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
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. A name-based Delaware criminal background check through the Delaware Justice Information System (DELJIS)*; and a Child Protection Registry Check through the Department of Services for Children, Youth and their Family (DSCYF)*.
Consent Form to be completed by all volunteers and employees 16 and older.  Submit forms via fax to 302-739-6285, via email to DELJIS_Clearance@state.de.us

B. 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.**

*NOTE:  Item A. is 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:  Item B. 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
If you are affiliated with the University of Delaware – full time, please complete your online training by registering through ConnectingU.

If you are not affiliated with the University of Delaware or you are part-time, 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
In compliance with DSCYF regulations, Youth Camps sponsored or organized by the University, and third-party Youth Camps conducted at the University, are REQUIRED to also complete a registration for Youth Camp Delaware Justice Information System (DELJIS) Form.
Please send the completed form via email to Ruth.Hess@state.de.us or fax it to 302-633-5191.

The DSCYF, Delaware Office of Child Care Licensing (OCCL) and the state Criminal History Unit will review it and, if approved, send you your letter of approval directly. If you have any questions about the DSCYF Youth Camp registration process please call OCCL 302-892-5800

 Expectations of Program: 
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.


Resources: 

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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