The objective of these procedures is to implement University of Tennessee System Safety Policy SA0575 (Programs for Minors) (“SA 575”) with respect to programs for minors sponsored by a University Unit at the University of Tennessee at Knoxville.
The following terms used in this policy are defined in University of Tennessee System Safety Policy 575: Covered Adult; Covered Program; Designated Official; Direct Contact; Minor/Child; Program Director; and University Unit.
II. Designated Official
The Executive Director of Auxiliary Services shall serve as the Designated Official for the University of Tennessee, Knoxville.
III. Registration and Documentation Requirements for Covered Programs Sponsored by a University Unit
A. At least thirty days prior to the start of a Covered Program, the Program Director shall complete the Programs for Minors Registration Form and submit it for Human Resources approvals and final program approval by the Designated Official (D.O.).
B. Before allowing a Covered Adult to participate in a Covered Program, the Program Director shall ensure that the UTK Office of Human Resources has had a criminal background check conducted on the Covered Adult within the last four (4) years, except as otherwise provided in SA 575. (See instructions for requesting background checks.)
C. Before allowing a Covered Adult to participate in a Covered Program, the Program Director shall ensure that the Covered Adult has received the training described in Section 4 of SA 575 within the last two (2) years, except as otherwise provided in SA 575
D. The Program Director shall require every Covered Adult to read, understand, and agree to comply with Tennessee law on the mandatory reporting of child abuse and child sexual abuse. The Covered Adult shall sign the mandatory reporting form. The Program Director shall send the executed forms to Human Resources to place in the employee’s respective personnel files.
IV. Additional Requirements for Covered Programs Sponsored by a University Unit
A. Covered Adults
1. Minors shall be adequately supervised during a Covered Program. All Covered Program activities involving minors shall be supervised by at least two or more Covered Adults. There shall be no one-on-one contact between a minor and a Covered Adult unless one-on-one, contact is essential to the program and has been approved in advance by the Designated Official. The term “one-on-one contact” shall mean private, unsupervised, face-to-face interaction between a minor and a Covered Adult without at least one other Covered Adult, parent, or legal guardian being present.
2. The Program Director shall ensure that an appropriate ratio of Covered Adults to minors exists based on the following factors:
- The age of the minors participating in the Covered Program;
- Whether the Covered Program involves an overnight stay; and
- The nature of the activities involved in the Covered Program.
3. The Program Director shall develop and make available standards of conduct applicable to Covered Adults. The rules contained in Exhibit B are mandatory standards of conduct for Covered Adults in all Covered Programs. The Program Director may develop additional standards of conduct that do not conflict with the rules in Exhibit B.
B. Communication with Parents/Legal Guardians
1. The Program Director shall establish a procedure for the notification of a minor’s parent/legal guardian in case of an emergency, including a medical problem, natural disaster, or other significant program disruption. The Program Director shall advise Covered Adults and parents/legal guardians of minors participating in the Covered Program of this procedure prior to the participation of minors in the Covered Program.
2. The Program Director shall provide information to parents/legal guardians detailing the manner in which their minors can be contacted during the Covered Program.
Transportation of minors by a Covered Adult during a Covered Program shall be approved by the Designated Official. Except in exigent circumstances, or as specifically authorized in writing by the Designated Official or a minor’s parent or legal guardian, a Covered Adult shall not transport a minor who is not his/her own child without another Covered Adult being present, or transport a minor who is not his/her using his/her personal vehicle, during the Covered Program or to/from the Covered Program.
1. A minor’s medications may be dispensed by a Covered Adult under the following circumstances:
- A Covered Adult may dispense prescription or over-the-counter medication to a minor for the minor to self-administer if the minor’s parent or legal guardian has provided written authorization for the minor to self-administer the medication using the forms contained.
- Covered Adults shall keep medications in an appropriate and secure location.
- At the appropriate time for dispensation of a medication, a Covered Adult shall allow the minor to self-administer the appropriate medication dose as shown on the container.
- Covered Adults shall maintain a record showing the date and time of each dispensation of medication and the signature of the person who dispensed the medication.
- Personal “epi” pens and inhalers may be carried by a minor during Covered Program activities.
E. Additional Requirements for Covered Programs with Overnight Stays
1. A Covered Program shall develop and make available to minors the rules and disciplinary procedures applicable to the Covered Program. All Covered Adults and minors participating in the program will wear visible identification indicating their association with the Covered Program. The rules contained in Exhibit C are mandatory rules for all Covered Programs with overnight stays.
2. Males and females shall be housed in separate rooms and/or suites inside University residence halls, except in cases where the room or suite is also occupied by the parent or legal guardian of all minor occupants. Guests of minors participating in the Covered Program shall be restricted to visitation in the building lobby and/or floor lounges, and only during approved hours specified by the Covered Program.
V. Sanctions for Failing to Comply with this Policy
A Covered Program in violation of this policy may be denied permission to continue operation in connection with UT Knoxville. Any violations of this policy by an individual will be handled in accordance with other applicable University policies and procedures, which for University employees may include disciplinary action up to and including termination of employment. In addition, a person who fails to comply with Tennessee laws on mandatory reporting of child abuse and child sexual abuse can face criminal prosecution.
Exceptions to these procedures may be granted by the Designated Official, following consultation with the UT Knoxville Chief Human Resources Officer and the Office of the General Counsel.