Minors on Campus

The Minors on Campus Policy and best practices promote the safety and welfare of minors who are entrusted to Arizona State University’s care. ASU personnel or volunteers working in activities or programs with minors must comply with the policy. 

Departments are responsible for determining if an activity meets the Minors on Campus Policy requirements, accurately reporting the activity in the Minors on Campus activity registry, and ensuring all employees and volunteers are compliant before interacting with minors.

Review the policy to determine whether it applies to your program or activity. If additional clarification or guidance is needed, 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 can email the Minors on Campus team.

Before working with minors in activities and programs, all ASU personnel or volunteers must:

1. Complete fingerprinting every three years. Fingerprinting must be completed using one of these two options:
   • Fingerprint check.
     • Complete every three years. 
     • Departments submit fingerprint requests to ASU’s Office of Human Resources.
     • Departments are responsible for fingerprinting costs.
   • Fingerprint clearance card.
     • Available through the Arizona Department of Public Safety or ASU Police Department at 480-965-3456.
     • Once obtained, employees present the card to ASU’s Office of Human Resources for verification. 
     • Valid for six years from the issue date but must be validated through OHR every three years. 
2. Complete annual training.
   • Employees and student Workers: ASU Employees and student workers must take the training annually through Career EDGE. Completion dates will show in the Minors on Campus registry within 72 hours of completing the training.
   • Non-ASU-affiliated registered volunteers: Individuals not affiliated with ASU through employment or enrollment do not have access to Career EDGE. The department’s HR Specialist or Business Manager must follow the security role request process before the individual can access the training. Once the appropriate security roles have been applied to the individuals’ ASU affiliate ID, they can then access the training in Career EDGE.
   • Non-employed student volunteers: Students not employed by ASU who volunteer must complete the training within Canvas. Once the training is completed in Canvas, notify the minors on campus team to have your completion dates entered into the Minors on Campus registry.

Checking compliance

ASU departments should use the activity registry to confirm staff members are up to date on fingerprinting and training requirements.

Contact OHR with questions.

Independent contractors

Departments must review the Independent Contractor Information before an individual begins their work.

Departments using independent contractors, where any of the following apply, are responsible for ensuring the independent contractor has the appropriate insurance prior to any work with minors:  

• An ASU employee who is compliant with the minors on campus policy will not be present during the independent contractor’s interaction with the minors.
• The independent contractor has one-to-one contact with the minor. A one-to-one form located under the resources tab must be completed in these situations. 
• The independent contractor is responsible for the care, custody and control of the minors.

Such independent contractors must purchase and maintain the insurance requirements for working with minors. All insurance must name the Arizona Board of Regents, Arizona State University and the state of Arizona as additional insureds. The independent contractor must provide a certificate evidencing this insurance coverage before working with minors.  

This requirement for insurance does not apply if:

• An ASU employee who is compliant with the minors on campus policy will always be present while the independent contractor interacts with the minors.
• Interaction is a one-time, single-day activity where the independent contractor will never be one-to-one with the minor.
• The K–12 teacher, instructor, coach or counselor is present with the minors during the entire activity.
• The parents or guardians are present with the minors during the entire activity.

Volunteers 

Volunteers are persons performing official university activities while under the direction and control of an ASU-authorized official and are not paid. An ASU-authorized official is an ASU employee who is not a student worker. 

Volunteers are not permitted to work alone with or be the main person in the care, custody and control of minors. An ASU employee must always be present to supervise.

Before working with minors, volunteers must:

1. Visit the volunteer webpage and complete the applicable volunteer form.
2. Complete fingerprinting.
3. Complete training. 

The activity registry is a tool that departments can use to document their compliance. The activity registry allows departments to:

• Check the fingerprint and training status of employees and volunteers.
• Determine how many staff members are needed for each activity.
• Determine if your activity must be entered in the registry by completing an assessment.
• Document compliance with the policy.
• Record activities and programs with minors. 

Personnel and volunteers must have an employee ID and ASURITE before their fingerprint and training results will show in the registry. 

For a guide on using the registry, please review the Minors on Campus registry tutorial.

Register a Minors on Campus activity

• Approval for one-to-one interaction.
• COVID-19 and Minors on Campus.
• United Educators Camps on Campus Checklist.

If you witness child abuse or 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.