In each IntegrityStar edition, we highlight some frequently asked questions. In this edition we cover some frequently asked questions related to the university’s Youth Protection Program.
Q: What is the normal time frame it takes for a registration to be reviewed once submitted?
A: Once a registration has been submitted within Squire and it includes all of the required information, the review process takes approximately 24-48 hours. Any missing items in the registration will be communicated to the Program Sponsor and/or Primary Contact to be corrected prior to approval, which may delay the approval time of the registration.
Q: Do virtual youth programs require registration and are there any unique requirements?
A: Yes, all programs that meet the definition of a program in UCF Policy 2-005 Youth Protection are required to submit a program registration through the Squire Portal. All minor participants are also required to complete an Online Participant Agreement and Waiver form and an Online Participant and Parent Code of Conduct form. These forms cover behavioral expectations and require a parent’s signature so that they are aware of the expectations as well. The electronic forms are available both in the Squire Portal and on the Youth Protection Program website under the Resources link. All forms must be received by the program sponsor and uploaded to the registration within Squire prior to the minor’s participation in the program.
Q: Some of my program is reviewed by the IRB for approval under a grant. Do I need to register the program within Squire?
A: If only a portion of your youth program is reviewed by the IRB, you will still need to register the youth program within Squire. Only those youth programs where all activities are reviewed and approved by the IRB are exempt from registration.
Q: If I supervise a high school student who is volunteering for the university, does the Youth Protection Policy apply?
A: No. Minors working or volunteering for the university are covered under the state’s employment laws. Minor volunteers must complete a volunteer services agreement through the office of Enterprise Risk and Insurance and have the form signed electronically by a parent/guardian.
Q: Why do I need camp insurance and how do I purchase it?
A: Camp insurance is required by UCF Policy 2-005 Youth Protection in accordance with UCF Policy 3-110 University Insurance. It provides minors participating in the program with coverage of medical expenses associated with an accident or sickness as a result of an activity sponsored or supervised by the university. To request camp insurance, please complete the Camp Insurance Enrollment Form and follow the instructions on the form to submit it to Enterprise Risk and Insurance. Proof of insurance purchase must be submitted with your registration within Squire.
Q: What if our program takes campers on field trips, including visiting program related venues, theme parks, or offices for behind-the-scenes tours?
A: There are different requirements depending on the type of transportation that is being used. If the minors will be transported in a university vehicle, a rental vehicle, or a personal vehicle, the program sponsor must indicate all drivers on the program registration. Camp insurance purchased through the office of Enterprise Risk and Insurance must also include an “Auto Rider.” All drivers must possess a clean driving record, which must be confirmed by the Program Sponsor through the Florida Department of Highway Safety and Motor Vehicle website.
If the program is chartering a vehicle, the charter company must provide the program with a Certificate of Insurance listing the university as both the certificate holder and as an additional insured. For questions or for more information please contact Enterprise Risk and Insurance at riskmanagement@ucf.edu or review the Youth Protection Program Transportation Guidelines.
Q: Are Level 2 Background Checks conducted by UCF Human Resources?
A: Yes. Except those for third-party program staff, all Level 2 Background Checks for youth programs hosted or sponsored by the university are processed through Central HR. Once a registration is submitted in Squire, HR automatically receives a notification for any program staff that require a background check to be processed.
Q: Who is notified when the Level 2 Background Check is completed?
A: If an individual requires a Level 2 Background Check, the program sponsor will receive an approval email once the results have been returned to Central HR. Central HR will update the clearance date within Squire. If an individual already has a clearance that is on file and valid for the type of program, Central HR will update the clearance date within Squire if needed and an approval email will not be sent.
Program Sponsors and/or Primary Contacts may log in to their registration within Squire at any time to review staff compliance with the background check requirement.
Q: What is the normal time frame for a Level 2 Background Check to be processed?
A: The time frame for a Level 2 background check is dependent upon the responsiveness of the individual to Central HR with any required documentation or fingerprinting to be completed. Once fingerprints have been processed and HR has received any necessary authorization forms, the background check request will be forwarded to the State of Florida Department of Children and Families (DCF) for processing. Processing times by DCF vary but can take up to 30 days. For this reason, it is important to make sure your Squire registration is submitted at least 45 days prior to the start of the program.
Q: I’ve been asked to be a campus liaison for a third-party organization hosting a youth program on university property. What is expected of me in this role?
A: Campus liaisons must be a university or Direct Support Organization employee. This role serves as the primary university contact between the third-party organization and the university. The campus liaison will work with the third-party program sponsor to ensure the requirements of UCF Policy 2-005 Youth Protection and any other applicable university regulations or policies are followed. This includes registering the program within the Squire Registration Portal on behalf of the third party.