III Youth Program Staff must inform Guardians that youth participants will be released only to individuals specifically authorized by the Guardian, whose identity has been verified by an Authorized Adult of the Program. Youth who are of driving age and have been granted permission by their Guardian may be released on their own at the conclusion of the program, provided this arrangement has been approved in advance.

For youth participants who arrive to campus independently (e.g., by driving themselves, taking a bus, or other transportation), the following expectations apply:

• Once a participant has checked in with Program Staff, they are required to remain on campus for the full duration of the program unless prior authorization for off-campus departure has been granted by their Guardian and approved by Program staff.
• Participants who drive themselves to campus must surrender their vehicle keys at check-in to the Program Staff, who in turn will give them to the PPC. Keys will be securely held and returned at the time of official check-out. At no time during the official program period may participants have any passengers in their vehicle.

Program structure determines check-in/check-out procedures:

• Day Programs: Participants will check in at the beginning of each day and check out at the end of each day.
• Residential Programs: Participants will check in on the first day of the program and remain under program supervision until checking out on the final day.

Additionally, Tier II and III Youth Programs and the PPC must establish and follow clear procedures for situations in which an Authorized Adult does not arrive as expected to pick up a youth participant.

J. Record Retention (Tier II & Tier III)

All Tier II and III Youth Programs must retain program records in accordance with the (Current year + 6). Records include, but are not limited to registration documents, background check results, code of conducts, consent forms, release of medical care and photo/video release, training completion records, screening documents, incident reports, and medication authorization forms.

K.  Insurance Requirements (Exempt and Tier I Youth Programs)

Before a Program may begin operation on University property, the permission-granting unit designee must:

• Collect a certificate of insurance evidencing General Liability Insurance from the third party with coverage of at least $1,000,000 per occurrence and $2,000,000 aggregate, with UM endorsed as an additional insured.
• Contact the Office of Risk Management with any questions and to report any injuries.
• Retain certificate of insurance as part of program records.

Appendices

Appendix A: Code of Conduct

All Youth Programs must adopt a Code of Conduct that applies to staff, youth participants, and family members/guardians. The Code of Conduct must include:

• Include an explicit statement that abuse will not be tolerated.
• Prohibit all forms of abuse, neglect, harassment, and inappropriate conduct.
• Require authorized adults to maintain appropriate professional boundaries.
• State that violations may result in disciplinary action up to and including immediate removal from the program and/or termination.

For Authorized Adults

• Treat all youth with dignity and respect at all times.
• Maintain professional boundaries with youth participants at all times.
• Never engage in physical discipline, humiliation, or verbal abuse of any youth.
• Avoid one-on-one contact with youth outside the presence of others.
• Never communicate with youth through personal social media, text, or other private channels outside of documented, program-related communication.
• Report any suspected child abuse, neglect, grooming behavior, or boundary violation to the PPC, who will in turn report, as appropriate to YSCO.
• Do not consume alcohol or use legal or illegal substances while responsible for youth.
• Violations of this Code of Conduct may result in disciplinary action up to and including immediate removal from the program and termination.

For Youth Participants

• Treat fellow participants, staff, and volunteers with respect.
• Follow all program rules and instructions from authorized adults.
• Report any safety concerns or inappropriate behavior to a trusted adult, program staff, or program director.
• Do not engage in bullying, harassment, or physical altercations.

For Family Members and Guardians

• Treat authorized adults, youth participants, and other families with respect.
• Communicate concerns about youth safety or program conduct to the PPC, who will in turn report, as appropriate to YSCO.
• Follow check-in and check-out procedures established by the Program Staff.

Appendix B: Program Staffing Ratios

The following minimum staffing ratios must be maintained for all Tier II and Tier III programs. Ratios must be maintained at all times, including overnight for residential programs.

Table B-1: Overnight / Residential Programs

Age Group	Max Youth per Staff Member	Example
Under 8 years old	Not permitted overnight unless under the supervision of a parent or guardian	N/A
8 years old	1 staff per 6 youth	9 youth = 2 staff minimum
9–14 years old	1 staff per 8 youth	9 youth = 2 staff minimum
15–17 years old	1 staff per 10 youth	11 youth = 2 staff minimum

 

Table B-2: Day / Non-Residential Programs

Age Group	Max Youth per Staff Member	Example
Infant-4 years old Applies to the UM LAB School and ASUM Child Care Centers	1 staff to 4 youth in the Early Learning Center I and II 1 staff per 8 youth in each preschool center and in the Early Learning Center III	N/A
Under 4 years old	Not permitted unless under the supervision of a parent or guardian	N/A
4–5 years old	1 staff per 6 youth	13 youth = 3 staff minimum
6–8 years old	1 staff per 8 youth	9 youth = 2 staff minimum
9–14 years old	1 staff per 10 youth	11 youth = 2 staff minimum
15–17 years old	1 staff per 12 youth	13 youth = 2 staff minimum

Appendix C: Reporting Contacts

Report Type	Contact
Emergency / Criminal Activity	1.      Call 911 immediately 2.      Notify the parents/guardian, PPC, and YSCO
Suspected Child Abuse or Neglect	Notify the PPC, who will in turn report, as appropriate to the ³Ô¹ÏÍø Department of Child and Family Services and YSCO.   ³Ô¹ÏÍø Department of Child and Family Services 1-866-820-5437 (24/7)
Behavioral Incidents / Concerns	Complete the Incident Report Form You can submit it via the website (umt.edu/youthsafety) or email YSCO at youthsafety@umontana.edu
Emergency Text Notifications	Note that these commands are case sensitive. ·        Sign Up: Text JOIN UMT-Alerts to 58339 ·        Opt. Out: Text STOP UMT-Alerts to 58339
Clery Reporting	Compliance Office Contact: Kelly Magnuson Email: kmagnuson@mso.umt.edu   Phone: (406) 243-6131
ADA Accommodation Questions	Office of Disability Equity Contact: Charity Atteberry Website: /disability/  Email: charity1.atteberry@umontana.edu or ode@umontana.edu
Insurance / Risk Questions	Office of Risk Management Phone: (406) 243-2700 or Cell (312) 523-8053
General Youth Program Questions	Youth Safety & Compliance Office (YSCO) Email: youthsafety@umontana.edu   Phone: (406) 243-5888 Website: umt.edu/youthsafety The office is open Monday-Friday from 8:00 a.m. - 5:00 p.m., excluding University holidays.