Children & Youth On Campus

General Information

Mississippi State is committed to its efforts to provide and maintain a safe and secure environment for all individuals participating in its programs and activities. Because additional measures may be required to promote the safety of children, and because MSU sponsors and/or hosts numerous programs, camps, and activities involving children, MSU has put into place a Minor Protection Policy that governs the conduct of such programs. The Office of Compliance and Risk Management is charged with providing training and assistance to organizations conducting programs within the scope of the policy.

Programs conducted by the MSU Extension Service, including 4H programs, are subject to this policy. These programs are evaluated, registered, and monitored by the Extension Service. Other university programs are to work through the Office of Compliance and Risk Management to comply with the policy.

• Minor Protection Policy
• Implementing Procedures
• Minors on Campus Training Video

Checklist for Camp/Program Coordinators (Non-Extension Programs)

• Register your program with the Office of Compliance and Risk Management by completing the Covered Program Determination Form.

• If your program is determined not to be a covered program, you need not take any further action.

• If your program is designated as a Covered Program, complete the Covered Program Information Form, including all requested information regarding Authorized Adults who will be working with your program.

• Instruct all Authorized Adults to complete the required background check authorization: For Authorized Adults who are being hired specifically to work the camp, there must be a signed authorization included in the paperwork sent to Human Resources Management for processing.  For any other Authorized Adult who has not had a background check at MSU within the previous three years (this includes current MSU employees without a recent check, volunteers, and student workers who are not completing new hire paperwork), they will receive an e-mail from Truescreen with instructions on how to complete the authorization.  These authorizations must be completed in advance of the camp in order to allow time for processing.

• Instruct all Authorized Adults to complete the required training.  Live training may be scheduled by contacting minors@msstate.edu.  The training is also available online at //www.ocrm.msstate.edu/training.

• Obtain a signed Acknowledgment Form from each Authorized Adult. This form can be filled out and submitted online to the Office of Compliance and Risk Management at the following link.
  • Online Acknowledgement Form

• Update the Program Information Form as necessary to reflect staffing changes.

• Familiarize yourself with all requirements of the Minor Protection Policy and Implementing Procedures.

Required Forms (Non-Extension Programs)

• Covered Program Determination Form:

  The Minor Protection Policy and Implementing Procedures require that MSU employees who are responsible for any program involving Minors as participants consult with the Office of Compliance and Risk Management to determine whether the program is a Covered Program as defined by the Policy. This form should be completed and returned to the Office of Compliance and Integrity. The form may be e-mailed to minors@msstate.edu.

• Covered Program Information Form:

  If the Office of Compliance and Integrity determines that an activity involving minors is a Covered Program under the Minor Protection Policy, the Program Director is required to complete the Covered Program Information Form to provide additional information about the program and about employees, students, and/or volunteers who will be involved in the conduct of the program. This form should be completed and returned to the Office of Compliance and Risk Management. The form may be e-mailed to minors@msstate.edu.

• Acknowledgment:

  Upon completion of the training required by the Minor Protection Policy, all persons working with the Covered Program are required to complete this Acknowledgment. This form must be submitted online to the Office of Compliance and Risk Management prior to the beginning of the program. 

• Protection of Minors Addendum:

  Any third party using MSU facilities for the purpose of running a camp or other program involving minor participants that would be a Covered Program if operated by MSU shall be required to execute the Protection of Minors Addendum to the Facility Use Agreement. This Addendum shall be completed with the Facilities Use Agreement and maintained with that Agreement.

Checklist for Extension Programs

• For a program, event, camp, meeting, or other MSU-sponsored activity that is directed to or includes minors as participants, you should complete an MSU Extension Minor Protection Covered Program Determination Form and submit the form to the MSU Extension Associate Director.
• If your program is determined not to be a covered program, you need not take any further action.
• If your program is designated as a Covered Program, complete the MSU Extension Covered Program Information Form and submit the form to the MSU Extension Associate Director. This form requires additional information about your program and the individuals who will be working with your program.
• For the Office of Nutrition Education, the direct link to the required forms is https://intranet.extension.msstate.edu/office-nutrition-education
• You will receive additional information regarding required background checks and training from the Extension Associate Director is required to comply with all additional instructions regarding your Covered Program.

Training

The training required by the policy may be scheduled by contacting the Office of Compliance and Risk Management at 662-325-5839 or by e-mail at minors@msstate.edu. The training for minors on campus is available online.

Frequently Asked Questions

1. Is the activity in which I am involved subject to the Minor Protection Policy?

   The determination of whether an activity is a Covered Program will be made on the basis of the specific facts associated with the program or activity. The Minor Protection Policy identifies certain types of activities that would not ordinarily be considered Covered Programs, but all activities in which minors are participants should complete the Covered Program Determination Form and submit it to the Office of Compliance and Integrity for review.

2. Must the training required by the Minor Protection Policy be completed every year?

   Yes. The training requirement is to be completed annually, regardless of whether the individual participated in a Covered Program previously.

3. Am I required to have a background examination in order to participate in a Covered Program?

   Background examinations are required for all Program Staff. The background check must be completed within 3 years of the commencement of the Covered Program and must be completed in accordance with the Implementing Procedures.

4. How do I complete the required background examination? Who is responsible for the cost of the background examination?

   MSU has contracted with TrueScreen Inc. to conduct the required background examinations. The cost of the background examination may be borne by MSU, by the Covered Program, or by the individual Authorized Adult, depending on the nature of the Authorized Adult's relationship with MSU. Additional information regarding the costs associated with the background check should be directed to the Office of Compliance and Integrity or the Program Director of the Covered Program.

5. How often must background examinations be completed on those Authorized Adults involved with Covered Programs?

   Background examinations must be completed every three years.

6. Are volunteers subject to the training and background check requirements of the Minor Protection Policy?

   Yes. All Program Staff must complete the training and background examination requirements.

7. Are students working with Covered Programs required to complete the background examination and training requirements?

   Yes. All Program Staff must complete the training and background examination requirements.

8. What if I have questions about whether I need to report suspected child abuse or neglect?

   Any questions regarding your obligation to report suspected child abuse or neglect should be directed to the Office of General Counsel or the Office of Compliance and Integrity. Any uncertainty in deciding to report suspected abuse or neglect should be resolved in favor of making a good faith report of the information you possess. The report should be made in accordance with applicable state law and the Minor Protection Policy.

9. Where can I go for assistance with the forms I am required to maintain for my Covered Program?

   You should visit http://www.legal.msstate.edu/legal/waivers.php to access a Template Waiver for Minors, an Emergency Medical Consent Form, and a Photo/Video Media Release Form.

Additional Information

For questions concerning the application of the Minor Protection Policy to a program or activity or if you have questions about the requirements of the Minor Protection Policy, please contact Joy Graves at (662) 325-2786 or at minors@msstate.edu. For Extension employees, please contact Paula Threadgill at (662) 325-3032.