Procedures for On Campus Activities Involving Children under Age 17
- Every proposed on or off campus event involving children under the age of 17 must be reviewed by the College. If the event involves campus faculty, staff or students; or if the event is for an outside group and is being handled through the Office of the Athletic Director, Workforce Development & Community Education or Academic Affairs, the proposed event must be approved by the Academic Dean of Student Life for compliance to the Child Protection Policy.
- Campus faculty and staff proposing such an event must complete an “Approval Form for Events Involving Children under Age 17” and submit it to the Academic Dean of Student Life at least two weeks prior to the date of the proposed event.
- If the event is being sponsored or co-sponsored by the college or an affiliated group (the College Foundation, the Alumni Association, student organization, etc.), the Academic Dean of Student Life must determine if it is a covered activity (see decision tree).
- If it is determined that the event is a covered activity, the Academic Dean of Student Life will notify the requestor of the next steps they have to take and return a copy of the “Approval Forms for Events Involving Children under Age 17” to them.
- If the event is designated a covered event, the Academic Dean of Student Life must designate a Responsible College Official (RCO). This individual must be available during the activity or event (does not need to be on campus but needs to be reachable). The RCO is responsible for ensuring that all of the requirements on the Child Protection Policy are met.
- If the event involves campus faculty, staff or students, the RCO must:
- Identify all covered persons who will be responsible for the custody, control or supervision of children during the activity.
- Provide a copy of the SUNY Child Protection Policy and Mandatory Reporting and Prevention of Child Sexual Abuse Policy to each covered person.
- If the covered persons are either faculty, staff or students, obtain an acknowledgement form certifying receipt of the policy and granting permission to conduct checks of the NYS Sex Offender Registry and National Sex Offender Registry.
- If the covered persons are either faculty, staff or students, provide the acknowledgement forms, including the names and dates of birth of all covered persons to the Security at least two weeks prior to the event so that searches of the NYS Sex Offender Registry and National Sex Offender Registry can be conducted.
- Be present at the event or be available by phone during the event.
- After Sex Offender Registry checks have been completed, arrange with Academic Dean of Student Life for lanyards for all Covered Persons.
- The lanyards will include:
- An ID that is different from all other ID’s used on campus;
- Covered Person’s full name;
- Event name;
- Dates of event (start to finish).
- If the event is for an outside group and is being handled through the Office of the Athletic
Director, Workforce Development & Community Education or Academic Affairs, the RCO must:
- Provide the outside group the Child Protection Policy and Third Party Agreement; have them fill out in full and submitted it to the appropriate College officials once it is returned to the RCO.
- Identify all covered persons who will be responsible for the custody, control or supervision of children during the activity.
- Provide a copy of the SUNY Child Protection Policy and Mandatory Reporting and Prevention of Child Sexual Abuse Policy to each covered person.
- Be present at the event or be available by phone during the event.
- Once the agreement has been approved by the College and the County, arrange with Academic Dean of Student Life for lanyards for all Covered Persons.
The lanyards will include:
- An ID that is different from all other ID’s used on campus;
- Covered Person’s full name;
- Event name;
- Dates of event (start to finish);
- The outside group will be responsible as per the agreement they sign for running sex offender background checks.