Protection of Minors Policy

Minors on Campus
(Sponsored or Organized by the University)
This Policy is intended to facilitate the protection of minors at programs, camps and other similar events sponsored or organized by University employees, volunteers, and/or organizations held on University property or in University facilities on behalf of or in the name of the University. This Policy applies to all University of Delaware locations and to all University employees, volunteers, and/or organizations who wish to sponsor, organize or participate in programs serving minors.

Minors on Campus by Third Party
(Sponsored or Organized by Third Parties)
This Policy is intended to facilitate the protection of minors at programs, camps and other similar events held on University property or in University facilities and sponsored or organized by third parties.  This Policy applies to all University of Delaware locations and to all third parties cotnacting with the University to sponsor or organize programs serving minors.

Reporting of Suspected Child Abuse
This policy addresses the mandatory reporting of suspected child abuse and/or neglect and applies to all University of Delaware locations and to all University employees, volunteers, and independent contractors.

When Abuse is Suspected

It is the policy of the University of Delaware to require all University employees, volunteers, and independent contractors, who know or in good faith suspect child abuse or neglect, to report such knowledge or suspicion both internally within the University and externally to appropriate state authorities. This does not include any confidential communications made to an attorney subject to the attorney-client privilege or a member of the clergy subject to the clergy-penitent privilege.

  1. If a child is in immediate danger, contact police immediately at 911 to obtain protection for the child.
  2. Immediately make an oral report to the Delaware Department of Services for Children, Youth, and their Families (DSCYF) by calling (800) 292-9582. Solely informing a supervisor that you suspect abuse is NOT sufficient.
  3. Immediately, but in no event later than 72 hours after calling DSCYF (as described in #2 above), prepare and submit a written report using the Department’s Child Abuse/Neglect Mandatory Reporting Form.  Fax the completed form to DSCYF at (302) 577-5515.
  4. Whenever an employee, with the exception of a licensed counselor, volunteer or independent contractor makes a report under step #3 above, that person must also make an internal report to the Office of Equity and Inclusion by immediately sending an email to protectionofminors@udel.edu. The person making the report must attach to the email a copy of the completed DSCYF’s Child Abuse/Neglect Mandatory Reporting Form sent in step #3 above. All University employees, volunteers, and independent contractors are required to assist the University, to the extent deemed necessary by the University, in gathering information related to the report.
  5. Forward any subsequent communication from DSCYF relating to the report to the Office of Equity and Inclusion at protectionofminors@udel.edu.
  6. To the extent that the law permits it and/or it is reasonable under the circumstances, the University will endeavor to preserve the confidentiality of all child abuse and neglect reports and records to protect the privacy rights of the person making the report.

Procedures:

  

Step 1:  Registration

No less than 60 days before the start of the program, the program organizer must register the program by submitting the Program Registration Form. Registration requires the following items:

  • Name and contact information for program organizer;
  • Description of program;
  • Anticipated number and ages of participants; and
  • Anticipated number of program staff

Step 2:  Background Checks

All program organizers must obtain a background check for themselves and each program staff prior to that person interacting with minors. A cleared background check, at a minimum must include:

  • A name-based Delaware criminal background check through the Delaware Justice Information System (DELJIS);
  • Child Protection Registry Check through the Department of Services for Children, Youth and their Family (DSCYF); and
  • An out-of-state criminal record check using private, third-party providers of such checks, provided that any out of state criminal record check shall include a Social Security trace search and county-based criminal record search in the counties in which the individual has resided within the past 10 years.
  • For programs sponsored or organized by the University: Click here and submit the requested information to Mark Williams, Background Check Coordinator, markwill@udel.edu. The subject line should include “Protection of Minors” and the program name.
  • For programs sponsored or organized by third parties: The University has a partnership with Sterling Talent Solutions.  If you opt to utilize their services, click here for instructions.

Step 3:  Training

If you are affiliated with the University of Delaware, please complete your online training by registering through ConnectingU.

If you are not affiliated with the University of Delaware, please register here to receive a link to the online training module.

Step 4:  Certification

No less than 7 days before the start of the program, the program organizer must certify the program by submitting the Program Certification Form.  Certification requires the following items:

  • A background check and training for each program staff. The program organizers must maintain a roster of the program staff and the completed requirements.
  • The proper permission slips and/or release for each participant. The program organizer must maintain a roster of participants with the completed requirements.
  • A detailed description of the sign-in and sign-out procedures for the program.  Please type this into the certification form or email to protectionofminors@udel.edu.
  • The number and ages of participants. Please type this information into the certification form.

 Step 5:  Approval
The Registration process is not complete until written approval from OEI has been received by the program.

 Step 6:  Registration with DSCYF
For programs sponsored or organized by the University are REQUIRED to also register with DSCYF if the event meets the following:

  1. Does your program occur between the months of May through September or during a holiday break (Christmas, Thanksgiving, or Spring Break)?
  2. Does your program operate for 3 or more hours per day? 
  3. Does your program have custody or control of one or more school-age children that are unattended by a parent/guardian?

If yes to all three, you will need to register with DSCYF at http://kids.delaware.gov/ 

If you are a third party/independent contractor you are advised to register you program iwht the DSCYF at http://kids.delaware.gov/ 

 Expectations:

Program Staff:

Program staff are all employees, volunteers and/or independent contractors of a Program for Minors (the Program Organizer, coaches, assistants, counselors, teaching assistants, etc.). Program staff must be adults (age of 18 or older), must have passed a criminal background check, and must have undergone training.

Supervision of Minors: All minors must be supervised at all times by program staff. Program Organizers may not rely on program staff not listed on their roster to supervise minors. The ratio of staff to program participants  must reflect the gender distribution of the participants and should meet the following minimums:

  • 1 staff member for every 5 participants ages 4 and 5
  • 1 staff member for every 6 participants ages 6 to 8
  • 1 staff member for every 8 participants ages 9 to 14
  • 1 staff member for every 10 participants ages 15 to 17

Records: 

Audits: The University reserves the right to spot check individual background checks or conduct a full audit of any Program for Minors’ background checks at any time, in its sole discretion.  A Program Organizer shall provide documentation of its compliance with this Policy to the University within forty-eight (48) hours of request.

Record Retention: The program organizer must maintain the records of background checks for program staff for a minimum of three years.  The program organizer must maintain a roster of all participants for a minimum of three years

Self-Reporting: Any program staff member who is arrested, charged with, or convicted of a crime must self-report the arrest or conviction within 72 hours to the program organizer, who must in turn immediately report to the Office of Equity and Inclusion no later than the next business day after learning of the arrest or conviction.

Falsification of Background Check or Failure to Report: If any Program Organizer or Program Staff member negligently, recklessly, or willfully falsifies any portion of his or her background check information, or that of any other Program Staff member, and/or fails to abide by the self-reporting requirements of this Policy, such falsification shall be grounds for termination of the Program’s contract for cause and a future ban on use of University property or facilities.  If a Program Organizer or Program Staff member who is also an employee or independent contractor of the University negligently, recklessly, or willfully falsifies any portion of his or her background check information or the information of any other person, it shall be grounds for discipline, up to and including termination.

 

 

For questions or additional information, contact:
Office of Equity and Inclusion
305 Hullihen Hall
Newark, DE 19716
(302) 831-8063
protectionofminors@udel.edu

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