1.8.1 Protection of Minors

Applicability: This policy applies to all university departments and organizations. This includes athletic camps, academic camps, licensed child care facilities, instructional programs, and any other organized activities intended for Minors. This policy applies whether the activities are limited to daytime, involve overnight stays in residence halls, take place online, or occur off-campus under Stanford's direction or sponsorship. 

1. Definitions

• “Minor”: Anyone under the age of 18.
• “Covered Program”: Any activity directed or sponsored by Stanford intended for Minors, whether in-person or online. This also includes programs and activities run by third parties on Stanford’s campus. It does not include public events not specifically for Minors, events attended by Minors with their parents/guardians, or school trips where Minors are supervised by authorized adults.
• “Program Staff”: Administrators, faculty, staff, students, and volunteers who work directly with, supervise, chaperone, or oversee Minors in Covered Programs.
• “Live Scan”: The required method for conducting criminal background checks for Program Staff working with Minors. This involves fingerprinting and must include results from both the California Department of Justice and the Federal Bureau of Investigation. For details on Live Scan background checks, see the Protection of Minors website.

2. Purpose and Scope of Policy

a) Stanford University is dedicated to the safety and welfare of all individuals participating in university-sponsored events. Because Minors are particularly vulnerable, the university implements extra safety measures to protect Minors when participating in Covered Programs.

This policy outlines Program Staff responsibilities and reminds all university community members to immediately report any inappropriate behavior involving Minors. Not complying with these requirements can lead to corrective action, including termination and/or loss of privileges to use Stanford facilities.

b) The policy requirements do not apply to:

• Matriculated Stanford students who are Minors.
• Minors who are employed at Stanford. If a Minor employee will be working in a Covered Program, they must complete a Live Scan background check and required training.
• Minors participating in Institutional Review Board-approved research.
• Patient care-related activities involving Minors at Stanford Hospital or Lucile Packard Children’s Hospital.

c) The background check and training requirements do not apply to events lasting one day or less. These events must be registered with University Human Resources, have sufficient adult supervision, and adhere to Stanford's Guidelines for Appropriate Behavior with Minors. At least one adult Program Staff with a current background check must be present during these events.

d) Requests for exceptions to this policy must be approved by the Vice President for Human Resources or their designee.

3.  Minors Not Participating in University-Sponsored Activities

a) Generally, Stanford is not a suitable place for Minors unless they are participating in an approved program.

1. If Stanford students have a Minor guest staying with them on campus, the Minor must follow the Guest Policy in the Stanford student’s Residence Agreement. Minor guests must be accompanied in the residence by their host and be registered with the Housing Service Center.
2. Daycare or babysitting services are only allowed if provided by a Stanford NAEYC-accredited Early Education and Childcare center or a licensed child care vendor authorized by Stanford. In-home child care in private residences located on Stanford property is permitted.
3. Some areas are restricted for Minors by university policy or law. If a parent or guardian brings a Minor to work, they are responsible for the Minor’s safety and must keep them away from restricted areas.

b) Minors should not be left unsupervised on campus. Anyone bringing Minors to campus must ensure they are appropriately supervised. Some high school-aged programs may allow limited unsupervised time on campus, with parental approval and subject to program rules.

4. Requirements for Sponsoring Covered Programs

a) Register the Program

1. Each Covered Program must have a Stanford department identified as the Program Sponsor, represented by a Department Chair, Senior Staff, or Institute Director. Eligible Program Sponsors include Stanford academic departments, administrative offices, and non-academic departments recognized by the President's Office.
2. Third-party programs must obtain approval through University Human Resources.
3. The Program Sponsor must register the program with University Human Resources using the Protection of Minors Management System (ePOM), providing necessary program details such as description, dates, location, expected age range, and estimated number of Minors. For more information, visit the Protection of Minors website. For third-party programs, once approved, University Human Resources will register the program in ePOM.
4. Once the program is registered, the Program Sponsor must submit planned Program Staff names and contact details in advance to complete necessary background checks and training in time for the program.
5. Program Sponsors must also obtain medical and emergency contact information and liability waivers from each Minor's parent/guardian before participation. Liability waivers are submitted to the Protection of Minors Management System. Medical forms must be kept securely by the Program Sponsor. Medical forms are not necessary for online-only programs. 

b) Live Scan Background Check Requirements 

1. All Program Staff must complete a Live Scan background check before working with Minors, unless exempted under this policy. Third-party programs must ensure their staff have current Live Scan background checks and inform Stanford of any significant criminal records.
2. Guest speakers who participate in a Covered Program for only one day and do not supervise Minors are not required to complete a Live Scan background check. However, they must work under the supervision of Program Staff with current Live Scan background checks.

c) Required Training

1. All Program Staff, unless exempted under this policy, must receive training before the program starts on:
   • Recognizing signs of sexual abuse, child abuse, and neglect, along with reporting obligations.
   • Appropriate ratio of adults to Minors.
   • Appropriate behavior with Minors.
2. Training is available online through University Human Resources. For more information, see the Protection of Minors website.
3. For third-party programs, the organization must ensure all Program Staff receive training on these topics and understand their responsibilities.

5. Minimum Appropriate Staffing Ratio of Adults to Minors

All Covered Programs should, to the greatest extent possible, ensure the presence of two Mandated Reporters when working directly with or supervising Minors. 

All in-person Covered Programs must meet the following minimum staffing ratios of adults to minors. For example, an in-person Covered Program with 6 day-only participants ages 0-5 years must have a minimum of 2 Program Staff. The ratios below do not apply to online-only programs; however, Program Staff must adhere to the university’s Guidelines for Online Minors Programs.

6. Appropriate Behavior with Minors

Adults must be positive role models by acting in a caring, honest, respectful, and responsible way that is consistent with the university’s mission and guiding principles. Behavior expectations are outlined in Guide Memo 1.1.1: University Code of Conduct. In addition, all members must follow the university’s Guidelines for Appropriate Behavior with Minors on the Protection of Minors website.

7. Report Allegations of Inappropriate Behavior

Every member of the university community must report any suspected abuse or inappropriate behavior involving Minors immediately. Reports should go to the Program Sponsor and University Human Resources/Employee & Labor Relations at (650) 721-4272.

Individuals known as Mandated Reporters are required by law to report known or reasonably suspected child abuse or neglect to the authorities immediately. They must also provide a written report to the same authorities within 10 hours. Mandated Reporters making a report in good faith are protected from retaliation and from criminal and civil liability. More information about Mandated Reporters may be found on the HR Systems and Processes website.