UA Policy on Interactions with Non-Enrolled Minors
These FAQ’s are meant to address common questions regarding the University of Arizona’s Policy on Interactions with Non-Enrolled Minors. If your question is not addressed here, please contact Jocelyn Gehring, Director of the Office of Youth Safety at (520)621-8223 or firstname.lastname@example.org.
Why has the University of Arizona established this policy?
The University of Arizona is committed to maintaining a safe and supportive environment for all individuals in the University community, particularly Minors who participate in University Sponsored or Hosted Programs. The purpose of this Policy is to provide reasonable safeguards for the protection and supervision of Minors participating in University-Sponsored Programs or in Programs operated by Outside Entities which are held in University Facilities.
To whom does this policy apply?
This Policy applies to University Sponsored Programs including but not limited to:
On-campus University-Sponsored Programs which involve Minors, including but not limited to: summer camps, specialty camps (e.g., academic camps, tutoring, music lessons, athletic camps, and recruiting visits for prospective students;
- Off-campus University-Sponsored Programs which involve Minors, including but not limited to: outreach programs, community service activities, and pipeline programs;
- Minors participating in University affiliated Internships. This includes both formal internship programs and one-off internships involving a single student not part of a structured program. Minors who are “dually enrolled” in a University course while also enrolled in elementary, middle or high school shall be considered a Minor for purposes of this Policy.
Are there any exceptions to this Policy?
While the University will use all reasonable means to safeguard all minors, this Policy does not apply to minors who (a) have been admitted and matriculated as students at the University; (b) are employed by or volunteering at the University; (c) attend or participate in University activities while supervised by a parent, legal guardian, or official of a school or other non- University organization or group; (d) attend University events open to the public (e.g., museum tours, football games, Spring Fling, etc.) for which a parent or legal guardian may give permission; or (e) participate in activities that have been given Institutional Review Board approval. This Policy also does not apply to health-care provider/patient or lawyer/client relationship.
What does the policy require?
University programs (programs and activities under the direction and authority of the University) must:
- Participate in program registration.
- Follow the established Behavioral Expectations for Authorized Adults and Minor Participants.
- Ensure all Authorized Adults complete required training.
- Adhere to all reporting obligations
Who is an “Authorized Adult”?
Any individual, paid or unpaid, who interacts with, treats, supervises, chaperones, or otherwise oversees Minors in Program activities. This includes but is not limited to faculty, staff, volunteers, graduate and undergraduate students, interns, employees of temporary employment agencies, and independent contractors/consultants. The Authorized Adult’s or Program Staff’s roles may include positions as counsellors, chaperones, coaches, instructors, health care providers, etc. This definition does not include temporary guest speakers, presenters or other individuals who have no Direct Contact with Minors other than short term activities supervised by Program Staff.
What training is required to become an Authorized Adult?
Pursuant to Section II;F of the Policy, Authorized Representatives are required to complete a training program which provides instruction on reporting requirements, responsibilities to safeguard minors and applicable policies and procedures surrounding the custodial care of Minors. This requirement may be fulfilled by completing the University-sponsored “Youth Safety Training for Authorized Adults” before interacting Minors. This training must be completed annually and requires a passing score of 80% or above on a comprehensive assessment.
The “Youth Safety Training for Authorized Adults” training course is offered free of charge to all Authorized Adults via D2L. Training content includes:
- How to identify the signs or indicators of child abuse
- Warning signs of a potential abuser
- How to respond to a disclosure of child abuse
- How to report child abuse to the proper authorities
- Your responsibilities under Arizona law and University of Arizona policies.
Reporting Child Abuse or Policy Violations
What should I do if I have reasonable cause to believe that a participant in our youth program is being abused or neglected?
Any individual in a University-Sponsored Program or a Non-University-Sponsored Program operating in University facilities who knows, suspects, or receives information indicating that a Minor has been abused or neglected, or who has other concerns about the safety of a Minor must immediately make two calls and within one business day submit one report:
- Call: University of Arizona Police Department (UAPD) at (520)621-UAPD ((520)621-8273)
- Call: Arizona Child Abuse Hotline at 1-888-SOS-CHILD (1-888-767-2445).
- Report: Complete a Child Abuse, Sexual Abuse, or Neglect Incident Report and submit it to the Office of Youth Safety within one business day.
What is an appropriate authorized adult to minor ratio?
While the University does not require a specific ratio, Program Coordinators should consider best practices for the type of activity involved. Programs are strongly urged to follow the American Camping Association (ACA) ratios for day and overnight camps:
- 1 staff for every 6 participants 5 years of age or younger. (1:6)
- 1 staff for every 8 participants aged 6 – 8 years. (1:8)
- 1 staff for every 10 participants aged 9 – 14 years. (1:10)
- 1 staff for every 12 participants aged 15 – 18 years. (1:12)
- 1 staff for every 5 participants 5 years of age or younger. (1:5)
- 1 staff for every 6 participants aged 6 – 8 years. (1:6)
- 1 staff for every 8 participants aged 9 – 14 years. (1:8)
- 1 staff for every 10 participants aged 15 – 18 years. (1:10)
What are the rules regarding supervision of Minors?
Minors must be Directly Supervised by an Authorized Adult at all times while they are participating in a Program. Direct Supervision means generally that a Minor remains in line of sight and/or sound of an Authorized Adult at all times. At no time may a Minor be unattended or left in the care of an individual that is not an Authorized Adult.