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This Policy updates current guidelines and procedures and aligns with the requirements of the University System of Georgia Board of Regents Policy 12.9. The Policy also reflects the University’s ongoing commitment to providing a safe and healthy environment for minors.

The Policy came into effect May 1, 2017.

No, it should not. The Policy builds on work already in place at the University. It is intended to enhance safety and provide additional support and resources—not create barriers. Sample forms and additional resources to facilitate compliance can be found under the Planning Your Program tab on the Minors on Campus site.

After checking the Minors on Campus page and FAQs for your issue, contact Director of Regulatory Risk at 706-867-2036.

Any program that includes the care, custody, control of a minor, and is:

• Offered by departments or units of the University;
• Offered by the University’s registered student organizations; or
• Offered by outside groups utilizing a University facility,

• Camps
• Clinics
• Conferences
• Competitions
• Group lessons
• Mentoring
• Internships or experiential learning
• Hands-on research or viewing research
• Seminars
• Workshops

Consider:

1. Is it a program sponsored and controlled by a University college, school, unit, department, student organization, OR held at a University facility?
2. Does ǧ�Ĺ�AV have care, custody, or control over minor participants during the program?

If the answer to A and B is YES, then your program falls under the Policy unless it meets one of the stated exceptions below.

The Policy does not apply to the following:

• Minors enrolled in undergraduate or graduate academic programs;
• Minors who come to any ǧ�Ĺ�AV campus to access services available to potential students, including pre-enrollment testing, financial aid, and admissions;
• Events or visits to campus where minors are supervised by their parent/guardian;
• Events that are open to the general public or invited guests where parents/guardians are expected to provide supervision of minors; (games, concerts)
• Minor employees; and
• University of North Georgia employees or students hosting family members, friends, or other guests.
• Regardless of Policy applicability, programs/activities are expected to have procedures in place to ensure best practices are followed.

Non-residential field trips where the minor is under the direct supervision of responsible adults from its school district or organization, and which do not involve overnight lodging, are not covered by the Policy. In that situation, the care, custody, and control of the minor does not pass to the University and the school district or organization remains responsible for child protection training and background checks.

This Policy does not apply if parents/guardians or other responsible adult will be present at all times and maintain care, custody, and control of the minor.

One-on-one interactions and one-time activities are covered by this Policy.

Yes. The Policy applies to all programs on University property, whether University-sponsored or produced by a third party.

Programs should be registered at least 60 days in advance. In all cases, a program may not be held unless it is registered prior to the start date and approved by the Director of Regulatory Risk for Youth Programs. Annual registration is required.

Yes. It is important for the University to have a central record of all programs occurring at University facilities. Outside parties will be registered by Professional and Continuing Education.

Background checks are required for all program staff, whether paid or volunteer, who work in programs serving minors and who are reasonably anticipated to have direct contact or interaction with minor participants. Background checks must be performed whether the program is hosted by the University or an outside group. Outside groups must certify their compliance with the background check policies when reserving University facilities.

Background checks for university-sponsored programs are conducted by ǧ�Ĺ�AV Human Resources. To request a background check please call 706-864-1440 and request assistance for a background check.

Note: Your program must be registered on the .

Please allow 7-14 business days. 

At a minimum, background checks should meet HRAP requirements. However, depending on the nature of the program and the job responsibilities, more frequent checks may be advisable. 

It is the responsibility of the Program Administrator to ensure that all criminal background checks have been completed. The Program Administrator must maintain background check documentation for 5 years after the completion of the program.

No. All program staff, including volunteers, must be cleared to work with minors before a program starts. If the results are delayed, program staff cannot start working or volunteering until he/she is cleared.

Program Administrators should work with Human Resources to evaluate the need for an additional background check. If you have already had a background check that meets HRAP requirements, then you may not need a second background check under this Policy. For example, a student who recently submitted to a criminal background check as part of his/her field placement, clinical experience, or student organization may be able to utilize the previous background check for the current program. Record of a background check must be provided and verified before an individual can interact with minors. 

Training is required for all adults participating in a minors program, whether paid or volunteer, who are reasonably anticipated to have direct contact or interaction with minors. Training must be performed whether the program is hosted by the University or an outside group.

All program staff and volunteers must be trained on mandatory reporter requirements, warning signs of sexual abuse and child molestation, the University’s Non-Discrimination and Anti-Harassment Policy, and must complete a Staff Code of Conduct. Access the ǧ�Ĺ�AV’s .

All program staff and volunteers must also undergo training appropriate to the program, including staff and participant codes of conduct; reporting requirements; disability and other accommodations; safety and security protocols; first aid guidelines and medication management; and activities, risks, and responsibilities specific to each program. The Program Administrator is responsible for developing these trainings. More information, including links to training materials, can be found under the Planning Your Program section on the University minors on campus site.

In addition, Program Director must complete the Protecting Youth: Abuse and Neglect Prevention Training (training link will be assigned in Vector).

Training must be completed annually.

No. All training must be completed before being allowed to work a program with minors.

Any program staff or volunteer who has reasonable cause to believe that child abuse has occurred, must immediately report the suspected abuse to 1.) the Program/Activity Director, Supervisor, or other responsible University Official, 2.) the ǧ�Ĺ�AV Police Department AND 3.) the Department of Family and Children Services (DFCS). ǧ�Ĺ�AV Police will assist with reporting to DFCS.

Program staff and volunteers should report immediately, but in no case later than 24 hours after first developing reasonable cause to suspect abuse.

Report to 1.) your Program Director, 2.) the ǧ�Ĺ�AV Police Department at 706-864-1500, AND 3.) the Department of Family and Children Services (DFCS) at 1-855-GACHILD. ǧ�Ĺ�AV Police will assist with reporting to DFCS.

Calling ǧ�Ĺ�AV Police ensures that the University is notified of any incident even when programs/activities are not on main campus or when they do not occur during normal business hours.

Do not attempt to investigate a matter further or gather additional information before reporting. If child abuse is in any way suspected, report immediately. As trained professionals, ǧ�Ĺ�AV Police and DFCS officials will decide whether further action is required.

A Mandatory Reporter must ensure that the Division of Family and Children Services is notified of the suspected abuse immediately and in no case later than 24 hours after the Program Staff (or other reporter) first had reasonable cause to suspect the abuse.

If the guest is simply speaking to a group, the program staff or volunteers will maintain care, custody, and control, and the guest does not have unsupervised access to minors, then a background check and training are not required.

Yes. Outside groups must comply with the same standards as University-sponsored programs.

If there is a joint event with the University of North Georgia and an external organization occurring on ǧ�Ĺ�AV property where ǧ�Ĺ�AV or the external group has care, custody, or control over minor participants, full compliance with the ǧ�Ĺ�AV programs serving non-enrolled minors policy is required.

External (Third Party) organizations that wish to operate programs or activities involving minors on ǧ�Ĺ�AV campuses must be referred to ǧ�Ĺ�AV Professional & Continuing Education. The external organization will be required to sign a facilities-use agreement that ensures compliance with ǧ�Ĺ�AV’s programs serving non-enrolled minors policy and procedures, including proper screening and background checks, training and minimum insurance requirements.

Each University Dean, Director, Vice-President and Department Head, as applicable, has responsibility for ensuring that their units implement the Policy. The Director of Regulatory Risk for Youth Programs will have general oversight of the policy.

Possible sanctions for violating the policy include non-renewal or termination of the program.

Outside groups who violate the Policy may be removed or barred from University facilities.

Copies of all forms should be kept by Program Administrators through the duration of the program for quick reference. Thereafter, records should be kept in accordance with the Policy’s records retention requirements.

Program Administrators should work with their Dean/Director/Vice-President to figure out who is best positioned to be responsible for maintaining relevant documentation. Multiple individuals within a department should have access to these files. For more information please refer to the for all USG records.

Consult with your Dean/Director/Vice-President to determine where documentation should be kept. Records pertaining to minors must be retained for a period of three years after the minor reaches the age of eighteen. Records pertaining to program staff must be retained for five years. A best practice it to save these electronically on your departments U-drive.

A Steps for Planning Programs guide on how to comply with the Policy can be found under the Planning Your Program section on the Minors on Campus website.

The appropriate supervision ratio varies depending on the age of the participants, the nature of the program, and whether the program has an overnight component.

• ages 5 years and younger: one staff for each five overnight campers and one staff for six day campers
• ages 6 - 8 years: one staff for each six overnight campers and one staff for eight day campers
• ages 9 - 14 years: one staff for eight overnight campers and one staff for 10 day campers
• ages 15–18 years: one staff for 10 overnight campers and one staff for 12 day campers

At least two program staff or volunteers should always be present with a minor. Approved “one-on-one interactions” may only take place in open, well-illuminated spaces or rooms observable by other adults. If internship interactions take place in labs or offices that other people can access or observe, and other people are in and out of, then department/unit leadership may approve these on a case-by-case basis. Please reach out to the Director of Regulatory Risk for Youth Programs for further guidance on internships.