Programs Involving Participation of Minors

NC State established Regulation 01.25.18 for all University-sponsored or affiliated activities, events, or programs (“Programs”) that involve the participation of minors to set forth standards and procedures designed to provide a safe environment for minors and to permit these visits to be carried out in a safe and responsible manner. Failure to comply with the Regulation 01.25.18 may lead to disciplinary action and or revocation of the opportunity to use university facilities. A “minor” means any person under the age of 18 who is not enrolled or accepted for enrollment at NC State.

All programs involving minors in the College of Sciences must comply with the following:

  • Register your program involving minors at least 90 days prior to the program start date. Once you’ve completed the registration, the program will be reviewed by Dr. Jason Painter, the Dean’s designee for the College of Sciences.
  • Execute the following agreements with parent/legal guardian for every minor participating the program:
  • Each Program involving minors must 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 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 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 over 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 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.
  • Conduct background and reference checks on all new employees and volunteers that work with, interact, instruct or otherwise direction supervise minors at least every two years. This includes current NC State employees.
    • Conduct at least three (3) Reference Checks for all volunteers. Departments may require that at least one reference be a family member/guardian of the volunteer.
    • Department Representatives will need to complete the Sciences Volunteer Request form to determine if the candidate and the duties assigned are eligible to be considered as a volunteer. COS HR will review the form and consult with University HR to approve or deny the volunteer request. Once approved, the Department Representative will need to submit the Unpaid Appointment HR Action Form, CV/resume, and telephone reference check forms to cos_humanresources@ncsu.edu to initiate and approve the unpaid appointment.
    • Hiring Departments are responsible for requesting background checks when an existing employee needs to assume additional risk-based duties (i.e. driving, cash-handling, working with minors, etc.) These types of background checks can be requested through the Non-Job Action Background Check Web Form, which can be found at: https://backgroundchecks.hr.ncsu.edu/non-job-action-background-check-request/.  The form will ask the employee to provide the name of the HR Representative (which is the Department HR Partner).  Please be sure to mark Criminal/Sex Offender as the type of background check that needs to be completed for the employee. There are other types of background checks to mark if you need additional checks besides Criminal/Sex Offender.  This information will be submitted directly to the Background Check Program for processing, not COS HR. Remember, this tool is valid for existing employees only.
  • Each University student working at a program with minors must have successfully completed a Student Conduct Check through the university’s Office of Student Conduct within the past six (6) months. Successful completion of a Student Conduct Check means that generally a student must have no Code of Student Conduct violations or been charged with any serious violations within the past six months.
  • Conduct driving record checks on anyone required to transport minors.
  • Ensure that all staff and volunteers review and understand the following policies:
  • The College of Sciences is requiring that all University-sponsored academic camps and programs to 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. Contact Jody Sykes for this insurance. Also, review this Campers Insurance Coverage for more information on this. When you acquire insurance from Jody, you will receive 2 forms that also must be filled out by parent/guardians.