1. brought to you by United Educators Protecting Minors on Campus Anne Koester, Georgetown University Dawn Riddle, Vanderbilt University Melanie Bennett, United Educators (Moderator)

2. brought to you by United Educators Today’s Speakers  Dawn Riddle Director for the Protection of Minors Vanderbilt University  Anne Koester Senior Compliance Specialist and Protection of Minors Policy Manager Georgetown University Protecting Minors on Campus 2

3. brought to you by United Educators Road Map 1.Assessing the Landscape and Creating a Minors Policy 2.Background Checks 3.Training 4.Reporting and Investigations 3 Protecting Minors on Campus

4. brought to you by United Educators Assessing the Landscape and Creating a Minors Policy Part 1: Minors Policy 4

5. brought to you by United Educators Poll – Minors on Campus Why are minors on your campus? a.Camps b.Visiting older siblings or parents who are students or employees c.Tutoring d.Volunteer programs e.Athletic events f.Campus tours g.Overnight guests h.Other – (Please specify in the chat box.) 5 Part 1: Minors Policy

6. brought to you by United Educators Poll – Departments Which departments interact with minors on your campus? a.Event Services b.Student Life c.Athletics d.Facilities e.Academic Affairs f.Admissions g.Other (Please specify in the chat box.) 6 Part 1: Minors Policy

7. brought to you by United Educators UE Claims Study 7 Part 1: Minors Policy Location

8. brought to you by United Educators Identifying Minors on Campus  Georgetown interviewed academic program and sports camp program leaders, publicized the policy, and registered programs and activities involving minors  Vanderbilt surveyed programs and interviewed campus leaders. 8 Part 1: Minors Policy

9. brought to you by United Educators Program Registration  Current programs: Fill out detailed registration form listing personnel participating Registrations catalogued in centralized tracking web application Program managers use risk assessment and checklists to identify potential risks 9 Part 1: Minors Policy

10. brought to you by United Educators Program Registration  Proposed programs: Fill out detailed registration form identifying program purpose, ages of minors, types of activities Approval status review If approved, identify Vanderbilt personnel involved 10 Part 1: Minors Policy

11. brought to you by United Educators UE Resource Checklist for Protecting Minors on Campus: Surveying the Legal and Physical Landscape www.edurisksolutions.org/learn-to-protect-children 11 Part 1: Minors Policy

12. brought to you by United Educators Committees  Vanderbilt created an Oversight and Compliance Committee on the Protection of Children in 2012  Original tasks included identifying programs with minors across campus and updating background check policies  The committee’s work continues through the Protection of Minors Work Group 12 Part 1: Minors Policy

13. brought to you by United Educators State Laws  Pennsylvania Act 153 and Amendment Screening Requirements  New Hampshire RSA 485-A:23-25 Background Checks 13 Part 1: Minors Policy

14. brought to you by United Educators UE Resources Protecting Minors www.edurisksolutions.org/learn-to-protect-children Title IX and SaVE Act www.edurisksolutions.org/titleix 14 Part 1: Minors Policy

15. brought to you by United Educators 15 Protecting Minors on Campus Question and Answer Session

16. brought to you by United Educators Background Checks Part 2: Background Checks 16

17. brought to you by United Educators Poll – Criminal Background Checks Which employees on your campus are required to submit to a criminal background check? a.None b.Employees who work with minors unsupervised c.All employees who work with minors d.All employees e.Other (Please specify in the chat box.) 17 Protecting Minors on Campus Part 2: Background Checks

18. brought to you by United Educators UE Claims Example A minor student on the cheerleading team alleged the coach enticed her to have sexual intercourse. When the institutions first hired the coach, they did not conduct a background check. Once the cheerleader reported abuse, the college conducted an investigation and found that he had been accused of assaulting a cheerleader. 18 Protecting Minors on Campus Part 2: Background Checks

19. brought to you by United Educators Sample Policy Language – Background Checks Georgetown University The following categories of adults are required to undergo a criminal background check prior to their participation in University activities or programs involving minors:  Directors and supervisors of programs involving minors, including those who are responsible for supervising those who interact with minors;  Those who stay overnight with minors as part of their job responsibilities in a program or activity involving minors; and  Those who regularly spend time alone with minors as part of their job responsibilities or role in a program involving minors. 19 Protecting Minors on Campus Part 2: Background Checks

20. brought to you by United Educators Sample Policy Language – Background Checks Vanderbilt University A background check shall be required of each adult prior to his or her interaction or participation with Minors in Programs covered by this policy. This includes but is not limited to third party or non-Vanderbilt personnel who work with, instruct, or otherwise engage with Minors on Vanderbilt’s campus, as well as Vanderbilt administrators, faculty, staff, students, and volunteers who work with, instruct, or otherwise engage with Minors. 20 Protecting Minors on Campus Part 2: Background Checks

21. brought to you by United Educators Sample Policy Language – Background Check Review Vanderbilt University A decision not to allow an individual to participate in a Program covered by this Policy based on the background check will be made by Office of Risk and Insurance Management after consultation where applicable with the Vice Provost for Faculty, Associate Vice Chancellor for Health Affairs/Senior Associate Dean for Faculty Affairs, Office of General Counsel, Office of Human Resources, Dean of Students, or appropriate school Dean. Any decision to deny participation in a program involving minors must be consistent with applicable university policies on the use of background checks. 21 Protecting Minors on Campus Part 2: Background Checks

22. brought to you by United Educators Sample Policy Language – Background Check Review Georgetown University University Human Resources will oversee the processing of criminal background checks. If a background check reveals adverse information or unfavorable results, an individualized assessment will be conducted, taking into account the following:  The nature of the finding;  The job for which the applicant is being considered;  The underlying event(s) that occurred;  The time elapsed since the finding;  The applicant’s employment history and other evidence of his or her activities in the intervening time since the finding; and  Other relevant information. 22 Protecting Minors on Campus Part 2: Background Checks

23. brought to you by United Educators How often to repeat checks - Georgetown  Faculty, staff, students Every four years Obligation ends if no longer working with minors Immediately disclose new felony or misdemeanor convictions  Not faculty, staff, students Annually 23 Protecting Minors on Campus Part 2: Background Checks

24. brought to you by United Educators Third Party Organizations  Organizations affirm in the contract that all personnel have been cleared by a criminal background check within the past four years  Background checks must meet Vanderbilt standards  Personnel not cleared will not be permitted to participate in the activity  Contract allows for Vanderbilt audit 24 Protecting Minors on Campus Part 2: Background Checks

25. brought to you by United Educators 25 Protecting Minors on Campus Question and Answer Session

26. brought to you by United Educators Training Part 3: Training 26

27. brought to you by United Educators Poll – Training Which groups does your institution train about the protection of minors on campus? a.Faculty b.Adjunct faculty c.Staff d.Students e.Contractors f.Volunteers g.Other (Please specify in the chat box.) 27 Part 3: Training

28. brought to you by United Educators UE Resource Shine A Light www.edurisksolutions.org/learn-to-protect-children 28 Part 3: Training

29. brought to you by United Educators Poll – Training Who does your institution require training for? a.Nobody b.Anyone with unsupervised access to minors c.Anyone who works with minors d.All staff and students e.Other (Please specify in the chat box.) 29 Part 3: Training

30. brought to you by United Educators Sample Policy Language Vanderbilt University  Vanderbilt University requires that each adult shall complete training before he or she participates or engages with Minors in a Vanderbilt Program or a Program that takes place on Vanderbilt’s campus.  The training shall be completed annually and will be documented with the adult signing a statement indicating his or her understanding and receipt of Vanderbilt University policies and procedures. 30 Part 3: Training

31. brought to you by United Educators Sample Policy Language Georgetown University  University students, faculty and staff who participate in University- run or –affiliated programs or activities involving minors must complete appropriate training.  Non-University organizations and entities that wish to operate programs or activities involving minors on campus must provide documentation to the University indicating that all individuals who will be interacting with minors (and anyone who supervises such individuals) have received training that meets or exceeds the minimum requirements of this section. 31 Part 3: Training

32. brought to you by United Educators Training Requirements  Vanderbilt and Georgetown require employees to sign a policy attestation acknowledging they have read and understood the rules for working with minors.  Anyone who works with minors in a Georgetown-run program must complete UE’s online course, Sexual Misconduct: How Teachers and Other Educators Can Protect Our Children, annually.  Training at Vanderbilt encompasses the institution’s policy, state law, patterns of abuse, and the reporting module. Employees review a renewal module annually. 32 Part 3: Training

33. brought to you by United Educators Limiting Expense  Institutions only need one or two different courses  UE’s online courses are free for members 33 Part 3: Training

34. brought to you by United Educators Protecting Minors: Identifying and Reporting Sexual Misconduct 34 Part 3: Training

35. brought to you by United Educators Hannah’s Story 35 Part 3: Training

36. brought to you by United Educators Hannah’s Story 36 Part 3: Training

37. brought to you by United Educators Mr. A’s Story 37 Part 3: Training

38. brought to you by United Educators Mr. A’s Story 38 Part 3: Training

39. brought to you by United Educators Protecting Minors: Identifying and Reporting Sexual Misconduct 39 Part 3: Training

40. brought to you by United Educators Reporting 40 Part 3: Training

41. brought to you by United Educators Reporting 41 Part 3: Training

42. brought to you by United Educators 42 Protecting Minors on Campus Question and Answer Session

43. brought to you by United Educators Reporting & Investigations Part 4: Reporting & Investigations 43

44. brought to you by United Educators UE Claims Example A long-time member of the maintenance staff started to bring a young boy to work. Over the course of a decade the boy continued to show up on campus with the worker. As an adult, the boy reported to the police that this employee sexually abused the boy for many years with several of the incidents occurring on the college’s campus. 44 Part 4: Reporting & Investigations

45. brought to you by United Educators Poll – Mandatory Reporters Are mandatory reporters of child abuse under state law identified in your institution’s policies? a.Yes b.No c.I don’t know 45 Part 4: Reporting & Investigations

46. brought to you by United Educators Sample Policy Language – How to Report Vanderbilt University Two reports, one external and one internal, must be made:  External report – Tennessee law requires every person to make a report when they suspect sexual or physical abuse or neglect of a minor. Failure to report is a Class A misdemeanor. The required report may be made to the State of Tennessee Child Abuse Hotline or to a Tennessee sheriff’s office or police department. If the situation is a life threatening emergency, contact 911.  Internal report – Every member of the University community has a further obligation to report known or suspected abuse or neglect of a Minor on campus or in a Vanderbilt program immediately to Vanderbilt University. The preferred method is to immediately contact the Director of Minors Programs in the Office of Risk and Insurance Management. 46 Part 4: Reporting & Investigations

47. brought to you by United Educators Mandatory Reporters  Laws in most states  All adults or specific categories of adults must report  Must report within specified time frame  Not reporting can result in a misdemeanor or felony charge 47 Part 4: Reporting & Investigations

48. brought to you by United Educators Sample Policy Language – How to Report Georgetown University  In a case of an emergency, one should immediately call Georgetown’s Department of Public Safety, the Georgetown Law Center Department of Public Safety, or the Metropolitan Police Department. Anyone participating in a University-run or affiliated program or activity involving minors or a non-University program or activity operating on campus involving minors who knows, suspects, or receives information indicating that a minor has been abused or neglected, or who has other concerns about the safety of minors MUST inform the Office of Compliance and Ethics (OCE).  The University’s Whistleblower Protection Policy protects individuals from retaliation when they make good faith reports about problems. 48 Part 4: Reporting & Investigations

49. brought to you by United Educators Why Don’t People Report?  Worried about impact on the accused  Predators groom people around the child  Unaware of potential sanctions and criminal charges 49 Part 4: Reporting & Investigations

50. brought to you by United Educators Effects of the Policy  Identify where minors appear on campus  Receive additional disclosures from minors  Increase reporting by employees  Prevent abuse 50 Part 4: Reporting & Investigations

51. brought to you by United Educators 51 Protecting Minors on Campus Question and Answer Session

52. brought to you by United Educators Shine a Light Video 52 Protecting Minors on Campus

53. Copyright © 2015 by United Educators Insurance, a Reciprocal Risk Retention Group. All rights reserved. Contents of this document are for members of United Educators only. Permission to post this document electronically or to reprint must be obtained from United Educators. Please visit www.EduRiskSolutions.org for more information on protecting minors and other topics.