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Checklist for Programs with Minors

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YES

N/A

PROGRAM REGISTRATION & DOCUMENTATION

Have you completed the Program Registration/ Approval Form?

Has your VP/Dean approved the Program by signing the completed Program Registration/

Approval Form?

Have you submitted the approved Program Registration/ Approval Form to the Office of Risk &

Compliance at least forty five (45) days prior to the start date of the Program?

PROGRAM STAFFING

Do you have enough Program Staff to meet or exceed the Minor Supervision Ratio established

in Wilkes University Minors on Campus Policy?

Have you submitted a complete list of Program Staff to the Office of Risk & Compliance?

Have all Program Staff (including volunteers) passed a criminal background check within the

past three years?

PROGRAM TRAINING

Have all Program Staff (including volunteers) successfully completed United Educators' Online

Training "Sexual Misconduct: How Teachers and Other Educators Can Protect Our Minors"?

Have you reviewed the behavioral expectations of the Program Staff, including the following

“Codes of Conduct”:

 Outlines abuse/molestation reporting requirements

 Identifies the Program Director responsible for all Program Staff

 Roster of Program Staff broken down by employees, students, and volunteers

 Review any additional Program Staff to minor ratios based on activity

 Being alone with a minor

 Bathrooms and Locker rooms

 After hours and off-site activities

 Use of Program Staff’s home (including volunteers)

 Use of personal vehicles

 Friendships and gifts

 Use of physical restraint

 Communication with minors

 Sexual activities, remarks or materials

 Tobacco, Drug and alcohol restrictions

 Touching & restrictions

 Personal behavior

 Supervision of any overnight programs (Curfews, Visitation, Free time, Facility use)

MINOR PARTICIPATION DOCUMENTATION

Have you submitted all required administrative forms associated with this program to the Office

of Risk & Compliance Management? (Waivers, permission slips, medical emergency forms, etc.)

 Release of Liability Form

 Media, Photo & Video Release Form

 Medical Information and Release Form

 Self-Administration of Prescription Medication Form

 Certificate of Insurance (Non-University Sponsors only)

Checklist for Programs with Minors

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EMERGENCY AND SAFETY PROTOCOLS

Do you have a written communication plan and have you reviewed it with all Program Staff and

volunteers:

 Parent/Guardian contact information

 Emergency contact information (other than parent/guardian)

 Procedure to notify parents in the event of an emergency

 Procedure for parents to contact participants

Do you have a written medical emergency plan and have you reviewed it with all Program Staff

and volunteers:

 Authorization to transport minor to hospital

 Authorization for emergency medical treatment

 Disclosure of allergies or other medical conditions

 Written incident or accident reports

 Emergency procedures for likely emergencies

Do you have a written transportation plan and have you reviewed it with all Program Staff and

volunteers:

 Establish procedures for pick-up and drop-off

 Release of minors to parents/legal guardian only, unless given written authorization

otherwise

 Required to check ID if person picking up minor is not known

 Program Staff not to give minors ride home unless written authorization is given

NOTIFICATION REQUIREMENTS

Have all Program Staff reviewed the notification requirements for and their duty to report child

assault, abuse and neglect?

 Who to call and when?

 Emergency notification phone numbers

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