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Home :: Policies :: Programs Serving Non-Enrolled Minors

Programs Serving Non-Enrolled Minors

Responsible Department
University Wide
Effective Date
11/19/2018
  1. .

    Purpose

    1. The University of North Georgia (the “University”) offers many coordinated opportunities for Non-Enrolled Minors to visit University Facilities. These include but are not limited to scheduled University events, various camps, clinics, and enrichment classes and activities. These programs are of great educational value and serve to benefit both the institution and the larger community. With this understanding, the University recognizes both its institutional and legal obligations to ensure the safety and well-being of Non-Enrolled Minors that are on University Premises, participating in Authorized University Programs.

    2. This policy establishes requirements for Authorized Programs to operate on University Premises.

    3. This policy applies broadly to interactions between minors who are not enrolled as University students and University faculty, staff, students, and volunteers in Authorized Programs on University Premises.
  2. .

    Definitions

    1. Authorized Adult or Program Staff:  A person, paid or unpaid, who may have direct contact, interact with, treat, supervise, chaperone, or otherwise oversee minors. This definition does not include temporary guest speakers, presenters, or other individuals who have no direct contact with program participants other than short-term activities supervised by program staff; or individuals whose only role is as a participant in the education, services, or programs offered.

    2. Authorized Program:  A program, activity, or service operated or sponsored by the University or by a Non-University Operator during which students, agents, employees or volunteers of the University or Non-University Operator are responsible for the care, custody, or control of participating Non-Enrolled Minors, rather than their parents or guardians.  Authorized Programs do not include events that are open to the general public and that minors may attend at the sole discretion of their parents or guardians; Institutional Review Board (“IRB”) supervised research activities; school field trips or campus visits where minors remain under the care or control of another responsible entity such as parents or teachers; campus orientations for admitted students; or other programs as may be designated from time-to-time by the appropriate University official as exempted from this policy or specific provision(s) of this policy after approval has been obtained in advance and in writing from the University Office of Risk Management.

    3. Non-Enrolled Minor:  A person under the age of 18 and, for purposes of this Policy, who is not enrolled in the University.

    4. Non-University Operator:  A person or entity that is operating an Authorized Program at the University, but that (i) is not affiliated with the University or (ii) if affiliated with the University, is acting in his or her individual capacity.

    5. Program Administrator: The University employee that is willing to act as a liaison between the University and the Program Director for the activity.  Specific responsibilities for Program Administrators are described in the procedures associated with this policy.

    6. Program Director:  The individual who is directly responsible for the operation of a program —this person may or may not be someone with University affiliation.  Specific responsibilities for Program Directors are described in the procedures associated with this policy.

    7. Registry of Authorized Programs: A list of programs authorized by UNG to take place that include Non-Enrolled Minors as participants.

    8. University Community Member:  Any persons enrolled at or employed by the University including faculty, staff, administrators and employees, and recognized University affiliated entities including University foundations, Student Organizations, University Departments, and Structured Volunteers.

    9. University Premises or Facilities:  Includes all land, building, facilities, and other property in the possession of or owned, used, contracted with, or controlled by the University (including adjacent streets and sidewalks).
  3. .

    Statement

    1. Authorization of Programs

      1. Only Authorized Programs will be permitted to operate on University Premises.

      2. To be approved as an Authorized Program, individuals, departments, or organizations should develop a plan for describing the program that addresses the following considerations:

        1. Training requirements;
        2. Proper screening and background checks of staff and volunteers (including random drug screening for those employees who work with children under the age of 13);
        3. Appropriate staffing and supervision ratios;
        4. Safety and security planning;
        5. Arrangements for required transportation needs;
        6. Housing needs;
        7. Participation requirement forms;
        8. Response protocols for injuries, illnesses, staff and/or participant misconduct;
        9. Insurance requirements; and
        10. Licensing or exemption therefrom by the applicable government agency(ies).

      3. Program Administrators will submit program information in the online Registry of Authorized Programs maintained by the University for approval. The registry includes information about each Authorized Program, including but not limited to the name of the Program Administrator, the anticipated number of participants, whether participants reside overnight, the number of Authorized Adults or Program Staff, and any other information required by the University.

      4. Programs operated or sponsored by the University must be approved by the Program Administrators’ supervisor.  Programs run by Non-University Operators must be approved by the Provost or his designee.

      5. All Authorized Programs must be registered within sufficient time to meet the requirements of this policy. Programs must be registered annually.

      6. Records and supporting documentation for all programs involving minors must be kept until all minor participants reach the age of 21.

    2. Reporting Child Abuse, Sexual Misconduct or Other Crimes

      1. Any Authorized Adult or Program Staff or other Mandatory Reporter under Georgia law who has reasonable cause to believe that suspected child abuse has occurred, shall immediately report the suspected abuse to the institution police department and the appropriate supervisor or Program Administrator who is able to take immediate action.  (The USG further expects that any other USG employee, whether a Mandatory Reporter or not, will also appropriately report suspected child abuse.)   The institution  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 Authorized Adult or Program Staff (or other reporter) first had reasonable cause to suspect the abuse.

      2. University employees serving as Program Administrators, Authorized Adults, or Program Staff and volunteers must comply with the reporting requirements of Georgia and federal law regarding child abuse, sexual misconduct and Clery Act offenses.  Those requirements are identified in the University’s Reporting Requirements for Employees Policy and the USG Mandatory Reporting Policy
        http://www.usg.edu/audit/programs_serving_minors/mandatory_reporting

      3. Non-University Operators must follow state and federal laws and comply with all University policies regarding the reporting of child abuse, sexual misconduct or other crimes.

    3. Background Investigation and Screening

      1. Only Authorized Adults or Program Staff, who are reasonably anticipated to have direct contact or interaction with minor program participants, can work in Authorized Programs serving Non-Enrolled Minors.

      2. To serve as an Authorized Adult or Program Staff, employees, individuals, and volunteers must consent to the University or Non-University Operator conducting background investigations and appropriate screening.

      3. The cost of the screening and background investigations for Authorized Adults and Program Staff of a Non-University Operator are to be borne by the Non-University Operator.

      4. Each Authorized Adult or Program Staff must undergo a background investigation at least once every three years.

      5. University employees working with minors under the age of 13 may be subject to pre-employment and random drug testing.

      6. Non-University Operators must implement sufficient internal policies such that their operations adhere to all policy directives regarding Background Investigation and Screening for University Operated programs.

    4. Training

      1. The University provides training for Program Administrators and Program Directors planning University-Sponsored programs for Non-Enrolled Minors that addresses the University Policy and Procedures for Programs Serving Non-Enrolled Minors and compliance requirements.

      2. The University provides training for Authorized Adults and Program Staff for University-Sponsored programs for Non-Enrolled Minors. Training topics include but are not limited to safety and security, mandatory reporting requirements and procedures, responsibilities and expectations, relevant University policies, and Staff Code of Conduct.  Additional training may be required depending upon the role of the staff member or volunteer. After initial training, renewal shall occur as required.

      3. Non-University Operators must implement sufficient internal policies such that their operations adhere to all policy directives regarding training for University Operated programs.

    5. Codes of Conduct

      1. Authorized Adults or Program Staff should be positive role models for minors and act in a responsible manner that is consistent with the mission of the University. The University has established a Staff Code of Conduct for Authorized Adults or Program Staff that addresses appropriate behavior and prohibited conduct when interacting with Non-Enrolled Minors. Authorized Adults and Program Staff must comply with the requirements of the Staff Code of Conduct, which should also be reviewed and acknowledged before the program begin and should be reviewed annually. The UNG Staff Code of Conduct may be found on the UNG Non-Enrolled Minors on Campus website.

      2. Participants in Authorized Programs should comply with the requirements of the Participant Code of Conduct established by the University. Violations of the Participant Code of Conduct will be addressed by the Program Director.

      3. Non-University Operators must implement sufficient internal policies such that their operations adhere to all policy directives regarding both the Staff and Participant Codes of Conduct for University Operated programs.

    6. Facilities Use Agreements

      Non-University Operators must sign a binding written agreement with the University. The agreement will require the Non-University Operator to identify Authorized Adults or Program Staff (including certification that all UNG requirements regarding background checks and training will be met) and comply with minimum insurance requirements. In accordance with Board of Regents Policy 9.10.6.3, the form used for such agreements must be USG-approved.

    7. Enrolled Minors

      University Community Members, who interact with minors enrolled in University classes, are not required to undergo the training or background checks required by this Policy.

    8. Participant Requirements

      Parents or legal guardians of minors must submit all required forms before Non-Enrolled Minors will be allowed to participate in Authorized Programs. Examples may include, but are not limited to Authorization to Administer Medication; Media Release; Medical Information Authorization; Staff Code of Conduct; Participant Agreement and Waiver; Pick-up Authorization; Program Check List; Participant Code of Conduct; Volunteer Registration Form. Additional forms for specific programs may also be required.
  4. .

    Support Info

    1. USG Policy on Programs Serving Minors

    2. Reporting Policy

    3. Background Investigation (USG) & (UNG)
  5. .

    Procedures

    1. See Programs Serving Non-Enrolled Minors Website.

    2. Procedures for appropriate background investigations are found in the University Policy – Background Investigations.

    3. Any related operating procedures must comply with and should reference this policy.

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