Protection of Minors on Campus
Program Registration Procedures:
The registration process, for the ability to run your event on UD’s campus, is intended to facilitate the protection of minors at programs, camps or other similar events, sponsored by University employees and/or volunteers, or Third Parties held on University property or in University facilities. Please follow the 6 steps below to register your event with the University:
Step 1: Registration
- 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, firstname.lastname@example.org. 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.**
*NOTE: Steps 1 and 2 are completed through the State. DELJIS will review the application and then send it along to DSCYF for review. You will only hear from the State if a background check does not clear.
**NOTE: Step 3 is conducted by Mark Williams, as noted above, for University sponsored events and Sterling Talent, or other chosen vendor, for Third Party sponsored events.
Step 3: Training
Step 4: Certification
- 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 email@example.com.
- The number and ages of participants. Please type this information into the certification form.
Step 5: Approval
Step 6: Registration with DSCYF
- Does your program occur between the months of May through September or during a holiday break (Christmas, Thanksgiving, or Spring Break)?
- Does your program operate for 3 or more hours per day?
- 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 for license exemption with DSCYF:
- Complete application form for license exemption https://kids.delaware.gov/occl/pdf/application-for-license-exemption.pdf
- Scan or Fax to OCCL: Ann.Ryan@state.de.us or 302-633-5152
- OCCL will review it and, if approved, send you your letter of approval.
- If you have any questions please call OCCL 302-892-5800
If you are a third party/independent contractor you are advised to register you program iwht the DSCYF at: http://kids.delaware.gov/occl/regs-exempts.shtml
Supervision of Minors:
- 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
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.