Programs Involving Minors

Emory University is committed to maintaining a supportive and safe educational environment and enhancing the well-being of all members of its community. Within this commitment, Emory has developed a new process for programs involving minors.

Register Your Program


For any additional questions, please contact the Office of Ethics and Compliance at compliance@emory.edu.

Definitions and Applicability

Minor means any person under the age of 18 who is participating in a Program at Emory University or Emory's campus.

Authorized Adult means a person eighteen years old or older who is responsible for escorting or supervising a Minor(s) in an on-campus or off-campus Program. Examples include all Emory employees (e.g., faculty, staff), Emory students, independent contractors, and volunteers who will be escorting or supervising Minors as part of a Program.

Programs are those activities developed and or administered by or on behalf of a unit of Emory University, or that take place on Emory’s campus, which are directed toward or otherwise include Minors as participants. This includes, but is not limited to: athletic camps, academic camps, instructional programs, Minors participating in research activities, and other organized programs and activities intended for Minors, whether the program is limited to daily activities, involves housing of Minors in residence halls, takes place virtually/online, or takes place off campus as part of an activity directed or sponsored by Emory University.

The following activities are not included within the scope of Programs Involving Minors:

  1. Matriculated Emory students who are under 18 (however, mandatory reporting requirements described in this policy do apply to students under 18) 
  2. Research projects that include Minors as participants that have been approved by an IRB 
  3. Clinical care for patients who are under 18 
  4. Events on campus open to the public (e.g., athletic events, public performances, campus tours) 
  5. Minors employed by Emory or Emory Healthcare 

Programs Involving Minors Registration Process and Requirements

The following sections outline essential procedures, requirements, and supplementary resources to ensure the safety and well-being of minors participating in Emory programs.

Program Directors must register and receive approval from the Dean or their Designee via the Registration Portal

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
For detailed registration instructions, refer to the Registration Instructions for Emory's Programs Involving Minors Document.

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.

Camper Age

Number of Campers Per Authorized Adult

Overnight Campers 

Day-Only Campers

4 – 5 years

5

6

6 – 8 years

6

8

9 – 14 years

8

10

15 – 18 years

10

12

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.

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.

Required Trainings for Adults Interacting with Minors

Boundary Training for Educators

Focuses on establishing healthy boundaries in educator-student relationships, recognizing violations, and implementing reporting procedures

Protecting Children: Identifying and Reporting Sexual Misconduct

Addresses sexual misconduct against minors, emphasizing warning signs and reporting responsibilities


Recommended Training for Program Directors

Hiring Staff Who Work with Minors

Provides a comprehensive overview of the importance of implementing effective hiring practices to ensure the safety of minors. It is highly encouraged for Program Directors that are responsible for staffing their programs to provide more information of best practices for hiring individuals that will work with minors.

For External Programs, this training, at a minimum, must include similar elements as the trainings required by OEC’s registration process, and must include:

Establishing healthy boundaries in educator-student relationships, recognizing violations, and implementing reporting procedures

Addressing sexual misconduct against minors, emphasizing warning signs and reporting responsibilities

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.

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:

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.

All Programs, other than those sponsored by Emory, must have their own insurance coverage in such amounts specified by Emory in a Program contract and must not exclude sexual abuse and molestation.

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).

  • Programs should be registered at least four weeks prior to the commencement of the program
  • Programs must be approved prior to the commencement of the Program
  • Authorized Adults must have a valid criminal background check conducted by Emory Human Resources and complete the required annual training prior to interacting with Minors. Please allow for 7 to 10 business days to process