Policy AD93 - REQUIREMENTS FOR PROSPECTIVE STUDENTS AND/OR MINORS ENROLLED IN UNIVERSITY CLASSES
What clearances are required for paid employees vs. unpaid/volunteer positions?
- Paid Positions: Employees designed as an "Authorized Adult" must obtain a certification to work with minors prior to the first day of work/affiliation with the University. The certification to work with minors includes the following:
-
Pennsylvania State Police Criminal Background Check
-
Pennsylvania Child Abuse History Clearance
-
Federal (FBI) Fingerprint Background Check
-
National Sex Offender Registry (NSOR) Clearance: required for individuals employed/volunteering in childcare centers operated by Penn State.
-
-
Volunteer Positions: University Volunteers designated as an "Authorized Adult" must obtain a certification to work with minors prior to the first day of work/affiliation with the University. The certification to work with minors includes the following:
-
Volunteers residing in PA.
-
Pennsylvania State Police Check
-
Pennsylvania Child Abuse Clearance
-
Federal (FBI) Fingerprint Check - The FBI Clearance is not needed if the prospective volunteer has been a resident of the Commonwealth of Pennsylvania during the entirety of the previous 10-year period; or, if not a resident of the Commonwealth of Pennsylvania during the entirety of the previous 10-year period, has received certification at any time since establishing residency in this Commonwealth and provides a copy of the certification to the person responsible for the selection of volunteers.
-
-
Volunteer residing out of state. Nonresident volunteers are allowed to serve on a provisional basis not to exceed a total of 30 days in a calendar year if the volunteer follows the clearance standards under the law of the jurisdiction where the volunteer is domiciled. The nonresident volunteer must provide the employer, administrator, supervisor, or other person responsible for selection of volunteers with documentation of certifications.
-
If Volunteer is a student at Penn State University. If all of the following apply, an individual shall not be required to obtain the required clearances:
-
The individual is currently enrolled at Penn State University
-
The individual is not a person responsible for the minor's/child's welfare
-
The individual is volunteering for an event that occurs on Penn State University property
-
The event is sponsored by Penn State University
-
The event is not for minors who are in the care of a childcare service
-
-
It is the responsibility of the individual Unit to collect, review and retain volunteer clearances.
-
Does direct contact with a minor include telephone, electronic or social media platforms?
Yes, any form of communication, whether in person or through an electronic device is considered direct contact.
The definition of matriculation may mean different things across various units. Can you clarify?
For the purposes of this policy, full matriculation occurs on the first of May for summer session and the fall semester and the first of December for the spring semester, if the prospective student has accepted their offer of admission.
How should “unexpected” or “unavoidable” one-on-one situations be documented? Where should this documentation be housed and how long does it need to be retained?
The Penn State employee, volunteer and independent contractor who had the one-on-one direct contact would notify their supervisor of the situation and then document the situation and place it in a designated program file. This could include a paper or electronic filing system.
What is required regarding the Guidelines for Student Hosts?
Prior to acting in the role of a student host, the individual assigning the hosts will provide the host with a copy (electronic or paper) of the individual teams’ guidelines for student hosts. The guidelines for student hosts includes best practices including providing adequate supervision at all times, promote a safe environment, do not provide alcohol or illegal drugs, do not attend social functions where alcohol is present, do not exhibit abusive, aggressive, or otherwise inappropriate behavior, and/or take photographs, videos or images of students without consent or without the students knowing that the images are being taken. Additional requirements may be required by individual sponsoring units.
How are appropriate safeguards established for domestic and international travel for matriculated minors?
The Sponsoring Unit, Global Programs, Risk Management, and Youth Program Compliance will discuss these situations on an individual basis to determine if travel is appropriate and, if so, put safeguards in place.
What are some examples of external rules that may be applicable to one-on-one contact guidance?
One example of additional rules that may be applicable are the One-on-One Interactions and Electronic Communications policies that are part of The U.S. Center for Safe Sport’s Minor Athlete Abuse Prevention Policies (MAAPP).