FAQs for Programs Involving Minors

These FAQs support the Operating Procedures for Programs Involving Minors.

General Questions

  1. A professor in our department has an agreement with one of the high schools to allow the students to work on their science projects in one of our department labs. The students are not receiving any dual credit for the project. Is this considered a program that would be subject to these procedures?
  2. Our department coordinates with some of the elementary schools to provide after-school programming. Faculty members and students have a rotating schedule to go to the school for an hour or two in the afternoon and work with the kids. Would this activity be covered by these procedures?
  3. As part of our program, we have invited a local expert to give a presentation. Does that individual need to have a background check and go through the training?
  4. One of our coaches is having a summer day camp. Since the coach is an employee of the University, are they required to follow the procedures?
  5. My office has been working with an outside entity who will be hosting a program on campus that involves minors. I have concerns that the program director may not have followed the procedures. What should I do?
  6. A third party from Indianapolis is going to work with one of our recognized student organizations to facilitate a program for minors on campus. Since a student organization is one of the sponsors, does the program need to be registered?
  7. Why are programs sponsored by a recognized student organization (RSO) excluded?
  8. Does our program staff have to do the online training that is listed in the procedures or can we have them go through different training?
  9. Is the training available in languages other than English?
  10. The campus testing center offers SAT and LSAT tests to high school students. Is this considered a program involving minors?
  11. Do the registry checks that the University does on all faculty, staff and students include PRF staff?
  12. We will be providing lunch for the program participants. To save money, can we pay one of our staff members to buy the lunches and prepare them ahead of time?

Registration Questions

  1. Where is the online registration form?
  2. Over the course of a semester, our department puts on several programs that are all part of one initiative. Do we need to register it as one program or each as an individual program?
  3. Our department offers the same program every semester. Can we just fill out the registration form once and be done?
  4. My department is allowing a third party to use some of our space for a program involving minors. My department is not a sponsor of the event, merely contracting for the use of our space. Should the sponsor complete the registration form or does my department need to fill it out?
  5. Who should I contact if I’m not sure whether an event is a program that needs to be registered under the procedures?

Facility and Contract Questions

  1. Another department of the University is sponsoring a program for minors and asked to use one of my department’s rooms for the event. We don’t usually require a contract for this; do the procedures make a contract necessary?
  2. I’m not sure our facility use contract has the appropriate language with regard to these procedures. Is there someone I can contact to look it over?

Q1. A professor in our department has an agreement with one of the high schools to allow the students to work on their science projects in one of our department labs. The students are not receiving any dual credit for the project. Is this considered a program that would be subject to these procedures?

Yes, the professor needs to register this activity as a program involving minors. Any University faculty members, staff and students supervising or assisting the high school students would be considered program staff.

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Q2. Our department coordinates with some of the elementary schools to provide after-school programming. Faculty members and students have a rotating schedule to go to the school for an hour or two in the afternoon and work with the kids. Would this activity be covered by these procedures?

No. If the elementary school is facilitating the program, and the University’s faculty and students are serving as volunteers at the school, it would be subject to the elementary school’s policies and procedures.

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Q3. As part of our program, we have invited a local expert to give a presentation. Does that individual need to have a background check and go through the training?

If the individual is only functioning as a presenter and will not be interacting with or overseeing children without someone from the program staff or the child’s parent present, they would not be considered part of the program staff and would not be required to undergo a background check and training. If the individual will be providing instruction to or interacting with minors on their own, they would be considered a member of the program staff, subject to all requirements of the procedures.

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Q4. One of our coaches is having a summer day camp. Since the coach is an employee of the University, are they required to follow the procedures?

Yes. The coach in this example would essentially become a third-party sponsor subject to all the requirements of the procedures.

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Q5. My office has been working with an outside entity who will be hosting a program on campus that involves minors. I have concerns that the program director may not have followed the procedures. What should I do?

You may contact Risk Management on the West Lafayette campus at RiskMgmt@purdue.edu or 765-494-7695 for verification as to whether or not the registration form has been completed for the program.

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Q6. A third party from Indianapolis is going to work with one of our recognized student organizations to facilitate a program for minors on campus. Since a student organization is one of the sponsors, does the program need to be registered?

Yes. Only programs for which a recognized student organization (RSO) is the only sponsor are excluded from the procedures. If an RSO is co-sponsoring an event with a University sponsor or a third-party sponsor, the procedures apply.

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Q7. Why are programs sponsored by a recognized student organization (RSO) excluded?

After much consideration and benchmarking with peer universities, the decision was made to exclude them from the registration process. Instead, efforts to incorporate youth safety and mandatory reporting training into the other orientation and annual training that is provided to RSOs are being made.

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Q8. Does our program staff have to do the online training that is listed in the procedures or can we have them go through different training?

Program sponsors can provide training to their program staff in a manner that is most effective for them. The two options for online training listed in the procedures are merely options. As long as the training covers youth safety and Indiana’s mandatory reporting requirements for suspected child abuse, it can be delivered however the sponsor chooses.

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Q9. Is the training available in languages other than English?

The training options listed in the procedures are currently only available in English. If a department, as a sponsor of an event, has a number of program staff who speak another language, the department may provide its own training on youth safety and mandatory reporting in other languages.

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Q10. The campus testing center offers SAT and LSAT tests to high school students. Is this considered a program involving minors?

No. Offerings of testing centers are excluded from the procedures.

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Q11. Do the registry checks that the University does on all faculty, staff and students include PRF staff?

Yes. If PRF staff are part of your program staff, no additional registry check is needed.

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Q12. We will be providing lunch for the program participants. To save money, can we pay one of our staff members to buy the lunches and prepare them ahead of time?

No.  You are required to use the University’s approved vendors for the food, or order food from a local restaurant to be delivered/brought in. This helps to promote food safety.

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Q13. Where is the online registration form?

Click this link to the Registration Form for Programs Involving Minors.

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Q14. Over the course of a semester, our department puts on several programs that are all part of one initiative. Do we need to register it as one program or each as an individual program?

Consider how the programs will be staffed and how your records are maintained. If the same or similar program staff will manage all of the events and you will be maintaining your relevant records in one place that would be easy to produce if asked, it may make sense to register the events as one program. If there will be different staff handling each event and multiple participant lists, waivers and permission forms, it would be better to register each event individually.

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Q15. Our department offers the same program every semester. Can we just fill out the registration form once and be done?

No. The registration form requires a start date and end date for the program. For programs that are held at regular intervals with the same program staff, you may complete the registration form once for a given period of time, but at minimum, it should be filled out annually.

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Q16. My department is allowing a third party to use some of our space for a program involving minors. My department is not a sponsor of the event, merely contracting for the use of our space. Should the sponsor complete the registration form or does my department need to fill it out?

The sponsor is required to complete the procedures, including the online registration form. As the manager of the space, you are required to inform the third party of its obligation to complete the procedures.

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Q17. Who should I contact if I’m not sure whether an event is a program that needs to be registered under the procedures?

You may direct your questions to the University Policy Office at policies@purdue.edu.

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Q18. Another department of the University is sponsoring a program for minors and asked to use one of my department’s rooms for the event. We don’t usually require a contract for this; do the procedures make a contract necessary?

No. All departments of the University are subject to the procedures, so a contract would not be needed to enforce this.

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Q19. I’m not sure our facility use contract has the appropriate language with regard to these procedures. Is there someone I can contact to look it over?

Please contact the University’s Special Counsel, Procurement Contracting and Risk Management, at 765-494-0534.

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Contact Information
Ernest C. Young Hall, 10th Floor
155 S. Grant Street
West Lafayette, IN 47907-2114
Phone: 765-494-5830
Fax: 765-494-1295
E-mail: vpec@purdue.edu 

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