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University Student Organizations (ITs)

Cornell University's commitment to programs involving youth is fundamental to its mission of educating the next generation of global citizens. Central to this commitment is the establishment of the University Policy 8.8, The Protection of Minors and Abuse Reporting policy, that ensures a safe and quality experience for youth participating in Cornell-affiliated events, activities, and programs. 

The outreach work your student organization conducts is significant and meaningful, enriching the lives of the children you serve and fostering leadership skills among the members of your organization. 

From everyone in the CYS Office, thank you for your commitment to helping keep children safe.

The University Policy 8.8, The Protection of Minors and Abuse Reporting, establishes standards and procedures to ensure the safety of minors involved in University-affiliated programs and activities. 

All members of student organizations working with minors are required to adhere to the following guidelines:

Background Checks: All students who work with minors are required by University policy to undergo an annual background check. This includes a criminal background check and sex offender registry search.

Training: All students who work with minors are required by University policy to complete annual training in youth protection practices, including preventing, recognizing, and responding to abuse.

Standards of Behavior: All students who work with minors are required by University policy to adhere to the Standards of Behavior for Working with Youth. Students must annually read and attest that they understand and will follow these standards.

Supervision: All students who work with minors are required to adhere to the University's supervision guidelines, ensuring minors are protected from the threat of harm, including harm perpetrated by other youth.

Reporting: All students who work with minors are required by University policy to promptly report any known or suspected cases of abuse, misconduct, or maltreatment involving minors.

Procedures for Officers of University Student Organizations:

Procedures for Program Directors:

  1. Register (or re-register) your student organization with Campus Activities.
  2. Contact the CYS office at Contact Us to schedule a meeting to discuss the structure of the youth programming you will be engaging in. CYS staff will discuss policy requirements and safety considerations for your program.
  3. Educate the members of your organization about the requirements to work with minors, including background checks, training, and behavioral standards.
  4. Register your program(s) with CYS' Ideal-Logic registration system. The system will tell you the minimum number of adults needed to run your program and comply with Cornell's supervision requirements.
  5. Monitor org member compliance within Ideal-Logic. A green check mark indicates the member is compliant; a red X indicates non-compliance. Remember that University Policy 8.8, The Protection of Minors and Abuse Reporting requires that all individuals who have direct contact with youth to be compliant with all policy components prior to engaging with youth.
  6. Program directors are required to collect parental consent for the following scenarios.
    1. Your org will be responsible for the supervision of the youth (custodial care).
    2. Youth participants will be visiting areas of the University that are not open to the public.
    3. Youth participants will be participating in hands-on activities in labs, shops, studios, or athletic facilities.
    4. Cornell is providing transportation for the event/program.
    5. If you plan to take photo or video of the youth participants.

This form will be included in your program approval email.  You do not need to request these forms separately. These consent forms must be uploaded to the Ideal-Logic registration system.

Additional Procedures if Your Program has Custodial Care over Minors:

If your program has custodial care over minors (i.e.: there are no parents/guardians, teachers, Scout leaders, or other chaperones providing supervision of the minors you must follow these additional steps:

  1. When distributing information about your program to participants and their families, you must make available behavioral expectations for the youth participants. This information must also include multiple ways that youth and families can report safety concerns or boundary-crossing behavior.
  2. You must develop a safety plan to ensure the safety of the youth participants in emergency situations. This safety plan must be uploaded to the Ideal-Logic registration system.
  3. You must develop check-in/check-out procedures for your program. This ensures appropriate documentation of when youth are in Cornell's custodial care and when they are not and ensures youth are only released to the appropriate adult.  

Compliance:

Student organization leaders are responsible for:

  • Ensuring that participating organization members complete the requirements of University Policy 8.8.
  • Obtaining event approval before the event begins.
  • Ensuring ongoing compliance with all policy requirements during the event.

As a student organization leader, YOU are responsible for tracking and verifying compliance; do not assume that members have completed their requirements.

Compliance Deadline: All compliance requirements must be completed no later than five business days before the event start date. Events that do not meet this deadline will not be approved to proceed.

Non-compliance may result in event cancellation, loss of organizational funding and recognition, removal of members from youth-facing roles, and/or permanent revocation of your organization's ability to host programs involving minors.

Contact CYS with questions or concerns at any time!