Life is inherently risky. There is only one big risk you should avoid at all costs, and that is the...
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Risk Management and Student Community Service Groups: Focus on Programs That Interact with Minors Life is inherently risky. There is only one big risk you should avoid at all costs, and that is the risk of doing nothing. – Denis Waitley
Life is inherently risky. There is only one big risk you should avoid at all costs, and that is the risk of doing nothing. – Denis Waitley
Life is inherently risky. There is only one big risk you should
avoid at all costs, and that is the risk of doing nothing. Denis
Waitley
Slide 2
YOU set the standard
Slide 3
Personnel Who's working? Are personnel trained? Who's
attending/participating? Vulnerable Populations (more about this
later) Have liability release forms been completed (will apply to
certain populations)? Location Geographically Structurally What is
the service (operations) and does it pose additional safety
concerns? What are the Emergency Responses I need to know? Weather
Hazard Injury Violence Abuse Reporting If you are participating in
a Vanderbilt Sponsored Event or Activity, Vanderbilt can assist if
an incident occurs.
To better understand The scope of VU programs that involve
minors How personnel interact with minors To put into place
Standards that improve safety and protection of minors An office
responsible for being a resource to those programs serving minors
Best practices for interacting with minors To improve Communication
with parents about what VU does to prevent harm to their children
that participate in VU programs The response if a case of abuse is
detected All personnels understanding of how to protect minors from
harm
Slide 8
ENHANCING INCREASES RISKMITIGATING LESSENS RISK Limited or no
screening of personnel Unstructured Time Lack of Clear Policy
Unsupervised Time Not informing parents Unsafe Facilities Issues
arising from transportation Poor or no personnel training on
boundary setting, abuse indicators, or how to report Leadership
absent or poor Spontaneous activity with a rushed agenda Culture of
it wont happen here. Background screening and interview questions
for all personnel Scheduled time for activities Written policies
and training on how to follow them All time is supervised Parental
awareness of activity, schedule, crisis plan, and supervision Risk
Assessment of Facilities structure, access, operational space Safe
transport no minors in volunteer vehicles; policy on transportation
that at least three in the car. Recognition that 1:4 girl and 1:6
boys may be victims of abuse.
Slide 9
A minor is a person under 18 Program personnel are all persons,
including students, volunteers, staff, and faculty that participate
in a VU program involving minors. Campus implications include
visitors in residence halls and babysitting, tutoring, etc. The
Policy does NOT include Single public events open to the public and
not targeted toward children Social functions that minors attend
with their parents
Slide 10
Reporting Procedures AND Required Compliance AND the Definition
and Detection of Abuse AND The Code of Conduct when Working with
Minors Find it on the Risk Management Website or the VU Human
Resources Website
Slide 11
Tennessee Code Annotated 37-1-403 Any person who has knowledge
of or is called upon to render aid to any child who is suffering
from or has sustained any wound, injury, disability, or physical or
mental condition shall report such harm immediately if the harm is
of such a nature as to reasonably indicate that is has been caused
by brutality, abuse, or neglect or that, on the basis of available
information, reasonably appears to have been caused by brutality,
abuse, or neglect. TN DCS Reporting Hotline 877-237-0004
---------------------------------------------------------- VU also
requires internal reporting to Risk Management 615-936-0660 or the
University Hotline 866-783-2287
Slide 12
P Prevent situations that increase vulnerability O Observe the
child(ren) and all others around M Manage a great program Policy
requirements: Register (if applicable) Clear volunteers with a
background check Train on how to identify, prevent, and respond to
child abuse Train on expected code of conduct when working with
minors (VU policy) Report suspected incidents of abuse
Slide 13
Is it a VU sponsored event? Yes, VU is coordinating and hosting
the program on or off campus. Will the minors be supervised by
parents or guardians? YES No further action NO You will need the
three compliance items submitted to Risk Management by your
student/staff/faculty leader Background Clearance Child Abuse
Prevention Training Agreement to Follow Policy and Code of Conduct
Signature forms No, my service/work is coordinated through an
outside agency whose policies I must follow. No further action is
needed I'm not sure Ask your faculty/staff/student leader
Slide 14
If you are: Volunteering/working/leading a VU sponsored program
that is a part of VU operations (academic, research, center,
institution, medical, service) and not affiliated solely with a
third party organization. OR A third-party contractor/provider
using VU facilities or space for a program serving minors AND It is
a program for minors and minors are enrolled without parental
supervision, Then Obtain a cleared background check (Names and
emails with program name and request to [email protected]) (Third
Party Vendors Can Validate through the Office of Conferences)
[email protected] And Complete Training on Both Child Abuse VU
POM Policy (Sample Template Form Here)PolicyTemplate Form
Slide 15
My student org only recruits VU students who volunteer with
another group. Ill be offering my groups tutoring services to
existing after school programs on their sites. We have an event at
a school, but the school isnt requiring us to have background
checks. I wont know whos coming to my activity until the day of the
event.
Slide 16
Online Registration of Your Program with Risk and Insurance
Management (if you use the hyperlink above, scroll to the bottom of
the page or click the image to the right)Registration
Slide 17
1. Contact HR at [email protected] for background check
requests, and clearance dates (a Peabody Background Clearance will
also meet the requirement). HR will need the students name, VUNET
ID, and [email protected] Check with your volunteers to make
sure they havent already completed the background clearance for
other service, employment or academic requirements. 2. Require all
Volunteers complete the Online Training with United Educators
(linked instructions HERE) and collect the completion dates
certificates of completion will be issued by the provider (RIM can
verify this for you if necessary)HERE 3. Have all your volunteers
read and complete the agreement to follow the policy and code of
conduct (link to form).form You can combine steps 2 and 3 by having
the volunteers come to an OACS group training on the Protection of
Minors 4. Certify Compliance of your Personnel by completing this
Form and send to [email protected]
Slide 18
Update your organizations description in AnchorLink to include
that you will be asking for all volunteers to be in compliance with
the Protection of Minors policy. Remind your volunteers that
service with vulnerable populations requires specialized
requirements and training. Let you partner organizations know the
steps you are taking to assure your group follows best practices
when working with minors they will appreciate it!
Slide 19
Do - Register it with Risk Management If youre not sure if it
will fall under the policy, register and someone will contact you
(theres a place for notes on the registration page)Register Do -
make sure the volunteers are in compliance. Do train your
volunteers on other items not in the policy Do (If applicable) Make
sure all parents sign a University Participation Agreement that
allows the child to take part (this protects You). Do - Have
fun!
Slide 20
However: Risk Management recommends ALL students who work with
minors receive training on how to make a report, prevention of
child abuse and the Code of Conduct when working with minors (this
will increase your knowledge and make you less vulnerable)
Slide 21
Does your volunteer organization provide training? Does it
answer all your questions? Do you feel like you know what to do if
a child discloses abuse or you see something that is
suspicious?
Slide 22
Rule of three (at minimum) If you see something, say something
TN is a mandatory child abuse reporting state: 877-237-0004 Know
and understand how to keep healthy boundaries Group communication
always no one- to-one
Slide 23
Dawn Riddle, Director, Protection of Minors, Risk and Insurance
Management 615.936.0660