Procedural Steps for Program Directors & Managers

The Protection of Children Policy outlines criteria for programs involving children that fall under the sponsorship, direction, or control of a University Unit. The first step in meeting the criteria of the Policy is to determine under which of the three University-wide Units (defined as Major Units, Academic Units or Other Units) the Program lies. Procedure and criteria are then based on the selected Unit:

MAJOR UNITS

Program Directors and Managers within Major Units should strive to provide a safe environment for Children participating in University Programs or otherwise present in University facilities. In order for the Program Director or Manager to meet the obligations of the Protection of Children Policy and receive the support of the University, Major Units shall:

  1. Develop a Standard Operating Procedures Manual
  2. Obtain Criminal and Sexual Offender Background Checks
  3. Report Suspected Abuse or Inappropriate Behavior
  4. Maintain a Register of all Programs involving Children (11k xls)

1. STANDARD OPERATING PROCEDURES MANUAL

Each Unit’s Director shall submit a Standard Operating Procedures Manual to the Office of General Counsel for initial review and approval. When more than one Department reports to a Major Unit, the Unit’s Director may elect to submit one guiding Manual or individual Department Manuals. Once reviewed and approved, the Manual(s) will be kept in the Risk Management & Safety Department (RMS. The Manual(s) shall be updated and submitted for review and approval every three (3) years.

At a minimum, the Manual shall address the following topics:

a) Process by which Programs and events involving Children will be renewed and approved within the Major Unit

b) Process for educating and training University Representatives involved with Program on the University’s Core Values and Behavioral Expectations along with: duty to report, insurance, waivers and other requirements of the Risk Management & Safety Department (RMS); and other applicable University policies and best practices

c) Process for performing Criminal and Sexual Offender Background Checks; obtaining Sworn Statement Affidavits from University students

c) Process for registering Children, collecting parent/guardian contact information, and collecting waivers when Program or event involves University exercising Custody over Children

d) Process and standards for Overnight Stay component of any Program or event involving Children that the Unit Sponsors, directs, or controls, which must include designation of a Responsible Party for on-site supervision during Overnight Stay

e) Process for intake and release of Children when Children are left under University’s Custody by parent/guardian

f) Process and schedule for internal audit of Unit’s compliance with Operating Procedures Manual

g) The Sponsoring Unit shall develop procedures for monitoring the health of Children participating in Programs and referring Children for medical care as deemed necessary, and reporting all such referrals to the Risk Management & Safety Department (RMS).

2. BACKGROUND CHECKS

The Major Unit must ensure that all non-student volunteers and non-university employees affiliated with a Program or event involving Children have been subject to a criminal background check (with each criminal check examining, at a minimum, the seven (7) year period prior to the check) in Indiana and their state of residence, and a check of the national sex offender registry, within the three (3) years prior to the commencement of the Program. 

The Major Unit must also ensure that any University Representative who will be present in a facility with Children during an Overnight Stay undergo a criminal background check and a check of the national sex offender registry as outlined for non-student volunteers and non-university employees.

Background checks are available through Human Resources by following these procedures:

  • New Employees
    • Follow the application process for new employees. 
    • Check the "Offered Position" box.
    • HireRight (the University's third party HR assistance provider) will contact the hiring individual to begin the background check process
    • The Responsible Party will be notified by email when the applicant has cleared the background check
  • Volunteers or other Non-University individuals associated with the Program
    • The Responsible Party managing the Program must contact the Human Resources Recruiter assigned to the Department or Division. 
    • The Responsible Party must provide the Recruiter with the individual's full name and email address
    • The individual will receive an email from HireRight (the University's third party HR assistance provider) and should follow the directions which will include entering personal information directly into HireRight's website. 
    • The Responsible Party will receive an email when the individual has cleared the background check
  • Current Employees
    • Current employees are not required to undergo criminal and sexual offender background checks unless they will be staying overnight with minor children.  In that case, contact the Human Resources Recruiter assigned to the Department or Division for assistance. 

Human Resources may be reached at 574/631-5900.

3. DUTY TO REPORT SUSPECTED ABUSE OR INAPPROPRIATE BEHAVIOR

Indiana law requires anyone who has reason to believe that a Child is a victim of child abuse or neglect to make an oral report immediately to the local child protection service or the local law enforcement agency. If the Child is on the Notre Dame campus, the appropriate law enforcement agency to contact is Notre Dame Security Police (NDSP) (574-631-5555). NDSP is also available to assist in the contact of law enforcement agencies off-campus. Off-campus, in an emergency or crisis situation, the best way to contact the appropriate law enforcement agency is to call 911 or the Department of Child Service at 1-800-800-5556 .

Separate from any legal duty, any member of the University community should contact NDSP (574-631-5555) or the Integrity Line (800-688-9918) to discuss any suspicious, inappropriate or unusual conduct involving a Child while the Child is on campus or is participating in a University-connected activity off campus that would lead a reasonable person to have concern for the current or future well-being of that particular Child or other Children.

4. MAINTAIN A REGISTER OF PROGRAMS

Major Units shall maintain a register of Programs involving Children and submit the register, on an annual basis,  to Risk Management & Safety .   When more than one Department reports to a Major Unit, the Unit’s Director may elect to submit one register or individual Department registers.

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ACADEMIC UNITS

Program Directors and Managers should strive to provide a safe environment for Children participating in University Programs or otherwise present in University facilities. In order for the Program Director or Manager to meet the obligations of the Protection of Children Policy and receive the support of the University, Academic Units shall:

  1. Fulfill the Requirements outlined in the Program Planning Checklist
  2. Obtain Criminal and Sexual Offender Background Checks
  3. Report Suspected Abuse or Inappropriate Behavior
  4. Register the Program with Risk Management & Safety

1.  PROGRAM PLANNING CHECKLIST

  • Plan to register the Program with Risk Management & Safety (RMS) at least 30 days prior to the commencement of the Program
  • Determine Program dates, times, locations, attendance (age range and number of participants).
  • Determine Responsible Party contact information along with list of adults who will work directly with Children
  • Establish a registration process for the Program.
  • Develop a system for capturing contact information of parents/guardians
  • Determine a process for pick-up and release of Children to parents/guardians
  • Establish a process for the collection of waivers, medical information and other relevant documents.
  • Plan how money will be handled.
  • Determine need for food services, health services, housing, and other on-campus services.
  • Discuss transportation needs to determine how those will be met.
  • Work with the Office of Human Resources to ensure that a criminal and sexual background check has been completed within the last three years for any adult who will be involved in overnight stays with Children in the Program.
  • Establish a process to ensure that anyone affiliated with the Program who is not an employee of the University, including non-student volunteers, has been subject to a criminal and sexual background check.
  • Determine a process to have University students sign Sworn Statement Affidavits. 
  • Prior to the implementation of any Program involving Children, communicate the University's Core Values and Behavioral Expectations for Working with Children to all individuals involved in the Program.
  • Identify any additional specific behavioral expectations related to the Program.
  • Have each adult who will be working with Children in the Program review the online training resource provided by the Risk Management & Safety Department (RMS) at minimum every three years.
  • Determine if the Unit should enhance or modify the required training to meet specific needs of the particular Program involved in consultation with RMS to ensure all required elements are included.
  • Identify any contracts that will be required with individuals/companies providing services or for the use of off campus facilities. 

2. BACKGROUND CHECKS

Academic Units must ensure that all non-student volunteers and non-university employees affiliated with a Program or event involving Children have been subject to a criminal background check (with each criminal check examining, at a minimum, the seven (7) year period prior to the check) in Indiana and their state of residence, and a check of the national sex offender registry, within the three (3) years prior to the commencement of the Program.

Academic Units must also ensure that any University Representative who will be present in a facility with Children during an Overnight Stay undergo a criminal background check and a check of the national sex offender registry as outlined for non-student volunteers and non-university employees.

Background checks are available through Human Resources by following these procedures:

  • New Employees
    • Follow the application process for new employees. 
    • Check the "Offered Position" box.
    • HireRight (the University's third party HR assistance provider) will contact the hiring individual to begin the background check process
    • The Responsible Party will be notified by email when the applicant has cleared the background check
  • Volunteers or other Non-University individuals associated with the Program
    • The Responsible Party managing the Program must contact the Human Resources Recruiter assigned to the Department or Division. 
    • The Responsible Party must provide the Recruiter with the individual's full name and email address
    • The individual will receive an email from HireRight (the University's third party HR assistance provider) and should follow the directions which will include entering personal information directly into HireRight's website. 
    • The Responsible Party will receive an email when the individual has cleared the background check
  • Current Employees
    • Current employees are not required to undergo criminal and sexual offender background checks unless they will be staying overnight with minor children.  In that case, contact the Human Resources Recruiter assigned to the Department or Division for assistance. 

Human Resources may be reached at 574/631-5900.

3.  DUTY TO REPORT SUSPECTED ABUSE OR INAPPROPRIATE BEHAVIOR

Indiana law requires anyone who has reason to believe that a Child is a victim of child abuse or neglect to make an oral report immediately to the local child protection service or the local law enforcement agency.  If the Child is on the Notre Dame campus, the appropriate law enforcement agency to contact is Notre Dame Security Police (NDSP) (574-631-5555). NDSP is also available to assist in the contact of law enforcement agencies off-campus.   Off-campus, in an emergency or crisis situation, the best way to contact the appropriate law enforcement agency is to call 911 or the Department of Child Service at 1-800-800-5556.

Separate from any legal duty, any member of the University community should contact NDSP (574-631-5555) or the Integrity Line (800-688-9918) to discuss any suspicious, inappropriate or unusual conduct involving a Child while the Child is on campus or is participating in a University-connected activity off campus that would lead a reasonable person to have concern for the current or future well-being of that particular Child or other Children.

4.  REGISTER THE PROGRAM WITH RISK MANAGEMENT & SAFETY

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ALL OTHER UNITS

  1. Fulfill the Requirements outlined in the Program Planning Checklist
  2. Obtain Criminal and Sexual Offender Background Checks
  3. Report Suspected Abuse or Inappropriate Behavior
  4. Register the Program with Risk Management & Safety

1.  PROGRAM PLANNING CHECKLIST

For a Program to be supported by the University, the Unit sponsoring, directing or controlling the Program must register the Program with Risk Management & Safety (RMS).  Prior to registration, the Unit should review the Pre-Planning Checklist and fulfill the requirements therein.  Completing the Checklist will facilitate the registration process. 

  • Plan to register the Program with Risk Management & Safety (RMS) at least 30 days prior to the commencement of the Program
  • List Program dates, times, locations, attendance (age range and number of participants).
  • Determine Responsible Party contact information along with list of adults who will work directly with Children.
  • Establish a registration process for the Program.
  • Develop a system for capturing contact information of parents/guardians
  • Determine a process for pick-up and release of Children to parents/guardians
  • Establish a process for the collection of waivers, medical information and other relevant documents
  • Plan how money will be handled
  • Determine need for food services, health services,  housing,  and other on-campus services.
  • Discuss transportation needs to determine how those will be met
  • Work with the Office of Human Resources to ensure that a criminal and sexual background check has been completed within the last three years for any adult who will be involved in overnight stays with Children in the Program.
  • Establish a process to ensure that anyone  affiliated with the Program who is not an employee of the University, including non -student volunteers, has been subject to a criminal and sexual background check.
  • Determine a process to have University students sign Sworn Statement Affidavits.
  • Prior to the implementation of any Program involving Children, communicate the University's Core Values and Behavioral Expectations for Working with Children to all individuals involved in the Program.
  • Identify any additional specific behavioral expectations related to the Program.
  • Have each adult who will be working with Children in the Program review the online training resource provided by Risk Management & Safety (RMS) at minimum every three years.
  • Determine if the Unit should enhance or modify the required training to meet specific needs of the particular program involved in consultation with RMS to ensure all required elements are included
  • Identify any contracts that will be required with individuals/companies providing services or for the use of off-campus facilities. 

2.  BACKGROUND CHECKS

Units must ensure that all non-student volunteers and non-university employees affiliated with a Program or event involving Children have been subject to a criminal background check (with each criminal check examining, at a minimum, the seven (7) year period prior to the check) in Indiana and their state of residence, and a check of the national sex offender registry, within the three (3) years prior to the commencement of the Program. 

Units must also ensure that any University Representative who will be present in a facility with Children during an Overnight Stay undergo a criminal background check and a check of the national sex offender registry as outlined for non-student volunteers and non-university employees. 

Background checks are available through Human Resources by following these procedures:

  • New Employees
    • Follow the application process for new employees. 
    • Check the "Offered Position" box.
    • HireRight (the University's third party HR assistance provider) will contact the hiring individual to begin the background check process
    • The Responsible Party will be notified by email when the applicant has cleared the background check
  • Volunteers or other Non-University individuals associated with the Program
    • The Responsible Party managing the Program must contact the Human Resources Recruiter assigned to the Department or Division. 
    • The Responsible Party must provide the Recruiter with the individual's full name and email address
    • The individual will receive an email from HireRight (the University's third party HR assistance provider) and should follow the directions which will include entering personal information directly into HireRight's website. 
    • The Responsible Party will receive an email when the individual has cleared the background check
  • Current Employees
    • Current employees are not required to undergo criminal and sexual offender background checks unless they will be staying overnight with minor children.  In that case, contact the Human Resources Recruiter assigned to the Department or Division for assistance. 

Human Resources may be reached at 574/631-5900.

3.  DUTY TO REPORT SUSPECTED ABUSE OR INAPPROPRIATE BEHAVIOR

Indiana law requires anyone who has reason to believe that a Child is a victim of child abuse or neglect to make an oral report immediately to the local child protection service or the local law enforcement agency.  If the Child is on the Notre Dame campus, the appropriate law enforcement agency to contact is Notre Dame Security Police (NDSP) (574-631-5555). NDSP is also available to assist in the contact of law enforcement agencies off-campus.   Off-campus, in an emergency or crisis situation, the best way to contact the appropriate law enforcement agency is to call 911 or the Department of Child Service at 1-800-800-5556.

Separate from any legal duty, any member of the University community should contact NDSP (574-631-5555) or the Integrity Line (800-688-9918) to discuss any suspicious, inappropriate or unusual conduct involving a Child while the Child is on campus or is participating in a University-connected activity off campus that would lead a reasonable person to have concern for the current or future well-being of that particular Child or other Children.

4.  REGISTER THE PROGRAM WITH RISK MANAGEMENT & SAFETY

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