University Sponsored Programs

University Sponsored Programs are activities offered by various academic departments, administrative departments or student organizations of the University. This includes but is not limited to workshops, sports camps (including lessons or clinics), academic camps, conferences, fairs, pre-enrollment visits and similar activities. It is the responsibility of the Program Sponsor to ensure the following requirements are met prior to the start of the program.

Program Registration

All programs and activities involving minors covered under the Protection of Minors Policy must be registered with the Office of Human Resources, Office of Public Safety, Office of Risk Management and Title IX. Please register your program or activity involving minors at least 30 business days in advance to provide ample time for the Protection of Minors Advisory Group to assist you in meeting each of the policy requirements.

Background Checks

Background Screenings must be initiated using the steps provided by the University’s Office of Human Resources. Only background checks administered by the University will be acceptable for use. Each program and/or department is responsible for the cost of the background check.

After completion of a background check, all Authorized Adults are expected to disclose any new arrests or convictions to the Office of Human Resources within 72 hours of the occurrence. The Authorized Adult must provide the information necessary to evaluate the circumstances of the arrest and/or conviction.

Background checks must be completed every 24 months if an individual is working in a program covered under this policy. 

Required Training

Authorized Adults must complete the training protocol for programs with minor children every 24 months or more frequently as directed by the University. If there are changes to University policies, Florida state laws, or federal laws within the 24-month period, additional training may be required. Documentation of training completion must be provided to the Office of Risk Management. Authorized Adults must be complete the following:

• Review the University's Protection of Minors Policy and Procedures
• Review the General Protocol for Programs with Minor Children
• Complete the Protecting Children Learning Path
• Complete and submit the Training Acknowledgement Form

Required Participant Forms

The Program Sponsor must collect (a) a signed Informed Consent, Voluntary Waiver, Release of Liability & Assumption of Risks Form and (b) a consent for emergency medical treatment form from the parent or legal guardian of a minor prior to the minor’s participation in a University Sponsored Program. The Program Sponsor must retain the signed forms for four calendar years after the conclusion of the University Sponsored Program. The Program Sponsor is responsible for adding program-specific information, activities and risks into the Informed Consent, Voluntary Waiver, Release of Liability and Assumption of Risks Form template. No other modifications should be made to the forms.

Emergency Procedures

Each Program Sponsor shall

• Establish a procedure for notifying the minor's parent/legal guardian in cases of an emergency, including medical or behavioral problems, natural disasters, or other significant disruptions.
• Familiarize themselves with the Emergency Management Plan(s) for the campus location where the University Sponsored Program will be held. If the program is held at a non-university location, the Program Sponsor shall familiarize themselves with the emergency procedures for that location and will make sure that other Authorized Adults interacting with minor children during the University Sponsored Program are familiar with these procedures as necessary.

Drop-Off and Pick-Up Procedures

Minors shall be checked in at the beginning of each day of the event. Unless prior arrangements have been made, Minors will only be released at the conclusion of each day or at the conclusion of the program to the individual(s) listed on the minor's participation release. Parents and guardians may provide written permission for the release of a minor to another adult or to release a minor, age 13 or older, to leave a program unaccompanied. Proper identification will be required for the release of all minor children.

Images or Recordings of Minors

Photographing or recording minors in person or on a digital platform is prohibited unless a waiver is completed by the minor's parent or legal guardian. Images and recordings shall be stored on University-owned devices, the University shared drive or in the University's One Drive. Images and recordings shall not be stored on personal devices.

Communications with Minors

While a University Sponsored Program is being conducted, Authorized Adults may communicate with Minors by phone, social media, or other electronic means (e.g., e-mails, text messages) only to convey programmatic information, and may not have contact with minors outside of official programmatic activities. If responding to minors via electronic means, two adults must be on the communications. This does not apply to recruitment communications conducted by Enrollment Management, the School of Music or Athletics.

Medical Contacts with Minors During University-Sponsored Programs

Depending upon a review of factors such as University Sponsored Program duration, location and activities, Programs will, if appropriate, develop individualized protocols regarding medical contacts with minors. Such protocols may include medical information to be collected about Minors, administration of medication to Minors and use by minors of health-care-provider-prescribed medical devices to treat emergency or chronic conditions (e.g., "Epi" pens and respiratory-related inhalers).

Camp Accidents or Injuries

Public Safety must be called for all injuries or accidents that occur during a camp. Public Safety will attend to the situation, take necessary action, and document the incident with a report. If the situation is life-threatening, call 9-1-1 first and then call Public Safety. All off-campus injuries and accidents that take place during camp programming must also be reported to Public Safety. All accidents and injuries must also be reported by the Program Director or the supervising program staff member through the Camps and Conferences Report-It Form. 

Disciplining Minors

No authorized adult associated with a University-sponsored program involving minors shall ever use physical punishment to manage a minor's behavior. This prohibition extends to but is not limited to, spanking, slapping, pinching, or hitting.

Minimum Age of Minor Participants

The minimum age of minor participants in university-sponsored programs is age three (3). Additionally, all participants must be toilet trained in order to attend a University Sponsored Program. The minimum age of minor participants in overnight participants is age six (6).