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Action Steps for Covered Programs

Begin Registration

Step #1

The Program Director (or designee) should submit an online Program Registration Form at least 30 days prior to the event for HR approvals and final program approval by the Designated Official (D.O.).

Note: If the sponsor of a Covered Program is not a University Unit, the Program Director shall require the sponsor to sign an indemnification form. A copy should be forwarded to the Sr. VC Finance & Admin. and the Designated Official (D.O.) at

Step #2

Identify all individuals who are considered Covered Adults and confirm they are listed in IRIS.

For those Covered Adults who are not employees, you must enter them as a Friend of the University in IRIS.

Step #3

Each Covered Adult will be required to have a background check (BG) completed and on file with HR.

For those without a current BG check, HR will send an email with a link and instructions (from Truescreen BG check vendor) to the Covered Adult to complete and submit. The Program Director is responsible for ensuring all Covered Adults have completed this requirement.

Step #4

Each Covered Adult must complete the required training.

UT Employees should complete the “Child Protection Training for Covered Adults” online training module in K@TE, the learning management system. External users (including volunteers, contractors, students, student workers, and grad students) must register and access the training online at

A PowerPoint presentation is available for large groups and non-university personnel upon request and approval by the D.O. (Designated Official). It’s the Program Director’s responsibility—or designee—to administer this method of training and collect the signatures affirming the training has been reviewed. For tracking purposes, please email the Child Protection Training sign-in sheet to Angie McLemore ( immediately following the training’s completion.

Step #5

Each Covered Adult must read and sign the Mandatory Reporting Law Form, which is submitted to HR as part of the employee’s personnel file (non-employee forms should be retained by the Program Director).

Also, each Covered Adult should be given a Standards of Conduct for Covered Adults handout. If applicable, have parent/guardian complete the Medical Treatment Authorization Form to be retained by Program Director.

Registration Complete

Step #6

Once the D.O. has approved the program, the Program Director is then responsible for ensuring all Covered Adults are complying with the policy to be verified by the D.O. and UWA Audit & Compliance.

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