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PROTECTION OF MINORS POLICY > V. GUIDELINES AND RESPONSIBILITIES
V. Guidelines and Responsibilities
If employed in a clearance required position or when participating in University-sponsored or -affiliated programs and activities, students, faculty, staff, and volunteers must:
Although undergraduate students under the age of 18 are not considered “minors” for purposes of this Policy, anyone covered by this Policy who knows or suspects that an undergraduate student under the age of 18 has been abused or neglected must make reports as directed by Section VII.
- Be vigilant in protecting the well-being and safety of minors with whom they interact on campus, at other University locations, or while conducting University business
- Be familiar with the informational material included in Appendix A concerning Guidelines for Working with Minors and Signs of Abuse and Neglect
- Promptly report suspected instances of abuse or neglect, or violations of this policy or law, as provided in Section VII
- Meet the requirements of this Policy relating to criminal history clearances
- Acknowledge this policy through completion of the certification form in Appendix C (at least once per calendar year)
- Meet any additional requirements that relate to the specific program and activity
Program sponsors are responsible for ensuring that non-University organizations and entities that operate programs or activities involving minors on campus or at other University locations are aware of, and comply with, this Policy.
Criminal History Clearances
Certain categories of individuals will be required to obtain criminal history clearances prior to participation in University-sponsored or -affiliated programs and activities involving minors dependent upon the nature of their duties and interaction with minors2. The categories of individuals who must undergo criminal history clearances are listed in Appendix B. If a criminal history clearance reveals adverse information, the University will conduct an individualized assessment using criteria designed to identify potential risks to minors. Except where required by law, criminal history clearances of University faculty, staff, students, and volunteers that are conducted pursuant to this Policy will be used only for purposes consistent with this Policy and will otherwise be kept confidential. Records of clearances will be maintained separately from an individual’s personnel, student or volunteer file. There may be rare circumstances where it is impractical to conduct a criminal history clearance based on the nature of the activity or due to the unique circumstances of the employee or volunteer, and these situations are subject to prior approval from the Vice President for Human Resources. In such instances, it is required that there be more than one adult present at the activity or event at all times, and/or other conditions may be imposed at the discretion of the Human Resources Department.
Non-University organizations and entities that operate programs or activities on campus involving minors must obtain criminal history clearances of their employees, volunteers, and representatives that meet University standards. The University may request any additional information or impose additional conditions it deems necessary to meet the requirements of this Policy including, but not limited to, requiring such organizations or entities to maintain specified insurance coverage.
Independent contractors and vendors that are on campus or at other University locations where contact with minors is routine must adhere to the University’s policy on criminal history clearances. The University may request any additional information or impose additional conditions to meet the requirements of this Policy including, but not limited to, requiring such contractors or vendors to maintain specified insurance coverage.
Specific requirements and procedures for criminal history clearances appear in Appendix B.
2 These clearances are in addition to any background screening that may be requested of employees or applicants based on their position at the University.