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Presented by OSU Risk Management, Human Resources, & Legal Counsel April 2013 WORKING WITH MINORS
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AGENDA Gather pertinent materials Scope What is a minor? Appropriate behavior Reporting Violations of Policy Resources
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Regent’s Polices & Procedures Task Force Risk mitigation Responsibility for protection of minors Policy: 1-0135 Minors Participating in OSU Related Activities and Programs SCOPE
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Anyone under the age of 18 Applies to all units of the University On University property Under the authority and/or direction of the University Athletic Camps Academic Camps Extension Offices Branch Campuses 4H Locations Housing on campus Upward Bound Music Lessons Grandparent’s University WH0 IS A MINOR? Exception: OSU Students who are minors
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RECORDKEEPING REQUIREMENTS
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Individual participant records Liability waivers Medical permissions Photo and video waivers Programmatic records Listing of programs Training records Documents that prove training occurred RECORDKEEPING
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Sample Forms 1-7 Form 1 - Informed consent and liability waiver Form 2 - Rules and Disciplinary Procedures Form 3 - Photo and media release form Forms 4-6 Medical Releases for emergencies, prescription, and over the counter medication Form 7 – Travel and transportation acknowledgement Compare your current forms to these INDIVIDUAL PARTICIPANT RECORDS
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Sponsoring university entity must maintain a current list of programs which involve minors Name of program Date(s) Location Number and age of participants Emergency contact Should be the name you provide as the conference contact to Residence Life Form charts were developed to aid you if you need help Form 8 – Checklist Training documentation PROGRAMMATIC & TRAINING RECORDS
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Working with third party operators of camps Who is a third party operator? Contracts with residence life Required content of the contracts Insurance Indemnity provisions THIRD PARTY OPERATORS
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APPROPRIATE BEHAVIOR WITH MINORS
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Avoid one-on-one contact with Minors Involve two or more adults Meet in open, well-illuminated spaces with windows observable by others Exceptions must be authorized by Director, Dean, or Department chairperson Health care providers are an exception ADULT SUPERVISION
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More than one adult in vehicle Except: When multiple Minors will be in the vehicle at all times Avoid using personal vehicles TRANSPORTING MINORS
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Do not meet with Minors outside of established times Do not invite individual Minors to your home Exceptions require written parental authorization and must include more than one adult ACTIVITIES WITH MINORS
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Do not touch Minors inappropriately Touching should only be in the open and in response to the Minor's needs Consistent with Program mission Educational Developmental Health related (treatment of an injury) Any resistance from the Minor should be respected PHYSICAL CONTACT
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Do not engage in any abusive conduct of any kind Verbal Striking Hitting Punching Poking Spanking Restraining If restraint is necessary to protect a Minor from harm, incident must be documented and disclosed to Director and the Minor's parent/guardian. ABUSIVE CONDUCT
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Do not shower, bathe, or undress with or in the presence of Minors Bad idea to share beds in hotel MODESTY
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Consent required to friend minor on Facebook Do not recommend personal Facebook Office Facebook account only Consent required to text message minor SOCIAL MEDIA WITH MINORS
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Do not use, possess, or be under the influence of alcohol or illegal drugs when responsible for a Minor's welfare SUBSTANCES AROUND MINORS
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REPORTING RESPONSIBILITIES
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REPORTING No retaliation for reporting Under Oklahoma law you are required to report child abused or neglected Emergency911 OKDHS800-522-3511 OSU Police405-744-6523 or 311 EthicsPoint866-294-8692 or www.osu.ethicspoint.com
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External DHS Internal OSU Police Department Office of the Vice President and General Counsel OSU Human Resources (staff) Dean of Student Affairs (student) Office of Academic Affairs (faculty) INVESTIGATION
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Failure to report is a misdemeanor Sanctions, up to and including termination, dismissal or expulsion OSU Faculty Handbook Campus-based Academic Handbooks OSU employee policies and procedures Student Code of Conduct Legal prohibitions regarding physical presence on campus VIOLATIONS OF POLICY
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4-0115 Minors Involved in University Research ________ website with all this information RESOURCES
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THANK YOU FOR KEEPING KIDS SAFE! www.____________.edu
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QUIZ OF UNDERSTANDING
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