Protecting Minors on Campus Training

Report
The University of Montana
Target Audience:
This training is provided for UM employees and volunteers who work in
programs, campus or conference activities that engage minors under the age of
18 years.
Purpose:
UM is committed to creating a safe and secure environment for minors engaged
in UM sponsored youth programs or events on our campus and providing them
with the best possible experience when visiting our campus. To maintain such
an environment and to fulfill our obligations as mandated by law, this training is
provided to guide and equip all administrators, faculty, staff, students, volunteers
and others working with minors the knowledge to:
 Employ strategies to plan your event and provide a safe environment for youth
 Recognize the different types and signs of child abuse
 Properly respond to incidents involving youth and/or report known or
suspected child abuse
The following will provide
a framework you can use
when planning or
preparing to engage in
program activities
involving youth.
You will gain an
understanding of key
strategies to maintain a
safe environment for
those who work and
participate in programs
that involve youth.
One of the most important tools to help you protect youth
participants and staff during program activities is to have an
adequate plan in place. During your planning phase consider:
 Screening
 Risk
Assessments
 Training
 Policies and Procedures
 Conduct Requirements

The appropriate level of Background Checks must be
completed PRIOR to beginning to work with minors.

Program Directors/Leaders are responsible for tracking timely
completion of background checks and screenings.
When planning your program activities proactively identify
potential hazards and risks. Take time to assess and mitigate
all possible risks to youth participants and staff. Some of
these areas may include, but are not limited to:
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The nature of the activities
Schedules
Age of participants
Any hazard that can cause an injury, illness, death, or loss
Locations
Applicable insurance coverage requirements
Participant/Staff Ratios
ADA compliance
Think About…
What If’s
Think about a variety
of “what if” scenarios
To get a credible
Measure of how
Severe a risk could
become.
Estimate
Estimate the
probability and
severity of each
potential risk. Think
in terms of worst-case
possibilities.
Determine whether adequate
insurance is in place for the scope of
identified program activities.
Strategize
Implement specific
strategies and tools
that reduce or
eliminate risks and
share them with all
program staff.
Review
Supervise and review.
Make sure everyone
understands their role
and the plan. Review
the plan periodically
to determine if any
changes are needed.
Consider the use of
acknowledgements of risk. Seek
assistance from Legal Counsel’s
Office and Risk Management if
needed.
For safety procedures to be effective, staff and
volunteers must know how to put them to use.
In addition to completing this training, program
staff and volunteers should be trained in applicable
laws and regulations, as well as, program policies,
procedures and protocols BEFORE the program
event begins.
A culture of safety can help prevent many injuries and lessen the severity of those you
can’t avoid. Clear and easily understandable polices and procedures that promote a
positive, safe, inclusive and welcoming environment should be developed and made
available to program staff. Programs should collect signed acknowledgments of
understanding of policies from all staff and volunteers prior to beginning program
operations.
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Roles and Responsibilities
Privacy Policies
Incident and Accident Reporting
Medications storage and disbursement
procedures
Emergency & Evacuation Procedures
Missing person Procedures
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Clustering of Activities by age group /
gender
Transportation of participants (if
applicable)
Security
Check in / out procedures
ADA Compliance
Equal opportunity policies & practices
Program Staff should Know, Follow and Enforce all program policies
In addition to policies, program leaders should develop written conduct requirements
outlining what behaviors are acceptable and unacceptable. Conduct requirements should
be clear, concise and outline expectations, rules and disciplinary measures if requirements
are not followed. At a minimum conduct requirements should include, but not be limited to:
•
•
•
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Possession / Use of alcohol, tobacco, drugs
Weapons
Bulling
Hazing
Conduct requirements should be available to
all staff/volunteers, as well as, program
participants and parent/legal guardians.
Program staff/volunteers and participants
must agree to abide by the established
conduct requirements prior to commencing
their involvement in program activities.
•
•
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Inappropriate use of imaging devices
Harmful behaviors
Dress code
Appeals Policy
Establish detailed disciplinary procedures for
handling violation of conduct requirements, as
well as, appeals procedures that at minimum
describe rules of appeal, review process,
timeline, and notification procedures.
This section provides you with recommended
Best Practices and Strategies to prevent child
abuse and neglect.
The recommendations outline in this section are
primarily for the protection of participants;
however, they also serve to protect the program
staff and volunteers from false accusations of
child abuse.
A) SUPERVISION & RATIOS
Program leaders should make certain that activities are coordinated in a way
that will ensure that appropriate staff-to-participants ratios are in place at all
times.
It is important to understand that appropriate staff-to-participant ratios are
dependent on several factors. At a minimum consider the following:
The number
and age of
participants
The risk of
activities
involved
The location of
activities and the type
of housing
(if applicable)
The age and
experience of the
counselors and staff
Program leaders should make certain that activities are coordinated in a way
that will ensure that appropriate staff-to-participant ratios are in place at all
times.
Listed below are staff-to-participant ratios recommended by the American Camp
Association.
Ages
Day Camps
Overnight
Camps
4-6
1:6
1:5
6-8
1:8
1:6
9-14
1:10
1:8
15-17
1:12
1:10
BE AWARE
SCAN
ADJUST
MONITOR
Be aware of the environment and event participants and adjust
supervision accordingly.
Frequently scan the area, take count of youth, ensure areas
not visible are supervised by another staff member.
Make sure you adjust supervision for different ages and
abilities, activities, and environments. Events involving more
risk or younger children require more supervision. When
supervision is adjusted, staff must be aware of participants
location at all times.
Monitor your own behavior, as well as, the behavior of other
staff and volunteers. It is important that everyone take
responsibility for monitoring program activities, reporting
issues, working on correcting safety concerns, and intervening
if the need arises.
ONE-ON-ONE
INTERACTIONS
TWO-DEEP
LEADERSHIP
IN VIEW OF OTHERS
Program staff should avoid private one-on-one
interactions with youth.
Have another adult observer present during all
interactions with youth participants (including
when transportation is needed).
In situations that require personal conferences,
the meeting is to be conducted in view of other
adults and campers. If a camper approaches you
when you are alone, move quickly to an area
where there are others or ask the camper to meet
you somewhere else (in a public area) in a few
minutes.
REMEMBER…
Two adult employees
or one employee and
a parent of a
participant, or other
adult, one of whom is
21 years of age or
older, should be
required during all
event activities.
The event director is
responsible for
ensuring that
sufficient leadership
is provided for all
participant
activities.
Appropriate adult
leadership must be
present for all
overnight activities;
coed overnight
activities-even those
including parent and
youth-require male
and female adult
leaders, one of
whom is 21 years of
age or older.
If you are hosting an overnight event,
accommodations for adults and participants.
require
separate
Youth are not to be permitted to sleep in the room of an adult other
than his or her own parent or guardian.
If possible, programs should have separate shower and bathroom
facilities for males and females. If separate facilities are not
available schedule separate times for male and female use. Likewise,
youth and adults must shower at different times.
For co-ed overnight, at least one adult of each sex needs to be in
attendance. Adequate supervisory ratios must be in place at all
times.
RESPECT
PRIVACY
USE OF DIGITAL
DEVICES
POLICIES
PHOTOS/VIDEOS
/AUDIO RECORDINGS
Adults must respect the privacy of participants in situations such as
changing clothes, taking showers, and other areas where privacy is
expected, intruding only to the extent that health and safety require.
Adults must protect their own privacy in similar situations.
While most participants and leaders use cameras and other imaging
devices responsibly, it has become very easy to invade the privacy of
individuals. It is inappropriate to use any device capable of recording
or transmitting visual images in shower houses, restrooms, or other
areas where privacy is expected by participants.
Be aware of and follow established privacy policies. Participants
information must be handled in a secure and confidential manner.
The amended Children’s Online Privacy Protection Act (COPPA)
considers photos, videos and audio recordings that contain a child’s
image or voice to be personal information. Please obtain written
consent prior to the collection or use of photos.
BULLYING/HAZING
CONTROL ACCESS TO YOUTH
Bullying or Hazing of any kind is strictly
Prohibited. Program staff and participants are
expected to conduct themselves in a manner that
respects the rights of others including staff, faculty,
participants and the general public
Limit contact between youth participants and
individuals not associated with the program.
Monitor the comings and goings of all youth and
adults who enter and leave the facility.
Be
particularly alert to opportunities that are
presented when activities occur in public spaces.
Have procedures for signing in and out.
APPROPRIATE ATTIRE
Be aware of the dress code for your program.
Ensure that all participants and staff/volunteers
have appropriate attire and safety equipment for all
program activities.
RELEASING CAMPERS
Adequate security protocols should be in place.
Program participants should only be released to
their parent or legal guardian or someone
authorized by them, as indicated in writing.
If your event involves the transportation of youth participants, all applicable laws must be
observed at all times. Consider the following:
RULES – Establish rules for transportation.

Authorized Drivers

Authorized Vehicles
PARENTAL/GUARDIAN CONSENT - Obtain written consent from parents/guardians so as to
permit program participants to partake in any trips associated with the event.
ADEQUATE RATIOS – Remember to maintain appropriate staff-to-participant ratios during
travel time. Observe the two deep leadership rule.
VEHICLE SAFETY – Inspect vehicles to ensure they are capable of safely completing the trip
and to provide the highest levels of safety.
INSURANCE - Make sure evidence of proper insurance is obtained.
LAWS - Observe current Child Passenger Safety Laws and Highway Safety Laws.
ALTERNATIVE PLAN - Have an alternative method of transportation in case of emergency.
Out-of-program Communication
Contact between employees/volunteers
and youth participants should be limited to
sanctioned activities and programs and/or
certain locations, such as activities
within your organizations building.
This includes contact via social media,
telephone, and meetings outside of
scheduled activities and official
program communication.
ONLINE
COMMUNICATION
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To help ensure that all online communication between program
staff and participants remains positive and safe these channels
must be public.
The “two deep” leadership approach used during in person
program activities also applies to online interaction. Avoid
private messages and one-on-one direct online contact
including, but not limited to, text messages, e-mail, social media
websites (e.g. Facebook, Twitter, etc.) chats, instant
messaging (Google Messenger, AIM, etc.), or other similar
messaging features.
All communication between adults and youth should take place
in a public forum (e.g. the Facebook wall), or at a bare
minimum, electronic communication between adults and youth
should always include one or more authorized adults openly
“copied” (included) on the message or message thread.
The following slides outline scenarios that could very well take place during a
youth program. After reading the scenarios, take a moment to reflect on the
situations and then answer the corresponding questions.
John (an 18 year old program staff member) takes
Bill (a 17 year old program participant) on a walk
alone during the program. Since John had a cell
phone and could be reached at any time, he did
not ask another program staff/volunteer to join
them for the walk.
Do you consider this scenario acceptable?
If you did not consider the scenario outlines in the previous slide to
be acceptable, you are Correct.
This situation is NOT considered acceptable.
Program staff/volunteers must avoid private one-on-one
interactions with youth and should have another adult observer
present during all interactions with youth participants
(including when transportation is needed).
Also, contact between employees/volunteers and youth
participants should be limited to sanctioned activities and
programs and/or to certain locations, such as activities within
your organization’s building.
Jill is a volunteer for a mentoring program for high school students. During a regular
scheduled program session, Jill was approached by Dan (a 17 year old program
participant) who requested to speak with her about a private matter.
Jill asked Dan to meet her at a work station that was away from others but that was
still in an open area that was observable by other volunteers and participants.
Do you consider this
scenario acceptable?
If you considered the scenario outlined in the previous slide to be acceptable,
you are CORRECT.
One-on one interactions with youth should be avoided. In
situations that require personal conferences, the meeting
is to be conducted in view of other adults and campers
(the meeting should be observable and interruptible).
If a participant approaches you when you are alone, move
quickly to an area where there are others or ask the
camper to meet you somewhere else (in a public area) in a
few minutes.
Jeff is a 19 year old student who is a volunteer at a summer day camp. He recently learned
that a long-time family friend’s 16 year old daughter (Betty) was attending the camp. On the
first day of camp, Jeff told Betty to let him know if she needs anything and he provided her
with his personal phone number and e-mail address.
Betty began texting Jeff regarding non-program
related topics, such as an upcoming family
gathering and how she is looking forward to her
senior year of High School. Jeff and Betty begin
to interact in one-on-one conversations like this
on a frequent basis.
Do you consider this
scenario acceptable?
If you did not consider the scenario outline in the previous slide to be acceptable, you are
Correct.
This situation is NOT considered acceptable
Limit your contact
with minors to
professional
interactions.
The “two deep” leadership approach used during in
person program activities also applies to online
interaction. Avoid private messages and one-on-one
direct online contact including, but not limited to, text
messages, e-mail, social media websites (e.g. Google
Messenger, AIM, etc.), or other similar messaging features.
All communications between adults and youth should
take place in a public forum (e.g. Facebook wall), or at a
bare minimum, electronic communication between
adults and youth should always include one or more
authorized adults openly “copied” (included) on the
message or message thread.
The first step in helping abused or neglected youth is learning to recognize the signs of
child abuse and neglect.
During this section you will become familiar with
the different types of child abuse and some of the
common warning signs of child abuse or neglect.
Remember to Stay Vigilant
Child Abuse may take several
Forms, including:
Physical
Emotional
Sexual
Neglect
National Child Abuse Statistics, Childhelp,
http://www.childhelp.org/pages/statistics#5
DEFINITIONS
CHILD OR YOUTH
Any person under 18 yeas of age.
§41-3-102, MCA
ABUSE or NEGLECT means:
i.
ii.
iii.
actual physical or psychological harm to a child; includes actual physical or psychological harm to a child or
substantial risk of physical or psychological harm to a child by the acts or omissions of a person responsible for
the child’s welfare;
Substantial risk of physical or psychological harm to a child; or
Abandonment. §41-3-102, MCA
HARM
“Harm” to a child’s health or welfare can occur when any person responsible for the child’s welfare:
a)Inflicts or allows to be inflicted upon the child physical or psychological abuse or neglect;
b) commits or allows sexual abuse or exploitation of the child;
c) causes malnutrition or a failure to thrive or otherwise fails to supply the child with adequate food, clothing,
shelter, education or adequate health care, though financially able to do so
d) exposes or allows the child to be exposed to unreasonable risk to child health or welfare by failing to intervene or
eliminate the risk; or
e) abandons the child §41-3-102, MCA
Child Molestation is a type of child abuse. Abuse more broadly covers impairment of a
child’s physical or mental welfare. Child neglect is the passive failure to nurture a child,
such as through inadequate supervision. While child molestation typically occurs in family
settings, it also arises in youth serving programs. Some molestation is perpetrated by
children on other children rather than adults. Whether adult or child, a molester may target
victims from underprivileged circumstances or who have mental impairments.
Who is a “typical” child molester?
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Most pedophiles are not strangers, rather they are known to, and liked by, their victims.
Can be a man or woman, married or single.
Can b a child, adolescent, or adult
Can be of any race, religious belief, and have any sexual preference
Can be a teacher, tutor, camp counselor, parent, stepparent, relative, family friend,
clergy, babysitter (anyone who comes in contact with children).
Can appear charming, trustworthy, and generous
Three conditions that encourage child molestation:

Access to children
College Campuses offer many opportunities for adults to interact with minors in the many youth serving
programs and summer camps that are provided for the community youth. Remember there may be a few
of those adults who have ill willed motives.

Privacy
The molester seeks opportunities to be alone with a child. Eliminate the opportunity for
any one-on-one situations.

Control
Child molesters are master manipulators, both with children and adults. They
systematically engage in a “grooming” process to gain trust, establish secrecy, and
testing the child’s reaction to increasing physical contact. The molester may make
threats to the child against the child’s family members or pets. They may ‘groom’ adults
to overlook or excuse their inappropriate behavior when crossing boundaries.
Often times a youth may not report abuse; therefore, it is vital that you are aware of the common signs of
child abuse or neglect. While there is no single set of behaviors that is characteristic of children who have
been abused and/or neglected, the U.S. Department of Health and Human Services has documented
several emotional and psychological effects that are commonly associated with children who have been
victimized. Listed are signs that may suddenly appear in victims of child abuse.
Low Self-esteem
Eating disorders
Depression and anxiety
Poor peer relations
Post-traumatic stress disorder (PTSD)
Self-injurious behaviors (e.g., suicide attempts)
Attachment difficulties
Lower academic achievement
Attention Disorders
Bruises in areas not usually bruised in
normal childhood activities
Please Note: The presence of a single sign is not proof that a youth has been abused, but a closer
look at the situation may be warranted when these signs appear repeatedly or in combination.
This section will briefly review
some of the laws to consider
when working with minors.
Note: Programs are
responsible for becoming
familiar with and following all
applicable Federal and State
laws.
Mandatory Reporters:(MCA §41-3-201) health care providers,
clergy, school teachers and officials, social workers, foster care and residential
providers, peace officers, guardian ad litem, court appointed advocates.
Permissible Reporting:
Even if you are not a mandatory reporter,
you may report suspected child abuse and neglect to the DPHHS, Child and Protective
Services Division.
University Policy
 University policy (No. 401.2) requires criminal background investigations
prior to employing permanent staff members, contract administrators,
contract professionals, all faculty members, individuals on Letters of
Appointment, and designated temporary staff members.
Permissible background checks (Best Practices)
 Employment reference checks and application questions

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Background checks may be requested from Montana DPHHS, Child & Family
Services Division.
Instructions about how to request the background checks are located at:
http://www.dphhs.mt.gov/cfsd/backgroundchecks.shtml
Montana Department of Justice Sexual Violent Offender Registry
https://app.doj.mt.gov/apps/svow/
Children’s information must be handled with extreme care at all times.
Programs must establish and maintain reasonable procedures to protect the confidentiality,
security, and integrity of personal information collected from children.
Programs collecting information related to children 13 and under must comply with the
Children’s Online Privacy Protection Act (COPPA).
The primary goal of the Children’s Online Privacy Protection Act (COPPA) is to give
parents/guardians control over what information is collected from their children online and
how such information may be used.
Please Note: Never provide personally identifiable information through the University of
Montana websites without an approved written consent from a parent or guardian.
Programs should have clear guidance on what to do when an incident involving the
safety of minors arises.
Develop clear procedures and step-by-step guidance to encourage a prompt response to
concerns about a youth participant’s safety or welfare. Explain and distribute procedures to
all staff, volunteers, and other individuals working directly with youth.
Create a process for documenting incidents and/or concerns, and storing these securely, so
that confidential information remains private.
Create a process for informing appropriate University officials about incidents.
Make sure that emergency and parental contact information is readily available to supervisors
at all times.
In the event of an emergency or if you see a crime in progress on
campus, immediately contact UMPD at 406-243-4000; off campus
report to local law enforcement.
If you are a mandatory reporter and have reason to believe that a
child is a victim of abuse, report it immediately to the Department of
Public Health and Human Services. One of the four methods below
can be used to report to MT DPHHS.
Telephone: 1-(866) 820-5437
Regional office: 1-(406)523-4100
Fax: 1-(406)523-4150
On-line: www.dphhs.mt.gov
If youth inform you of abuse or you suspect child abuse:
Do
o Believe the youth
o Provide a safe environment
o Tell the youth participant it was
not his/her fault
o Listen carefully
o Document the exact quotes
o Be supportive, not judgmental
o Know your limits
o Tell the truth and make no
promises
o Report the abuse to the Montana
Department of Health and Human
Services
Do Not
o Investigate to determine
if the reported abuse is true
o Ask leading questions
(e.g., “That man touched you,
didn’t he?”)
o Make promises
o Notify the accused individual
While at the program, a youth participant informs
you that she “thinks” one of her roommates was
physically abused by someone during the
program.
She did not have any additional information and
indicated that she was not “entirely sure” that
anything harmful happened.
Since you cannot confirm the report of the abuse
is true and you do not have complete information,
should you wait until you have enough
evidence or information?
If you answered “NO” to the question in the previous slide, you are
CORRECT.
If someone reports a case of known or suspected child abuse to
you, TAKE IMMEDIATE ACTION.
Remove child from immediate harm and report the incident even
if you cannot confirm the report of abuse is true or even if all of
the requested information is not available at the time of the
report.
Thank you for participating in this very important training. The University of
Montana is committed to creating a safe and secure environment for all minors
engaged in any UM and UM-Affiliated youth programs or events. We hope this
course has provided you with the necessary information to carry out this
commitment on behalf of the institution, including:

Strategies for providing a safe environment for youth

Recognizing different types and signs of child abuse

Properly responding to incidents involving youth and/or reporting known or
suspected child abuse

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