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Frequently Asked Questions

Reporting Requirements

Training

Registration and Approval

Screening Requirements

Waivers and Consent Forms

Supervision Ratios

Other Questions

Reporting Requirements

 

I am a ND employee, but I do not work with minors. Do I still have an obligation to report suspected child abuse and neglect?

Yes. ND’s Youth Protection Policy requires that all University employees immediately report reasonable suspicion of child abuse or neglect to the proper external agencies (Indiana Department of Child Services at 1-800-800-5556).

What does “reasonable suspicion” of child abuse or neglect mean?

Reporting is required when there is “reasonable suspicion” that child abuse or neglect has occurred. Reasonable suspicion means that it is reasonable for a person to suspect based on the information, training, and experience the person has; it does not require certainty that an incident has occurred. 

A current minor disclosed that they were the victim of abuse in the past, and that the matter was previously reported to authorities. Do I still need to report this?

Yes. If you reasonably suspect that a minor experienced abuse in the past, you must follow the reporting steps outlined in the Youth Protection Policy. Even if there is an indication that an incident of child abuse or neglect has been previously reported, this does not relieve a person of their obligation to report to both external authorities and university officials.

I learned that an adult experienced abuse as a child. Does this need to be reported?

Incidents that occurred in the past where the minor involved at the time is now an adult (18 years of age or older) must be reported immediately to OIE for review to determine whether further reporting (e.g., to DCS) or action is necessary.

I volunteer at an organization and interact with minors in my free time, but my volunteer work is unrelated to my employment/position with ND. If I become aware of child abuse or neglect during the course of my volunteer duties, do I need to report?

Yes, you would need to report to Indiana DCS. Every adult in the state of Indiana is a mandatory reporter. If it is in connection with ND or has been perpetrated by a member of the University community, you must also immediately report to OIE regardless of the context in which information about the matter arises.

I have noticed someone exhibiting behavior towards a minor that seems concerning, but I don’t think it rises to the level of child abuse or neglect. What should I do?

All inappropriate behavior involving a minor, including grooming behavior or boundary violations, must be immediately reported to OIE. If you are unsure whether to report, contact OIE for guidance.

What safeguards are in place for individuals who make a report of child abuse or neglect to DCS?

While mandatory reporters are required to provide their name when making a report, their identity and the content of the report is confidential and may only be disclosed to specified persons and agencies. Additionally, anyone who reports child abuse in good faith is protected by law from civil and criminal liability.

What happens if I do not make a mandatory child abuse or neglect report?

By reporting child abuse or neglect, you may prevent a child from experiencing abuse or further harm. Failure to make the required reports is a serious neglect of duty, which may subject an individual to University disciplinary action and/or criminal and civil penalties.

What happens after a report is made to DCS?

When DCS receives a report, they will determine whether an investigation is necessary. For more information about the process, visit: https://www.in.gov/dcs/contact-us/child-abuse-and-neglect-hotline/

Training

 

I am a Youth Program director. Where can my staff and I access the required training?

The Champion Youth Protection training is hosted within the Youth Protection Portal (Ideal-Logic).

How far in advance must Youth Program staff and volunteers complete training?

The Youth Protection Procedures Manual requires that training be completed annually at least seven days before the program start date. Youth Program staff and volunteers may not begin work in any Youth Programs or have direct contact with minors until training has been completed.

Who is responsible for confirming Youth Program staff and volunteers have completed required training?

Youth Program directors are responsible for ensuring that all staff and volunteers have completed the required training. Youth Program directors can track training completions in the Youth Protection Portal.

I have completed youth protection training in the past. Do I still need to complete this training?

Yes. While many ND Youth Program staff or volunteers may have completed youth protection training previously, this training is required as it covers ND specific requirements.

Registration and Approval

 

Is my program, event, or activity involving minors required to register as a Youth Program?

A Youth Program is a University program, event, or activity occurring on or off campus in which one or more Minors are under the supervision of Notre Dame employees, volunteers, or students. Supervision by Notre Dame employees, volunteers, or students is expected if there is no parent, legal guardian, or third-party chaperone present during the program, event, or activity. This includes virtual programs when the parent, legal guardian, or third party is not actively participating in the activity and providing supervision. Youth Programs must register and meet specific requirements to help protect the safety and well-being of the minors involved. If you’re unsure about whether or not your program, event, or activity, meets the definition of a Youth Program, contact OIE at youthprotection@nd.edu for additional guidance.

I’ve determined that the activity I’m planning qualifies as a Youth Program. What should I do next?

Your first step (aside from reviewing the Youth Protection Policy and Procedures Manual) is to register your program with OIE. For a full list of next steps and requirements, see the Youth Protection Procedures Manual. 

How far in advance do I need to register my Youth Program with OIE?

All Youth Programs are required to register with OIE at least 30 days before the program, event, event or activity begins.

My Youth Program was registered prior to the new policy being published. Do I need to re-register?

If your Youth Program has concluded, you do not need to re-register. It is an annual requirement, so you will have to register again next year if you plan to hold the program, event, or activity again.

We hold several programs, events, or activities over the course of the year that are all part of one initiative. Should we register each activity and event separately or can we register all of them as one Youth Program?

If your staff or participants change with each program, event, or activity, you would need to register each of them separately. However, if all of your programs, events, or activities involve the same staff and participants, you can register as one Youth Program and include the various dates and details in the registration.

How often do I need to register my Youth Program?

Youth Programs– both one time and recurring/year-round activities– need to register at least annually. This provides the University with up-to-date, accurate information about Youth Programs (which may be helpful in the event of an emergency), and it also provides OIE an opportunity to communicate any updates regarding policies or procedures that may have changed since the last time the Youth Program was registered.

How will I know if my Youth Program has been approved?

You may access your Youth Program registration in the Youth Protection Portal. You will receive an email when the Youth Program has been approved by OIE.

Screening Requirements

 

Who is subject to the screening requirements in the updated policy?

All staff or volunteers who work in a Youth Program are subject to screening requirements in the updated Policy. For full requirements including background checks and conduct record checks, consult the Youth Protection Procedures Manual.

How do I request screening on my Youth Program staff or volunteers?

You will add Youth Program staff and volunteers to your program registration form in the Youth Protection Portal. Once you add your staff and volunteers, they will be prompted to complete a background check through HireRight.

What screening requirements are in place for ND students?

ND students must have an annual background check completed if they are working in an overnight program or are responsible for the supervision of minors.

Why are conduct record checks part of the screening process?

There may be instances where a staff or volunteer has not committed a crime but has violated a University policy. A violation of University policy may prohibit an individual from being able to work or volunteer with minors.

How will the additional background checks be funded?

Notre Dame Human Resources will fund the increased background and national sex offender registry checks.

How long does the screening process take?

The length of a background check varies, which is why a Youth Program must register 30 days before the start of a program, event, or activity.

My Youth Program only involves currently employed ND staff and faculty. Haven’t they already undergone screening requirements?

It is likely that they have already been background checked in the past, however there are additional criteria required to determine one’s eligibility for working or volunteering with minors.

Some of our staff or volunteers have gone through background checks for other agencies/organizations. Do they still need to go through the ND background screening requirements?

Background checks or national sex offender registry checks by other organizations are not valid for this purpose, as the results cannot be shared with ND. If a Youth Program staff or volunteer previously worked or volunteered in another Youth Program, they will not need to have screening completed again unless it is due.

We plan to have a guest speaker present during a Youth Program. Do they need to undergo background screening requirements?

If the guest speaker will not have direct contact with minors, will only be present during the program for a short period of time, and they interact with minors only while under your supervision, they do not need to undergo background screening. It is recommended that they review and agree to adhere to the Conduct Requirements when Interacting with Minors.

Some of my Youth Program staff or volunteers are not employed by or students at ND. Do they have to undergo background screening requirements?

Yes. If for example you have a parent/guardian serving as a chaperone for an event, you will need to add them to your program as a volunteer and have a background check completed.

Does ND conduct background checks for non-USC organizations or entities (“third parties”) operating Youth Programs on campus?

No. Third parties are required to certify that they have completed criminal background checks and national sex offender registry checks for all staff and volunteers interacting with minors.

Waivers and Consent Forms

 

How often should liability waivers be collected?

A waiver must be collected before a Youth Program begins. A new waiver must be signed if certain aspects of the program change, for example, it involves a field trip or different activity from what was initially communicated to the parent. If a Youth Program runs consistently, a new waiver must be signed each year.

How often should health/medical consent to treat forms be collected?

Health/medical consent to treat forms must be collected before a Youth Program begins. The same applies as it does for waivers, the consent form must be repeated if aspects of the activity change or if it has been one year since the form was signed.

Where should I store liability waivers and consent forms?

Liability waivers and consent forms must be stored in the Youth Protection Portal and accessible to Youth Program staff who are responsible for the supervision of minor participants. If the waivers and consent forms are collected in paper form, they should not be taken to a staff member’s personal home or car for any reason and must stay on University property. Additionally, the paper form must be scanned into the Youth Protection Portal.

Supervision Ratios

 

We have high school aged minors participating in our Youth Program. Do they need to be supervised at all times by our staff, even during downtime or “free” time?

Yes. All minor participants in the Youth Program must be supervised at all times by Youth Program staff. If you are incorporating free time in your participant’s itineraries, be sure to plan for appropriate supervision based on the ages/number of participants that will be present. 

We would like for our participants to use ND’s recreational facilities. Can the staff members working at these facilities supervise the participants?

No. Staff employed to run recreational facilities do not undergo the same level of screening and training as Youth Program staff who are specifically trained to help prevent, recognize and respond to signs of inappropriate conduct or abuse. 

Other Questions

 

Our Youth Program wants to bring the minor participants to a musical or play that involves nudity. Is this allowed?

This may be allowed if the minor participant’s legal parent or guardian provides written consent.