Protection of Minors at Kutztown University

I.  Submit a Reservation Request through EMS

All programs and activities involving minors covered under the Protection-Supervision of Minors policy must be registered with the Kutztown University Conference and Event Services Office.  To register your conference or event, log into EMS and follow the steps to reserve your space(s) needed. If you need assistance please refer to the EMS User Guide. You can also contact the KU Conference and Event Services office at (610) 683-1359.

II.  Submit the Minors Program Registration Form (if applicable)

If your conference or event falls into any one or more of the following scenarios, a Minors Program Registration Form must be submitted.

• The conference or event participants could be minors that are NOT currently enrolled KU students.

• The conference or event participants are "actively participating" in the event and are not just spectating.

The Minors Program Registration Form is meant to gather details about your event and how minors will be participating in order to ensure there is enough leadership with proper clearances as dictated by the Protection-Supervision of Minors policy. This form must be submitted at least 30 days prior to the conference or event start date. 

III.  Collect Waiver of Liability, Assumption of Risk, and Indemnity Agreement from ALL participants

The signed Informed Waiver of Liability, Assumption of Risk and Indemnity Agreement form must be collected from all conference or event participants. Conference and Event Directors should determine the best method for disseminating and collecting these forms from program participants and/or their parents. Once collected, after the conference or event is completed, these documents should be submitted to the Kutztown University Conference and Event Services office for storage and maintenance.

IV.  Collect the Health History/Medical Treatment Permission Form

Please note: This form is to be completed for participants under the age of 18 only if your conference or event will utilize the University Health & Wellness Center.

Collection of participant medical information may be required to ensure the health and well-being of minors involved with your conference or event is important; and protection of privacy and maintaining appropriate confidentiality is also important. Once collected, after the conference or event is completed, these documents should be submitted to the Kutztown University Conference and Event Services office for storage and maintenance.

V.  Ensure Minimum Ratios of Supervising Staff to Minors

Staffing supervision of minors may vary depending on the type of program, the activities involved, and requirements imposed by the Program Sponsor.  However, at a minimum the following supervising staff to minors’ ratios must be met:

 

Participant Age	Number of Adult Staff Supervisors	Number of Minors
5 years of age and younger	1	5
6-8 years of age	1	6
9-14 years of age	1	8
15-17 years of age	1	10

VI.  Provide Staff Training

Conference and Event Directors are required to ensure that their staff receive training as required by the KU Protection of Minors Policy, on the topics listed below:

• Mandatory Reporter Training

• Camp, Conference, Clinic, & Event Staff Code of Conduct Training

• Kutztown University Immediate Emergency Response and Evacuation Procedures

Resource materials to assist with training on these and other related topics are available on this site in the Resources and Forms Section.

I.  All employees and volunteers are required to have the following three background clearances: (exceptions can be made for those employees accompanying minors as prescribed by their position with another agency or entity):

1. NJA criminal history record check from the PA State Police (PSP) or a statement from the PSP that the individual has not been convicted of a reportable offense.
2. Certification from the Department of Human Services as to whether the individual is named in the statewide database as a perpetrator in a pending child abuse investigation or in a founded or indicated report of child abuse within the last five years. (Child Abuse Clearance).
3. A federal criminal history record check. The individual must submit a full set of fingerprints to obtain this report. The fingerprints will be submitted to the Federal Bureau of Investigation for the purpose of verifying the identity of the individual and obtaining a current record of any criminal arrests and convictions.

PLEASE NOTE: Currently enrolled Kutztown University students with an active schedule who are volunteering are exempt from having to provide proof of these clearances. The program administrator should list them in the Authorized Adult List on the Minors Program Registration Form.

II.  The background clearances above are required for the following:

1. New employees – Pre-employment and every 60 months after.
2. Employees employed prior to December 31, 2014 – Background checks 60 months old or less (at the end date of the program).
3. Volunteers:
   i. Prior to approval and start of the program and every 60 months after. The clearances are good for 60 months.
4. Volunteer Exception for Federal Background Check (For Volunteers Only):
   i. The position is unpaid.
   ii. The volunteer has been a resident of the Commonwealth during the entirety of the previous 10 year period.
   iii. The volunteer swears in writing that they are not disqualified from service or has not been convicted of an offense similar in nature to those crimes listed in paragraph IV.B of similar. This can be accomplished using the Volunteer-FBI Exemption form.
5. Kutztown University of PA Student Volunteers do not require background clearances if ALL of the following apply:
   i. The individual is currently enrolled in school.
   ii. The individual is not a person responsible for the child’s welfare.
   iii. The individual is volunteering for an event that occurs on school grounds.
   iv. The event is sponsored by the school in which the individual is enrolled as a student. (Cannot work non-university-sponsored events without a background check).
   v. The event is not for children who are in the care of a child-care service.

III.  Reporting of Arrests and Convictions – All employees, volunteers, and program administrators must provide written notice to the designated person in charge at the university if they or an authorized adult or program staff are:

1. Arrested for, or convicted of, an offense that would constitute grounds for denial of employment or participation in any program, activity, or service.
2. Are named a perpetrator in a founded or indicated report under the Child Protective Services Law (23 Pa.C.S.$6301, et seq.). The employee, volunteer, or program administrator shall provide such written notice within 72 hours of arrest, conviction, or notification that the person has been listed as a perpetrator in the statewide database. The failure of an employee or program administrator to make a written notification, as required, is a misdemeanor of the third degree.
3. If the employer or program administrator has a reasonable belief that an employee or
   volunteer has been arrested or convicted of a reportable offense or was named as a
   the perpetrator in a founded or indicated report under the Child Protective Services Law, or
   if an employee or volunteer has provided notice of activity that would be sufficient to
   deny employment or program participation, the employer must immediately require the
   employee or volunteer to submit current information for required criminal background
   screening clearances in accordance with applicable procedures, standards, and
   guidelines as established by the Chancellor.

I.  Identification, Selection, and Screening of Authorized Adults or Program Staff

Conference and Event Services Staff will confirm with the Program Director the following forms and have been completed:

• Non-University Sponsored Event Approval Form
• Certification Form
• Facility Use Agreement 

II.  Provide Staff Training

Program Directors are required to ensure that their staff receives training as required by the KU Protection of Minors Policy, on the topics listed below:

• Mandatory Reporter Training

• Camp, Conference, Clinic, & Event Staff Code of Conduct Training

• Kutztown University Immediate Emergency Response and Evacuation Procedures

Resource materials to assist with training on these and other related topics are available on this site in the Resources and Forms Section.