All Policies › Administration & Operations › Safety of Minors
Safety of Minors
Responsible Office
Vice President for Strategic Operations & Human Resources
Policy Owner
Vice President for Strategic Operations & Human Resources
Policy Contact
Vice President for Strategic Operations & Human Resources
Issued
2024-12-11
Last Revised
2026-10-01
On this page: Policy Statement · Reason for Policy · Policy Scope · Procedures · Frequently Asked Questions · Forms · Appendices · Additional Contacts · Definitions · Responsibilities · Related Information · History
Policy Statement
North Central University is committed to maintaining a safe environment for minors who participate in programs or activities that occur on campus or under the control or direction of the university, regardless of location. Minors visiting university facilities or participating in covered programs and activities require particular vigilance to protect their safety and well-being.
Program Registration
The individual responsible for the operation of a covered program in which minors are expected to participate must register the program with the Housekeeping & Events office at least sixty (60) days before the scheduled start date and complete the Events Involving Minors Certification Form.
Mandatory Reporting
While the state of Minnesota limits mandatory reporting to certain professionals, the university extends mandatory reporting obligations to all university employees, including student employees, and volunteers. All employees must report to the local police department, county sheriff, or local social services agency within 24 hours when they know or have reason to believe a minor is being physically or sexually abused or neglected, or has been within the past three years, including abuse and neglect by non-university persons. This includes all minors, students and non-students:
- Participating in covered programs held on or off university property.
- Enrolled in undergraduate and graduate academic programs at the university.
- Participating in covered programs operated by non-university organizations on university property.
After reporting to authorities, individuals are encouraged to notify their supervisor, if appropriate.
Background Checks
Program staff for university programs primarily intended for minors must complete a North Central University criminal background check, which includes a check of the National Sex Offender Public Website (NSOPW). The background check must be completed within three years before working with minors. Program staff whose service with the university or a covered program is interrupted for more than twelve months must undergo a new background check. Program staff with continuing service with the university or a covered program must undergo a new background check every three years.
Guest presenters are exempt from background check requirements if covered program staff are always present.
Covered program administrators are responsible for ensuring that background check request forms have been submitted for each adult program staff member. Based on the results of the criminal background checks, the Office of Human Resources will advise departments whether individuals are eligible to participate in covered programs.
Non-University Organizations Using University Facilities
Non-university organizations that operate covered programs or activities primarily intended for minors on campus or in a university facility, where minors attend without an accompanying adult or the program includes an overnight stay, must certify to the university that:
- All individuals who will have ongoing interaction with minors (and anyone who supervises those individuals) have received training and have undergone a criminal background check that meets or exceeds the minimum requirements of North Central’s background checks.
- The organization will take appropriate actions to protect the health and safety of minors. North Central University reserves the right to review the health and safety plans for a program or event.
This policy does not apply to a parent, guardian, or other adult who accompanies a minor while participating in a program and who is not a volunteer or staff member for that program.
Emergency Preparedness
Each covered program must develop and document a plan or process for notifying the minor’s parent or legal guardian in case of an emergency, which may include medical or behavioral problems, natural disasters, or other significant program disruptions.
Sanctions and Retaliation
Non-compliance may result in disciplinary action up to and including termination of employment. Covered programs may be suspended during an investigation, or discontinued if serious violations of this policy have occurred.
No member of the university community may retaliate against an individual because of the individual’s good faith participation in:
- Reporting or otherwise expressing opposition to suspected or alleged misconduct.
- Any process designed to review or investigate suspected or alleged misconduct or non-compliance with applicable policies, rules, and laws.
See the Non-Retaliation policy for more information.
Reason for Policy
To provide requirements for the safety and protection of minors who participate in university-sponsored or co-sponsored programs, or in programs operated by non-university entities on university property.
Policy Scope
This policy applies to any member of the university community involved in a covered program that includes direct contact with minors (monitored or unmonitored), whether the program takes place at the university or in university-owned or controlled facilities at any location.
Procedures
There are no procedures associated with this policy.
Frequently Asked Questions
Q: What counts as a covered program?
A: A planned event or activity that a university unit offers with minors as the main participants, such as camps, workshops, conferences, or lab internships. Public events like concerts or athletic events, where minors attend with their parents, do not count.
Q: How far ahead must a program register?
A: At least 60 days before the start date. The program must also complete the Events Involving Minors Certification Form.
Q: Who has to report suspected abuse or neglect of a minor?
A: All university employees, including student employees, and volunteers. NCU extends this duty beyond the professionals Minnesota law requires to report.
Q: Who do I report to, and how fast?
A: Report to the local police department, county sheriff, or local social services agency within 24 hours. After that, you may also tell your supervisor, if appropriate. In an emergency, call 911.
Q: Who needs a background check?
A: Program staff who work in university programs primarily for minors. The check includes the National Sex Offender Public Website and must be renewed every three years, or redone after a break in service of more than twelve months.
Q: Do guest presenters need a background check?
A: No, as long as covered program staff remain present the whole time.
Q: What if an outside group uses our facilities for a youth program?
A: The organization must certify that its staff have completed training and background checks that meet or exceed NCU’s requirements, and it must protect the health and safety of the minors.
Q: Does this apply to parents who come with their kids?
A: No. A parent, guardian, or other adult who accompanies a minor and does not serve as a volunteer or staff member for the program falls outside this policy.
Q: What happens if someone does not follow this policy?
A: Employees may face discipline up to and including termination. The university may suspend a program during an investigation or discontinue it for serious violations.
Forms
- Events Involving Minors Certification Form (TBA)
Appendices
There are no appendices associated with this policy.
Additional Contacts
| Subject | Contact | Phone | |
|---|---|---|---|
| Primary Contact | Office of Human Resources | 612.343.4412 | hr@northcentral.edu |
| Emergencies | 911 | ||
| Non-Emergencies | Campus Safety & Emergency Preparedness | 612.343.4445 | security@northcentral.edu |
| Employee Questions & Concerns | Office of Human Resources | 612.343.4412 | hr@northcentral.edu |
| Student & Housing Concerns | Office of Student Development | 612.343.4450 | studlife@northcentral.edu |
Definitions
Covered Program
A planned event or series of events, activities, or educational experiences offered by academic or administrative units of the university for minors as the primary participants. This includes, but is not limited to:
- Volunteers or interns in university laboratories.
- Workshops.
- Sport camps.
- Academic camps.
- Conferences.
- Extension programs and similar activities.
Covered programs do not include:
- Programs designed for students enrolled in undergraduate or graduate programs, except programs or events designed solely for participants in Post-Secondary Enrollment Options.
- University undergraduate or graduate academic programs in which students enrolled at the university or another institution of higher education are the only minors participating.
- University events, such as festivals, athletic events, lectures, concerts, or other educational or entertainment events held on university property that are open to the general public, where minors may be present or participate at the sole discretion of their parent or legal guardian and are not in the custody or care of university or event staff.
- Preschool through 12th grade school groups visiting university premises for campus tours or solely as patrons of educational or entertainment events, with the students in the care and custody of the touring or visiting staff.
- Research programs subject to Institutional Review Board guidelines, policies, and oversight for research involving human subjects.
- Non-university programs where the university’s only involvement is assisting with the placement of university students as volunteers, interns, etc., and the program is not located on university property.
- University programs where a minor’s only involvement is as an employee, intern, or volunteer.
- University-sponsored recruitment and pre-enrollment activities for prospective students who either (1) have been admitted to the university or (2) will be age-eligible for admission within two years.
Criminal Background Check
A review of state and federal criminal databases to determine whether an individual has a criminal history in any jurisdiction where the individual currently resides or has resided.
Investigation
The steps taken to analyze all relevant information regarding an allegation and then determine whether sufficient evidence exists to find that misconduct occurred.
Minor
A person under the age of eighteen (18).
Misconduct
A violation of local, state, or federal law or university policy.
National Sex Offender Public Website (NSOPW)
The government website that links public state, territorial, and tribal sex offender registries from a national search site. The NSOPW provides up-to-date information as provided by each jurisdiction.
Neglect
Usually the failure of the minor’s caregiver to:
- Provide necessary food, clothing, shelter, medical or mental health care, education, or appropriate supervision.
- Protect the child from conditions or actions that endanger the child.
- Take steps to ensure that the child is educated according to the law.
Causing emotional harm to a child and exposing a child to controlled substances during pregnancy may also be considered neglect.
Non-University-Sponsored Programs
Programs that are not operated on behalf of the university or under the university’s control.
Physical Abuse
Any physical injury or threat of harm or substantial injury inflicted by a caregiver upon a child other than by accidental means. The impact of physical abuse can range from minor bruises to severe internal injuries and death. Physical abuse does not include reasonable and moderate physical discipline of a child that does not result in an injury.
Program Administrator
The individual responsible for the oversight and compliance components of one or more covered programs, including specifying identification requirements (badges or equivalent) for program staff.
Program Staff
An individual 18 years of age or older who is authorized to care for, interact with, supervise, chaperone, or otherwise have access to or contact with a minor in a covered program. Program staff include university employees (including faculty members, staff employees, and non-faculty academic employees), students, and volunteers engaged in covered programs, as well as employees and volunteers of non-university entities operating covered programs. Program staff do not include individuals functioning exclusively as participants in a covered program, even if they are 18 years of age or older.
Report in Good Faith
A report by an individual who reasonably believes that a violation has occurred.
Retaliation
Taking an adverse action against an individual because of the individual’s good faith participation in reporting suspected or alleged misconduct, expressing opposition to alleged misconduct, participating in an investigation related to a misconduct allegation, or accessing university services. A causal relationship between good faith participation in reporting and an adverse action is needed to demonstrate that retaliation has occurred.
Sexual Abuse
The subjection of a child to a criminal sexual act or threatened act by a person responsible for the child’s care, by a person who has a significant relationship to the child, or by a person in a position of authority.
Unit
Any organizational entity within the university that has budgetary authority. A unit includes, but is not limited to, colleges, departments, centers, institutes, offices, and programs.
University Community
University faculty, staff (including student employees), students, university guests, volunteers, contractors, vendors, or employees of an affiliated entity.
University Property/Grounds/Facilities
The university campus and any other property, building, or facility that is owned, operated, or controlled by the university.
University-Sponsored Program
Programs directly managed by university faculty or staff on behalf of the university.
Responsibilities
All Individuals
- Report good faith concerns about possible physical or sexual abuse or neglect, or violations of local, state, or federal law or university policy governing any university activity.
- Be truthful and cooperative in investigations of alleged wrongdoing.
Program Staff (Faculty, Staff, Volunteers, and Student Employees)
- Meet the eligibility requirements for participation in a program for minors by completing the background check before participating in activities with minors.
- Complete a new background check every three years.
- Comply with health and safety measures and safeguards.
Program Administrators
- Ensure that all program staff have completed their background checks (initially and every three years after) before involving them in programs for minors.
- Submit background check forms to the Office of Human Resources.
- Register new programs and renew registration annually.
- Establish safeguards that adequately address health and safety considerations for minors.
Vice Presidents
- Ensure timely follow-up and resolution of reported allegations in their respective units.
- Ensure that retaliation in response to good faith reporting of violations of law or university policy does not occur.
- Ensure that programs under their administration comply with this policy.
Office of Human Resources
- Advise units whether individuals are eligible to participate in university-sponsored programs for minors, based on background checks.
- Coordinate with Campus Safety & Emergency Preparedness to facilitate the background check process.
- Collaborate with responsible administrators to respond to concerns about retaliation or unfair treatment of individuals who reported suspected violations of law or university policy in good faith.
Non-University Organizations
- Certify that their program staff have completed training and criminal background checks that meet or exceed the university’s requirements.
- Protect the health and safety of minors participating in their programs.
Campus Safety & Emergency Preparedness
- Respond to suspected or actual security events.
Related Information
Related Policies & Procedures
- Community Life Standards
- Non-Retaliation
- Whistleblower Protection
Related Legislation
Other Related Information
- Minnesota Mandated Reporting Training – self-paced online course
- Stop It Now – child sexual abuse prevention resources and helpline
History
Amended
2026-10-01 – Non-substantive updates (e.g., titles, office names, contacts, citations, and copy errors); removed the program staff training reference; added frequently asked questions.
Issued
2024-12-11