This policy outlines the expectations and practices related to minors who are not enrolled in courses for credit at SCSU, but who are present on the campus of SCSU or are participating in programs offered by the University in any location.
All programs and activities that involve minors, including programs operated by the University, programs operated by third-party entities on SCSU controlled grounds, and programs that are under the direction and authority of SCSU at locations off campus fall under the purview of this policy. Any specific situations not directly addressed by this policy will be addressed by the appropriate University official on an individual basis as necessary.
Guests and visitors to SCSU who are 17 years and younger are considered minors (see Definitions).
Violations of this policy will be addressed through applicable University policies, procedures, and/or contractual agreements.
Bringing Your Minor Child into the Workplace
Employees are welcome to bring their children to their workplace for brief visits on an occasional basis providing that all relevant sections of this policy are followed and that the presence of the minor does not unduly require the employee’s attention or disrupt the work environment.
Classrooms, Labs and Academic Spaces
The University does not allow individuals who are not enrolled in a course to attend classes without specific permission.
Due to the potential for disruption, both instructors and students should refrain from bringing minors to class. Further, minors are prohibited from entering a lab or other class area that is hazardous in nature; or when the material being covered or activities are inappropriate for a minor, as determined by the course instructor.
Expectations of Minors’ Behavior
Non-enrolled minors, including prospective students, participating in events on campus or events sponsored by the University are required to act in a manner consistent with the behavioral expectations of the activity or event in which they are engaged. This includes, not causing a disruption and following the written or verbal directions of the event or activity leaders as well as following all posted safety rules on campus. Violations of these expectations may result in program staff or event leadership contacting the minor’s parent or guardian for immediate pick up and removal from the event or activity.
Mandated Reporting
St Cloud State University employees and all individuals within the scope of this policy are required to report any observed neglect, physical abuse, or sexual abuse of a child immediately (within 24 hours) according to Minnesota Statute 626.556 Subdivision 3. This includes reporting any knowledge of, or reason to believe that, neglect, physical abuse, or sexual abuse is occurring or has occurred within the last three years. (See Supporting URLs for reporting requirements).
Event Space Reservation
Space for an event must be reserved through the venue-appropriate reservation system. Typically, this will be the University’s EMS system. An event must also create and maintain an event safety plan which should include:
- Emergency contact information for attendees
- Plans for supervision of minors
- Conduct rules for event staff/volunteers and participants
- And a review of the safety standards for the space in which the event takes place, including emergency evacuation routes.
Adherence to the Best Practices located in the guideline section (below) is encouraged.
Background Checks
Criminal background checks must be completed for positions with job responsibilities that include working with children, consistent with Minnesota State guidelines, in consultation with Human Resources.
The University may accept successful documented criminal background clearances from governmental agencies (e.g., school districts) that have been completed with three years from the start date of the activity.
Background checks will not be required when the event is limited to classroom, laboratory or other non-private spaces, is open to the public (including by invitation) or in collaboration with youth organizations or schools in the region, where participants will have chaperones or advisers.
Transportation
All activities requiring transportation are subject to MMB driver and fleet safety standards and MN State policies and procedures. Transportation of minors is subject to additional restrictions and requirements. See Procedures and supporting documents.
Volunteers
Volunteers must complete the appropriate form and agreement/release based on the type of assignment they will be performing or service they are providing. (See Related SCSU Policies for the link to the Volunteer Policy. Forms can be found in the Supporting Documents section.)
Criminal background checks are not needed if a third party managing the event assumes responsibility for the actions and background checks of its volunteers.
A criminal background check is needed if the volunteer will:
- Have unsupervised access to minors
- Process credit card, cash, or other financial transactions
- Have access to residence halls
Volunteers are expected to follow this policy and procedure, including the requirement to report signs of negligence and/or abuse of any kind.
Third Party Events, Activities, and Rentals
When minors come to campus as guests, invited to participate in events sponsored by a non-university entity, they are expected to follow the guidance and instructions of the event sponsors, as well as the rules of the University and applicable law. The non-university sponsor is obligated to uphold the terms of their agreement with SCSU and is responsible for assuming supervision and safety of minors. Please see procedures for a non-exhaustive list of requirements for third parties.
Exceptions
Activities and programs organized, managed, or run by a non-university third party may have exceptions to certain requirements of this policy or procedure due to language in contracts or agreements that transfers responsibility and/or liability to the third-party entity.
The following activities or situations are exempt from this policy
- Where Minors are currently enrolled at SCSU or living in a SCSU dorm as enrolled students at the St Cloud Technical and Community College.
- Where Minors are employed by the U
- When Minors are part of IRB approved research.
- When Minors attend the licensed on-campus daycare (Lindgren Early Learning Center)
- Public events such as sporting events, theater productions, commercial businesses or University spaces and events open to the general public.
- Events or activities in which the primary responsibility for minors does not transfer to University staff or faculty. Typically, these are sponsored visits or events where minors are accompanied by organization staff or chaperones
- When Minors participate in services offered by Centers, clinics, or other units on campus that provide services to minors or may have minors present under supervision of a guardian, parent, or responsible adult such as the Speech-Language and Hearing Clinic, Miller Center or the Community Garden.
- Practicums, clinical experiences, student teaching or other events in which students interact with minors at locations off-campus and under the supervision of a third party.