Frequently Asked Questions

A minor (under age 18) who is attending a Youth Program. This definition does not include university students who are under the age of 18.

A camp, program, internship, mentorship, event, operation, community service, outreach, instruction, or activity held on SFA owned or controlled premises, held virtually, or sponsored by SFA that offers recreational, athletic, volunteer, youth enrichment or educational activities to Youth. For the purpose of this policy, this definition does not include programs for SFA enrolled students or employees under the age of 18, or programs where the, care, custody, and control of the Youth Participant (under age 18) is not the responsibility of the institution. “Youth program” as defined in this policy specifically includes institutional department sponsored third-party Youth Program(s) and external third-party Youth Program(s) that contract with SFA for the use of SFA facilities. “Youth Programs” also include any “Campus programs for minors” as defined by Section 51.976 of the Texas Education code.

The academic or administrative unit of SFA that approves a Youth Program and assumes responsibility for the care of minor participants.

Faculty or staff member responsible for the overall implementation and management a Youth Program with the primary responsibility for the care of minor participants.

Faculty or staff member responsible to oversee the daily operations of a Youth Program and other duties as determined by the Youth Program Director.

When minors are left under the full supervision of SFA for the duration of a Youth Program. When a program assumes “custodial care” of a minor, the program has the responsibility for taking care of and ensuring the well-being of a minor. The program is also legally accountable for all that happens to that minor while the minor is within the program’s custody. When a program voluntarily assumes custodial responsibility of minors, they also assume liability and thus risk. It is a manageable risk when the university’s Youth Protection Policy is followed. 

When minors are under the supervision of a parent, legal guardian, teacher, or other adult while participating in a SFA sponsored or affiliated event.

 An SFA employee, affiliate, volunteer, or contractor who interacts with, supervises, chaperones, or oversee minors in a Youth Program. The Designated Individual(s) roles may include positions as counselors, chaperones, coaches, mentors, instructors, etc. These individuals are responsible for the safety and well-being of minors in their care.

This occurs when a SFA department desires to collaborate with an external entity to host a SFA program or activity on campus.

An individual or organization external to SFA that will provide programming for minors on university property through a contractual agreement in accordance with established procurement guidelines. Every contract or Facility Use Agreement with a third party must include language that requires the third party program to comply with this Youth Protection Policy.

This position provides university-wide support on following required guidelines and providing meaningful experiences for minors at SFA.

A person invited to your program to be a speaker, presenter, dancer, singer, judge, etc. Guests are only present for the session(s) they have been invited to speak, judge, or perform. Guests are not designated individuals. They are not allowed to supervise campers and have unsupervised access to them. Designated individuals must be present at all times.

Guests are not designated individuals who have not completed their program requirements.

Apply these three questions:

• Are you a SFA staff or faculty member, or Third Party hosting minors in a camp, program, internship, mentorship, event, operation, community service, outreach, instruction, or activity held on SFA owned or controlled premises, held virtually, or sponsored by SFA that offers recreational, athletic, volunteer, youth enrichment or educational activities to youth? 
   
• Are there minors in the program?
   
• Are parents/guardians not expected to take custodial care for their children during the program?

If the answer is "yes" to all three (3) questions, you must comply with the policy and procedures and register your program with the Youth Programs Support Manager (see REGISTER for more information).

This policy does not apply if parents/guardians are present at all times and retain custodial responsibility during your entire program.

This policy does not apply to events where parents/guardians, teachers, or coaches maintain custodial responsibility for the minors and are present at all times during the event.

The responsible Youth Program Director (staff or faculty) is responsible for registering the program(s).

Third Party Youth Programs must contact the Youth Programs Support Manager.

No, all designated individuals must take the training and background check before they are allowed to work in any program.

Yes, if the guest is working with the campers and has unsupervised access to them, training is required.

No, training is not required if the guest is speaking to a group, the designated individuals are present at all times, and the guest does not have unsupervised access to the campers.

A guest is a person invited to a program to be a speaker, presenter, dancer, singer, judge, etc. Guests are only present for the session(s) they have been invited to speak, judge, or perform.

It is the responsibility of the youth program director (staff or faculty) or their designee.

Designated individuals working in programs must not engage in any behavior that could cause harm or be misinterpreted as possibly causing harm. Prohibited conduct for designated individuals includes, but is not limited to:

• No one-on-one contact with minors is permitted outside the presence of others.
   
• Do not meet with minors outside of established times for program activities.
   
• Do not touch minors in a manner that a reasonable person could interpret as inappropriate.
   
• Do not engage in any abusive conduct of any kind toward, or in the presence of, a minor, including but not limited to verbal abuse, striking, hitting, punching, poking, spanking, or restraining.
   
• Do not shower, bathe, or undress with or in the presence of minors.
   
• Do not use, possess, or be under the influence of alcohol or illegal drugs while working a campus program for minors.
   
• Do not be alone in a vehicle with a minor at any time.
   
• Do not have direct electronic contact with minors without another designated individual included in the communication.
   
• Do not make sexual materials in any form available to minors participating in programs or activities or assist them in any way in gaining access to such materials.

Section 261.101 of the Texas Family Code mandates that anyone who suspects child abuse or neglect must report it immediately. The report may be made to any local or state law enforcement agency or the Department of Family and Protective Services (DFPS).

Under Texas law, if you believe a child is being abused or neglected, you must report it to the DFPS. Reports may be made at any time to DFPS by phone at 1-800-252-5400 or online at Texas Abuse Hotline. The hotline and website are available 24 hours a day, seven (7) days a week. The university’s policy prohibits retaliation against good faith reporting of suspected abuse or neglect.

If you know, suspect, or receive information indicating that a minor has been abused or neglected, you must make a report with the DFPS.

If you suspect a child has been abused or neglected, report it.

Yes, if the suspected abuse or neglect may have occurred in a university program or facility. The Youth Program Support Director must submit an incident report. 

Youth Programs Support Manager
936-468-2133
youthprograms@sfasu.edu