Protection of Children / Minors on Campus

The University of Colorado Colorado Springs (UCCS) is dedicated to the welfare and safety of all Children / Minors who visit our campus to participate in University-related programs or activities or events involving minors on the University campuses. To that end, on February 1, 2018, UCCS adopted the Protection of Children / Minors on Campus policy.  The objective of this policy is to clarify expectations and outline campus requirements to provide for the protection of children who are participating in programs for children.

 

The Protection of Children Minors on Campus policy does the following:

  • Designation of Campus Administrator;
  • Designation of Children on Campus Advisory Committee;
  • Protocols related to Minors on Campus;
  • Operations related to Minors on Campus (documentation, payment, medication, general rules, and non-discrimination);
  • Reminder related  background checks for individuals who work in programs/camps;
  • Outlines reporting and training obligations;

 

UNIVERSITY POLICY

A Program for Children is defined as: a University program operated exclusively or primarily for children left in University care without parent or guardian supervision and that requires registration or application. Any child care center operated on campus pursuant to C.R.S. §§ 26-6-101 to -121 complies with state laws and regulations applicable to a child care center and is excluded from this policy. If you offer, sponsor, or approve programs for children, please review UCCS Campus Policy 100-019:  Protection of Children / Minors on Campus policy and APS 7009: Protection of Children Participating in University-Run and University Contracted Programs for Children

 

Related Policies

 

DUTY TO REPORT

An employee and / or volunteer who suspects that a child participating in a program for children is being abused, mistreated or neglected shall report such information to law enforcement immediately and shall also notify their supervisor and/or the campus administrator. University employees who are mandatory reporters under Colorado law (see C.R.S. § 19-3-304) shall report pursuant to the provisions in that law.If any person has reason to suspect that a Minor has been subject to neglect or abuse, he or she must immediately do the following:

  • Inform the UCCS Office of Public Safety  719-255-3111;
  • If a member of the University may be involved in the suspected assault or abuse, report the suspected assault or abuse directly to the Office of Institutional Equity;
  • Document in the Canvas Minors on Campus site.

 

PROGRAMS/CAMPS DIRECTED BY NON-UNIVERSITY ENTITIES (Unaffiliated)

Non-university/unaffiliated organizations that wish to operate programs or activities involving children and minors at the UCCS campus must ensure their programs are conducted in accordance with the Protection of Children/Minors on Campus policy requirements.   All unaffiliated program operators must work with the University Center and Event Services department and sign an agreement with the University requiring the unaffiliated program to:

  1. provide insurance and indemnification, as required by APS 7001: Insurance and Indemnification Requirements for Use of Facilities by Non-University Groups;
  2. comply with all UCCS Policies and Procedures;
  3. collect and maintain all required information as outlined in the Protection of Children/Minors on Campus policy;
  4. provide training, support, and resources to all conference or camp staff on working with minors or children prior to the conference or camp event;
  5. verify that background checks on all conference and camp staff working with minors/children during the event have been completed; and
  6. submit to a UCCS policy compliance audit as required by the campus.

 

REQUIREMENTS 

Each program for children shall collect and maintain the following information for each program for children:

  1. the nature of the program, including day or overnight;
  2. the program’s date and location;
  3. the approximate number and age of participating children;
  4. volunteer plans;
  5. transportation plans;
  6. a signed media release for each child, if applicable; and
  7. a signed waiver of liability for every child.

 

No less than annually, program operators shall update the Minors on Campus Canvas site with the following information:

  1. the nature of the program;
  2. the program’s date and location; and
  3. the approximate number and age of participating children.

 

How to access the Minors on Campus Canvas site:

 

FORMS AND GUIDELINES

Forms, Guidelines and Templates can be found on both the Risk Management website as well as on the Minors on Campus Website.

Forms

  1. University Risk Management
    1. Participant Notice of Risk and Waiver
    2. Minor Consent
    3. Minor in Lab Consent
    4. Camp Participant Informed Consent Form and Medical History Form

Guidelines

  1. University Risk Management
    1. Camp Activities Guidelines
    2. Minor Guidelines

 

FREQUENTLY ASKED QUESTIONS (FAQ)

Have questions? See below.

POLICY RATIONALE

The university has adopted the Minors on Campus Policy to provide guidance for those in the university community who participate in programs or activities that involve minors under the age of 18. The primary goal of the policy is to promote the well-being and safety of minors who participate in programs run by or associated with the University.

All registered programs involving children and teens under age 18 who are left in the universities care fall under the new policy. Examples include:

  • Summer camps
  • Specialty camps such as academic acting or athletic camps
  • Workshops, conferences, and educational programs
  • Sponsored student organization activities
  • Programs and events involving children that take place in University facilities or on University property

No. There are some scenarios that are exempt from the policy. Examples include:

  • Events or performances on campus which are open to the general public (athletic competitions, plays, concerts);
  • Undergraduate and graduate academic programs in which minors are enrolled for academic credit;
  • Campus tours or visits by minors considered to be prospective students;
  • Non-residential field trips to campus supervised by a minor’s school or organization;
  • Off-campus clinical, practicum or student teaching experiences supervised by a third party entity;
  • Tutoring and mentoring by University students who are registered in recognized organizations (e.g. Big Brother/Big Sister), or are participating in community service activities sponsored by an administrative or academic unit of the University provided that such activities take place only in public settings (such as libraries and dining halls) during normal operating hours;
  • Private, personal events (e.g., birthday parties, weddings) that occur on campus;
  • Other programs as may be designated from time to time by the appropriate University official in advance and in writing as exempted from this policy.

If you are not involved in any programs or activities involving minors, many of the provisions of the policy will not apply to you. Everyone, however, is expected to do the following:

  1. review the policy;
  2. help to protect the safety and well-being of minors with whom they may interact; and
  3. report known or suspected abuse or neglect of a minor.

The policy does not apply to personal activities that are apart from your role or responsibilities as a student, faculty member or staff member, but the guidance provided by the policy may be helpful and important in non-university contexts.

Yes. All faculty, staff, and students who are involved in programs or activities involving minors that are sponsored by the University or occur on its campuses must comply with this policy.

APPLICABILITY TO VOLUNTEERS

Yes. Per UCCS Campus Policy 300-022 Employment Background Checks ; background checks and training requirements are applicable for all individuals when the role involves a direct interaction with a vulnerable population a security-sensitive position. Waivers to this procedure must be submitted in writing to Human Resources (HR) which includes those persons who are merely volunteers.

APPLICABILITY TO SPEAKERS

Maybe. Per UCCS Campus Policy 300-022 Employment Background Checks ; The Volunteer Coordinator must identify the appropriate background check(s), with the assistance of the HR office, based on the volunteer’s activities. Positions require a successful background check when the role involves a direct interaction with vulnerable population (including minors) programs or is a security-sensitive position. Waivers to this procedure must be submitted in writing to Human Resources (HR).

The Department of Human Resources oversees the processing of criminal background checks for University programs and activities. More information concerning how to request background checks can be found on the UCCS Human Resources Website. https://www.uccs.edu/hr/sites/hr/files/inline-files/Background%20Request%20Form_03212018.pdf

REPORTING OBLIGATIONS

If you are participating in a program or activity involving minors and you know or have reason to suspect that a minor has been subject to abuse or neglect or is otherwise unsafe, you must make a report.

If you have any suspicion that a child has been abused or neglected, report it. Even when you have doubts, it is better to report your suspicions than to ignore them.

To make a report of child abuse or neglect, you must do the following:

  • Inform the UCCS Office of Public Safety 719-255-3111;
  • If a member of the University may be involved in the suspected assault or abuse, report the suspected assault or abuse directly to the Office of Institutional Equity;
  • Document in the Canvas Minors on Campus site.

TRAINING REQUIREMENTS- Who Needs Training

Program or activity directors, staff, volunteers and all authorized adults working with minors in university programs or activities are highly recommended to do the following annually:

  1. Review the University’s Minors on Campus Policy;
  2. Attend training provided by the sponsoring unit or program which will provide information about the responsibilities and expectations under the minors on campus policy, emergency response, reporting of suspected abuse, among other things; and
  3. Contact comply@uccs.edu to discuss options for additional training.

Each department or academic unit offering a program for minors is responsible for training its program staff covered by the policy and is permitted the flexibility to design a method for training best suiting its needs. Additionally, online training is provided through SkillSoft at no cost.

Yes. All individuals working with minors in University programs or activities are highly recommended to complete the above training annually.

EXTERNAL PROGRAMS OPERATING ON UNIVERSITY CAMPUS

Non-University / unaffiliated organizations that wish to operate programs or activities involving minors on campus must comply with all campus policies including Protection of Children / Minors on Campus Policy. Prior to the start of any program or activity involving minors, Non-University / unaffiliated organizations must deliver the following before authorization of use of University facilities may be given:

  1. A signed Facilities Use Agreement setting forth the specific facilities to be used, the dates and hours of permitted access and other terms applicable to such use;
  2. What else Chad?

REQUESTS FOR ADDITIONAL INFORMATION

Deborah O’Connor
CCEP, CIM, CHPC, CPHQ
Director of Campus Compliance / Privacy Officer
1420 Austin Bluffs Parkway
Colorado Springs, CO 80918
O 719-255-3837
F 719-255-3511
doconnor@uccs.edu
Or comply@uccs.edu

James Duvall, ARM
University Risk Management, Director Colorado Springs Operations
University of Colorado
1420 Austin Bluffs Parkway
Colorado Springs, CO 80918
t 719 255 3525
c 719 313 8688
f 719 255 3394
www.cu.edu/risk