Minors Policy Toolkit

>> Print a .pdf version of the entire Minors Policy Toolkit

Sponsoring or hosting a program or event that involves children requires a great degree of planning and preparation.  This Toolkit is meant to assist University constituents in complying with the University of Dayton’s “Children on Campus and Working with Minors Policy,” also known as simply the “Minors Policy.”  The Toolkit includes a variety of tools and resources to help you:  (1) understand what is required of you and your staff under the University’s Minors Policy; (2) plan and carry out your program in a way that complies with the Policy; and (3) ensure a safe and fun program for you, your staff and the children participating in the program.  

Be sure to print a copy of the Checklist (the first item included in this Toolkit) to make sure you have completed all necessary steps prior to your program’s start date.  This Checklist is particularly useful if you are planning a minors event on campus.

The Toolkit contains the items listed below; click on each hyperlink to open the relevant document or page:

  1. Program Coordinators’ Checklist -- a useful set of considerations, particularly if you’re planning an event on campus
  2. Sample “program information” document (note that it’s about a fictional event!) -- this is an example document for conveying basic information (e.g., program title, types of activities involved, dates, locations, whether overnight stay involved, emergency contact person, etc.)
  3. Sample “Registration Form” for a program with a fee (this is provided as a Word® document; be sure to replace anything that's highlighted in yellow with specific information about your event) – this form can be used to gather participant info, parent/guardian info, emergency contact information, authorized people to pick up child, medical information, and consent/release
  4. Sample “Registration Form” for a free program (this is provided as a Word® document; be sure to replace anything that's highlighted in yellow with specific information about your event) – same as #3, except for an event that has no charge for participation 
  5. Sample “Medication Administration Authorization Form” (this is provided as a Word® document) – for use if medicine needs to be given to child while at event or during program (if you wish to offer to program participants that medication can be administered)
  6. Sample "Transportation Authorization Form" (this is provided as a Word® document) – to use if the program/event will provide transportation to minors.  Note:  Those providing transportation would also need to be qualified to drive for the University.
  7. Sample participant/attendance spreadsheet for the event (this is provided as an Excel® file; be sure to replace anything that's highlighted in yellow with specific information about your event) – this is meant to help you consider how to track participants, guardian/parent info, authorized pick-ups, etc.
  8. Information page about Minors Policy Training which explain ways to meet the training requirement; plus it has a link to the Minors Policy Training Video; and it lists ways that individuals who take the training can “record” they took it (via submitting info through the web, printing a certificate, etc.; see also Confirm Completion of Training link)
  9. Sample attendance sheet if Minors Policy Training Video watched in group session (this is provided as a Word® document; please sure to date it if you use it)
  10. Information page about Background Checks -- useful information explaining to individuals what is involved in obtaining a background check (for any adult involved in the overnight component of a minors program/event
  11. Sample memo to Office of Public Safety to use to provide names of individuals needing a background check (specifically, to be sent to Randy Groesbeck at rgroesbeck1@udayton.edu) 
  12. Sample spreadsheet for tracking the authorized adults (an Excel® file; be sure to replace anything that's highlighted in yellow with specific information about your event) – a means to help track who's been trained on the Minors Policy, who's received a background check, etc.
  13. Sample Third-Party Verification Regarding Background Checks (provided as a Word® document; click here for a “fillable” .pdf) – for use if a third-party entity has a background check protocol that satisfies University standards
  14. Sample Individual Verification Regarding Background Check (provided as a Word® document; click here for a “fillable” .pdf) – for use if the individual wishing to be authorized to be part of the overnight-stay component has undergone (and can document) a recent, successful background check that satisfies the University’s requirements
  15. Sample Third-Party Verification Regarding Minors Training (provided as a Word® document; click here for a “fillable” .pdf) – for use if a third-party entity has training on working with minors that is comparable to the University's training; note that the Office of Legal Affairs must determine that such training was adequate
  16. Sample Individual Verification Regarding Minors Training (provided as a Word® document; click here for a “fillable” .pdf) – for use if the individual wishing to become “authorized adult” has been trained elsewhere on working with minors; note that the Office of Legal Affairs must determine that such training was adequate
  17. Copy of the University’s Student Code of Conduct (excerpted from the 2014-15 Student Handbook), which sets forth the standards of behavior for high-school age children to follow when visiting campus
  18. Minors Policy Frequently Asked Questions
  19. The Minors Policy Itself  (aka, “Children on Campus and Working with Minors Policy”)