LSU A&M Youth Protection Program Training

LSU’s rules and regulations regarding youth programs can be found in Protection of Minors Participating in University Programs (also referred to as “PM-16” or “youth protection policy”). The majority of the information found in this training is directly from the youth protection policy or Louisiana State law.

The purpose of the youth protection policy is to establish rules and procedures that minimize the risk of harm to Minors (children under age 18) participating in youth programs. One of the key characteristics of youth programs is the supervision of minors. “Supervision of minors” in a youth program means for one or more adults to assume responsibility for the mental and physical safety and well-being of one or more minors; and, in most instances, the supervising adult has control or oversight of the actions and activities of the minor(s).

Youth programs includes both LSU supervised programs and non-LSU programs.

LSU Supervised Program

An LSU Supervised Program is any youth program where LSU assumes the supervision of minors, and the minors will be physically or virtually present and participating under the supervision of LSU employees or adults acting on LSU’s behalf, wherever such programs may occur, whether in person, via phone or online.

Non-LSU Program

A non-LSU program is a youth program in which an outside entity or individual assumes the supervision of minors, and the program will be using one or more LSU facilities, property, or areas controlled by LSU, including any online or other technology resources. Non-LSU youth programs are not hosted, supervised, guided or provided program oversight by LSU.

The term “youth program” may refer to an LSU supervised youth program or a non-LSU youth program, either separately or both combined, based on the context used.

Youth programs may include:

• athletic sport camps
• day camps
• alumni weekend activities
• workshops
• academic camps
• mentoring programs
• academic competitions
• 4-H programs
• field trips
• conferences
• research activities
• campus tours

Key Administrators for Youth Programs

The key administrators regarding the youth protection policy are as follows:

Policy Administrator

The Policy Administrator is the LSU employee designated by the University as the central administrator for all matters regarding the youth protection policy.

Campus Administrator

The Campus Administrator is the LSU employee designated by the leadership of an LSU campus or institution as the responsible person to monitor compliance with the University's youth protection policy (PM-16). The Campus Administrator is responsible for notifying University leadership (or designee) and the Policy Administrator of any violations of the youth protection policy.

Program Administrator

The Program Administrator is the person responsible for coordinating, planning, implementing, and overseeing a youth program or programs and who shall be responsible for ensuring the requirements of the youth protection policy are met.

Program Coordinator

The Program Coordinator is the person responsible for the day-to-day coordinating, planning, and implementing of a specific youth program; and ensuring policy compliance for the specific program. The Program Coordinator reports to the Program Administrator.

Depending on a program’s structure, there may be instances when a person assumes the responsibilities for more than one role, such as the Program Administrator may also be the Program Coordinator.

Key Adults Working in Youth Programs

Proper adult supervision is crucial for protecting minors. Supervision of a minor in a youth program means for an adult to assume responsibility for the mental and physical safety and well-being of one or more minor; and, in most instances, the supervising adult has control or oversight of the actions and activities of the minor(s).

In addition to the administrators, the other key adults working in youth programs are the following:

Mandated Reporters

Mandated or Mandatory Reporters are those adults identified by Louisiana State law as required to report known or suspected abuse or neglect of a minor. All adults working in an LSU supervised youth program or a Non-LSU youth program are Mandated Reporters. The reporting requirements for Mandated Reporters are outlined in Part Four of this training.

Authorized Adult

An Authorized Adult is an adult, at least 18 years of age, responsible for supervising minors participating in a youth program. Anyone who will supervise one or more minor participating in a youth program must first be approved as an Authorized Adult. The approval process to become an Authorized Adult consists of completing a background check and the training requirements of the University and a youth program.

Volunteers

A Volunteer is an adult who assists with an LSU program or non-LSU program without compensation. Volunteers are not employees of the youth program or the University (however, a volunteer may be a University employee who is volunteering outside the scope of their employment). All volunteers must adhere to applicable University policies. If a volunteer will be supervising minors, then the volunteer must first be approved as an Authorized Adult.

LSU Graduate or Undergraduate Students

LSU graduate or undergraduate students need to be approved as an Authorized Adult if they will be supervising minors. If, on the other hand, they will not be supervising minors and will be performing duties as assigned by and under the supervision of the program’s Authorized Adult(s), then they do not need to become an Authorized Adult. Students must adhere to applicable University policies.

All adults working in a youth program, whether as an employee, volunteer, or LSU undergraduate or graduate student, must be compliant with the following conduct requirements:

Compliance and Reporting

1. Adults must adhere to safety and other regulations addressing minors required by campus law enforcement, health and safety, risk management, and other administrative offices.
2. Adults shall assume responsibility for ensuring that minors comply with all University and youth program policies and regulations.
3. Adults shall follow requirements for reporting known or suspicion of minor abuse or neglect, any other crime, and policy violations. Applicable law and University reporting requirements are covered in Part Four of this training.
4. Adults shall immediately report all prohibited or questionable conduct to the Program Coordinator and/or the Program Administrator and/or the Campus Administrator. Internal reporting requirements are covered in Part Four of this training.
5. Adults should be aware of the potential consequences for non-compliance with reporting requirements, conduct requirements, or other policies or requirements; such consequences may include a warning, reprimand, probation, criminal prosecution, removal from a program or the campus, up to program termination or sanctions.

Overseeing Minors

1. Adults shall use reasonable efforts to have at least one Authorized Adult present at all times to supervise minors participating in a youth program. Supervision of minors means for one or more adult to assume responsibility for the mental and physical safety and well-being of one or more minor; and, in most instances, the supervising adults have control or oversight of the actions and activities of the minor(s).
2. Adults shall NOT have one-on-one contact with minors except in emergency circumstances. A minimum of one Authorized Adult and at least one other adult shall remain in each other's presence while supervising a single minor (regardless of any parental or guardian consent, unless the minor’s parent or guardian is also present).
3. Adults shall NOT pick up or drop off minors at their homes or other locations ensuring that no one-on-one contact exists unless the minor’s parent or legal guardian is present in the vehicle or has provided specific written consent and at least two (2) adults are present and one is an Authorized Adult.
4. Adults shall NOT participate in any overnight activity as part of a youth program, unless 1) one of the minor's parents or guardians is present or 2) one of the minor's parents or guardians has given express written consent and two or more Authorized Adults are present.

Protecting Minors

1. Adults shall NOT engage in or allow prohibited, abusive or illegal conduct or language of any kind toward or in the presence of a minor.
2. Adults shall NOT strike, hit, touch or administer corporal punishment to any minor in an inappropriate or illegal manner.
3. Adults shall NOT make sexually suggestive or explicit remarks or gestures
4. Adults shall NOT make sexually explicit materials in any form available to minors or assist them in any way in gaining access to any such sexually explicit materials. In addition, Adults should NOT have any such materials present during the time the adult will be working in a program or otherwise in the presence of minors.
5. Adults shall NOT communicate via email, text message, social media, or other written methods with minors at any time except for official purpose, where the communication is consistent with the mission of the program, is a group message, and the Program Administrator or another Authorized Adult is copied. (This requirement is not meant to prohibit communications between adults and minors sharing a relationship such as by blood, marriage, adoption or foster care.)
6. Adults shall NOT possess, distribute, use or be under the influence of alcohol or illegal drugs while supervising or in contact with minors. Adults should also NOT be taking any prescription or non-prescription medications that will impair the adult’s ability to supervise minors.
7. Adults shall NOT possess weapons (except when necessary as part of the approved activities of an approved program). “Weapon” includes firearms (including but not limited to air pistols, BB guns, and paint guns), facsimile weapons, ammunition, explosives, fireworks, knives (excluding kitchen utensils), or other dangerous weapons.
8. Adults shall NOT provide or administer prescription drugs or any medication to any minor unless specifically authorized in writing by the parent or authorized guardian as being required for the minor’s care and an Authorized Adult is present. However, in the event of an emergency, any responsible adult can assist or 911 should be called if situation warrants.
9. Adults shall protect any and all information collected by programs as confidential and not share or release except as necessary for the operation of the program or the health and safety of minors. Photographs and video should only be taken for program purposes by program personnel and with the express written consent of the minor’s parent or authorized guardian.

This part of the training covers the requirements for reporting criminal activity and prohibited conduct, including:

1. Internal Reporting Procedures
2. Reporting Abuse or Neglect of a Minor
   1. Reporting Essentials
   2. Louisiana State Law
   3. Full Reporting Requirements
3. Reporting Crimes (Other Than Abuse or Neglect of a Minor)
4. Reporting Violation of the Youth Protection Policy
5. Self-Reporting

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1. Internal Reporting Procedures

Each of the Part Four types of reporting described below includes the requirement to make an internal report to one or more of the youth program administrators. It is important that you know, or find out from your program, the person or administrator to whom you need to report.

A note on confidentiality: Reports made to local law enforcement or the Department of Children and Family Services (DCFS) require you to provide details on the suspected criminal activity and the individuals involved. However, when making internal reports on suspicions of minor abuse/neglect or other crimes, it is important to maintain a certain level of confidentiality. Names of the alleged victim, alleged perpetrator and the reporter, along with details of the allegation should remain confidential. Local law enforcement and/or the DCFS will investigate to determine further actions needed.

When warranted, internal LSU notification should sequence as follows:

1. Reporter notifies the Program Coordinator
2. Program Coordinator notifies the Program Administrator
3. Program Administrator notifies the Campus Administrator
4. Campus Administrator notifies the Policy Administrator and the sponsoring LSU department
5. Policy Administrator is responsible for notifying all other pertinent parties

The most important information for you to remember regarding internal reporting is to know the person or persons to whom you need to make the report.

2. Neglect or Abuse of a Child

2A. REPORTING ESSENTIALS — Reporting Suspected Abuse or Neglect of a Minor

The protection of the minor is the primary concern. The reporting essentials described here are the most important reporting requirements for you to understand and follow. Report suspicions of minor abuse or neglect immediately to both:

Dept of Children and Family Services (DCFS) hotline

1-855-4LA-KIDS (1-855-452-5437) toll-free, 24 hours a day, 365 days a year

and

Local Law Enforcement (campus, city, state)

Per the law, YOU must be the one who reports and not someone else for you. And, as with any emergency, if a minor is in immediate danger, call 911 first and then report as outlined below.

2B. LOUISIANA STATE LAW (On Reporting Abuse or neglect of a Minor)

The Louisiana Children’s Code is the law that governs reporting requirements when there is suspected abuse or neglect of a minor. Per the law, there should be no delays in reporting. Any uncertainty in deciding whether to report should be resolved in favor of making a good faith report. You cannot transfer your legal responsibility to someone else, such as to a supervisor or administrator; you must do the reporting yourself.

When reporting in good faith, you are immune under state law from personal or criminal liability. Conversely, you can be fined, imprisoned or both for knowingly and willingly:

• Failing to report witnessed, known or suspected abuse or neglect of a minor
• Violating the provisions of the Children’s Code
• Obstructing the procedures for receiving and investigating reports of minor abuse or neglect
• Reporting information regarding minor abuse or neglect known to be false

Two important definitions from the Children’s Code relevant to reporting are as follows:

Abuse of a Minor

• Any act or an allowance of others to inflict or attempt to inflict an injury that seriously endangers the physical, mental, or emotional health and safety of the minor;
• The exploitation or overwork of a minor by a parent or any other person;
• The involvement of the minor in any sexual act with a parent or any other person;
• The aiding or toleration by the parent or the caretaker of the minor’s sexual involvement with any other person or of the minor’s involvement in pornographic displays;
• Or any other involvement of a minor in sexual activity constituting a crime.

Neglect of a Minor

• The refusal or unreasonable failure to supply the minor with necessary food, clothing, shelter, care, treatment or counseling for any injury, illness or condition;
• And, as a result of this neglect, the minor’s physical, mental, or emotional health and safety is substantially threatened or impaired.

When reporting, you will be asked for the following information, if known (you are required to report even if you do not know some of the details):

• The name, address, age, sex, and race of the minor;
• The nature, extent, and cause of the minor’s injuries or endangered condition;
• The name of the person(s) thought to be responsible for abusing or neglecting the minor;
• The name and address of the minor's parent(s) or other caretaker;
• Your name and address;
• An account of how this minor came to the reporter's attention;
• The cause of the minor's injury or condition provided to you by the minor, the caretaker, or any other person.

Reporting Categories

The Children’s Code divides reporting crimes against minors into two main categories based on who the alleged perpetrator is, as follows:

Category One: Reports should be made to the Dept of Children and Family Services (DCFS) HOTLINE when the alleged perpetrator is a Parent, Caretaker, or a Significant Other of the parent or caretaker.

"Parent" is the natural or adoptive father or mother of the minor.

"Caretaker" is any person legally obligated to provide or secure adequate care for a minor, including a parent, tutor, guardian, legal custodian, foster home parent, an employee of a public or private day care center, an operator or employee of a registered family child day care home, or other person providing a residence for the minor.

"Significant Other" is a term not included in the law but that is used by the University in this training and elsewhere to work as an abbreviated signifier to capture the full description provided in State law, which is: “A person who maintains an interpersonal dating or engagement relationship with the parent or caretaker, or a person living in the same residence with the parent or caretaker as a spouse whether married or not.”

Category Two: Reports should be made to LOCAL LAW ENFORCEMENT when the alleged perpetrator is Someone Else other than the parent, caretaker, or a significant other of the parent or caretaker.

Examples of such perpetrators in this second category include: a neighbor, a stranger, an uncle or other relative, a friend of someone that lives in the same household, a tenant/landlord, a teacher, a sports coach, a babysitter, etc.

Dual Reporting to Both DCFS and Local Law Enforcement

In order to be compliant with the State law, you must report to the right place for the category of perpetrator, as described above. However, the protection of a minor is the primary concern. Therefore, if you are unsure of the relationship of the perpetrator to the minor, you should report to both 1) the DCFS hotline and 2) Local Law Enforcement.

2C. FULL REPORTING REQUIREMENTS (details on where to report abuse or neglect of a minor)

Whereas section 2A above described Louisiana State laws, this section provides details on the legal and policy requirements to report to: the Department of Children and Family Services (DCFS), local law enforcement, and youth program administrators.

Always remember that if a minor is in immediate danger, call 911 first and then report as outlined below.

Category One: Reporting suspected minor abuse or neglect by a PARENT, CARETAKER, or a SIGNIFICANT OTHER of the parent or caretaker.

Any adult must IMMEDIATELY REPORT suspected abuse or neglect of a minor by the minor’s parent, caretaker, or a significant other of the parent or caretaker to the following:

a. The Department of Children and Family Service Child Protection Hotline

1-855-4LA-KIDS (1-855-452-5437) toll-free, 24 hours a day, 365 days a year

Plus, by law, all reports made to the above hotline must be followed by a written report to DCFS within five days. This may occur either by entering a follow-up report online or by mailing a written report:

Link to online written reporting:

https://mr.dcfs.la.gov/c/mr_portalapp.app

By mail, send the Mandated Reporters Form CPI-2 to the following address:

DCFS Centralized Intake, P.O. Box 3318, Baton Rouge, LA 70821

b. Program Coordinator and/or Program Administrator and/or Campus Administrator

Along with reporting to the DCFS and/or local law enforcement, internal reporting of known or suspicion of abuse or neglect of a minor is also required by University policy. See above section 1 for Internal Reporting Requirements.

Category Two: Reporting suspected minor abuse or neglect BY SOMEONE ELSE other than the parent, caretaker, or a significant other of the parent or caretaker

Any adult must IMMEDIATELY REPORT suspected abuse or neglect of a minor by someone else other than the parent, caretaker, or a significant other of the parent or caretaker to the following:

a. Local Law Enforcement

Contact local law enforcement to make a report. If a campus has a commissioned police force, then the campus police are the local law enforcement for crimes that occur on campus property.

b. Program Coordinator and/or Program Administrator and/or Campus Administrator

Along with reporting to the DCFS and/or local law enforcement, internal reporting of known or suspicion of abuse or neglect of a minor is also required by University policy. See above section 1. for Internal Reporting Requirements.

3. Reporting Other Criminal Activity or Behavior (not involving abuse or neglect of a minor)

Known or suspected criminal activity or behavior should be reported to:

a. Local Law Enforcement

Immediately report any and all other crimes or reasonably suspected criminal activity directly to campus police or local law enforcement.

b. Program Coordinator and/or Program Administrator and/or Campus Administrator

Along with reporting to the DCFS and/or local law enforcement, internal reporting of other criminal activity or behavior is also required by University policy. See above section 1 for Internal Reporting Requirements.

4. Reporting Non-Criminal Youth Protection Policy Violations

Internal LSU notification of non-criminal policy violations needs to be made to the Program Coordinator and/or the Program Administrator. See above section 1. for Internal Reporting Requirements.

5. Self-Reporting

Any person employed or otherwise assisting with a youth program who is subject to any criminal arrest, warrant, charge, booking, citation, conviction, bill of information or plea and/or any contact from or with the Louisiana DCFS regarding a possible violation must self-report same to their Program Coordinator or their Program Administrator or their Campus Administrator within 24 hours of such occurrence.

Thank you for having completed this important training. Please enter the information requested below and carefully read through your commitment to comply with the University’s youth protection policy. Click the “submit” button , and an email verifying your completion of the training will be sent to you, your youth program contact, and the LSU Office of Risk Management.

Upon submission of the form below, both of the listed email addresses will receive confirmation of the completed training. The notification will come from an @smartsheet.com email address. If this notification is not received within 24 hours, please contact the LSU Office of Risk Management by emailing [email protected] to resend the confirmation.