Registration

In order for a University program or activity to be permitted to serve minors or for any outside third-party individual or organization to conduct a program that includes minors on University property (“Covered Programs”), the programs must be registered and approved by the University’s Coordinator for the Protection of Minors.

The Program Director must attest that all the requirements of the Protection of Minors on Campus Policy have been met in advance of the proposed program’s initiation and will be continuously maintained during the programs operation. For recurring Covered Programs, approval and registration must be renewed at least annually utilizing the registration process. The Program Director of any Covered Program must complete the registration process at least 10 days prior to the start date of the program.

Covered Programs include both daytime and overnight/residential activities such as athletic camps, science camps, academic camps, enrichment programs, and similar activities intended for the benefit of minors.  Some Covered Programs may be excluded from the registration process. Contact Protection of Minors on Campus to determine if your program is exempt.

Every proposed Covered Program must have a University sponsoring unit (department or program) and must have the approval of the head of that sponsoring unit.  A sponsoring unit may choose to designate a staff person (or Departmental Booking Agent in Athletics) to coordinate the registration, compliance, and approval process.

Program Staff Background Checks

A background check must be completed each year for all individuals 18 years of age or older who work with, instruct, or otherwise come into direct contact with minors in a Covered Program (“Program Staff”), even if these individuals are volunteers. This requirement applies to all University faculty, staff, students, or volunteers who will serve as Program Staff who directly support a Covered Program, as well as individuals employed by, contracted by, or volunteering for external entities operating a Covered Program. These checks must be completed prior to a Program Staff member having any contact with minors as part of the program. A background check completed within the 12 months prior to the start of the program will satisfy this requirement.

Refer to the Policy for specific requirements.

Registration Requirements

The following information will be required in order to register your program.

• Program Information
• Staff
  • Names
  • Date of background check
  • Date of training
  • Date of notice of disclosure (when applicable)
  • Date of sex offender register check (when applicable)
• Minor Participants
  • Names
  • Date of birth
  • Physical address (no P.O. Boxes)
  • Parents’ names
  • Emergency contact numbers

Approval Process

The Protection of Minors Coordinator will inform the Program Director and sponsoring unit head (or Departmental Booking Agent in the Department of Athletics) of whether the proposed program is approved.

Notification of approved requests may be sent to relevant University departments including, for example: Carolina Union, UNC Police, Transportation and Parking, Housing and Residential Education, Risk Management, and Campus Dining Services.

Oversight

Day-to-day program oversight is provided by the Protection of Minors on Campus Coordinator at UNC. Oversight includes:

• Approval of Covered Programs
• Policy Compliance*