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Protection of Minors Required Procedures

Are YOU or A UD ORGANIZATION hosting/organizing this event?

Is AN ORGANIZATION OUTSIDE OF UD requesting this visit/event?

UD Organized Events

First, you must register your event with the Office of Equity and Inclusion/Human Resources 60 days before the event.

When you receive a letter of approval for your event (after certification) send/email a copy to k12engineering@udel.edu.

Training

Take the brief Protection of Minors training offered through OEI. To access it:

If you use ConnectingU for employee training and development, please complete your online training by registering through ConnectingU.

If you are a student, part-time UD employee, or not employed by the University of Delaware, please register here to receive a link to the online training module.

Email the certificate of training completion or a screen shot of the last slide to (k12engineering@udel.edu). You should add your signature and the date to the form you send.

Spreadsheet

In order to get our third-party clearances completed by Sterling Talent Solutions, you must send k12engineering@udel.edu info about:

Date(s) of event

Participants(People running or helping with event)

  • Name
  • UDID #
  • Email
  • Phone
  • Whether they have been consistently employed by UD for past 12 months
  • Whether they are under the age of 18 years

You will then get an email from Sterling Talent Solutions with a link to their secure website, with some additional questions you must complete.

Child Abuse Registry Check

Click here to obtain a Delaware Child Abuse Registry Consent Form. Please complete, at minimum, the mandatory sections of Part One (red-starred items) and return the form to us at k12engineering@udel.edu for processing.

For safety, if you plan to include your Social Security number, do not use regular email to return the form. Please email the form using a secure service (such as the free Egress Switch app).

Program Certification Form

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. You will need to provide Liability and Photo Release forms to your K-12 and adult event participants before the event to complete and return to UD K-12 Engineering:

  • 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.

 

Send k12engineering@udel.edu a copy of the certification you receive.

Expiration of Clearances

The expiration dates for clearance information are as follows:

Third-party Check: 3 years (if continuously employed by UD)
1 year (if not continuously employed by UD)
Child Abuse Registry Check: 5 years, if remaining at same employer
Training Confirmation: required annually

 

Non-UD Organized Events

When an organization comes to you, requesting a visit or an event, you are the UD liaison and must follow UD policy and procedures to ensure the safety of minors.

Please follow the following steps:

First, you must register your event with the Office of Equity and Inclusion/Human Resources 60 days before the event.

When you receive the letter of approval for your event (after certification) send/email a copy to k12engineering@udel.edu.

Training

Take the brief Protection of Minors training offered through OEI. To access it:

If you use ConnectingU for employee training and development, please complete your online training by registering through ConnectingU.

If you are a student, part-time UD employee, or not employed by the University of Delaware, please register hereto receive a link to the online training module.

Email the certificate of training completion or a screen shot of the last slide to k12engineering@udel.edu. You should add your signature and the date to the form you send.

Spreadsheet

In order to get our clearances completed by Sterling Talent Solutions, you must send k12engineering@udel.edu info about:

Date(s) of event

Participants(People running or helping with event)

  • Name
  • UDID #
  • Email
  • Phone
  • Whether they have been consistently employed by UD for past 12 months
  • Whether they are under the age of 18 years

You will then get an email from Sterling Talent Solutions that you must complete.

Child Abuse Registry Check

Click here to obtain a Delaware Child Abuse Registry Consent Form. Please complete, at minimum, the mandatory sections of Part One (red-starred items) and return the form to k12engineering@udel.edu for processing.

For safety, if you plan to include your Social Security number, do not use regular email to return the form. Please email the form using a secure service (such as the free Egress Switch app).

Program Certification Form

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. You will need to provide Liability and Photo Release forms to your K-12 and adult event participants to complete and return to UD K-12 Engineering:

  • 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.

Send k12engineering@udel.edu a copy of the certification you receive.

 

A guide to conduct and behavior, mandated ratios and reporting mandates provided by the University of Delaware is available here:

https://sites.udel.edu/generalcounsel/policies/protection-of-minors-programs-for-minors-on-university-property-or-in-university-facilities-sponsored-or-organized-by-the-university/

Expiration of Clearances

The expiration dates for clearance information are as follows:

Third-party Check: 3 years (if continuously employed by UD)
1 year (if not continuously employed by UD)
Child Abuse Registry Check: 5 years, if remaining at same employer
Training Confirmation: required annually

 

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