Frequently Asked Questions
Children and Youth Safety – Frequently Asked Questions
Registration |
| Do I need to register my academic year program each year or each semester? Yes, programs must be registered each academic year. |
As a Cornell University faculty or staff member, I’ve been invited to give a guest lecture at a local school. Do I need to register this off-campus visit? No. Guest lecture visits held off-campus are only required to register if they are under the exclusive authority of the University. Since your guest lecture visit is organized and supervised by another entity, it does not need to be registered through the University. You should follow any policies or procedures that the hosting organization has in place for the guest lecture visit. |
A faculty member has been contacted by a high school student, who is under 18, to meet and discuss their research. Does this meeting need to be registered? No, registration is not required for this type of meeting. However, if the student will not be accompanied by a parent or legal guardian, all meetings must take place on campus in a public, open environment—never behind closed doors or in a location that is completely out of view of others. This ensures the safety and appropriateness of the interaction in accordance with University policies and guidelines. |
A minor wants to shadow me in my lab for a few weeks. Does the shadowing activity need to be registered? Yes. All programs involving minors on campus must be registered. In addition, the minor must be formally appointed as a paid or unpaid intern in order to work in the lab. Please contact your HR office to initiate the appointment process. Minors are not permitted to volunteer in laboratory settings. Depending on the nature of the lab work, the activity may also require review by the Environment, Health, and Safety Office (EHS) in accordance with the Youth in Labs Guidelines. Please reach out to the EHS office to ensure all safety requirements are met. |
A local organization that wants to bring a group of minors and a chaperone to tour my lab/department. Do I need to register this tour? Yes, all programs involving minors on campus must be registered. As long as the chaperone is present at all times and is responsible for the care and supervision of the minors, background checks and training are not required. This event should be registered as a “school field trip or visit.” If the visit includes access to non-public areas—such as a lab, water treatment facility, or similar—then a parental consent form and a safety plan will be required. |
Does the sponsoring office of a third-party program register the third-party program, or does the third-party register their own program? The third-party organization is responsible for registering its program. The third-party program director should complete the registration. The program director must be listed as both the program director and program contact on the registration form, and any additional third-party staff facilitating the program should also be listed as program contacts. Third-party organizations are encouraged to review all applicable third-party requirements. |
Background Checks |
| Does HR conduct the criminal background check and sex offender search for employees, including student employees? Yes. |
| How often does a criminal background check need to be conducted on regular Cornell employees? Every three years. |
| How often does a student (not a student employee) or volunteer need a criminal background check? Once a year (annually). |
| How often does a criminal background check need to be conducted on returning temporary or student employees? Returning temporary and student employees are considered new hires. If their last background check is more than six months old, HR must conduct a new criminal background check. |
Do I require a background check and sex offender search if I’m just hosting a field trip? If parents, guardians, teachers, or other chaperones are responsible for supervising the minor(s), a background check and sex offender registry search are not required. However, other requirements may still apply |
Does a guest lecturer speaking in my registered program need to complete a background check and training? If the guest lecturer will not have one-on-one contact with a minor, will not be alone with a group of minors, and will only have incidental contact, then a background check and training are not required. Program staff must be present for all interactions between the guest lecturer and the minors throughout the entire session. |
Training and Standards of Behavior |
| How often must training and standards of behavior be completed? Once a year (annually). |
Supervision |
| Must a minor be supervised at all times? Yes. |
Minors in Labs |
| Can minors volunteer in labs? No. However, paid and unpaid minor interns may work in labs. |
Consent or Assumption of Risk |
| Is a consent or assumption of risk form required for all programs? Please contact the Children and Youth Safety Office. They will determine whether a consent or assumption of risk form is required. |
Minors Traveling |
| Can a minor travel in a Cornell University-owned or leased vehicle? Please contact Risk Management and Insurance (RMI). They will determine if the minor is permitted to travel in a Cornell-owned or leased vehicle. |
Internships Involving Minors |
| Who can supervise a minor paid/unpaid intern? Cornell University faculty, staff, and graduate students. Undergraduate students and volunteers are not permitted to supervise minor interns. |
| Do minors participating in a paid/unpaid internship require working papers? Yes. The original working papers must be collected and returned to the minor at the end of the internship |
| Is a minor participating in a paid/unpaid internship allowed in the lab without an approved authorized adult? No. Minors may only be in the lab when an approved authorized adult is present.. |