Protection of Minors on Campus

 

 

University of Delaware President Dennis Assanis provided an update for the University community in an April 27, 2020 letter. In this communication he addressed that Programs for Minors, activities, events, and programs scheduled to take place on the University of Delaware campuses in June and July will be canceled, made virtual, or postponed due to the current pandemic. These include but are not limited to summer camps, conferences, high school graduation ceremonies, and meetings. You can read the full letter to the community here. Responsive to President Assanis’s communication and in accordance with University’s Policies to Protect Minors, our Office will continue to register and/ our amend programs for minors, specifically programs affiliated with the University or University personnel.

Please review the COVID-19 FAQ page for more Protection of Minors information as you prepare for summer 2021.

 

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, 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 2/25/2021)

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; 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 and Protecting Youth training for each program staff member. 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 registration form or email to protectionofminors@udel.edu.
    • The anticipated number and ages of participants. Please type this information into the registration form.

Registration of UD Program for Minors will generate an email with the template and 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 1/14/2021)

All program organizers must obtain a background check for themselves and each program staff prior to that person interacting with minors. A 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. 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 Child Protection Registry Consent Form
Please securely upload the completed form(s) to http://www.udel.edu/DSCYF-Consent for University programs.  The OEI Protection of Minors Program Coordinator will be uploading the submitted forms to The Delaware Child Protection Registry Portal and (DSCYF &DELJIS) and will be notified of prohibited persons only due to Delaware Criminal Conviction search results.
*For third-party 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 programs sponsored or organized by the University: Once a program is registered in Step 1 an email will be sent with the template and instructions for requesting program staff CBC’s, fill out and submit the requested information according to instructions on the template.  If you have questions contact Kristen Hickman Protection of Minors Background Check Coordinator, khickman@udel.edu

A Juvenile Release Form will also need to be completed and sent to Kristen Hickman khickman@udel.edu before a background check can be completed.  Click Here

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 8/25/2020)

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.
Program Organizers will need to email a staff roster including individuals first/last name and email address to protectionofminors@udel.edu  or require program staff to request individual access click here.  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.
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.

Step 4: Approval

The Registration process is not complete until written approval letter from OEI has been received by the program.

 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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