The University is committed to protecting the safety and well-being of minors and others who are entrusted to our care, custody and control while on campus, especially those who are particularly vulnerable. All individuals working with minors on university property are expected to hold themselves to the highest standards of conduct when interacting with minors. This statement sets forth the University of Rhode Island’s standards regarding the care, custody and control of minors who participate in events, activities or programs on campus, or off-campus while under the authority, direction or auspices of the University.
Purpose and Scope
The purpose of this policy is to help members of the campus community understand the University’s expectations for these programs and to provide guidelines and best practices to promote the safety and welfare of minors while on campus.
The University expects all members of the community to foster and maintain a safe and secure environment for minors; and adhere to and act in accordance with this policy. Failure to comply with the requirements set forth in this policy may lead to disciplinary action and/or revocation of the opportunity to use the University facilities and/or run University affiliated or sponsored programs.
This policy does not apply to:
- single events on campus that are open to the public;
- private events, campus tours or visits attended by prospective students who are minors and under the supervision of a parent, legal guardian or chaperone; and
- activities or programs that only involve minors who are matriculated university students.
Definitions
Child abuse: Includes any of the following:
- Physical injury or death inflicted by other than accidental means upon a child by another person
- Sexual abuse includes contacts or interactions between a child and another person when the child is being used as an object of sexual gratification, regardless of whether this activity involves explicit force, whether it involves physical contact, whether it is initiated by the child, and whether there is discernible harmful outcome.
- Neglect includes a deficit in meeting a child’s basic needs, including the failure to provide adequate health care, supervision, clothing, nutrition, housing as well as their physical, emotional, social, educational and safety needs.
- Willful harming, injuring or the endangerment of the health of a child
- Unlawful corporal punishment or injury.
Community Members: includes University faculty, staff, students and volunteers; and non-university organizations and entities that operate programs or activities involving minors on campus must also comply with this policy.
Minors: any person under the age of 18.
Program: all programs and activities involving minors sponsored by or affiliated with the University (whether for academic, educational, pre-collegiate, experiential, athletic, artistic, recreational, or other purposes) and non-university organizations and entities that operate programs or activities that are operated either:
- on campus; or
- off campus under the direction and authority of the University;
- run before, during or after business hours, and overnight; and
- run over a period of time or recurring.
Program Staff: administrators, faculty, staff, athletes, undergraduate and graduate students, postdoctoral fellows, researchers, volunteers, alumni, independent contractors, and third-party operators who work directly with, supervise, chaperone, or otherwise oversee minors in Covered Programs. This term does not include temporary program participants (such as guest speakers) who have no direct contact with minors other than short-term activities supervised by Program Staff.
Third Party Programs: a program or activity that involves minors and uses university facilities and is not operated under the direction or authority of the university. Third party programs are not covered under any of the universities insurance policies and must procure their own insurance for the program held on university property.
University Facilities: All buildings, spaces, and properties that are owned, operated, managed, or controlled by the university.
University-Run Programs: programs involving minors (whether for academic, educational, pre-collegiate, experiential, athletic, artistic, recreational, or other purposes) that are operated either (i) on campus or (ii) off campus under the direction and authority of the University students, faculty, staff or volunteers including grant funded programs.
Guidelines and Responsibilities
The following requirements govern participation in programs covered by this policy:
- Register the Program
- University-run Programs: The person in charge of the program or a designee (Program Director) of the program must submit a Program Registration Form on the Risk Management website within 30 days prior to the program commencement. Continuing programs must re-register annually to update information. All reservation requests for use of recreation facilities including use of fields, must also be submitted online through the university recreation department at https://web.uri.edu/campusrec/facilities/reservations/. Additionally, university NCAA employees operating a sports program on or off campus, must also register the sports program in ARMS for NCAA compliance. Furthermore, all youth sports programs must comply with Rhode Island School & Youth Programs Concussion Act (Chapter16-91-3)
- Third Party Programs: Third party programs must execute a program services agreement if the program will make use of university facilities, including but not limited to academic space, athletic facilities, housing accommodations and dining facilities. Such agreements shall also include compliance with these guidelines as a material term of the contract, an indemnification provision in which the University is held harmless for all acts or omissions arising from or related to the Program, including failure to comply with these guidelines. Third party program arrangements are made through the Office of Conference & Special Programs Development at https://web.uri.edu/meeturi-cspd/.
- Transportation of Minors:
- All drivers must be at least 18 years or older and have a valid drivers license in Rhode Island.
- Drivers of 12 passenger or 15 passenger vans must be 25 years or older and must complete the online 15 Passenger Safety Training Video located on the University Risk Management website.
- Although the use of private vehicles for transporting minors should be avoided, when private vehicles must be used, the vehicle must have automobile liability insurance in accordance with RI regulations.
- Minors must never be transported without written permission from a parent/guardian in the form of a release of liability associated with the program.
- Use of golf carts must comply with the University Golf Cart Safety Policy.
Background Checks
All program staff who have direct contact with minors or supervise a program with minors must undergo a nationwide criminal background check before working with minors in a program. Such screening will include, at a minimum, criminal history and sex offender registry searches. It is the responsibility of the director or supervisor of the program to ensure that staff and volunteers have background checks on file. It is recommended that nationwide background checks be updated annually.
- University Run-Programs will have nationwide criminal background checks conducted by the University Human Resources for all non-university employees, to include student and volunteers working in the program. If any criminal history is revealed, the program director will refer the application to Human Resources and Risk Management for evaluation.
- External or Third Party Programs must complete nationwide criminal background checks on their own, at their own expense and will be subject to random compliance inspections by the University Risk Management Department at any time during the operation of the program. In the event a prior criminal history or sexual offense is revealed, the program director will refer the application to the University Risk Management Office for evaluation. The program director will be required to conduct annual criminal background checks on returning adults.
- Self-disclosure. After completion of an initial background check, all program staff are expected to disclose any new arrests or convictions to their program director or supervisor within 48 hours of the occurrence, and to cooperate in providing information necessary to evaluate the circumstances of the arrest and/or conviction.
Training Requirements
In recognition of the importance of protecting minors on campus, adults should be positive role models and act in a caring, honest, respectful and responsible manner that is consistent with the mission and guiding principles of the university. The University requires that all program staff and volunteers working with minors be trained regarding policies and issues relating to interactions with minors. The video training and Expected Behaviors Acknowledgement form must be completed before participating in any program involving minors and should be reviewed as needed or at minimum on an annual basis. Documentation of training completion and acknowledgement forms must be maintained by the program director for three years.
- Training video includes the following topics:
- Boundaries and inappropriate behavior with minors;
- Responsibility for modeling respectful behaviors;
- Behavioral signs that minor victims may exhibit;
- Sexual abuse and sexual harassment;
- Reporting requirements and procedures.
- Watch Training Video
- Expected Behavior Acknowledgement Form
Mandated Reporting
All persons in Rhode Island are required by law (RIGL §40-11-3) to report known or suspected cases of child abuse and/or neglect to the Department of Children, Youth and Families within 24 hours of becoming aware of such abuse/neglect.
Any reasonable cause to believe that a minor participating in a program at the University may be neglected or abused is required to immediately make two reports:
First report: must be placed to the RI Department of Children, Youth and Family Services Child Protection Hotline at 1-(800) RI-CHILD or 1-800-742-4453, caller can remain anonymous or to the University Campus Police at 401-874-2121 or contact local law enforcement if off the Kingston campus.
Second report: to notify the University Risk Management Office at 401-874-2591 or cynthia_stanton@ uri.edu to confirm a First Report was made.
Questions about one’s obligations or what one should do in a situation where child abuse is suspected should be directed to the University Risk Management Office. Any doubt about reporting a case of suspected abuse or neglect should be resolved in favor of making an immediate report. Community members who prefer to report anonymously and in confidence may do so by calling the University Ethics Hotline at 855-236-1845. This includes reports of child pornography and sexual harassment.
Encouragement to Report: Every member of the university community has an obligation to immediately report instances or suspected instances of abuse or inappropriate interactions with minors. This includes information about suspected abuse, neglect, or inadequate care provided by a parent, guardian, or custodian/caretaker. The URI Police Department can assist in determining whether additional reporting may be required. Any reports made in good faith will be protected from criminal and civil liability. Further, it is the policy of the university that no member making a good faith report of suspected abuse or neglect will be retaliated against in the terms and conditions of employment or educational program.
Insurance Requirements
- University-run programs that are registered on the university risk management website are covered under the university’s auto and general liability insurance to include bodily injury, property damage and molestation coverage.
- Third party programs using university facilities are not covered under the university’s insurance policies and must procure insurance at their own cost, to cover the program. Evidence of insurance is required in the form of an insurance certificate and shall include the program name, program dates and shall list the University of Rhode Island, State of Rhode Island and the Rhode Island Council on Postsecondary Education as additional insured’s on the general liability insurance policy.
| Commercial General Liability | Limits |
|---|---|
| Bodily Injury | $1,000,000 each occurrence $2,000,000 annual aggregate |
| Molestation Coverage | $1,000,000 each occurrence |
| Property Damage | $500,000 each occurrence $500,000 annual aggregate |
| Medical Expense | $10,000 |
| Personal and Advertising Injury | $1,000,000 (with Employee Exclusion deleted) |
| Automobile Liability Insurance – Combined Single Limit Bodily Injury Property Damage, and in addition non-owned and/or hired vehicles and equipment | $1,000,000 each occurrence |
| Worker’s Compensation (Coverage A) | Statutory limits |
Violations
Sanctions for violations of this policy will depend on the circumstances and the nature of the violation, but may include the full range of available university sanctions applicable to the individual including suspension, dismissal, termination, and, where appropriate, exclusion from campus. The university may also take necessary interim actions before determining whether a violation has occurred. The university may terminate the program, relationships or take other appropriate actions against non-university entities that violate this policy.