Procedures For Program Directors & Supervisors - Minors on Campus
Loyola University has adopted a Minors on Campus Policy to promote the well-being and safety of minors who participate in programs or activities run by or associated with Loyola University.
Directors & Supervisors of programs or activities involving Minors (“Program Directors”) must take the following steps:
1. REGISTER THE PROGRAM OR ACTIVITY INVOLVING MINORS.
Program Directors must register their program with Human Resources. In order to register a program or activity involving minors, please complete the Working with Minors Registration Form. You must submit a list of participating adults including their name, phone number and email address with the registration form. Call Human Resources at 504-864-7757 for information about where to email your form and who your contact will be to complete the compliance process.
2. COORDINATE TRAINING & POLICY ACKNOWLEDGEMENT SUBMISSIONS FOR INDIVIDUALS WORKING WITH MINORS.
a. Minors on Campus Policy Acknowledgement
Program Directors are responsible for ensuring that each individual has received training before participating in University sponsored programs or activities involving minors. This applies to all university faculty, staff, students and volunteers. Program Directors must also ensure that each individual working with minors in their program or activity reviews the University’s Minors on Campus Policy and certifies that they have done so. Understanding the Minors on Campus Policy is essential to maintaining a safe and positive environment for minors on campus.
To complete the Policy Acknowledgement Form - Click on the form link below to download. If prompted, you may need to create a digital signature and password to complete the form.
Should the file not open in Acrobat, follow these directions:
- Download the form
- Right click the form
- Choose "show in folder"
- Choose "open with" adobe acrobat.
The form will send your information to Human Resources upon submission and you will receive a confirmation email. You may also print, complete and sign the form then email it to firstname.lastname@example.org or bring it to Mercy Hall 102.
Policy Acknowledgement Form - If you have questions or need assistance, please call Human Resources at 504-864-7757.
b. Online Training
Program Directors are responsible for ensuring that all individuals working with minors complete mandatory online training. The required course is entitled "Protecting Children: Identifying and Reporting Sexual Misconduct." Program Directors must keep copies of each individual's Course Completion Certificate on file for two years following completion of the program. In person training sessions may be offered by the Office of Human Resources and Risk Management. Participation in these trainings will satisfy the two year training requirement and can be attended in lieu of online training. However, training must be completed before working with minors, so if in person training is not offered prior to program commencement the online training must be completed.
c. Supplemental Training
Program Directors are encouraged to supplement the University’s training to meet needs specific to their program. The Offices of Human Resources and Risk Management can assist with providing additional training.
3. COORDINATE BACKGROUND CHECKS FOR RELEVANT INDIVIDUALS WORKING WITH MINORS.
Program Directors should submit a list that includes the name, phone number and email address of each participant to Human Resources at least 30 days prior to the commencement of the program.
It is the responsibility of the Program Director to ensure that each participating adult has completed the required criminal Background Check Authorization received by email from HireRight and subsequently receive clearance to participate. Program Directors should inform those who are undergoing background checks that they will receive an e-mail or text directly from HireRight requesting the signed Background Check Authorization Form needed to complete the check.
The cost of background checks will be the responsibility of the program. The current cost of a standard background check is $25, plus any applicable state, locality or other fees charged to the vendor to complete the background check process.
4. ENSURE THAT ALL APPLICABLE WAIVERS AND CONSENT FORMS ARE SIGNED BY MINORS AND PARENTS/GUARDIANS.
The University requires that all minors participating in on campus programs or activities complete all applicable waivers and/or consent forms. The type of program or activity will determine which forms are needed.
- Camp/Program General Release
- Emergency Medical Treatment Authorization Form
- Residential Summer Camp Medical Information & Release
- Non-Residential Summer Camp/Program Medical Information & Release
EXTERNAL PROGRAMS OPERATING ON UNIVERSITY CAMPUS
Non-University organizations that wish to operate programs or activities involving minors on campus must comply with the University’s Minors on Campus Policy, including requirements relating to reporting suspected abuse or neglect of minors, completing all relevant training, and background checks.
In addition to the University's standard insurance requirements, non-University organizations that operate programs or activities involving minors must insure that Sexual Abuse and Molestation coverage is not excluded from insurance coverage and/or subject to reduced limits. Sexual abuse and molestation insurance coverage must have a minimum limit of liability of $1,000,000 per occurrence/ $3,000,000 aggregate. Please review the Facilities Lease Agreement for specifics regarding insurance requirements.
University departments or units that would like to host non-University programs involving minors on campus (“External Program Coordinators”) must contact the Office of Risk Management well in advance of the program’s anticipated start date for further information about the procedures for ensuring that outside organizations meet these requirements.