ON THIS PAGE: Registration Deadlines • How to Register • Forms
Registration Deadlines
KYA Registrations must be completed by a Advisor through the Advisor portal. Below are the registration and scholarship deadlines for each session of the 2024 Kentucky Youth Assembly. Registration Questions? Please email Danielle Hall at danielle@kyymca.org.
Disclaimer: Any conference could be moved virtually or condensed depending on registration numbers. Special Programs MAY be limited to in-person conferences.
How to Register for KYA
KYA Registration is now open!
Watch this video to learn about the new forms login process and updates to the advisor portal.
Follow these steps for the best pre-assembly experience possible and check the KYA Resources page for more useful information.
1.Access the Advisor Portal
Advisors will be given an account on our Advisor Portal where they will complete the following steps for KYA Registration. If you do not have an account, please contact your region's Director of Program Outreach.
- Manage Students & Adults on the School Roster
Prepare this roster early, as there are info forms that must be completed by students/adults prior to being able to register them for KYA. (Pro-tips: You can sort by first name or last name. If you have duplicates, ALWAYS let staff know.)
- Manage Student YMCA Membership (Optional)
You can choose to have none, part, or all of your delegation as members. NOTE: To run a Candidate for Presiding Officer, your delegation must have 100% membership.
IF YOU ARE NEW TO THE ADVISOR PORTAL OR NEED A REFRESHER, Visit our Introduction Page. This includes everything you’ll need to know about Managing your School Roster, Info Forms, Managing Student Y Memberships, and much more.
2. Intent for KYA
Submit an Intent Form in the Advisor Portal to reserve your space at KYA. Intents and Supreme Court requests (HS KYA Only) are processed on a first-come, first-served basis.
We have a policy of a 15 decrease and 25 increase Person Flex; meaning your intent numbers cannot increase by more than 25 or decrease by more than 15 people during the registration process. If you realize in the time between hitting submit for your intent and before your registration opens, please reach out to nicole@kyymca.org to see if we can get additional students into the conference. We encourage growth within your delegation but want to be sure we can accommodate the number of participants intented for each conference. No guarantee will be made outside of this Person Flex as we book our venue space based on the number of intents.
Please note that there must be at least 1 adult per 25 students and no more than 1 adult per 10 students attending the conference.
3. Advisors, Chaperones & Students Complete Info Forms
After July 1, advisors, chaperones and students should start completing new KY YMCA Info Forms for the new school year. To complete their info forms, they will need to log in to our Forms Portal (see link at top of the website). If they have not created a username and password (new in 2024) they will first need to do this prior co completing their form. Help with the info form can be found at the Forms Guide Link at the top of the website or by clicking here.
View the advisor resource page for video "how tos" and templates of messages to send out to explain this new process.
4. Begin KYA Registration
Once you have been notified via email that your KYA Intent has been approved AND registration has opened, Advisors may begin registration in the Advisor Portal. Your registration saves as you go, so you can complete it over several days. Before submitting, save any relevant info (rooming, rosters, bills, etc.) outside the Advisor Portal; it will be unavailable after submission.
SPECIAL NOTE REGARDING CODE OF CONDUCT
- Once you begin selecting individuals for your delegation, the individuals you select should then complete their Code of Conduct Form. That goes for all students, chaperones and advisors.
- Have them log in at https://www.kyymca.org/forms-login once they get to the "Please choose what you would like to do" page:
- Select: Student/Advisor: Fill out a form
- Select: KYA Code of Conduct
- Click Submit
- Fill out the form
- All participants must fill out a Code of Conduct prior to attending a conference.
- You can check the status of each individual's Code of Conduct at the bottom of the main page in the advisor portal.
- Next to your registration, click on the down arrow
- Select show details
- Next, you will see the words "Code of Conduct Check" click on the link that says Click Here. That will take you to a form where you can see all of your people and if they filled out their form or not.
5. Submit KYA Registration & Mail Payment
After submitting your KYA Registration, your information will go to our Office Staff for review to ensure all discounts and scholarships are correctly applied. You and your school's bookkeeper (if applicable) will then receive an invoice for your payment. If there are any issues with your invoice, please contact our Office Administrator Danielle at danielle@kyymca.org.
In-Person fees for KYA 2024 are as follows:
$285 for Student Y Members | $295 for Non-Members
$155 for Advisors with Shared Room | $255 for Advisors with Private Room
The KY YMCA is committed to inclusion for all and making rooming as flexible as possible for our schools and students. We are continuing to work diligently to be able to offer low-cost, accommodating, and inclusive rooming solutions in our programs.
The student program fee is based on a four-person sleeping room. Rooming assignments are under the purview and responsibility of the schools/delegations. We understand there are times when creating only rooms of four may not be possible, due to a variety of factors. We are working towards accommodations within our online registration system, but these changes are large on the back-end. We ask you to continue to give us time and grace to have the system allow for all needs.
In the meantime, if you incur unavoidable fees, please reach out to Danielle Hall (danielle@kyymca.org) to discuss possible solutions.
- Each delegation is allowed a limited number of rooms of three students, regardless of gender.
- If additional rooms of three students are requested, you will incur a fee of $139 per additional room.
- Rooms of one or two students will automatically be shared with one to two students from another delegation (they will not share beds with students from another school). If these students do not want to share a room with another delegation, an additional fee of $139 will be added per room.
- For every 15 students registered, advisors will receive $155 off of their registration.
We also recognize some schools or delegations may allow for and/or need mixed-gendered sleeping rooms. Our current system does not automatically allow for this, but we are happy to accommodate specific rooming requests as needed. Simply reach out to danielle@kyymca.org to make changes.
Mail Payments to:
Kentucky YMCA Youth Association
91 C. Michael Davenport Blvd
Frankfort, KY 40601
Forms for Students & Adults
While Advisors must complete delegation registrations via the Advisor Portal, the following forms must be completed through a separate Form Login Portal. Note that some of these forms are optional and some are required. The forms are listed in the order you might need them. Please note that in order to make data more secure and to ensure it is as clean as possible before we move to a shiny new software system in the spring of 2025, we have added a new log in process for all forms for 2024. Directions for the form can be found at the top of this website. The link is also here: https://www.kyymca.org/form-login-guide If you or any student have issues with our forms, please contact aly@kyymca.org.
1. Scholarship | Optional – click here to Login and fill out a scholarship application
Need-based scholarships are available. To be considered for a scholarship, a student and parent or guardian must fully complete the Scholarship application. Please review the deadlines table above for each conference. Scholarships will not be refunded once payment has been received.
2. Supporting Officer Application | Interested Students – Information Here
In addition to our KYA Presiding Officers, each program area has Supporting Officers with varying levels of responsibility and time commitment. These positions are either appointed by the Presiding Officers or application-based.
3. Candidate Declaration & Commitment Form | Candidates Only – Click here to login in and fill out a candidate declaration form
If your delegation has a PO Candidate (delegation must have 100% Student YMCA membership), the candidate must submit their Candidate Declaration by the reg. deadline for your KYA. Candidates must also complete their Commitment Form by the first day of their KYA conference. The form will be made available in mid-October.
4. Code of Conduct Agreement | Required for all Participants (Advisors & Students) but cannot be filled out until the student/adult has been registered for KYA - Click here to login and fill out a Code of Conduct Agreement
All participants will have to complete their respective Codes of Conduct. This form is now available. All participants must complete their Code of Conduct form PRIOR to arriving at KYA.