Human Resources

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Requirements for Programs with Minors

Covered Program Requirements

University-operated activities and programs in which Minors will be physically present and participating (both on USD property or at off-campus locations) are considered “Covered Programs” and are required to:

  1. Register the program with HR
  2. Complete criminal background checks, and
  3. Complete Child Safety training requirements. 

Covered Programs do not include (1) University undergraduate or graduate academic programs in which the only Minors participating in the programs are students enrolled at the University or another institution of higher education; (2) University events (e.g. fairs, festivals, athletic events, artistic events) that are open to the general public and people of all age groups, but at which children may be present or participate; (3) University events, programs and activities at which children are expected to be accompanied and supervised at all times by their parent(s) or legal guardian(s); or (4) activities or programs in which the only Minors who participate are University employees. 

The following requirements govern participation in Covered Programs:

  • Program Registration:  The University employee responsible for the Covered Program (or designee) shall register the Covered Program with HR through the Program Registration System.  The registration process includes listing all coordinators, employees, and volunteers who will be involved in the program(s).  This system provides a centralized tracking system for background checks and training for the employees and volunteers who work with a covered program.  For more information, visit Program Registration System
  • Criminal Background Checks:  A comprehensive background investigation is an important step in providing a safe, secure and productive work and educational environment for employees, students, visitors, and other members of the university community.  All University employees (without regard to date of hire by the University) who work in a Covered Program, and all volunteers who are expected to work more than eight (8) hours for the Covered Program or who will have unsupervised contact with Minors, are required to submit to a criminal background check and to receive clearance to participate before they may care for, supervise, work with, or otherwise come into contact with Minors who participate in the Covered Program.  Previous employees who are returning to work after a break of one (1) year or more will be subject to another background investigation.  The criminal background check will be administered under the direction of the HR.  For more information, please visit Pre-Employment Background Checks
  • Child Safety Training Requirements: A Covered Program will require all of its employees and volunteers to be trained on appropriate conduct with or around children, protecting children from abuse and neglect, and reporting of known or suspected child abuse or neglect.  The Child Sexual Abuse Prevention Training must be completed before the employee or volunteer may care for, supervise, work with, or otherwise come into contact with Minors who participate in the Covered Program.  The Child Abuse Prevention Training and Guide are intended to provide information about your conduct in order to prevent abuse or unfounded allegations of abuse; define abuse and describe signs to look for; and explain how to respond to abuse or suspicions of abuse.  Training must be completed annually.  For more information, please visit Training.   

Reporting Child Abuse and Neglect:  All University employees and volunteers are required to immediately report any known or suspected child abuse or neglect that occurs on campus, in any off-campus University building or property, or in connection with any Covered Program or any other University-related program or activity.  In addition, all University employees who are mandated reporters under the California Child Abuse and Neglect Reporting Act are required to make reports as required by law.  Failure to comply with this policy may result in corrective action, as appropriate under the circumstances.  For more information, please see the University’s Policy on Reporting Child Abuse and Neglect.

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