Policy
Dalton State College is dedicated to the welfare and safety of Minors who participate in Dalton State’s Programs or who are entrusted to Dalton State’s care. To promote the protection of Minors, this policy 1) describes the requirements of administrators, faculty, staff, students, volunteers and others who interact with Minors and 2) informs all members of the College community of their obligation to report any instances of known or suspected abuse or neglect of Minors.
I. Definitions
A. Minor is a person under the age of eighteen (18).
B. Child Abuse exists when there is endangerment of a Minor’s physical or mental health due to injury by act or omission, including acts of sexual abuse. For more information on child abuse and child neglect, see Appendix A.
C. Program includes, but is not limited to, a planned and/or regular event that includes minors such as a camp, laboratory experience or internship, club, workshop, project, lesson, team, practice, or tour. Dalton State students who are formally enrolled at the college and are under the age of eighteen (18) and/or the employment of persons under the age of eighteen (18) do not constitute Programs covered by this Policy.
D. Program Director is the individual who manages or coordinates the Program.
II. Scope
A. Minors Participating in a Dalton State Program
Regardless of their physical locations, Dalton State College Programs, including but not limited to athletic camps, academic camps, Dalton State Programs for Talented Youth, and student organizations that involve Minors, fall within the scope of this policy. All Dalton State Programs that involve Minors, whether they are limited to daily activities or involve the housing of Minors in residence halls, fall within the scope of this policy.
B. Minors Participating in a Third-Party Program on Dalton State’s Campus
Third-party and external organizations, i.e. scouting, sport’s camps, etc., that provide programs that involve minors on Dalton State’s campus fall within the scope of this policy. All Programs that involve minors on Dalton State’s campus, whether they are limited to daily activities or involve the housing of Minors in residence halls, fall within the scope of this policy.
C. Minors Not Participating in a Dalton State or a Third-Party Program
Dalton State is not a proper environment for Minors unless they are registered in a Program planned for minors and adequately supervised by adults who have the appropriate training and credentials. Accordingly,
- Dalton State students who have a Minor relative, friend or other guest visit them on campus are limited to a stay of three consecutive nights per week in housing and no more than nine nights per month.
- All overnight guests must be at least 16 years of age and register at the front desk of Mashburn Hall. The student must provide documentation that the Minor’s parent or guardian approves the visit.
- Dalton State students may not babysit Minors in campus housing. This prohibition applies even if the student is not being paid for babysitting.
- Dalton State’s policy prohibits minors on campus and in the workplace unless they are enrolled in a program.
D. Exceptions to Activities that Involve Minors
This policy and its requirements (program registration, execute written agreement, background checks, training) do not apply to:
- Single performances or events open to the general public not targeted toward children.
- Social functions that may be attended by Minors who are accompanied by their parents/guardians.
III. Procedures
A. Program Registration
The Program Director or Director’s designee of the Dalton State or the third-party Program shall register the Program with the Office of Environmental Health, Occupational Safety & Risk Management with sufficient advance notice to meet the requirements and intentions of this policy.
The following important considerations must be addressed by the Program Director prior to approval and registration of the program:
- Training requirements,
- Proper screening and background checks of staff and volunteers,
- Supervision ratios,
- Safety and security planning,
- Response protocols for injury, illness, participant misconduct, and staff misconduct, • Transportation needs,
- Housing needs,
- Participation requirement forms,
- Licensing requirements of state and federal agencies
B. Execute Written Agreement(s)
- Before a third-party/non-USG group is authorized to operate programs involving minors in any USG facility, the following requirements will be met:
- Facilities Use Agreement must be completed, identifying whether minors are involved
- Provide written certification that background investigations and training have been performed for all program staff that complies with USG requirements
- Provide appropriate insurance coverage and other requirements
C. Background Checks
WHO MUST HAVE A BACKGROUND CHECK
- A successful background check shall be required of each adult prior to his or her interaction or participation with minors in programs covered by this policy. This includes but is not limited to third party or non- Dalton State personnel who work with, instruct, or otherwise engage with Minors on Dalton State’s campus, as well as Dalton State administrators, faculty, staff, students, and volunteers who work with, instruct, or otherwise engage with Minors.
- All authorized adults or program staff who work with minors in programs that are USG sponsored and/or hosted in USG facilities must adhere to the following policies regarding background investigations:
- Human Resources Administrative Practice Manual (HRAP) Employment: Background Investigations
- Human Resources Administrative Practice Manual (HRAP) Employment: General Criteria for Employment Link to policies: www.usg.edu/hr/manuaL
- Any part-time, student or temporary employees and volunteers with primary responsibilities involving the direct interaction or care of children under the age of 18. Anyone working with minors MUST undergo a background investigation BEFORE working with them. The background investigation shall include, at a minimum, the following:
- A state and federal criminal history check covering a minimum of seven (7) years. Dalton State College may require state and federal criminal history check covering more than the minimum of seven (7) years for specified positions of trust;
- A nationwide sex offender search;
- A social security number check;
- For all professional, faculty and academic positions, an academic credentials check; and
- For all positions with access to or responsibility for money and/or a Purchase Card, a credit check.
HOW OFTEN MUST AN ADULT HAVE A BACKGROUND INVESTIGATION
- The USG Human Resources Manual provides requirements related to the frequency of occurrence for background investigations (beyond the initial occurrence),
- All authorized adults or program staff are required to submit to an initial criminal background investigation
- Returning authorized adults or program staff should be required to submit to a criminal background investigation every two (2) years, at a minimum
- Criminal background investigations must be completed and evaluated before the authorized adult or program staff may begin interacting with minors.
DISQUALIFIED ADULTS
Reasons for being disqualified or ineligible to participate in a program for minors may be:
- One or more felony convictions,
- One or more convictions of crimes of moral turpitude, Etc.
- Disqualified participants must be allowed to provide an explanation of the circumstances of the incident(s). More detailed requirements are contained in the USG Human Resources Manual.
WHO CONDUCTS INVESTIGATIONS
For institution-sponsored programs, background investigations MUST be conducted through DSC Human Resources. Third-party programs WILL absorb the cost for conducting the required background investigation.
WHO DEFINES BACKGROUND INVESTIGATIONS
Background checks are defined by the University System of Georgia and must be conducted and the results evaluated prior to the adult beginning to work with, instruct, or otherwise engage with Minors. Individual Programs or units may require more frequent updates. Following the completion of an initial background check, there is an affirmative duty for all faculty and staff to notify Dalton State College of new arrests and the disposition of any outstanding charges within three business days of such occurrences, and to cooperate in providing information necessary to evaluate the circumstances of the arrest and charges. There is also an affirmative duty for faculty and staff to report within three business days any adverse information resulting from subsequent background checks obtained at any practice site and to cooperate in providing information necessary for evaluating the circumstances of the adverse information. Likewise, faculty and staff members have a duty to disclose within three business days any protective orders related to a criminal charge.
RESPONSIBILITY TO ENSURE PARTICIPATING ADULT HAS A BACKGROUND INVESTIGATION
It is the responsibility of the Program Director or Director’s designee of the Program to ensure that each participating adult has submitted the background request information and has subsequently received clearance to participate. The Office of Environmental Health, Occupational Safety & Risk Management will maintain a listing of individuals who have been cleared to participate.
HOW TO STORE BACKGROUND INFORMATION
Background Investigation reports shall be securely stored separate from the employee’s personnel files and must be destroyed in accordance with records retention schedule after five (5) years for successful applicants and three (3) for unsuccessful applicants
WHO MAKES THE DETERMINATION THAT AN ADULT MAY PARTICIPATE
A decision not to allow an individual to participate in a Program covered by this Policy based on the background check will be made by the Director of Public Safety and the Vice President for Fiscal Affairs, or their designee, with the assistance of the Director of Human Resources. Any decision to deny participation in a program involving minors must be consistent with applicable College policies on the use of background checks.
D. Training
Dalton State College requires that each adult shall complete training before he or she participates or engages with Minors in a Dalton State Program or a Program that takes place on Dalton State’s campus. The training shall be completed annually and will be documented with the adult signing a statement indicating his or her understanding and receipt of Dalton State College policies and procedures.
The training shall include but is not limited to:
- Dalton State College’s policies regarding protections of minors on campus, and at a minimum;
- Basic warning signs of abuse or neglect of minors,
- Guidelines for protecting minors from emotional and physical abuse and neglect
- Requirements and procedures for reporting incidents of suspected abuse or neglect or improper conduct
- Safety and security procedures
- Staff code of conduct
E. Planning
Recommendations for a successful event;
- Prepare a well-outlined agenda or schedule that is available before the event and have it approved by risk management
- Provide adequate adult supervision
- Develop a roster with emergency contact information
- Have an adult assignment list; who does what, when, and where
- Ask for medical information for programs that last all day
- Identify first aid/medical guidelines; contact Public Safety/Risk Management for all medical issues or injuries.
- Training: Ensure that training is required for not only adults but also staff and volunteers working in Programs Serving Non-Student Minors.
- Planning: An in-person Planning Meeting should take place with all staff and volunteers prior to the start of any program to review the purpose of the camp, each person’s responsibilities, safety considerations, emergency procedures, relevant policies and procedures and the Staff and Volunteer Code of Conduct.
IV. REPORTING REQUIREMENTS
Every member of the College community (not limited to individuals who interact with minors) is required by law to report known or suspected instances of the abuse of, neglect of or inappropriate interactions with minors. Members making a report in good faith will be protected from criminal and civil liability for making the report. It is important to understand that every member is required to report any type of suspected abuse, neglect or inadequate care rather than just child sexual abuse.
Any Program Staff or Dalton State employee or volunteer who has reasonable cause to believe that suspected child abuse has occurred, shall immediately report the suspected abuse to the institution’s police department and the appropriate supervisor or Program Administrator who is able to take immediate action. The institution must ensure that the Division of Family and Children Services is notified of the suspected abuse immediately and in no case later than 24 hours after the Authorized Adult or Program Staff (or other reporter) first had reasonable cause to suspect the abuse.
Two reports, one external and one internal, must be made:
- External Report – Georgia law requires every person to make a report when they suspect sexual or physical abuse or neglect of a minor. Failure to report is a misdemeanor. The required report may be made to the State of Georgia DFCS Child Protective Center at: 1-855-GACHILD / 1-855-422-4453; or to the Dalton State College Public Safety Department at 706-272-4461, a Georgia sheriff’s office or police department. If the situation is a life-threatening emergency, contact 911.
- Internal Report – Every member of the College community has a further obligation to report known or suspected abuse or neglect of a Minor on Campus or in a Dalton State program immediately to a Dalton State College Administrator or the Public Safety Department. The preferred method is to immediately contact the Dalton State College Office of Public Safety at 706-272-4461. Alternatively, known or suspected abuse or neglect of a Minor on Campus or in a Dalton State program shall be reported to the Office of Environmental Health, Occupational Safety & Risk Management at 706-272-4463.