Protection of Minor Children in College Programs

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Protection of Minor Children in College Programs

 

Purpose

 

Wilmington College has an obligation to its students, faculty, staff, and visitors to conduct its operations and maintain its facilities in a manner consistent with its mission as a Quaker institution of higher education. The College recognizes that children are a valued part of our campus community and is committed to providing appropriate supervision to minors who are involved in College-sponsored programs both on and off campus and non-College sponsored programs held on the College’s campus.

Scope

 

This policy applies to College activities and programs in which minors will be physically present and participating, either taking place on the College campus or under the authority and/or direction of the College at other locations, including virtual settings.

This policy also applies to visitors or guests of non-College groups using College facilities for programs or activities. Such groups must provide to the sponsoring College unit satisfactory evidence of compliance with all of the requirements of this policy prior to the scheduled program or activity.

This policy does not apply to:

1) enrolled in undergraduate and graduate programs; and

2) general public events where parents or legal guardians are invited and are

expected to accompany and provide supervision to minors in their care; and

3) attending College events open to the public; or

4) participation in new student orientation programs.

Definitions

 

  1. Authorized Adult: Individuals, paid or unpaid, who interact with, supervise, chaperone, or otherwise oversee minors in College sponsored programs, recreational facilities, and/or residential facilities. This includes but is not limited to faculty, staff, volunteers, graduate and undergraduate students, interns, employees of temporary employment agencies and independent contractors/consultants. The Authorized Adults’ roles may include positions as counselors, chaperones, coaches, instructors, etc. The definition does not induce temporary guest speakers, presenters and other individuals who have no direct contact with the program.
  2. Campus: All domestic real property owned or leased by the College
  3. Child Abuse: Includes physical, sexual abuse, emotional or mental abuse, and neglect of a minor, all further described in Section 3 of this policy.
  4. Mandatory Reporters: a category of people derived from Ohio Revised Code section 2151.421, which includes but is not limited to: attorneys, physicians, registered nurses, licensed practical nurses, or other health care professionals, licensed psychologists, licensed school psychologists, administrators or employees of a child day care center, administrators, or employees of residential camp or child day camp, administrators or employees of a certified child care agency or other public or private children services agency, school teachers, school employees, school authorities and person engaged in social work or the practice of professional counseling.
  5. Minor: A minor is a person under the age of 18 who is enrolled or accepted for enrollment in a degree-granting program and is not an employee of the College.
  6. One-on-One Contact: A type of direct contact involving personal, unsupervised interaction between any individual, including but not limited to an Authorized Adult and Minor without at least one other Authorized Adult, parent or legal guardian being present. This type of contact is prohibited in College sponsored programs and third party programs.
  7. Program: a program or activity that will potentially include minors as participants and is offered by one of the various academic or administrative units of the College, whether on College property or not, or by a non-College group using College facilities. “Program” shall include but is not limited to: workshops, sports camps, academic camps, conferences, pre-enrollment visits, internships, employment, housing , departmental programs and other similar activities.
  8. Program Sponsor: each program or activity, whether operated by the College or a third party, must have an identified College employee serve as a Program Sponsor.

 

Policy

 

Requirements for all College Sponsored Programs

It is the responsibility of the Program Sponsor to ensure the following requirements are met prior to the start of the program.

 

Program Registration

All programs and activities involving minors covered under the Protection of Minors Policy must be registered with the offices of Human Resources, Compliance and Integrity, and Public Safety.

To register a program or activity, the Program Sponsor must complete and submit the Youth Program Registration Form. Please register your program or activity involving minors at least 30 business days in advance to provide ample time for the Associate Vice President of Compliance to assist you in meeting each of the policy requirements.

Background Checks

 

Anyone supervising, chaperoning, or otherwise overseeing minors who participate in College sponsored activities involving minors must be an Authorized Adult. In order to meet this policy requirement and act as an Authorized Adult, individuals paid or unpaid must (1) successfully pass a Background Screening within the previous 24 months of the program dates and (2) complete the College minor’s protection training protocol within the previous 24 months.

The Program Sponsor must ensure that all Authorized Adults have successfully completed the tasks above prior to working with minors. Background screenings must be initiated using the steps provided by the College’s Office of Human Resources no later than 72 hours of the occurrence. The Authorized Adult must provide information necessary to evaluate the circumstances of the arrest and/or conviction.

Training

 

The College will develop and maintain a training program for Authorized Adults that includes information about responsibilities to safeguard minors, applicable policies and procedures, and reporting requirements. Authorized Adults will complete the training protocol for programs with minor children every 24 months or more frequently as directed by the College. If there are changes to College policies, Ohio state laws, or federal laws within the 24-month period, additional training may be required. The College will maintain a list of Authorized Adults who have completed the training and their completion dates.

Minor Participant Forms

 

The Program Sponsor must collect a signed Informed Consent, Voluntary Waiver, Release of Liability & Assumption of Risk Form and a consent for emergency medical treatment form from the parent or legal guardian of a minor prior to the minor’s participation in a College sponsored program.

Program Rosters,etc.

All Programs shall maintain an up to date roster, program times and dates, locations, attendance information (names, ages, and emergency contacts for Program Participants) and Program contact, so that in the event of an emergency, appropriate measures may be taken.

 

Emergency Procedures

 

Each Program Sponsor shall establish a procedure for notifying the Minor’s parent/legal guardian in cases of an emergency, including medical and behavioral problems, natural disasters, or other significant disruptions.

Each Program Sponsor shall familiarize themselves with the Emergency Management Plan (s) for the campus location where the College Sponsored Program will be held. If the program is held at a non-College location, the Program Sponsor shall familiarize themselves with the emergency procedures for that location and make sure that the other Authorized Adults interacting with the Minors during the College sponsored program are familiar with those procedures as necessary.

Images and Recordings of Minors

 

Photographing or recording Minors in person or on a digital platform for marketing purposes is prohibited unless a waiver is completed by the Minor’s parent or guardian. Images and recordings shall be stored on College owned devices or in the College’s SharePOint/One Drive. Images and recordings shall not be stored on personal devices.

 

Conduct Requirements

 

All Authorized Adults participating in a Program shall, at all times:

Not engage in abusive conduct of any kind toward, or in the presence of, a Minor. For example, no Authorized Adult shall strike, hit, administer corporal punishment or touch in an inappropriate or illegal manner, any Minor,

Not possess fireworks, firearms, knives, and other weapons, unless officially sanctioned and approved for use in the Program.

Not transport Minors, except as specifically authorized in writing by the Minor’s Parent or Legal Guardian.

Not engage in the use of alcohol or illegal drugs, or be under the influence of alcohol or illegal drugs during such Program.

Not possess, have within reach and/or share sexually-oriented or morally inappropriate printed or computerized or portable materials (magazines, cards, videos, films, clothing, smartphones, etc.) in any form available to Minors participating in the Programs or assist Minors in any way in gaining access to such materials. The one exception would be legitimate sexual education programs in which the Minor’s Parent or Legal Guardian has given prior written consent.

Not continue to participate in the Programs if an allegation of inappropriate conduct has been made against the Authorized Adult until such allegation has been satisfactorily resolved and future participation in a Program is permitted by the College.

Not engage in any activity that the College deems inappropriate.

Not have One-On-One Contact with Minors. In general, it is required that two or more Authorized Adults will be involved in a Program when minors are present.

Have separate accommodations from the Minors. An Authorized Adult should not enter a Minor’s room, bathroom facility, or similar area without another Authorized Adult in attendance, consistent with the policy of not having One-On-One Contact with Minors.

Not take photographs or digital images of Minors without prior permission from the Minor’s Parents or Legal Guardian.

Not engage in private communication not pertaining to Program matters with a Minor by email, text message or social media at any time, except when there is a clear educational purpose and the communication is consistent with the mission of the College.

Not meet with Minors outside of established times for the Program. Any exceptions require written consent from the Parent or Legal Guardian and must include more than one Authorized Adult from the Program.

Reporting Requirements

 

Any person who witnesses any form of child abuse, inappropriate conduct or a violation of this policy shall report the incident.

Child abuse is defined as abuse to a child under the age of 18 years of age in the form of:

  1. Physical abuse: acts or omissions that cause, or fail to prevent, a serious physical injury to a minor.
  2. Sexual Abuse: rape, sexual assault, molestation, incest, indecent exposure, or exploiting a child in a manner in which the child is used for gratification or sexual enjoyment by another person.
  3. Emotional or Mental Abuse: actions or omissions that have a n actual or likely severe negative impact on a child’s emotional and behavioral development, including those resulting from persistent or severe emotional mistreatment.
  4. Neglect: a severe or persistent failure to provide for a minor’s physical, emotional or basic needs. However, it is not neglect if the actual or suspected injuries result solely from economic or environmental factors that are beyond the parent or legal guardian’s control.

Mandatory Reporters

Must report to a municipal or county peace officer (i.e. police officer, county sheriff) or a public children services agency if they know or suspect that child abuse has occured or that a treat of such abuse exisits as required by Ohio Law. Mandated Reporters located in Clinton County should call the Clinton County Child Protection Unit at 937-382-5935.

If a Mandated Reporter makes a report to the Child Protection Unit or the police/sherrif in accordance with this policy and pursuant to the Ohio Revised Code, then the Mandated Reporter must also report the incident to the Wilmington College Department of Public Safety at 937-382-0100.

A Mandatory Reporting making such a report should also notify the person in charge of the Program, if any.

 

Authorized Adults

Authorized Adults participating in a Program shall report an incident of known or suspected child abuse, or the threat of child abuse, in two ways:

  1. Report the incident to the appropriate authorities:
    1. If the Program is on Campus, report the incident to Campus Safety (937) 382-0100
    2. If the Program is off-campus and the host facility/location has a standard of practice for handling such incidents, report the incident to the appropriate authorities for that physical location.
  2. Notify the person in charge of the Program, if any. If that person is a College Student or there is no clear person in charge of the Program, also report the incident to the head of the College unit/department under which that Program falls, Human Resources, or the Office of Compliance and Integrity.

 

Minors brought to Camps that are not participating in a Program

 

Minors brought to Campus by an employee, student, or visitor, and who are not participating in a Program, are the sole responsibility of the employee, student, or visitor. The person bringing the minor to Campus is responsible for all aspects of the Minor’s behaving including the Minor’s safety and is financially responsible for any damages caused by the Minor.

Minors are permitted at events and venues open to the public. However, the College reserves the right to determine, in its sole discretion, whether selected events or venues are appropriate for unescorted or unsupervised Minors.

Sanctions

 

Sanctions for violations of this policy will depend on the circumstances and the nature of the violation but may include the full range of available University sanctions applicable to the individual including suspension, dismissal, termination, and, where appropriate, exclusion from campus. While an investigation is ongoing, the College may take necessary interim actions before determining whether a violation has occurred. The University may terminate relationships or take other appropriate actions against third-party entities that violate this policy.

To report suspected instances of non-compliance with this policy please visit Wilmington College’s REPORT A CONCERN, a secure and confidential reporting center found at the bottom of each wilmington.edu web page.