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Current Status: Active PolicyStat ID: 4988676

Procedure for Protection of Minors

Introduction

Purpose

This Procedure document details specific steps necessary to report suspected violations of the UNC‑Chapel Hill Policy on Protection of Minors.

Scope of Applicability

Compliance with this Procedure shall be a responsibility of all University faculty, staff, unpaid volunteers, interns, visiting scholars, UNC-CH independent contractors, and students as well as outside third parties (including external contractors) who are authorized to use University facilities or property (collectively, “University Community” or “University Community Members”).

The “Reporting Suspected Child Abuse/Neglect Procedure” set forth below applies to the protection of all minors (including enrolled or matriculated students) while those minors are present on University property or while participating in Covered Programs, on or off University property.

All contracts for the services of independent contractors (including solo and external contractors) who will have Direct Contact with Minors as part of a Covered Program must include a provision that requires compliance with all of the provisions of this Procedure.

Procedure

I. Reporting Suspected Child Abuse/Neglect

Reporting Method

Reports of Child Abuse and Neglect can be made to the Child Protective Services Division in the Orange County Department of Social Services (DSS) as follows:

  • Monday-Friday, 8 am-5 pm, excluding holidays, call 919‑245‑2818 or 919‑968‑2000;
  • After hours and on weekends and holidays, call 911 and ask for the on‑call social worker.

Reporting person must also notify the Protection of Minors Coordinator when making a report of suspected Child Abuse and Neglect.

If a report involves a University employee in any capacity, in addition to notifying the Orange County DSS, the reporting person also must notify one of the following offices:

  • For instances involving alleged sexual misconduct, harassment or assault, the University’s Equal Opportunity and Compliance (“EOC”) Office at 919‑966‑3576;
  • For instances involving any other forms of alleged inappropriate behavior or misconduct, the University’s Employee and Management Relations Unit of the Office of Human Resources at 919-843-3444.

If you encounter a situation in which a minor is at immediate risk of harm or the victim of a criminal act, please contact UNC Police or the appropriate Police Department immediately by Dialing 9‑1‑1. The UNC Police Department or the appropriate Police Department will make a final determination as to whether a matter merits further investigation, and University Community Members must not attempt to make such judgments independently of law enforcement. Reporting an incident to University officials does not relieve the obligation of a University Community Member to also make a report directly to law enforcement in the event a minor is at immediate risk.

Reporting Violations of the University Policy on Protection of Minors

Any suspected violation of the provisions of this Policy should be immediately reported to the University Coordinator for the Protection of Minors, who will consult with any other relevant University officials or offices (e.g., Title IX Coordinator, EOC Office, Office of Human Resources, or UNC Police). After-hours and weekend reports of policy violations may be reported by calling the UNC Police Department at 919‑962‑8100 or, in the case of an emergency situation, by calling 911.

II. Procedures for Programs Serving Minors

The following procedures must be followed before any Covered is permitted to commence, regardless of location, that involving Minors.

The Program Director must attest that all the requirements in Section I (“Requirements and Standards for Programs Serving Minors”) of the University’s Standard on the Protection of Minors have been met or will be met in advance of the proposed Covered Program’s initiation and will be continuously maintained during the program’s operation. For recurring Covered Programs, approval and registration must be renewed at least annually utilizing this process. The Program Director of any Covered Program must complete and submit the following at least one month prior to the start date of the program:

  • Registration and Compliance Form – Once the completed Registration and Compliance Form has been submitted, the unit head (or Departmental Booking Agent in the Department of Athletics) will confirm availability of space and the willingness of the unit to sponsor the proposed Covered Program. If space is available and a unit is willing to sponsor the Covered Program, the unit head (or Departmental Booking Agent in the Department of Athletics) will endorse the request and submit for formal review and approval by the Protection of Minors Coordinator.

The Protection of Minors Coordinator will inform the Covered Program Director and sponsoring unit head (or Departmental Booking Agent in the Department of Athletics) of whether the proposed Covered Program is approved. Notification of approved requests will be sent to relevant University departments including, for example, Carolina Union, UNC Police, Transportation and Parking, Housing and Residential Education, Risk Management, and Campus Dining Services.

III. Post-Approval Procedures

Units should require Covered Program Staff of eight (8) or more participants that they sponsor to prominently distinguish themselves for easy identification at all times when the Covered Program is operating. This can be accomplished by wearing issued lanyards, buttons, or T-shirts.

Definitions

Child Abuse or Neglect: The North Carolina Division of Social Services (DSS) provides that child abuse is “the intentional maltreatment of a child and that can be physical, sexual, or emotional in nature.” DSS provides that neglect is “the failure to give children the necessary care they need."

Covered Program: A program or activity in which Minors participate that is sponsored by a University Department, a student organization, or a Third Party entity sponsored by a University Department.

Covered Program Staff: All individuals 18 years of age or older who work with, instruct, or otherwise come into Direct Contact with Minors in a Covered Program, even if these individuals are volunteers. Covered Program Staff include all University Community Members who will serve as Covered Program Staff and who will have Direct Contact with Minors and to all individuals employed by, contracted by, or volunteering for a Third Party who have Direct Contact with Minors. Covered Program Staff also include individuals who support Covered Programs and who have Direct Contact with Minors.

Direct Contact: Care, guidance, control, or supervision of minors in group or one-to-one settings or potential for one-to-one interaction with minors.

Mandated Reporter: Both as a matter of University policy and North Carolina State law, any member of the University Community who reasonably suspects that a Minor, including a UNC-CH Enrolled Student Minor, has been abused or neglected by a parent, guardian, caregiver, or Covered Program Staff has an absolute obligation to report that suspicion to the appropriate County Department of Social Services (“DSS”), regardless of where the offense occurred.

Minor: Defined term meaning any person under the age of 18, who is not an enrolled or matriculated student of the University. Certain portions of this Policy refer to minors as a general class of persons under the age of 18.

Third Party: An organization or individual from outside of the University that uses University facilities to conduct a Covered Program pursuant to an approved contract or other use agreement with a sponsoring University Department and with the prior approval of the Protection of Minors on Campus Coordinator. For example, athletic camps or academic camps.

University Community or University Community Members: University faculty, staff, unpaid volunteers, interns, students, temporary employees, visiting scholars, and any other University affiliates.

Related Requirements

External Regulations

Covered Programs shall have their own plans and procedures and training mechanisms that address the applicable “Pre-Camp Training Topics” identified by the American Camp Association.

“Pre-Camp Training Topics” identified by the American Camp Association, https://www.acacamps.org/resource-library/accreditation-standards/pre-camp-training-topics

Covered Programs whose Minors will be working in University laboratories must follow procedures set by Environment, Health and Safety (“EHS”).

EHS website: https://ehs.cloudapps.unc.edu/LabRadWorker/

Consequences

Violations of this Policy

University Employee: Violations may result in disciplinary action up to and including termination of employment.

Unpaid Volunteers, Interns and Visiting Scholars: Violations may result in end of assignment.

University Students: Violations may result in the referral to the Honor System or Dean of Students.

Third Party Covered Program Staff: Violations may result in disciplinary action that requires immediate removal from Direct Contact with Minors, and /or University property or facility.

Covered Programs: If it is determined that the Covered Program has not complied with any provision of the University’s Policy on the Protection of Minors, the Covered Program may be subject to immediate discontinuation of operation and/or use of University property. At the discretion of the University Coordinator for the Protection of Minors on Campus, the Covered Program may also be banned from future use of University facilities.

University Standards and Procedures

  1. University Policy on Protection of Minors
  2. University Standard on Protection of Minors
  3. University Policy on Protection for Reporting Improper Government Activities
  4. Covered Program Registration and Compliance Form

Contact Information

Policy Contact

  1. UNC Coordinator for the Protection of Minors:
    1. Telephone: 919-843-8995
    2. Email: protectionofminors@unc.edu
    3. Website: https://protectionofminors.unc.edu/

Other Contacts

  1. Child Protective Services Division in the Orange County Department of Social Services:
    1. Telephone: Monday-Friday, 8 am-5 pm, excluding holidays, call 919‑245‑2818 or 919‑968‑2000.
    2. Telephone: After hours and on weekends and holidays, call 911 and ask for the on‑call social worker.
    3. Website: http://www.orangecountync.gov/departments/social_services/index.php
  2. UNC Police:
    1. Telephone: 919-962-8100 or 919-962-6565. Those needing to use TTY/TDD feature can also dial 911.
    2. Website: https://police.unc.edu/
  3. UNC’s Equal Opportunity and Compliance (“EOC”) Office:
    1. Telephone: 919‑966‑3576
    2. Email: eoc@unc.edu
    3. Website: https://eoc.unc.edu/
  4. UNC’s Employee & Management Relations Unit of the Office of Human Resources:
    1. Telephone: 919‑843‑3444
    2. Email: emr@unc.edu
    3. Website: https://hr.unc.edu/employees/emr/
All revision dates: 5/24/2018
Attachments:

Approval Signatures

Step Description Approver Date
Publication Matthew Teal: University Program Specialist 5/24/2018
Protection of Minors Coordinator Starr Sanders: University Program Specialist 5/24/2018
Step Description Approver Date
Publication Matthew Teal: University Program Specialist 5/24/2018
Protection of Minors Coordinator Starr Sanders: University Program Specialist 5/24/2018
Older Version Approval Signatures