This policy applies to academic programs and camps, athletic camps, after-school programs, workshops, conferences and similar activities which involve the custody and care of non-enrolled minors which are conducted, hosted or sponsored by any USG institution.

BOR Policy 6.9 applies to programs designed to serve minors who are not enrolled as students.

Yes, even programs that involve one minor must comply with the requirements of the Programs Serving Minors policy. Minors enrolled or matriculating at MGA are exempted from the policy.

• Minors enrolled in undergraduate or graduate academic programs;
• Minors who come to any MGA campus to access services available to potential students, including pre-enrollment testing, financial aid, and admissions;
• Events or visits to campus where minors are supervised by their parent/guardian;
• Events that are open to the general public or invited guests where parents/guardians are expected to provide supervision of minors; (games, concerts)
• Minor employees; and
• MGA employees or students hosting family members, friends, or other guests.

Yes. The required facility use agreement must include language requiring the non-MGA entity to comply with institutional policies on background checks, training and minimum insurance requirements. In accordance with BOR Policy 9.10.6.3, the form used for such agreements must be USG-approved.

Yes, MGA employees are not considered Third Parties when operating Youth Programs utilizing the name or facilities of MGA. These employees must adhere to the policies, procedures, and standards governing MGA-sponsored Youth Programs. This policy also applies to any business which is created or operated by a MGA employee.

The Program Administrator should register the program.

Yes. It is important for the University to have a central record of all programs occurring at University facilities. Outside parties will be registered by Professional and Continuing Education.

No. The registration form requires a start date and end date for the program.

Copies of all forms should be kept by Program Administrators through the duration of the program for quick reference. Thereafter, records should be kept in accordance with the Policy’s records retention requirements.

Program Administrators should work with their Dean/Director/Vice-President to figure out who is best positioned to be responsible for maintaining relevant documentation. Multiple individuals within a department should have access to these files. For more information please refer to the Retention schedule for all USG records.

Consult with your Dean/Director/Vice-President to determine where documentation should be kept. Records pertaining to minors must be retained for a period of three years after the minor reaches the age of eighteen. Records pertaining to program staff must be retained for five years. A best practice it to save these electronically on your departments M-drive.

All authorized individuals (individuals, paid or unpaid, who are authorized by MGA to have direct contact or interaction with minors during a program serving minors.)

No. All training must be completed before being allowed to work a program with minors.

Program Administrators.

Training must be completed annually.

Proof of Background Checks: Background check results for MGA volunteers and program staff can be obtained through Human Resources. If you have requested background checks for specific individuals, Human Resources will be able to provide confirmation of their completion.

Proof of Training Completion: Each individual who completes the required training is issued a Certificate of Completion. Participants are instructed to retain this certificate for their records and to provide a copy if requested.

If the Guest Lecturer is alone with the minors at any point, then Guest Lecturer qualifies as an Authorized Individual under our Policy. In the event that an Authorized Individual with the Program is present in the room during the Guest Lecturer's presentation and any interactions with the minors thereafter, the Guest Lecturer does not meet the definition of an Authorized Individual. However, in such cases, the Program Sponsor has the discretion to treat the Guest Lecturer as an Authorized Individual who would be subject to all of our policy requirements.

A minimum of every 3 years.

No. The University-approved method of obtaining background investigations for a MGA-affiliated activity is through Human Resources.

O.C.G.A. §19-7-5 ( https://oca.georgia.gov/mandated-reporting ).

Any program staff or volunteer who has reasonable cause to believe that child abuse has occurred, must immediately report the suspected abuse to 1.) the Program/Activity Administrator, Supervisor, or other responsible University Official, 2.) the MGA Police Department AND 3.) the Department of Family and Children Services (DFCS).

Program staff and volunteers should report immediately, but in no case later than 24 hours after first developing reasonable cause to suspect abuse.

Report to 1.) your Program Administrator, 2.) the MGA Police Department at 478-934-3002, AND 3.) the Department of Family and Children Services (DFCS) at 1-855-GACHILD.

Calling MGA Police ensures that the University is notified of any incident even when programs/activities are not on main campus or when they do not occur during normal business hours.

Do not attempt to investigate a matter further or gather additional information before reporting. If child abuse is in any way suspected, report immediately. As trained professionals, UGA Police and DFCS officials will decide whether further action is required.

A Mandatory Reporter must ensure that the Division of Family and Children Services is notified of the suspected abuse immediately and in no case later than 24 hours after the Program/Activity Staff (or other reporter) first had reasonable cause to suspect the abuse.

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