Registration Process | Office of Youth Protection

OSU units sponsoring events and activities involving minors (under age 18) must register with the Office of Youth Protection at least 30 days prior to the proposed activity's start date, or at the beginning of the academic year for ongoing, year-round youth programming. Registration shall include basic details (who/what/when/where), as well as certification that the sponsoring unit is in compliance with applicable OSU policies and activity guidelines.

For a detailed walk-through of the OSU Youth Program Registry, check out the User Guide.

The registration process can be broken down into the following steps:

Registering a Youth Program/Activity

Process	Notes / Timeline
Step One Unit Approval Ensure you have approval from the appropriate Dean, Director, Department Head or designee prior to starting the registration process.	One-time approval, following department/unit protocol
Step Two Background Checks Secure background check authorization for any OSU employee or volunteer who will have direct engagement with minors through the youth activity.	Pre-engagement, plus every 2 years for continued youth program involvement
Step Three Activity Details Use the Youth Program Registry system to submit program information, including activity details and a brief risk assessment.	Annual submission for ongoing programs <or> 30+ days in advance for seasonal events
Step Four Personnel Roster Provide a complete list of Youth Program Personnel who will be involved in the activity, including the OSU Person-in-Charge and all Staff/Volunteers who will have direct engagement with minors.	At least two* authorized adults who are cleared to engage with minors must be listed at the time of registration *Additional cleared individuals may be added, up to 3 days before the start date
Step Five Certification The Person-in-Charge reviews submitted information for accuracy and completeness, and they must certify their acceptance and compliance with Youth Protection policy.	Compliance Certification must be signed by the Person-in-Charge prior to Acceptance
Step Six Acceptance Once information has been submitted, the Office of Youth Protection will review program details and notify you on the status of your registration, including any recommended modifications or clarification requests.	Expect a response within 2 weeks of submission

Process

Notes / Timeline

Step One

Unit Approval

Ensure you have approval from the appropriate Dean, Director, Department Head or designee prior to starting the registration process.

One-time approval, following department/unit protocol

Step Two

Background Checks

Secure background check authorization for any OSU employee or volunteer who will have direct engagement with minors through the youth activity.

Pre-engagement, plus every 2 years for continued youth program involvement

Step Three

Activity Details

Use the Youth Program Registry system to submit program information, including activity details and a brief risk assessment.

Annual submission for ongoing programs

<or>

30+ days in advance for seasonal events

Step Four

Personnel Roster

Provide a complete list of Youth Program Personnel who will be involved in the activity, including the OSU Person-in-Charge and all Staff/Volunteers who will have direct engagement with minors.

At least two* authorized adults who are cleared to engage with minors must be listed at the time of registration

*Additional cleared individuals may be added, up to 3 days before the start date

Step Five

Certification

The Person-in-Charge reviews submitted information for accuracy and completeness, and they must certify their acceptance and compliance with Youth Protection policy.

Compliance Certification must be signed by the Person-in-Charge prior to Acceptance

Step Six

Acceptance

Once information has been submitted, the Office of Youth Protection will review program details and notify you on the status of your registration, including any recommended modifications or clarification requests.

Expect a response within 2 weeks of submission