Process

The Child Protection Policy (Policy 3001a) applies to university-run and university-contracted programs, camps, activities, and events in which the care, custody, or supervision of minors is the responsibility of university employees, students, volunteers, or third-party staff acting on behalf of the university.

A minor is an individual under the age of 18 who is not a current university student. Individuals in 6th grade through age 18 may participate in approved programs for children on the CU Anschutz Medical Campus.

Certain activities are exempt from this policy, including events where minors are accompanied by their parent or legal guardian (for example, graduation ceremonies or family-attended events).

All programs, camps, and events involving minors must be registered and approved through the university’s designated registration workflow prior to the start of the activity.

Program registration ensures that:

• Program details are reviewed for compliance with the Child Protection Policy

• Required documentation is submitted and approved

• Appropriate campus partners are notified, including University Risk Management and Environmental Health and Safety when applicable

Programs may not operate until registration is complete and approval has been granted.

Programs desiring to provide child care need additional leadership approval.

Program Registration Form

Before filling out the program registration form we recommend that you do the following to ensure you have all the necessary materials prepared.

• Review our step-by-step guide to filling out the form

• Review the complete blank form

• Once submitted, the form cannot be edited, and any missing information will need to be submitted separately via email to [email protected]

Once you are ready to proceed, please fill out the program registration form.

Each program for children must designate a Program Administrator, who is a faculty or staff member responsible for ensuring full compliance with the Child Protection Policy.

Program Administrators:

• Serve as the primary point of contact for the program

• Ensure required background checks and trainings are completed

• Coordinate with campus offices such as Human Resources, University Risk Management, and the Security Badging Office

• Confirm ongoing compliance throughout the duration of the program

Students and student workers may not serve as Program Administrators but may participate under the supervision of an eligible faculty or staff member.

Plan Ahead: Background checks typically take 5–7 business days and cannot begin until the individual's portion of the process is completed.

All individuals who will work with minors must complete a background check and National Sex Offender Registry check before having any direct contact with minors.

Who needs a background check

Background checks are required for:

• University employees

• Volunteers

• Non-affiliated individuals working or volunteering for a program on campus with minors

• Certain vendors and contractors, as determined by the campus

Departments are not responsible for the cost of background checks.

Background check requirements and validity

• Background checks are coordinated through Human Resources

• There is no cost to the program or department

• Current background checks are valid, provided there is no break in employment or service. If you have questions, please email email [email protected]

• Program Administrators must check in with HR annually to confirm background checks remain valid

• An individual may not work with minors until HR confirms the background check is complete and valid

Program Administrator responsibilities

The Program Administrator is the point of contact for all HR background check coordination and must:

• Complete Background Check Request Form

• Submit required information for all program personnel, including:

  • Name(s)

  • Email address(es)

  • Employee ID(s), when applicable

• Email [email protected] to confirm if program personnel have a valid background check
• Confirm with HR whether a background check is valid or if additional steps are required
  

• Verify that both the background check and National Sex Offender Registry check have been completed

Timeline and process details

• The average time to complete a background check is 5–7 business days

• The process cannot begin until the individual completes their portion of the HireRight email invitation

• Delays commonly occur when individuals do not complete their required steps promptly

International background checks

• Individuals must have lived in the United States for at least one year and have a Social Security number to complete a standard background check

• For individuals on visas:

  • HR will use the visa vetting process during the first year

  • After one year in the U.S., the institution will run a standard background check

Vendors and contractors

• Vendors and contractors working with minors must ensure they have adequate and equitable background checks

• Campus administration will determine whether vendor-provided background checks meet institutional requirements

All personnel working with minors must complete required trainings before having direct contact with minors and on an annual basis thereafter, as applicable. Training requirements may vary based on role, program activities, and locations.

Percipio Skillsoft: Safeguarding Minors on Campus Journey

Mandatory Courses

• CU: FERPA for CU-SIS Access – u00049

• CU: Child Protection - u00165

• CU: Nondiscrimination, Sexual Misconduct and Reporting - u00283

Optional Journey Course

• CU: Run, Hide, Fight – u00238

University Risk Management Guidelines and Check Lists

Environmental Health and Safety Minors in Labs
*if minors will be in labs

• Animal Research and Training with the Institutional Animal Care and Use Committee (IACUC)
• Office of Laboratory Animal Research 
• Emergency Management
  • Emergency Management trainings are free for Students, Staff, and Faculty
    • Calendars
      • Training Calendar
      • University Events Calendar Emergency Management Events Filter
  • Stop the Bleed® training
    • The training option we use is the in-person option sponsored by Stop the Bleed®. This includes instructional and practical portions. Attendees receive a certificate of successful completion following the course.
  • Prevent Targeted Violence and Active Harmer Response
    • Addressing Targeted Violence training. This training evolved from the Active Harmer Response training to combine the traditional training model of Run, Hide, Fight, with prevention and mitigation efforts that community members may utilize along with resources to identify and report.
    • We provide a Percipio training for Active Harmer that includes our sister campuses as the instructions and actions are the same. We also have the video published on our website. 
  • Campus Safety Course
    • We discuss the free SafeZone app, services from the CU Anschutz Police Department, support from the FaST and CARE teams, and access to emergency equipment such as bleeding control kits, AEDs, EpiPens, panic buttons, building-wide response plans, and the Comprehensive Emergency Management Plan.
  • The last training we provide is by request only from our schools and colleges who have established student ambassadors who work with incoming and prospective students. Most recently, we provided this training to our Skaggs School of Pharmacy and Pharmaceutical Sciences student ambassadors which outlines with to do when working with incoming and prospective students while on campus, focusing on safety, security, and preparedness.
  • Campus Resources
  • CU Anschutz SAFE
  • AED Locations
  • Bleeding Control (BCON) Kit Locations
  • Build a Kit
• Student Affairs
  • Basic Life Support 
    • The cost depends on your affiliation with the University of Colorado Anschutz Medical Campus. CU Anschutz students are $50, faculty/staff are $60, and those without an affiliation are $70. If you are unsure of your affiliation , call us at 303-724-2866.
    • Two year Certification through American Heart Association
    • CU Alumni, faculty, staff, and unaffiliated community members
    • Rocky Mountain CPR BLS @ Yosemite Location
    • AHA requires a person with a Red Cross certification card take the AHA BLS provider initial class

University Risk Management works with Event Services and programs involving minors must engage in appropriate risk assessment and emergency planning to ensure participant safety.

Examples of programs for children

• CU Pre-Health Scholars

Examples of events with children

• Youth Summit from the School of Medicine

Examples of events exempt from policy 

• Events with minors and families do not apply to this policy (i.e. graduation)

Signature by approval authority/program indicates recognition and acknowledgment of all programmatic or event details.

Program Administrators cannot be solely students; the students need to have a faculty or staff sponsor or advisor

Students who are also employees – See Policy 3035 Facilities Used by Employees and Students & Policy 3050 Alcohol Service 

Emergency Planning

Program Administrators need to develop an Emergency Action Plan (EAP) so staff/volunteers know how to respond in the event of an emergency:

• Review URM's On-Campus Activities Risk Assessment and Emergency Planning & On-Campus Activities Guidelines
• Review the Campus Emergency Response Guide, How to respond to an on-campus emergency, and AED Locations
• Review information on the SafeZone App – For additional safety and security while on campus, encourage faculty, staff, and volunteers to download the app for the quickest response time in an emergency.
• Determine if staff/volunteers should carry First Aid Kits
• EHS has First Aid courses available on Skillsoft and may be able to provide recommendations for a kit suited for your activities
• First Aid Kit should not be used in exchange for medical care (Anschutz Police Department Emergency Line 303-724-4444 or 9-1-1) 

Program Insurance

Program insurance is not required but is available for the department to purchase for the participants as needed.

• Insurance will cover injuries sustained as a result of activities the minor participates in while participating in the program; it does not cover preexisting conditions.
• Program insurance is $.95 per participant per day
• Payment for program insurance is processed through the department’s campus-issued speed type
• Application for insurance and additional information on Program Insurance can be found on our website 

Contact URM Program Insurance Coordinator

• Nicole Giovannoni, 303-860-5614, [email protected] 

Transportation and Daily Operations

If the program will not be providing transportation for participants to and from campus, all travel to the program will be the responsibility of the participant or their parents/guardians.

The parent/guardian should coordinate with the child to determine what method of transportation will be best for them. This can include public transportation, Uber/Lyft, parent/guardian drop off, or participants driving their own cars.

Each participant should sign in and out of the program with staff at the beginning/end of each day.

We would recommend:

• Designating a meeting spot for all participants to start and end the day
• Designating a parking lot for participants who will be driving themselves to use.

Participants who will be driving themselves should be notified:

• There is a cost for parking
• Their personal vehicle insurance will be their primary coverage in the event of a motor vehicle accident.

This information is also included in the program packet on page 6 with an area for a parent/legal guardian to sign.

Important: Program Administrators must plan ahead to allow sufficient processing time for badge requests.

Badging requirements for minors depend on the length of time on campus and the type of activity.

• Minor(s) on campus over 30 days will need a CU Anschutz Access Control Badge.
• If a minor(s) will be participating in a lab, the minor(s) will need a CU Anschutz Access Control Badge.
• Minor(s) under age 15 they do not need a badge event if in a lab, need to be accompanied at all times.
• The CU Anschutz Access Control Badge for minors is not accessible after business hours. The Access Control Badge will be set to an 8-hour time frame requested by the Program Administrator.
• For programs whose minors will not be on campus for over 30 days and are not participating in a lab, minors are required to wear a red lanyard with a name tag.  If your program or event does not have lanyards, please contact [email protected].
• To request a CU Anschutz Access Control Badge, the Security Badging Office will need 5 business days to process fewer than 20.
• If you are requesting 20 or more badges, the Security Badging Office requires a minimum of three weeks to process them.
• It is recommended that you submit your badge application as soon as you have the necessary information.

Programs are responsible for providing appropriate supervision and planning for participant health needs.

• If a minor participant carries an anaphylaxis and epinephrine auto-injector, trained program personnel must be in the immediate vicinity (where an individual is physically present, can see, hear, direct, and always assess) of the minor’s activities.
• It is recommended that programs collect a health history for each participant, i.e., communicable disease, chronic illness or injuries, known drug reactions, and current medications, to ensure the participant is able to participate in the program, event or activity.