Business Procedures Manual

Fiscal Affairs Division

16.8.4 Institutional Oversight Requirements

16.8.4 Institutional Oversight Requirements

(Last Modified on February 25, 2025)

A. Institutional Programming:

  1. Code of Conduct: Each institution must maintain a code of conduct for program Staff and volunteers that addresses appropriate behavior and prohibited conduct when interacting with Non-Student Minors. This code of conduct should include the general prohibition against being alone with minors.
  2. Program Registration: Each institution must maintain a registry of authorized Youth Programs. The registry must include both institutional and Third-Party Youth Programs.
  3. Program Requirements: Before a Youth Program can be authorized, the Sponsoring Unit must have properly considered the following:
  • Qualifications of personnel leading and supervising the Youth Program to include the Program Director;
  • Screening and background checks of Staff and volunteers;
  • Supervision ratios;
  • Safety and security planning;
  • Response protocols for injury, illness, participant misconduct, and Staff misconduct;
  • Transportation needs, if any;
  • Housing needs, if any;
  • Participation requirement forms; and
  • Licensing requirements of other government agencies.

4. Training: Each institution must maintain a training program that addresses Mandatory Reporter requirements for suspected Child Abuse; responsibilities and expectations of Staff & participants; relevant institutional policies, safety and security procedures; and Staff code of conduct.

5. Screening & Background Investigations: Institutions must conduct background investigations and appropriate screening of all Staff and volunteers working in Youth Programs in accordance with the USG Human Resources Administrative Practice Manual (HRAP). Personnel in charge of screening Staff and volunteers should be aware of the inherent limitations of background checks and should seek to utilize other screening methods in addition to background checks, when possible, to include written applications, in-person interviews, and reference checks.

B. Third-Party Programming -Facility Use Agreements:

Institutions licensing, leasing, or allowing the use of institutional facilities by Third Parties for Youth Programs must include language in a binding written agreement requiring the non-USG entity to comply with institutional and USG policies on youth safety, background checks, training, and minimum insurance requirements. In accordance with Board of Regents Policy 6.14, the form used for such agreements must be USG-approved. 

C.  Site Visits

Each institution shall maintain a site visit program, as part of the institution level procedures.  Institutions shall conduct annual site visits of a sampling of their Youth Programs to ensure safe operations and compliance with USG policies. While it is preferred that site visits are scheduled with the appropriate Youth Program Director, site visits may occur unannounced if deemed necessary based upon risk factors, past concerns, or the nature of the Youth Program. Site visits may also include Youth Programs sponsored by Third Parties. 

A report summarizing each site visit shall be prepared and shared with the appropriate Youth Program Director, Sponsoring Unit, and relevant institutional offices providing oversight for Youth Programs. The report should include any areas of non-compliance and action items to address noted deficiencies. Reports indicating significant safety concerns should be shared with the USG Office of Ethics and Compliance.


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