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California State University, Long BeachCalifornia State University, Long Beach

California State University, Long Beach & Research Foundation

Youth Activity Process Flow

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“State” = CSULB Campus; “RFDN” = Research Foundation

Order Action Distribution
Step 1 Project Sponsor/Director reads University Youth Activity (YA) Administrative Guideline Retained by Project Director
Step 2
At Least 60 days before opening YA registration
Project Sponsor/Director completes and submits a Youth Activity Sponsorship form at least 60 days before the anticipated opening of registration for the YA.
Level 3 Signature required
State YA - Submit to Campus Youth Facilitator (CYF) ;
CYF will determine if a Review or Extended Review is required
RFDN YA - Submit to Research Foundation (RFDN)
Retained in Event Management System
Step 3
At least 30 days before the YA start date
Project Sponsor/ Director completes and submits appropriate Review form at least 30 days before the YA start date. Retained in Event Management System
Step 4

Program Sponsor/Director ensure facilities for YA are reserved with appropriate campus venue manager

 
Step 5

Youth Activity is certified in the Event Management System

 
Step 6
At least 2 weeks before the YA start date

Where applicable, at least 2 weeks before the start of the YA, the Project Sponsor/Director has all employees and volunteers complete:

  • Chaperon Code of Conduct
  • Online Training
  • RFDN only: New Hire Packet and Mandatory Reporting Notice

State YA - Chaperon Code of Conduct retained in a secure location by the Project Director during YA

RFDN YA - New Hire Packet,  Chaperon Code of Conduct & Mandatory Reporting Notice Retained by Research Foundation Human Resources

Step 7
At least 2 weeks before the YA  start date

Where applicable, Project Sponsor/Director ensures all employees and volunteers complete the Live Scan Fingerprinting process at least 2 weeks before the start of the YA. A form with instructions is included in the YA materials. NO employees or volunteers may begin working before the Project Sponsor/Director receives the Live Scan clearance from Human Resources

Results will be emailed from HR to the Project Director.
Step 8
Before the first day of YA

In addition to any YA registration materials, and before the first day of YA, Project Sponsor/Director ensures all youth (parents or guardians) complete, where applicable:

  • Release of Liability
  • Photo Release
  • Voluntary Medical Disclosure & Emergency Contact
Forms are retained in a secure location by the Project Director during YA.
Step 9
Within 2 weeks after the end of the YA

RFDN YA - Close-Out - After the YA has ended, forward the following forms:

  • List of all campers who attended and attendance logs (sign-in/sign-out sheets)
  • Release of Liability
  • Photo Release
  • Voluntary Medical Disclosure & Emergency Contact
RFDN Human Resources for storage/proper destruction, as applicable.

Rev 2/12/2015