16.8 Programs Serving Non-Student Minors
16.8.1 Overview
(Last Modified on February 24, 2025)
The University System of Georgia (USG) offers a variety of athletic camps, academic camps, clinics, after-school programs, enrichment classes and other activities which bring Non-Student Minors to USG institutions. These activities are more abundant during the summer when most K-12 schools are not in session. These programs and activities are of great educational value and serve to benefit both the institution and the larger community. These programs and activities provide institutions with the opportunity to challenge, educate and mentor young people and to introduce them to their campus in a positive and meaningful way.
BOR Policy 6.9 provides the general requirements for properly screening and training employees and volunteers who work in Programs Serving Non-Student Minors.
This policy establishes the additional minimum compliance requirements for programs serving Non-Student Minors at the USG to include Third-Party programming.
16.8.2 Definitions
(Last Modified on February 25, 2025)
A. Child Abuse: Non-accidental physical injury, neglect, exploitation, sexual abuse, or sexual exploitation of a Minor.
B. Mandatory Reporter: Any person who is required by Georgia law (O.C.G.A. §19-7-5) to report suspected Child Abuse to the appropriate authorities. Mandatory Reporters include but are not limited to faculty/teachers, administrators, counselors, social workers, psychologists, law enforcement personnel, and other persons who participate in providing care, treatment, education, training, supervision, coaching, counseling, recreational programs, or shelter to Minors.
C. Minor: Any person under 18 years of age (O.C.G.A. § 39-1-1).
D. Non-Student Minor: A Minor who is not enrolled in an undergraduate or graduate academic program for credit at a USG institution.
E. Program / Camp Director: The individual with the primary responsibility for direct oversight of a Youth Program and who runs, maintains, and serves as the point of contact for or otherwise directs the functions of a Youth Program.
F. Sponsoring Unit: Any department or unit of the USG that hosts or sponsors a Youth Program to include departments or units that authorize Youth Programs by Third Parties.
G. Staff: Individuals, whether paid, volunteer, or for academic credit, who have care, custody, control, and/or direct contact or interaction with Non-Student Minors involved in Youth Programs. This includes, but is not limited to, administrators, faculty, staff, students, volunteers, and Third Parties when operating a Youth Program.
H. Third Party: A Third Party refers to any individual, group, organization, or entity that is not directly affiliated with the USG for which the USG allows the use of its facilities for the operation of a Youth Program.
I. Youth Program: Any academic, athletic, educational, leadership, or recreational program or activities serving one or more Non-Student Minors, including, but not limited to, camps, clinics, conferences, workshops, tutoring, mentoring, group lessons, seminars, competitions, internships or experiential learning, conducting or viewing research, after-school programs, or other enrichment opportunities.
16.8.3 Scope & Applicability
(Last Modified on February 25, 2025)
This policy applies broadly to all USG employees, volunteers, and Third-Party entities sponsoring or hosting Youth Programs that involve the custody and care of Non-Student Minors. This policy applies to Youth Programs whether on-campus or off-campus to include those offered by Third Parties.
This policy does not apply to:
A. Undergraduate and graduate academic programs in which Minors are enrolled for academic credit or who have been accepted for enrollment;
B. Field trips supervised by staff from the Minor’s school;
C. Minors employed by the USG;
D. Health services provided by an institution’s health clinic;
E. Events or performances that are open to the general public and that are not part of a USG-organized Youth Program;
F. Employees or students hosting family members, friends, or other guests;
G. Private events such as weddings and birthday parties.
16.8.4 Institutional Oversight Requirements
(Last Modified on February 25, 2025)
A. Institutional Programming:
- Code of Conduct: Each institution must maintain a code of conduct for program Staff and volunteers that addresses appropriate behavior and prohibited conduct when interacting with Non-Student Minors. This code of conduct should include the general prohibition against being alone with minors.
- Program Registration: Each institution must maintain a registry of authorized Youth Programs. The registry must include both institutional and Third-Party Youth Programs.
- Program Requirements: Before a Youth Program can be authorized, the Sponsoring Unit must have properly considered the following:
- Qualifications of personnel leading and supervising the Youth Program to include the Program Director;
- Screening and background checks of Staff and volunteers;
- Supervision ratios;
- Safety and security planning;
- Response protocols for injury, illness, participant misconduct, and Staff misconduct;
- Transportation needs, if any;
- Housing needs, if any;
- Participation requirement forms; and
- Licensing requirements of other government agencies.
4. Training: Each institution must maintain a training program that addresses Mandatory Reporter requirements for suspected Child Abuse; responsibilities and expectations of Staff & participants; relevant institutional policies, safety and security procedures; and Staff code of conduct.
5. Screening & Background Investigations: Institutions must conduct background investigations and appropriate screening of all Staff and volunteers working in Youth Programs in accordance with the USG Human Resources Administrative Practice Manual (HRAP). Personnel in charge of screening Staff and volunteers should be aware of the inherent limitations of background checks and should seek to utilize other screening methods in addition to background checks, when possible, to include written applications, in-person interviews, and reference checks.
B. Third-Party Programming -Facility Use Agreements:
Institutions licensing, leasing, or allowing the use of institutional facilities by Third Parties for Youth Programs must include language in a binding written agreement requiring the non-USG entity to comply with institutional and USG policies on youth safety, background checks, training, and minimum insurance requirements. In accordance with Board of Regents Policy 6.14, the form used for such agreements must be USG-approved.
C. Site Visits
Each institution shall maintain a site visit program, as part of the institution level procedures. Institutions shall conduct annual site visits of a sampling of their Youth Programs to ensure safe operations and compliance with USG policies. While it is preferred that site visits are scheduled with the appropriate Youth Program Director, site visits may occur unannounced if deemed necessary based upon risk factors, past concerns, or the nature of the Youth Program. Site visits may also include Youth Programs sponsored by Third Parties.
A report summarizing each site visit shall be prepared and shared with the appropriate Youth Program Director, Sponsoring Unit, and relevant institutional offices providing oversight for Youth Programs. The report should include any areas of non-compliance and action items to address noted deficiencies. Reports indicating significant safety concerns should be shared with the USG Office of Ethics and Compliance.
↑ Top