NCSSM is committed to maintaining a welcoming and safe environment for all members of our community. The safety and well-being of minor children visiting NCSSM facilities and participating in sponsored programs/activities require particular vigilance. The Office of Campus Safety reinforces this expectation by establishing standards, requirements and procedures that specifically focus on protecting the safety of individuals less than 18 years of age from maltreatment by a parent, guardian, caregiver, or staff of programs sponsored by, affiliated with, or conducted on NCSSM property.
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What is a Covered Program:
Activities or programs primarily serving or including Minors and either:
1.) Conducted by NCSSM, whether located on NCSSM property or elsewhere; or
2.) Conducted by a third-party individual or organization on NCSSM property.
Examples of Covered Programs include, but are not limited to, academic camps, athletic camps, and other enrichment programs, whether daytime only or overnight programs. The Protection of Minors Coordinator shall determine whether or not a program or activity is a Covered Program. In determining whether a program or activity is a Covered Program, the Protection of Minors Coordinator may consider the nature of the program; the duration and location of the program; and the nature and level of interaction NCSSM employees, volunteers, or contractors will have with the Minors participating in the program or activity.
Covered Programs generally do not include externally sponsored field trips or visits of one day or less that bring minors on to NCSSM property; or programs or events that are open to the general public, such as concerts or theatrical performances; however, these events must still have adequate adult supervision. Covered Programs also generally do not include programs designed exclusively for students enrolled or matriculated at NCSSM. January Term courses taught by third parties, off-campus research and mentorship opportunities that are regular in frequency, and other similar programs and activities, as determined by the Protection of Minors Coordinator, are not Covered Programs, but are otherwise addressed in Section VIII of Policy 8300: Protection of Minors.
If you are unsure whether your program requires approval please take the survey below to determine if your program is required to register.
All NCSSM programs that serve minors and programs that utilize NCSSM properties must obtain approval under the policy on the Protection of Minors. Programs and guests must continuously comply with all the NCSSM policy standards and requirements.
Any covered program that is determined to have not complied with any provision of NCSSM’s Protection of Minors Policy is subject to immediate discontinuation of the programs operation and/or use of NCSSM property and may also be banned from future use of NCSSM facilities.
The Coordinator for the Protection of Minors can be contacted at 919-416-2610 or by email at POM@ncssm.edu to answer questions or provide guidance regarding requirements for programs serving minors.
Recommendations for Covered Programs:
Covered Programs shall have their own plans and procedures and training mechanisms that address the applicable “Pre-Camp Training Topics” identified by the American Camp Association.
Covered Programs shall have plans and procedures to address instances of severe weather, travel off premises, or other applicable situations where Minors’ safety or security could potentially be threatened. Reference the sample Emergency Plan Template below for guidance on emergency planning for your program.
In order for an NCSSM program or activity to be permitted to serve minors or for any outside third-party individual or organization to conduct a program that includes minors on NCSSM property (“Covered Programs”), the programs must be registered and approved by the Coordinator for the Protection of Minors.
All Covered Programs must be registered and approved by an NCSSM officer or administrator, as designated by the Chancellor, prior to the initiation of the program or activity. All Covered Programs continuously or periodically operating must be re-registered and approved by NCSSM at least annually and at least 10 days prior to the start date of the program.
Background Checks:
An appropriate background check must be completed each year for all individuals 18 years of age or older who work with, instruct, or otherwise come into direct contact with minors in a Covered Program (“Program Staff”), even if these individuals are volunteers. This requirement applies to all NCSSM faculty, staff, students, or volunteers who will serve as Program Staff who directly support a Covered Program, as well as individuals employed by, contracted by, or volunteering for external entities operating a Covered Program. These checks must be completed prior to a Program Staff member having any contact with minors as part of the program. A background check completed within the 12 months prior to the start of the program will satisfy this requirement.
Program Staff/Volunteers/Instructors will not be issued NCSSM credentials, ID cards or Access Pass until the background check process is completed. If you have questions or concerns about the Background Check Policy, please contact Human Resources.
Registration Requirements:
Program Regstration:
The following information will be required in order to register your program: You can utilize the Covered Programs Checklist to determine if you have all of the information required to register a program.
- A description of the proposed Covered Program
- A responsible party or sponsor for the proposed Covered Program (Sponsor)
- The designated NCSSM administrator or officer supporting the program
- The name or position of the NCSSM administrator or officer with responsibility for approving the proposed Covered Program
- The dates/period of time for which the Covered Program will operate
- The expected number of employees, contractors, and/or volunteers involved and Minors served
Once the program is approved, the following will need to be provided prior to the start of the program.
Program Staff:
- Name
- Notice of background check completion from Human Resources
- Completion of Protection of Minors Training
- Copy of valid driver’s license (if program requires operation of a state owned vehicle for student transportation)
Each Covered Program must assure that all program staff are appropriately trained on policies and issues relevant to the protection of minors. This training must occur at least annually and must occur prior to any initial interactions with minors. Such training must include the following minimum components:
- The NCSSM Policy on the Protection of Minors
- Sexual abuse and sexual harassment
- Detection of abuse and neglect through behavioral signs of abuse or neglect that minor victims may exhibit
- Protecting minors from abusive emotional and physical treatment by adults or peers
- Laboratory safety for minors (when applicable)
- Emergency Response Protocols
- Strategies for Working with Minors
Minor Participants:
- Name
- Date of birth
- Parent/Legal Guardian Names
- Emergency Contact Information
- Residential Assignment (if program requires overnight accommodations)
Approval Process:
The Protection of Minors Coordinator will inform the Program Director and sponsoring unit head (or Departmental Booking Agent in the Department of Athletics) of whether the proposed program is approved. Covered Programs must be approved before students/staff or volunteers are permitted to participate in activities on NCSSM Campus.
Notification of approved requests may be sent to relevant NCSSM departments including, for example: Campus Safety, Student Life, Counseling Services, Human Resources.
Oversight:
Day-to-day program oversight is provided by the Protection of Minors Coordinator at NCSSM. Oversight includes:
- Approval of Covered Programs
- Policy Compliance
Violations of this Policy:
NCSSM Employee: Violations may result in disciplinary action up to and including termination of employment.
Unpaid Volunteers, Interns and Visiting Instuctors: Violations may result in end of assignment that may result in disciplinary action that requires immediate removal from Direct Contact with Minors, and/or NCSSM property or facility.
Third Party Visitors: Third Party Visitors Violations may result in disciplinary action that requires immediate removal from Direct Contact with Minors, and/or NCSSM property or facility.
Covered Programs: If it is determined that the Covered Program has not complied with any provision of NCSSM’s Policy on the Protection of Minors, the Covered Program may be subject to immediate discontinuation of operation and may also be banned from future program approval.
In addition to the above sanctions imposed by NCSSM, failure to Report Gen. Stat. § 7B-301: Any person or institution who knowingly or wantonly fails to report the abuse as required, or who knowingly or wantonly prevents another person from making a report as required, is guilty of a Class 1 misdemeanor.
What is abuse and neglect?
The North Carolina Division of Social Services (DSS) provides that child abuse is “the intentional maltreatment of a child and that can be physical, sexual, or emotional in nature.” DSS provides that neglect is “the failure to give children the necessary care they need.” This includes (but is not limited to):
- maltreatment (physical, emotional, and sexual)
- harassment
- bullying
- peer relationship violence
- medical
- injuries
- mental health concerns
- incidents of conduct violations
If you encounter a situation in which a minor is at immediate risk of harm or injury, call 911 immediately and then notify Campus Safety. In the event there is suspicion a minor is a victim of a criminal act, the law enforcement agency with jurisdiction and the Department of Social Services will determine whether an incident merits further investigation. While Campus Safety can assist, reporting to a campus official does not relieve the obligation for a community member to also make a report directly to law enforcement and the Department of Social Services.
Who is obligated to report?
Any member of the School Community who reasonably suspects that a Minor, including an NCSSM enrolled or matriculated student Minor, has been abused or neglected by a parent, guardian, caregiver, Covered Individual, or other individual is obligated by North Carolina law to report that suspicion to the appropriate County Department of Social Services (DSS), regardless of where the suspected offense occurred, as outlined in G.S. 7B-301.
Report to local law enforcement if the child is a victim of a violent offense, sexual offense or misdemeanor child abuse under G.S. 14-318.2. Any person or institution who knew or should have known that a juvenile was the victim of a felony or a crime of abuse, and knowingly or wantonly fails to report or who knowingly or wantonly prevents another person from reporting is guilty of a Class 1 misdemeanor. Refer to Senate Bill 199 and G.S. 14-318.2.
Where can I make a report?
Reports of abuse and neglect occurring on the NCSSM campus:
Reports of incidents of abuse and neglect that occurred on the NCSSM campus can be made to the Department of Social Services Child Protective Services Division in the county where the abuse occurred or the child is located.
Reports for incidents that occurred outside the NCSSM campus:
Reports of incidents of abuse and neglect that occur outside the NCSSM campus should be made to the county Division of Social Services in which the suspected abuse occurred.
All incidents involving minors must be reported to the Protection of Minors Coordinator. Reports to the Protection of Minors Coordinator can be made as follows:
- By phone: 919-416-2610
- By email: POM@ncssm.edu
- Report an Incident to NCSSM POM Coordinator
Campus Safety and Police Services:
NCSSM has Campus Safety Officers on campus 24 hours a day, 7 days a week, including nights, weekends, and holidays. Additionally Police Officers are contracted to provide extra presence on campus to deter crime and respond to emergencies.
NCSSM-Durham
Emergency: Dial 911 first, then call 919-416-2911 to reach the on-duty Campus Safety Team.
Non-Emergency: Dial 919-416-2911 to reach the on-duty Campus Safety Team.
NCSSM-Morganton
Emergency: Dial 911 first, then call 828-347-9106 to reach the on-duty Campus Safety Team.
Non-Emergency: Dial 828-347-9106 to reach the on-duty Campus Safety Team.
What if I am unsure about making a report?
If an individual is unsure whether to report suspected abuse or neglect of a Minor, that individual may discuss the decision with the Protection of Minors Coordinator, the Vice Chancellor for Student Life, or his/her designee. When in doubt, it is best to report a concern of minor abuse, neglect, or dependency. North Carolina § 7B-309 provides protection from civil or criminal liability for individuals who make a report in good faith.
Each Covered Program must assure that all program staff and volunteers are appropriately trained on policies and issues relevant to the protection of minors. This training must occur at least annually and must occur prior to any initial interactions with minors. The management of a Covered Program may enhance and/or modify the NCSSM’s training requirements to meet specific needs of the applicable program, but such training must include the following minimum components:
- NCSSM’s Policy on the Protection of Minors
- Sexual abuse and sexual harassment
- Detection of abuse and neglect through behavioral signs of abuse or neglect that minor victims may exhibit
- Protecting minors from abusive emotional and physical treatment by adults or peers
- Laboratory safety for minors (when applicable)
- Emergency Response
- Mandatory reporting requirements
- Best Practices for Working with Minors
NCSSM welcomes your child to visit and to participate in a wide range of activities, programs, camps and events operated on or off campus. Serving the community and state with such programming is integral to our mission and tradition of service. NCSSM is committed to supporting a safe environment for minors on campus as well as the employees and volunteers who host them.
NCSSM has established standards and procedures designed to provide a safe environment for minors and to permit these visits to be carried out in a safe and responsible manner. The operating standards have multiple components, including staff-screening (background check) requirements, supervision requirements and restrictions, as well as mandatory training. Another vital component is a child abuse reporting obligation, which requires those working with minors to report known or suspected child abuse or neglect.
Parents or guardians should not leave minors unsupervised on NCSSM property.
Parents or guardians are expected to provide supervision of minors on campus unless they are involved in NCSSM programs and activities wherein the institution is providing direct supervision or custodial responsibility.
Reporting an Incident Involving Your Child
If your child is involved in an incident involving program staff or another minor participant, please complete the online reporting form. You may also use this form if you have a suggestion or complaint about the program your child is participating in.
Emergency on Campus
In the event there is an emergency at NCSSM, do not come to campus unless you are instructed to do so. You may not be allowed on campus and your child will not be released to you until the situation is under control. Camp staff or the program director will advise when and where to pick up your child if the program is suspended due to the emergency situation on campus.
Full-time staff, students and parents have access to Alert NCSSM. In the event of an emergency on campus, text and email notifications will be sent to all users. It is important to keep your emergency contact information up to date and notify Campus Safety of any changes as soon as possible. All of NCSSM’s Emergency Policies and Procedures can be found on the Durham Emergency Information and Morganton Campus Safety webpages.
Resources
- American Camp Association
- The Coordinator for the Protection of Minors can be contacted at 919-416-2610 or by email at POM@ncssm.edu to answer questions or provide guidance regarding requirements for programs serving minors.
Q: Who must comply with the Protection of Minors on Campus Policy?
All NCSSM faculty, staff, volunteers, interns and students, as well as outside third parties (including contractors) who are authorized to use NCSSM facilities or properties.
Q: What are the consequences for violating the Protection of Minors on Policy?
A: Violations of the Policy may result in disciplinary action for any NCSSM employee, whether paid or volunteer, up to and including termination of employment. Violations may also result in discontinuation of the program or banning of the program from use of NCSSM facilities.
Q: What is Direct Contact?
A: Direct Contact is defined as having one-to-one contact (personal, unsupervised interaction between any adult and minor participant without at least one other adult present), and/or contact with minors through care, guidance, control or supervision, and/or the time period is long enough to develop an intimate relationship with a minor.
Q: Can I have one-to-one contact with a minor?
A: If one-to-one interaction is absolutely required, meet in open, well-illuminated spaces or rooms with windows observable by other adults unless the one-to-one interaction is expressly authorized by the Program Director or the designated NCSSM administrative officer, or unless the interaction involves a health care provider providing health care services.
If you need to check on a minor in a private area such as a dorm room, locker room, or restroom, bring another adult along. Note:
- Younger campers should be accompanied to the restrooms by an adult or buddy.
- Older campers (high school) should either utilize a buddy system or have a check in/out system to insure they return in an appropriate time and are not at risk.
Q: Is it okay to give a minor program participant access to my social media page, my personal email, and/or my personal telephone number?
A: Do not engage or communicate with minors through email, text messages, social networking websites, Internet chat rooms, or other forms of social media at any time except and unless there is an educational or programmatic purpose, and the content of the communication is consistent with the purpose of the program and available to all program participants.
Q: Why are criminal background checks required prior to participating in activities involving a minor?
A: NCSSM is committed to promoting the well-being and safety of children who participate in NCSSM programs or activities and in programs that outside organizations deliver on campus. Criminal background checks may reveal prior convictions that would make it inappropriate for someone to participate in a program or activity with minors.
Q: Who is exempt from background checks?
A: Some examples include:
- Volunteers, employees, or administrative staff who do not have direct contact with minors because they do not provide care, supervision, guidance or control of minors and do not have routine interaction with minors.
- Student volunteers/hosts/guides for events where participants are enrolled students.
- Staff and volunteers working at events/facilities open to the public or where parents/guardians accompany minors.
- Staff and volunteers hosting some campus tours, visitation programs or field trips where no overnight stay is required and there is no direct contact may be exempt.
- Contact the Protection of Minors Coordinator to ensure your program is exempt.
Q: I am operating a program involving minors. How do I arrange for background checks for my staff?
A: Human Resources (HR) oversees the processing of criminal background checks for NCSSM programs and activities. Contact the HR department.
Q: If a student is working in a program involving minors, does the student need any training?
A: Yes. All faculty, staff, volunteers, and students who are involved in NCSSM run or affiliated programs or activities involving minors must be trained. See Training under the NCSSM Protection of Minors webpage or contact the Protection of Minors Coordinator for assistance.
Q: Who do I contact in the event of a medical emergency or other program questions?
A: In the event of a medical emergency dial 911. When the situation is under control, contact the Protection of Minors Coordinator at 919-416-2610 to report the incident.
In the event of program questions, contact the Protection of Minors Coordinator at 919-416-2610 or POM@ncssm.edu.
Q: What is the protocol when a non-authorized person wants to pick up a child from the program?
A: Items to consider in such situations:
- Consult program directors who should know who is authorized, and not authorized, to pick up each child.
- Obtain a written statement if the child is to be released to someone other than those persons designated on the application form (this person must bring identification).
- Do not release a child to anyone younger than 16 years of age or to anyone who arrives intoxicated or questionably under the influence of alcohol or drugs.
- If it is a non-custodial parent who is demanding to remove the child, contact Campus Safety or call 911 immediately.
Q: Who is mandated to report abuse or neglect of a minor?
A: Both as a matter of NCSSM policy and North Carolina state law, any member of the NCSSM community, including students, who knows, reasonably suspects, or has receive information that a minor has been abused or neglected by a parent, guardian, caregiver, or staff member, or is otherwise unsafe, has an absolute obligation to report to the appropriate County Department of Social Services.
If an individual is unsure whether to report suspected abuse or neglect of a Minor, that individual may discuss the decision with the Protection of Minors Coordinator, the Vice Chancellor for Student Life, or Campus Safety.
Q: Am I protected if I make a report?
A: North Carolina law provides that anyone who makes a report in good faith or who participates in an investigation by the Department of Social Services will be protected from any criminal or civil liability that might arise from the individual’s report or participation. NCSSM policy prohibits retaliation against anyone who makes a good faith report of abuse or neglect with regard to the terms and conditions of employment or educational activities.
Q: What if I do not make a report?
A: North Carolina law makes it illegal to not report child abuse. Any person or institution that has reason to suspect that a child is abused, neglected or dependent, or died as the result of maltreatment, must report it.
Failure to Report Gen. Stat. § 7B-301: Any person or institution who knowingly or wantonly fails to report the abuse as required, or who knowingly or wantonly prevents another person from making a report as required, is guilty of a Class 1 misdemeanor.
Contacts:
Durham County Child Protective Services:
Reporting incidents of abuse and neglect that occurred on the NCSSM-Durham campus.
Burke County Department of Social Services:
Reporting incidents of abuse and neglect that occurred on the NCSSM-Morganton campus.
NC Social Services Directory:
Reports of incidents of abuse and neglect that occur outside the NCSSM campus should be made to the county Division of Social Services in which the suspected abuse occurred.
Contact the Protection of Minors Coordinator:
- By phone: 919-416-2610
- By email: POM@ncssm.edu
- Report an Incident to NCSSM POM Coordinator
Campus Safety and Police Services:
NCSSM has Campus Safety Officers on campus 24 hours a day, 7 days a week, including nights, weekends, and holidays. Additionally Police Officers are contracted to provide extra presence on campus to deter crime and respond to emergencies.
NCSSM-Durham
Emergency: Dial 911 first, then call 919-416-2911 to reach the on-duty Campus Safety Team.
Non-Emergency: Dial 919-416-2911 to reach the on-duty Campus Safety Team
NCSSM-Morganton
Emergency: Dial 911 first, then call 828-347-9106 to reach the on-duty Campus Safety Team.
Non-Emergency: Dial 828-347-9106 to reach the on-duty Campus Safety Team
Documents / Forms:
- Covered Program Questionnaire
- Emergency Plan Template
- Covered Programs Checklist
- Register a Covered Program
- Report an Incident to NCSSM POM Coordinator
- Best Practices for Working with Minors
Policies:
- NCSSM Policy 8300: Protection of Minors
- NCSSM Volunteer Services Procedures
- UNC System Policy on Protection of Minors
- NCSSM Background Check Regulation
- G.S. 7B-301: Duty to report abuse, neglect, dependency, or death due to maltreatment.
- G.S. 7B-309: Immunity of persons reporting and cooperating in an assessment.
- G.S. 14-318.2: Child abuse a misdemeanor.
- Senate Bill 199: Child Sex Abuse/Strengthen Laws.
- NCSSM-Durham Emergency Information webpage
- NCSSM-Morganton Campus Safety webpage
Contact
For additional information or questions about the Protection of Minors program, please contact pom@ncssm.edu.
Jason Lunsford
Assistant Director of Campus Safety and Protection of Minors Coordinator
