Programs Involving Minors

Registration Portal

Prior to Approval:

• Access the Registration Portal
• Navigate to the Programs Involving Minors Tab
• Fill out the General Information form
• Submit the online form for approval
• After submission:
  • You will receive a submission confirmation email
  • You will receive approval or rejection email

After Approval:

Once approved, the Program Directors must:

• Complete the Compliance Requirement Certifications section at least four (4) weeks prior to the start of the program
• Complete the Authorized Adults section with the confirmed list of Authorized Adults participating in the Program within 30 days of the start of the program, or upon completion of the program if the duration is less than 30 days

All Minors participating in Emory-Sponsored Programs and Emory-Affiliated Programs must have on file a release or permission consent form, as applicable, signed by a parent or guardian. The Release of Liability and Assumption of Risk Form can be found on the Emory Programs Involving Minors’ webpage. The following forms may be utilized when enrolling minors in a camp at Emory:

• Camp Release of Liability & Assumption of Risk Form (PDF)

If your program is not considered a camp or the activities do not align with the consent form above, please contact the Office of Ethics and Compliance to obtain an appropriate form.

Emory requires all individuals to report suspected Child Abuse of which they are made aware in their capacity of employment or duties (i.e., Authorized Adults who are acting within their employment or duties, on or off campus). This includes information about suspected abuse, neglect, or inadequate care provided by any Program staff, a parent, or guardian. Reports should be made to the Emory Police Department in accordance with Emory Policy 4.119 Child Abuse Reporting. Additionally, the Program director and Emory University’s Office of Ethics and Compliance should be notified. Failure to make such report may be a criminal offense under Georgia law.

Suspected cases of child abuse should be reported per the Child Abuse Reporting Policy (Policy 4.119).

Appropriate training for adults working with minors is vital for the safety and wellbeing of minors participating in programs at or associated with Emory. Required training shall be completed by each Authorized Adult and documented by the Program director annually before they begin working with Minors. For Emory-Sponsored Programs and Emory-Affiliated Programs, All Authorized Adults must complete the specified required training(s), which are administered through Emory's GLX insurer, United Educators through this training portal.

Users will be required to create an account with United Educators (even if you had an existing account). Please follow these steps:

1. Go to this link: UE Learning Portal
2. Complete the Registration form.
   1. Enter your first name, last name, and email address
   2. Create and confirm your password
   3. Select your language
   4. Enter the following branch code: 792-90242
   5. All other fields are optional and can be skipped
   6. Review and accept the Privacy Policy
3. Click Next
4. You will be taken directly to the course content
5. Complete the courses.

If you have any issues with sign-in or accessing the courses, visit the Support Portal at United Educators Help Center.

Each Program will be required to have performed a national criminal background check, including a review via the National Sex Offender Registry, at least once every four (4) years on all Authorized Adults prior to their working with Minors. However, this check must be performed annually for Programs where Authorized Adults accompany minors off campus for overnight stays. For Emory-Sponsored Programs and Emory-Affiliated Programs, background checks must be completed through the Emory University Human Resource Department. Contact Human Resources at cheryl.coulthurst@emory.edu to request new background checks or check the status of your requests. Background checks typically take 7 to 10 business days to complete.

• OEC Programs Involving Minors Registration
• Minors Participating in Research Policy 7.21
• Emory's Child Abuse Reporting Policy 4.119
• Employment of Minors Policy 4.12
• Sexual Misconduct Policy 8.2

How to Choose a Camp: Safety Tips | American Camp Association (acacamps.org)

To ensure the safety of Minors who are participating in a Program (including minors participating in research activities in accordance with the Minors Participating in Research Activities policy linked below) on campus or off-campus, the supervision ratios recommended by the American Camp Association are to be maintained at all times, which is reflected on the Emory Programs Involving Minors page here. If the Program has Minor participants from different age ranges, the lowest age range should be used to determine the appropriate supervision ratio.