Hosting Minors on Campus

Policy

The purpose of this policy is to describe requirements placed on administrators, faculty, staff, students, volunteers and others working with minors to ensure their protection, to fulfill our obligations as mandated by law, and to provide the best possible experience for any minor visiting our campus or in university-related programs.

All programs and activities that involve minors in their activities will fall within the scope of this policy including programs operated by the University or 3^rd party entities, programs taking place on campus and programs under the direction and authority of the university at locations off campus.  This policy applies to such programs and activities whether they are limited to daily activities or involve the housing of minors in residence halls.  Exceptions to this policy include:  undergraduate and graduate academic programs in which minors are enrolled for academic credit; events on campus which are open to the general public and which minors attend at the sole discretion of their parents or guardians; and, campus tours or visits by minors considered to be prospective students; and other programs as may be designated from time to time by the appropriate university official in advance and in writing as exempted by this policy.  Additionally, activities where the responsibility for the minors does not transfer to university staff or faculty such as science fairs or school-sponsored visits where the minors are accompanied by school staff or chaperones.

The leadership of the University is responsible for this policy with departmental leadership responsible for ensuring their programs and activities involving minors are compliant with this policy.  Any questions regarding clarification of this policy should be directed to the Director of Security or the Director of Environmental Health, Safety & Risk Management.

Procedure

All programs and activities that involve minors in their activities will follow the current Procedures for Hosting Minors on Campus procedure as posted on the university website.  The procedure will contain requirements for the following provisions:

A. Communication and Notification – The sponsoring department shall establish an appropriate procedure for the notification of the minor’s parent/legal guardian in case of an emergency, including behavioral problems, natural disasters, or other significant program disruptions.

B. Medical Treatment, Administration of Medicines and Emergency Services – The sponsoring department shall develop a plan for the administration of medications as well as ensure that directions are readily accessible to staff and volunteers on how to summon emergency services.

C. Supervision of Minors and Access to University Facilities – Each sponsoring department will develop a plan outlining the supervision of the minors and what their access to University facilities will be. The plan will include such things as an adult to participant ratio, the activities involved, a housing plan (if attendees will be staying overnight), program staff training plan, and the responsibilities of program staff.

D. Program Rules of Conduct – Program staff will develop and make available to participants the rules and disciplinary measures applicable to the program.

E. Liability – Program staff shall obtain an Assumption of Risk, Waiver of Liability, Indemnification And Release form as part of the program registration process.

F. Background Checks – All program staff and volunteers who have direct contact with minors or supervise a program with minors are required to have a background check on record with the University before the adult is hired or allowed to engage with minors.

1. Background checks will be conducted by University Security, and these checks must be cleared prior to the beginning of the activity/program. The background checks will be conducted through the Minnesota Bureau of Criminal Apprehension.  If the program member has lived outside of Minnesota within the past ten years a fingerprint background check will be required to check other states.

2. The costs associated with the background check will be paid to security before the check will be conducted. MN law (MSS 181.645) prohibits employers from requiring employees or prospective employees to pay for a background check.
3. Subsequent background checks will be required every three (3) years for program staff and volunteers who return to a covered program or activity.

G. Requirements for programs directed by non-university entities.

Rationale

Minnesota State University, Mankato hosts a wide variety of camps, clinics, workshops, and conferences many of which involve minor child participants under the age of eighteen (18) years.  The University is committed to ensuring the safety and well-being of minors who are entrusted to our care or visit our campus.