The University of Connecticut believes that all members of our community who work with minors share responsibility for helping safeguard the welfare of those minors during off-campus activities and events. This resource serves as a guide for our Registered Student Organizations (RSO) and their member-volunteers coming into contact with minors through their off-campus activities by supervising, chaperoning, or otherwise overseeing minors.

Working with minors requires thoughtful planning. Before participating in an activity involving minors, RSOs should consider how they will help protect the safety, privacy, and well-being of participating minors. Any questions or concerns can be directed to the University’s Compliance and Youth Protection Coordinator (minorprotection@uconn.edu) . For more information, see the University’s  Protection of Minors and Reporting of Child Abuse and Neglect Policy. 

This policy supplements and does not supersede any other legal requirements, for example, those related to childcare or teacher licensure. 

Definitions

Registered Student Organization (RSO) – A student-run entity voluntarily formed by University of Connecticut  students, with a common interest, for a lawful purpose, and registered with their respective campus-based  Student Activities office. 

Minor – Any individual under the age of 18, who has not been legally emancipated. 

Mandated Reporter – An individual designated by the Connecticut law as required to report or cause a report to be made of Child Abuse or Child Neglect. 

Child Abuse – A non-accidental physical injury to a minor, or an injury that is inconsistent with the history given of it, or a condition resulting in maltreatment. Examples include but are not limited to, malnutrition, sexual molestation or exploitation, deprivation of necessities, emotional maltreatment, or cruel punishment. 

Child Neglect – The abandonment or denial of proper care and attention (physically, emotionally, or morally) of a minor, or the permitting of a minor to live under conditions, circumstances, or associations injurious to the minor’s well-being. 

Designated RSO Leader – The primary member of the RSO responsible for coordinating the activity-specific minor protection planning and ensuring that the participating RSO members and Partnering Organization(s) understand the expectations for the activity.  

Partnering Organization(s) – The entity responsible for the minors participating in or attending an activity with the RSO. (e.g., the school, camp, non—profit, youth program, community organization) 

Establishing Protocols Prior to the Activity with Minors

Generally, RSOs should work with an established Partnering Organization when planning activities involving minors. The Partnering Organization should have an established relationship with the minors participating in the activity or event. The Partnering Organization should be identified prior to the activity and should clarify their respective role in supervising the minors and communicating with minors’ parents or guardians. If an RSO is planning an activity involving minors without a Partnering Organization, the RSO is expected to contact the Department of Student Activities (OffCampusEvents@uconn.edu) before proceeding for additional risk-management planning and event considerations.  

Further, when RSOs host events in which minors are involved, the RSO is strongly encouraged to develop a Minor Protection Protocol. The protocol should identify the Designated RSO Leader responsible for coordinating the activity and should clearly describe the roles and responsibilities of the RSO, the Partnering Organization, and any other individuals or entities involved in the activity (if applicable).  

The protocol should identify all individuals from the Partnering Organization who are responsible for supervising the minors, and serving as the primary contact for the activity, including pre-determined Mandated Reporters. RSO members should not be identified as Mandated Reporters. RSO members should, however, understand how to report concerns about the safety or well-being of a minor and should promptly seek assistance when concerns arise.  

The protocol should be communicated to RSO members prior to the activity and shared with the Partnering Organization. A copy of the Minor Protection Protocol (template example below) should be returned to Student Activities via the Off Campus Activity Advising (OCAA) process at least 2 weeks prior to the activity. Materials submitted through the OCAA process may be shared with the University’s Compliance and Youth Protection Coordinator for review or consultation, as appropriate. 

The following are examples of topics an RSO may consider when developing a Minor Protection Protocol. The appropriate topics and level of detail will depend on the nature of the activity, the age of the minors, the RSO’s role, and the responsibilities of the Partnering Organization: 

• Connecticut State Law & Reporting Concerns: RSO members should promptly seek assistance if they have concerns about a minor’s safety or well-being, if they receive a report or have concerns about possible abuse or neglect. RSO members do not need to independently investigate or determine whether abuse or neglect occurred before seeking assistance or making a report. RSO members should follow any reporting procedures established by the Partnering Organization
  • If there is an immediate emergency or an immediate threat to an individual’s safety, call 911.
  • In the event the RSO Member is concerned that a report received was not made by a pre-determined Mandated Reporter, the RSO is expected to contact the Department of Student Activities (OffCampusEvents@uconn.edu) for further assistance.  
• Interactions & Supervision with Minors: Whenever possible, plan activities so that interactions between RSO members and minors occur in observable settings and avoid unnecessary one-on-one interactions. RSO members should never be alone with a minor. If an activity requires an RSO member to meet individually with a minor, the meeting should take place in an observable or public setting whenever possible. If a private setting is necessary, the RSO should identify appropriate expectations (e.g., leaving the door open) for the interaction in advance with the Partnering Organization. 
  • RSOs should consider:
    • How will the activity avoid unnecessary situations in which one RSO member is alone with one minor?
    • Who will be present during activities involving minors?
    • What should an RSO member do if a minor needs assistance in a private area, such as a restroom?
      • Is it possible to have multiple RSO members assist?
    • When should an RSO member seek assistance from the Partnering Organization?
• Parental/Guardian Consent: RSOs should understand who is responsible for obtaining any required parental or guardian consent before minors participate in the activity. RSOs should follow the requirements established by the Partnering Organization and should not assume responsibility for collecting or maintaining parental or guardian consent.
• Check-in/Check-out Protocols: If the RSO has responsibility for supervising or accounting for minors during any portion of the activity, the RSO should establish a process for:
  • knowing which minors are participating in the activity;
  • accounting for minors throughout the activity; and
  • ensuring that minors are released only to individuals authorized by the Partnering Organization or the minor’s parent or guardian, as applicable.
• Communication: Limit contact with minors to topics related to sanctioned activities. RSO members should avoid unnecessary private communication with minors and should follow any communication expectations established by the Partnering Organization. This applies to online and virtual communications as well.  
• Privacy Access: RSO members should follow any privacy and confidentiality requirements established by the Partnering Organization. Similar to Parental/Guardian Consent, RSOs should not assume responsibility for maintaining or collecting any minors’ confidential or private information. This also includes refraining from taking photos of minors or with minors without proper Parental/Guardian consent.
• Driving Minors: RSO members should not transport minors in personal vehicles as part of an RSO activity. Further, if transportation (e.g., fleet vehicles, third-party transportation services) if transportation of minors is part of the activity, the RSO should identify:
  • Who is responsible for transportation plans?
  • Who is responsible for supervising minors during transportation?
  • How will minors be accounted for during transportation?
  • What are the Partnering Organization’s expectations if there is an emergency or unexpected change in transportation? 

If the RSO is planning an activity involving minors without a Partnering Organization and transportation is involved, the RSO is expected to contact the Department of Student Activities (OffCampusEvents@uconn.edu) before proceeding for additional risk-management planning and event considerations. 

• Alcohol and drugs: All programs involving minors will be alcohol and drug free.
• Overnight Activities: Additional planning is needed when an activity involves minors staying overnight. The RSO should consider:
  • age-appropriate curfews;
  • procedures to regularly account for overnight participants;
  • appropriate supervision;
  • separate sleeping accommodations for minors and adults, when applicable;
  • privacy in sleeping, bathing, changing, and restroom areas;
  • substance-free housing and facilities;
  • procedures for controlling access to program participants; and
  • emergency procedures.

The RSO should also follow any additional requirements established by the Partnering Organization or the location where the overnight activity takes place.

Minor Protection Protocol Template

The following template below may be used by RSOs when developing an activity-specific Minor Protection Protocol. RSOs may and should adapt the template to fit the activity, risks associated with the event, and should incorporate applicable policies, procedures, or expectations provided by the Partnering Organization.

Minor Protection Protocol Template