Conference Services

Protection of Minors - University and Affiliate Programs Procedure

University staff, faculty, and students coordinating university-sponsored youth camps and programs can follow the steps below to ensure full compliance with univerity policies governing the protection of minors.  Camp and program directors are encouraged to begin this process well in advance of advertising their events and should incorporate these steps into their process for hiring staff or volunteers.

1. Registration

During the registration process (prior to the start of camp), the following information must be collected for each camp participant:

i.   The University Waiver
ii.  Medical Form  with primary physician name and phone, health insurance company and policy/group number, and any medical conditions, allergies (food or other), medications, and special needs
iii.  Emergency contact information (with 2 phone numbers)

The originals of these forms must be submitted to Conference Services within 3 days of the end of your camp . We are required to keep these files for several years, and Conference Services will oversee the archive process for all overnight camps.

2. Mandatory Background Checks

On an annual basis, all Camp Directors, coaches/staff, and employees** (including volunteers), regardless of prior background checks or employment status with IWU, must undergo comprehensive background checks prior to working with or interacting with any minors.

i.    Results of the background check will be reviewed with Human Resources
ii.   Contact Human Resources (Kristi Hammons) to coordinate checks as early as possible
iii.  Checks cost approximately $25 per person and are the financial responsibility of the camp unless otherwise        arranged with Human Resources
iv.  Checks must be completed two weeks prior to the camp start date to give plenty of time for processing.

  If hiring occurs less than a week before the start of camp, documentation for the above must be submitted before the individual can start work.

**Failure to complete the background check prior to camp will result in no participation during the camp.

3. Mandatory Training

It is the responsibility of Camp Directors to ensure and document that all camp employees, excluding current employees of the University, have completed protection of minors training and sign the DCFS Mandatory Reporter Acknowledgement each year.

i.    Turn in the DCFS Mandatory Reporter Acknowledgement form to Human Resources (Kristi Hammons )
ii.   Contact Human Resources (Kristi Hammons) to obtain access to the Protecting Youth Sports training
iii.   You will need to share a list of all employees
iv.  There is no charge to use online modules provided by the University
v.   This must be completed seven days prior to your camp start date

 If hiring occurs less than a week before the start of camp, documentation for the above must be submitted before the individual can start work.

**Failure to complete the mandatory training will result in no participation during the camp.

4. Mandatory Reporting and Incident Reporting Procedures

Each camp employee must sign the DCFS Mandatory Reporter Acknowledgement each year.  Camp Directors must also submit the following forms:

i.  Protection of Minors – Incident Report document for each incident that occurs; Camp Directors must sign and submit an acknowledgment of receipt of this form each year.  Incident Reports are due immediately after an incident occurs and are submitted to the Title IX Coordinator, Cindy Lotz ( clotz@iwu.edu).
ii.  Protection of Minors—Summary Report document ; Camp Directors must complete a report at the end of each camp session and return it 24 hours after the camp has ended, regardless of whether an incident occurred.

 

**Please note, it is the responsibility of the Camp Director to follow all of the above requirements.