Child Protection Policy

Child Protection Policy

Sponsor:

Office of Campus Safety and Security

Contact:

Director of Campus Safety, Security, And Emergency Management

Category:

Collegewide Policies

Number:

100.020

Effective Date:

08/02/2017

Review Date:

08/02/2020

Implementation History:

First draft

Keywords:

Child Protection, Sexual Misconduct, Covered Events

Background Information:

The SUNY Board of Trustees adopted the “Child Protection Policy” (Appendix A), the “Policy” on June 17, 2014. The Child Protection Policy augments the reporting required in the “Mandatory Reporting and Prevention of Child Sexual Abuse” adopted in December of 2012 and reinforces the Board’s commitment to instituting best practices to assist in protecting the safety and well-being of children who participate in College-related programs and activities, whether on or off campus. The SUNY policy requires campuses create procedures to implement the requirements in the policy and provide a mechanism to report and respond to allegations of retaliation.

Purpose

Individuals must conduct themselves appropriately with children who participate in College-related programs and report instances or suspicion of physical or sexual abuse of children. Empire State College is committed to protecting the safety and well-being of children who participate in College-related programs and activities, whether on or off college property, or utilize college facilities for activities including, but not limited to, academic and personal enrichment programs and research studies.

Definitions

College Course- a study offered by the college in any form including guided independent studies and studies listed in the course catalog or learning opportunities inventory.

Covered Activity - Shall have the same meaning as contained in the Policy. In accordance with Section G(2) of the Policy, ESC excepts the following Covered Activities from the prohibition against one-on-one contact with a child: Individual Studies, Study Groups (when other students are absent), activities included in mentoring, tutoring and work study activities.

Residency- intensive seminars where students from across the state meet face to face to investigate subjects in depth in a group setting. These meetings typically take place over a weekend or several days.

Mentor – A faculty member who serves as a student’s personal guide and resource. Mentors provide guidance from orientation through graduation, help students develop a degree program, conduct a review of prior learning and coordinates work with other faculty.

Statements

This policy incorporates and appends the provisions, definitions, and requirements of SUNY Policy #6505 Child Protection Policy.

 

Applicable Legislation and Regulations

Related References, Policies, Procedures, Forms and Appendices

Procedures

1. Responsible University Official:

The Director of Campus Safety and Security is the primary Responsible University Official (RUO) for Empire State College. The Director of Student Services will serve as the deputy RUO. The RUO is responsible for:

i. Reviewing the form titled “Approval for events including children under the age of 17” (Form A) and determining if the event is a Covered Activity or not.

ii. Training all Covered Persons prior to the commencement of a Covered Activity and biennially thereafter.

iii. Obtaining New York Sex Offender Registry and National Sex Offender Public Registry searches for Covered Persons and complete a review of such searches not more than 90 days prior to the commencement of a Covered Activity.

iv. Holding records of all Covered Activities and Covered Persons, including registry searches.

v. Providing all Covered Persons with identification that identifies the individual as having the responsibilities of a Covered Person.

vi. Provide for the prompt investigation and preparation of written findings of reports of sus-pected physical abuse or sexual abuse, and if there is reasonable cause to believe a crime has been committed, coordination with other law enforcement officials.

2. Training:

Training of Covered Persons will be performed via distance education by the RUO on an “as needed” basis. The RUO will track individuals trained, their workplace location and when training renewal is due. Training materials will include the SUNY System-Wide policy training and college specific information.

3. Hosting a Community Event with Children, including community outreach events, workshops, alumni events, art exhibits, other non-credit bearing activities.

Any person hosting, sponsoring, or approving an event where children may be present must follow these procedures:

i. Fill out the attached Form A. The completed form should be submitted to the Secretary of the Vice President of Administration.

ii. For all events occurring on property owned or maintained by the college the Facilities Use Policy and Procedures (Appendix B) applies. This policy states that a facilities use form be filled out and also handed into the Secretary to the Vice President of Administration.

iii. The Secretary to the Vice President of Administration will give Form A to the RUO.

iv. If the RUO determines the event is a Covered Activity sponsored by the college or a college affiliated organization, the RUO will assign a Covered Person to the activity and provide that person with identification, necessary training and a phone number to report immediately any suspected physical abuse or sexual abuse of a child to the proper authority.

v. If the RUO determines the event is a Covered Activity that is sponsored by a third party the Secretary to the Vice President for Administration will provide the third party with a copy of the Revocable Permit- Use of College Facilities for Covered Activities (Appendix C), a copy of the SUNY Empire State College Child Protection Policy and the SUNY Empire State College Mandatory Child Sexual Abuse Reporting and Prevention Policy (Appendix D). The revocable permit should be filled out completely and returned along with the written acknowledgement that both policies have been received and will be adhered to. The acknowledgement form is as an addendum to the revocable permit.

4. Hosting Academic Programs with Children in Attendance

As per the definition of a “Covered Activity”, the SUNY policy does not apply to children enrolled in a college course. However, at Empire State College, students are mentored through independent studies, intimate group studies or residencies where overnight accommodations are provided. All mentors guiding children in a face to face meeting, in an individual study or group study must be trained as a covered person. All residencies that include a required overnight component must be treated as a Covered Activity. Mentors with students under the age of 17 will be notified if they are required to be trained.

i. When the enrollment period for each term has ended, the Director of Compliance will scan registration across the college and notify the RUO if any face to face college courses have children enrolled, including the location and name of the faculty member and the name of the primary mentor.

ii. The RUO will notify the faculty member teaching the course as well as the primary mentor and provide training.

iii. All residency coordinators with a required overnight component must fill out Form A and hand it in to the Secretary to the Vice President of Administration.

5. Retaliation: Any reports of retaliation should be directed to the Chief Diversity Officer for Institutional Equity and Inclusion and Title IX Coordinator phone number (646) 230-1293. F.

Forms

Form A - Approval to host an event with children under the age of 17 (PDF 53kB)

Appendices

Appendix A - SUNY Child Protection Policy #6505

Appendix B - Empire State College Facilities Use Policy and Procedures

Appendix C - Revocable Permit Use of College Facilities for Covered Activities (file 39kB)

Appendix D - SUNY Empire State College Mandatory Child Sexual Abuse Reporting and Prevention Policy

Exhibit A- Standard Contract Clauses State University of New York (file 74kB)

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