Procedure for Protection of Minors

Title

Procedure for Protection of Minors

Introduction

Purpose

The University of North Carolina at Chapel Hill ("UNC-CH" or "University") strives to create a welcoming and safe environment for all individuals visiting University property or participating in University programs. This Procedure document details:

  1. specific steps necessary to report suspected violations of the UNC‑CH Policy on Protection of Minors,
  2. specific steps required prior to the commencement a Covered Program, and
  3. requirements Covered Programs must meet before the UNC-CH Protection of Minors Office approves the creation of a Covered Program is approved.

Scope of Applicability

University Community Members as well as outside Third Parties (including contractors) who are authorized to use University facilities or property must comply with this Procedure.

The "Reporting Suspected Child Abuse or Neglect Procedure" set forth below applies to the protection of all persons under the age of 18 (including Enrolled Students) while those persons under the age of 18 are present on University property or while participating in Covered Programs, on or off University property. University programs for UNC-CH Enrolled Students under the age of 18 will not require registration with the UNC-CH Protection of Minors Office as a Covered Program.

All contracts for the services of independent contractors (including solo and Third Party contractors) who will have Direct Contact or Virtual 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 or Neglect

Reporting Method

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-CH Police or the appropriate Police Department immediately by dialing 9‑1‑1. The UNC-CH Police 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 Mandated Reporter to also make a report directly to law enforcement in the event a minor is at immediate risk. Additionally, reporting an incident to the appropriate Police Department does not relieve the obligation of a Mandated Reported to also made a report of suspected Child Abuse or Neglect directly to the UNC-CH Protection of Minors Coordinator.

Mandated Reporters must immediately report all suspected incidents of Child Abuse, Neglect, or Violent Offense by calling UNC-CH Police at 919-962-8100, regardless of where the offense occurred.

Additional Requirements if the Covered Program Staff Member Involved in Suspected Child Abuse, Neglect, or Violent Offense is a UNC-CH Employee, Student, or Student Employee

Mandated Reporters have additional reporting responsibilities beyond what is outlined in the "Reporting Method" section above if the Covered Program Staff Member involved in Suspected Child Abuse, Neglect, or Violent Offense is a UNC-CH Employee, a UNC-CH Student Employee, or a UNC-CH Student that is not a University employee:

UNC-CH Employee

UNC-CH Student Employee

  • The UNC-CH Dean of Students Office; and
  • the UNC-CH EOC Office at 919-966-3576 for instances involving alleged sexual misconduct, harassment or assault; and/or
  • the EMR Unit of OHR at 919-843-3444 for instances involving any other forms of alleged inappropriate behavior or misconduct.

UNC-CH Student that is not a University Employee

  • UNC-CH Dean of Students Office.

Reporting Violations of the University Policy on Protection of Minors

Mandated Reporters must immediately report any suspected violation of the provisions of this Policy to the DSS and the UNC-CH Protection of Minors Coordinator, who will consult with any other relevant University officials or offices (e.g., Title IX Coordinator, EOC Office, OHR, or UNC Police). After-hours and weekend reports of policy violations must be reported by calling UNC Police at 919‑962‑8100 or, in the case of an emergency situation, by calling 9-1-1.

II. Procedures for Programs Serving Minors

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

The Covered Program Director must attest that all the requirements in Section I ("Requirements and Standards for Programs Serving Minors") of the University’s Standard on 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 30 calendar days prior to the start date of the program:

  • Registration - If space or technology is available and a University Unit is willing to sponsor the Covered Program, the University Unit Head (or Departmental Booking Agent in the Department of Athletics) will endorse the request and instruct the Covered Program Director to submit a registration for formal review and approval by the UNC-CH Protection of Minors Coordinator.

The UNC-CH Protection of Minors Coordinator will inform the Covered Program Director and sponsoring University Unit Head (or Departmental Booking Agent in the Department of Athletics) of whether the proposed Covered Program is approved. If requested, 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. Approval Procedures

Prior to approval of a Covered Program, the Covered Program Director or the individual completing the Covered Program registration through the UNC-CH Protection of Minors Office must ensure that the following requirements must are met:

  • Background Check dates of all Program Staff are entered into the registration system.
  • Required training dates of all Program Staff are entered into the registration system.
  • All Protection of Minors Standard required policies and plans are in place.
  • Any additional requirements mandated by the Protection of Minors Office or the University to ensure the safety and well-being of minor participants and the University Community.

If a program is not in compliance with recommended Protection of Minors Office or national standard program operations or American Camp Association standards, additional approval will be required from the Vice Chancellor of the sponsoring department.

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: An in-person or virtual program or activity, a student organization, or a Third Party in which Minors participate that is sponsored by a University Department or Unit.

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.

Enrolled Student: Any individual enrolled at UNC-CH, regardless of age.

Extensive Criminal History: For the purposes of this Policy only. Defined term meaning a pattern of convictions over a period of time. For example, a prior criminal history that includes five (5) or more convictions within a three (3) year time span, or ten (10) or more convictions within a ten (10) year time span.

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”) and the UNC-CH Protection of Minors Coordinator, 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 or technology 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 UNC-CH Protection of Minors 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.

Violent Offense: Offense that inflicts injury on a juvenile by non-accidental means.

Virtual Contact: A mode of contact that includes the use of technology-audio and/or video to communicate or conduct a Covered Program with minors who are not physically present.

Related Requirements

External Regulations

Consequences

Violations of this Policy, Standard or Procedure

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, Standard, or Procedure 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 UNC-CH Protection of Minors Coordinator, the Covered Program may also be banned from future use of University facilities.

University Policies, Standards, and Procedures

Contact Information

Policy Contact

Other Contacts

  • North Carolina Child Protective Services
  • Child Protective Services Division in the Orange County Department of Social Services:
    • Telephone: Monday-Friday, 8 am-5 pm, excluding holidays, call 919‑245‑2818.
    • Telephone: After hours and on weekends and holidays, contact Orange County Emergency Services at 919-732-5063 and ask to speak with the on-call CPS Social Worker.
    • In-person: You may also make a report in person during normal business hours (Monday-Friday, 8 am-5 pm) at any Orange County DSS location.
    • Orange County Child Protective Services website
  • UNC-CH Police:
    • Telephone: 919-962-8100 or 919-962-3951. Those needing to use TTY/TDD feature can also dial 9-1-1.
    • UNC-CH Police website
  • UNC-CH Equal Opportunity and Compliance (“EOC”) Office:
  • UNC-CH Employee & Management Relations Unit of the Office of Human Resources:
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Details

Article ID: 131865
Created
Thu 4/8/21 9:18 PM
Modified
Thu 4/7/22 10:50 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
05/01/2021 12:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Protection of Minors Coordinator
Last Review
Date on which the most recent document review was completed.
04/07/2022 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
04/23/2021 12:00 AM
Next Review
Date on which the next document review is due.
03/01/2023 12:00 AM
Origination
Date on which the original version of this document was first made official.
04/14/2015 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Protection of Minors Office