Youth activity records — what to keep, how long and why it matters - Youth Protection Program

ASU launched the Youth Protection Program on Nov. 3, 2025. To support its rollout, the Youth Protection Program Office is hosting biweekly training sessions on various youth safety topics.

It is recommended that departments and individuals who work with minors attend these training sessions. 

This session will provide an overview of the youth activity records — what to keep, how long and why it matters. It will include guidance on maintaining, securing and retaining records related to youth activities in accordance with university policy and state and legal requirements. 

Attendees will learn which types of documentation must be collected and preserved, and how long records must be kept.

Topics covered in this training session include:

• Overview of records retention
  • What policies apply
  • Its importance in youth safety 
• Types of records to collect and maintain
• Retention timelines and schedules
• Handling records containing personally identifiable information or sensitive incident information
• Records retention in the compliance and participant systems
• Preparing for audits, investigations or public records requests
• Roles and responsibilities of activity managers, OGC, records retention and the youth protection program office

Email the Youth Protection Program Office for more information about the program and upcoming training sessions.

Important Details:

Participants will attend remotely via Zoom 

An ASU Zoom account will be required to join this session.

Please register using the ASU email linked to your ASU Zoom account.   example: firstname.lastname @asu.edu or asurite@asu.edu