SA¹ú¼Ê´«Ã½

Examples of Covered Programs include:

• SA¹ú¼Ê´«Ã½ summer camps
• Research involving minors
• Tutoring
• Mentoring
• Clinics
• Recurring outreach programs
• Multi-day youth programs

These activities are not covered under the policy, given they are single, very short-term activities versus full programs:

• One-time campus tours
• Guest lectures
• Single-day outreach
• Events where parents remain responsible
• Facility rentals by outside organizations

University courses where minors are enrolled as college students are not registered as Covered Programs. However, other University policies and protections continue to apply. 

• 1. Identify individuals who will supervise, oversee, guide, or otherwise work with minors.
• 2. Register Covered Persons in Workday.
  • (See the section titled “Registering Covered Persons” in the Youth Protection Workday Management Guide for Program Leaders.)
• 3. Direct Covered Persons to complete all required authorization steps including:
  
  • Live Scan background check
  • Youth Protection training
  • Required authorization forms
• 4. Monitor background check progress in Workday.
  • The Risk Office administers the authorization process, reviews background check results received from the California Department of Justice, and determines when individuals are authorized to participate. If follow-up is required (such as fingerprint quality issues or background check review), Risk Management will contact both the department and the individual.
  • (See the section titled “Monitoring Completion” on the Youth Protection Workday Management Guide for Program Leaders.)
• 5. Ensure Covered Persons do not begin participating until they have been authorized.

• Notify Risk Management when Covered Persons leave the program.
• Participate in annual roster reviews to verify active Covered Persons.

Activities/events that are covered are classified as Covered Programs, and Program Leaders must initiate registration, background checks and training in accordance with SA¹ú¼Ê´«Ã½’s Policy on the Safety of Minors in University Programs and Activities. 

Activities/events that are excluded are not classified as Covered Programs and are exempt from the Covered Program registration process.

Examples of covered activities include SA¹ú¼Ê´«Ã½ summer camps, research involving minors, tutoring, mentoring, clinics, recurring outreach programs, and multi-day youth programs.

Single, very short-term activities are excluded from the scope of the Youth Protection Policy. These include one-time campus tours and guest lectures where minors are being overseen by SA¹ú¼Ê´«Ã½ staff/volunteers. 

Activities where SA¹ú¼Ê´«Ã½ is not responsible for the care of minors are also excluded (e.g., events where parents remain responsible). 

As a Program Leader, you are responsible for:

1. Registering your Covered Persons on Workday to initiate their background check and training process.
2. Monitoring your Covered Persons’ background check completion status and ensuring that they do not participate in the Covered Program until their background check is complete.
3. Monitoring your Covered Persons’ training status and ensuring that they do not participate in the Covered Program until they have completed their training.
4. Maintaining your list of Covered Persons and notifying the Risk Office when any Covered Persons will no longer be continuing in your Covered Program.

See the Youth Protection Workday Management Guide for Program Leaders for more information on how to complete these steps.

Once the Risk Office verifies each Covered Person that the Program Leader registered on Workday passed their background check, the Program Leader will receive an email from Workday confirming the completion of the background check. If the Covered Person failed their background check, the Risk Office will contact the Program Leader directly and escalate the issue to the relevant parties. See the section titled "Monitoring Completion" on the Youth Protection Workday Management Guide for Program Leaders for more details.

Individuals may not supervise or work with minors until all required background checks and training requirements have been completed. 

No. Live Scan background checks are generally renewed every three years. However, annual CalVECHS authorization requirements still apply.

The department or Program Leader identifies Covered Persons based on the individual's role in supervising or working with minors. Risk Management is available to assist if there is uncertainty 

No. The determining factor is who is responsible for supervising the minors. If SA¹ú¼Ê´«Ã½ personnel are responsible for their care, supervision, guidance, or oversight, the program is generally covered. If minors remain under the supervision of parents, schools, or another organization, it is generally not a Covered Program.

Yes, while exposure to physical touching is eliminated with a virtual program, problematic behavior can still happen virtually. As such, these are still considered Covered Programs if they otherwise meet the criteria.