The purpose and scope of evaluations
The Office of Youth Protection and Programming (OYPP) conducts evaluations of covered activities to assess their success in implementing and operating in compliance with USC’s Protecting Minors Policy (PMP), including requirements beyond those reviewed during registration. These mandatory evaluations, which align with USC’s Unifying Values of well-being and accountability, are designed to be manageable and collaborative, with our office working closely with each covered activity (CA) throughout the process. After each evaluation concludes, we will collaborate with the covered activity administrator (CAA) to address and work to resolve any identified compliance concerns within a specific timeframe.
Goals
The goals of the evaluation process are for both our office and the covered activity to:
By developing a comprehensive understanding of each covered activity’s unique dynamics and setting, our office can tailor guidance, resources, and support to meet specific needs – helping programs align more effectively with the Protecting Minors Policy.
Evaluations help our office identify where covered activities are successfully implementing the policy, where they may fall short, and why. They allow us to address compliance concerns early – sometimes in real time – to make adjustments that prioritize safety. Evaluations also highlight best practices and strong examples to guide, encourage, and inspire other programs, all contributing to a stronger culture of safety for youth at USC.
Through evaluations we can better evaluate how well the policy supports youth safety efforts, and use insights from each assessment to guide future updates to program preparedness, policies, and procedures. This continuous feedback loop fosters a proactive, collaborative approach to youth protection across the university.
What the evaluation process entails
Evaluations will encompass the following elements to help ensure a comprehensive assessment of a covered activity’s compliance with USC’s Protecting Minors Policy. Identified areas of non-compliance, along with a remediation plan developed in collaboration with the covered activity administrator will be documented in a formal Compliance Action Plan (see below).
The purpose of the administrative review is to confirm that all required administrative prerequisites (e.g., Live Scans, training, etc.) have been completed prior to the start of the covered activity.
Procedures:
- OYPP will review administrative compliance prior to the onsite evaluation to assess compliance with the following requirements:
- Registration was submitted within in 60 days of the CA’s start date
- All staff Live Scans, YP training, & Guidelines for Interacting with Minors completed/signed within 5 days of start date
- Emergency plan uploaded prior to start date
- Minor participant information provided no less than 5 days prior to start
Note: this information is always available to CAAs via their compliance dashboard in Ideal-Logic.
The purpose of the documentation review is to confirm that other administrative requirements (that are not collected or reviewed by OYPP during registration) been completed prior to the start of the CA.
Procedures:
- OYPP will ask for and review relevant documentation to confirm the following requirements, which are currently not collected/reviewed during the registration process, have been met:
- Emergency plans have been tailored to the specific covered activity
- All non-USC employees serving as CA staff have submitted a written application, and undergone two (non-family) reference checks as well as a live interview (OYPP may ask that applications, references, etc. be submitted)
- Parents/guardians have received key safety information as required by the PMP, including how to report concerns to the University, communication protocols in an emergency, abuse prevention information, and instructions on how to sign up for TrojansAlert
The self-evaluation component allows CAAs to critically assess their CA’s own compliance with USC’s Protecting Minors Policy, identify strengths and areas for improvement, and address any challenges they face. This reflective process enhances transparency, fosters accountability, and supports continuous improvement in youth protection practices as well as support from OYPP.
Procedures:
The self-evaluation is issued to all CAAs during registration prior to the start date, and answers will be discussed during the Evaluation Debrief Meeting. Should a CAA identify any areas in need of support through the process, they should reach out to OYPP for support prior to the start date.
On-site visits will assess how effectively operational policy requirements (i.e., requirements that must be maintained during a covered activity) are being implemented on a day-to-day basis.
Procedures:
- Notification of a site visit for a covered activity will be sent to the CAA and Sponsoring Unit Contact.
- The on-site review criteria and rubric will be provided to the CAA at least one calendar week prior to a scheduled visit. There may be occasions where 24-hour notification will be given, but OYPP will do their best to communicate sooner.
- In consultation with the CAA, OYPP will determine the site visit date, duration, and location. Typically, OYPP will provide the CAA a few options from which to choose.
- During the site visit, OYPP staff will evaluate the implementation of policy requirements based on the established set of criteria (see rubric).
- OYPP staff may also provide feedback on strengths, weaknesses, and best practices observed that are not listed in the rubric.
These surveys are issued after a covered activity has concluded. They aim to gather feedback on the implementation of USC’s Protecting Minors Policy, assess the safety and preparedness of the covered activity, and identify strengths and improvements – particularly in areas that may not be visible to CAAs. Survey responses will also be used by OYPP to identify trends, gaps, and enhance future resources/ support for CAs/CA staff.
Procedures:
- OYPP will send all CAAs and CA staff a post-activity survey and invite them share feedback about the covered activity once the activity ends.
- Feedback from staff post-CA surveys will be shared with the CAA (staff will remain anonymous unless necessary for safety reasons) and incorporated into the Evaluation Report (if possible and/or appropriate).
The OYPP & Covered Activity Administrator (CAA) debrief meeting aims to review and discuss all components of the evaluation, including findings, self-evaluations, and areas for improvement, to collaboratively develop actionable strategies and ensure effective implementation of recommendations/required action.
Procedures:
- OYPP sends CAA and stakeholders (e.g., sponsoring unit contact, direct manager, etc.) a copy of the drafted final report.
- OYPP and CAA will work together to schedule the debrief no more than 2-3 weeks after a final report draft is sent.
- OYPP will update the final evaluation report with information shared during the debrief and resend to stakeholders.
The final evaluation report will offer detailed feedback and actionable recommendations/ directives based on the findings from the evaluation, aiming to enhance compliance, address any challenges, and strengthen the CA’s overall youth protection efforts. This comprehensive report – which incorporates elements of the debrief meeting should serve as a key resource for CAAs to identify areas for improvement and ensure the highest standards of youth protection are met.
Procedures:
- As soon as possible, and within no more than 4-6 weeks of the on-site evaluation, OYPP will provide CAAs a full Final Evaluation Report. This report will include detailed observations and feedback on all evaluated components, compliance rating (individual criteria and overall), a visit summary, and (if necessary) directives to address non-compliance through a Compliance Action Plan (CAP).
- Final evaluation reports will be sent to CAAs, sponsoring unit contacts and, in most cases, School/Unit leadership.
- OYPP will update the final evaluation report with information shared during the debrief and resend to stakeholders.
The CAP will serve as a documented path forward for the covered activity to address any areas of non-compliance identified through the evaluation.
Procedures:
- The covered activity will be responsible for implementing what is required in the Compliance Action Plan.
- OYPP will collaborate with CAAs to address the CAP, including setting timelines for achieving full compliance. This will be documented in the office’s registration system.
Frequently asked questions (FAQs)
The evaluation selection process takes into account a variety of factors, balancing the need to help address identified risks with a comprehensive assessment of all CAs. CAs are selected by OYPP based on a thoughtful and strategic approach that includes, but is not limited to, the following considerations:
- Reports of serious safety concerns
- CA type, scope, frequency, and duration
- Results from previous evaluations
- High-risk activities or groups (e.g., overnight or residential, swimming or water activities, contact sports, concussion risk, lab or healthcare spaces, large numbers of participants, etc.
- Random selection to ensure a wide range of covered activities are included
- Feedback from staff, participants and parents/guardians
- Regulatory changes or updates affecting specific types of activities
- By request from the covered activity
The evaluation selection process takes into account a variety of factors, balancing the need to help address identified risks with a comprehensive assessment of all CAs. CAs are selected by OYPP based on a thoughtful and strategic approach that includes, but is not limited to, the following considerations:
On-site reviews seek to assess how effectively operational policy requirements (e.g., supervision ratios, facilities use, etc.) is being carried out during the activity.
Our office will work with covered activity administrators to determine the best date, duration, and location for the review. It will vary depending on the type of activity.
Yes, absolutely. We select groups of activities to evaluate annually, but if you are not selected and are interested in our team evaluating yours, please reach out. We are happy to help support you in this way!
No. Evaluations are mandatory, and not meant to be punitive but rather, foster collaboration and continued improvement.
Your feedback is very important, so answers you provide on the survey remain anonymous when shared with the covered activity administrator (unless necessary for safety reasons). Your input is used to help us, and your covered activity administrator, identify ways to better support activities and staff like you – and especially the youth we serve. If you have concerns about sharing your feedback, you can always share them directly with our office, or submit a report through USC’s Report & Response website.
Absolutely! In fact, our office will send a brief summary within a day or two after the visit. If anything requires immediate attention we’ll reach out sooner.
Actually, most of the evaluation work is carried out by our office. Much of the work on your end is completed through the registration process. Plus, we will work with you to select the best times to visit on site and our debrief meeting. See the CA Eval Timeline above for more information.
There’s nothing specific to prepare, but as always, it is important to confirm your activity meets the requirements of the Protecting Minors Policy. And if you ever have questions, reach out for support via email to minors@usc.edu. We are here to help!