Minors on Campus Procedure and FAQs
Registration and Program Requirements:
All University Youth Programs, as defined in Section (D) of the Minors On Campus Policy, must register with the Office of Risk Management before the program begins. Registration is requested at least thirty days before a scheduled event. Below is a summary of the steps and documentation required for each event. Please see the Minors on Campus Portal for additional information.
- Complete the Program Registration Form and submit to Risk Management on the Minors on Campus Portal (“MOC Portal”).
- Upon approval of the Program Registration Form, the Program Requirements per Section
(F) of the policy must be submitted to the MOC Portal prior to the event. See the
MOC Portal for detailed instructions and templates.
- Program Personnel information sheet, which includes contact information and confirmation of the following for each Personnel
Member:
- Required background checks
- Annual Training
- Acknowledgement of the University Youth Program Code of Conduct
- Program Personnel information sheet, which includes contact information and confirmation of the following for each Personnel
Member:
- The following items must be obtained for each Program Participant/Minor before participating in the program:
Frequently Asked Questions:
How long does it take for an event to receive approval?
Allow up to two weeks to receive a decision from Risk Management. Please be prepared to provide additional information, if needed, so the review process may be completed in a timely manner.
What should I do to host a non-University Youth Program on a UToledo campus?
Non-University organizations that want to operate programs or activities involving minors on campus must comply with the University’s Minors on Campus Policy. Please see Section (G) of the Minors on Campus policy for specific requirements.
Do annual events need to be re-submitted for review every year?
Yes; however, the MOC Portal is designed to allow events to be renewed for the following year. The event organizer must renew manually, but all information is conveniently carried over for the renewed event to streamline the process. The organizer is still required to update any forms and provide current lists of Program Personnel along with proof of background checks and completion of training.
If I’m a student who’s 18 (or older) participating in a program involving minors, does the policy apply to me?
Yes. All faculty, staff and students who are involved in a youth program involving minors must comply with the Minors on Campus policy.
Are there provisions for individuals under the age of 18 years old to gain experience in research laboratories for educational purposes?
Yes. These provisions are contained in Environmental Health and Radiation Safety ‘s Minors in Research Laboratories procedure. Additional information can be found on the Environmental Health and Radiation Safety webpage.
What training must be completed to participate in or host a program involving minors on campus?
Program or activity directors, staff, volunteers and all authorized adults working with minors in University programs or activities must complete a free online training course, entitled “Protecting Youth,” available through Risk Management.
How often are background checks required for individuals involved in activities that involve minors?
UToledo employees must have a new background check performed at least every four years. Non-employees must have a background check completed annually.
Who is required to have a criminal background check?
All Program Personnel who are employed by, contracted by or have volunteered to serve or work in a University Youth Program are required to have a criminal background check.
Temporary guest speakers, presenters and other individuals who have no direct contact with program participants, other than short-term activities supervised by program staff, are not required to have a criminal background check.
If I am operating a program involving minors, how should I arrange for background checks for my staff?
Human Resources oversees the processing of criminal background checks. Please see the MOC Portal for additional details regarding the process for requesting background checks and the associated cost.
Are waivers allowed for the Minors on Campus policy? If so, how may I request one and how long does it take to get a response?
Any requests for clarification regarding whether a program or activity is subject to the Minors on Campus policy should be sent to Risk Management via elliott.nickeson@utoledo.edu.
Requests for a waiver to all or any portion of this policy should first be approved by your area’s senior leader (e.g., dean, VP, etc.). The request should then be sent to Risk Management for appropriate review.
Risk Management will advise the program director in writing of the decision.
Please allow up to two weeks for a response about exceptions to this policy.
If I suspect a minor during a UToledo-hosted event or program, how should I report it?
If you are participating in a program or overseeing an activity involving minors on campus and you know, suspect or receive information indicating that a minor has been abused or neglected, or is otherwise unsafe, you are obligated to make a report. Call Lucas County Children Services at (419) 213-CARE (2273) and review the Suspected Child Abuse/Neglect Policy for more information. Dial 911 immediately in an emergency.
Remember, the vast majority of University employees are mandated reporters under Title IX therefore all sexual harassment misconduct situations alleged to have occurred on campus or at a UT sponsored events must also report to the Title IX Office.
https://www.utoledo.edu/title-ix/
What if I’m not sure whether a minor has been abused or neglected?
If you have any suspicion that a child has been abused or neglected, report it! Even when you have doubts, it is better to report your suspicions than to ignore them.
It is the University’s position that, in addition to the mandated statutory reporting requirements for certain individuals and entities, all University personnel and volunteers who have a reasonable cause to suspect that a child is being abused or neglected must immediately make a report. Neither Ohio law nor any University policy allows you to delegate the duty to report child abuse or neglect.
If I’m not involved in any programs involving minors on campus, does the policy apply to me?
If you are not involved in any programs or activities involving minors, most of the provisions of the policy will not apply to you. However, all UToledo employees should: (1) review the policy, (2) review the Suspected Child Abuse/Neglect Policy, 3) help to protect the safety and well-being of minors with whom they may interact, and (4) report known or suspected abuse or neglect of a minor.
The policy does not apply to personal activities that are apart from your role or responsibilities as a student, faculty or staff member. However, you may find the policy’s guidelines helpful for other non-University activities with minors.
What activities are exempt from this policy?
Section (D) of the Minors on Campus policy includes examples of programs and events that are excluded from the definition of University Youth Program.
What forms are required for the approval process?
The forms below are for reference and to make the pre-program data collection simpler.
However, these forms must still be submitted through the online program request which
you can access here.
Employee/Volunteer Roster
Youth Attendee Roster
Program Registration Form
Youth Program/Activity General Information Form
Waiver/Hold Harmless and Media/Photo/Video Release Form
Medical Information & Release/Authorization, Waiver and Consent for Self-Administration
of Prescription/Over-the-Counter Medication Form
Background Check Authorization Form
Youth Protection Program Safety Plan
What if I still have questions about registering my event or the process?
For more information on event registration, contact Risk Management at 419.530.3026 or email elliott.nickeson@utoledo.edu with any questions. We look forward to serving you in any way we can to ensure the safety and well-being of minors.