Children on Campus and Working with Minors Policy
I. Purpose and Scope of Policy
Purpose: Saint Joseph's University ("University" or "Saint Joseph's") has an obligation to its students, staff, and visitors to conduct its operations and maintain its facilities in a manner consistent with its mission as an institution of higher education. While there may be occasions when brief visits by children under the age of eighteen (18) to faculty, staff, and students on campus may be necessary and such visits are subject to the same conditions as any other visitor to the University, unescorted or unsupervised children (i.e., a person who is not yet 18 years old at the time of a contact) are not permitted on University premises, except as provided for in Saint Joseph's University's Children on Campus and Working with Minors Policy ("Policy"). In addition to the requirements that may apply under this Policy, the visits of Minors to campus are subject to the same conditions as any other visitor to the University
Scope: This Policy applies to activities and programs taking place on Saint Joseph's campus, or under the authority and direction of the University at other locations, in which Minors will be physically present and participating, with the following exceptions: (1) undergraduate and graduate academic programs, and previously authorized activities of Campus Ministry, in which enrolled undergraduate students of Saint Joseph's, or of another university participating in such activities or programs, are the only Minors participating; (2) research programs subject to the review and approval of an Institutional Review Board (IRB) sponsored by Saint Joseph's University or authorized by Saint Joseph's University to provide oversight concerning such research programs; and, (3) Shadow Visits, Lil' Sibs Weekend, and such other similar, ongoing programs as may be designated from time to time by the appropriate Vice President or Provost in advance and in writing as exempted from this Policy
Athletic camps, debate camps, laboratories and workshops intended for elementary and high school students and similar activities will fall within the scope of this Policy. This Policy applies to such programs and activities whether they are limited to daily activities or also involve the housing of Minors in residence halls
"Minor" for purposes of this Policy means any person under the age of 18, including, but not limited to, those persons who are also referred to herein as "children.
"Works with Minors" for purposes of this Policy means all activities identified in this Policy and in which an adult, other than an authorized Saint Joseph's employee in the case of an enrolled Saint Joseph's student who is a Minor or a parent or legal guardian of the Minor, could be or has the potential to be alone with the Minor
"Authorized Adult" for purpose of this Policy means a parent, legal guardian or adult who has complied with the requirements to be present with Minors under this Policy and who is responsible for either escorting or supervising the Minor(s) while on campus or while participating in any activities identified in this Policy
II. Requirements of Policy Governing Presence of Minors on Campus
In order to ensure that the essential functioning of the University is not impaired and that the safety of all Minors on campus is provided for, it is necessary to establish certain requirements governing the presence of Minors on the University's campus
These requirements are as follows
A. All Minors:
- All Minors not registered for classes who are otherwise participating in a University program or a program taking place on University property must be supervised by an authorized adult(s) at all times while they are participating in that program.
- All supervised Minors participating in a University program or a program taking place on University property are permitted in the general use facilities (Athletic Fields, Public Spaces, Academic Buildings, Food Services Area etc.) but may be restricted from certain areas of the facilities or from utilizing certain equipment.
- Minors are permitted at events and venues open to the public. However, the University reserves the right to determine, in its sole discretion, whether selected events or venues are appropriate for unescorted or unsupervised Minors.
B. Pre-High School Age Children
- All pre-high school age children on the Saint Joseph's campus must be escorted or supervised at all times by an Authorized Adult. It is the responsibility of the parents, legal guardians or other Authorized Adult to make appropriate off-campus arrangements if these children cannot be accompanied at all times while on campus.
- Pre-high school age children, not participating in Saint Joseph's sponsored programs or a program taking place on University property, are prohibited from laboratories and other areas where significant potential safety hazards and liabilities may exist and where strict safety precautions are required. In addition, unsupervised or unescorted pre-high school age children are prohibited from entering areas that might include, but are not limited to, storage rooms, equipment rooms and certain athletic facilities such as training rooms, courts, fountains, swimming pools and playing fields.
C. High School Age Children
- High school age children not participating in University programs or programs taking place on University property may utilize University facilities such as the Library and the University bookstore as long as they meet behavioral standards expected of Saint Joseph's enrolled students. When using these facilities, all high school age Minors must be accompanied by an Authorized Adult or by an enrolled Saint Joseph's University student. High school age children not meeting University community conduct standards for Saint Joseph's students will be asked to leave the campus.
- High school age students are not allowed in classrooms while classrooms are in session unless permission is granted by the faculty member having authorized access to the classroom. Should a high school age student become disruptive, the University student and visitor may be asked to leave.
III. Implementing This Policy
A. Program Registration
Departmental units shall, prior to the beginning of the University's fiscal year for ongoing programs and activities and at least sixty days prior to the first scheduled date of participation by Minors, inform the Manager of Employment Services of the details of the program or activity on forms posted on Department of Human Resources Website to be completed by the appropriate Vice President or area Director. http://www.sju.edu/resources/humanresources/pdf/WorkingwithMinorsProgramNotificationForm.doc
Any requests for clarification as to whether a particular program or activity is subject to this Policy, or a request for a waiver to this Policy, should also be sent to the Office of the General Counsel, appropriate Vice President and the Manager of Employment Services. Information provided shall include, at a minimum, the Saint Joseph's person in charge of the program or activity; the dates and locations where Minors will be participating; the general nature of the activities and program to be undertaken or offered; the names of all adults who will be participating directly with Minors in the program or activity; and the administrative requirements associated with the program or activity, including but not limited to waivers and permission slips to be obtained from the parents/guardians of participating Minors and medical emergency forms
B. Background checks
A successful background check will be required of each adult prior to his or her direct participation with Minors in a program or activity covered by this Policy and at least once every four (4) years thereafter. Background checks may be conducted by an outside contractor at the request of the Manager for Employment Services, though certain background requests may be accessed directly by the applicant (e.g., Pennsylvania Child Abuse History Clearance http://www.dpw.state.pa.us/resources/documents/pdf/fillinforms/dpwchildabuse.pdf) . Background check request forms and information, including required waivers of liability, will be posted at the Department of Human Resources Web page. http://www.sju.edu/resources/humanresources/hrforms.html
It is the responsibility of the person in charge of the program or activity to assure that each participating adult has submitted the required background check request form and has subsequently received clearance to participate. The Department of Human Resources will maintain a roster of individuals who have been cleared to participate and the dates on which a new background check will be required
The background check will be limited to criminal offenses, including, but not limited to, child abuse, for which an individual has been convicted, pled guilty to a felony or misdemeanor, or where such charges are currently pending. The University may accept successful documented background clearances from the governmental agencies (e.g., School Districts) that have been completed within four (4) years from the start date of employment
A decision not to permit an individual to participate in a program or activity covered by this Policy based on the results of a background check will be made by the Assistant Vice President for Human Resources after consultation with the appropriate Vice President(s), the Office of the General Counsel, or others as needed. The results of background checks conducted under this Policy will be used only for the purposes of this Policy, except that Saint Joseph's reserves the right to take appropriate action with respect to employees who may have falsified or failed to disclose information material to their employment on employment applications uncovered as a result of the background check, including and up to immediate termination of employment. Copies of background check reports will be retained in the Department of Human Resources
C. Training
Each adult who will be participating with Minors in a covered program or activity shall attend annual mandatory training on the conduct requirements of this Policy, on protecting Minors from abusive emotional and physical treatment, and on appropriate or required reporting of incidents of improper conduct (including, but not limited, to appropriate law enforcement authorities). The appropriate Vice President or area Director may enhance and/or modify the required training program to meet specific needs of the particular program or activity involved, in consultation with the Manager of Employment Services, but any such enhanced or modified program must include all the elements described in this section. In addition, the appropriate Vice President or area Director shall arrange for sufficiently frequent training sessions to permit covered programs and activities to continue to function on a regularly scheduled basis.
Training resources can be obtained from the Assistant Vice President for Human Resources or the Coordinator for the Safe Environment Program, Office for Child and Youth Protection, Archdiocese of Philadelphia, reachable at either 215-965-1747 or etarpey@adphila.org
D. Conduct Requirements
Adults participating in programs and activities covered by this Policy shall not:
- Have one-on-one contact with Minors; in general, it is expected that activities where Minors are present will involve two or more adult participants.
- Participate in a sleepover under the auspices of the program or activity, unless (1) one of the Minor's parents or legal guardians is present or (2) one of the Minor's parents or legal guardians has given consent and there is at least one other adult, and the two adults remain in each other's presence at all times.
- Engage in abusive conduct of any kind toward, or in the presence of, a Minor.
- Strike, hit, administer corporal punishment to, or touch in an inappropriate or illegal manner any Minor.
- Pick up Minors or drop off Minors from their homes, other than the driver's child or children or friends of the driver's child or children other than when such child or children are present, at their homes in the adult's personal vehicle, whether before, during, or after the program or activity.
- Engage in the use of alcohol or illegal drugs, or be under the influence of alcohol or illegal drugs during such programs or activities.
- Make pornography in any form available to Minors participating in programs and activities covered by this Policy or assist them in any way in gaining access to pornography.
E. Allegation of Inappropriate Conduct
Adults participating in programs and activities covered by this Policy shall:
- Immediately report any violation of the Conduct Requirements of this Policy to the person in charge of the program or activity and to the Director of the Department of Public Safety, and shall contact law enforcement and emergency responders as may be appropriate under the circumstances.
- Assure the safety of Minors participating in programs and activities covered by this Policy, irrespective of any other limitation or requirement, including removal of Minors from dangerous or potentially dangerous situations. In such case, the Director of the Department of Public Safety must be notified immediately.
- Discontinue any further participation in programs and activities covered by this Policy when an allegation of inappropriate conduct has been made against him or her, until such allegation has been satisfactorily resolved.
