This policy applies to all university departments and organizations. Athletic camps, academic camps, licensed childcare facilities, instructional programs, and other organized programs and activities intended for minors are within the scope of this policy, whether they are limited to daily activities, involve the housing of minors in residence halls, or take place off campus as part of a program directed or sponsored by Stanford (“Covered Programs”).
“Minor”: Any person under the age of 18.
“Covered Program”: Any activity directed or sponsored by Stanford and intended for Minors. Covered Programs also include programs and activities intended for Minors that are operated by a third party organization on Stanford’s campus. Covered Programs do not include: single performances or events open to the general public not targeted toward Minors, events or social functions that may be attended by Minors who are accompanied by their parents/guardians, or organized school field trips or tours where Minors are under the supervision of an authorized adult or adults.
“Program Staff”: Administrators, faculty, staff, students, and volunteers who work directly with, supervise, chaperone or otherwise oversee Minors in Covered Programs.
“Live Scan”: The required method of criminal background check for Program Staff working with Minors. This method uses a fingerprinting device and must include results from the California Department of Justice and the Federal Bureau of Investigation. For information on completing a Live Scan background check, contact University Human Resources.
In the event an exception to this policy appears to be necessary, the unique facts of the situation and business necessity should be discussed in advance with University Human Resources. When necessary, cognizant Vice Presidents, Vice Provosts, or university officers will be included in the decision making of proposed exceptions. Exceptions to this policy must be approved by the Vice President for Human Resources.
1. Stanford students who have a Minor relative, friend or other guest stay with them on campus must comply with the Guest Policy in their Residence Agreement. Minor guests must be accompanied in the residence by their host, and must be registered with the Housing Front Desk when required under the Guest Policy.
2. Daycare or babysitting services are not permitted except if provided by one of Stanford’s NAEYC-accredited Early Education and Childcare centers, or by a licensed vendor who complies with all state licensing requirements and is authorized by Stanford to offer the services. In-home childcare arrangements in private residences located on Stanford lands are permitted.
3. Pursuant to other university policies and/or Federal and/or State laws and regulations, Minors should not be present in certain facilities and environments. If a parent or guardian brings their Minor child to work, the parent or guardian is responsible for the Minor’s welfare and must ensure that the Minor child does not visit such restricted locations.
Register the Program
Each Covered Program operated by the university must have an identified Stanford department serving as the Program Sponsor, represented by a Department Chair, Senior Staff, Institute Director, or designee from the sponsoring organization.The Program Sponsor must be one of the following:
For additional information, see the Office of Special Events & Protocol's University Events Policy and the Stanford Event Organizer.
Each Covered Program operated by a third party must be reviewed and approved by the university through a process established by University Human Resources. If the Third Party Program is approved, University Human Resources will serve as its Program Sponsor on behalf of the university.
1. The Program Sponsor must register the program with University Human Resources using the Protection of Minors Management System. The registration form will require Program Sponsors to provide a description, dates, and location of the program, the expected age range and estimated number of Minors.
2. After the program is registered, the Program Sponsor will be required to enter the names and contact information for planned Program Staff into the Protection of Minors Management System sufficiently in advance of the Covered Program start date to allow time for Program Staff to complete Live Scan background checks and training as required by this policy. For Third Party Programs, Program Staff information must be provided to University Human Resources by the third party organization.
3. The Program Sponsor is also responsible for obtaining required medical and emergency contact information and liability waivers from the parent/guardian of each participating Minor before they may participate in a Covered Program. The liability waivers must be submitted into the Protection of Minors Management System. The medical information forms must be maintained securely outside of the Protection of Minors Management System by the Program Sponsor for programs operated by Stanford and by the third party organization for Third Party Programs. Assistance with the registration process is available at: http://protectminors.stanford.edu.
Live Scan Background Check Requirements for Program Staff Working with Minors
In recognition of the imperative of protecting Minors, unless specifically excluded under this policy, all Program Staff must receive training regarding the following prior to the program start date:
Recognizing sexual abuse, child abuse and neglect and obligation and avenues to report suspected incidents
Appropriate ratio of adults to Minors
Appropriate behavior with Minors
Training materials may be obtained from University Human Resources, or at http://protectminors.stanford.edu. If a sponsoring department or organization chooses to design and conduct its own training, the training at a minimum must cover the topics listed above and incorporate the materials provided by University Human Resources. Confirmation of attendance and completion of in-person training must be submitted to University Human Resources.
Staffing needs for Covered Programs may vary depending on the type of program, the activities involved, and requirements imposed by the Program Sponsor. However, all Covered Programs must meet the following minimum staffing ratios:
|Participant Age||Number of Staff||Number of Overnight Participants||Number of Day-Only Participants|
Adults 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 the university. The behavior of all members of the Stanford community is expected to align at all times with Guide Memo 1.1.1: University Code of Conduct. In addition, all members must abide by the university’s Guidelines for Appropriate Behavior with Minors, at http://protectminors.stanford.edu.
"If you see something, say something." Every member of the university community has an obligation to report immediately instances or suspected instances of abuse or inappropriate behavior involving Minors. This includes information about suspected abuse, neglect, or inadequate care provided by any Program Staff. Reports should be made to the Program Sponsor and University Human Resources/Employee & Labor Relations at (650) 721-4272.
Individuals identified as Mandated Reporters are legally obligated to immediately report known or reasonably suspected child abuse or neglect to authorities. A written report must be made to the same authorities within 10 hours. Mandated Reporters making a report in good faith will be protected from criminal and civil liability for making the report. Further, it is the policy of the university that no person making a good faith report of suspected abuse or neglect will be retaliated against in the terms and conditions of employment or educational program. More information about Mandated Reporters may be found at https://hr.stanford.edu/processes/mandated-reporter.