- [Jennifer] For those of you who may not
have met me in the past, my name is Jennifer Clark,
and I work in the Office of Compliance,
Ethics, and Regulatory Affairs.
And I spend a lot of my time working
with our Youth Protection program.
So what we have done is we've evaluated
our experiences from 2018, and I see
some of you on the call actually had registered programs,
some of you were actually some of our campus partners
that provide services to our programs.
And so we evaluated our performance,
the feedback that we received from all different areas
and we determined some things that we felt
like we could improve upon for 2019,
so that's what this is all about.
We wanted to give you guys an update
of what is actually going to be different for this year,
and there are several things.
But first we wanted to make sure we're starting
on the same ground level, we'll give you a quick overview
of the Youth Protection program, what it is,
what we're trying to accomplish,
and then we'll dive into those things that are new.
You'll get a demo of our new updated registration form,
we'll talk about timelines for registrations,
some resources that we have available to you
like the new parent handbook template.
We'll talk about how to arrange
for disability accommodations
if you have program participants
who have the need of some sort of accommodation.
We'll talk about site visits,
and also we have a change in how
we're doing background checks for those programs
that are not run by UA, they're run by an external entity
that comes and hosts an event on our campus.
So with that said, we'll go ahead and dive in.
To give you an overview of our Youth Protection program,
we have a lot of diversity on campus
in the types of youth programs that we have available,
so that's what I was trying to convey on this slide
to let you see that we have everything
from athletics to academics to fine arts
to anything in between, there's a wide range of programs
that we see registered.
Our Youth Protection policy became effective
in September of 2017.
Prior to that, that summer of 2017 we did a soft rollout
of our registration program just to kind of shake out
the kinks and make sure that the plans would be feasible.
Since then, we take it as a developmental progress.
We look at this program as a five year process
to get it to a point where we pretty much
leave it the way it is but make just small tweaks.
So at this point we consider ourselves
to be in year three, so that means there'll probably
be a few more changes in next year
and possibly the year after,
but we're trying to get down to what our final product
is going to look like, we appreciate your feedback
as we go through all of this.
So the Youth Protection policy
is what mandates our registration process,
it requires that we keep records
about all of our youth programs.
We, I mean my department, Compliance,
Ethics, and Regulatory Affairs,
we shorten that down to CERA,
if you were looking at that on the slide
and wondering what that meant.
But we are the central repository
for all of those records.
The retention requirements for documentation
that has to do with youth programs
is a little bit different than what you're used to
with regular university records,
so we wanted to make sure that those records
are kept and kept for a sufficient amount of time.
If a participant in a program
chooses to bring a claim because of something
that happened at camp, that timeline
in which they can still legally bring a claim is very long,
and their clock doesn't even start
until they reach the age of majority.
So it can be as much as 30 years later
that a participant could possibly bring a claim,
so that's why we want to keep all the documentation
in one place, because I don't know about you all,
but I hope to goodness I'm retired 30 years from now,
and I want the people that come after me
to be able to find what it is,
find all those records to go with those programs.
The policy also sets up standards
for how our programs are to be structured
and how they're to be run.
Those standards cover supervision,
how our staff are to be trained,
what sort of background checks they should have,
liability waivers, we have standard documents
that we want to use across the board
with all of our programs,
so we have a standard liability waiver.
There's actually two versions of that,
one for UA programs and one for external programs.
We also have standards for insurance
for external programs, what levels of insurance
coverage do they require.
We also have template emergency plans
that are our there for our youth programs.
We've found that most every department on campus
has an emergency plan, but most of those emergency plans
are not written with children in mind.
So they don't cover, if it says to evacuate after a fire,
they don't cover how do you then keep track
of all those 10-year-olds and how do you make sure
those 10-year-olds get reunited with their parents,
they don't cover what happens when a 14-year-old
goes missing during camp, which I consider
that to be an emergency.
So that's why we have separate emergency plans
for youth programs.
Now, our policy does have some exceptions
to what types of programs have to register.
So if you'll bear with me, we'll just quickly
go through those.
Programs that are for UA students that are enrolled students
or accepted for enrollment students,
those programs do not have to register.
Programs that are sponsored by UA student organizations
and they've been through the proper processes
to get those types of events approved.
We are actually part of that approval process
so we'll see them there.
Sometimes we ask to redirect them over
to our registration process,
but most of the time we help them structure those events
so that parents or teachers are around
and they don't have to register those programs
through us anyway.
Events that are open to the general public
like your garden variety sporting event,
baseball game, softball game, football game,
there's no expectation that the university
is taking care, control, and custody
of the people that are in those seats
so that's why those events don't have to register.
I mentioned sporting events, also we have
theatrical performances, musical performances,
guest speakers and lecturers that come to campus
and it's just an open event,
those would also qualify under that same exception.
If it is a program that is related to research
and their research has already been approved
through the Institutional Review Board,
that would also not go through us.
Medical care, we do have some areas on campus
that provide medical care and counseling,
that sort of thing, so that would not
come under our program,
nor would the normal operations
of our childcare facilities,
there's two or three of those
that would fall under that exception.
But if they did have some sort of after hours program
or weekend program, it's possible that they could
cook up something that would fall
within the scope of the Youth Protection policy.
So, that kind of rounds out our overview
of what the policy and what it's about,
do you guys have any questions right off the bat about that?
You can put them in the group chat
or you can certainly unmute yourself
and ask the question with your own voice if you'd like.
I'll pause just a second to give you a chance,
sometimes it takes a minute
to get those questions typed out.
Just as a show of hands, I see several names
on the list that are
campus partners in different areas on campus.
How many of you all intend to register
a program in 2019?
Use your green yes check to show me
if you intend to register a program.
Okay, I see one.
I have suspicions about some of the others of you,
yeah, okay, I'm starting to see 'em pop in, good.
So I'm assuming you don't have any questions
about the policy, we'll keep moving.
Just to define some of our terminology,
I have found that some of the words that we use,
they seem perfectly natural to us,
but to others in other circumstances
maybe that's not the way they refer to things,
so just to be clear, when we say program
we mean any activity that could
have minor participants, children.
So that could be anything from your standard youth camp,
which would be like an overnight camp
in the summertime and they stay in the residence halls,
or it could be an afterschool tutoring program
where we see them for an hour.
It could be music lessons.
It could be an athletic camp, a one day clinic.
There's lots of different things
that could roll up into that to be considered a program.
We pick program as a broad term instead of using
the word camp or anything like that
to just to make sure people understand
that it is broader than just those summer camps.
We use the word staff to include anyone
who's working in the program with the kids,
so that gets a little tricky when we work with UA employees
because we do have a distinction
between faculty and staff,
and when we say staff we're referring
to any UA employee as well as any students
or volunteers or third party contractors or their volunteers
that may be working with children in the program,
so that's what we mean by staff.
The program director is the person
who is primarily responsible for the day-to-day operations
of the program.
They usually supervise the other staff
who are working with the kids.
So we need a program director that can be
our contact point, that can help us make sure
that the program is being run according
to university standards.
We find that some of our programs have different names
for that person, sometimes they call them a coach,
sometimes they call them just a director
or different things, but just so you know
what we mean by that term.
We also use the term third party or external programs,
and what we mean there are programs
that are run by an entity other
than the University of Alabama.
So we do have some programs that are actually owned
by an external entity, and they come on our campus
and use our facilities to host their programs,
so that's what we would call a third party
or external program.
To give you a little snapshot of what our 2018 looked like,
we registered 160 programs last year,
had over 23,000 participants, over 3,200 individual
unique program staff.
Some of those program staff, a large number
of those program staff actually worked multiple programs
throughout the year.
So you can see there are a lot of moving pieces to this.
We had about a 50/50 split between Athletics
and Academic Affairs, with a few programs
coming in under some of our other divisions,
Student Life had a few, those in Finance and Operations
are actually programs that will be under Student Life
for next year, that group moved.
Community Affairs, Research, some of those just had a few,
but just to give you a quick snapshot
of where our programs are.
And now we'll go ahead and dive into
what is actually new for 2019.
I hope that you will be pleased
with a lot of the developments we've come up with,
we've tried to put an eye to making things better
for our end users and make things more transparent
so that you always know where you are in the process.
And you'll see some of those things play out
as we go through.
Our registration timeline, a lot of times
people ask, "How early do I need to register my program?"
Our suggestion as best practice
is to register that program before you start
sending out advertisements and enrolling participants.
That lets us have the ability to help you
go through your plans, through your documentation,
through your agendas, your waivers, your handbooks
and all that stuff and make sure
it all meets university standards
before you publicly send it out.
It's not a win for us if you have to retract something
that you already sent out and replace it
with something else.
We'd rather get on the front end
and help you get it to where it needs to be first
before it goes out, and then we have to get into that messy
business of changing the message.
So best practice is to go ahead and register early.
Please keep in mind that you do not have to know
who your staff are to be able to register your program.
Staff comes separately and that's a later step.
So as soon as you know what you're doing,
it's a good idea to go ahead and register.
Now, the policy has a minimum requirement
that you register at least eight weeks prior
to the start date of the program.
But we find at that point a lot of people
have long since put things out
and they've registered participants,
and at that point it makes it very messy
and very difficult for us to try to course correct,
so best practice is to go ahead and register early.
We do have some new resources for you this year.
We've developed a parent handbook template,
this is available out on the Youth Protection webpage.
We found that there were a lot of programs
that when we asked them to provide us copies
of the information that they've provided to parents,
that was kind of tricky.
Some of them would give us a very high level flyer
that gave the dates and times of the event
and maybe told them who to make the check out to,
but they didn't really hit all the things
that we need to be communicating out to parents
to make sure that we're serving them properly.
So we thought that the best thing for us to do
would be to give you a starting point.
So we created this handbook,
it is fully meant for you to customize it
to fit your program.
We've got it prefilled with all the things,
all the sections that you need to communicate out
to meet basic standards.
And then we provide some places where we prompt you
to go in and fill out the information
that's specific to your program.
So you can rebrand it, you can do whatever you need
to that way, but it gives you a starting point
so you're not having to reinvent the wheel.
The next thing that we've come out with this year
is some help for our program directors
who have to manage ADA accommodations,
maybe you have program participants
who indicate that they have some sort of special need
that they need assistance with while they're at camp
or are participating in your program.
So we looked at that, we talked it over
with the Office of Counsel.
And since ADA is a legal requirement
that we must provide reasonable accommodations
to our participants, we decided that to help you out
that we would designate somebody in our department,
her name is Isabelle Holcombe, and she will help you
to get the documentation in place
that we need to show that we're in compliance with the law.
And she will help you with that two-way
collaborative process that the law requires
to make sure that we're reaching out
to those parents and finding out what it is
that we need to do to help their child
participate in the program.
So we're the central contact, we'll coordinate
with different service providers on campus
to help you get what it is that you need.
We'll help document the arrangements.
But in the end, we're going to tell you what the kid needs,
we're going to work with their parents
and figure out what they need, we'll come back
to you as the program director and we'll communicate that
with you, we'll work with you collaboratively
to see what it is that makes sense in your program
to accommodate that, and then we'll document
what that final solution is going to be
and communicate that back out to all the involved parties
just to make sure that everybody's clear
about what we're going to do
and how we're going to manage things.
So that's what our role is, we're helping
to figure out what the solution needs to be,
and then it's up to the program to implement that solution.
That's why we're going to be as communicative as possible
to make sure that you know what's going on
and that you're okay with it,
but we're kind of taking some of that burden off
of our programs to call all these parents
and have those conversations.
Our medical information form that's available
out on our website includes a section
where it asks about what sort of special needs
the participant might have, if they need accommodations.
When you get that form in, you can send that form
directly to us.
As you register your program, Isabelle will reach out to you
and she'll give you a box folder
where you can upload those forms as they come in
and she can get started on that process.
So she'll contact those parents
and start discussing needs and get that taken care of
as early on as possible.
Ideally, we need to get those forms back
as soon as they register we need to go ahead
and ask them to fill out that form
because some of the accommodations
that they might request actually take time.
So if you have someone who's deaf
and they need a sign language interpreter,
we don't just have a whole crew
of sign language interpreters just waiting for a phone call,
we actually have to make arrangements
and schedule somebody to come and be available,
so we do need time to make arrangements
for certain types of accommodations.
Now, for those of you who are working
with external programs we kind of split
the responsibility of accommodations with you.
We will take care of the accommodations
that have to do with facility needs,
so if you have somebody in a wheelchair
and they need a ramp or something like that,
maybe it's somebody who's deaf
and they need to make sure that the residence hall
that they're in has the smoke alarms
that flash a light as well as an alarm,
things like that we will help to arrange,
but if it's something that deals
with the actual content of your program
we don't really have any control over that,
so we would have to rely on you as the third party
to make your own accommodations for that sort of thing.
We're here as a consult if you need recommendations
or suggestions, and we can help you source
some resources if necessary,
but in the end third parties are responsible
for their own content-related accommodations.
I feel like I've been going pretty fast,
do you guys have any questions so far
about the things that we've covered?
I see a no, that's good, okay.
Well, if at any time you do, just go ahead
and pop 'em in the chat or speak up,
I'm happy to stop at any time for questions.
The next thing that will be new for 2019 are site visits.
We've always had it in the policy
that we may visit sites to check with you guys
and see how things are going,
but that is something that we will be putting
a little more emphasis on this year
we'll be getting started with that.
This is not a game of gotcha, okay?
When we come out to visit your program,
we're not intending to try to throw some sort
of surprise white glove inspection, okay?
If it's just a routine visit,
we're going to let you know in advance,
we want to know where you're going to be
and when's going to be the best time for us
to be able to come.
So we'll let you know when we need to come,
we just need you to work with us
and help us figure that out.
And when we come,
our goals are,
honestly, we work in a different side
of youth programs, so we don't get to see
the day-to-day operation of the program
so it's kind of hard for us to anticipate
what your needs are going to be.
So we'd like to come out and get a little more familiar
with what your challenges are day to day
so if there's something that we can do
that helps relieve some of those pain points,
we can't help if we don't know.
We also want to look for things
that we can do to serve you better,
to give you better tools.
And then, naturally, we are compliance,
so we do have to come out and check
and make sure that those things that you told us
on the registration that meet university standards
are actually the things that are happening
in the real world, so we will be coming
to look and make sure that standards are met.
After that visit is over we'll provide a report
back to the program director as well as
the coordinating contact for your college or division
just to make sure that everybody knows,
and that'll be both the good and the bad.
If we see good things, we're going to brag on you.
If we see areas where we might could improve,
we'll bring that to light as well.
And then our final big change for this year
is how we're going to manage background checks
for external programs.
So if it is a program that is not owned
and operated by the University of Alabama,
we, my department, Sarah, will no longer manage
the background check process for those programs.
What that means is those programs will have a choice.
Our policy still requires that background checks
have to happen and they have to be done
within 12 months of the start date of the program.
So you get two options, you can choose
that, hey, we've already done background checks,
we know that our background checks meet your requirements,
we've recently done them, so we'll take
the responsibility for that going through our vendor,
we've already paid for 'em, we're good to go.
And then we'll ask you to sign a certification statement
saying how you plan, that they have been done
or will be done according to university standards.
The other option, to try to ease this a little bit,
the other option is that the third party
can choose to go through the university's vendor
for background checks, which is risk mitigation,
and the university will pick up the bill
for those background checks that are run through our vendor.
So our vendor knows what university standards are,
they know what things that need to be reviewed
and they will help you in that process.
They will set up a portal that the third party contact
will be able to access and initiate
all those background checks.
My office will not be involved in that in the slightest,
we will not see the background check results,
we will not be in your portal,
that is separate and that is between you
and Risk Mitigation, all we get
is the bill at the end, okay?
We'll take that bill and check it up
with the training records that we have
because we will still be responsible
for helping you with training,
because the training that we require
is specific to the university, it's how to report
possible child abuse through our channel
since you're going to be on our campus.
So that's why we're going to
keep that training responsibility,
so we'll still need your staff list,
but the background checks you'll manage on your own
and just certify to us that they're done, okay?
Any questions there?
I know that's a pretty big change.
Okay.
All right, well I'll keep moving,
thank you for giving me some feedback.
So the next thing that I wanted to show you all
is our actual registration form
so that you can get an idea of how that works,
so give me just a second to change that share over.
Here we go.
Get these out of the way.
Okay, so can everybody see the form now?
You see the registration form?
Somebody give me a green check, yeah, great.
So I actually want to start with the dashboard here.
When you are ready to register a youth program,
you'll go out to the Youth Protection website
and you'll see the same button that you saw before
that said register a program.
When you click it, this is where you'll come.
You won't see near as much of this stuff,
it'll look pretty blank to you
because you don't have all the, I get to see everybody's.
But you'll come here and this button up here,
the new Youth Protection program registration request,
that's where you'll click to initiate a registration.
And I realize I should specify,
this form can only be accessed by people
who are UA related, you have to have a myBama user account
to be able to access this form,
so our third party programs will have to have
a university department and contact
who's willing to claim them and shepherd them
through this process.
So that university contact would be the one
that fills this form out for any third party
or external programs.
So once you click that button it will open up this form.
I've cheated a little bit and prefilled it
so that you guys can see what this should look like.
You come in, you'll have to give the program a name.
This form directly interfaces
with our administrative tracking system,
so every program has to have a unique name.
So if you offer the same program three times a year
every year, we need to get a little more specific
in how we name it, it could be summer 2019
stuck on the end of it or fall 2019.
You just have to be a little creative
to make sure that they're different,
that every program has to be different
if it's not it will give you an error message.
Then we move on to the program owner
where we specify is this an external program
or a UA program.
If you think you're in this other box,
please give me a call before you register this program,
I'd like to talk that through with you
and see if we can figure out how we need to manage that.
So, I see we have some external folks on the call,
so I'm going to go ahead and choose that.
When I choose external it's going to ask me
for the entity, and this is where
we put in the legal name of the entity
so that's the name that would have to match
with the insurance certificate that comes in later on,
so that's why it's important to give us that legal name.
Then we will identify what UA college or division
is claiming this program, what department
it's associated with, and then this UA contact name
and email address, that's going to be prefilled
based on the user who's signed in to the form,
so this is not editable, this is just prefilled information.
Then we get to the actual contacts for the program.
We realize that oftentimes the person
who's filling out the form is not actually
the person who's primarily responsible for the program
so we wanted to find a way to differentiate that.
So you'll go in and list all the different contacts
that are responsible for the program.
There are different roles that can be selected here.
We do require there's at least one person
identified as a program director,
and then you can use these other roles
if you have other people that you want to be included
on the communications about this program.
Everybody who's listed here will be included
in the communications that come back
about the program.
Then we'll move on where you'll provide us
a brief description of what you plan to do,
what is the format, is it less than four hours,
is it a full day but not overnight, is it overnight.
Then we have this section is new,
the program classification.
That gives us.
Excuse me, I'm sorry.
That gives us some data points that we can track.
We often get asked for numbers.
Hey, can you tell us how many
of the registered programs were athletic in nature,
how many of them were a class requirement?
And things like that, and we weren't collecting
those data points, but we thought, hey,
we can throw some check boxes out here
and you guys can self-identify where your program stands,
so that's what that's about.
Then we get to the schedule section.
This is where you specify when your program
is actually being held.
It does allow you to enter multiple sessions,
but let's all, we need to be very clear
that when you put multiple sessions on the same form,
those sessions must have the exact same activities
with the exact same age group of participants
and the exact same staff working that program.
So we see events where we'll have
the first week of July we have a group in
and it's a high school group and they do
a set agenda of activities.
And then the second of July we have another group
of participants, they're all high school kids,
we have the same staff working that second group,
we were doing the same stuff,
the only thing that changed were the faces of the kids.
That can come in on one registration,
that is perfectly fine.
However, if the first session is for middle school
and the second session is for high school,
chances are those activities are not
going to be exactly the same.
Also, the ratios for supervision would not be the same.
So we don't put those on the same registration.
Okay, fair enough?
We wanted to find a way to help people
that it is exactly the same program,
that's why we let you do multiple sessions,
but we did have to draw that distinction.
If they're different, they need to be evaluated separately.
So, the next section would be where we identify
where the program's being held, on campus, off campus,
partially on, partially off,
what's our actual primary location,
where else are you going, we have a lot of programs
that have field trips or they spend most of their time
in one building but part of the day somewhere else,
so if we needed to find you and your kids,
where would we go?
And then our transportation folks need some information
about what sort of traffic flow
we're going to be looking at,
so how are participants arriving
and leaving from the program?
You know, it's important to know
if we've got 500 kids that are showing up
and you've given them a one-hour window to check in,
we're probably going to need some assistance
for traffic control with all those parents
showing up at one time, so that's what this is about.
Then we need to know if there's transportation needs,
if our transit folks need to help you out,
they need a heads up and that's
what these questions are about.
Then we specify the details about the participants,
how old are these participants, how many do you have
in each age group, and then based on the answers
you've given above it applies the ratio
that's appropriate for your age groups
and the timeframe of your program.
Overnight programs have a different ratio
than day-only programs.
And then it's going to give you an estimate
of how many staff you need for the number of kids
in the age groups that you've specified.
Now, this is assuming that all of those kids,
that the age groups will be kept separately.
So if you actually intend to put them all in one group,
you need to calculate that based
on the youngest members of that group.
So if you had really young kids
in the group with older kids,
you still have to use the ratio
for the really young kids, okay?
Then we ask for a brief description
of who are we inviting to this program,
who are we trying to reach here.
Sometimes it's pretty broad and it's high school juniors
and seniors, or it could be high school juniors
and seniors that participate in advanced placement courses,
or middle school beginning band students,
or there could be all sorts of things,
but that's what we're looking for
is who is it that you're trying to get
to participate in this program.
Then the next section is where you indicate
what sort of campus services you'll need for your program.
So we go through questions about Bama Dining,
housing and residential communities, parking,
university recreation, bless their hearts,
UREC is always getting people showing up
that they never knew were coming,
they just show up and expect to be able
to use the rec center.
So we need to give them a little leg up
and help them be prepared, so that's part of why
we're asking for a positive confirmation, yes or no,
do you intend to use these services?
Also traffic control, Crimson Rider transit,
and then grounds, if you intend to have outdoor activities,
chances are you're going to need a grounds use permit.
So we give you all those instructions
based on the answers you choose,
if you say no you don't get that instruction,
but when you say yes, it pops up.
We also provide these instructions
in the confirmation email that you receive
after the form is submitted.
So we're trying to cover our bases
and make sure you know what additional steps
are necessary to set up those services.
Then we get to the program documentation section.
We expect, it is the baseline expectation
that you will use the standard liability form,
our medical information form, our medication management form
if children are bringing medications to camp with them,
and if they're doing that, we need to be using
a medication administration record
where we keep track of who we gave medication to,
and then the emergency plan,
these are standards that we expect of all programs,
and if you plan to use that, all you have to do
is indicate that with a confirmation
that this form will be used.
You do not have to attach our template
back for us to review.
We know what's in that template, we know it's good, okay?
However, there are some programs that,
we have a program that they work with foster children,
so our standard liability release doesn't work for them
because there's certain language
that the guardians of the those foster children
can't agree to.
So if that is the case, if some sort
of alternate form is going to be used,
you're going to have to attach that
to this registration, and I'll show you
in just a second where that goes,
to make sure that we can get that evaluated
and make sure that it's going to
meet the university's needs.
Occasionally, there'll be a program
where if your program is less than four hours long
you don't have to get a medical information form.
So that's where you would use the not applicable
to my program.
You don't get to say that just because you don't want
to deal with medication, if it is over four hours,
you're going to have to deal with it
if you have participants who have that need.
So we need to make sure that you're properly equipped.
Okay?
So, moving on, we talk about on the form,
the information sent to parents,
and you all, this is probably my biggest regret
on this form right now is that this is not huge,
and it may end up being huge in future versions,
but this is where we give you the link
to that participant handbook.
Everybody has to attach their
parent communication information,
okay, that comes right down here in this next section.
We give you a detailed point-by-point
of everything that needs to be
in your parent communications.
If you want to start with ready-made
you can download our template
and customize it for your program,
but everybody has to have something.
And you all, I don't want to see it just for me,
I want to know that you're also sending that out
to the parents, okay?
So these are the things that they need
to be told at a minimum.
So that's what we're looking for
in that parent communication.
Next, in documentation, if you are third party program,
an external program, there's a couple of additional things
we need from you.
One would be the insurance certificate,
and that link takes you out to UA's requirements
for insurance.
And then we need a copy of your contract,
or permissive use agreement.
We have been working to revise our permissive use agreement,
so it may be that some of our programs
have a permissive use agreement and not a contract,
but whatever agreement you have signed with us,
we need a copy of that here as well, okay?
So the attachment section, pretty simple and easy to use,
you click add, you name what it is,
and then you attach your files,
pretty simple and easy to use.
The next section is where we identify for external programs.
Since I checked the box at the top,
that this was an external program,
it adds this section where we ask,
how do you want to manage your background checks,
do you want to do them yourself and pay the bill yourself
and just deal with it on your own
or do you want to go through our vendor
and let us pay the bill?
So that's your two choices there.
And then this last little bit,
the affirmation section, these are just
some pieces of information that we need
to make sure that you know.
So we added check boxes by every single one of them,
I know that's annoying, but it's kind of annoying
with a purpose to make sure everybody
has to slow down for just a second while you're
in this section and hopefully read the information.
Once you get down to this point,
you can, if everything's complete,
you go ahead and hit submit and that will start it
into the approval workflow.
Sometimes though, people get into it
and realize, oh no, I don't have all that documentation
that they need, I need to save this and come back it,
and you have that option this year,
this has not been an option in the past
and I'm so thrilled, I've never been so happy
about a save button in my life.
But you can save your progress and come back to it
and finish filling it out later on.
So do you all have any questions about the form itself?
I'll give you just a second.
Okay, I'm getting some no's,
I'm taking that to mean that you all got this.
If you do think of any questions later on
you're welcome to bring that back up
and I'm happy to talk about that with you at any time
or one-on-one if you prefer to do that as well.
So, I'm going to move us back to our
original slideshow,
everybody see my slides now?
I hope so.
okay, yep.
All right, so after you submit that form,
it goes into an approval workflow
and I'm not showing you this to make you think
you have to memorize this and be overly concerned with it,
but I just wanted to illustrate that there are many steps
that have to be completed before we can actually tell you
that your program is approved.
But, when you go to that dashboard
where you logged in to complete your registration,
you will be able to see on that dashboard
where your form is in this process.
So it will tell you if it's pending college
or division review or pending housing or whatever,
so hopefully that'll give us a little more visibility
into what's happening with your form,
but it does have to go through several steps.
We send out notifications to our partners
that provide services to accounts
based on what you've selected on the forms,
so if it's not an overnight program
we don't involve housing.
If you have indicated that you're not using
university recreation we're not going to bother them
with a notification.
But I do want to show that the staff information piece
is kind of a side step to the main progression
of your registration form.
So as soon as your form is submitted,
you're going to get a confirmation email
and we're going to ask you to go ahead
and send us your staff information form.
Now, we understand that if you're registering this
four months in advance, you don't have
your staff finalized just yet, that is perfectly fine.
But we go ahead and send that invitation
so that you know that that's what the next step is,
and you have the link to the form
so you'll have it in advance while you're collecting
that information.
Then once your form is submitted,
that's when we contact them to initiate training
and background checks for UA programs
and start that reporting process.
Then this step here, the CERA final review,
our department's final review is usually
where programs hang out for a while,
because that's where we're waiting
for all the program staff to get trained
and background checked before we can give
the final approval for the program.
We do our best to get that done as quickly as possible,
but we are at the mercy of those staff clicking those links
and getting that completed, so we'll do our best there.
If you are waiting for us to review your information
before you start to advertise your program,
once you see that it's waiting for CERA final review,
your documentation is good at that point,
we're just usually waiting for that staff piece
to come in, okay?
Is that fair enough?
So this is a sample of what that confirmation email
will look like, there's a lot of information here,
and I'm sorry if it's overkill
but we don't want to be guilty of not telling you
something that you need to know.
So it identifies that your next step
is that you need to complete your staff information form,
email it to our Youth Protection inbox.
By the way, that's where we prefer to do all
of our youth program communication.
If you have questions, send it to Youth Protection,
we have several people who review that inbox
and that makes sure that you get an answer
as quick as possible, and it also makes sure
that everybody on our team is on the same page
and we're all aware of what's going on.
So if you would, please use that
youthprotection@fa.ua.edu email address
when you're sending things over to us.
And then you can see later on in that email
it gives you all that information from the form
about those additional service providers.
This email that the confirmation comes from,
the k2surp, that is something we really don't have
any control over, because that's the system-generated emails
so just be aware that that's where
you'll see that come from.
If we get it, if we get your registration
and we see that there's some things
that maybe need some additional attention,
things that may need to be corrected,
we can send that back to you
and you'll get an email that looks like this one
that says some things need to be changed,
and we'll provide comments on that
that indicate what it is that we're talking about.
So you just scroll to the bottom of the form
once you open it back up and you'll see comments there
that explain what it is that need to be changed.
And if at all possible, please get that back to us
as soon as you can, we want to get this turned around
for you as quickly as possible
and things not to get tied up.
Okay, I see that I have a raised hand
and I see a question in the chat,
so I'm going to go with the chat question,
are coaches that come with a team
to a third party camp considered staff?
If they are working with children,
we consider them to be staff.
If your entity is already running background checks
for them, it's possible that we could do
a certification statement and show
that they've already done their background checks,
it just depends on the circumstances.
I'm happy to talk that through with you
depending on your specific situation,
but most of the time when we have situations like that,
those coaches that come with a specific team,
they're housed in the same environment with the other teams
and so they have access to kids other than the kids that,
I mean, our thought process is the ones that they come with,
the parents know that coach
and they already trust that coach,
but the kids from the other teams,
their parents don't have that opportunity,
so that's why we want to play it safe
and make sure that everybody that's working with kids
in the camp are appropriately checked.
But naturally we can talk through those specifics
of the situation, it may be that there's
some other factors that need to be considered.
Okay, anybody else have any questions
while we're stopped?
I'm taking that as a no, but stop me
if you need to, it's fine.
Once you re-submit a form, if we return it to you
and you make changes when you submit it again,
it starts that workflow back over,
that way everybody's in the loop
on what the changes are and we can get
a good review and move it forward.
So once you finally get past that last step
and your program is finalized,
you'll get an email that has a copy,
a PDF copy of the form,
as well as some additional instructions.
When your program is approved, you are not done with us.
We also, at the conclusion of your program,
need to collect from you your final participant list,
your signed waivers from all your staff
and your participants, and, yes, I did say staff.
We expect that if the staff are in the same environment
as the participants that they are experiencing
the same risks.
If you are standing under a pyramid of cheerleaders
they can just as easily fall on you as they do each other,
so we want to go ahead and get signed waivers
from everybody.
We'll also collect our medical forms
from any programs that are longer than four hours.
If there are any accidents or incidents
that need to be recorded or documented,
there are processes for that and we want you
to be aware of how that works, we have a page set up
that walks you through the different types of reports
that you might need to submit.
If you're not sure, you can certainly call our office.
But we would need copies of any of those
types of reports so that we can put it all to bed
and archive it together in case there's ever
any questions down the road, if a claim were to come in
or anything like that.
So that's what we're going for is to create
that sort of time capsule for your program.
So whether it's approved or declined or whatever,
you will get a finalized notification.
I mean, the vast majority of our programs are approved
and that's how we want it to be,
we don't want to decline people,
but if it gets down to the wire
and the program's about to start
and there are things that still haven't been done,
it's possible that you could get declined
and all of that gets reported up
to our administration so that they're aware
of the history of our program,
so just so you know what happens with that.
And that is the end of what I had to present to you all,
are there any other questions, any other topics
that you were hoping we'd touch on,
anything you didn't quite understand?
Give you a second.
I'm not seeing anything pop up
so I'm thinking that means you're good,
in which case I thank you very much for participating today.
If there are ever any questions,
please don't hesitate to reach out to me
or the rest of the Youth Protection staff.
We're here to help you to make sure
that our participants have a good experience
and enjoy the program, we have some really cool things
out there and I'm always amazed every year,
this is my third year of seeing these registrations
come in and I'm always amazed at the cool things
that people come up with, and we just want
to help you be successful, so if there's something
we could be doing to help you, we want to know about it.
But with that, I thank you very,
and I hope you have a great day.
For more infomation >> Chelsea latest news: FA Cup is key for both Chelsea & Man United - Duration: 2:18. 
For more infomation >> No Room For Clichés. Royal Air Force Advert 2019. - Duration: 0:42. 
For more infomation >> Accused hit-and-run driver: 'I'm sorry for what I did' - Duration: 5:29. 
For more infomation >> New Tech Students Select Midwest Honor Flight For Project - Duration: 2:43. 
For more infomation >> Officer's lifesaving answer to infant's cry for help - Duration: 1:52. 
For more infomation >> THON Routes for CATA - Duration: 0:36. 
For more infomation >> ACLU Director running for Attorney General - Duration: 0:51. 
For more infomation >> Green Truck back open for business - Duration: 0:22. 
For more infomation >> MS-13 gang member sentenced to 55 years for murder of Lynchburg teen - Duration: 0:56. 
For more infomation >> DeSantis announces plan for new scholarship program - Duration: 2:19. 
For more infomation >> Boost Mobile cuts ribbon for first Fairmont location - Duration: 0:54. 
For more infomation >> Monologues raise funds for victims of violence - Duration: 3:17. 
For more infomation >> Haley Toyota's Keys to the Game and Subway Wrap for 2-15 - Duration: 3:36. 
Không có nhận xét nào:
Đăng nhận xét