Interactions with Non-Enrolled Minors

A. Supervision of Minors

1. Authorized Representatives will avoid one-on-one interactions with Minors that cannot be observed by another Authorized Representative. There may be situations, however, in which such interactions are necessary. Examples may include off-site auditions, interviews, mentoring, and tutoring sessions. In-person one-on-one interaction with Minors is only allowed if indicated on the "Registration Form" (referenced in section A.3 under Compliance and Responsibilities - Recordkeeping). Programs must also obtain parent/legal guardian authorization on the "Disclosure of One-on-One Interaction with a Minor: Parent/Legal Guardian Authorization Form."

B. Duty to Report

1. Anyone who suspects a Minor is being abused or neglected on University owned or controlled property or during a Program must: (a) immediately call the University of Arizona Police Department; (b) immediately call the Arizona Child Abuse Hotline; (c) submit a "Child Abuse and Neglect Reporting Form," and (d) notify the Program supervisor of the Program the Minor is participating in.
2. A Program must immediately take steps to prohibit anyone whose conduct has resulted in a report under this section from having any further contact with Minors until it receives suitable assurances that the individual whose conduct resulted in the report has been absolved of any wrongdoing.

C. Multi-Media Consent

1. Programs planning to videotape, film, audio record, and/or photograph Minors, must obtain parent/legal guardian authorization on a University-approved multi-media consent and release form.

D. Communications with Minors

1. Virtual/electronic one-on-one interactions with Minors are prohibited. Any virtual/electronic communication with Minors must be accessible to and/or include other Program staff. While a Program is being conducted, Authorized Representatives may communicate with Minors by phone, social media, or other electronic means (e.g., e-mails, text messages) only to convey programmatic information, and may not have contact with Minors outside of official programmatic activities.

E. Medical Protocols

1. Depending upon a review of factors such as Program duration, location, and activities, Programs will, if appropriate, develop individualized protocols regarding medical contacts with Minors. Such protocols may include medical information to be collected about Minors, administration of medication to Minors, and use by Minors of health-care-provider-prescribed medical devices to treat emergency or chronic conditions (e.g., EpiPens and respiratory-related inhalers).
2. At least one Authorized Representative with current first-aid and CPR certifications must be reasonably accessible during all Program activities. Program staff must call 9-1-1 in the case of a medical emergency involving a Minor.

F. Training

1. The University will develop and maintain a training program for Authorized Representatives that includes information about responsibilities to safeguard Minors, applicable policies and procedures, and reporting requirements. Authorized Representatives will complete the training as directed by the University. The University will maintain a list of Authorized Representatives who have completed the training.

G. Criminal Background Checks

1. As may be required by University policies and procedures, Human Resources will conduct or cause to be conducted a criminal background check of all individuals who wish to serve as Authorized Representatives.  

H. Behavioral Expectations

1. Authorized Representatives must sign the “Authorized Representative Form” and abide by the behavioral expectations set forth in the form.
2. Parents/legal guardians must sign the “Parent/Legal Guardian Form” and inform Minors that they must abide by the behavioral expectations set forth in the form.

I. Program Forms

1. Forms referenced in this Policy are available on the Office of Youth Protection website. The forms provided by the Office of Youth Protection must be used unless otherwise indicated.