Policy & Registration

The University's Protection of Minors Policy aims to protect children who participate in programs and activities associated with the University or that are involved with non-University programs or activities on the University’s campus. This policy applies broadly to interactions of University students, faculty, staff and volunteers with minors in University-affiliated programs and activities (including those hired temporarily to work in such programs), and non-University organizations or individuals that operate programs or activities involving minors on the University’s campus.  Examples of University programs include, but are not limited to athletic camps, academic programs. lessons, tutoring, and events with University provided childcare. 

All persons directing University-affiliated programs and activities and non-University programs or activities involving minors on the University’s campus are required to comply with the Protection of Minors Policy and fulfill the necessary training and background checks according the their role. 

The University Protection of Minors' Policy has 3 requirements:

1: Training 

The policy identifies three levels of training, depending on job responsibilities. 

Level 1: Program Director Requirements 

What's required: If you are coordinating a program with minors, you are a program director. You are required to register the program, take two online courses (1) Protecting Children: Hiring Staff Who Work with Minors and (2) Protecting Children: Identifying and Reporting Misconduct. If you completed the online courses in the last two years, you may complete the University's online training webform.

Process: Training courses are available through United Educator's Learning Portal.  As of June 2024 all users will need to register and set up a learner account utilizing branch code 683-89870. To complete the courses:

  • Login to the learning portal
  • Utilize search bar to find each course
    • Protecting Children: Hiring Staff Who Work With Minors
    • Protecting Children: Identifying and Reporting Sexual Misconduct
  • Select "ENROLL" and "START LEARNING" Each course will take about 30-40 minutes to complete. Once completed, download the certificates for your own records. Once the account is set up, if you forget your user name and password, the site can send them to you. Each will take about 30-40 minutes to complete.

Level 2: Overnight, Unsupervised or Alone & Supervisor Training Requirements 

What's required: If you are staying overnight with minors, if you are alone or unsupervised with minors, or if you serve in a supervisory capacity, but you are not responsible for hiring staff, then you are required to complete the training module: Protecting Children: Identifying and Reporting Misconduct.

If you completed the online course in the last two years, you may complete the University's online training webform. 

Process: The training course is available through United Educators Learning Portal. As of June 2024 all users will need to register and set up a learner account utilizing branch code 683-89870. To complete the course:

  • Login to the learning portal
  • Utilize search bar to find the course
    • Protecting Children: Identifying and Reporting Sexual Misconduct
  • Select "ENROLL" and "START LEARNING" The course will take about 30-40 minutes to complete. Once completed, download the certificates for your own records and provide a copy to your program director. Once the account is set up, if you forget your user name and password, the site can send them to you. Each will take about 30-40 minutes to complete.

Once completed, download your certificate for your own records and share your certificate with your program director. 

Level 3: All Other Employees Working with Minors Requirements

What's required: Most student volunteers, student employees, or volunteers will be at this level. Any employee working with minors (excluding those previously listed) must complete the University's online training webform until completion.

2: Background check

Program Directors are responsible for coordinating criminal background checks. 

What's required: Background checks are required for all levels with exception for some Level 3.

  • Level 1: program and activity directors and supervisors;
  • Level 2: those who stay overnight with minors; and
  • Level 3: those who regularly spend time alone with minors as part of their job responsibilities or role in a program involving minors.  Note: Individuals who are not Level 1, Level 2, and will not be spending time alone with minors do not require a background check. 

Directors must also have an background check on file with Human Resources (to be updated every 4 years.) 

Process for University students: Background checks for student workers are handled differently than other employees or volunteers.  Background checks for students involve a review of the student's conduct records.  To initiate this process, follow the steps outlined within the Internal Student Background Check Process.

Process for all others: Coordinating background checks need to be done no more than 90 days before the start date of the program. To start the background check process, send email addresses of potential hires to Human Resources at (hr@sewanee.edu), and they will take care of the entire process. This process, from submission to result, can take several days so please leave 2 weeks between the request and the date you need to certify the check, just to be sure. The Program Director will be informed if concerns are raised by the background check. Because a problem with a background check could impact your ability to hire a particular individual, you should have HR perform background checks as early as possible, but no more than 90 days before the start date of your program. HR will forward concerns revealed by the background check to the University Title IX Coordinator. FBI/TBI checks are performed by an external service.

Cost: The cost of the background check varies from approximately $25 to $100 or more per check depending on the places the individual has lived.. The checks will be billed to Human Resources, and the cost redistributed to the program.

The Protection of Minors Policy "APPENDIX D" provides details on the background check requirements.

Training and background check certification. Program Directors are responsible for certifying that all training and background check requirements are fulfilled by completing the online form found in the next section. This completed form is due at least 7 days prior to the start date of the program. Information must be submitted via this form to the Office for Risk Management and University Conference Services to register the program.

3: Register the program (only applicable for Program Directors)

The online registration process will ask you for the following information:

  • Name of program, a basic description, start and end dates, approximate number of participants, names of employees
  • The date of your (the program director's) completed background check and date of others within your program requiring a background check. 
  • Verify that you have on file training certificates of the required training for you and everyone else within your program requiring training.

Once the above information is gathered and background checks and training is complete, then complete the webform Registration of Program with Minors to register your program.

This page was updated June 2024.