Department activity registry guide

Departments must document compliance with the Minors on Campus Policy.

The registry provides three components, including assessment, recording and dashboard reporting.

Determine if your activity must be entered in the registry by completing the assessment.

Required action

Record activity in the registry. All activities meeting the Minors on Campus Policy requirements must be recorded in the registry. Record both employees and registered volunteers involved with each activity.

  1. EmplID and ASURITE.
    • All volunteers must have an EmplID and ASURITE to complete fingerprinting and training requirements.
  2. Fingerprinting.
    • Both employees and volunteers must be fingerprinted.
    • Departments must verify valid fingerprint status for the duration of the activity.
    • Departments must schedule fingerprinting for employees or volunteers if needed.
    • Fingerprinting may take five weeks.
    • Group fingerprinting can be coordinated with the ASU Office of Human Resources.
  3. Training.
    • All employees and volunteers must complete the Minors on Campus training.
    • ASU Career EDGE is only accessible to employees and registered volunteers.
      • Volunteers and other ASU affiliations must complete additional steps to gain access to ASU Career EDGE using an active and eligible ASU sub-affiliation.
    • Departments must verify all training is completed before allowing employees and volunteers to participate in the activity.
    • Use the dashboard to monitor activity compliance with Minors on Campus policy.

Applicability

The scope of this policy includes:

  • Activities and programs with minors operated by the university or operated jointly with ASU and a third party on campus or in university facilities, including but not limited to overnight camps, instructional programs, day camps, academic camps and sports camps.
  • Activities and programs with minors operated by the university that do not take place on campus, including but not limited to field trips, outreach and community service activities.
  • Faculty or staff who bring a minor to campus as an intern or volunteer in a laboratory or research setting must complete the Minors in Lab request form per EHS 116.

Exclusions that do not require reporting include:

  • Activities or programs conducted, operated or organized by non-university entities.
  • Events on campus open to the general public, which minors attend.
  • Medical care at Campus Health or Counseling Services.
  • Students who are under the age of 18 and enrolled for academic credit at the university or working as university employees.

If additional clarification or guidance is needed to determine whether work will include contact with minors or falls under an exclusion, follow these steps:

  1. Employees and volunteers should connect with their department program manager.
  2. Departmental program managers should connect with the departmental leadership of their college.
  3. If details remain unclear, the departmental program manager may submit a Service Now request for Risk and Emergency Management.

Fingerprinting

ASU departments must verify the fingerprinting steps are completed using one of these two options.

  • Fingerprint check.
    • Complete every three years. 
    • Departments submit requests to ASU's Office of Human Resources.
    • ASU's Office of Human Resources contacts the employee or registered volunteer to schedule an appointment.
    • Valid for three years after the clearance date. 
  • Fingerprint clearance card.

Contact the Office of Human Resources with questions.

Training

Minors on Campus Training is available in ASU Career EDGE after you are notified by the department that you have access. This system is only accessible to users with an active employee affiliation. Non-employees must take additional steps to obtain access to the training program on Career EDGE. Managers and volunteer coordinators should work with department HR liaisons to achieve sub-affiliate status and the security role for any non-employee. Department and school HR liaisons may refer to the knowledge article for a step-by-step guide to sub-affiliate and security role processing.

Support

Questions may arise during the process of completing the steps for the Minors on Campus policy and registry. The outline below connects users to self-service support and extended support options. Before submitting a Service Now request, please review all self-service steps before to expedite the process.

Self-service support.

If you are unable to resolve the support needed after reviewing these materials and interacting with your department-level support designee, submit a Service Now request.

Reporting abuse

If you witness child abuse, neglect, or have information that would lead a person to believe a minor faces a substantial threat, follow these mandatory reporting procedures:

  • If a child is in immediate danger, call 911 to obtain immediate protection for the child and contact the ASU Police Department at 480-965-3456.
  • If a child is not in immediate danger, call the Department of Child Safety at 1-877-767-2445.
  • Personnel and volunteers must report the incident to the ASU Title IX Coordinator.

Contact

General Information

General Information

Fingerprinting | Office of Human Resources

Employee services: 1-855-278-5081

Faculty services: 480-727-9900

Email

Technology assistance | ASU Career EDGE

1-855-278-5080