Policy Handbook

Program Coordinators and other Supervisors should review and follow the POM Policy Handbook (2021) in setting up operational elements of youth programs. The Handbook is also a resource for POM Liaisons in the academic Schools and university departments accountable as enumerated in the POM Roles and Responsibilities. The summary of contents are listed under the image. If you are operating a remote/virtual youth program, an additional resource is Virtual Programs and Online Engagement with Minors.

Please select the image below to access the document in .pdf format.

2021 Protection of Minors Policy Handbook
  • Table of Contents

    Mandatory Reporting of Child Abuse

    Code of Conduct for Interacting with Minors

    Section I: Programs Serving Minors Operational Expectations

    1.01 Personnel/Staff Selection and Screening
    1.02 Program Culture and Leadership
    1.03 Reporting Obligations and POM Code of Conduct
    1.04 Minor Participant Orientation, Behavior, and Discipline
    1.05 Program Personnel Behavior
    1.06 Training beyond POM
    1.07 Scheduling and Transitions
    1.08 Supervision
    1.09 Overnight Programs and Minors
    1.10 Transportation
    1.11 Facilities and Site Selection
    1.12 Emergencies
    1.13 Accidents and Injury
    1.14 Occurrence and Abuse/Misconduct Reporting to Risk Management
    1.15 Adherance to Legal and Regulatory Compliance
    1.16 Privacy, Data Collection, Records and Document Storage and Retention
    1.17 Closing the Program Event

    Section II: Policy Compliance and Risk Management

    2.01 Registration of the Program with Risk Management
    2.02 Personnel Compliance and Departmental Responsiblities
    2.03 Complinace Requirements for Program Invited Guests/Visitors
    2.04 Risk Assessment

    Section III: Youth Program Descriptions, Participant Registration, and Content of Participation Agreements

    3.01 Program Description
    3.02 Program Registration Systems and Collection of Information
    3.03 Equal Opportunity and Affirmative Action Statement
    3.04 Content of Participation Agreements
    3.05 Vanderbilt Protection of Minors Provision

    Section IV: Third Party Activities, Contracts, and Events on Campus

    4.01 Registration with Risk Management
    4.02 Contracts with Third Party Groups – Insurance and Indemity
    4.03 Participation Agreements and Waiver Forms for Third Party Contracts
    4.04 Protection of Minors Compliance of Third Party Personnel

    Section V: Public Events not Geared to Minors

    5.01 Registration with Risk Management Not Required
    5.02 Risk Mitigation at Public Events When Minors are Present

    Section VI: Other Activities Involving Minors

    7.01 Admissions Visits
    7.02 Overnight stays of individual minor guests of VU students in VU Residence Halls
    7.03 Volunteers Under 18 Years of Age
    7.04 Registered Student Organizations – Anchor Link

    Section VII: Additional Resources for Program Leaders