Minors on Campus

Minors on Campus Program Information

UNC Charlotte has adopted policies and procedures to take affirmative steps to safeguard and protect minors from potential abuse while visiting the UNC Charlotte campus, attending University-offered programs and events, or participating in third party programs and activities that utilize campus facilities.

To meet the requirements of the policies and procedures, all adults who will supervise/oversee minors as part of a University-sponsored activity or program must complete the following activities. 

1. Notify the Office of Risk Management and Insurance of your Program/Camp

Program Organizers for University-sponsored programs/camps involving non-student minors (including athletics camps sponsored by UNC Charlotte coaches) must report their program to the Office of Risk Management and Insurance (RMI) using this link at least two weeks prior to the program beginning. Once RMI has reviewed and approved your program, you will receive a shared, program-specific google sheet. You will use this sheet to track which of your program’s Authorized Adults have completed the required activities listed below (see #4 below for more details). 

2. Ensure that Background Checks are Done on All Authorized Adults*

Program Organizers are responsible for ensuring and documenting that all employees/volunteers have undergone and passed a comprehensive criminal background check in accordance with University Policy 101.23. Click HERE to access the background check website (Background Investigation Bureau). Program Organizers should share this link with their employees/volunteers. On this page they will select which program they are a part of and input their information to run the check. RMI will approve/disapprove of individuals to work with minors.

3. Ensure that All Authorized Adults Have Completed Youth Protection Training in Canvas*

The Program Organizer is responsible for ensuring that all Authorized Adults, including employees, volunteers, and the Program Organizer, have completed the Youth Protection Course including the video and passing the quiz with a score of 80% or better.

4. Ensure Background Check and Training Completion

RMI will maintain and update each camp/program-specific Googlesheet to document each Authorized Adult’s completion date for the required activities. It is the Program Organizer’s responsibility to ensure that all Authorized Adults have completed the required activities prior to the start of the program.  

5. Complete the Emergency Plan for Your Program

The Program Organizer for each camp or program involving non-student minors must complete an Emergency Plan for their program. The plan template, which includes instructions on how to complete the plan, is located HERE. Program Organizers are responsible for maintaining a copy of their plan.

6. Obtain All Necessary Signed Forms from Parents/Guardians

Prior to the program beginning, review the list below and obtain the appropriate signed forms from all parents or guardians of program/camp participants. Some commonly used forms include the following. Contact RMI for form templates.
– Accessibility Policy             – Payment Policy            – Open Discussion Policy              – Transportation Policy
– English Proficiency             – Photo Release                – Niner Character Promise           – Sick Child Policy  

(*Both of these activities must be completed within the one-year period prior to program inception)

Important Links

Minors on Campus University Policy 716 (Link)

Minors on Campus Program Reporting Form (Googleform)

Electronic Link for Authorized Adult Personnel Background Checks (Background Investigation Bureau)

UNC Charlotte Minor Program Emergency Plan Template (Googledoc)