General Administration Procedures

UMB Procedures for Sponsored Educational Activities Involving Minors

Administration, General Administration  |  Approved September 2, 2013  |  Last Reviewed May 13, 2025

Purpose

In September 2013, the University implemented the UMB Policy on the Protection of Minors VI-99.01(A). The purpose of the policy is to ensure the safety of minors who participate in University-sponsored educational opportunities. This Policy reinforces UMB’s commitment to safeguard the welfare of Minors by establishing requirements for UMB Personnel, UMB Students, and personnel of Affiliates and Third Parties who supervise or interact with Minors through UMB Youth Programs.

In addition to meeting the requirements of this Policy, UMB Personnel, UMB Students, and personnel of Affiliates and Third Parties who supervise or interact with Minors through UMB Youth Programs must follow applicable federal, state and local law.

Applicability

The following activities and individuals are EXCLUDED from this Policy:

1. Individuals under the age of 18 who are UMB Students.
2. Medical or other health care given to Minors by UMB Personnel in an inpatient or outpatient setting, or a telemedicine setting.
3. Institutional Review Board (IRB) approved research.
4. A joint Youth Program offered by UMB and an Affiliate and covered under the Affiliate’s policies.

If you need additional information, please contact umbstudentaffairs@umaryland.edu

Instructions

Youth Program Registration

In alignment with the UMB Policy on the Protection of Minors VI-99.01(A), a UMB Youth Program Sponsor must register and update a Youth Program annually by the start of each new fiscal year (i.e., July 1). A new Youth Program must be registered no later than 30 days prior to communicating to family members and Minor(s) regarding the launch of the Youth Program. Youth Program Administrators and/or the Minors Liaison should follow the instructions below to register a Youth Program.

Step 1: UMB Youth Program Registration Form - completed by the Youth Program Administrator or Minors Liaison working with a Youth Program.

Step 2: Youth Program Administrators should complete Step 2A below to provide information regarding Youth Participants not working in a lab or an administrative office. The Minors Liaison will send the Minors Work Program and Background Check link noted in 2B to the faculty member or supervisor working with Minors in a lab or an administrative office.

2A Program Background Check Completed by the Youth Program Administrator, Minors Liaison, or the individual required to complete a background check for Youth Programs that do not involve Minors working in a laboratory or in employment opportunities. For example, summer youth program or other experiences.

2B Minor Work Program and Background Check (for Youth Programs involving Minors working in a laboratory or in employment opportunities) - the Minors Liaison will send the "Minor Work Program and Background Check Form" link to the faculty member or supervisor interested in having a minor work in their laboratory or administrative area.

• Upon completion, the form will be routed to the appropriate UMB offices.
• Environmental Health and Safety (EHS) will examine the lab and certify it for safety.
• Human Resources will verify a background check. Background checks are valid for five years, so if you never submitted a background check or it has been more than five years, you will be required to complete one. There is a fee for this process that will be covered by your departmental chart string. You will be notified once these items have been completed.
• All paid minors must complete a C1 contract (consult your HR representative) and a work permit. Complete the work permit here.

Step 3: Youth Program Administrator Required Communications to Parents/Guardians

A) Communicate the following to the parent/guardian of the minor engaging in a Youth Program:

-UMB Sponsor Name

-UMB Sponsor’s Title

-Location of the Youth Program or Activity

-Estimated Start Date

-End Date

-Activity Description & Travel (if applicable)

B) Collect contact information from the minor’s parent/guardian and two individuals if the parents cannot be reached via your program registration form:

C) The minor and their parent/guardian must review and indicate their consent to the Youth Program Waiver and Release of Liability Form during your program registration process.

D) Minors who are not paid and need a OneCard ID, UMaryland email, or other UMB credentials can reference the UMB Community System Page.

Step 4: Individuals who have direct and indirect contact with Minors must review and sign the Individuals Interacting with Minors Code of Conduct on an annual basis.