Protection of Minors on Campus

As online interaction increases between personnel and youth due to the implementation of online learning tools, it is important that the correct policies and procedures are in place. Please follow the guidelines in the following documents:

• Send and reply to text messages with youth in group messages, preferably with a supervisor or another staff member copied in.
• At minimum, ensure a supervisor and the youth's parent/caregiver are consistently aware that text messages are being exchanged between youth and the adult staff member.
• To the extent possible, utilize corporate or agency-issued mobile phones OR utilize services like Google Voice that allow for connection through cell phones without necessarily giving away one's personal cell phone number.
• Communicate with youth through designated or authorized organizational "group pages" or "group profiles"' on social media platforms (Facebook, WhatsApp, etc.).
• Ensure that staff designate their personal social media profiles to "private" so youth cannot befriend or access staff's personal information.
• When using video conferencing apps, ensure both staff and youth are aware of their background surroundings and personal appearance or attire in order to maintain professionalism and personal privacy.
• Use electronic communication strategically to communicate with youth by keeping conversations focused on curriculum or projects, goal attainment, and safety tips, rather than personal details of one's life.
• When providing general encouragement or support to youth at this challenging time, keep in mind the necessity to maintain consistent and professional boundaries to protect oneself from false allegations.
• Ensure any conversation that may be misinterpreted as inappropriate is immediately brought to a supervisor's attention.
  Also, remember:
  • Do not engage in any derogatory, demeaning, or humiliating conversations with youth.
  • Do not engage with youth in sexually oriented conversations, memes or posts.
  • Do not post inappropriate or suggestive comments on pictures/videos on youths' profiles.

Below are the required supervision ratios for minors which have been provided by the American Camp Association.

• 4-5 years 1:5 for overnight, and 1:6 for day
• 6–8 years 1:6 for overnight, and 1:8 for day
• 9–14 years 1:8 for overnight and 1:10 for day
• 15–18 years 1:10 for overnight and 1:12 for day

• Collect a signed parental consent form with language for parents/guardians to consent to online interactions (and recording if applicable).
• Collect participant registration information including name, email (if available), phone number, physical address, age/grade, gender.
• Collect emergency contact information for the parent(s) legal guardian(s) including phone number and email address.
• Inform parents/guardians of their responsibility to monitor the minor participant throughout the duration of the program if it is offered in real-time.
• Inform parents and obtain their consent if live interactive sessions will be recorded.
• Inform parents/guardians on how to report technical problems, raise concerns about staff or the program, report discrimination/harassment, and request disability accommodations.
• Clearly outline the days/hours of the Program, outline exactly what the Program entails and state that there is to be no contact between staff and minors outside of the established Program.
• Provide rules or a code of conduct for online interactions to the participants and have the parents/guardians sign it along with the participant.
• Include a disclaimer or content advisory if there is risk of physical injury or emotional distress, if you are providing content via video that can be viewed at will.
• Use a Program Expectations and Parental Permission form that can be modified to meet the needs of your program or activity.
• Follow the Guidelines for interacting with minors online.
• Have two or more Program staff present in online interactions with minors. Or send the virtual meeting link to the participant’s parent/legal guardian so they have the option to participate.
• For live programs with minors, conduct a check-in at the beginning of the program with cameras on to confirm the identity of the participant.
• Define which platforms will be used for communication, content delivery and storage and limit all communication to official Program platforms.
• Avoid using personal email addresses and personal social media platforms. Only properly branded program/unit specific platforms should be used.
• Avoid texting directly with minors, use a group platform and involve another adult staff member.
• Take steps to eliminate the presence of unregistered attendees and risk of "zoombombing" by having the leader admit each participant individually.
• Check attendees against registration lists.
• Follow the Personal Boundaries for Working with Minors in UNCW Programs.
• Remember there is to be no staff-to-youth contact outside the Program.
• Determine how participants will be allowed to communicate with each other. Monitor posts or submissions to ensure appropriate content.
• There is to be zero tolerance for bullying or harassment.
• Consider sending a short survey to the parents after real time interactions to gather any concerns, questions or feedback.
• Consider disability accommodations in the online environment. Can minors with sensory impairments participate?
• Avoid recording sessions with minors. There are legal risks, and children who would miss in-person activities would not typically have a recording of the event. Participant privacy must be protected and FERPA and/or other privacy laws may apply. There may also be a need for intellectual property protections. It is best to avoid recording interactions with minors.
• If you decide to record, the content should be “locked down,” password protected, and only available for a specified amount of time to those associated with the program, an exception would be content that is used for promotional purposes to be shared through Program websites and communication channels in the same manner as in-person interactions.
• Avoid recording personally identifiable information (PII) of minors such as names with photos, or chat transcripts.
• Consider if the participants need access to recorded material or if only the program leaders need access.
• The person recording must announce that the recording is starting before recording so that all are aware.

• Prohibit "friending" youth on social media. Any private electronic communication between staff and youth, including the use of social networking websites such as Facebook, Instagram, Snapchat, direct messaging, texting, etc. is prohibited.
• Make all communication between staff and youth transparent.
• Maintain boundaries: keep discussions to curriculum or activity; no discussion of personal issues, sexual conversations, pornography or references to drugs or alcohol.
• Provide examples of appropriate electronic communications. For example: only respond to emails/text/messages when copying a supervisor or parent/guardian, only utilize work-issued email addresses or phone numbers.
• Provide examples of inappropriate electronic communications, such as “friending or following” youth on social networking sites, engaging in sexual conversations or sharing of intimate personal information.
• Stress importance of professional appearance and setting.
• Provide clear expectations of when staff can use their personal cell phones (emergencies, field trips, when approved by a supervisor).
• List of information or items that can or cannot be stored on staff’s personal devices such as photos of youth participants.
• Provide staff with a Program Expectations form that meets the needs of your program or activity.

• How will Program staff be supervised?
• Will leadership "sit in" on programs, perhaps at random, unannounced times?
• Will there be staff meetings to reinforce staff training or hold discussions with individual staff?

• Maintain appropriate physical boundaries at all times. 
• Immediately report any reasonable suspicion or knowledge of abuse of a minor to the UNCW Police by calling 911 or 910-962-2222, and the Department of Social Services 910-798-3400.
• Do not touch or speak to a minor in a sexual or other inappropriate manner.
• Avoid one‐on‐one interaction with minors, but if unavoidable it will take place in an open, well  lighted space with windows observable by other program staff. 
• Do not meet with minors outside of established program locations or outside of established times. Do not invite minors to your home or other private location or accept their invitations for the same.
• Do not make sexual comments, tell sexual jokes,or allow minors to access sexually explicit materials.
• Do not engage in private communications with minors including communications via text messaging, e‐mail, phone, internet chat, on‐line games, or other forms of social media unless there is an educational purpose and the content of the communication is consistent with the mission of the program. Should communication be necessary, include a third program staff member.
• Do not engage or allow minors to engage in romantic or sexual conversations.
• Do not accept or give gifts to minors without the knowledge of their parents or guardians.
• Do not inflict any physical or emotional abuse on minors to include, but not limited to, striking, humiliating, ridiculing, or degrading minors.
• Do not use, possess, or be under the influence of alcohol or illegal drugs at any time while working with minors.
• Do not provide or knowingly allow minors to possess or consume alcohol, tobacco, or illegal drugs.
• Do not use profanity, vulgarity, or harassing language in the presence of minors at any time.
• Do not provide transportation to minors unless doing so is an acknowledged component of the program. When transporting minors, more than one volunteer or program staff must be present in the vehicle, except when multiple children/teens will be in the vehicle at all times during the ride.  

Overnight programs present unique challenges that require careful management. Please adhere to the following safety precautions.

Additional Supervision:

• Supervision Ratio: Refer to the Supervision Ratio section of the Protection of Minors Training Video for acceptable staff-to-participant ratios based on age groups.
• Room Entry:
  • Staff should not enter participant rooms alone.
  • If it is necessary to check on a participant, two staff members should be present.
  • In emergencies, if another staff member is unavailable, the door(s) must remain open.

Housing Considerations: 

• Curfew:
  • Establish and Communicate: Set a curfew and inform parents/guardians and participants.
  • Curfew Times: Define specific curfew times.
  • Enforcement: Identify who enforces the curfew and the policy for enforcement.
• Participant Separation:
  • Biological Sex: Ensure participants are separated by biological sex.
  • Separation Plan: Develop a plan to maintain separation.
  • Non-Binary Individuals: Create a plan for non-binary individuals.
• Access Control:
  • Door Access: Determine who has access to which doors if staying on campus.
  • Room Access:Participants should have access only to their assigned rooms.
  • Staff should have access to exterior doors.
  • Exterior Doors:Keep exterior doors closed and locked at all times.
  • Do not prop them open or allow unknown individuals into the residence hall.
  • Key Management: Participants must manage their keys responsibly.
• Safety Provisions:
  • Facility-Specific Safety: Inform participants of safety provisions specific to their housing facility (refer to Conference Services Contract).
  • Prohibited Items:No alcohol, controlled substances, or illegal drugs.
  • No firearms, weapons, fireworks, or explosives.
  • Windows: Ensure windows remain closed and locked.
• Alternative Housing Facilities:
  • Individual Beds: Confirm each participant has their own bed.
  • Room Occupancy: Specify the number of participants per room.
  • Other Groups: Identify other groups/camps/programs housed in the same facilities.
  • Public Restriction: Plan how to restrict the housing area to the public.
  • Access Control: Determine who has access to the housing area.
• Emergency Procedures:
  • Exit Locations: Instruct participants on emergency exit locations, policies, and common meeting areas.
  • Emergency Contacts: Ensure participants know who to contact in case of an emergency.
  • Conduct Rules: Inform participants of rules and expectations regarding conduct (e.g., horseplay, pranks) while staying overnight.
  • Emergency Contacts: Establish who staff and participants should contact in case of an emergency.
• Missing Participant Protocol:
  
  • Policy for Absence: Develop a policy for managing situations where a participant is absent and unaccounted for.
  • Area Sweep: Conduct a sweep of the area.
  • Contact Attempts: Try to contact the missing participant.Parent/Guardian Notification: Inform the parents/guardian.
  • Police Notification: Notify the police if necessary.

Purpose: The Bathroom Supervision Guidelines ensures the safety and privacy of children involved in Summer Camp and youth programs. It is designed to protect children from peer-on-peer abuse and to protect staff from accusations of abuse.

1. Regular bathroom trips should be made to reduce the need for ‘emergency’ trips. At no time may a child or group of children go to the bathroom without supervision.
2. When supervising bathroom runs or assisting children in the bathroom, no time during a program may a staff person be alone with a single child where they cannot be observed by others.
3. When using the bathrooms that are available to the public, a staff member must visually confirm that the bathroom is empty before allowing a child to enter. At no time shall a staff member or any other member of the public be in the bathroom alone with a single child. The staff member should remain outside the bathroom until the child is finished and prevent anyone else from entering the bathroom.
4. In a situation where there are two or more children, a staff member of the same sex shall go into the bathroom or remain in the doorway with the children. If the staff member enters with the children, all children/staff will exit the bathroom at the same time.
5. Supervision ratios in youth programs or summer camps must be maintained at all times.
6. During changing time for swimming, the locker rooms staff will enter locker rooms with their campers (male staff with male campers and female staff with female campers). Staff should stand at both exit ways to the locker room to ensure no campers leave the changing area without permission. Once all campers are finished changing the staff member will walk to the pool through the shower area and await instruction from the lifeguards.

It is important to make sure that everyone is prepared and informed in the event of an emergency within your youth program. Staff may not always be together when these events take place, and plans should be developed to make sure they are able to contact one another. In addition, there may be times when an emergency event will include communicating with individuals outside program operations, including Senior Leadership. A communications plan should include contact information for all individuals that may need to be notified in the event of an emergency.

• Call 911 immediately
• Provide location, nature of injury or illness, current condition of the victim and other requested information
• Remain on the phone until you are directed to hang up
• Stay with the patient
• Director/Senior Staff member will contact patient's parent or guardian to inform them of the incident
• Do not move the victim unless he/she is in immediate danger
• If it appears an individual may cause harm to themselves or to others, call 911 immediately
• If the patient is taken to the hospital, staff must stay with them until family arrives or is released
• Be sure to inform the emergency medical team that arrives of any additional patient medical information listed on their medication treatment authorization form. The form should be taken with you to any medical treatment facility they are going to.

Thunderstorms are the most common type of severe weather in North Carolina. However, winter storms, extreme hot/ cold temperatures, flooding and tornadoes can occur. Check your weather information for up-to-date weather advisories and information.

It is recommended that if you are routinely involved in outdoor activities, you have a smartphone weather app of your choice. If you are in a remote location without cellular or internet service, it is recommended that the program obtain a weather Radio (NOAA approved weather radio, battery operated).

• If out-of-doors, seek shelter
• If indoors, shelter-in-place for severe thunderstorms and tornadoes
• Move to pre-designated shelter, a basement or the lowest level of the building
• Move to a windowless interior room away from hazardous materials
• Be sure to take attendance every time you move locations to be sure you have everyone
• Take cover under a sturdy object or against an interior wall and wait for the "all clear" signal
• Monitor Campus Advisories and local media

In advance of an emergency, determine the nearest exits from your location and the best route to follow. Refer to building emergency evacuation plans and corresponding maps for further information. Be sure to take attendance each time you arrive at a new location.

Evacuation:

• Walk, do not run.
• Do not use Assist people with special needs.
• Assemble at a designated meeting site.
• Wait for instructions from the Designated Public Safety Official(s).

Shelter in Place:

Procedures vary depending on the hazard. Keep in mind that in some cases, authorities may direct you to shelter-in-place instead of evacuating. Examples: smoke or fire is immediately outside your room, live electrical wires obstruct access to the exit, individuals with mobility limitations are above or below ground floors and the hazard causes the elevators to become inoperative (fire alarms sounding).

Fire or Smoke and You Cannot Evacuate:

• Call 911 and tell them your name, your location, that you are unable to evacuate, and why you are unable to evacuate the building.
• If safe to do so, go to the nearest stairwell and tell someone who is evacuating to notify emergency personnel of your location and that you are unable to evacuate the building. Close stairwell fire doors.

Violent Criminal Action:

• Lock and barricade doors.
• Move away from outside doors and windows.
• Close window shades and turn off the lights. Remain quiet and instruct others to do the same. Silence cell phones.
• Monitoring UNCW official messaging for ALL-CLEAR.

• Thoroughly search facility and adjacent outside areas, including cupboards, closets and nooks
• Ask staff and other children when they last saw the missing child

• Call 911; Provide the following:
  • Child's name and age
  • Address
  • Physical and clothing description of the child, including any distinguishing marks such as visible scars or birthmarks
  • Medical status, if appropriate
  • Time and location child was last seen
  • Person with whom the child was last seen
  • If kidnapping, any information about possible kidnapper and description
• Notify Program Director immediately and search the facility and adjacent outside area again
• Have children's information including picture, if possible, available for the police upon their arrival
• The Program Director will notify parents of missing children and attempt confirmation that child is with family, if not - inform parents of situation and steps taken

• Before leaving for a field trip, make sure the trip coordinator has the following information:
  • Child list by assigned vehicle
  • Supervisor/Chaperone list by assigned vehicle
  • Map of intended route
  • Children's emergency and medical information/supplies
  • Name and contact information
  • List of important phone numbers significant to the trip (including children's emergency contact information and chaperone cell phone numbers)
  • First aid kit
• Seat Staff throughout various locations in the vehicle during transport.
• Call 911 if emergency medical treatment or police are required
• Attend to any medical needs if there are injuries or complaints of pain
• Contact campus and provide update and actions being taken; campus should consider deploying personnel to the scene, hospital, or to appropriate locations
• Program Director will contact parents and give update of actions being taken; indicate meeting locations or pick-up times at the child care

• Pull the fire alarm.
• Leave the building immediately using the closest emergency exit.
• Close doors behind you (DO NOT LOCK).
• Call 911 when it is safe to do so.
• Call Program Director to inform them of the incident
• Move to designated Meeting Site.
• Re-enter the building only when instructed by Designated Public Safety Official(s).
• Do not assume the alarm is false.
• Do not use elevators.
• If unable to exit the building, go to the nearest exit stairwell or assisted evacuation staging area and call 911 to report your location.
• If trained, use a fire extinguisher for small, contained fires if room is not filled with smoke.

Water may enter a building from one of the following sources:

• Breaks or leaks in a water line
• Rainwater/Flooding
• Sewer leaks/Backs up
• Condensation from uninsulated piping
• If you encounter any of the above, call your camp supervisor about the situation.

Notify UNCW Facilities Services, 910.962.3101

Although earthquakes are rare in North Carolina, the following are some helpful tips in the event one occurs here:

• Take cover under a sturdy object and hold on until shaking stops.
• If a sturdy object is not available, move to an inside corner of the room, crouch down, and cover face and head with arms.
• Stay away from glass, outside walls or anything that could fall.
• Wait till shaking stops and evacuate to a large open space until you are safe from falling object/power lines.

Mail and packages can be used to deliver suspicious and potentially hazardous materials. Before opening, take care to examine the item for anything unusual. Examples of issues that might raise concern:

• Oily or stained
• Excessive tape or string
• Strange odor
• Misspelled words or names
• Lopsided or uneven package
• Excess postage
• No return address
• If a package is unusual or as stated above:
• Handle with care.
• Do not open, smell, touch, or taste any contents of the package.
• Leave the area, isolate it by shutting doors behind you, as you leave.
• Do not use your cell phone within 300 feet.
• Treat it as dangerous and called 911.

Stay calm and obtain as much information as possible from the caller and report the threat immediately to 911.

Be sure to note:

• Precise time of the call.
• Caller's exact words.
• Noticeable characteristics of the caller (gender, age, calm/angry, excited/slow, etc.).
• Information regarding the device and possible location.
• Background sounds (machine, voices, street noises, music, etc.).
• Threat language (well spoken, taped, irrational, foul, incoherent, etc.).

Ask the person questions, such as:

• Where is the bomb located?
• When will the bomb explode?
• What does the bomb look like?
• What kind of bomb is it?
• What will cause the bomb to explode?

If an active shooter is in your vicinity:

Run, Hide, Fight

Run

• If a shooter is in your building, and you can safely get out, evacuate.

Hide

• If you don’t know where the shooter is in or outside your building, evacuating is not possible, then you and your campers should lock down inside a building. Find a place to hide where the Active Shooter is less likely to find you.
• Secure all doors (may have to blockade the door with heavy furniture)
• Turn off lights
• Move occupants into concealed areas of the room, away from doors and windows
• Avoid gathering everyone in one small area
• Provide protection if shots are fired in your direction.
• To the extent possible, avoid trapping yourself, or restricting your options for escape
• Keep occupants calm and quiet.
• If anyone is injured in your room, inform first responders as soon as it is safe to do so.

Fight

• As a very last resort, and only when your life or the lives of those around you are in imminent danger, you may be forced to disrupt or incapacitate the shooter/assailant by attacking or distracting them. Some options may include:
• Throwing items and improvising weapons such as a chair, a phone, laptop, tablet, stapler, file, book, or another easily accessible object.
• Yelling or shouting at the aggressor in order to distract or frighten them.
• Seeking control of the aggressor’s hands in order to limit their ability to use a weapon.
• Briefing the students to escape while you are attacking or distracting the shooter/assailant

• Get a coworker to call 911 while you are on the line.
• Threats made against employees are usually received by telephone. Most of these threats are made by callers who wish to create an atmosphere of anxiety and panic, but all such calls must be taken seriously and handled as though the individual intends to harm the individuals whom they are threatening.
• Keep the caller on the line by asking questions.
• Ask a lot of questions- Permit the caller to say as much as possible without interruption.
• Take notes on everything said and on your observations about background noise, voice characteristics, etc.
• Make the appropriate notifications to the Administrators dealing with your program.

• Utility failures include power outages, gas leaks/unusual odors, or broken or malfunctioning life-safety equipment
• If the utility emergency poses a public safety threat or emergency, contact 911.
• Be prepared to provide failure type and location.
• Officials may evacuate the building due to utility failures.
• If not on university property, be aware of the procedures for that building in case of a utility emergency.
• Notify UNCW Facilities Services 910.962.3101

In the event of a power outage, many campus facilities are equipped with emergency generators to power critical operations. Most buildings are provided with emergency lighting to aid in safe evacuation.

Report the outage to the appropriate authorities for your location.

Be prepared:

• Keep a flashlight with spare batteries immediately accessible.
• Know how to locate the closest Exit lights have battery backups.

In the event of a large-scale power outage:

• Remain calm.
• If building evacuation becomes necessary then do so.
• Do not light candles or any other types of flames for lighting.
• Unplug computers and turn off light switches.

Notify UNCW Facilities Services 910.962.3101

Press the EMERGENCY PHONE BUTTON to connect to Police. If you are unable to connect, call 911.

• PUSH the ALARM BUTTON.
• REMAIN in the Elevator

• Do not attempt to clean unless properly trained in managing chemical spills.
• Secure the area, call 911 and provide information on location and type of release or spill.
• Report the incident to Environmental Health and Safety (EHS) by calling 910.962.3057 if the incident occurs on campus.
• Evacuate all personnel from the immediate work and/or laboratory area; if the release or spill has the potential to impact a larger area, activate the building’s fire alarm and follow evacuation procedures.

For more information about this subject please contact Environment Health and Safety Department at 910.962.3057.

If you are making a report as a mandate reporter pursuant to North Carolina law or as a university employee, independent contractor, or volunteer (or both), follow these steps:

• If a child is in immediate danger, contact UNCW police at 910-962-2222 or call 911 to obtain immediate protection for the child.
• Immediately make an oral report to the North Carolina Department of Social Services (DSS) via 910.798.3400. Solely informing a supervisor that you suspect abuse is NOT sufficient under this Policy.
• To the extent provided by law, UNCW will preserve the confidentiality of all child abuse and neglect reports and records to protect the privacy rights of the person making the report.