Minors On Campus

The most up-to-date information can be found on the main OU policy website: ou.edu/web/landing/policy. This page is intended to provide a clearer overview and timeline of all the steps. However, it might fall out of date if there are changes in the process. Please also consult the policy website, and let me know if any of this information needs to be updated.

If your event involves minors on campus, it is typically easiest to have me (Daryl Nagode) set up online registration for you. This way, I can gather the minor release forms via registration.

A faculty member will need to be listed as the event supervisor and provide a phone number where they can be reached during the event for emergencies. Some faculty have listed their cell phones, but you can use another number that will be attended during the event. Daryl will need this information before he can set up a registration form.

The event supervisor should complete the form on the main OU policy website (click the button titled Report Your Event).

Anyone who will supervise minors at the event must have had a background check within the last year.

• This includes people within the university (faculty, staff, students) and outsiders.
• Each background check costs the department $32.50. So if someone will only be working with students in a group setting with another background-checked person, they may not need one. Ultimately, it's the event supervisor's call on who needs background checks.
• Complete this spreadsheet and submit it to Tusneeya Tecimer by 3 weeks out from the event. Note: if a person is not affiliated with OU, you can leave both OU ID fields blank.
  
• Note that these background checks will require direct action by the person being checked (a company called TrueScreen will contact them directly).

The event supervisor and anyone else who needed a background check (see above) will need to complete Attachment B - Event Guidelines and Acknowledgement Form. This form says that you are familiar with and are following university policy. The event supervisor should gather the completed forms.

• Online registration for the event was set up by Daryl:
  • Submit all completed Attachment B forms (preferably in one batch) to Daryl.
    
  • A day or two before the event, Daryl will submit the Attachment B forms and minor release forms to minorsoncampus@ou.edu.
    
• No online registration for the event, or Daryl not involved:
  • You are responsible for emailing the completed Attachment B forms to minorsoncampus@ou.edu in advance of the event, along with the minor release forms you gathered (see #6).
  • These files can be sent as attachments. Or if you have too many to attach, you can provide a link to a cloud storage system where the files are stored (Dropbox, etc). Risk Management prefers that everything is sent in a single email.
    

Any students working the Event must have had a University Student Conduct check within the last 6 months.

• The event supervisor should email to studentconduct@ou.edu an Excel spreadsheet with the students' first name, last name, and OU ID number (without spaces or dashes).
• These checks take a minimum of 5 business days to complete

All OU employees involved in the event must complete the university's online training course.

• Minors on Campus training for OU employees is online through the OnPoint system. Tusneeya can use the information submitted for background checks to add this training course to the employee's ePAF.
  
• A powerpoint with minors on campus info for University students or outside people is available at the following link. The final page of the powerpoint should be "signed" and saved or printed, signed, and scanned. The completed forms should be gathered by the event supervisor. The forms should be submitted to Risk Management along with the minor release forms, either by Daryl or by the event supervisor (similar to procedure in #3).
  
  • https://www.ou.edu/content/dam/homepage/landing/policies/minors-on-campus-training-for-third-parties-students.pptx

Attachment C (minor release) forms must be completed by a parent/guardian for anyone who will be under 18 at the time of the event.

• Online registration for the event was set up by Daryl
  • Release forms will be gathered digitally during the registration process
  • A day or two before the event, Daryl will submit all release forms to Risk Management at minorsoncampus@ou.edu, along with all Attachment B forms (see #3).
• No online registration for the event, or Daryl was not involved
  
  • It will be your responsibility to gather release forms for all students.
  • You can download the Attachment C form available on the main OU policy website. Or, if you would like a fillable PDF version, contact Daryl. He will need to know what to list for Event Supervisor name and phone number (see #1).
    
  • It will be your responsibility to gather completed release forms and submit them to minorsoncampus@ou.edu in advance of the event, along with all Attachment B forms (see #3).
  • These files can be sent as attachments. Or if you have too many files to attach, you can provide a link to a cloud storage system where the files are stored (Dropbox, etc). Risk Management prefers that everything is sent in a single email.