Information for RIT Employees and Students

The guidance below outlines affirmative steps required of RIT employees and students who are organizing RIT-sponsored programs and events (whether on or off campus), organizing third-party events and activities on campus, or participating in third-party programs and activities with a connection to RIT, in order to safeguard and protect minors from harm while attending such programs, consistent with federal, state, and local statutes or regulations related to youth protection. These steps include registering the program, reporting all individuals working or volunteering for the program, collecting forms from minor participants, ensuring proper supervision of minors throughout the program, and reporting known or suspected abuse. This will ensure a high level of care and successful experiences for youth.

The requirements outlined in this guidance vary by the type of program. Please click on the link below that describes the type of program or activity you would like to register in order to review the specific steps to follow in preparation for the program.

This guidance does not apply to (1) single performances or events open to the general public not targeted toward children or (2) events that may be attended by minors who are accompanied by a parent/guardian. RIT expects parents or legal guardians to provide supervision over minors on campus at all times except when the minor is involved in a youth program or activity.

Questions? Email the Office of Youth Protection and Compliance: youth@rit.edu
*If you are ready to register a new activity involving minors, please email Cara Mulvaney at cmmk12@rit.edu to schedule a meeting to learn about the new registration process through the Youth Protection Portal. You may access the YPP here: https://apps.ideal-logic.com/ritpom

RIT Youth Programs

  1. Submit program registration form: https://forms.gle/8dLjDYm639W9jhKX6
    • Register each different program on a separate form (i.e., if you will be running the same program more than once, please register each program separately).

  1. If this will be an in-person program during the summer, determine if the program requires a permit from the Monroe County Department of Health for summer or overnight camps: https://regs.health.ny.gov/content/subpart-7-2-childrens-camps

    Is the program in person between June 1 and September 15? (If no, no permit required)
    If yes—
    Will there be 10 or more minors participating? (If no, no permit required)
    If yes—
    Will be an overnight program lasting 72 consecutive hours or less? (If yes, no permit required)

    If no—
    Is it a day camp lasting less than 5 days in a two-week period? (If yes, no permit required)
    If no—
    Is it a single-purpose activity without a specified time period for attendance, like an athletic event? (If yes, no permit required)
    If no—
    Is it a day program for the purpose of classroom instruction (ex., academic subjects, computer training) that has nonpassive recreational activities with significant risk of injury that are part of a 1-hour or less recess period that is no more than one fifth of the program's daily operation, and which occur on a playground, in a gymnasium, or similar setting? (If yes, no permit required)
    If no, a permit is required!

    If the program will require a permit, the program organizer must submit the following materials to Jody Nolan in Environmental and Health Safety at least 90 days prior to the start of the camp.

    Permit application: https://www.health.ny.gov/forms/doh-3915.pdf
    Children’s Camp Facility and Staff Description: https://www.health.ny.gov/forms/doh-367.pdf
    Camp Safety Plan: https://www.health.ny.gov/environmental/outdoors/camps/#safetyplan
    Camp Written Plan Checklist: https://www.health.ny.gov/forms/doh-2040.pdf
    Camp Director Certified Statement: https://www.health.ny.gov/forms/doh-2271.pdf
    For additional information about requirements: https://www.health.ny.gov/publications/3603/
     

  2. If this will be a participatory virtual program with hands-on activities for youth, determine the platform you will be utilizing. (If this will be a webinar or virtual campus visit, please see Guidelines for Hosting Webinars or Virtual “Visits” for Groups of Minors below instead.)
    • Zoom (through RIT) and myCourses are approved platforms.
    • If you plan to use any other online platform and must secure a contract through Procurement, the platform will be vetted for security and privacy requirements.
    • If you plan to use a platform other than Zoom or myCourses but do not need to work through Procurement, then you must submit the platform for approval using the RIT Information Access and Protection Questionnaire (https://www.rit.edu/security/sites/rit.edu.security/files/RIT%20Information%20Access%20and%20Protection%20Questionnaire%20%28IAPQ%29.pdf).
    • Once you receive approval from the Information Security Office (ISO), you must send the platform’s End User Agreement to Evan Thompson, Interim Privacy Officer (evtola@rit.edu). Let him know the ISO has already approved the platform.

  1. Review the Staff Screening Process by Program Role (https://docs.google.com/spreadsheets/d/1so3SWU0a5yveP8f5nRjcrat1gM8A8ZPn/edit?usp=sharing&ouid=106045618715753534334&rtpof=true&sd=true) to understand the specific screening steps that will be required for each member of your program staff (including yourself).

    Keep in mind that the while you must continue to report screened individuals for each new program they work, the screening is only necessary on an annual basis. Therefore you must report individuals for each program they work, but each person must only complete the screening process once each year.

  1. Submit the staff tracking form for each individual who will be working, volunteering, or assisting with your program, including yourself: https://forms.gle/bnUn2mw1QPLy2CFc8
    • If the staff is large, you may use this spreadsheet (https://docs.google.com/spreadsheets/d/135al6AzsQaKzBpGv_NwSfpH2c9gQBYJoHxkIR-hrCHQ/edit?usp=sharing) to submit the staff information on a single list rather than completing the staff tracking form for each individual. Please email the completed list to youth@rit.edu.  
    • If an individual will be working or volunteering for multiple sessions, please include all sessions that individual will be involved in on the same form.
    • Chaperones from third parties accompanying their own minor participants do not need to be included on this list.
      • Chaperones are responsible for supervising and must be within sight and sound of their own minor participants at all times. The RIT program organizer is responsible for ensuring chaperones are aware of and fulfill this responsibility. If a third party’s chaperones will not be supervising their own minor participants at all times, it is the responsibility of the RIT program organizer to ensure proper levels of supervision.

  1. The individual staff member’s role with the program will determine the necessary screening process:
    • The program organizer’s annual background check will be a full criminal background check, while the background check for other program staff will consist of a check of the New York State and national sex offender registries. If driving will be part of the staff person’s program responsibilities, an MVR background check will be included.
    • If the individual is a guest speaker, presenter, or panelist who will be supervised by an authorized adult at all times and will not be responsible for minors at any time, no other screening is required.
    • If the individual is someone who will interact with minors for brief and intermittent activities only while supervised by another cleared adult or the minors’ parents, guardians, or chaperones:
      • Send the individual the Staff Code of Conduct - Select volunteers. This may be completed on a computer or mobile device and submitted electronically. This is the only screening requirement that must be completed for these roles.
        • For large groups of these individuals working the same program or other circumstances where an individual’s completing this form is not possible, the program organizer may determine an alternate means of distributing the content of this form. In that case, the program organizer must provide email youth@rit.edu with a description of how this requirement was satisfied for that specific program.
    • If the individual is NOT a guest speaker, presenter, panelist, or select volunteer:
      • Individual who is not an RIT employee or student
        • If the individual is not an RIT employee or student and will have direct contact or communication with minors, please send them the link to complete the Volunteer Registration Form: https://forms.gle/F6xMq8AoRwenLo5K6
      • All Program Staff and Volunteers
        • The individual will be sent an email from Hire Right to initiate a background check. Please let them know they will need to respond to that email right away. The individual should not begin working with minors in the program until those results are received.
        • If the individual is a current RIT staff or faculty member, they will be assigned the appropriate youth protection training and Campus Security Authority (CSA) training in Talent Roadmap. Please let them know to expect a notification about this.
        • If the individual is an RIT student or other individual who is not an RIT employee, please send them the following link so they can complete the training session “Protecting Children: Identifying and Reporting Sexual Misconduct” and “Protecting Children: Boundary Training for Educators” through the United Educators portal: https://learn.ue.org/O06FH189516/RITprotectingminors

          RIT students will also be assigned Campus Security Authority (CSA) training in Talent Roadmap.
      • Individuals who are not an RIT employee or student will also be assigned Campus Security Authority (CSA) training through myCourses.
        • Please provide the staff person the link to the Staff Code of Conduct. This may be completed on a computer or mobile device and submitted electronically.
        • Depending on the individual’s role with the program, the program organizer also may be instructed to have the staff person complete the New York State Mandated Reporter Self-Directed Online Training: https://www.nysmandatedreporter.org/TrainingCourses.aspx. The program organizer will be notified about this as necessary.
      • The program organizer must verify with the Office of Youth Protection and Compliance that the staff member has completed this process and is authorized to begin working or volunteering with the program.
      • Screening is NOT required for chaperones accompanying minors who are responsible for supervising their own participating minors.

  1. For programs during which minor participants will not be accompanied by a parent/legal guardian or chaperone, and for programs where youth stay overnight, collect a release form from each minor participant. The RIT program organizer or sponsor should complete the activity description section on the Release Agreement form prior to distributing it to participants. These do not need to be submitted to the Office of Youth Protection and Compliance, but please retain these in a secure manner.

    Release Agreement Concerning Minor Child (for in-person programs)
    Virtual Program Release Agreement and Waiver (for virtual programs)

    If your program is a webinar or virtual presentation, where there will be minimal interaction between the minor participants and the speakers or panelists, a Release Agreement Concerning Minor Child is not necessary. Instead, you may provide the Virtual Program Terms to participants when you distribute the webinar link. The program organizer must first download the document and complete the highlighted spots on this document before distributing it to participants.

    RIT Virtual Program Terms

  1. For an RIT youth program fully organized and managed by RIT personnel or students during which minor participants will not be accompanied by a parent/legal guardian or chaperone, collect a signed participant code of conduct from each minor:
    RIT Youth Program Participant Code of Conduct

    For a space reservation for a third party sponsored by an RIT unit or employee other than by Government and Community Relations, it is the sponsoring RIT unit’s or employee’s responsibility to communicate these expectations to the third party to be communicated to the minor participants.

  1. Ensure your program plans provide appropriate safety, supervision, and privacy for the children who will be participating in your program:

    Registration - Collect registration information from participants, including parent/guardian and emergency contact information as appropriate.

    Pick-up/check-out - If it will be an in-person program, establish the policy for participant pick-up/check-out at the end of the event or end of each day of the program. This should include collecting the name(s) of the individual(s) permitted to pick up and check the participant out each day or at the end of the event. At the time of pick-up/check-out, a staff member should verify the identity of the individual who comes to pick up the student is the one previously named as being permitted to do so. If a participant plans to drive themselves, walk home, or take public transportation home on their own, collect written permission for this type of dismissal from the participant’s parent or guardian prior to the start of the program.

    Supervision levels – Participants should be supervised at all times, including during transition times between program activities, as well as during free time. Day programs should meet at least a 1:12 staff-to-participant ratio. Overnight programs should meet a 1:10 staff-to-participant ratio. Additional staffing may be necessary depending on the types of activities included in the program, to account for activities occurring in multiple sites simultaneously, and to ensure supervision during transitions. Staffing levels should be sufficient to prevent unsupervised 1:1 contact or communication between staff/volunteers and participants or unsupervised 1:1 contact or communication between participants, both for in-person and virtual activities. This includes disabling private chatting in virtual settings, ensuring virtual breakout rooms are supervised by an authorized adult, and ensuring private meetings out of sight and sound of others do not occur.

    Transportation - If it will be necessary to provide transportation during your program, program staff and volunteers should not use personal vehicles to transport participants. Only authorized drivers may drive participants. At least one screened program staff member must supervise minors during transportation, and there should always be at least three people in a vehicle.

    Parent concerns - Provide parents/legal guardians with staff contact information and information on how to report concerns about the program.

    Security for virtual programs - All staff and volunteers should utilize the recommended security and privacy settings of the online platform to ensure only registered participants join an activity. Staff should ensure they can control participants’ screens and audio if necessary.

    Contact between staff and participants - Program staff and volunteers should not have any contact with participants outside of scheduled program hours or activities or on other platforms not approved for use by your program, unless such activity has been approved by the Office of Youth Protection and Compliance.

  1. Once all of the above steps have been completed, submit the acknowledgement of compliance for your program: https://forms.gle/X81kMoXiukR65UfY7

  1. Create or obtain a list of all actual participants to retain for your records.

RIT Employees and Students Representing RIT in Non-RIT Activities with Minors

  1. If you are participating in the activity as an individual, please submit the activity registration form: https://forms.gle/TMqQsuyDePrWz2g77

  1. For a group of RIT employees and/or students participating in the activity, one representative from the group should submit the activity registration form, including a list of participants: https://forms.gle/BwiDUA7yw5o76v949

  1. The type of activity and your role with minors will determine the type of screening process required before you may begin interacting with minors.
    • If you will be a guest speaker, presenter, or panelist who will be supervised by a hosting adult at all times and will not be responsible for minors at any time, no other screening is required.
    • If you will only interact with minors for brief and intermittent activities, while supervised by a hosting adult at all times:
    • If you will be directly interacting with and/or supervising minors during this activity, a background check, online youth safety training, and signed code of conduct must be completed before your participation in the activity begins. For RIT students, the background check will include Student Conduct.
      • All Individuals - Upon submission of the activity registration form (above), each individual from RIT participating in the activity will receive an email from HireRight requesting them to initiate their background check. Please respond to that email right away. Background check results must be received prior to the start of the activity.
      • RIT Employees – Employees will be assigned the youth safety training, “Protecting Children: Identifying and Reporting Sexual Misconduct” and “Protecting Children: Boundary Training or Educators” in Talent Roadmap.
      • RIT Students – Students must complete the youth safety training, “Protecting Children: Identifying and Reporting Sexual Misconduct” and “Protecting Children: Boundary Training for Educators” through the United Educators Learning Portal: https://learn.ue.org/O06FH189516/RITprotectingminors
      • All Individuals - Submit the RIT Employee/Student Code of Conduct for Participation in a Non-RIT Activity. This may be completed on a computer or mobile device and submitted electronically.
    • You must verify with the Office of Youth Protection and Compliance that you are authorized to begin working or volunteering for the activity.
    • If you are representing a group of RIT employees and students, you must verify with the Office of Youth Protection and Compliance that the individuals in the group are authorized to begin working or volunteering for the activity.

Hosting Minors for Internships, Job Shadows, or Campus Employment

  1. If you will be coordinating an internship, job shadow, or campus employment opportunity for an individual who is a minor, please submit the activity registration form: https://forms.gle/cqTrZAbV1eU7PwdU7

  1. If this will be a virtual activity, determine the platform you will be utilizing.
    • Zoom (through RIT) and myCourses are approved platforms.
    • If you plan to use any other online platform and must secure a contract through Procurement, the platform will be vetted for security and privacy requirements.
    • If you plan to use a platform other than Zoom or myCourses but do not need to work through Procurement, then you must submit the platform for approval using the RIT Information Access and Protection Questionnaire.
    • Once you receive approval from the Information Security Office (ISO), you must send the platform’s End User Agreement to Evan Thompson, Interim Privacy Officer (evtola@rit.edu). Let him know the ISO has already approved the platform.

  1. The individual who will be supervising/mentoring the minor, along with any other individuals who will be interacting with the minor, will be required to undergo screening before the start of the internship, job shadow, or employment. Each individual’s role and level of interaction with the minor will determine the type of screening process required before they may begin interacting with the minor.
    • The supervisor, as well as other individuals who will have regular and direct contact with the minor, must complete a background check, youth safety training, and a code of conduct prior to the start of the internship, job shadow, or employment. For RIT Students, the background check will include Student Conduct. The supervisor/mentor is responsible for communicating these instructions to all other involved individuals.
      • All Individuals - Upon submission of the activity registration form (above), all individuals will receive an email from HireRight requesting them to initiate their background check. Please respond to that email right away. The individual should not begin working with minor interns or employees until those results are received.
      • RIT Employees – Employees will be assigned the youth safety training, “Protecting Children: Identifying and Reporting Sexual Misconduct” and “Protecting Children: Boundary Training for Educators” in Talent Roadmap.
      • RIT Students – Students must complete the youth safety training, “Protecting Children: Identifying and Reporting Sexual Misconduct” and “Protecting Children: Boundary Training for Educators” through the United Educators Learning Portal: https://learn.ue.org/O06FH189516/RITprotectingminors
      • All Individuals - Submit the Code of Conduct for Hosting Minors for Internships, Job Shadows, or Campus Employment. This may be completed on a computer or mobile device and submitted electronically.
    • If the individual is someone who will only interact with the minor for brief and intermittent activities while supervised at all times by the supervisor/mentor, the individual must complete the Staff Code of Conduct - Select volunteers. This may be completed on a computer or mobile device and submitted electronically. This is the only screening requirement that must be completed for these roles.
    • The individual who registers the internship, job shadow, or campus employment must verify with the Office of Youth Protection and Compliance that all involved individuals are authorized to begin working with the minor.

  1. Collect a release form and participant code of conduct from the minor(s) prior to the start of the internship, job shadow, or employment. The individual who registers this internship, job shadow, or employment should complete the activity description section on the Release Agreement form prior to distributing it to the minor. These forms do not need to be submitted to the Office of Youth Protection and Compliance, but please retain these in a secure manner.

    Release Agreement Concerning Minor Child (for in-person activities)
    Virtual Program Release Agreement and Waiver (for virtual activities)
    RIT Youth Program Participant Code of Conduct

  1. Plan for appropriate safety, supervision, and privacy for the minor intern:

    Environmental Health & Safety – Contact Environmental Health & Safety  (585) 475-2040 for help with a safety and training assessment if minors are working in shops/labs/studios or in other potentially hazardous areas. Create a plan which minimizes the chance that a minor will be working alone or behind a closed door with an adult. Finally, familiarize the visiting minors with RIT emergency action plans.

    Dismissal - If it will be an in-person internship, job shadow, or employment, collect permission from the minor’s parent or guardian for dismissal at the end of all activities. This should include collecting the name(s) of the individual(s) permitted to pick up the minor or permission for the minor to transport themselves, walk, or use public transportation. If the minor will be picked up at the end of the day, an authorized staff member should verify that the identity of the individual who comes to pick up the minor is the one previously named as being permitted to do so.

    Supervision levels – The minor should be supervised at all times. Plan to have sufficient screened staff/RIT students present to prevent unsupervised 1:1 contact or communication between staff/RIT students and the minor, both for in-person and virtual activities. This includes disabling private chatting in virtual settings and ensuring private meetings out of sight and sound of others do not occur.

    Transportation - If it will be necessary to provide transportation, staff/RIT students should not use personal vehicles to transport the minor and should never be alone in a vehicle with the minor. Only authorized drivers may drive the minor.

    Parent concerns - Provide parents/legal guardians with contact information for the internship, job shadow, or employment coordinator or supervisor and information on how to report concerns.

    Security for virtual activities - All staff/RIT students should utilize the recommended security and privacy settings of the online platform to ensure only authorized individuals and the minor join an activity.

    Contact between staff/RIT students and the minor – Staff/ RIT students should not have any direct live contact with the minor outside of scheduled internship, job shadow, or employment hours or activities or on other platforms not approved for use, unless such activity has been approved by the Office of Youth Protection and Compliance. Any communication with the minor must include a parent or other RIT authorized adult.

Hosting Groups of Minors for On-Campus Visits

  1. Submit the Campus Visit Registration Form: https://forms.gle/k5anGakBkujmsW456

  1. For any RIT employees or students who will contribute to the visit, their level of interaction with the minors will determine if the screening process is necessary. The RIT individual coordinating the visit is responsible for communicating these instructions to all other involved individuals.
    • If the individual is a guest speaker, presenter, or panelist who will be supervised by an authorized adult or the group’s chaperone(s) at all times and will not be responsible for minors at any time, no screening is required.
    • If the individual is someone who will only interact with minors for brief and intermittent activities only, while supervised by an authorized adult or the group’s chaperone(s):
      • Send the individual the Staff Code of Conduct - Select volunteers. This may be completed on a computer or mobile device and submitted electronically. This is the only screening requirement that must be completed for these roles.
        • For large groups of these individuals working the same program or other circumstances where an individual’s completing this form is not possible, the program organizer may determine an alternate means of distributing the content of this form. In that case, the program organizer must email youth@rit.edu with a description of how this requirement was satisfied for that specific program.
    • If the individual may be alone with and responsible for the minors at any point during the visit, without the presence of the group’s chaperone(s):
      • Upon receipt of the Campus Visit Registration Form, the individual will be sent an email from Hire Right to initiate a background check. Please let them know they will need to respond to that email right away. The individual should not work with minors until those results are received. For RIT Students, the background check will include Student Conduct.
      • If the individual is a current RIT staff or faculty member, they will be assigned the appropriate youth protection training in Talent Roadmap. Please let them know to expect a notification about this.
      • If the individual is an RIT student or other individual who is not an RIT employee, please send them the following link so they can complete the training session “Protecting Minors: Identifying and Reporting Sexual Misconduct” and “Protecting Children: Boundary Training for Educators” through the United Educators portal: https://learn.ue.org/O06FH189516/RITprotectingminors
      • Please provide the staff person the link to the Staff Code of Conduct. This may be completed on a computer or mobile device and submitted electronically.
    • The RIT employee or student coordinating the visit should verify with the Office of Youth Protection and Compliance that any necessary individuals have completed this process and are authorized to participate in the visit.
    • Chaperones accompanying their own minor participants do not need to be included on this list. Chaperones are responsible for supervising and must be within sight and sound of their minor participants at all times. The RIT employee or student coordinating the visit is responsible for ensuring the visiting organization is aware of and fulfills this responsibility. You may use this memo to notify the organization of the expectations.

      If a visiting group’s chaperones will not be supervising their own minor participants at all times, it is the responsibility of RIT’s visit coordinator to ensure proper levels of supervision.

  1. If minors will be participating in hands-on activities in labs/shops/studios/athletic facilities:
    • All minors participating in the visit must submit a signed Release Agreement Concerning Minor Child prior to the start of the visit.
    • For group visits:
      • The group must provide the RIT visit coordinator with a Certificate of Liability Insurance.
        • This sample certificate provides required minimums for coverage: https://www.rit.edu/fa/grms/sites/rit.edu.fa.grms/files/docs/Sample%20Certificate.pdf
          • When the organization’s event involves participants who are minors then Sexual Abuse/Molestation coverage is required. This coverage should be noted on the certificate of insurance.
          • If the organization’s event involves athletic participation then there can be no exclusion for athletic participation. This coverage should be noted on the certificate of insurance.
        • The RIT individual coordinating the visit must retain this certificate of liability insurance for six (6) years and then destroy per RIT’s Records Management Policy.

  1. Ensure visit plans provide appropriate safety, supervision, and privacy for the children who will be participating:

    Lab safety — Contact Environmental Health & Safety  (585) 475-2040 for help with a safety and training assessment if visiting minors will be working in shops/labs/studios or in other potentially hazardous areas. Create a plan which minimizes the chance that a minor will be working alone or behind a closed door with an adult. Finally, familiarize the visiting minors with RIT emergency action plans.

    Supervision levels – Visiting minors should be supervised at all times, including during transition times between visit activities, either by their chaperone(s) or a screened RIT employee or student. Staffing levels should meet a 1:12 staff-to-visitor ratio, should be appropriate for the type of activities scheduled for the group, as well as at a sufficient level to prevent unsupervised 1:1 contact between RIT employees/students and participants. This includes ensuring private meetings between RIT employees/students and participants do not occur out of sight and sound of others.

    Transportation - If it will be necessary to provide transportation during your program, RIT employees/students should not use personal vehicles to transport participants. Only authorized drivers may drive participants. If minors are not accompanied by a chaperone, at least one screened program staff member must supervise minors during transportation. There should always be at least three people in a vehicle.

    Contact between visit facilitators and participants – RIT employees/students facilitating the visit should not have any contact with participants outside of campus visit activities, unless such activity has been approved by the Office of Youth Protection and Compliance. Any follow-up communication with participants must include a parent, teacher, chaperone, or other RIT authorized adult.

  1. Create or obtain a list of all actual participants to retain for your records.

Hosting Webinars or Virtual “Visits” for Groups of Minors

  1. Submit the Webinar or Virtual Campus Visit Registration Form: https://forms.gle/b8pmjhiLo6EQnNoEA
  1. Determine the platform you will be utilizing for this webinar/virtual visit.
    • Zoom (through RIT) and myCourses are approved platforms.
    • If you plan to use any other online platform and must secure a contract through Procurement, the platform will be vetted for security and privacy requirements.
    • If you plan to use a platform other than Zoom or myCourses but do not need to work through Procurement, then you must submit the platform for approval using the RIT Information Access and Protection Questionnaire.
    • Once you receive approval from the Information Security Office (ISO), you must send the platform’s End User Agreement to Evan Thompson, Interim Privacy Officer (evtola@rit.edu). Let him know the ISO has already approved the platform.

  1. For any RIT employees or students who will contribute to the visit, the type of activity and the individual’s level of interaction with the minors will determine if the screening process is necessary. The RIT individual coordinating the webinar or virtual visit is responsible for communicating these instructions to all other involved individuals.
    • If the individual is someone who will only interact with minors for brief and intermittent activities only, while supervised by an authorized adult or the group’s chaperone(s):
      • Send the individual the Staff Code of Conduct - Select volunteers. This may be completed on a computer or mobile device and submitted electronically. This is the only screening requirement that must be completed for these roles.
    • The individual hosting/moderating the webinar/visit, as well as any other individual who may be “alone” with or responsible for minors during the webinar/visit must undergo the full youth program staff screening process:
      • Upon receipt of the Webinar or Virtual Campus Visit Registration Form, the individual(s) will be sent an email from Hire Right to initiate a background check. Please let them know they will need to respond to that email right away. The individual should not begin working with minors until those results are received. For RIT students, the background check includes Student Conduct.
      • If the individual is a current RIT staff or faculty member, they will be assigned the appropriate youth protection training in Talent Roadmap. Please let them know to expect a notification about this.
      • If the individual is an RIT student or other individual who is not an RIT employee, please send them the following link so they can complete the training sessions “Protecting Minors: Identifying and Reporting Sexual Misconduct” and “Protecting Children: Boundary Training for Educators” through the United Educators portal: https://learn.ue.org/O06FH189516/RITprotectingminors
      • Please provide the staff person the link to the Staff Code of Conduct. This may be completed on a computer or mobile device and submitted electronically.
    • If the individual is a guest speaker, presenter, or panelist who will be supervised by an authorized adult or the group’s chaperone(s) at all times and will not be responsible for minors at any time, no screening is required.
    • The RIT employee or student coordinating the visit must verify with the Office of Youth Protection and Compliance that any necessary individuals have completed this process and are authorized to participate in the webinar/virtual visit.

  1. Download the RIT Virtual Program Terms and complete the highlighted spots on this document. Distribute the completed document to all participants, or to the organized group’s representative to share with all group members, when sending the link to the webinar/virtual visit.

  1. If the webinar/virtual visit is for an organized group or requires preregistration, collect or create a list of all participants, either before or after the activity, to retain for your records.

  1. Ensure webinar/virtual visit plans provide appropriate safety, supervision, and privacy for the children who will be participating:

    Supervision – The webinar/virtual visit should be supervised by an authorized adult at all times. Each virtual breakout room should be supervised by at least one authorized adult.

    Parent concerns - Provide parents/legal guardians or the organized group’s representative with staff contact information and information on how to report concerns about the program.

    Security for virtual programs - Utilize the recommended security and privacy settings of the online platform to ensure only registered participants join the activity. The moderator or other authorized adults should ensure they can control participants’ screens and audio if necessary. Private chatting should be disabled to prevent private 1:1 communication.

    Contact between webinar/virtual visit facilitators and participants – RIT employees/students or others facilitating the visit should not have any contact with participants outside of the webinar/virtual visit, unless such activity has been approved by the Office of Youth Protection and Compliance. Any follow-up communication with participants must include a parent, teacher, chaperone, or other RIT authorized adult.

Human Subject Research Involving Minors

  1. If you will be the principal investigator (PI) or RIT lead on RIT-sponsored research, or you will be participating in research in your role as an RIT employee or student, in which human subjects may include minors, please submit the activity registration form: https://forms.gle/d3zmjJf5M1mrLbBq7
  2. If this will be a virtual activity, determine the platform you will be utilizing.
    • Zoom (through RIT) and myCourses are approved platforms.
    • If you plan to use any other online platform and must secure a contract through Procurement, the platform will be vetted for security and privacy requirements.
    • If you plan to use a platform other than Zoom or myCourses but do not need to work through Procurement, then you must submit the platform for approval using the RIT Information Access and Protection Questionnaire.
    • Once you receive approval from the Information Security Office (ISO), you must send the platform’s End User Agreement to Evan Thompson, Interim Privacy Officer (evtola@rit.edu). Let him know the ISO has already approved the platform.

  1. The PI, along with any other individuals who will be interacting with the minor, will be required to undergo screening before the start of the research. Each individual’s role and level of interaction with the minor will determine the type of screening process required before they may begin interacting with the minor.
    • The PI, as well as other individuals who will have regular and direct contact with the minor, must complete a background check, youth safety training, and a code of conduct prior to the start of research activities with minors. For RIT students, the background check will include Student Conduct. The PI is responsible for communicating these instructions to all other involved individuals.
      • All Individuals - Upon submission of the activity registration form (above), all individuals will receive an email from HireRight requesting them to initiate their background check. Please respond to that email right away. The individual should not begin working with minors until those results are received.
      • RIT Employees – If the individual is a current RIT staff or faculty member, they will be assigned the appropriate youth protection training and Campus Security Authority (CSA) training in Talent Roadmap. Please let them know to expect a notification about this.
      • RIT Students or Other Individuals from Outside RIT – If the individual is an RIT student or other individual who is not an RIT employee, please send them the following link so they can complete the training session “Protecting Children: Identifying and Reporting Sexual Misconduct” and “Protecting Children: Boundary Training for Educators” through the United Educators portal: https://learn.ue.org/O06FH189516/RITprotectingminors

        RIT students will also be assigned Campus Security Authority (CSA) training in Talent Roadmap.

        Individuals who are not an RIT employee or student will also be assigned Campus Security Authority (CSA) training through myCourses.
      • All Individuals - Submit the Staff Code of Conduct. This may be completed on a computer or mobile device and submitted electronically.
    • If the individual is someone who will only interact with the minor for brief and intermittent activities while supervised at all times by the supervisor/mentor, the individual must complete the Staff Code of Conduct - Select volunteers. This may be completed on a computer or mobile device and submitted electronically. This is the only screening requirement that must be completed for these roles.
    • The PI must verify with the Office of Youth Protection and Compliance that all involved individuals are authorized to begin working with minors.

  1. Plan for appropriate safety, supervision, and privacy for the minor research subjects:

    Environmental Health & Safety – Contact Environmental Health & Safety  (585) 475-2040 for help with a safety and training assessment if minors will be in shops/labs/studios or in other potentially hazardous areas. Create a plan which minimizes the chance that a minor will be alone or behind a closed door with an adult. Finally, familiarize the minor subjects with RIT emergency action plans.

    Dismissal - If research activities will be in person, and the minors will not be accompanied by a parent or guardian, collect permission from each minor’s parent or guardian for dismissal at the end of all activities. This should include collecting the name(s) of the individual(s) permitted to pick up the minor or permission for the minor to transport themselves, walk, or use public transportation. If the minor will be picked up at the end of the activity, an authorized staff member should verify that the identity of the individual who comes to pick up the minor is the one previously named as being permitted to do so.

    Supervision levels – Minors should be supervised at all times. Plan to have sufficient screened program staff present to prevent unsupervised 1:1 contact or communication between staff/RIT students and minors, both for in-person and virtual activities. This includes disabling private chatting in virtual settings and ensuring private meetings out of sight and sound of others do not occur.

    Transportation - If it will be necessary to provide transportation, program staff should not use personal vehicles to transport minors and should never be alone in a vehicle with a minor. Only screened individuals may drive minors.

    Parent concerns - Provide parents or legal guardians with contact information for the PI and information on how to report concerns.

    Security for virtual activities - All program staff should utilize the recommended security and privacy settings of the online platform to ensure only authorized individuals join an activity with minors.

    Contact between staff/RIT students and the minor – Staff/ RIT students should not have any direct live contact with minors outside of scheduled research activities or on other platforms not approved for use, unless such activity has been approved by the Office of Youth Protection and Compliance. Any communication with the minor must include a parent or other program staff.

RIT Public Events That Feature Minor Attendees

  1. The RIT employee or student coordinating the activity for minors should submit the RIT Public Event with Minors Features Registration Form.

  1. For any RIT employees or students or others who will contribute to the event, their level of interaction with the minors will determine if the screening process is necessary:
    • If the individual is a guest speaker, presenter, or panelist who will be supervised by an authorized adult or the group’s chaperone(s) at all times and will not be responsible for minors at any time, no screening is required.
    • If the individual is someone who will only interact with minors for brief and intermittent activities only, while supervised at all times by an authorized adult, minors’ parents/legal guardians, or minors’ chaperone(s):
      • The program organizer should send the individual the Staff Code of Conduct - Select volunteers. This may be completed on a computer or mobile device and submitted electronically. This is the only screening requirement that must be completed for these roles.
        • For large groups of these individuals working the same program or other circumstances where an individual’s completing this form is not possible, the program organizer may determine an alternate means of distributing the content of this form. In that case, the program organizer must email youth@rit.edu with a description of how this requirement was satisfied for that specific program.
    • If the individual may be alone with and responsible for the minors at any point during the event without the presence of an authorized adult or minors’ parents/legal guardians or chaperone(s):
      • Upon receipt of the event registration form, the individual will be sent an email from Hire Right to initiate a background check. Please let them know they will need to respond to that email right away. The individual should not begin working with minors in that activity until those results are received. For RIT students, the background check will include a Student Conduct check.
      • If the individual is a current RIT staff or faculty member, they will be assigned the appropriate youth protection training in Talent Roadmap. Please let them know to expect a notification about this.
      • If the individual is an RIT student or other individual who is not an RIT employee, please send them the following link so they can complete the training session “Protecting Minors: Identifying and Reporting Sexual Misconduct” and “Protecting Children: Boundary Training for Educators” through the United Educators portal: https://learn.ue.org/O06FH189516/RITprotectingminors
      • Please provide the staff person the link to the Staff Code of Conduct. This may be completed on a computer or mobile device and submitted electronically.
    • The RIT employee or student coordinating the activity must verify with the Office of Youth Protection and Compliance that any necessary individuals have completed this process and are authorized to participate in the visit.

  1. If any of the features below will be part of the activity for minors, then all minors participating in the activity must submit a signed Release Agreement Concerning Minor Child prior to the start of the activity.
    • The minors will not be accompanied by a parent/legal guardian or other chaperone, and an RIT employee or student may take responsibility for the minors, at any point during the activity; or
    • The activity may include:
      • Unmanned Aerial System (UAS)/Drone/Model aircraft
      • Chemicals
      • Biological agents
      • Lab equipment
      • Power tools
      • Live animals
      • Firearms
      • Water activities (ex., swimming, boating)
      • Devices/Inflatables/Carnival games
      • Activities in athletic facilities

  1. Ensure visit plans provide appropriate safety, supervision, and privacy for the children who will be participating:

    Lab safety — Contact Environmental Health & Safety  (585) 475-2040 for help with a safety and training assessment if visiting minors will be working in shops/labs/studios or in other potentially hazardous areas. Create a plan which minimizes the chance that a minor will be working alone or behind a closed door with an adult. Finally, familiarize the visiting minors with RIT emergency action plans.

    Supervision levels – Visiting minors should be supervised at all times, including during transition times between visit activities, either by their chaperone(s) or a screened RIT employee or student. Staffing levels should be appropriate for the size of the group and type of activities scheduled for the group, as well as at a sufficient level to prevent unsupervised 1:1 contact between RIT employees/students and participants. This includes ensuring private meetings between RIT employees/students and participants do not occur out of sight and sound of others.

    Transportation - If it will be necessary to provide transportation during the activity, RIT employees/students should not use personal vehicles to transport participants. Only screened drivers may transport minors. If minors will not be accompanied by a chaperone/parent/guardian then minors must be supervised by at least one screened program staff member during transportation. There should always be at least three individuals in a vehicle.

    Contact between visit facilitators and participants – RIT employees/students facilitating the visit should not have any contact with participants outside of this event and activities, unless such activity has been approved by the Office of Youth Protection and Compliance. Any follow-up communication with participants must include a parent, teacher, chaperone, or other RIT authorized adult.

On-Campus Third-Party Youth Programs

  1. Submit the Third-Party Youth Program Registration Form.
    • If your organization will be hosting multiple programs, in which there will be a different group of participants or staff for each program, please register each program separately.
       
  2. If this will be an in-person program during the summer, determine if the program requires a permit from the Monroe County Department of Health for summer or overnight camps.

    You will need to apply for a camp permit if your program will be occupied by or maintained for occupancy by 10 or more children except:
    • any place occupied by children under 18 years of age for overnight occupancy of 72 consecutive hours or less;
    • day camps operating less than all or part of five days in any two-week period;
    • child care facilities licensed or registered by the New York State Department of Family Assistance, Office of Children and Family Services;
    • activities at unscheduled or drop-in neighborhood-center settings; single-purpose activity such as athletic events, which are held for the sole purpose of tournament play or competition, and associated training practice, "Special Olympics," little league baseball, Pop Warner football; and recreational activity without a specified time period of attendance required;
    • college level educational programs provided by schools that are accredited by the Regents of the University of the State of New York;
    • school districts, Boards of Cooperative Educational Services (BOCES) or nonpublic schools providing instruction to satisfy, enrich, accelerate or improve skills in accordance with New York State education requirements;
    • day programs conducted for the purpose of classroom educational instruction, including but not limited to traditional academic subjects, religious instruction, and computer training, that have one or more non-passive recreational activities with significant risk of injury when such activities are conducted as part of a one hour or less recess period constituting no more than one fifth of the program's daily operation, and which occur on a playground, in a gymnasium, or similar setting; and
    • any operation or use of a tract of land or property determined by the State Commissioner of Health as not being within the intent of or regulated by this Subpart.

      For full details about state camp permits, see https://regs.health.ny.gov/content/subpart-7-2-childrens-camps

      Contact the Monroe County Department of Health with any questions: https://www.monroecounty.gov/eh-child

      Submit a copy of the permit to the RIT event planner at least ten days prior to the start of the program.
       
  3. Submit the list of all staff, volunteers, and any other adults who will be participating in the program on the Third-Party Youth Program Staff Tracking Form at least 10 days prior to the start of the program. Submit the completed list to the RIT event planner.

    Screening Requirements – All Program Staff, Volunteers, and Other Participating Adults
    • Background checks
      • All program staff, volunteers, and other participating adults must have a current background check (completed within no more than 1 year prior to the program).
      • If an individual’s background check results have not been received prior to the start of the program, that individual should not be alone with or supervising minors until those results are received.
      • Background check must include the following elements:
        • Criminal background check
        • Sex offender registry check (NYS Division of Criminal Justice Services (DCJS) Sex Offender Registry)
        • Motor Vehicle Record (MVR) check – when driving is an essential function of the position as documented and outlined in the job description
      • Documentation of completed background checks must be collected by the program organizer(s) and must be available for review upon request by RIT’s Office of Youth Protection and Compliance.
    • Youth safety training
      • All program staff, volunteers, and other participating adults must complete youth safety training that addresses the following topics:
        • Appropriate interactions with minors
        • Identifying signs of child abuse and neglect
        • Preventing child abuse and neglect
        • Responding responsibly to a child who reports abuse or neglect or is suspected to be in danger
        • Reporting known or suspected child abuse and neglect
      • Training must have been completed within no more than 1 year prior to the program.
      • Documentation of completed training by each individual must be collected by the program organizer(s) and must be available for review upon request by RIT’s Office of Youth Protection and Compliance.
      • The online training Stewards of Children® from Darkness to Light is an option available to purchase as an organization or by individuals.
      • New York State also offers its Mandated Reporter Self-Directed Online Training for state mandated reporters.
    • Staff Code of Conduct
      • All program staff, volunteers, and other participating individuals must complete the Third-Party Youth Program Staff Code of Conduct.
      • This form may be provided to staff in a different format (such as on an electronic survey).
      • Completed forms must be collected by the program organizer(s) and must be available for review upon request by RIT’s Office of Youth Protection and Compliance.
         
  4. From each minor participant in your program, collect a Release Agreement Concerning Minor Child (signed by a parent/legal guardian) and Participant Code of Conduct. The program organizer should complete the activity description section on the release agreement form prior to distributing the form to participants. Please submit signed release forms to the RIT event planner. Completed participant code of conduct forms do not need to be submitted to the RIT event planner, but they must be available for review upon request by RIT’s Office of Youth Protection and Compliance.

    Release Agreement Concerning Minor Child
    Participant Code of Conduct
  5. At least ten days prior to the start of the program, provide the RIT event planner with a Certificate of Insurance that includes Abuse Molestation coverage.
    • Third parties that hold events with unsupervised minors are required to have sexual abuse coverage.

      Commercial General Liability: $1,000,000 per occurrence/$2,000,000 aggregate written on an occurrence basis. In the following situations, the general liability coverage must also include:
      • If the Organization’s event involves participants who are minors then Sexual Abuse/Molestation coverage is required. This coverage should be noted on the certificate of insurance.
      • If the Organization’s event involves athletic participation then there can be no exclusion for athletic participation. This coverage should be noted on the certificate of insurance.
  6. At least three days prior to the start of the program, provide a complete list of minor participants, including their names, ages, and emergency contact information.
  7. Ensure your program plans provide appropriate safety, supervision, and privacy for the children who will be participating in your program, including the following considerations:

    Registration - Collect registration information from participants, including parent/guardian and emergency contact information as appropriate.

    Program Identification – Establish a system for clearly identifying participants and personnel from the program at all times, ex. name tags, t-shirts, lanyards, etc.

    Pick-up/check-out - Establish the policy for participant pick-up/check-out at the end of the event or end of each day of the program. It is recommended your organization collect the name(s) of the individual(s) permitted to pick up and check the participant out each day or at the end of the event. At the time of pick-up/check-out, a staff member should verify the identity of the individual who comes to pick up the student is the one previously named as being permitted to do so. If a participant plans to walk home or take public transportation home on their own, collect written permission for this type of dismissal from the participant’s parent or guardian prior to the start of the program.

    Supervision levels – RIT will not take custodial responsibility of minors while participating in this program. Custodial responsibility will remain with your organization.

    Participants should be supervised at all times, including during transition times between program activities, as well as during free time.

    For overnight programs, there should be 1 authorized staff member or volunteer for every 10 participants ages eight and older. For day programs, there should be 1 authorized staff member or volunteer for every 12 participants.

    For overnight programs, only authorized program staff and volunteers may stay in university housing to supervise participants overnight. Other participating adults who are not responsible for general supervision of participants and are in need of housing must stay in university facilities separate from the participants’ housing.

    Staffing levels should be sufficient to prevent unsupervised 1:1 contact or communication between staff/volunteers/other participating adults and participants.

    Medical and health-related issues – Establish a plan for managing participant medications, special dietary needs, and illness or injuries that may occur during the program. RIT’s Student Heath Center does not accommodate non-RIT students, so prepare to have staff (ex., nurse, athletic trainer) and transportation available to care for, treat, or transport participants to a local medical facility if necessary.

    Transportation - If it will be necessary to provide transportation during your program, it is recommended program staff and volunteers not use personal vehicles to transport participants.

    Parent concerns - Provide parents/legal guardians with program staff contact information and information on how to report concerns about the program.
     
  8. Once all of the above steps have been completed, the program organizer must submit the Third-Party Youth Program Acknowledgment of Compliance for your program.