Minors on Campus 9.1-1

I. Introduction/Purpose:

As part of its educational mission, Saginaw Valley State University (SVSU or University) sponsors many programs and activities that are specifically for minor children or in which minor children participate. The University also makes its facilities available to outside groups and organizations that conduct programs directed toward, or that include, minor children. SVSU is committed to providing a safe environment for all members of the University community as well as all those who participate in programs and activities on campus or who use or visit our campus. Because minor children are a particularly vulnerable population, this policy has been adopted to address the special concerns when minor children participate in University-sponsored activities or other activities utilizing University Facilities.

II. Policy 

The University will adhere to the following policies for its Covered Programs.

1. SVSU expects parents or guardians to provide supervision over minors on campus who are not involved in a Covered Program. Parents or guardians should not leave minors unsupervised on University property.
2. The University reserves the right to condition, restrict or deny access to University Facilities by minors at its discretion. All minors, including those participating in Covered Programs, shall be subject to University regulations while on campus, and may be asked to leave the campus if unable to comply.

III. Covered Program

1. A Covered Program is any event, operation, or endeavor during which parents or guardians are not expected to be responsible for the care, custody, or control of minors.
2. This policy applies to the following activities and programs that include minors that the University operates: 
   1. on campus or in University facilities; including but not limited to overnight camps, instructional programs, day camps, academic camps, and sports camps.
   2. off campus, including but not limited to outreach and community service activities.
3. This policy applies to activities and programs that include minors that are conducted or organized by a Third-Party Lessee which take place on campus or in University Facilities.
4. This policy does not apply to:
   1. Programs and Activities hosted by the Admissions Department.
   2. Undergraduate and graduate academic programs in which individuals under the age of 18 are enrolled for academic credit or who have been accepted for enrollment.
   3. Enrolled SVSU students when hosting high school students, including prospective students, participating in pre-enrollment visitation, or similar activities.    
   4. Programs when a school or non-profit bring the minor(s) to the University.
   5. Institutional review board (IRB) approved research.
   6. Minors working for the University as employees or interns.
   7. Employees or volunteers who may have incidental contact with minors but do not work directly with minors within a program or activity.

IV. Procedures:

1. Participant Requirements
   Required forms must be submitted before participating in Covered Programs. These forms may include a participation agreement, health form, emergency contact form, proof of medical insurance, photo and recording release, and participant code of conduct.
2. Program Registration
   1. All academic and administrative units of the University sponsoring a Covered Program whether located on or off campus, shall be required to register such program with the responsible Dean or Vice President not later than thirty (30) days prior to the commencement date of the program. Registration shall be on approved forms, and shall require a description of the program, a designation of the University employee having primary responsibility for the program, a list of all persons who will act as Authorized Adults in connection with the program (which information shall be updated as soon as it becomes available), together with evidence that the program complies or will comply in all respects with the requirements of this policy.
   2. Covered Programs hosted by Third-Party Lessees must be registered by the University entity facilitating the contract.
3. Reporting Abuse
   1. Every member of the University community has an obligation to report immediately instances or suspected instances of the abuse of or inappropriate interactions with minors to the SVSU Police Department and to any appropriate agency as required under this policy.
   2. This reporting requirement includes information about suspected abuse, neglect, or inadequate care provided by a parent, guardian, or custodian/caretaker.
4. Mandated Reporters and Their Legal Obligations
   1. Michigan's Child Protection Law, MCL § 722.621, et seq., designates individuals in certain occupations and professions as Mandated Reporters. Mandated Reporters must immediately report known, or suspected mental or physical abuse or neglect of a child made known to them in their professional or official capacity directly to the Michigan Department of Human Services by calling 855-444-3911 (24/7 toll free number). A written report must be submitted to the Department of Human Services within 72 hours of the initial verbal report. Even those who are not Mandated Reporters may report known or reasonably suspected child abuse to the Department of Human Services. Mandated Reporters include those employed in the following positions: physician, dentist, physician's assistant, registered dental hygienist, medical examiner, nurse, person licensed to provide emergency medical care, audiologist, psychologist, marriage and family therapist, licensed professional counselor, social worker, licensed master's social worker, licensed bachelor's social worker, registered social service technician, social service technician, a person employed in a professional capacity in any office of the friend of the court, school administrator, school counselor or teacher, law enforcement officer, member of the clergy, or regulated child care provider.
   2. University faculty, staff or students who are working with minors in their professional or official capacity and who have questions about whether they may be considered Mandated Reporters under Michigan law should contact their supervisor, Dean or Vice President. The Office of the General Counsel and the SVSU Police Department are also available to provide advice.
   3. No individual who makes a good faith report of suspected abuse or neglect will be retaliated against in the terms and conditions of employment or educational programs or activities.
5. Background Checks
   1. Criminal background checks must be completed and evaluated before an Authorized Adult may begin working with minors. Criminal background screening will be administered by the University Human Resources Office in accordance with its policies. If a criminal record history is revealed, the person must be evaluated by University Human Resources. Third-party Lessees are required to certify that they have conducted criminal background checks and determined the fitness for all Authorized Adults before being allowed to use or lease University Facilities.
   2. Authorized Adults are required to notify University Human Resources in writing within three business days of any charge or conviction.
6. Supervision of Minors
   1. The number of supervisors required shall be determined by taking into account all aspects of the Covered Program, including but not limited to the number and age of participants, the activity(ies) involved, whether housing or travel is involved, and the age and experience of the Authorized Adults.
   2. One-on-One interaction with minors as defined in this policy is prohibited.
   3. Sponsoring Entities shall establish a procedure for checking minors in and out of the Covered Program.
   4. When overnight supervision is required:
      1. No adult may enter a minor's room, bathroom facility, or similar area unless accompanied by another adult, one of whom shall be an Authorized Adult.
      2. Separate accommodations for adults and minors are required other than in the case of a minor's parents or guardians.
7. Training
   1. Sponsoring Entities must ensure all employees, students, and volunteers are trained prior to working with minors and annually.
   2. Training content must include at a minimum the following topics:
      1. Child abuse awareness and prevention
      2. Reporting suspected child abuse and neglect
      3. All requirements in this policy
   3. Sponsoring Entities, including Third-Party Lessees, may develop their own training program provided it includes the above requirements.
8. Standards of Behavior
   1. Authorized Adults working in Covered Programs are expected to function within these standards and agree to:
      1. Conduct themselves in a courteous and respectful manner, exhibit good sportsmanship, and be a positive role model for minors.
      2. Respect, adhere to, and enforce the rules, policies, and guidelines established by the activity or program, this policy, and the University.
      3. Not intentionally or purposefully place themselves in a one-on-one situation with a minor.
      4. Not engage or communicate with minors through email, text messages, social networking websites, internet chat rooms, or other forms of social media at any time except and unless there is an educational or programmatic purpose, and the content of the communication is consistent with the mission of the Covered Program and the University.
   2. Minors are expected to follow the rules, policies, and guidelines established by the activity or program, this policy and the University: 
      1. Failure to comply with these expectations may result in penalties, such as a warning, parental notification, loss of privileges, or dismissal from the program depending on the nature of the violation.
      2. In the case of dismissal, camp organizers/chaperones will notify parents or guardians who will be responsible for ensuring the dismissed participant is immediately and safely transported off the premises. 
9. Investigations
   1. Investigations of allegations of child abuse or neglect will be conducted in accordance with the investigatory protocols of children service agencies, local law enforcement agencies, and the University.
10. Third-Party Lessee
    1. Non-university entities utilizing University Facilities for programs or activities involving minors shall execute an appropriate facilities contract.
    2. Third-Party Lessees are required to meet the terms of the policy regarding Minors on Campus, including background checks, training, and insurance requirements.

V. Definitions:

Authorized Adult - Individual, age 18 and older, paid, or unpaid, who supervises, chaperones, or is otherwise responsible for or oversees minors in Covered Programs. This includes, but is not limited to, faculty, staff, volunteers, graduate and undergraduate students, interns, student employees, employees of temporary employment agencies, and independent contractors/consultants. Authorized Adults' roles may include positions such as counselors, chaperones, coaches. instructors, etc.

Care, Custody, or Control - When an adult(s) is present and has primary responsibility for supervision of minors at any given point throughout activity or program with minors. At least one adult must have care, custody, or control of minors at all times during Covered Programs.

Minor - Any individual under the age of 18, or under 21 years old incapable of self-care because of a mental or physical disability, who is a participant in a Covered Program. This does not include persons under the age of 18 who are enrolled for academic credit or have been accepted for enrollment or minors working for the University as employees or interns.

One-on-One Interactions - An intentional or purposeful interaction when one individual to whom the policy applies is alone with one minor.

Sponsoring Entity - The entity offering the Covered Program. For programs offered by the University, the academic or administrative unit or Registered Student Organization offering the program. For programs offered by Third-Party Lessees, the organization or person that is contracting for the use of University Facilities.

Third-Party Lessee - A non-university entity contracting the use of University Facilities to host events involving minors.

University Facilities - Facilities owned by, or under control of, the University.

Related Policies & Forms:

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Appendix:
Minors on Campus Resources Portal (mySVSU)

Minors on Campus Training Materials (1,323KB)

Board of Control Resolution RES-2254 October 30, 2017
Michigan's Child Protection Law, MCL § 722.621, et seq.
The Federal Child Abuse Prevention and Treatment Act (CAPTA) 42 U.S.C. § 5106a(b)(2)(B)(i)