Business Procedures Manual

Essential business procedural components for University System of Georgia institutions.

16.8 Programs Serving Non-Student Minors

16.8.1 Overview

(Last Modified on August 14, 2020)

The USG offer a variety of athletic camps, academic camps, clinics, after-school programs, enrichment classes and other activities which bring non-student minors to USG institutions. These activities are more abundant during the summer when most K-12 schools are not in session. These programs and activities are of great educational value and serve to benefit both the institution and the larger community. These programs and activities provide institutions with the opportunity to challenge, educate and mentor young people and to introduce them to their campus in a positive and meaningful way.


16.8.2 Implementing Procedures

(Last Modified on August 14, 2020)

BOR Policy 6.9 provides the general requirements for properly screening and training employees and volunteers who work in Programs Serving Non-Student Minors. In accordance with this policy, each institution is required to establish procedures to implement the policy requirements. The following USG threshold requirements must be included in each institution’s procedures:

A. Institutional Programming:

  1. Code of Conduct: Each institution must maintain a Code of Conduct for program staff and volunteers that addresses appropriate behavior and prohibited conduct when interacting with minors. This code should include the general prohibition against being alone with minors.
  2. Program Registration: Each institution must maintain a registry of authorized programs.
  3. Program Requirements: Before a program can be authorized, its program sponsors must have properly considered the following:
  • Qualifications of personnel leading and supervising the program;
  • Screening and background checks of staff and volunteers;
  • Supervision ratios;
  • Safety and security planning;
  • Response protocols for injury, illness, participant misconduct, and staff misconduct;
  • Transportation needs, if any;
  • Housing needs, if any;
  • Participation requirement forms; and
  • Licensing requirements of other government agencies.

4. Training: Each institution should maintain a training program that addresses mandatory reporting requirements, responsibilities and expectations, relevant institutional policies, safety and security procedures, and Staff Code of Conduct.

5. Screening & Background Investigations: Institutions must conduct background investigations and appropriate screening of all staff and volunteers working in programs for non-student minors in accordance with the USG Human Resources Administrative Practice Manual (HRAP). Personnel in charge of screening staff and volunteers should be aware of the inherent limitations of background checks and should seek to utilize other screening methods in addition to background checks, when possible, to include written applications, in-person interviews and reference checks.

B. Third-Party Programming -Facility Use Agreements:

Institutions licensing, leasing, or allowing the use of institutional facilities by non-USG entities for programs serving non-student minors must include language in a binding written agreement requiring the non-USG entity to comply with institutional policies on youth safety, background checks, training and minimum insurance requirements. In accordance with Board of Regents Policy 6.14.2, the form used for such agreements must be USG-approved.


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