Protection of Minors Program Coordinators Refresher Session

1. Protection of Minors Program Coordinators Refresher Session October 26, 2016 Carolyn Brownawell Leah Boecker Melisa Giraldo Dietrich Warner

2. Introductions • Name • Role • Department/School • Minors programs?

3. Agenda • Protecting Minors at BU • Minors Program Coordinator Role • Resources • Waivers of Liability • Background Checks • Training • Questions

4. Protecting Minors at BU • Protection of Minors Task Force • Policy Approved and Implemented (August 2015) • Guidelines, requirements, reporting abuse • Minors Program Coordinators assigned (September 2015) • Protection of Minors Steering Group

5. Minors Program Coordinator Role • Help Program Operators with policy compliance • Ensure cleared background checks are received prior to permitting participation in activities that include Minors • Ensure staff and faculty who work with minors receive training • Ensure that waivers of liability from parents/guardians are completed for all Minor participants • Track compliance and maintain records

6. Resources • Protection of Minors Websitewww.bu.edu/safety/protecting-minors • Link to Protection of Minors Policy/Procedures PDF document • BU Policies Websitewww.bu.edu/policies • “Search Protection of Minors” to view full policy & procedures • SharePoint sitewww.bu.edu/office365 SharePoint  Protection of Minors • Background Check Forms • FAQs • On-line Training request spreadsheet & user instructions • Program Inventory • Email Leah for access • Your HR Business Partnerwww.bu.edu/hr/home/contact-hr/hr-partners • Questions about policy interpretation • General questions about third party agreements & waivers of liability

7. Steps to Comply with Policy • Determine if the policy applies to your program • Gather program data • Liability Waivers • Run Background Checks • Training • Establish Internal Controls and Tracking

8. Step 1: Does the Policy Apply to Your Program? • Does the program involve minors? • Minors Definition: • For the purposes of this policy, Boston University considers a minor to be any person under the age of 18 who is not a matriculated Boston University student and who is unaccompanied by a parent or legal guardian • Will there be unaccompanied minors? • Contact for policy interpretation questions: • The HRBP for your school or department

9. Step 2: Gather Program Data • Program title • Primary program contact • Number of staff/volunteers • Duration of program, number of sessions • Number of minors participating • Are waivers of liability already in place? • Does a Third Party vendor operate the program? • What contracts are in place? • Do they have the right insurance? • Do they run background checks? • Contact Leah Boecker to update the program inventory information • Contact Risk Management or your OGC Partner to assist you with third party agreements

10. Step 3: Waivers of Liability Ensure waivers of liability exist and are completed for all programs with minors • Create a new waiver using the sample language in Procedures section of PDF (page 26) • If you need to include other program specific information (i.e. laboratory), then… • Work with your HR Business partner to determine if the waiver should be reviewed by OGC or Risk Management, or you need assistance with a third party waiver

11. Sample Waiver of Liability

12. Step 4: Background Check Process Ensure cleared background checks are received prior to permitting participation in activities with Minors – refer to Policy to determine who requires a background check • Does a cleared background check exist for faculty/staff? If yes, then check if it’s still valid.

13. Background Check Process • Minors Program Coordinator or other authorized individual must review BU and State requirements for handling submission information (posted on website) • Distribute and collect the completed: • CORI Acknowledgement Form • Disclosure and Acknowledgement Form • Release and Authorization form • Verify forms are completed • Review government-issued ID in person • Sign page two of the CORI Acknowledgement Form • Complete Background Check Transmittal Form; deliver forms to HR

14. Background Check Process • MPC or authorized individual delivers completed forms in person to HR • HR sends forms to background check vendor, CSI • CSI sends cleared status notification to BU contact • Whoever is identified on the Transmittal Form as the “requestor” will receive notification of cleared status • Adverse results go directly to HR • MPC or authorized individual • Notifies Program Operator that cleared background check is received • Retains Background Check Transmittal Form

15. Tips on Handling CORI/SORI Information • Do not leave documents containing confidential information in open areas (desks, photocopiers) • Keep paper files in a locked file cabinet • Keep electronic files on a secured drive • If the CORI form must be sent via email use secured encrypted email (i.e. DataMotion,) shred original documents, delete email messages • Hand deliver CORI/SORI forms to HR • Destroy paper copies after delivering to HR • Do not keep copies of CORI/SORI forms

16. Step 5: Training • Ensure staff and faculty who work with minors receive either: • On-line training, or • Document Review/In Person training • With certification of training

17. On-line Training • Customized on-line course • Interactive program • 30 minutes to complete • Training record is EduRisk report (Leah) • Training Elements: • Appropriate guidelines for interacting and communicating with minors • How to recognize signs of abuse and neglect • How to report suspected abuse or neglect

18. How to Request On-Line Training • Complete the “Protection of Minors On-line User Request” form • Can be found on SharePoint site, or email Leah for a copy of the form • Send form to Leah Boecker lboecker@bu.edu • Learner accounts created in EduRisk • Leah sends instructions to requester

19. User Request Form – SharePoint

20. Policy Document Review • Alternative to online protection of minors training • Faculty/staff working with minors can read through the Protection of Minors Policy & Procedures and sign the “Protection of Minors Certification of Training” document • Found on page 16 of Policy/Procedures PDF • Form should be submitted to Minors Program Coordinator

21. Policy Document Review Protection of Minors Certificate of Training(page 16 of Protection of Minors Policy/Procedures PDF)

22. Step 6: Establish Internal Tracking and Controls Maintain files on each program pertaining to: • Background Checks • List of CORI/SORI form completion dates, staff names, program name • Training Records • On-line training report (from Leah) • Training certification form • Maintain files indefinitely

23. Contacts • Policy Interpretation: • Your school/college/department’s HR Business Partner • Updating the MPC and Program Inventory, On-line training requests for BU-sponsored programs: • Leah Boecker, lboecker@bu.edu, 617-353-4460 • Background Checks for BU-sponsored programs: • HR Service Center, hr@bu.edu, 617-353-2380 • Third Party Insurance & Liability Waivers; requests for Policy Exemption • Jim Donohue of Risk Management, jdonohue@bu.edu, 617-353-3020

24. Questions?