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Protection of Minors (Children) on Campus

Georgia College must ensure that all programs enrolling non-GC student minors (children ages 17 and under) are in compliance with the policy and procedures concerning their protection. In the simplest of terms, if you have children who attend a Georgia College program and their parents, guardians, teachers or coaches are not with the children, then your program is subject to this policy and must follow our written procedures. Georgia College has a Protection of Minors “one-stop” website that provides step-by-step guidance and complete details to assist all Georgia College supervisors and program administrators who offer programs for children:  https://intranet.gcsu.edu/protection-minors

Below are brief summaries of the requirements to ensure compliance with Georgia College’s procedures. Complete details and all resources are found at the “one-stop” website.

Registering a Program

Georgia College is required to have a list of all programs on campus that maintain custody of children. Before offering a program working with children, you must register your program at the Protection of Minors “one-stop” website and gain the necessary approval to move forward.

Background Checks

Programs are required to have all employees and volunteers who will have direct contact with children background checked through the GC Human Resources Office. 

Training for Staff and Volunteers

All employees and volunteers with direct contact with children must be trained as a “mandated reporter” and must sign the approved “Code of Conduct.”  Both the mandated reporter training and code of conduct are found on the Protection of Minors “one-stop” website.

In addition to mandated reporter and code of conduct training, each supervisor or program administrator must train all employees and volunteers in program specific areas such as:  job duties and expectations; dress code and appearance; safety and security protocols for your locations; child pick-up; accusations of misconduct by other children or staff; emergency procedures for illnesses or injuries; and other topics specific to your program.  Training topics and resources are all found on the Protection of Minors “one-stop” website. 

Participant Forms

Georgia College has approved forms that must be used when registering children into a program. These forms include a registration form, waiver of liability including a photo and media release, authorization of child pickup, medical information, authorization to administer medication, advisement of a non-licensed program and a participant code of conduct. All approved forms and instructions are found at the Protection of Minors “one-stop” website.

Planning

All programs must be properly planned. A helpful program planning checklist with step-by-step instructions insuring compliance is found on the Protection of Minors “one-stop” website.

Side note:  All external groups who rent or use Georgia College facilities for programs involving children (Early College, HOBY, NCA Cheer Camp, etc.) must be registered. Rather than following our internal procedures for Georgia College managed programs that work with children, these external groups must sign and agree to the terms in an approved facility use agreement, which details the outside group’s responsibilities as associated with protecting children in their custody.  All external groups who rent or use GC facilities must sign this agreement found at the “one-stop” protection of minors on campus website or at the direct link:  https://intranet.gcsu.edu/protection-minors/external-programs-operating-campus

Summary

Georgia College's policy and written procedures for the protection of minors were implemented to ensure compliance with the USG Policy.  But, more importantly, our procedures were put in place to ensure the safety of our young visitors.  For step-by-step guidance, helpful links, approved forms, and specifics on each of the requirements, visit our Protection of Minors “one-stop” website at: https://intranet.gcsu.edu/protection-minors.

Remember there is no centralized department on campus that handles all programs working with minors. You are responsible for following these procedures with your programs. For questions or concerns, please contact Artis Williamson, who serves as Georgia College’s Protection of Minors coordinator or Sadie Simmons, Georgia College’s compliance officer.

Artis Williamson
Executive Director of Extended University
478-445-2759
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