Protecting Minors on Campus - Policy & Program Registration

Guidelines and policies designed to provide a safe environment for minors when on the Lawrence University campus, or while participating in university-sponsored activities off campus.

LU Policy on the Protection of Minors on Campus 020218.pdf
Applies to all university-sponsored activities involving minors, and programs for minors sponsored by non-university organizations operating in University facilities.

Registration Form for Programs Involving Minors on Campus
Required for all university and non-university programs involving minors.

Under the Lawrence University Policy for the Protection of Minors on Campus, all sponsors of university and non-university programs involving minors must complete this Registration Form and submit it to the university's Conference & Event Services Office for approval at least 60 days prior to the start of a program. The submission of this form does not reserve space or residential housing. Reservations must be made through the university's Conference & Event Services or Athletics Office. 

Established programs may already have comprehensive documents in place for Communication, Medical Emergency, Supervision, Transportation, Swimmer Accountability and Lost Camper Accountability Plans. If this is the case, these documents may be referenced in any of the sections below by indicating, "Separate document will be submitted." Documents should be emailed to events@lawrence.edu.

Indicate day or residential program, age range and number of minors and gender of participants.
On-site individual/s with primary responsibility for the program.
The Communication Plan must include: • A procedure for obtaining and maintaining contact information for participants’ parents/legal guardians • Emergency contacts in the event the parents/guardians are unavailable • A procedure for notification of all participants’ parents/legal guardians in the event of an emergency; and • A procedure for parents and guardians to follow to contact program personnel and/or their child during program hours.
All Programs must obtain: (i) authorization from all participants’ parents/legal guardians to permit transportation of Program participants to local hospitals, clinics or other medical providers as deemed necessary; (ii) authorization for emergency medical treatment in the event the parents/legal guardians or their designated emergency contacts are not available; (iii) disclosure of any allergies or other medical condition or physical limitation that might impact participation in the Program; and (iv) Programs involving four or more consecutive nights require a qualified health services staff person on premise at all times per WI State Legislature Chapter ATCP 78. The university will provide properly numbered and bound state-approved Medication Treatment Logs to track when a medication is administered or treatment is provided to a program participant or staff member. It is the responsibility of each program to retain these records for a minimum of three years.
Name and email of person acting as the program health supervisor. Include credentials if applicable.
• The person having responsibility over all Authorized Adults serving in the Program; • The proposed ratio of participants to Authorized Adults; • The proposed number of Authorized Adults over 21; • The breakdown of Authorized Adults by category of employees, students and volunteers; and • Curfew, rules pertaining to any visitors, and limitations of use of free time in the event the Program involves any overnight stay.
• A procedure for the pick-up and drop-off of participants, specifying times and locations; • A procedure to obtain written permission from a parent or legal guardian in the event any participant is to be released to any person other than his or her parents or legal guardians; and • A description of any transportation of participants to be provided by the program, specifying the type of vehicle, and drivers. Note: any program providing for transportation of participants by Authorized Adults must be in all instances be reviewed and approved by the Conference & Event Services Office. Under no circumstances shall an Authorized Adult be permitted to be alone with a minor in a car or other vehicle.
A procedure for dealing with lost campers or program attendees.
The system established for checking minors in and out of the pool area, the method for checking persons in and out of the water and the method for supervising persons in the water such as the buddy system, the colored cap system or a combination of methods.
List the name, title, email and phone number of the person completing this form.
FOR LAWRENCE UNIVERSITY PROGRAMS: Human Resources will charge departments for all background checks required. Program directors will be responsible for sharing University conduct expectations with all "Authorized Adults" and will ensure all "Authorized Adults" take part in the required video training. FOR NON-LAWRENCE UNIVERSITY PROGRAMS: Program directors will certify all "Authorized Adults" have completed a self-disclosure form and have successfully completed background checks. Program directors will be responsible for sharing University conduct expectations with all "Authorized Adults" and will ensure all "Authorized Adults" take part in the required video training.
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