Youth Compliance & Child Abuse Reporting

1. Purpose

The University of Florida (University) is committed to providing a safe environment for Minors on its campus or participating in its programs. This policy establishes standards for programs, events, and activities with Minors. Additionally, this policy sets forth mandatory child abuse, neglect, and abandonment reporting requirements that promote the safety and well-being of Minors, as well as ensure the University’s compliance with Florida Statute 39.201 and Board of Governors Regulation 3.002.

2. Applicability

This policy applies to University faculty, staff, students, contractors, vendors, volunteers, visitors, guests, Direct Support Organizations (DSO), and Affiliate Entities. UF Health entities must refer to the Youth Compliance User Guide for UF Health (see Exhibit A) for specific compliance guidance.

3. Definitions

3.1. Administrator: For purposes of this policy and compliance with Board of Governors Regulation 3.002, “administrator” means university president, provost, senior/executive vice presidents, vice presidents, associate vice presidents, associate/vice provosts, deans, chief of police, equal opportunity programs director, intercollegiate athletics director, internal audit director, Title IX coordinator, and university compliance officer.

3.2. Affiliate Entity/Entities means corporate entities that are not the same corporate body as the University or its Direct Support Organizations but are contained within the University enterprise. Such entities include the following and all similarly situated entities: Faculty Associates; Florida Health Professions Association; Florida Clinical Practice Association; Faculty Clinic; UF Jacksonville Physicians; UF College of Nursing Faculty Practice Association; UF College of Pharmacy Faculty Practice Association; Florida Veterinary Medicine Faculty Association; Shands Teaching Hospital and Clinics; UF Self-Insurance Program; UF Health Education Insurance Company; Shands Jacksonville Healthcare; and UF Health Corporation.

3.3. Care, Custody, or Control of Minors: When an adult who is present at a UF or Non-UF Youth Activity has primary responsibility for supervision of the Minors at any given point throughout the activity, that adult has Care, Custody, or Control of Minors. More than one adult at a time may exercise Care, Custody, or Control of Minors during the same activity.

3.4. Direct Support Organization (DSO) means organizations certified by the University of Florida Board of Trustees to receive, hold, invest, and administer property and to make expenditures to or for the benefit of the University.

3.5. General Registered Student Organization (GRSO) means independent third parties, with no legal affiliation to the University and any of its entities. As such, neither its statements, its ideas, nor its activities are endorsed by the University of Florida.

3.6. Minor means an unmarried person under the age of 18 who has not been emancipated by order of the court. This term excludes unmarried persons under the age of 18 who are matriculated University students.

3.7. Non-UF Youth Activity means activities or events involving Minors occurring on University Property that are not hosted, operated, conducted, sponsored, or organized by the University, a DSO, or an Affiliate Entity. In general, such activities are conducted by third parties, including registered student organizations.

3.8. One-on-One Interactions means any intentional or purposeful interaction when one individual to whom this policy applies is alone with a Minor. One-on-One Interactions could occur in-person or virtually, regardless of whether they take place before, during, after, or while transporting to or from a UF Youth Activity.

3.9. Summer: The Summer timeframe is the same as that established by the local school district for the geographical location where the activity with Minors will take place.

3.10. UF Youth Activity means in-person, virtual, or hybrid activities or events involving Minors occurring on or off University Property that are hosted, operated, conducted, sponsored, or organized by the University, a DSO, or an Affiliate Entity.

3.11. University Property means all real property owned or controlled by the University of Florida. This includes real property owned or controlled by Direct Support Organizations and University Affiliate Entities.

3.12. University Sponsored Student Organization: USSOs are extensions of the University that serve the University’s mission. USSOs’ mission and purpose are established by the University and the USSOs operate within the scope and function of a University unit. As such, its functions are governed by and under the jurisdiction of internal University policies, standards, and business practices.

3.13. Volunteer means any person who, of his or her own free will, provides services to the University, a DSO, or an Affiliate Entity with no monetary or material compensation, on a continuous, occasional, or one-time basis.

4. Policy Statement

The University is committed to providing a safe environment for Minors on University Property or participating in its programs and to complying with Florida laws and regulations governing interactions with Minors. To that end, this policy establishes requirements for pre-activity registration and review, training, background screening, and parental consent, as well as conditions for supervision during activities with Minors and mandatory reporting obligations.

4.1. Youth Activity Types

4.1.1. The requirements that apply to a given UF Youth Activity or Non-UF Youth Activity depend on the type of activity involved and the individual or entity who exercises Care, Custody, or Control. While not exhaustive, the below list of common activity types provides descriptions for the activity type and indicates the applicable requirements, which are described more fully in section 4.2 of this policy.

4.1.2. Individuals hosting, operating, conducting, sponsoring, or organizing a UF or Non-UF Youth Activity must determine the appropriate activity type and are responsible for ensuring all applicable requirements are met.

4.1.3. For guidance on activity types not included in this policy, contact Youth Compliance.

4.1.4. UF Youth Activities include:

1. General Activity Involving Minors: recreational, educational, and other enrichment events involving Minors that are hosted, operated, conducted, sponsored, or organized by the University, its DSOs, or its Affiliate Entities outside of the summer timeframe. These activities also include after school programming for K-12 students.
2. Campus Tours: a guided tour of any building or space on University Property that is hosted by the University, its DSOs, or its Affiliate Entities. Generally, parents, guardians, teachers, or chaperones will provide Care, Custody, or Control of Minors during campus tours. Refer to the chart in section 4.3 of this policy for requirements that apply when Care, Custody, or Control of Minors is provided by either University or non-University personnel.
3. Field Trips: a visit to any building or space on University Property made by K-12 students alongside teachers for educational enrichment. Generally, parents, guardians, teachers, or chaperones will provide Care, Custody, or Control of Minors during field trips. Refer to the chart in section 4.3 of this policy for requirements that apply when Care, Custody, or Control of Minors is provided by either University or non-University personnel.
4. Summer Camp: Summer camps are classified into two categories, day camps and 24-hour camps. Summer day camps are recreational, educational, and other enrichment programs for Minors operated during Summer. Summer 24- hour camps (overnight) are recreational, educational, and other enrichment programs for Minors operated on a 24-hour basis during Summer.
5. University Sponsored Student Organization Activities: Any activity for Minors that is hosted, operated, conducted, sponsored, or organized by an USSO.
6. Minors in Laboratories: Any activity that involves Minors volunteering, observing, or participating in actions taking place within a laboratory on UF Property. All non-UF individuals, including Minors, must adhere to requirements provided by UF Environmental Health and Safety. Refer to the Minors and Visitors in the Lab website for additional guidance.

4.1.5. Non-UF Youth Activities include:

1. Third-Party Activities on UF Property: Any activity involving Minors on University Property that is hosted, operated, conducted, sponsored, or organized by groups or individuals not affiliated with the University, its DSOs, or its Affiliate Entities.
2. Community Outreach/Engagement: Occurs when University, DSO, or Affiliate Entity faculty, staff, students or volunteers participate in activities involving Minors that are hosted, operated, conducted, sponsored, or organized by a third-party and the activity does not take place on University Property.
3. General Registered Student Organization Activities: Any activity for Minors that is hosted, operated, conducted, sponsored, or organized by a GRSO on University Property.

4.2. Youth Activity Requirements

4.2.1. Supervision

1. Activities where the University, its DSOs, or Affiliate Entities provide Care, Custody, or Control of Minors:
   
   1. One-on-One Interactions are prohibited.
      
   2. Individuals providing Care, Custody, or Control of Minors must ensure minimum staff-to-Minor ratios are established and followed. The Assistant Director for Youth Compliance, or designee, determines minimum staff-to-Minor ratios based on industry guidance, considering the number and age of Minors, the location of the activity, the risks associated with the activity, whether housing or travel is involved, and the age and experience of the individuals providing Care, Custody, or Control of Minors. Refer to the Youth Compliance website or contact Youth Compliance for further guidance.
      
   3. Individuals providing Care, Custody, or Control of Minors must establish standard procedures for drop-off and pick-up of Minors that ensures safety and security of the Minors.
2. Activities where third-parties or GRSOs provide Care, Custody, or Control of Minors:
   
   1. One-on-One Interactions are prohibited.
      
   2. Individuals providing Care, Custody, or Control of Minors must be present throughout the entire activity.
      
   3. The University recommends third parties follow established industry standards and best practices regarding minimum supervision ratios, safety, and security of Minors throughout the entire activity.

4.2.2. Registration

1. All UF Youth Activities, except those where third parties exercise Care, Custody, or Control of Minors throughout the activity, must be registered with Youth Compliance.
2. Prior to submitting an activity for registration, the individual responsible for the activity must have approval for the activity from the applicable supervisor, dean, or director.
3. Day activities must be registered at least thirty (30) days prior to the start of the UF Youth Activity.
4. Overnight (24-hour) activities must be registered at least sixty (60) days prior to the start of the UF Youth Activity.

4.2.3. Training

1. All University, DSO, or Affiliate Entity personnel—including faculty, staff, students, and Volunteers—who will have contact with Minors during a UF or Non-UF Youth Activity must complete the University’s youth protection training (YSC800) prior to participating in the activity and annually thereafter, for the duration of the participation in the activity.
2. The University, DSO, or Affiliate Entity individual responsible for managing the activity must ensure that all personnel have successfully completed the youth protection training and mandatory reporting of child abuse training prior to engaging with Minors.

4.2.4. Background Screening

1. All University, DSO, or Affiliate Entity personnel—including faculty, staff, students, and Volunteers—who will engage with Minors during a UF Youth Activity must undergo background screening prior to participating in the activity.
2. UF Human Resources, in consultation with Youth Compliance, will determine the appropriate level of screening needed based upon the type of activity.
3. To initiate background screening, complete UF Human Resources’ Background Screening Request Form for Youth Camps and Activities.

4.2.5. Parental Consent/Liability Waivers

1. For each Minor participating in a UF or Non-UF Youth Activity, the parent or legal guardian must complete a Parent Consent/Liability Waiver.
2. Pre-approved template forms are available on the Youth Compliance website. If a UF individual or group does not use the pre-approved template, the individual or group must have its form approved by the University’s Office of General Counsel prior to using the form.
3. The individual or group responsible for the activity must maintain the Parental Consent/Liability Waiver forms for five (5) years from the activity’s end date.

4.2.6. Mandatory Child Abuse, Abandonment, or Neglect Reporting

1. Pursuant to Florida Statute 39.201 and this policy, any person who knows, or has reasonable cause to suspect, that a child is abused, abandoned, or neglected by a parent, legal custodian, caregiver, or other person responsible for the child’s welfare must report such abuse, abandonment, or neglect to the DCF Florida Abuse Hotline and Youth Compliance. This reporting requirement applies to all University, DSO, or Affiliate Entity faculty, staff, students, and Volunteers regardless of their participation in a UF or Non-UF Youth Activity.
2. Pursuant to Board of Governors Regulation 3.002 and this policy, each University Administrator who receives information from faculty, staff or other employees of known or suspected child abuse, abandonment, or neglect committed on University Property or during an event or function sponsored by the University is required to report such information to the DCF Florida Abuse Hotline and Youth Compliance.
3. Pursuant to Board of Governors Regulation 3.002 and this policy, when the University Police Department receives information of known or suspected child abuse, abandonment, or neglect committed on University Property or during an event or function sponsored by the university, the Chief of Police is required to report such information to the DCF Florida Abuse Hotline and Youth Compliance.
4. Reporting Procedure for the DCF Florida Abuse Hotline
   • Step 1: Report abuse to the Department of Children and Families (DCF) Florida Abuse Hotline
     Immediately report the abuse to the DCF Florida Abuse Hotline via one of the following methods and provide your UF email:
     • Telephone: 1-800-962- 2873 (24-hour hotline)
     • Fax: 1-800-914-0004
     • TTY: 1-800-955-8771 or 711 (Florida Relay)
     • Online Report (professional reporters encouraged to create an account)
   • Step 2: Save DCF Florida Abuse Hotline intake email and all electronic correspondence.
     The DCF Florida Abuse Hotline will provide reporters with an intake email. The email informs the reporter if the abuse report was accepted or denied for investigation.
   • Step 3: Notify your supervisor
     Discuss the details of the child abuse report with your direct supervisor.
5. Reporting Procedure for Youth Compliance
   • Step 4: Report child abuse to UF Youth Compliance
     • Submit Incident Report Form
       Upload Hotline intake email and all electronic correspondence from DCF

4.3. Activity Type and Requirements Chart

4.4. Exemptions from Youth Compliance Requirements

The following types of events are exempt from Youth Compliance supervision, registration, training, background screening, and parental consent/liability waivers requirements outlined in this policy. However, mandatory child abuse, abandonment, and neglect reporting procedures still apply.

1. Activities involving persons under the age of 18 who are enrolled in the University for academic credit.
2. Activities or events on University Property open to the public, which Minors attend with their parent, guardian, teacher, instructor, or other caregiver.
3. Healthcare services given to Minors in an in-patient or out-patient setting in UF-affiliated patient care hospitals, clinics, or facilities.
4. Activities involving Minors working for the University as employees.
5. Non-UF Youth Activities on University Property with Use of Space Agreement and Events with Minor Participants Addendum.
6. Activities involving Minors at P.K. Yonge Development Research School (P.K. Yonge) and Baby Gator Child Development and Research Center (Baby Gator) that are within the scope of required accreditation and licensing regulations. P.K. Yonge and Baby Gator must comply with all state laws, accreditation, and licensing requirements. Upon request from Youth Compliance, P.K. Yonge and Baby Gator must provide information to Youth Compliance related to compliance with state laws, regulations, and UF policies.

5. References and Related Information

• Florida Statutes section 39.201, section 409.175, and chapter 435
• Board of Governors Regulation 3.002
• UF Criminal Background Screening Policy
• UF Registered Student Organization Classification and Officer Eligibility Policy
• UF Volunteers Policy
• UF Background Screening Request Form for Youth Camps and Activities

__________________________________________________________________________________________

Exhibit A
TITLE: Youth Compliance & Child Abuse Reporting User Guide for UF Health

LOCATIONS:

☒ All ☐ Downtown ☐ North ☐ Offsite ED ☐ Offsite Clinics

UF Health entities are considered Affiliate Entities of the University of Florida (UF) and must comply with all applicable requirements of the university’s Office of Youth Compliance and UF’s Youth Compliance & Child Abuse Reporting Policy (Policy). This User Guide outlines procedures specific to UF Health youth events and activities.

EXCEPTIONS:

The Policy and this User Guide generally do not apply to circumstances involving Minors who are employees of UF Health entities. Furthermore, healthcare services given to Minors in an inpatient or outpatient setting in UF-affiliated patient care hospitals, clinics, or facilities are exempt from Youth Compliance requirements except for the mandatory child abuse, abandonment, and neglect reporting procedures. Refer to the applicable UF Health patient policies for guidance on reporting child abuse.

DEFINITIONS:

1. Affiliate Entity/Entities: Corporate entities that are not the same corporate body as the University of Florida or its Direct Support Organizations, but are contained within the University enterprise, including UF Health.
2. Care, Custody, or Control of Minors: When an adult who is present at a UF Health or Non-UF Health Youth Activity has primary responsibility for supervision of the Minors at any given point throughout the activity, that adult has Care, Custody, or Control of Minors. More than one adult at a time may exercise Care, Custody, or Control of Minors during the same activity.
3. Minor: An unmarried person under the age of 18 who has not been emancipated by order of the court. This term excludes unmarried persons under the age of 18 who are matriculated University of Florida students.
4. Non-UF Health Youth Activity: Activities or events involving Minors occurring on UF Health Property that are not hosted, operated, conducted, sponsored, or organized by UF Health. In general, such activities are conducted by third parties, such as a school.
   
   Non-UF Health Youth Activities include but are not limited to:
   1. Third-Party Activities on UF Health Property: Any activity involving Minors on UF Health property that is hosted, operated, conducted, sponsored, or organized by groups or individuals not affiliated with UF Health.
   2. Community Outreach/Engagement: Occurs when Staff or Volunteers participate in activities involving Minors that are hosted, operated, conducted, sponsored, or organized by a third-party, and the activity does not take place on UF Health Property.
5. One-on-One Interactions: Any intentional or purposeful interaction when one individual to whom this policy applies is alone with a Minor. One-on-One Interactions are prohibited in person or virtually, regardless of whether they take place before, during, after, or while transporting to or from a UF Health Youth Activity.
6. Staff: For purposes of this policy, Staff refers to all UF Health employees, providers, medical staff members, allied health professionals, independent contractors, volunteers, consultants, resident physicians, students, agents and others rendering paid or unpaid services to UF Health.
7. UF Health: College of Medicine providers , Shands Teaching Hospital and Clinics, Inc.; Central Florida Health, Inc.; Shands Jacksonville Healthcare, Inc.; Shands Jacksonville Medical Center, Inc.; Flagler Hospital, Inc.; Florida Clinical Practice Association; UF Jacksonville Physician, Inc.; and their respective subsidiaries.
8. UF Health Property: All real estate and physical locations under the ownership or control of UF Health.
9. UF Health Youth Activity: In-person, virtual, or hybrid activities or events involving Minors occurring on or off UF Health property that are hosted, operated, conducted, sponsored, or organized by UF Health.
   
   UF Health Youth Activities include, but are not limited to:
   1. General Activity Involving Minors: recreational, educational, and other enrichment events involving Minors that are conducted, sponsored, or organized by UF Health.
   2. Field Trips: a visit to any building or space on UF Health property made by Kindergarten through grade 12 students, alongside teachers and/or other chaperones for educational enrichment during which the parents, guardians, teachers, or chaperones provide the Care, Custody, or Control of Minors during the activity.
10. Volunteer: Any person who, of his or her own free will, provides services to UF Health with no monetary or material compensation, on a continuous, occasional, or one-time basis.

PROCEDURE:

1. Mandatory Training: Any Staff member or Volunteer who will have contact with Minors as part of a UF Health Youth Activity or a Non-UF Health Youth Activity must complete one of the approved training modules before engaging with Minors and no less frequently than every 12 months.
   1. Approved Youth Compliance Training Modules
      1. Youth Protection Training (YCS800 available in UF’s myTraining platform)
      2. Youth Compliance Essentials for UF Health (in myTraining or HealthStream)
   2. The Staff responsible for managing the UF Health Youth Activity must ensure that all personnel have successfully completed the mandatory training prior to engaging with Minors and must retain verification of such completion for at least five (5) years after the Youth Activity.
2. Background Screening: Any Staff member or Volunteer who will provide the Care, Custody, or Control for Minors in a UF Health Youth Activity must undergo background screening prior to participating in the activity.
   1. To initiate screening, contact UF Health Human Resources who, in consultation with UF Health Compliance Services, will determine the appropriate level of screening needed based upon the type of activity.
   2. More information regarding background screenings for Staff and Volunteers working with Minors is available from UF Youth Compliance at https://youth.compliance.ufl.edu/protection-requirements/background-checks/.
3. Program/Event Registration:
   1. All UF Health Youth Activities, except those where third parties exercise the Care, Custody, or Control of Minors throughout the activity, must be registered with UF Compliance and Ethics.
      1. Prior to submitting an activity for registration, the individual responsible for the activity must have approval for the activity from the applicable supervisor.
      2. Activities must be registered at least thirty (30) days prior to the start of the UF Health Youth Activity.
         1. For those with UF GatorLink access, registration should be completed via the University’s online registration platform available by clicking on “Register Event” on the Youth Compliance website at https://youth.compliance.ufl.edu/.
         2. For those without a GatorLink account, send an email to youth-compliance@ufl.edu with the following information:
            1. Youth Activity/Event Name
            2. Program Description/Purpose
            3. Program/Event Begin Date
            4. Program/Event End Date
            5. Point of Contact
            6. Program/Event Location
            7. Number of Participants (estimate)
            8. Age Range of Minor Participants
   2. Non-UF Health Youth Activities do not require registration with UF Youth Compliance.
   3. Hiring Minors or activities involving Minors who are employed by UF Health do not require registration with UF Youth Compliance.
4. Parental Consent/Liability Waivers:
   1. For each Minor participating in a UF Health or Non-UF Health Youth Activity, the parent or legal guardian must complete and sign a Parent Consent/Liability Waiver.
   2. A template Parent Consent/Liability Waiver form is provided for use with UF Health Youth Activities. The Staff responsible for managing a UF Health Youth Activity must customize the template form to include the applicable information for each unique Activity and submit the customized form to UF Youth Compliance for approval prior to use. https://youth.compliance.ufl.edu/protection-requirements/parentguardian-consent/
   3. The individual or group responsible for the Youth Activity must maintain the signed Parent Consent/Liability Waiver forms for five (5) years from the activity’s end date.
5. Supervision Requirements:
   1. One-on-One interactions are prohibited.
   2. For UF Health Youth Activities, individuals providing Care, Custody, or Control of Minors must ensure minimum staff-to-Minor ratios are established and followed based on industry guidance and considering the number and age of Minors. Refer to the UF Youth Compliance website or contact UF Compliance and Ethics for further guidance (https://youth.compliance.ufl.edu/protection-requirements/supervision-of-minors/).
      
      For Non-UF Health Youth Activities, it is recommended that the individuals providing Care, Custody, or Control of Minors follow established industry standards and best practices regarding minimum supervision ratios, safety, and security of Minors throughout the entire activity.
   3. Individuals providing Care, Custody, or Control of Minors must be present throughout the entire activity.
   4. Individuals providing Care, Custody, or Control of Minors must establish standard procedures for drop-off and pick-up of Minors that include the safety and security of the Minors.
6. Mandatory Child Abuse, Abandonment, or Neglect Reporting:
   1. Pursuant to Florida Statute 39.201 and this policy, any person who knows, or has reasonable cause to suspect, that a child is abused, abandoned, or neglected by a parent, legal custodian, caregiver, or other person responsible for the child’s welfare must report such abuse, abandonment, or neglect to the Florida Department of Children and Family Services (DCF) and UF Compliance and Ethics. This reporting requirement applies to all UF Health Staff and Volunteers regardless of their participation in a UF Health or Non-UF Health Youth Activity and even if the Minor is an employee of UF Health.
   2. Procedure for Florida Abuse Hotline (DCF) Reporting:
      1. In the event of an emergency or witnessing a crime in progress, contact local law enforcement or call 911.
      2. Immediately report abuse to the Florida Abuse Hotline (DCF) (and provide your UF Health, not personal, email address) via one of the following methods:
         1. Telephone: 1-800-962-2873 (24-hour hotline)
         2. Fax: 1-800-914-0004
         3. TTY: 1-800-955-8771 or 711 (Florida Relay)
         4. Online Report https://reportabuse.myflfamilies.com/s/
   3. Procedure for Youth Compliance Reporting:
      After the report is made the Florida Abuse Hotline, Staff should notify their supervisor and submit an incident report by completing the Youth Compliance Incident Report form (https://uf.tfaforms.net/f/yc-incident-report).

ACTIVITY TYPE AND REQUIREMENTS CHART:

Related Resources

UF Health-affiliated Youth Activity Parental Consent and Liability Waiver Template

Incident Report

History