Planning and Running an Activity Involving Minors
Before You Begin
If your student organization is hosting an activity involving minors that is subject to Policy 8.8, all required approvals and youth protection requirements must be completed before the activity begins.
Activities involving minors may not begin until final authorization has been received.
Approval Process & Timeline
Student organizations must complete all required approvals and youth protection requirements before an activity involving minors begins.
| Step | Action | Timeline |
|---|---|---|
| 1 | Obtain Campus Activities approval as a recognized student organization | Annual recognition process (typically begins mid-summer) |
| 2 | Reserve space through 25Live (if applicable) | At least 8 weeks before the activity |
| 3 | Register the activity with Children and Youth Safety (CYS) | At least 30 days before the activity |
| 4 | Complete all applicable policy 8.8 requirements. These may include:
| At least 7 days before the activity |
| 5 | Receive final authorization | Before the activity begins |
Important: Activities involving minors may not begin until all required reviews, approvals, training, screening, and authorization requirements have been completed.
Program Directors
If you are planning, coordinating, managing, or overseeing the activity, you are considered a Program Director under University Policy 8.8.
Program directors are responsible for ensuring:
- Registration is completed
- Required approvals are obtained
- Training requirements are met
- Supervision plans are in place
- Safety requirements are satisfied
- Reporting obligations are understood
Learn more about the responsibility of program directors.
Common Mistakes
Activities are most often delayed because:
- CYS is contacted less than 30 days before the activity
- Required personnel are identified too late
- Training requirements are not completed
- Screening requirements are not completed
- Organizations assume an activity is exempt without consulting CYS
What If Our Activity Is Less Than 30 Days Away?
Contact CYS at youthprotection@cornell.edu immediately.
Activities involving minors may not proceed until all required reviews, approvals, training, and screening requirements have been completed.
Questions?
Contact Children and Youth Safety (CYS) at Contact Us.