Minors on Campus

06/2019

PURPOSE:

Bellin College (BC) is committed to protecting the safety and well-being of minors who participate in programs and activities held at, or sponsored by, BC.  There are special considerations associated with having minors on campus such as supervision, disclosure of minors’ confidential and personal information, relationships with parents and guardians, behavior and discipline, inclusion, and accommodations. 

 DEFINITIONS:

Minor:  A person under the age of 18 who is not enrolled at the College, or who is considered to be “dually” enrolled in College programs while also enrolled in middle and/or high school; also referred to as a “participant” in this policy.

Programs:  Programs and activities using College facilities including, but not limited to, workshops, high school initiatives, academic camps, conferences, pre-enrollment visits, or similar activities.

 Authorized Adult:  Individuals, paid or unpaid, who interact with, supervise, chaperone, or otherwise oversee minors in program activities, recreational and/or residential facilities.  This may include faculty, staff, volunteers, graduate or undergraduate students.  The authorized adults’ roles may include positions as counselors, chaperones, instructors, etc.  Authorized adults are considered to be mandatory reporters as defined by Wisconsin law.

 Direct Contact:  Positions with the possibility of care, supervision, guidance or control of minors and/or routine interaction with minors.

One-On-One Contact:  Personal, unsupervised interaction between any authorized adult and a participant without at least one other authorized adult, parent or legal guardian being present.

POLICY:

Guidelines for the program and/or activity as well as staff member(s) taking part in the program and/or activity involving minors are listed below:

PROGRAM AND/OR ACTIVITY INVOLVING MINORS SHALL:

1. Document a list of all program participants which shall include each participant’s name, gender, age, address, and phone number(s) of parent or legal guardian, as well as emergency contact information.
2. Obtain all media and liability releases as part of the program registration process. All data gathered shall be confidential, is subject to record retention guidelines, and shall not be disclosed, except as provided by law.
3. Provide information to parent or legal guardian detailing the manner in which the program staff and the participant can be contacted during the program.
4. Obtain a signed medical treatment authorization form for the college. All forms must include a statement: a) informing the parent/legal guardian that the College does not provide medical insurance to cover medical care for the minor, b) authorizing the release of medical information and emergency treatment in case the parent/legal guardian/emergency contact cannot be reached for permission, c) of any health conditions the minor may have, including any allergies that could impact his/her participation in the program.
5. Participants’ medications may be distributed by program staff under the following conditions:
6. The participant’s family provides the medicine in its original pharmacy container labeled with the participant’s name, medicine name, dosage, and timing of consumption. Over-the-counter medications must be provided in their manufacturers’ container.
7. Staff shall keep the medicine in a secure location, and at the appropriate time for distribution shall meet with the participant.
8. The staff shall allow the participant to self-administer the appropriate dose as directed on the container.
9. Any medicine which the participant cannot self-administer, must be stored and administered by a licensed healthcare professional associated with the campus.
10. Personal “epi” pens and inhalers may be carried by the participant during activities.
11. Program participants must be informed about campus policies and procedures related to safety and Bellin College’s Code of Conduct – Student Behavior expectations as described in the Bellin College Guide (Handbook & Catalog). Program participants must abide by all College policies and may be removed from the program for non-compliance.
12. All supervised participants in a College program or a program taking place on College property are permitted in the general use facilities (e.g. public spaces, academic spaces, atrium) but may be restricted from certain areas of the facilities (e.g. storage rooms, equipment rooms, staff/faculty offices) or from utilizing certain equipment. Safety measures must be followed if laboratory work is involved.

STAFF MEMBER(S) TAKING PART IN A PROGRAM AND/OR ACTIVITY INVOLVING MINORS SHALL:

1. All staff who have direct contact with minors are required to have a background check on record with the College from the time of hire and/or beginning work with minors. One-on-one contact with minors is discouraged. However, if one-on-one interaction is required, meet in open, well illuminated space or room with windows observable by other adults.
2. Maintain the Code of Conduct of personal and professional behavior as noted by the College’s policies and procedures.
3. Ensure adequate supervision of minors while they are on College property. Require the program to provide supervision by the staff member(s) as follows:
   • Suggested ratio for day or overnight camps is one staff member for every 10 campers ages 14 to 17.
   • Training for staff members must include, at a minimum, information about responsibilities and expectations; policies, procedures, and enforcement; appropriate crisis/emergency responses; safety and security precautions; confidentiality issues involving minors; and College responsibility/liability.
4. If a minor discloses any type of assault or abuse (at any time previously or during the program), or staff has reason to believe that the participant has been subject to such assault or abuse, the staff member as a mandatory reporter must notify the appropriate authorities.
5. If an allegation of nonacademic misconduct has been made against a staff member participating in a program, he/she shall discontinue any further participation until such allegation has been satisfactorily resolved as per College policies.
6. Separate accommodations for adults and minors are required other than the minors’ parents or guardians.
7. The picking up or dropping off of a minor(s) at their residence is not acceptable unless it is specifically authorized in writing by the minor’s parent or legal guardian.
8. Consult with the appropriate person(s) of authority when uncertain about a situation involving a m

EMPLOYEES BRINGING MINORS TO WORK

Due to extenuating circumstances, an employee may need to bring a minor to work. The employee must seek supervisor approval prior to coming to work.  The following serves as a guideline:

1. A parent or guardian must provide supervision at all
2. Minors should not interfere with workplace There should be no significant disruption of the working environment of either the requesting employee or other employees.
3. Minors should not be allowed in high-risk areas except for an approved activity, under direct supervision, and with approval by a Dean/VP or the HSRC Director.
4. The requesting parent indemnifies the College and its employees for any claims (including attorney’s fees and court costs) made against the College or employees that arise out of the presence of the minor in the workplace (the President’s Office should maintain copies of that agreement).

STUDENTS BRINGING MINORS TO CAMPUS

Due to extenuating circumstances, a student may need to bring a minor to class. The student must seek faculty approval prior to coming to class.  Minor attendance at lab or clinical are not permitted.  The following serves as a guideline:

1. Minors should not be allowed in classrooms unless permission is granted by the faculty member. If a minor becomes disruptive, the faculty member may require the student and minor to leave.  The faculty member should discuss minor attendance with the student if it begins to occur frequently.
2. A minor should not be left unattended while the parent or guardian is attending class or conducting any other business or social function on
3. Line of sight supervision of minor by the parent or guardian is required at all
4. Minors should not be allowed in high-risk areas except for an approved activity, under direct supervision, and with approval by a Dean/VP or the HSRC Director.

The requesting parent indemnifies the College and its employees for any claims (including attorney’s fees and court costs) made against the College or employees that arise out of the presence of the minor in the workplace (the President’s Office should maintain copies of that agreement).