Programs and Activities with Minor Participants
As part of its educational mission, Bowling Green State University (BGSU) sponsors many programs and activities that are specifically for minor children or in which minor children participate. The University also makes its facilities available to outside groups and organizations that conduct programs directed towards or that include minor children.
BGSU is committed to providing a safe environment for all members of the University community as well as all those who participate in programs and activities on campus or who use or visit campus facilities. Because minor children are a particularly vulnerable population, this Policy has been adopted to address the special concerns when minor children participate in University sponsored activities or other activities utilizing University Facilities.
PARENTAL, MEDICAL CONSENT AND WAIVER FORMS
Falcon Outfitters in the Bowen‐Thompson Student Union offers a convenient background check service for individuals, BGSU Departments, and outside organizations. The services include fingerprinting for both Ohio Bureau of Criminal Investigation (BCI) and Federal Bureau of Investigation (FBI) background checks. See below for important information about this service as it relates to the BGSU Programs and Activities with Minor Participants policy.
The recommended guideline is to allow four to six weeks for processing from the time the completed application is submitted until the results are returned. The results must be received back before an individual can be involved in a Covered Program.
At a minimum, an Ohio BCI fingerprint background check must be completed, and for any individuals who have not lived in Ohio for five consecutive years, an FBI check is also required. The Ohio BCI type will be “Other – Working With Minors” and the FBI type will be “Volunteer Children’s Act”.
Recipient of Results
The background check application requires designation of a recipient for the results. This information must be provided before the application can be completed. BGSU Departments must communicate this information to the individuals they send for background checks and it is advisable that they make advance arrangements with Falcon Outfitters.
Applicants will need to provide their social security number and a photo ID – a valid state driver’s license or BG1 Card photo ID are acceptable.
Prepayment is required before a background check can be completed. Each BGSU Department sponsoring a Covered Program will decide if the cost of the background checks will be the responsibility of the individual or will be paid for by the department.
• Departments that assume the cost must make arrangements in advance with Falcon Outfitters before sending individuals in to get background checks.
• Individuals will pay for background checks at the main checkout and then take their cash register receipt to the customer service desk in the Supplies Department to complete the background check application.
Any form of payment accepted by Falcon Outfitters can be used to pay for background checks.
• Departments can allow designated individuals to charge to a Department ID provided arrangements have been made in writing well in advance.
• indviduals can pay with cash, check, Discover Card, MasterCard, VISA, American Express, and BG1 Card (BG Bucks).
For More Information – call (419)-372‐7784 or email firstname.lastname@example.org
Bowling Green State University / Risk Management / Programs and Activities with Minor Participants / Training
Follow these instructions to enroll in Protecting Children: Identifying and Reporting Misconduct
1) Go to https://learn.ue.org/WE892592317/BGSUTraining
2) NEW USERS: Complete the Registration form.
a. Enter your first name, last name, and email address and click Register.
b. You will receive a welcome email with your username and a temporary password.
c. Follow the link in the email to sign on.
d. You will be prompted to:
i. Enter your temporary password
ii. Create a new password
iii. Create and answer a security question
RETURNING USERS: Log in with previously established credentials.
SUPPLIED CREDENTIALS: Some users will receive a username and password from Human Resources or Student Affairs, those users can log in with the supplied credentials in the welcome email.
3) Once you are logged in, select Protecting Children: Identifying and Reporting Misconduct.
4) A history of your completed courses is available in “My Completions.” You will also receive an email containing a link to your completion certificate, upon successful completion of the course.
If you have any issues with sign-in or accessing the courses, or if you did not receive your welcome email, visit the Support Portal at portalhelp.ue.org. Or click any Support Portal link on the site.
All other questions should be directed to:
General Training Courses Stephanie Sickler email@example.com
Frequently Asked Questions
Q: How do I determine if my program or activity is included in this policy?
A: A program or activity must meet three criteria to be considered a Covered Program under this policy: 1) operated by the University on or off campus, or a third-party using University Facilities, 2) involves minor participants, and 3) parents or guardians are not expected to be responsible for the care, custody, or control of the participants.
Q: Are student organizations included in this policy?
A: Yes, any group hosting an event on campus which meets the criteria in the policy as a Covered Program is covered by this policy.
Q: Does this policy apply to the Firelands campus?
A: Yes, this policy applies to all programs operated by BGSU involving minors where BGSU accepts responsibility for the minors, regardless of location.
Q: The policy says background checks performed by a third-party service are insufficient for this policy. What does that mean?
A: To be in compliance with this policy, background checks must be performed directly through BCI or the FBI, not through a company who runs separate checks. These direct checks can be obtained at the BGSU Bookstore, or these locations advertised on the website for the Ohio Attorney General (http://www.ohioattorneygeneral.gov/Files/Forms/Forms-for-Business-and-Nonprofit/Background-Check-Forms]
Q: The staff for my camp will not be local until the start of the camp. How can they initiate the background check process elsewhere?
A: The Ohio Attorney General website allows a search for locations by zip code. (http://www.ohioattorneygeneral.gov/Files/Forms/Forms-for-Business-and-Nonprofit/Background-Check-Forms)
Q: Who pays for background checks?
A: This is up to the individual program. Some programs pay for the checks for their staff and volunteers, while others require the individuals to pay themselves. This is not directed by this policy.
Q: How do I obtain background checks for international staff and students?
A: Background checks for international staff and students can be obtained the same as defined in the policy and on the background check webpage through the FBI check.
Q: I received a background check to work at another location or volunteer at my local school, can I provide a paper copy to meet the requirement of this policy?
A: Yes, copies of BCI or FBI background checks performed within the last 12 months are considered acceptable to meet the requirements of this policy.
Q: Where do I have background check results sent?
A: Check with your Program Administrator. Program administrators are responsible for ensuring compliance to this policy for their programs. Background check results should be sent to the Program Administrator, or the person they designate to receive them.
Q: I recently had a BCI background check sent to another employer. Can I get a copy of that check to provide to BGSU for this policy?
A: If the check was completed within the last 12 months, you can request a copy for yourself on the Ohio Attorney General’s website under Forms (http://www.ohioattorneygeneral.gov/Services/Business/WebCheck/Webcheck-Community-Listing)
REQUEST FOR EXEMPTION
Requests for exemptions from portions of the Programs and Activities with Minor Participants policy must be made in writing to Risk Management. Requests for exemptions will be reviewed by the Exemption Committee consisting of Human Resources, General Counsel, and Risk Management. Because of the nature of this policy, very few exemptions will be granted.
To request an exemption, please send an email to Risk Management at firstname.lastname@example.org with the subject line Programs and Activities with Minor Participants Exemption Request. The request must include the following:
• The specific section or sections from the policy where exemptions are being requested
• The specific exemption request
• The rationale for requesting the exemption
• The nature of the program or activity involving minors
• Contact information for the requestor
The exemption committee will review the request and respond in writing with any questions and a decision on the request.