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Centralize and blend the Miami University Policy concerning Minors on Campus with procedures specific to the operation of Conference Services, including:

  1. Catalog expected activities in which Miami Conference Staff may come into contact with minors in
    the course of their duties;
  2. Communicate the requirements Conference Services staff undergo as part of employment;
  3. Outline all requirements for programs concerning minor safety;
  4. Outline suggested procedures for event safety where minors are involved.

Catalog of Contact with Minors

Situations in which Conference Services employees may come in contact with minors attending programs and activities on Miami’s campus include but are not limited to:

  • Check-in/check-out minor campers whose parents may or may not be present
  • Assist minors locked out of their room due to lost or forgotten access card
  • Meet minor campers to deliver replacement access cards
  • Demonstrate how to use access card or check access card privileges
  • Attend to maintenance issues that require entering a minor camper’s room or residence hall bathroom
  • Attend to issues in the residence hall community spaces with minor campers present
  • Serve as Bell Desk during various camp hours, including overnight duty in residence halls
  • Monitor camp food service in various dining facilities during hours of service

Employment Requirements for Conference Service Staff

Employee Background Check

Miami University requires criminal background checks on all student employees who are designated residential youth camp employees or as a babysitter/caregiver. The list of activities in which Conference Service employees might have interaction with minors is cause to conduct background checks on our employees. As part of the hiring process, student employees will follow procedures outlined by Student Employment to complete the background check. This includes being fingerprinted at the Miami University Police Department.

The results of all background checks will be forwarded to Human Resources, not the hiring department. These records are confidential (not subject to open record requests). If the criminal background check reveals that an individual has been convicted of or plead guilty to a criminal offense, Human Resources will review the record to determine if the employee’s employment must be terminated.

Required Training

In recognition of the importance of protecting Minors, Conference Services requires that all employees be trained regarding policies and issues situational to Conference Services. Trainings shall be completed annually before a Conference Services employee begins working with Minors. Training shall be documented, with the employee signing a statement indicating his/her understanding and receipt of Miami University policies and procedures.

This training shall include:

  • Miami University policies regarding interactions with Minors;
  • Activities during which interaction with Minors will occur;
  • Behavioral expectations with Minors;
  • Conference Service Polices when dealing with Minors;
  • Consequences of conduct violations involving Minors;
  • Emergency situation response;
  • Reporting requirements and procedures.

University Staff Behavioral Expectations with Minors

Adults who are employed by Conference Services should be positive role models for Minors, and act in a caring, honest, respectful and responsible manner that is consistent with the mission and guiding principles of Miami University. Any allegation of inappropriate conduct will result in immediate suspension of employment while investigations are conducted. Violations of these expectations are cause for dismissal.

Adults working in Programs covered by this policy must follow these expectations to avoid behaviors that could cause harm or be misinterpreted.

  • Do not make sexual comments, tell sexual jokes, or share sexually explicit material (or assist in any way to provide access to such material) with Minors.
  • Do not be alone with a single Minor. If one-on-one interaction is required, meet in open, well-illuminated spaces or rooms with windows observable by other adults from the Program, unless the one-on-one interaction is expressly authorized by the Program Director, dean, or department chairperson or is being undertaken by a health care provider.
  • Do not meet with Minors.
  • Do not invite individual Minors to your home.
  • Do not engage or allow Minors to engage you in romantic or sexual conversations, or related matters.
  • Do not engage or communicate with Minors through email, text messages, social networking websites, internet chat rooms, or other forms of social media at any time.
  • Do not touch Minors in a manner that a reasonable person could interpret as inappropriate. Touching should generally only be in the open and in response to the Minor's needs. Any resistance from the Minor should be respected.
  • Do not engage in any abusive conduct of any kind toward or in the presence of, a Minor, including but not limited to verbal abuse, striking, hitting, punching, poking, spanking, or restraining. If restraint is necessary to protect a Minor or other Minors from harm, all incidents must be documented and disclosed immediately to Conference Services management staff. Program organizers will be contacted through Conference Services.
  • Do not use, possess, or be under the influence of alcohol or illegal drugs while on duty. Doing so is grounds for immediate dismissal.
  • When transporting Minors in a Program, more than one adult from the Program must be present in the vehicle, except when multiple Minors will be in the vehicle at all times through the transportation. Avoid using personal vehicles if possible.
  • Possession of or use of any type of weapon or explosive device is prohibited and grounds for immediate dismissal.

Requirements for All Programs

Background Check-Third Party Adults (Chaperones, Counselors, Coaches, Volunteers):

A background check will be required of each adult prior to his or her direct participation with minors in a program or activity registered through Conferences Services. It is the responsibility of the program planner to assure that each participating adult has completed the required background check request form and submitted the Background Certification no later than 10 days prior to the start of the conference, camp or activity. Failure to submit background check certification will result in termination of the Conference Services contract agreement. All adults must be officially registered with Conference Services and duly noted on the roster of the conference, camp, or activity.

Requirement to Report

Programs agree to report to Conference Services any situation, fact, or circumstance, that would reasonably give rise to a suspicion that child abuse, neglect, or endangerment may have occurred, Conference Services shall be reported immediately to Miami’s Office of the General Counsel and the MUPD, the Oxford Police Department, the Butler County Sheriff, or the Butler County Public Children Services Agency (Butler County Public Children Services).

Mixed Age Guest Separation

On some occasions, adult participants (not chaperones, coaches, or volunteers) 18+ years or older may be participating in the same camp/program as Minors. In order to protect minors and provide a safe and welcoming environment, we will ask all participants of mixed-age camps/programs to self-identify their age when they register. Based on this information, 18+ adult guests will be housed in a separate residence hall then, minor guests and potential interaction will be minimized.

Required Supervision and Accessibility to Responsible Adult

It is required that at least one Responsible Adult be on duty and available at all times throughout the program. Contact information for the Responsible Adult, including a cell phone number which will be accessible throughout the program, must be submitted prior to check in for the program. The program’s Responsible Adult will be required to achieve Two Deep Adult Supervision when any minor participant’s issues arise.

Program Policies

During the planning period, each program must submit the following information:

  • Targeted chaperone: minor ratio;
  • A Participant Code of Conduct or established program policies and rules;
  • Communication plan with Responsible Adults during entire length of program;

Two-deep Adult Supervision

No Conference Services employees will be allowed to be in an isolated place with a minor camper or program guest. In the event that a senior staff manager or bell desk staff member is the only one present to attend to a minor guest’s issue, it is required that the Conference Services employee contact the designated Responsible Adult to meet in the lobby of the residence hall building. Both adults must be present when addressing any minor camper’s issue. For example, if a senior staff member receives a call that a 14 year old camper is locked out of his or her residence hall room at midnight, they must contact the camp leader or designated chaperone to meet them in the residence hall lobby. The senior staff member and adult chaperone will both accompany the camper to his or her door to let the camper back in their room. This policy applies to any situation in which a senior staff member or bell desk staff member is working by themselves.

Communication regarding Minors

Information regarding the status of minor campers (names, housing assignments, current location during camp, etc.) is to be communicated to those outside the camp or conference only through the organizer, planner, or supervisor of the camp or conference.

Participant Code of Conduct Required Policies

All Programs shall have in place, and distribute to minor participants, a code of conduct for the Program. All such codes must contain the following provisions:

  • All Program participants and staff must abide by all University regulations.
  • The possession or use of alcohol and other drugs, fireworks, guns, and other weapons is prohibited.
  • The operation of a motor vehicle by minors is prohibited while attending and participating in the
  • Program.
  • The parking of staff and participant vehicles must be in accordance with University parking regulations.
  • Rules and procedures governing when and under what circumstances participants may leave University
  • property during the program.
  • No violence or discrimination (including sexual abuse or harassment) will be tolerated.
  • Hazing of any kind is prohibited. Bullying including verbal, physical, and cyber bullying are prohibited.
  • No theft of property regardless of owner will be tolerated. Property of other participants is not to be
  • used without express permission (access does not constitute permission).
  • No use of tobacco products will be tolerated.
  • Misuse or damage of University property is prohibited. Charges will be assessed against those
  • participants who are responsible for damage or misusing University property.
  • The inappropriate use of cameras, imaging, and digital devices is prohibited including use of such
  • devices in showers, restrooms, or other areas where privacy is expected by participants.

Suggested Camp Policies to Enhance Minor Safety for External Programs

  • Interaction with Minors: We strongly encourage all adults to avoid any situations in which they would be alone with a Minor. If one-on-one interaction is required, it is suggested that adults meet in open, well-illuminated spaces or rooms with windows observable by other adults from the Program.
  • Camp Attendance: It is strongly suggested that attendance be checked at least twice per day and shall have in place a procedure for locating missing participants and notifying law enforcement and parent(s) or legal guardians.
  • Buddy System: This operating system assigns each camper one or more “buddies” for the duration of the program, enhancing safety and continual accountability for all participants.
  • Separate Facility Use Times: In order to avoid minor participants and program adults using the same residence hall bathroom facilities at the same time, it is strongly suggested that camps/programs set separate facility use times to prevent potential one-on-one interaction. For example, minor campers might be scheduled from 9:00 p.m. - 10:00 p.m. and any adult chaperones from 10:15 p.m. - 11:00 p.m.
  • Transportation: It is strongly suggested that minors who drive their personal vehicle to a program be required to turn over vehicle keys to the program for the duration of the program.