Programs Involving Participation of Minors

“Does my program fall under REG 01.25.18?”

The determining factor regarding whether the activity or program falls under REG 01.25.18 depends on who is providing direct supervision for the care, custody, and control of the minors while they are participating in NC State activities. 

For in-person programs, your program/activity does not fall under REG 01.25.18 if minors will be supervised by parents, guardians, chaperones or an outside entity throughout the duration of the program. Examples of activities that do not fall under REG 01.25.18 include external field trips and campus visits. Your program/activity does fall under REG 01.25.18 if NC State Covered Individuals are providing direct supervision for the care, custody, or control of the minors.

For online programs and activities, the determining factor regarding whether the activity or program falls under REG 01.25.18 depends on if the program entails a registration process in which minor participants are registered in advance and the program is collecting personally identifiable information on the minor participants such as name, address, phone number, email.

If your program does not fall under REG 01.25.18 click here to complete a safety registration form.

All programs/activities involving minors in the College of Sciences where we are providing direct supervision for the care, custody, or control of the minors must comply with the following in accordance with REG 01.25.18.  The following is a list of steps for College of Sciences Faculty, Program or Activity Director to work with minor/s:

Step 1: Program or Activity Director must contact their department HR Partner or Business Officer.

Step 2: Register your program or activity in REPORTER.  Annual approval from the appropriate dean or vice-chancellor (or designee). For the College of Sciences, the Dean’s designee is the Director of The Science House, Jason Painter. In order to receive approval from Jason, you MUST Register a Program with the Office of Youth Programs and Compliance involving minors at least 90 days prior to the program start date. Once you’ve completed this, the program will be reviewed by Jason and the Office of Youth Programs and you will receive approval from him and the Office of Youth Programs. If you need assistance registering your program in REPORTER, please view this user guide.

Step 3: Once you’ve received approval, the following actions are required in accordance with REG 01.25.18:

• Conduct regular checks for all covered individuals who work closely with, interact, supervise, instruct or otherwise come into direct contact with minors in a Program including background and reference checks on all new employees and volunteers that work with, interact, instruct or otherwise directly supervise minors at least every three years. This includes current NC State employees. Your HR representative will help you with this.
• Criminal background checks (every 3 years): Hiring Departments are responsible for requesting background checks (every 3 years) when an existing employee needs to assume additional risk-based duties (i.e. driving, cash-handling, working with minors, etc.).  To begin the background check process for covered individuals, including current employees, contact your department HR Partner with a request to enter the background check JAR action. Please allow up to 2 weeks for background checks to be processed and endorsed. Please reach out to the Background Check Program at background-checks@ncsu.edu if you have any questions related to the Background Check Only process.
• Driving record checks: Programs must be conducted on covered individuals that will be required to drive or transport minors as a regular part of their program or activity responsibilities or duties. Your HR representative will help you with this.
• Reference Checks: Programs must also conduct appropriate reference checks for all new employees and volunteers working around the minor.
• Student Conduct Checks: Additionally, for current students, the Office of Youth Programs and Compliance will contact the Office of Student Conduct and request conduct checks for the current students listed on the REPORTER youth program compliance registration form.
• Minors Regulation Training is required for NC State program staff who are providing direct supervision or custodial responsibility for the care, custody, and control of minors.  The online training, EHPS-YP100, is automatically assigned to all covered individuals who are listed as program staff or volunteers in REPORTER.  Once the training is completed, the date will be recorded in REPORTER and the individuals will receive an email certificate. This printable pdf version of the course can be used to take notes and follow along with the audio track in REPORTER. If users experience difficulty with the online course, the training is also publicly available using this link.
• In-person university-sponsored academic camps and programs may obtain insurance for the participants. This is called participants insurance.  This only covers accidents. You must secure insurance information from parents/guardians to assure participants have sickness coverage. Go HERE to request insurance.
• Execute the following agreements with parent/legal guardian for every minor participating in the program:
  • Emergency Contact and Participant Pick-Up Form*
  • Insurance and Medical Form
  • Photo Release Form
  • Vehicle Release Form
  • Sample Rules and Guidelines
  • SAMPLE: Liability Waiver, Assumption of Risk, Photo & Media Release and Indemnification Agreement* (This should be customized to the activities of the program.)
  • Accident/Incident Report Form 
  • *Emergency contact information and a liability waiver are required per REG 01.25.18.
    
• Each Program involving minors must also develop the following plans:
  • Communication Plan. All Programs of the College of Sciences must have a Program Director in charge of the Program. The Program Director is responsible for the notification of participants’ parents/legal guardians/emergency contacts in the event of an emergency. Also, all parents or legal guardians must be provided with the Program Director’s contact numbers (office and cell) in case they need to get in contact with their child(ren).
  • Medical Emergency Plan. Program Directors must ensure actions to be taken in the event of a medical emergency are well documented (including but not limited to who to notify and completion of an Incident-Report-Form). The Program must be structured in such a way as to ensure a designated individual will remain with the participant until a parent/legal guardian arrives. The plan must document who is authorized to administer first aid to participants, where first aid kits will be located, and any required first aid training for designated individuals. It is HIGHLY recommended that at least one director/coordinator/designated individual for any Program for minors program have first aid training.
  • Supervision Plan. All College of Sciences Programs must have adequate supervision in light of the number and average age of participants, the Program activity, and whether overnight accommodations are involved. One authorized adult shall be provided for every ten (10) minor attendees between ages 7 and 18, and one authorized adult for every four (4) minor attendees 6 years of age or less. Each Program must specify the person having responsibility for all Authorized Adults serving in the Program and provide a proposed breakdown of Authorized Adults by category of employees, students, and volunteers. The Supervision Plan for any overnight program must specify curfews, rules pertaining to any visitors, and limitations of the use of free time.
  • Drop Off/Pick up Plan. All College of Sciences Programs must have a procedure for the pick-up and drop-off of participants, specifying times and locations, and ensuring that no participant shall be released to any person other than his or her parent or legal guardian without specific written authorization from such parent or guardian. See form above.