Protection of Minors Program Coordinators Information Session November 2015 Carolyn Brownawell Melisa Giraldo Dietrich Warner

Welcome 2

Introductions  Name  Role  Department/School 3

Agenda  Background  Protection of Minors Policy  Minors Program Coordinator Role  Background Checks  Training  Resources 4

Background  In the wake of the Penn State child abuse and BSU incidents, many higher educational institutions have created new policies and practices to the safety of minors on campus 5

Background  Protection of Minors Task Force Charter:  Inventory all programs and activities  Examine existing policies and protocols  Review state/federal law requirements  Consult with stakeholders and campus experts  Draft a University Policy for the protection of minors  Develop a comprehensive communication and education program 6

New Protection of Minors Policy  A Policy has been approved that outlines responsibilities with respect to ensuring minors’ safety  The Policy supports BU’s commitment to maintaining a safe environment for all members of the University community 7

Policy Key Elements  Appropriate guidelines for interacting and communicating with minors  How to recognize signs of abuse and neglect  How to report suspected abuse or neglect  Required Training  Background checks  Defines Key terms associated with Protecting Minors, i.e. minors, mandated reporters, abuse, neglect 8

Who is Considered a Minor?  For the purposes of this policy, Boston University considers a minor to be any person under the age of 18 who is not a matriculated Boston University student and who is unaccompanied by a parent or legal guardian 9

Roles and Responsibilities  Minors Program Coordinators  Help Program Operators with policy compliance  Ensure cleared background checks are received prior to permitting participation in activities that include Minors  Ensure staff and faculty who work with minors receive training  Maintain training records  Obtain waivers of liability from parents/guardians of all Minor participants 10

Roles and Responsibilities (cont.)  Human Resources  Maintains list of Minors Program Coordinators  Develops/updates online training  Conducts CORI/SORI checks (or authorizing departments to do so directly)  Answers questions about interpretation/application of the Policy  Risk Management  Reviews requests for exemptions from liability waiver or CORI/SORI checks requirements  Answers questions regarding Third Party Operators 11

Background Check Process 1.Minors Program Coordinator distributes and collects completed:  CORI Acknowledgement Form  Disclosure and Acknowledgement Form  Release and Authorization form  Verifies forms are completed  Reviews government-issued ID in person  Signs page two of the CORI Acknowledgement Form  Completes Background Check Transmittal Form. (The “requestor” name and will receive cleared status notifications.) 12

Background Check Process 2.Minors Program Coordinator delivers completed forms in person to HR 3.HR sends forms to background check vendor, CSI 4.CSI sends cleared status notification to BU contact Adverse results go directly to HR 5.Minors Program Coordinator  Notifies Program Operator that cleared background check is received  Retains Background Check Transmittal Form 13

Tips on Handling CORI/SORI Information 1.Do not leave documents containing confidential information in open areas (desks, photocopiers) 2.Keep paper files in a locked file cabinet 3.Keep electronic files on a secured drive 4.If the CORI form must be sent via use secured encrypted (i.e. DataMotion,) shred original documents, delete messages 5.Hand deliver CORI/SORI forms to HR 6.Destroy paper copies after delivering to HR 7.Do not keep copies of CORI/SORI forms 14

Training  On-line training  Request access from Melisa Giraldo  In-person training  Resources available  Policy document review  Certification of Training form in the policy  Maintain training records  Records should be maintained indefinitely  For on-line program reports, contact Melisa Giraldo 15

On-line Training  Customized on-line course  United Educators via EduRisk  Interactive program  Request access through Melisa Giraldo  Demo 16

Resources  Protection of Minors Website Protection of Minors Website  Policy  SharePoint site SharePoint site  Background Check Forms  FAQs  On-line Training request spreadsheet & user instructions  Program Inventory 17

Contacts  First Point of Contact:  Melisa Giraldo,  Background Checks:  Process questions - HR Service Center,  Exemptions Risk Management  Insurance and Liability waivers  Jim Donohue of Risk Management, 18

Questions? 19