The Minors on Campus website gives parents, participants, program administrators, and staff information about NMU's expectations and processes to keep our campus safe. This training page shows the minimum training required for campus programs involving minors. The policy and guidelines as well as the printable handbook give specific definitions and criteria for terms such as "minor," "program administrator," and "registration." After becoming familiar with these two resources, the program administrator is ready to both register the program and plan staff and volunteer training.
It is the program administrator's responsibility to:
Register the program: The Initial Registration Form serves two purposes. It alerts NMU risk management that a youth program is being offered and also posts the program on a website that is available to the public. The form is very short. It collects the name of the program, the name of the program administrator, the date of the program or if this is an ongoing program submitting an annual registration and the link to the program's website if one exists. When program administrators submit the form, the information automatically populates a program registration page that shows all the youth programs offered by NMU. At the same time, the program administrator will receive, via email, a link to the background check form and the final attestation form.
Submit background checks: Background checks are done for all faculty, staff, and administrators. Certain volunteers will have to be background checked as well. Again, the policy and guidelines explain the rules for background checks. The NMU Police Department performs the background checks, with input from NMU's Human Resources department when necessary. The program administrator fills out a form that includes the staff and volunteer name, e-mail address and whether this person will be transporting minors in a vehicle. Then the form is sent to the NMU Police Department. There is an automated on-line form or a paper version. Once the form is received by the Police Department, they check to see if NMU has a current background check and/or driving check on the individual already. If not, they e-mail the program staff or volunteer to request the information necessary for a background check. Using this method, the program administrator will not have to collect personal information from the staff and volunteers. The program administrator also will not have access to the information received on the background check. They will simply be informed which individuals are cleared to participate in the program.
Attest that all requirements for program administrators are complete: Next, the program administrator will login to the Minors on Campus Portal (link can be found in the Initial Registration Confirmation email) and attest that all the registration steps have been completed. Risk Management reviews the form, confirms that the background checks are either in progress or completed, and changes the program status from "Pending" to "Approved." Once the program status changes to "Approved" the program shows on the website listing of NMU Registered Programs (nmu.edu/minorsoncampus/registered-programs.
Note that in addition to reviewing the policy and guidelines, registering the program, and submitting background and driving checks, program administrators also attest that they:
- Prepared and/or delivered the Program Staff Minors on Campus Code of Conduct to all applicable persons working / volunteering in your program. This is both a handbook detailing how to behave around minors and a form that each program staff or volunteer will sign to evidence that they received the information and agree to follow it.
- Used NMU approved handbooks, forms, and handouts as needed. Program administrators may not change the forms or information on the forms except to name the program and sponsoring departments without the approval of NMU risk management. When the program administrator uses registration software, the form information must be used in the any registration text or form attachments.
- Trained or prepared orientation training for all faculty, staff, students, volunteers, and applicable third parties according to the policy. The key information that program administrators must deliver depends, in part, on how long the program is and whether the recipient is paid by NMU or is short-term volunteer. At a minimum, the program administrator must go over key information in the handbook, such as how to detect and report suspected abuse or neglect (see Reporting Suspected Misconduct), participant conduct management and acceptable disciplinary procedure, first aid appropriate to the program, the full program staff code of conduct, sexual and other unlawful harassment, keeping children safe, end-of-day pickup procedure, bathroom protocols, medication protocols, any specific medical needs identified by the program participants, and what to do in case of an emergency. Longer programs, sport programs, or other specialized programs will also be required to cover higher level first aid (e.g. automated external defibrillator), concussion protocols, Clery Act requirements, and staff to child ratio requirements as applicable. Longer programs may also be required to complete NMU's human resources orientation for new employees.
- Retained records appropriately. The program administrator must keep a summary of the training provided, including who attended and the materials covered. The signed forms from program staff, volunteers, and participants must also be retained. Other information to be retained includes program evaluation forms, accident reports, and financial or registration information. In short, NMU must keep all information related to this program together and retain it for a period of three years. Once the program is complete, the program administrator may send the records for storage to the Records Management department.