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Division of Campus Engagement and Compliance
File a Complaint or Report Abuse

Youth Protection

Our team works with units across campus to provide a safe, welcoming and engaging environment for youth on our campus and participating in WVU programming.

Led by the WVU Board of Governor's Governance Rule 1.7: Rule on Child Protection, our office provides assistance, adult authorization and other support for programming that is intended for and directed at individuals under the age of 18 who are not WVU students.

Read BOG Rule 1.7: Rule on Child Protection
Programmatic Guidelines
Volunteer Requirements
Event Checklist
Register an Event
Request Accommodation(s)
Frequently Asked Questions

ENCOURAGING THE GROWTH, EDUCATION AND BELONGING OF ALL CHILDREN

Through WVU programming, children throughout West Virginia and the greater Appalachian region are directly impacted and engaged through educational, recreational and new experiences.

Youth Program Resources

Any time children are present on campus and engaged in WVU programming as their primary objective, there are a variety of documents and other requirements required from the Hosting Unit, adult volunteers, and parent or guardian of the child participant. This page houses all information as it relates to these requirements.

Mission

West Virginia University is committed to the protection of youth participating in programs and activities on campus, as well as in WVU-sponsored off-campus events. In furtherance of this commitment and consistent with Board of Governors Rule 1.7, the Division of Campus Engagement and Compliance will:

  • Stay informed on developments impacting youth protection in West Virginia and nationally;
  • Be an active resource for WVU units planning to host programs involving visiting children (“youth participants”), in an effort to create a positive, safe experiential learning environment for youth participants;
  • Partner with Host Units to ensure they develop, implement and regularly review guidelines for the supervision and safety of youth participants; and
  • Facilitate an adult authorization program to ensure that adults who have Direct Contact with youth participants have undergone required background checks and training.

If you have questions about youth protections or programming at WVU, please contact us at:

Division of Campus Engagement and Compliance
Phone: (304) 293-5600
Fax: (304) 293-8279
Email: childrenoncampus@mail.wvu.edu

Why do we have Youth Protection?

We exist to make youth participants safer while engaging in WVU programs. We also want to help WVU community members who are administering those programs to comply with relevant laws and WVU policy.

To do this, we provide training, educational resources, and coordinate efforts across the University to establish guidelines and best practices that promote the safety of youth engaged in WVU programs, activities, events and research. Our services are guided by nationally recognized best practices, federal and state laws and regulations found within West Virginia University.

Each year, thousands of youth interact with WVU through a variety of programs and events both on and off campus, so West Virginia University’s leadership is committed to ensuring that youth who engage with the university are protected from harm. West Virginia University welcomes youth and their families as members of the University community with the expectation that everyone will have a safe, enriching and inclusive experience.


Read the University's Rule on Child Protection Program Planning Guide
Frequently Asked Questions

West Virginia University is enhancing the existing efforts on youth programming protections by sharing best practices and centralizing resources to ensure a positive and safe environment within our program offerings. West Virginia University is committed to providing protection of youth on the University's premises or involved in University sponsored programs including West Virginia University Institute of Technology and West Virginia University Potomac State College.

The Rule applies to West Virginia University, including West Virginia University Institute of Technology and West Virginia University Potomac State College (collectively the "University"), and all Members of the University Community.  “Member of the University Community” means (i) an individual engaged in any University activity or program, whether on or off campus; (ii) any individual lawfully on University property; (iii) any individual that is a University Student, Faculty, Staff, University official, University volunteer, or a University visitor; and (iv) any vendor or contractor, including that vendor’s or contractor’s employees and independent contractors, who are working on campus.

All programs involving youth participants under the age eighteen (18).

Examples include, but are not limited too: 
  • Summer Camps
  • Specialty Camps such as academic camps or patient camps
  • Outreach activities
  • Sport camps 
  • Workshops, conferences and educational programs
  • Tutoring
  • Licensed childcare facilities and programs
  • Sponsored student organization activities
  • Any University sponsored program on or off the University's premises

Programs must be registered within sufficient time to meet the requirements of the rule but recommended no later than 60 days before the program start date. Annual program registration is required.

Exclusions to this policy include programs related to or involving children at general public events where parents or guardians are invited and expected to provide supervision of children. Any person under the age of eighteen (18) years who is enrolled as a WVU student.

Require adequate training for all adults, any person 18 years of age or older, who will have Direct Contact with Visiting Children (BOG Rule 1.7; 3.3.3)
  • Training is required every three (3) years (BOG Rule 1.7; 3.3.3)
  • Online Training: Request for online can be submitted through childrenoncampus@mail.wvu.edu  
  • In-Person Training: Contact childrenoncampus@mail.wvu.edu to schedule in-person training
  • Division of Campus Engagement and Compliance will provide yearly updates.

Requires all adults who have Direct Contact with youth participants be subjected to an adequate and timely background check, which means completion of a background check before an individual’s initial participation in a program (BOG Rule 1.7; 3.3.2)
  • Background checks are required every three (3) years (BOG Rule 1.7; 3.3.2)
  • If an individual is responsible for transporting youth, then they will have a Department of Motor Vehicle (DMV) check completed yearly.
  • Request needs to be submitted thirty (30) days prior to event date.
  • Background Check Request Form Located online at https://talentandculture.wvu.edu/manage-and-lead/hiring-resources/hiring-of-minors
  • Is to be completed by Supervisor or Designee (Must be an employee)

West Virginia University is committed to working with all programs and are willing to help identify best practices in order for each program to participate. Please contact childrenoncampus@mail.wvu.edu for questions or support.

Background checks for university-sponsored programs are conducted by third party vendor, and are paid for by the university. Talent and Culture with West Virginia University administers the background check. Yearly Registration Form must be completed by WVU supervisor or designee.

The background check consist of reviewing a criminal records for the past seven years in counties where credit was established, Social Security verification, National Sex Offender Registry, Global Homeland Security (OFAC) Screening, and Nationwide Federal Criminal Check. 
If the individual will be driving on behalf of the University, than they will have a Department of Motor Vehicle Check completed yearly.

The background check is initiated by the background check coordinator or designee through WVU’s third party vendor. Once initiated the volunteer/participant will receive an email from the third party vendor with instructions. The volunteer/participant follows the instructions contained in the email and logs into a secure website where he/she will enter all necessary information.

The third party vendor will send out an email to the background check coordinator once the background check is complete. If the background check is clear, the background check coordinator will notify the program coordinator to proceed with placement of volunteer/participant.

If the background check is not clear, the background check committee will meet to discuss the issues utilizing the background check guidelines per the Office of Federal Contract Compliance Programs and the Fair Credit Reporting Act. Once this process is complete the volunteer/participant and program coordinator will be notified of the outcome.

No. If a background check reveals a criminal record history, the applicant will be notified and their application will be reviewed for evaluation consistent with university policy.

Each member of the university community and those participating in children on campus programs share a responsibility to report by West Virginia Code § 49-2-803.

Anyone making a report should first notify Program Director in Charge then together report to the following:

  1. Child Abuse and Neglect Hotline: 1-800-3 52-6513
  2. 9-1-1 or Local Law Enforcement:

    Law Enforcement Options:

    •     University Police Department 304-293-2677
    •     West Virginia State Police, Crimes Against Children Unit 304-293-6400

  3. You must make a Report through the Division of Campus Engagement and Compliance's Child Abuse or Neglect Report Form