Process – Bringing Children to Campus

Eligibility & Definitions

The Child Protection Policy (Policy 3001D) (new policy to be added here)  applies to university-run and university-contracted programs, camps, activities, and events in which the care, custody, or supervision of children is the responsibility of university employees, students, volunteers, or third-party staff acting on behalf of the university.

A minor child/children is an individual under the age of 18 who is not a current university student. Individuals in 6th grade through age 18 may participate in approved programs for children on the CU Auraria Campus.

Internal Program Administrator: A Program Administrator is a designated faculty or staff member responsible for administrative oversight and compliance for a Program for Children. The Program Administrator ensures the program meets all requirements of the University’s Child Protection Policy, including required training, background checks, and coordination with relevant campus offices.

Program for Children: A campus program operated exclusively or primarily for Children left in campus care without parent or guardian supervision and that requires registration.

Program Operator: A campus unit that operates a Program for Children or that contracts with an unaffiliated Program Operator to operate a Program for Children.

Unaffiliated Program Administrator: A third party who enters into an agreement with the campus to operate its own Program for Children using University facilities. This role ensures the program complies with all requirements of the University’s Child Protection Policy, including required training, background checks, and coordination with relevant campus offices.

Certain activities are exempt from this policy, including events where children are accompanied by their parent or legal guardian (for example, graduation ceremonies or family-attended events).

Program Registration

All programs, camps, and events involving minors must be registered and approved through the university’s designated registration workflow prior to the start of the activity.

Program registration ensures that:

Program details are reviewed for compliance with The Child Protection Policy (Policy 3001D) (new policy to be added here) 
As part of the CU Denver registration workflow, sponsoring units must complete Appendix B – Notice of Program with Participation of Children providing essential information such as program dates, locations, participant ages, staff/volunteer roles, and the supervising administrator.

Program Registration Form

Before filling out the program registration form we recommend that you do the following to ensure you have all the necessary materials prepared.

Review our step-by-step guide to filling out the form
Review the complete blank form
Once submitted, the form cannot be edited, and any missing information will need to be submitted separately via email to [email protected]
Once you are ready to proceed, please fill out the program registration form

HR & Background Checks

Plan Ahead: Background checks typically take 5–7 business days and cannot begin until the individual's portion of the process is completed.

All individuals who will work with minors must complete a background check and National Sex Offender Registry check before having any direct contact with minors.

Background checks are required for:

University employees
Volunteers
Non-affiliated individuals working or volunteering for a program on campus with minors
Certain vendors and contractors, as determined by the campus

Background check requirements and validation

Background checks are coordinated through Human Resources
Background check fees are reviewed on a case-by-case basis. In most cases, there is no cost to the program or department.
Current background checks are valid, provided there is no break in employment or service. If you have questions, please email  [email protected]
Program Administrators must check in with HR annually to confirm background checks remain valid
An individual may not work with minors until HR confirms the background check is complete and valid

Program Administrator responsibilities: Internal and Unaffiliated

The Internal Program Administrator is the point of contact for all HR background check coordination and must:

Identify all volunteers associated with the program or activity.
Submit a complete and accurate list of volunteer names as part of the program submission process.
Initiate a background check request for any volunteer identified by Human Resources as needed by completing the required Background Check Request Form.
Ensure that volunteers do not begin service or have contact with participants until all required background checks are completed and approved.

Unaffiliated Program Administrator Responsibilities

The Unaffiliated Program Administrator represents a third‑party organization operating a Program for Children using University facilities. This role must work in coordination with the University’s designated (Affiliated) Program Administrator to ensure that all required information, documentation, and background check materials are submitted accurately and in a timely manner. The Unaffiliated Program Administrator must:

Identify all volunteers, staff, and personnel associated with the unaffiliated program or activity who will have contact with minors or access to University facilities.
Provide the University’s designated Program Administrator with a complete and accurate list of all volunteers and personnel as part of the program registration or approval process.
Coordinate with the University’s designated Program Administrator to initiate any required background check requests, including completing and submitting University‑required Background Check Request Forms as directed.
Ensure that volunteers and personnel do not begin service, participate in program activities, or have contact with program participants until all required background checks are finalized and approved in accordance with University policy.
Maintain ongoing communication with the University’s designated Program Administrator regarding background check status, documentation needs, questions, discrepancies, or updates.
Comply with all applicable University policies, contractual requirements, and risk management standards related to Programs for Children, including the University’s Child Protection Policy.
Ensure continued cooperation with University offices as needed to support compliance, monitoring, and risk mitigation throughout the duration of the program.
Maintain communication with Human Resources to address questions, discrepancies, or updates related to volunteer background check status.
Comply with all institutional, divisional, and Human Resources policies related to volunteer engagement and risk management.

Timeline and process details

Please allow at least 30 days from the start of you program to complete the entire background check process for all program staff and volunteers
The time required to complete a background check varies depending on each individual’s personal circumstances and background.
The process cannot begin until the individual completes their portion of the HireRight email invitation
Delays commonly occur when individuals do not complete their required steps promptly
Please plan accordingly and allow sufficient time for all background checks to be completed prior to the start of your program

International background checks

Individuals must have lived in the United States for at least one year and have a Social Security number to complete a standard background check
For individuals on visas:
- HR will use the visa vetting process during the first year
- After one year in the U.S., the institution will run a standard background check

Vendors and contractors

Vendors and contractors working with minors must ensure they have adequate and equitable background checks
Campus administration will determine whether vendor-provided background checks meet institutional requirements

Required Trainings

All personnel working with minors arerequired to complete mandatory trainings before having direct contact with minors and on an annual basis thereafter, as applicable. This requirement applies to individuals who work with or have access to minors through university programs, activities, or services. This includes:

All university employees
Volunteers
Non‑affiliated individuals working or volunteering in programs or activities involving minors
Certain vendors and contractors, as determined by the campus

Compliance with this requirement is expected prior to engaging in any activity involving minors and may include training, background checks, or other campus‑determined obligations.

Percipio Skillsoft: Safeguarding Children on Campus – CU Denver Journey

Course Journey

Mandatory Courses

Optional Journey Course

CU: Run, Hide, Fight – u00238

Risk Management and Emergency Planning

The University supports activities and programs involving minors, and departments hosting such programs must conduct appropriate risk assessment and emergency planning to help ensure participant safety. These programs may involve additional responsibilities and increased risk exposure to both participants and the University; therefore, depending on the nature of the visit or activity, departments are required to use either a waiver or a consent form, as applicable. Departments should consult with Risk Management to determine which form is required for their specific program or activity. Please contact your campus risk management office with any questions: [email protected].

Participant Notice of Risk and Waiver

Please use the Participant Notice of Risk and Waiver for short-term or incidental minor visits or activities on campus.

Minor Consent

Please use the Minor Consent template for all ongoing or long-term programs involving minors on campus in administrative or lower-hazard areas.

Minor in Lab Consent

Please use the Minor in Lab Consent for all ongoing or long-term programs involving minors on campus in labs or other higher-hazard environments, such as shops, construction, or maintenance areas. 

*Environmental Health and Safety(EHS): Children under the age of 18 are not permitted in any laboratory area where hazardous, biological or radioactive materials are used or stored, unless it is in the context of a scheduled, approved, and properly supervised activity. The Minors in Laboratories and Animal Facilities policy provides more information. 

University Risk Management provides information and required forms regarding the presence of minors in campus environments. 

Minors also must take the same EHS Skillsoft training courses required of all lab members : Lab Safety, Chemical Waste Management, Bloodborne Pathogens, and Regulated Medical Waste Management

Emergency Planning

Program Administrators are responsible for developing a Emergency Action Plan (EAP) so staff/volunteers know how to respond in the event of an emergency:

Review URM's Event and Activity Planning page for Risk Assessments, Emergency Planning, and Guidelines for on and off-campus activities.
Review the Auraria Campus Emergency Response Guides and Plans

Program Insurance

CU offers medical and AD&D insurance coverage for a nominal fee for university-affiliated camps. Application for insurance and Additional information can be found on the URM website under Camp Activities.

Records Retention Policy

All documents and signed forms should be kept by the campus unit in a secure location as required by the APS 2006 - Retention of University Records Policy

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