FAQs and IT guidance

Reference

Frequently Asked Questions

The questions advisors ask most, in the order they usually come up.

Which states does this office run?

New York, Connecticut, and Rhode Island. Every state runs its own program, so outside these three, contact your local YMCA or search “YMCA Youth and Government” plus your state.

Does every student have to write a bill?

No. Students can attend as delegates, debate, and vote without writing a bill. Just let us know ahead of time.

How much work is it for a teacher?

It’s a low lift. One teacher can lead a delegation of 2 to 10 or more students. Most groups need just three meetings, and YMCA staff can lead any of them in person or by video.

Does it have to be a school club?

No. Most delegations are clubs, but classes, student councils, debate teams, and YMCA teen groups like Leaders Club and Achievers all work.

How many chaperones do we need?

There’s no set cap. About one adult for every four students works well, and every adult must register so they’re covered for rooms and meals.

Is financial aid available?

Yes. Aid is need-based, families apply on one form that works for every state, and no student is turned away for financial reasons. Rhode Island’s $250 school fee can be waived. New groups can also ask about Carnegie partnership support through YMCA of the USA.

How do we pay?

Checks are preferred, payable to “New York State YMCA Foundation” or “YMCA NYS,” mailed to YMCA Youth and Government, 465 New Karner Road, Albany, NY 12205, with your invoice number. Purchase orders and credit cards (about a 3% fee) also work. Please don’t bring payment to the conference; written confirmation from an administrator that it’s on the way is enough.

What if a student gets sick and can’t attend?

Conference fees are non-refundable, including when a student is sick or cannot attend.

We’re new. What do we have to do in year one?

Only the State Conference. The Cabinet, Steering, and national conferences are optional, and some leadership roles need a year of experience first.

What is the Intent Form?

A free, no-commitment form on your state’s page at nysyag.org that reserves space for your school. In New York, the High School Conference has a size cap, so submit it early.

What do the fees cover?

The conference, two hotel nights, and all five meals, per person. Schools are never charged more when rooms can’t be filled perfectly. Rhode Island charges a school fee only, with no hotel.

Reference

More questions

Approval, deadlines, visitors, and who to call.

Does our school have to approve the group? Is there a form?

There’s no program approval form. Every school is different, so check with your administration about their process.

What’s the difference between the NY Middle School and High School conferences?

They’re two separate conferences with their own forms and deadlines. Middle School (November) builds confidence, critical thinking, and teamwork. High School (spring) goes deeper into how government works and the specifics of law.

Can we get an extension on a deadline?

Usually, yes. Ask Drew before the deadline if you can. A bill sent late without notice may not reach the floor.

Can students use AI?

Yes, as a tool. Students must understand their bills and defend their own positions in debate.

Is it partisan or religious?

Neither. The program is nonpartisan and open to everyone. The YMCA is for all.

Do our students have to attend Steering weekends?

Only New York students who hold a leadership role (Justices, Presiding Officers, Committee Chairs, Cabinet) attend Steering. Schools without student leaders don’t need to. Connecticut and Rhode Island leaders train online.

What should students wear?

Business attire for sessions and the Capitol, casual in the evenings. Please don’t buy new clothes for this; advisors decide what’s appropriate, and no one is judged on what they wear.

Can parents come watch?

The Capitol is a public building, so visitors can watch debates after security. Parents who register as chaperones are welcome at the hotel; unregistered visitors must check in.

Why aren’t we getting emails?

School filters sometimes catch our messages. Check spam for ymcanys.org addresses and share the IT guidance in “IT Guidance for Educators”.

When are award nominations due?

At 9pm on the second day of the conference, in every state. Nominations submitted during the conference are the ones that count.

Who do I contact?

Drew Caldwell, Director of Youth Development: dcaldwell@ymcanys.org, or book a call at the link in “Key Resources”.

Reference

IT Guidance for Educators

Making sure program emails and forms reach you and your students.

At a Glance

• Program emails come from @ymcanys.org addresses.

• Registration, bill, and rooming forms, and your delegation’s view links, run on Airtable.

• Program information lives on nysyag.org.

• Some school filters flag older links on our previous website. If a resource link gives a security warning, email us and we’ll send the file directly.

Tip: Student networks are often more restricted than staff networks. Ask IT to test on a student device.

Sample Email to Your IT Team