The purpose of the safety policy is to ensure a safe environment for minors participating in campus activities. The policy includes guidelines for campus units to determine if a program or activity qualifies as a covered program and whether their staff or volunteers should be designated covered adults.
The policy includes the following requirements:
- Annual completion of a registration form for campus programs involving minors
- Mandatory reporting of child abuse and child sexual abuse as required by state law (Note: the initial form must be completed and will be retained on file.)
- Criminal background checks for covered adults every four years
- Training for covered adults every two years
To help program directors and departments comply with the policy, the university has established the Programs for Minors website. This website contains the policy, campus procedures, a training module, an online program registration form, an indemnification form, and answers to frequently asked questions.
Note: All program registration forms should be submitted a minimum of 45 days prior to the event start date. For programs that are still confirming participants who will serve as covered adults, you should still submit your registration no less than 45 days from the program start date. Additional covered adults can always be added after this period. Programs that fail to submit registration forms and complete all policy requirements will not be approved, and their respective dean or vice chancellor will be notified. Programs that fail to comply may be temporarily suspended or canceled.
All registrations for covered events should be submitted online. This form, which is connected to the 25Live scheduling system, provides organizers with a systematic process to ensure compliance. Please do not submit separate space requests in 25Live, as these events will be scheduled by the Programs for Minors Office.
The Office of the General Counsel has clarified that the term covered program includes all university-sponsored teaching, research, and service activities in which minors participate, unless a specific exception in Safety Policy SA0575 applies. Such activities include, but are not limited to:
- Survey, questionnaire, and interview research activities with minors
- Observational studies (for example, cross-sectional, case-control, and cohort studies) of minors in their natural setting, in their school setting, or on campus
- Clinical trials or treatment studies involving minors
- Studies that involve minors and that require review and approval by the Institutional Review Board (IRB)
- Outreach, mentoring, and training activities involving minors
If you have questions concerning the policy or registration process for UT Knoxville, call Ellen Hunter at 865-974-1721 or email safety-minors@utk.edu. Questions concerning the UT Institute of Agriculture process can be directed to Doug Bohner at 865-974-7245 or dbohner@utk.edu. Questions pertaining to the IRB process should be directed to HRPP Director, Jennifer Engle at 865-974-7494 or jengle@utk.edu.
