Policy & Registration

The University's Protection of Minors' Policy aims to protect children who participate in programs and activities associated with the University or that are involved with non-University programs or activities on the University’s campus. This policy applies broadly to interactions of University students, faculty, staff and volunteers with minors in University-affiliated programs and activities (including those hired temporarily to work in such programs), and non-University organizations or individuals that operate programs or activities involving minors on the University’s campus.  

All persons directing University-affiliated programs and activities and non-University programs or activities involving minors on the University’s campus are required to comply with the Protection of Minors Policy and fulfill the necessary training and background checks according the their role. 


The University Protection of Minors' Policy has 3 requirements:


1: Training 

The policy identifies three levels of training, depending on job responsibilities. 

Level 1: Program Director Requirements 

What's required: If you are coordinating a program with minors, you are a program director. You are required to register the program, take two online courses (1) Protecting Children: Hiring Staff Who Work with Minors and (2) Protecting Children: Identifying and Reporting Misconduct. If you completed the online courses in the last two years, you may complete the University's online training webform.

Process: Training courses are available through United Educator's Learning Portal. 

Employees must login at this address: https://learn.ue.org/BB9P5089870/SewaneeEmployee.

Students must login at: https://learn.ue.org/BB9P5089870/SewaneeStudent.

This is a new portal as of June 2017, consequently you will likely need to “Create a New Account”. Provide specific information about your role at the institution and then create a username and password.

Once the account is set up, if you forget your user name and password, the site can send them to you. After you login, you will find a collection of training courses. Each will take about 30-40 minutes to complete.

Once completed, download your certificate for your own records. 

 

Level 2: Overnight & Supervisor Training Requirements 

What's required: If you are staying overnight with minors or if you serve in a supervisory capacity, but you are not responsible for hiring staff, then you are required to complete the training module: Protecting Children: Identifying and Reporting Misconduct

If you completed the online course in the last two years, you may complete the University's online training webform

Process: Training courses are available through United Educator's Learning Portal. 

Employees must login at this address: https://learn.ue.org/BB9P5089870/SewaneeEmployee.

Students must login at: https://learn.ue.org/BB9P5089870/SewaneeStudent.

This is a new portal as of June 2017, consequently you will likely need to “Create a New Account”. Provide specific information about your role at the institution and then create a username and password.

Once the account is set up, if you forget your user name and password, the site can send them to you. After you login, you will find a collection of training courses. Courses take about 30-40 minutes to complete.

Once completed, download your certificate for your own records and share your certificate with your program director. 

Level 3: All Other Employees Working with Minors Requirements

What's required: Most student volunteers, student employees, or volunteers will be at this level.  Any employee working with minors (excluding those previously listed) must complete the University's online training webform until completion.

 


2: Background check

Program Directors are responsible for coordinating criminal background checks through Human Resources. 

What's required:  Background checks are required for all levels.

  • Level 1: program and activity directors and supervisors;
  • Level 2: those who stay overnight with minors; and
  • Level 3: those who regularly spend time alone with minors as part of their job responsibilities or role in a program involving minors

Directors must also have an background check on file with Human Resources (to be updated every 5 years.) 

Process: Background checks need to be done no more than 90 days before the start date of the program. To start the background check process, send email addresses of potential hires to Human Resources at (hr@sewanee.edu), and they will take care of the entire process. This process, from submission to result, can take several days so please leave 2 weeks between the request and the date you need to certify the check (see 4 below), just to be sure. The Program Director will be informed if concerns are raised by the background check. Because a problem with a background check could impact your ability to hire a particular individual, you should have HR perform background checks as early as possible, but no more than 90 days before the start date of your program. HR will forward concerns raised about Program Directors to the University Title IX Coordinator. FBI/TBI checks are performed by an external service.

Cost: The cost of the background check is $25 per check. The checks will be billed to Human Resources, and the cost redistributed to the program requesting the check via journal voucher. 


Training and background check certification. Program Directors are responsible for certifying that all training and background check requirements are fulfilled. This completed form is due at least 7 days prior to the start date of the program. Information must be submitted to the Office for Risk Management.  

This page was updated on July 5, 2017. 


3: Register the program (only applicable for Program Directors)

The online registration process will ask you for the following information:

  • Name of program, a basic description, start and end dates, approximate number of participants, names of employees
  • The date of your (the program director's) completed background check
  • Verify if you have completed your training and sent your online (PDF) certificates to risk@sewanee.edu.

Once the above information is gathered and background checks and training is complete, then complete this online form to register your program