Youth Program Sponsors

All employees and volunteers of youth programs (Youth Program Personnel) are considered mandated reporters.

Position/vacancy announcements and descriptions for all positions designated as mandated
reporters must clearly state mandated reporter responsibilities in language similar to the following:

“The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.”

Position Applications
All position applications for program administrators, staff, and volunteers who have access to youth or oversee programs where youth are present must be designed to screen for potential risk of misconduct or abuse.

References
All applications for program administrators, staff, and volunteers who have access to youth or oversee programs where youth are present must include a minimum of three references, at least of one of which is personal.

Interviews
All interviews for prospective University administrators, faculty, staff, and volunteers who have access to youth or oversee programs where youth are present must be face-to-face interviews that use behaviorally based, standardized questions designed to screen for potential risk of misconduct or abuse.

All sponsors, administrators, faculty, staff, and volunteers who have regular and/or direct contact with minors in a youth program (Youth Program Personnel) are required to undergo a multi-state criminal background check and fingerprinting prior to being in contact with youth program participants. 

Youth Program Sponsors are responsible for ensuring that this requirement has been met prior to the start of the youth program.

The Department of Employee and Organizational Development and Advancement (EODA/HR) administers background checks and the University Police Department (UPD) conducts livescans (fingerprinting) for University administrators, faculty, staff, and volunteers. Background checks and fingerprinting for CPP volunteers must be mandated by the Program Sponsor. 

Auxiliary and third-party Youth Program Sponsors are responsible for providing their Youth Program Personnel with background checks and livescans/fingerprinting services. The University does not provide background checks or livescan services to auxiliaries or third parties. A list of livescan locations can be accessed on the State of California Department of Justice website.

No individual shall be permitted to be in direct contact with youth participants or have a defined role or responsibility where youth participants’ personal identification information is conveyed, if said individual does not have a verified, clean criminal background check.

Youth Program Sponsors are required to have their Youth Program Personnel sign statements that acknowledge their status as mandated reporters prior to working at a youth program.

Youth Program Sponsors may be required to provide copies of these statements to the Office of Risk Management as part of program compliance reviews.

Youth Program Personnel who do not sign a Mandated Reporter Acknowledgement Form will not be allowed to participate in the youth program.

Employees/Staff
Youth program employees are designated as general reporters and must sign a General Mandated Reporter Acknowledgement Form. To access the form, click the link below.

General Mandated Reporter Acknowledgement Form [Click to Download]

Volunteers
Youth program volunteers are designated as limited reporters and must sign a Limited Mandated Reporter Acknowledgement Form. To access the form, click the link below.

Limited Mandated Reporter Acknowledgement Form [Click to Download]

This includes parents/guardians on behalf of their minor children and all participating adults, volunteers, hosts, and parent/guardian chaperones.

Individuals who do not sign the waiver may not participate in the activity.

To download the CSU Release of Liability, Promise Not to Sue, Assumption of Risk & Agreement to Pay Claims form, click the link below.

CSU Release of Liability Form [Click to Download]

Minors may not participate in a youth program until the parent/guardian completes, signs, and returns the form to the Program Sponsor.

To download the Medical Authorization Form, click the link below.

Authorization to Consent to Medical Treatment for Minors Form [Click to Download]

No picture, video, recording, or image of any kind of a minor may be publicly used by the University or Program Sponsor unless an image release form has been signed by the minor's parent/guardian.

To download the image release form, click the link below.

CSU Visual/Audio Image Release Form [Click to Download]

• Signed Video/Audio Image Release Forms for Program Participants
• Signed Code of Conduct Agreements for Program Participants and Parents/Guardians
• Signed Medical Authorization and Treatment Forms for Program Participants

Release of liability documents must be retained for 3 years following the conclusion of the program for parents/guardians; and, for minors, for 3 years after they turn 18 years old. Release of liability documents may be preserved electronically after the activity ends. If the waiver has been used to respond to a claim, the Program Sponsor must retain the original waiver.

• Youth program Personnel contact information
• Youth program Personnel background check results
• Signed Mandated Reporter acknowledgements for all Youth Program Personnel
• Signed Code of Conduct Agreements for all Youth Program Personnel

Auxiliaries and third parties wishing to sponsor a youth program must carry the University Required Insurance Coverage, including Abuse and Molestation Liability Insurance written on an “occurrence” basis.

For more information, contact the Office of Risk Management.

Third-party organizations and facility rentals must submit a standardized written document that holds the University harmless. These expectations are outlined in the CSURMA Contracts Involving Minors Resource Guide located on the CSURMA website.

To download the Hold Harmless Agreement, click the link below.

Hold Harmless Agreement [Click to Download]

To access the Office of Risk Management's Youth Program Registration Form, click the link below.

Youth Program Preliminary Registration Form [CLICK HERE]

Youth Program Personnel, including Program Sponsors and Administrators/Directors, must complete training courses on identifying and reporting child abuse and neglect. All Youth Program Personnel must complete a minimum of three (3) mandated reporter and youth protection training modules before they will be allowed to operate or participate in any youth programs.

Youth Program Sponsors are responsible for ensuring that all training requirements are met prior to the start of the youth program.

CPP Sponsored Youth Programs
CPP Program Sponsors are required to use the trainings listed in the CPP Youth Protection Training Matrix. To view/download the training matrix, click the link below.

CPP Youth Protection Training Matrix [Click to View/Download]

Auxiliary and Third-Party Sponsored Programs
Auxiliary and third-party sponsors of youth programs are responsible for mandating, conducting, documenting, and tracking the completion of the required training by Youth Program Personnel before they begin working with youth.

• Mandated reporter protocols for suspected child abuse, sexual assault, or child pornography
• Appropriate interactions with and supervision of youth
• What to do in the event of a crisis or emergency
• Prohibition of retaliation against those who report allegations of misconduct or inappropriate conduct

Youth programs are required to maintain American Camp Association (ACA) recommended staff/volunteer-to-participant supervision ratios. A minimum of two Chaperones must be present throughout the program, regardless of total participant count and activity.

• One staff member for every six youth participants ages 4 and 5
• One staff member for every eight youth participants ages 6 to 8
• One staff member for every ten youth participants ages 9 to 14
• One staff member for every twelve youth participants ages 15 to 17

• One staff member for every five youth participants ages 4 and 5
• One staff member for every six youth participants ages 6 to 8
• One staff member for every eight youth participants ages 9 to 14
• One staff member for every ten youth participants ages 15 to 17

• Staff training that works to minimize 1:1 camper/staff interactions
• Procedures that require two Chaperones to be present throughout the program, regardless of total participant count and activity
• Procedures that require more than one adult to be involved in any communications with youth in private areas (e.g.: restrooms, bedrooms, study lounges, and similar areas)
• Procedures that require more than one adult to be involved in any electronic contact with an individual or single youth

Youth programs that include both accompanied and unaccompanied minors must follow ACA supervision ratios, focusing staff and volunteer attention on youth who are unaccompanied by a parent/guardian.

Adhering to supervision ratios is not required when a program requires or reasonably anticipates that ALL youth participants will be accompanied by a legal guardian or a legal guardian’s authorized appointee.

All Youth Program Sponsors are required to develop and administer program-specific handbooks/manuals to all Youth Program Participants and their parents/guardians.

• Clear protocol for areas of drop off/pick up and release of minors
• Rules that identify areas of the program facilities that participants are restricted from entering and/or equipment that participants are restricted from using
• Procedures for notifying a youth's parent/legal guardian in case of emergency, including medical or behavioral situations
• Information for parents/legal guardians on how to contact the participant during the program
• A description of the process to be followed if a participant, group leader, or other individual associated with a youth program is alleged to have violated University policies or program rules, including the process for dismissal and removal from the program and the process for how a participant who has been dismissed or removed from the program early is picked up by a parent, legal guardian, or other responsible adult.
• Housing-specific policies, if applicable, addressing:
  • Curfew time that is age-appropriate for participants
  • In-room visitation by participants of the opposite gender
  • Visitation by non-participant guests (visitations should be restricted to public spaces in the building and only during approved hours specified by the program)
  • Requirement that separate accommodations are to be provided for Youth Program Personnel and youth, except when youth are housed with their parents or guardians
  • Requirement that program participants, staff, and volunteers must comply with all security measures and procedures specified by CSU Police and Housing Services
• Prohibition against possession or use of alcohol, tobacco, drugs, fireworks, guns, other weapons
• Rules about when participants may leave campus during the program
• Clear statement that no violence, theft of property, sexual abuse, or other sexually inappropriate behavior of any kind will be tolerated
• Clear statement that violations of the University Anti-Discrimination Policy will not be tolerated
• Clear statement that hazing and bullying (physical, verbal, or cyber-bullying) will not be tolerated
• Clear statement that misuse or damage of University property is prohibited, and participants may be financially responsible for damage or misuse
• Prohibition against the inappropriate use of cameras, imaging, and other digital recording devices, including smart phones, tablets, and mobile devices, in showers, restrooms, locker rooms and any other areas where privacy is expected by participants

To download a template that can be customized to meet the specifics of different youth programs, click the link below.

Handbook Template for Program Participants [Click to Download]

While not required, Youth Program Sponsors are encouraged to develop and administer program-specific handbooks/manuals to all Youth Program Personnel.

To download a template that can be customized to meet the specifics of different youth programs, click the link below.

Handbook Template for Program Personnel [Click to Download]

Mandated reporters are personally and legally responsible for determining when reporting is required and following CPP reporting procedures.

All administrators, faculty, staff, students, volunteers, and third-party organizations who work with youth on campus and/or administer Youth programs, including all Youth Program Personnel, are mandated reporters and must follow CPP’s reporting requirements and procedures.

All mandated reporters must be notified of their status, reporting obligation, and requirement to complete training on the identification and reporting of child abuse and neglect.

What to Report:
A mandated reporter should suspect child abuse or neglect whenever it is objectively reasonable to do so. Facts upon which a reasonable suspicion may arise do not have to have been witnessed by the mandated reporter but can be learned from other sources.

• Physical abuse, meaning physical injury other than by accidental means
• Sexual assault, including sex acts with a child, intentional masturbation in the presence of a child, child molestation, and lewd or lascivious acts with a child
• Sexual exploitation, including acts relating to child pornography, child prostitution, or performances involving obscene sexual conduct by a child
• Neglect meaning the negligent treatment or maltreatment of a child by a parent, guardian or caretaker under circumstances indicating harm or threatened harm to the child's health or welfare
• Willful harming or injuring or endangering a child, meaning a situation in which any person inflicts, or willfully causes or permits a child to suffer, unjustifiable physical pain or mental suffering, or causes or permits a child to be placed in a situation in which the child or child's health is endangered
• Unlawful corporal punishment, meaning a situation in which any person willfully inflicts upon a child cruel or inhuman corporal punishment or a physical injury 

Confidentiality & Immunity:
Mandated reporters cannot be held civilly or criminally liable for their reports. They enjoy immunity from prosecution for their reporting of suspected child abuse. Both the identity of the person who reports and the report itself are confidential and disclosed only among appropriate agencies.

Failure to Report: 
A mandated reporter who fails to make a required report, or any administrator or supervisor who impedes or inhibits a report, is guilty of a misdemeanor punishable by up to six months in jail, a fine of $1,000, or both. Where the abuse results in death or great bodily injury, the mandated reporter who fails to make a required report or administrator or supervisor who impeded or inhibited the report is subject to punishment of up to one year in jail, a fine of $5,000, or both. Any administrator, employee, or volunteer who has knowledge of a staff member who was designated to report an incident, but failed to do so shall thereafter make a report of the incident.

• The University Police Department
• The County Sheriffs’ Department
• The County Probation Department (if designated to receive mandated reports)
• The County Welfare Department (Child Protected Services)

For observed or suspected abuse or neglect occurring on CSU premises, at an official activity of, or at a program conducted by or affiliated with the CSU, mandated reporters are encouraged, but not required, to also notify their supervisors or other appropriate administrators. However, reporting to a supervisor, a coworker, or any other person is not a substitute for making a mandated report to one of the agencies listed above.

• Your name, business address, and telephone number as the mandated reporter
• The child's name, address, and present location
• The name(s), address(es), and telephone number(s) of the child's parent(s), guardian(s), or caretaker(s)
• The source of information that led to the suspicion of child abuse
• The name(s), address(es), telephone number(s), and other personal information of person(s) who might have abused the child

Campus Human Resources is responsible for assisting mandated reporters in carrying out their reporting responsibilities including taking measures, if necessary, to ensure that mandated reporters are not impeded in performing their duties. Suspected violations of law must be reported to the University Police Department or other appropriate agency.

To download Form SS 8572, click the link below.

Form SS 8572 [Click to Download]

Program Sponsors and Administrators/Directors must take violations of CPP’s Youth Protection Code of Conduct seriously.

If an allegation of misconduct/inappropriate conduct or violation of the University’s anti-discrimination policy is made against University staff or volunteers, the staff or volunteer must be immediately removed from all further participation in any programs and activities until the allegation has been satisfactorily resolved.

In addition, Youth Program Personnel who engage in behaviors/activities that are prohibited in the University’s code of conduct may be subject disciplinary action in alignment with ELR and Title IX processes.

University administrators, staff, and volunteers are prohibited from retaliating against youth, families, parents, guardians, and staff/volunteers who report allegations of abuse, misconduct, inappropriate conduct, or violations of the University’s anti-discrimination policy.

Youth Sponsors are responsible for ensuring that Youth Program Personnel follow mandated child abuse reporting procedures and that any observed or suspected abuse is reported to the proper external authorities. They are also responsible for reporting all known incidents or allegations of child abuse to the CSU.

If an allegation of abuse is made against a University administrator, staff member, or volunteer, they must be immediately removed from all further participation in any programs and activities. Unless the allegation can be satisfactorily resolved, the administrator, staff, or volunteer will be prohibited from participating in all future events/activities involving youth and may be subject to disciplinary action in alignment with ELR and Title IX processes.

University administrators, staff, and volunteers are prohibited from retaliating against youth, families, parents, guardians, and staff/volunteers who report allegations of abuse, misconduct, inappropriate conduct, or violations of the University’s anti-discrimination policy.