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Division of Campus Engagement and Compliance
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Program Directors

Youth Protection Compliance Portal

The Youth Protection Compliance Portal (YPPC) is a brand-new tool for youth program directors to use to submit and track information related to their program, including details, sessions, program staff authorization, background check status and program documentation. The YPPC is currently Version 1.0, meaning you may occasionally experience bugs or lack-of-features while we continue to develop the portal: Please submit any feedback or suggestions here.

Access the Youth Protection Compliance Portal

Permission must be granted to access the YPPC: If you are a youth program director in need of access please contact youthprotection@mail.wvu.edu.

STEPS FOR HOSTING A PROGRAM

  1. Program Planning & Registration

    University Units are recommended to register their youth program with the Division of Campus Engagement and Compliance at least 60 days, but no later than 30 days, prior to the start of scheduled activities. Basic logistical information about the program is required upon registration including:

    • Program Title
    • Description of Activities
    • WVU Host Unit
    • Duration/Occurrences
    • Location
    • Expected number and age range of youth participants
    Register a 2025 Youth Program

    All programs must have plans ready to keep youth participants safe in the event of an emergency. The Emergency Preparedness Plan (EPP) addresses various circumstances your program should be ready for and is intended as a template to guide emergency planning and response by youth programs at West Virginia University. Your program's EPP must be filled out prior to the start of the program. More details can be found on pages 11-13 in the WVU Youth Program Policies and Guidelines.

  2. Adult Authorization

    All adults (program staff, volunteers, etc.) who have Direct Contact with children at a WVU youth program must complete an authorization process prior to the start of the program. This consists of two trainings— Title IX and Child Abuse Prevention — and either* background check clearance or national sex offender registry clearance. This applies to all faculty, staff, students and youth program staff who may supervise, lead, guide or take care or control of a youth participant.

    • *A background check is required prior to the start of the program and again every 3 years. In the second and third year (non-background check years), adults must clear any checks to the National Sex Offender Public Website.

  3. Personnel-Specific Forms & Documentation

    Various documentation is required prior to the start of and during a youth program that collects and communicates logistical, operational and personnel information. These documents must be stored by the program director/unit and ready to present to the Youth Protection Program Specialist upon request.

  4. During the Program

    • Supervision Ratios
      • When parents/legal guardians are not expected to stay and/or supervise their child at an event, standards must be in place to always ensure proper supervision of youth participants. These standards must take into consideration the number and age of youth participants, whether the event involves overnight stay or is day-only and the activities involved during the program. Supervision ratios can be found on pages 21-22 in the WVU Youth Programming Policies and Guidelines.
    • Transportation
      • If a youth program requires the transportation of youth participants during the program, any authorized adult who will be responsible for driving a vehicle with youth participants inside must complete an annual DMV check. DMV check requests can be made through the Background/DMV Check Request Form
    • Reporting Requirements
      • West Virginia law requires certain individuals with knowledge of suspected child abuse or neglect to report it immediately to the appropriate authorities. This mandatory reporting requirement applies to all adults involved in WVU youth programs. If an individual suspects a child is being abused or neglected, they are required to report it to all of the following entities:
        • West Virginia Department of Human Services, Child Protective Services
          • 1-800-352-6513
        • West Virginia State Police Crimes Against Children Unit
          • 304-293-6400
        • West Virginia University Division of Campus Engagement and Compliance
        • If the situation presents an immediate danger, call 911