Thank you for scheduling your event at Mansfield University of Pennsylvania. Local policy requires all program employees or volunteers to successfully complete –OR– certify compliance with the Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal Record Check, and FBI Federal Criminal History Record.
The event Program Administrator or Program Liaison is responsible for appropriate document submission as described in the Required Documentation section below.
Required Deadlines
All documentation must be submitted thirty (30) days prior to the event start date per Mansfield University’s Protection of Minors policy.
Event Cancellation
Events not in compliance with required documentation thirty (30) days prior to the event start date are subject to cancellation by the university.
Important Definitions
Authorized Adults: Individuals, paid or unpaid, who may have direct contact, interact with, treat, supervise, chaperone, or otherwise oversee minors. This includes, but is not limited to, faculty, staff, volunteers, graduate and undergraduate students, interns, employees of temporary employment agencies, and independent contractors. Roles of authorized adults or program staff include, but are not limited to, positions as counselors, chaperones, coaches, instructors, health care providers, and outside providers running programs in leased facilities. This definition does not include temporary guest speakers, presenters, or other individuals who have no direct contact with program participants other than short-term activities supervised by program staff; or fellow students whose only role is as a participant in the education, services, or program offered.
Minor (Child): A person under 18 years of age. Minors may be enrolled undergraduate/graduate students; students "dually enrolled" with the university and in elementary, middle, or high school; employees; or participants in program activities.
Background Clearance Compliance Contacts
Mansfield University Compliance Coordinator: hrclearances@mansfield.edu
Required Steps and Documentation
1. REGISTER THE EVENT: Program Administrators are responsible to register all events through with Human Resources. After scheduling the event through the Event Management System (EMS), the Program Administrator should submit appropriate documentation as described below to determine compliance requirements. Completion of these documents satisfies event registration requirements.
a. Please complete a Minors Participation Event Certification form for all events, except those that may be considered a general public event (described below). The Program Administrator must complete this upon requesting event space and prior to the event.
GENERAL PUBLIC EVENT status may be granted by Human Resources for "general public" events. If you believe that your event would meet the definition of a general public event, please complete the General Public Event Request. Human Resources will make a final determination once the request is submitted.
2. REGISTER AUTHORIZED ADULTS: The Program Administrator must submit the required documents for program authorized adults. Authorized adults may be official employees, volunteers or interns of Mansfield University or program employees or volunteers and must be listed on the List of Participating Adults (LPA). Please include ALL potential Authorized Adults. Once submitted, compliance status for adults listed on your LPA will be reviewed and you will be notified of the status within one week.
List of Participating Adults Mansfield University Events with Minors
Official MU Employee or Volunteer: All official employees or volunteers of the university must have a complete set of background clearances as defined in the Protection of Minors policy. The Mansfield University Program Administrator will provide the following compliance documents to Human Resources for all official employees and volunteers:
• Signed Code of Conduct for each Authorized Adult
• Signed Mandatory Reporter of Child Abuse Acknowledgment for each Authorized Adult
• Official Volunteers may use the Volunteer Packet
• Individuals who will be employed by Mansfield University and do not have background clearances on file, please direct them to complete clearances following these directions.
External Employee or Volunteer: The Program Liaison for each external group, must submit the following documents for authorized adults that are NOT official employees and volunteers of the university:
• Certification of Compliance with Required Clearances signed by an appropriate authority. An appropriate authority is an administrator (e.g. Superintendent, Principal, etc.). Individuals may not self-certify unless providing copies of their background clearances.
• If compliance cannot be certified, please direct individuals to complete the clearance process using these directions.
• Signed Code of Conduct for each Authorized Adult
• Signed Mandatory Reporter of Child Abuse Acknowledgment for each Authorized Adult
• If necessary, further instructions for clearance completion will be provided by the Compliance Coordinator at hrclearances@mansfield.edu
NOTE: Official employees, volunteers or interns of Mansfield University or program employees or volunteers who reside out of state have specific instructions to complete the required background clearances. Please follow OUT OF STATE instructions in order to complete the process.
3. FOLLOW THE PROGRAM ADMINISTRATORS GUIDE: A Program Administrators Guide for INTERNAL Program Administrators, including an event checklist, is being developed for assistance with the event process. Program documentation, required consent forms (parental, medical, photo/video) and orientation materials must be collected by the Program Administrator and retained in Human Resources.