Stanford University has adopted a Policy for Protection of Minors to establish safeguards for children under the age of 18 who participate in Stanford activities and programs on campus or under the authority and direction of the university at other locations. The requirements of this policy apply both to organized group activities and activities involving individual minors, such as internships. A number of basic requirements, including program registration, must be met for activities and programs involving minors covered under this policy. This site will serve as a resource for members of the University community sponsoring and staffing programs and activities involving minors to ensure compliance. For additional assistance and guidance regarding the policy, which types of programs are covered, or the registration process, you may contact the Stanford Conferences Office at (650) 723-3126, or University Human Resources at (650)725-8356.
Requirements for Those Sponsoring or Directing a Program or Activity Involving Minors (Program Sponsors)
I. Register Your Program/Activity with Stanford Conferences
All programs and activities involving minors covered under the Policy for Protection of Minors must be registered with the Stanford Conferences Office. To register your program or activity, download the Registration Form for Programs with Minors, complete the form by providing the requested information, and submit the document to the Stanford Conferences Office as directed on the form. Please register your program or activity involving minors as early as possible to provide ample time for Stanford Conferences staff to assist you in complying with each of the policy requirements.
II. Submit Staff and Participant Roster Information
At least 30 days prior to the program start date, a roster of the individuals who will be working directly with, supervising, or otherwise overseeing minors participating in the program or activity (Program Staff) must be submitted to Stanford Conferences on the Excel formatted Roster Submission Form (coming soon). A roster of the minor(s) participating in the program or activity (Program Participants(s)) may be submitted along with the Program Staff roster information, or it may be provided separately at a later date using the same Roster Submission Form. Any subsequent updates to Program Staff and/or Participant roster information may be submitted prior to the program start date. Roster data must include contact information for Program Staff and year of birth for minor Program Participants.
III. Collect Assumption of Risk, Release of Claims, Indemnification, & Hold Harmless Agreement from Program Participants
The signed Assumption of Risk, Release of Claims, Indemnification, and Hold Harmless Agreement must be collected from each program or activity participant before they may participate in the program. Program Sponsors and/or Program Directors should determine the best method for disseminating and collecting these forms from program participants and/or their parents. Once collected, these documents should be submitted to the Stanford Conferences Office for storage and maintenance. Note that if Program Participant roster information has not already been provided, it must accompany submission of these forms in order for the program to proceed.
IV. Collect and Securely Maintain Necessary Medical Information
Collection of participant medical information that may be required to ensure the health and well-being of minors involved with your program or activity is important; and protection of privacy and maintaining appropriate confidentiality is also important. For a sample document containing information often deemed relevant for programs and activities with minors, download the Medical Insurance Information, Consent for Emergency Medical Treatment & Emergency Contact Information Form available on this site. Pay particular attention to the second page of that document regarding secure maintenance and procedures for destruction of medical information.
V. Ensure Minimum Ratios of Supervising Staff to Minors
Staffing for supervision of minors may vary depending on the type of program, the activities involved, and requirements imposed by the Program Sponsor. However, at a minimum, the following supervising staff to minors ratios must be met:
| Participant Age | Number of Adult Staff Supervisors | Number of Overnight Participants | Number of Day-only Participants |
|---|---|---|---|
| 6–8 years | 1 | 6 | 8 |
| 9–13 years | 1 | 8 | 10 |
| 14-17 years | 1 | 10 | 12 |
VI. Provide Staff Training
Program Sponsors are required to ensure that Program Staff receive training as required by the Protection of Minors policy, on the topics listed below:
- Recognizing sexual abuse, child abuse and neglect and obligations and avenues to report suspected incidents,
- Obligation to report certain criminal activity as required by the Clery Act,
- Appropriate ratio of supervising staff to minors,
- Appropriate behavior with minors.
Resource materials to assist with training on these and other related topics are available on this site in the Resource & Training Materials section. An online training module will be available in Spring 2016.
Requirements for Program Staff Members
Program Staff include the individuals who will be working directly with, supervising, or otherwise overseeing minors participating in the program or activity. This could include Stanford staff members, PIs, graduate students or post-doctoral fellows, whether in formal programs or working with a minor on an ad hoc basis.
I. Complete a Background Check
Individuals who will be working directly with, supervising, chaperoning or otherwise overseeing minors in University sponsored programs or activities must complete a background check in accordance with the Policy for Protection of Minors and the Stanford University Background Check Policy, which may be found along with other related information at the Office of Human Resources Operations & Systems website for Stanford University Background Checks. Live Scan is required both for existing students and employees and new hires who will be working with minors. HireRight may be used for the initial hiring decision when the candidate cannot be physically present at the Stanford program site to complete Live Scan fingerprinting in advance; however, employees who will be working with minors on an ongoing basis will be required to undergo Live Scan after arriving at Stanford. A Live Scan Information & Application document consisting of the Live Scan Application, an instructional pre-populated application form, and FAQs regarding the Live Scan process may be downloaded from this site.
II. Complete Training
All Program Staff in programs or activities involving minors must complete training as required under the Protection of Minors policy, on the topics listed above. An online training module will be available in Spring 2016.