University of Alabama at Birmingham. April 21, For purposes of these procedures, the following definitions apply:

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1 University of Alabama at Birmingham PROCEDURES FOR PROTECTION OF CHILDREN ON UAB PREMISES AND IN UAB- SPONSORED ACTIVITIES April 21, 2014 UAB is committed to maintaining a safe educational and working environment and to protecting children on the UAB campus and in UAB- sponsored activities. Under UAB policy, employees, students, volunteers, and contractors are required to report known or suspected child abuse or neglect. In addition, the following procedures are required for all UAB Programs. They are intended to promote a culture of safety while providing flexibility for success of a wide variety of community outreach programs. DEFINITIONS For purposes of these procedures, the following definitions apply: Program: An activity, event, day camp, overnight camp, academy, seminar, symposium, institute, workshop, club, clinic, or other program which provides services to children in a UAB facility or with UAB sponsorship without parental supervision. UAB- Sponsored Programs Programs offered by a UAB department/unit as a means of recruitment, outreach or education specific to a department/unit mission or operations. UAB is the sole or primary sponsor with ultimate responsibility for operation, participant supervision, and control of the program. UAB- Endorsed Programs Programs actively supported or promoted by a UAB department/unit and sponsored by another entity that provides the primary operational control, participant supervision, and management for the program. These programs have ties to UAB s mission and affiliation with a UAB department or unit, but the university is not necessarily in control of the program, activity, or camp. UAB facility use and services are permitted by contract. Third Party Programs Programs operated by individuals, organizations, or entities external to UAB. UAB leases facilities/premises to the third party and may offer other services for payment, but is not involved n program operations, participant supervision, or management unless otherwise contractually obligated. Child: Any person under the age of 18 not enrolled as a UAB student.

2 GENERAL PRACTICES 1. Child Protection Coordinator Every UAB School/Department/Unit that has Programs or leases facilities/space to a Third Party that provide services to children in a UAB facility or with UAB sponsorship without parental supervision must identify a Child Protection Coordinator, who ensures compliance with UAB policies and procedures and serves as the primary contact for information about the program and its participants, both to the institution and to parents/guardians. The Child Protection Coordinator must be listed on the UAB Programs Involving Children Inventory, maintained by the Director of Business Services, as well as all printed materials relating to the program. S/he will cooperate with any investigation that may arise in relation to the activity. The Child Protection Coordinator is accountable for implementing and documenting compliance with these procedures and any other program- specific procedures to ensure the safety of children. The Child Protection Coordinator must remind employees and inform volunteers and vendors about the standards of behavior set forth in the UAB Enterprise Code of Conduct and the Policy for Protection of Children on UAB Campus and in UAB- sponsored Activities. The Child Protection Coordinator may be required to participate in organizing or training sessions. 2. Background screening Employees Background checks are conducted on all UAB employees working in Programs involving children in accordance with current HR policies and regulatory requirements for various employment categories. [Consideration will be given to conducting criminal background screenings on resident assistants with responsibility for facilities leased for overnight camps involving children.] Volunteers Criminal background checks are recommended for volunteers working with Programs involving children. However, time and resources may limit the feasibility of doing so in certain cases. In the absence of background checks, the Child Protection Coordinator must take reasonable steps, in addition to these required procedures, to mitigate the risks of not doing so. See the section below on additional safeguards for more information. Additionally, all volunteers will be required to respond, through the course of completing required training (see below), to a question related to criminal convictions for child abuse. No one who discloses any such conviction will be allowed to hold roles in which they supervise children in any Program. 3. Training All employees, volunteers, students, contractors and others with responsibility for children participating in a Program must complete a mandatory training course on the protection of children on UAB s campus and in UAB- sponsored activities prior to the program s start. The course includes a short final examination, child protection certification, and either blazer id/password or hardcopy signature.

3 Online Course UAB employees participating in a Program have access to the UAB Faculty and Staff Learning System and must complete the required training course online. Such training is only required once, no matter how many Programs an employee is involved with or how many times an employee participates.* However, continuing or additional training may be required under certain circumstances. In order to verify completion and maintain appropriate documentation, the Child Protection Coordinator can request UAB employees print completion certificates from the electronic system. Otherwise, the Child Protection Coordinator must request access to the UAB Faculty and Staff Learning System that would allow verification that the employee has satisfactorily completed the course, including the examination and attestation. *Any UAB employee who is involved with the a third party/contractor in a volunteer or paid position that is unrelated to and/or outside the scope of his or her employment with the University can provide the completed Certification and Acknowledgment associated with the Child Protection training received as a University employee, but such training must have been completed within the last twelve (12) months. Paper Course All volunteers, students, contractor, contractor s associates, representatives, employees, agents, and/or volunteer employees and volunteers, and any UAB employee without access to the UAB Faculty and Staff Learning System must complete the required training course provided in hardcopy at Due to its manual nature, such training is required once every twelve months. Photocopies of completed training documentation and certification form for each Program in which the completer participates in during that timeframe should be provided to the Child Protection Coordinator and/or Contractor. The Child Protection Coordinator must collect and retain the examination and child protection certification from each individual. The Child Protection Coordinator must present this documentation upon request for monitoring by the Director of Business Services. This documentation may also be subject to auditing and monitoring by other central university offices. Steps for each UAB- Sponsored Program: a. Child protection coordinator creates a list of all adults participating in the Program who will interact with children or who may be likely to interact with children. The list should include full name, address, phone number and . b. Child protection coordinator s all adults on the list to notify of them UAB s Child Protection Policy and required training. The must include instructions for completing the required training based on employment. UAB employees complete training through the UAB Faculty and Staff Learning System and provide a copy of the certificate of completion with examination results to the child protection coordinator no later than the day before the Program begins. Non- UAB employees, volunteers or students must review a pdf document of the training, return a copy of completed examination and signed child protection certification to the child protection coordinator no later than the day before the Program begins. c. Child protection coordinator verifies that all adults on the list have completed the required training and that none of the adults on the list have indicated that they have been convicted of a crime involving children. If any adult on the list has not completed training, the child protection coordinator must prohibit the adult from participating in the Program until training is completed. If any adult on the list returns an assessment result or sign certification indicating

4 s/he has been convicted of a crime involving children, the child protection coordinator must notify the Director of Business Services immediately by (murrays@uab.edu) or phone ( ) and prohibit the adult from participating in the Program. d. On the first day of the Program and throughout, the child protection coordinator must monitor to ensure that the list of adults participating in the Program remains accurate. Any additional adults participating in the Program must be added to the list and their completion of training, the examination and certification verified prior to participation. e. The Child Protection Coordinator provides the list of adults to the Director of Business Services via (murrays@uab.edu) or via fax ( ). Child protection coordinator retains the list and documentation of training completion, examination results and certifications for potential monitoring by the Director of Business Services. The file may also be subject to auditing and monitoring by other central university offices. File must be maintained for at least three (3) years or longer depending on other applicable UAB guidelines/rules regarding contract retention. For more information on record retention guidelines please visit FEB pdf. Steps for each UAB- Endorsed Program: a. Child Protection Coordinator creates a list of all adults participating in the Program who will interact with children or who may be likely to interact with children. The list should include full name, address, phone number and . b. Child Protection Coordinator s all adults on the list to notify of them UAB s Child Protection Policy and required training. The must include instructions for completing the required training based on employment. UAB employees complete training through the UAB Faculty and Staff Learning System and provide a copy of the certificate of completion with examination results to the child protection coordinator no later than the day before the Program begins. Non- UAB employees, volunteers or students must review a pdf document of the training, return a copy of completed examination and signed child protection certification to the child protection coordinator no later than the day before the Program begins. c. Child Protection Coordinator verifies that all adults on the list have completed the required training and that none of the adults on the list have indicated that they have been convicted of a crime involving children. If any adult on the list has not completed training, the child protection coordinator must prohibit the adult from participating in the Program until training is completed. If any adult on the list returns an assessment result or sign certification indicating s/he has been convicted of a crime involving children, the Child Protection Coordinator must notify the Director of Business Services immediately by (murrays@uab.edu) or phone ( ) and prohibit the adult from participating in the Program. d. On the first day of the program and throughout, the Child Protection Coordinator must monitor to ensure that the list of adults participating in the Program remains accurate. Any additional adults participating in the Program must be added to the list and their completion of training, the examination and certification verified prior to participation. e. The Child Protection Coordinator provides the list of adults to the Director of Business Services via (murrays@uab.edu) or via fax ( ). Child Protection Coordinator retains the list and documentation of training completion, examination results and certifications for potential monitoring by the Director of Business Services. The file may also be subject to auditing and monitoring by other central university offices. Records should be maintained for three (3) years after the Program is held. File must be maintained for at least three (3) years or longer depending on other applicable UAB guidelines/rules regarding contract retention. For

5 more information on record retention guidelines please visit FEB pdf. Third Party Programs a. Department facilitating contract identifies Program as one involving children, attaches addendum for routing, review and signature and provides third party/contractor with the name/contact information for their UAB Child Protection Coordinator. b. Third party/contractor creates a list of all adults participating in the program who will interact with children or who are likely to interact with children. The list should include full name, address, phone number and . c. Third party/contractor s all adults on the list to notify them of UAB s Child Protection Policy and the required training. The must include instructions for completing the required training based on employment. Non- UAB employees, volunteers or students must review a pdf document of the training, return a copy of completed examination and signed child protection certification to the child protection coordinator no later than the day before the Program begins. Any UAB employee who is involved with the third party/contractor in a volunteer or paid position that is unrelated to and/or outside the scope of his or her employment with the University can provide the completed certification and acknowledgment associated with the Child Protection training received as a University employee via UAB s Faculty and Staff Learning System, but such training must have been completed within the last twelve (12) months. d. Third party/contractor verifies that all adults on the list have completed the required training and that none of the adults on the list have indicated that they have been convicted of a crime involving children. If any adult on the list has not completed training, the third party/contractor must prohibit the adult from participating in the Program until it is completed. If any adult returns an assessment result indicating s/he has been convicted of a crime involving children, the third party/contractor must notify the department facilitating the contract and UAB Child Protection Coordinator immediately by phone and prohibit the adult from participating in the program. e. On the first day of the Program and throughout, the third party/contractor must monitor to ensure that the list of adults participating in the program remains accurate. Any additional adults participating in the Program must by added to the list and their examination results and signed certification received prior to participation. f. A list (name, address, phone number and ) of all participating adults in the Program and their completed certifications should be provided to the UAB Child Protection Coordinator prior to the start of the Program. Any additions to the list should be provided to the UAB child protection coordinator prior to the adults participation in the Program along with their completed certification. g. Third party/contractor retains the list, documentation of training completion and assessment results for potential monitoring by the Director of Business Services. The file may also be subject to auditing and monitoring by other central university offices. h. UAB Child Protection Coordinator adds the list of adults and certification provided by the third- party/contractor to the contract file. The UAB Child Protection Coordinator sends the list of adults to the Director of Business Services via (murrays@uab.edu) or via fax ( ). File must be maintained for at least three (3) years or longer depending on other applicable UAB guidelines/rules regarding contract retention. For more information on record retention guidelines please visit

6 FEB pdf. 4. Program operations The Child Protection Coordinator must set forth and communicate in writing to all employees, volunteers, students and contactors participating processes for safe and appropriate administration of the UAB program. Based on the scope and nature of the activities, UAB- Sponsored and UAB- Endorsed Programs should implement, at a minimum, the following requirements: a. Parental/guardian consent forms must be distributed, signed, collected, and documented for all participants in Programs at the time of registration and prior to participation. Consent forms should describe of the types of activities involved in participation, the adults in supervisory roles (i.e., whether employees of UAB, volunteers of UAB, employees or volunteers of contractors, etc.), and the UAB commitment to the protection of children. b. The Program s approach to discipline, that is the expectations for behavior of participants and consequences for behaviors inconsistent with those expectations, must be set forth explicitly. Discipline must not include corporal punishment. Moreover, physical force must not be used in any situation other than an emergency to prevent further injury to a participant. c. Programs must have appropriate processes in place to account for all participants at all times. Steps for parental/guardian drop- off and pick- up must be included. Parents/guardians should set forth in writing any individuals other than themselves who are permitted to pick- up their children or, in the case of children of mature age, if their children are permitted to leave unaccompanied by an adult. d. The ratio of supervising adults to children must be based on the specific needs and resources of the Program. Customarily, groups of younger children will have more adult supervision than older children. The number of supervising adults must take into account the need for possible extra personnel in case the adults- to- children ratio is compromised due to an emergency (attending to physical injury, etc.). e. Situations in which there are fewer than two Program adult supervisors with one child must only be in cases of emergency (e.g., a child needing first aid or other medical attention) or only incidental to appropriate program management. Adult supervisors must take all reasonable precautions to avoid privacy with a child. f. Rules for participant access to facilities and equipment must be set forth, based on the location and needs of the Program. In the case of residential camps, rules related to room assignments, curfews/lights out, and handling infractions must be included. g. If children will be transported by vehicle from one location to another, processes for ensuring safety upon departure, en route, and upon arrival (e.g., headcounts, seatbelts, etc.) must be established. For questions about transportation, go to the UAB Vehicle Safety Management Program website.

7 h. Programs must be administered in accordance with all UAB emergency management plans for weather, fire, intruder, etc. Employees, volunteers, contractors, and participants must be instructed on appropriate steps in case of emergency. i. Any hazardous materials must be handled according to all UAB Occupational Health & Safety policies and procedures. If exposure to hazardous materials is required or anticipated for participation in a Program, parental consent forms must explicitly disclose the nature and circumstances under which it will occur. j. Photographs of children may be taken or used, for promotional purposes or otherwise, only with written permission of parents/guardians. Sample release language that may be added to parental consent or registration forms may be obtained from UAB Office of Media Relations. 5. Additional Safeguards Based on the needs and resources of the Program, including lack of time or resource for background screening as described above, processes to eliminate the potential for one- on- one supervision (other than incidental interaction) or other additional safeguards, such as increased UAB Police or official security presence on site, may be required. Such processes must be documented and clearly communicated to all Program personnel. 6. Provisions for Contractors The Child Protection Coordinator must ensure that contracts with third parties for use of UAB facilities or for provision of services on behalf of UAB Programs include the Child Protection Addendum to Contract. The Child Protection Coordinator is accountable for communicating to contractors their responsibilities under the UAB Protection of Children Policy and all associated procedures, including completion and documentation of training. The Child Protection Coordinator will collect and retain records of all signed Child Protection Addenda and certifications. 7. Accountability for Oversight and Monitoring UAB s Office of Business Services is responsible for oversight and monitoring of child protection initiatives and updating policies, procedures, and training, as needed. Questions or concerns about the application of policies and procedures to specific Programs should be brought to the attention of the Director Business Services via (murrays@uab.edu) or by phone ( ) for resolution. The Office of Business Services will convene the Child Protection Committee at least annually to discuss and address issues for recommendation to the Vice President for Financial Affairs and Administration.