Any activities that involves interactions with minors on University property, or University-sponsored activities held at off-campus locations, must be registered with the University.
The registration requirement includes any organized event or activity that includes participants who are minors offered by any academic or administrative unit of the University or recognized student organization whether on University-owned property, using University owned or managed facilities, or under the exclusive authority and direction of the University in other locations. This also include events or activities offered online, or by non-University organizations using campus facilities.
We use the word “program” when referring to any type of events, activities, or programs involving minors. Programs include, but are not limited to:
- Academic programs or camps (both credit and noncredit)
- Athletic camps or clinics
- Skill-based or enrichment camps and programs
- Mentorships, internships (paid or unpaid), research or shadowing experiences
- Tutoring programs
- Events not open to the general public (either one time or reoccurring)
- Virtual programs
- Online or in-person course work (both credit or noncredit)
Events that are open to the general public where parents, guardians, teachers, or other third party adult are expected to provide supervision of minors in their care such as sporting events, theater performances, concerts, carnivals, or visits to University galleries, libraries, or museums do not need to register.
Program administrators should address the following topics in the planning and evaluation of activities involving minors:
- Selection and screening of program staff including background checks
- Training for all program staff
- Supervision ratio
- Safety and security planning
- Required forms
- Response protocols when there is an injury or illness
- Response protocols when a program staff is accused of misconduct
- Response protocols when a minors is accused of misconduct
- Program orientation or information for minors and parents
- Insurance requirements
- Record retention
Planning checklists for in-person and virtual programs are provided below. Prior to registration, the program administrator should review the checklists and consult with program staff and appropriate offices to ensure all applicable items are addressed. The Youth Protection Oversight Committee is available to support program administrators if needed.
Registration is required annually and must be completed at least 30 days in advance of the program start date indicated on the registration form. This allows for adequate time to review the registration, conduct background checks, complete training and share program details with Youth Protection Department Representatives.
Please note: any activity defined as a mentorship, internship, research, or shadowing experience, either paid/unpaid, will need to be reviewed by Human Resources to ensure compliance with city, state, and federal employee laws.
Once a registration is submitted, a member of the Youth Protection Oversight Committee will contact the program administrator regarding required background checks and training in order to comply with the University’s Youth Protection Policy.