Advisors Make KYA Possible

The KY YMCA could not function without our outstanding advisors! They serve as teachers and mentors to the members of their delegation, and are essential to the KYA experience. They inspire and motivate, while allowing their students to take on leadership roles. Advisors are responsible for registration and supervision at conferences, but more importantly, changing students’ lives every day.


Pre-Conference Meetings

Interest Meetings
Open to everyone (class vists, assemblies, etc.) to discuss KYA and Student Y

Orientation Meeting
Who Attends: Students interested in attending KYA (Parents can be invited as well)
Discuss broad KYA goals, programs, and roles in which students can serve.

Bill Workshops
Who Attends: Prospective Bill Sponsors or all KYA participants
Discuss how to generate bill topics, write bills, and present bills.


Register for KYA

Please follow the procedure outlined on the KYA Registration page. If you have any questions, please email


Meetings at KYA

New Advisor Orientation
Who Attends: Mandatory for First-Time Advisors.

  • Overview: We will tell you where we need you to be when – the Y-Staff depends on advisors to help run the conference.
  • Expectations: We will explain what we need from you at various times to make the conference run smoothly.
  • Contact: We will need a reachable cell phone number from at least one advisor in each delegation.

All Advisor Meeting
Who Attends: Mandatory for All Advisors

  • Introduction of those who can serve as mentors to new advisors.
  • Explanation of any conference changes.


Advisor Responsibilities at KYA

  • Make sure participants are adhering to the conference schedule at all times.
  • Help control undertone during meetings from all participants, not just members of your delegation.
  • Enforce dress code for your participants.
  • Ensure participants know which bus to ride to and from the Capitol.
  • May confiscate cell phones being used by your delegation participants during meetings. Phones will be kept by advisor until after the session ends.
  • Serve during free time as dance monitors, hall patrol, etc.
  • Please know where your participants are at all times, follow the dress code, respect delegates and other advisors.
  • Please refrain from using computers, phones, headphones, etc or talking loudly while participants are in sessions.  You may move to the hallway if necessary.
  • Advisors set the tone for all participants at the conference.


Incident & Exception Policies

Arriving Late
Y-Staff must be informed of late arrivals at check-in and again upon arrival of the participant.

Leaving Early (for sickness or other reason)

  • Participants must clear travel plans with advisor and Y-Staff.
  • Parent/Guardian must check participant out face-to-face with advisor and Y-Staff, and provide valid photo ID.
  • If participant is driving self from conference, it must be notarized by the parent/guardian and the school.

Behavioral Incidents

If code of conduct rule is violated, advisors and/or Y-Staff may take disciplinary actions at their discretion, including, but not limited to:

  • Calls to parent/guardian
  • Incident report filled out, signed
  • Participant sent home
  • School policies implemented

If state or federal law is broken, Y-Staff will notify parent/guardian and law enforcement and participant will be sent home.  

Dress Code
Participant and Advisor dress must be in compliance with the dress code outlined in the Code-of-Conduct.  Advisors are responsible for implementing the enforcement of both the dress code and the Code-of-Conduct.

Refund Policy
Refunds are given if a registered participant is unable to attend KYA. The following notice must be given, using the Refund Request Form, to the Kentucky YMCA in order receive a refund:

  • 10+ days prior to conference – participants may receive a 100% refund
  • 9-5 days prior to the conference – participants may receive a 50% refund
  • 4 or fewer days prior to the conference – refunds will only be given for reasons of medical or family emergency at the discretion of the Executive Director.