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 firstname.lastname@example.org.
- 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 email@example.com
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, firstname.lastname@example.org
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 email@example.com 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.
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.
Falsification of Background Check or Failure to Report:
Office of Equity and Inclusion
305 Hullihen Hall
Newark, DE 19716