Any campus program that involves children under the age of 18 must comply with university policy PS-01, “Programs Involving Children.” Per the policy, such programs include “ongoing or planned events that are designed to include children such as camps, lessons, workshops, clubs, teams, projects, practices, tours, or open-houses.”

The university must ensure that all faculty, staff, students, volunteers, etc., who will be directly involved in the program have been subject to a criminal background check and sex offender registry check within the last five years. If an employee is responsible for a program with children in attendance, the following four steps must be completed in advance of the event:

  1. Review Policy PS-01, “Programs Involving Children,” and the PIC Flow Chart.
  2. If applicable, add the program to the Programs Involving Children online dashboard as soon as the facility reservations are confirmed.
    1. The online dashboard can be found by going to One.IU and search for “programs involving children.” Your search will bring up the Programs Involving Children task box. Click on the heart to add the task box to your favorites.
  3. Complete the PIC Planning Worksheet by entering the program information and completing rows 19, 22, and 28. Enter the names of all faculty, staff, students, volunteers, etc., who will be directly involved with the event.
  4. If the program is a discrete/occasional event, check each name on the list from step 3 above against the National Sex Offender Registry and record the search results in the PIC Planning Worksheet.
    1. Instructions for checking the National Sex Offender Registry (on page 139) can also be found on the UPD website.
  5. If criminal background checks are required, please contact HR to confirm that a background check (within the last five years) is on file.
  6. Send the PIC Planning Worksheet to the campus chief of police and safety at least two weeks prior to the event.

For additional information, please review the Programs Involving Children policy or contact the University Police at (812) 941-2400.

Additional Resources:

PIC Planning Worksheet

PIC Flow Chart

Indiana University Southeast

4201 Grant Line Rd.
New Albany, IN 47150
(812) 941-2333

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