Protection of Minors on Campus

 

 

Guidance for visitors attending events hosted by the University of Delaware

Revised: Oct 13, 2021 

For all external visitors ages 12 and older attending events hosted by the University of Delaware, the University requires that event attendees and participants provide proof of full COVID-19 vaccination, a negative PCR coronavirus test taken within 72 hours of the event, or documentation that you have been released from isolation after a positive COVID-19 test within the past 90 days. “Full vaccination” means that all guests must have received their final COVID-19 vaccine dose at least 14 days in advance of the UD event they are attending. Authentic proof of a negative COVID-19 PCR test will be accepted as long as the test was taken within the specified time frame through a medical or accredited company; please note that “at home tests” will not be accepted. Those who have had a positive COVID-19 test within the past 90 days must submit their isolation dates as provided by a medical professional or public health department. Guests can use the digital Visitor Events Health Pass to upload an image of their documentation. Visitors who use the digital Health Pass and are approved for entry will receive a green ticket icon (different from the green check mark used with the Daily health Check alone), which event organizers will verify before allowing admission. Paper copies of the documents will also be accepted.

Please review the FAQ page for more Protection of Minors information as you prepare for summer 2022.

 

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 steps below to register your event with the University:

Does this policy apply to my program/activity? “Program for Minors” (or Program) means any camp, clinic, event, class, lab, mentoring or the like occurring on University property or using University facilities and sponsored by or organized on behalf of or in the name of the University that serves Minors without supervision by their parents or guardians, regardless of duration.

Step 1: Registration (updated 12/9/2021)

Preferably, no less than 60 days before the start of the program, the program organizer must register the program.   

University of Delaware Protection of Minors System

UD Program Registration.  UD Programs may access the system with their UDelNet ID and password.  See the process under the UDPOM Registration System Tutorial below.

Third Party or Non UD Programs
Third Party or Non UD Programs  community login link is to initially request access to the registration system.  Once the request is submitted an email response will be issued to the program organizer email address provided with access to log into the UD POMS compliance system.

UD POM Registration System Tutorial
Registration requires the following items:

  • Name and contact information for program organizer;
  • Description of program; locations and times of program; if online the virtual platform to be used
  • Anticipated number and ages of participants; and
  • Anticipated number of program staff
  • The program organizer must certify all items listed below will be completed prior to the start of the program.   Certification requires the following items:
    • A cleared background check including child protection registry and Protecting Youth training for each program staff member.
    • 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.

Registration of UD Program for Minors will generate an email with the directions for completing Protection of Minors CBC’s in Step 2 and access to Protecting Youth training in Step 3.

Step 2: Criminal Background Checks (Updated 12/9/2021)

All program organizers must obtain a background check for themselves and each program staff member prior to persons interacting with minors. A UD Protection of Minors 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)* is to be completed by all volunteers and employees 16 and older.

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.

How to complete A & B:

A. For UD Programs:  For UD programs sponsored or organized by the University: Once a program is registered in Step 1 and Authorized Staff indicated an email will be sent with instructions for program staff to complete and submit their DSCYF Child Protection Registry Consent Form.  In compliance with DSCYF regulations under 31 Delaware Code, Section 309, all employees of Youth Programs sponsored or organized by the University, and third-party Youth Camps* conducted at the University, are REQUIRED to complete The Delaware Child Protection Registry Portal Consent form.   The OEI Protection of Minors Program Coordinator will be uploading the submitted forms to The Delaware Child Protection Registry Portal and (DSCYF &DELJIS).  The UDPOMS will indicate the requirement being met.

*A. For third-party Youth Camp programs go to the DSCYF portal: https://childprotectionregistry.delaware.gov/s/login/?ec=302&startURL=%2Fs%2F

If you have any questions about the DSCYF Child Protection Registry process please email Alice Moore at protectionofminors@udel.edu

B. For UD programs sponsored or organized by the University: Once a program is registered in Step 1 and Authorized Staff indicated an email will be sent with instructions for program staff to complete their CBC’s, fill out and submit the requested information according to instructions.  If you have questions contact Kristen Hickman Protection of Minors Background Check Coordinator, khickman@udel.edu

B. For third-party programs: The University has a partnership with Sterling Talent Solutions.  If you opt to utilize their services, Click Here for instructions.  If you use a another vendor they must meet the minimum requirements of A & B.  

 

Step 3: Training (updated 12/9/2021)

For programs serving youth, annual training is required for all program staff prior to the start of program.  “Program Staff” means all employees, volunteers, and/or independent contractors of a Program for Minors.
UD Program Organizers provide a staff roster in program registration including individuals first/last name and email address.  This will enable OEI Program Coordinator to  enroll individual staff in the training module with their unique email and initiate an email invitation to complete the “Protecting Youth” EverFi training.  Once training is completed the compliance status will be shown in the UDPOMS (UD Protection of Minors System).
This child neglect and abuse prevention training covers basic prevention methodology, reporting processes, and federal and state reporting requirements. The training module duration is 1 hour, there is a certificate available upon completion.

Third Party Program Organizers certify in program registration that their program staff have completed an abuse awareness and prevention course that meets federal youth protection training requirements and state mandates.  If Third Party Program needs training contact protectionofminors@udel.edu

Step 4: Approval

Once Registration is submitted an email approval letter will be provided by OEI Protection of Minors Program Coordinator.  Program Organizers will receive email updates weekly for those program staff who have not met their compliance requirements, individuals will also receive reminders to complete the needed compliance requirement prior to interacting with Minors.  Program Organizers will also receive notification electronically when renewals for compliance requirements need to be completed.

 

 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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