Register a Program Involving Children
Procedural Steps for Program Directors & Managers
The Protection of Children Policy describes the University's expectations when University Associates* interact with Children in connection with Programs to help ensure their safety while in the University's care. In order for a Program involving Children to be recognized and supported by the University, the University Responsible Party** shall comply with the following:
- Program Registration
- All Programs must be registered with the Child Protection Program Manager in the Office of Institutional Equity through the Protection of Children website at least 30 days prior to commencement of the program or event. Please reach out to Mariah Bures, with any questions or concerns: firstname.lastname@example.org
- Programs will be registered through the online registration form.
- Background Checks
- All adults, with the exception of Notre Dame students, that will be interacting with Children must go through a criminal background check and a check of the national sex offender registry every three years.
- Notre Dame students must go through a criminal background check and a check of the national sex offender registry if they will be staying overnight with a Child.
- The Office of Human Resources, in consultation with the Office of General Counsel, will review any adverse findings and make appropriate recommendations.
- The process for obtaining Background Checks is available here. Contact Human Resources with any questions regarding background checks at email@example.com.
- Waiver, Release and Indemnification Agreements
- The Responsible Party must ensure that participant waiver, release and indemnification agreements are signed by a parent or legal guardian for each Child participating in a Program.
- Waivers are available here.
- It is recommended that programs also collect health/medical consent to treat forms whenever a minor child will be: staying overnight, traveling off-campus, consuming food while in the care of a Responsible Party, or volunteering in a laboratory.
- The Responsible Party shall maintain the signed waivers for a two years after the child reaches the age of majority (18); for example, if the child is 12 years of age during the Program, the documents shall be held for 8 years. Programs may submit waivers and forms to the Child Protection Program Manager for archiving.
- Notre Dame Students
- The Responsible Party must ensure that each Notre Dame student affiliated with a Program or event involving Children has completed a sworn statement or affirmation.
- The form is available here.
- Guidance concerning a response in the sworn statement is available through the Office of General Counsel.
- The Responsible Party shall maintain the completed sworn statement(s) or affirmation for a period of fifteen (15) years after te date of signature.
- All adults, including Notre Dame students, working for or volunteering in a Program or event involving Children must go through training.
- Training is available here and must be completed every three years.
- Evidence of completion of training will be required for audit purposes.
- Exemptions to the Protection of Children Policy
- Events open to the general public not targeted at Children;
- Social functions that may be attended by Children who are accompanied by their parents/guardians.
- Organized school field trips or tours where minors are under the supervision of an authorized adult.
- Programs expressly granted an exemption by Insurance and Financial Risk. The request for an exemption form may be accessed here.
There are specific requirements for programs taking place virtually, internationally, or in a University laboratory. Please review these requirements in addition to the ones outlined above.
*University Associate is defined as University faculty, staff, and students who come into contact with Children through their involvement in Programs, and volunteers not otherwise associated with the University who come into contact with Children through their involvement in Programs.
**The Responsible Party is defined as the adult ultimately responsible for the Program