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Programs for Minors FAQ

Each covered adult must complete:

  • The child protection training program
  • Have an approved background check
  • Sign and submit the form for “Tennessee Law on Mandatory Reporting of Child Abuse or Child Sexual Abuse”

Yes, if the program director reasonably anticipates the volunteer will have direct contact with a minor in the university sponsored covered program.

The sponsor of the covered program must sign the required indemnification agreement “License for use of university property for program involving minors” and submit the form to the campus CBO and designated official.

The objective of this policy is to promote a safe environment for minors by fostering a University culture that is committed to preventing, recognizing, reporting, and addressing child abuse and child sexual abuse. The background check will help to ensure the safety of our employees, students and visitors.

The average turnaround time after we submit the background check request (following receipt of consent from the covered adult) is 72 hours. Background may take longer than 72 hours depending on several factors: number of aliases, number of prior residences and the speed of the reporting agency. For these reasons, please allow at least one to two weeks of processing time for each background check.

The subject must complete and sign the University’s Fair Credit Reporting Act Disclosure and Authorization to Release Information Form. This form will be provided by Human Resources via an email from Truescreen, which is the university’s contracted vendor. The electronic consent form is completed entirely online and is not returned to HR for processing.

Yes. If a candidate does not give permission or neglects to give all of the information required to process a background investigation, the check will not be conducted and that person will not be allowed to participate in covered programs.

Human Resources will conduct all background checks.

All costs associated with performing background checks will be paid for centrally by the University.

For “Covered Adults” with any overnight involvement or regular, frequent contact with minors for longer than two weeks, the background check will include the following:

  • SSN Verification and Trace (credit bureau data analyzed for names, SSNs, and addresses)
  • County Criminal Records Search (searches conducted in all counties of residence in past 7 years)
  • Federal Criminal Records Search (searches conducted in all districts of residence in past 7 years)
  • National Criminal File Search
  • National Sexual Offender Database Search
  • MVR Driving History
  • Sanctions Base (proprietary search covering sanctions, disciplinary and administrative actions taken by hundreds of federal and state healthcare regulatory authorities, including FDA, NIH, GSA, OFAC, terrorist watch lists and more)

Criminal background checks on the persons described above shall be repeated no less frequently than every four (4) years.

Background information will be regarded as confidential and protected against unauthorized disclosure. Information shall not be released or otherwise disclosed to any person or agency, except to persons who need to know this information in order to make a determination regarding employment.

Individual UT Employees

Complete the “Child Protection Training for Covered Adults” online training module in K@TE, the learning management system

External Users (including volunteers, contractors, students, student workers and grad students)

Access Child Protection Training for External Users. Be sure to know the name of your program/program affiliation, departmental account number, and the program coordinator’s name.

UT Groups/Volunteers and Contractors

A PowerPoint presentation is available for large groups and non-university personnel upon request and approval by the D.O. (Designated Official).

Program directors, department heads and others may request the PowerPoint by emailing the appropriate Campus Designated Official or by emailing Angie McLemore (mclemore@tennessee.edu).

For tracking purposes, please email the Child Protection Training sign-in sheet to Angie McLemore (mclemore@tennessee.edu) immediately following the training’s completion. You may also send the sign-in sheet through campus mail to 220 Conference Center Building, Knoxville, TN, 37996.

If your list of attendees is more than 50 people, please email an Excel spreadsheet with the following information:

  • First name
  • Middle name
  • Last name
  • Personnel number (if UT employee)

Training delivered through PowerPoint by the program director must be documented on the Child Protection Training sign-in sheet, and the sheet sent directly to Angie McLemore at mclemore@tennessee.edu immediately following the training. The list of attendees will be entered into IRIS.

If your list of attendees is more than 50 people, please email an Excel spreadsheet with the following information:

  • First name
  • Middle
  • Last name
  • Personnel number (if UT employee)

The online training for employees is housed in K@TE, the learning management system. External users should access the training at kate.tennessee.edu/cpt.

For more information about the Child Protection Training, please visit the Human Resources website.

The Program Director is responsible for ensuring that all Covered Adults have a completed background check and training prior to interacting with any minors. The Program Director should work with the Designated Official and Human Resources regarding the workflow status of their event registration form.

All events that involve minors with a UT sponsoring department must be registered through the Programs for Minors Office. If an event is near the starting date or already underway, the Designated Official (D.O.) will determine if the policy requirements can be addressed. If not, the D.O. may instruct the Program Director to cancel the event to include notifying the appropriate dean or vice chancellor.

No. Any background check results that include a criminal history will be evaluated by the D.O., Human Resources, and General Counsel on a case by case basis. The D.O. and/or HR will notify the program director of any applicant that has been denied participation, but will specific information related to the criminal history will not be shared.

Yes. Anyone participating as a covered adult must be recorded in IRIS. For those individuals that are not employees, they must be listed as a Friend of the University for Risk Management purposes.

No. Once you review and sign the mandatory reporting law form you should submit it to the program director. For all university employees, the program director will forward a copy to HR to be placed in the employee’s personnel file. For all other covered adults, the program director must retain on file.

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