Policy on the Protection
Responsible Administrative Unit:
of Minors
Office of Compliance and Policy


Policy Contact:
Issued: April 24, 2014
Director of Compliance and Policy

Email address:

compliance@mines.edu
Revised:




1.0
BACKGROUND AND PURPOSE
Colorado School of Mines (“Mines” or “university”) is committed to the safety of all individuals in
its community. The university has particular concern for those who are potentially vulnerable,
including minors, who require special attention and protection. This policy establishes guidelines
for the Mines community-at-large, as well as for those in the Mines community who may work or
interact with individuals under 18 years of age, with the goal of promoting the safety and well-
being of minors and ensuring compliance with applicable laws.
2.0 SCOPE
This policy provides broad safeguards intended to better protect minors when they are on the
university Campus, participating in university programs and activities designed to include
minors, or when they are in the care of University Personnel, Volunteers, or Contractors. All
Mines Personnel, Volunteers, and Contractors are expected to be familiar and comply with the
provisions of this Policy and any related university policies and/or procedures. This policy also
establishes requirements for non-university organizations and entities, including but not limited
to Recognized Student Organizations, that operate non-university programs or activities
designed to include minors.
3.0 DEFINITIONS
For purposes of this policy only, the following definitions shall apply:
3.1
Abuse or Neglect of Minors: As defined in Colorado state statute (C.R.S. § 19-
1-103). Please consult statute for full definition. In summary, child abuse and
neglect means an act or omission that threatens the health or welfare of a person
under 18 years of age.
3.2 Campus: All buildings, facilities, and properties that are owned, operated,
managed, or controlled by Mines.
3.3 Minor: A person under the age of eighteen (18).
3.4
Recognized Student Organization: A student organization and club registered
with the Board of Student Organizations. For purposes of this policy only, a
Recognized Student Organization is considered to be a non-university
organization and entity.




Policy on the Protection
Responsible Administrative Unit:
of Minors
Office of Compliance and Policy


Policy Contact:
Issued: April 24, 2014
Director of Compliance and Policy

Email address:

compliance@mines.edu
Revised:




3.5
University (or Mines) Contractor: An individual or entity retained by the
university under contract to provide services and/or support for university
programs and activities designed to include minors.
3.6
University (or Mines) Personnel: Includes, but is not limited to all university
faculty, staff, post-doctoral fellows, visiting scholars, and students in their
capacity as student-employees.
3.7
University (or Mines) Volunteer: An uncompensated individual who is
authorized by a university department or unit to: a) perform civil, charitable, or
humanitarian services related to the business of or in support of activities of the
university designed to include minors; or b) gain personal or professional
experience in specific endeavors involving minors. Volunteers perform services
without a promise, expectation, or receipt of any compensation for services
performed, including a promise of future employment. This definition does NOT
include parents or guardians who are accompanying their child at a program or
activity and who may provide incidental service for the program or activity.
3.8 Academic
Year:
Beginning of Fall Semester through the end of the Summer II
session.
4.0 POLICY
STATEMENTS
4.1
All University Personnel, Volunteers and Contractors must:
 Always be vigilant in protecting the well-being and safety of Minors with
whom they interact on Campus or at a university program, event or activity.
 Watch for signs of Abuse or Neglect of Minors, and promptly report
suspected instances of abuse or neglect, or violations of this policy or law, as
provided in Section 5.0 below.
4.2
All University Personnel, Volunteers and Contractors who plan to operate, host,
or initiate university involvement in a program, event, or activity (“Program”)
designed to include Minors must provide information to the Office of Compliance
and Policy by timely completing and submitting the Protection of Minors Event
form.
 Such information shall include each Program’s dates, times, locations,
estimated attendance (age range and number of participants), and the
contact information for two responsible individuals who will make
arrangements for the safety of Minors and other participants in the event of
an emergency.




Policy on the Protection
Responsible Administrative Unit:
of Minors
Office of Compliance and Policy


Policy Contact:
Issued: April 24, 2014
Director of Compliance and Policy

Email address:

compliance@mines.edu
Revised:




 Protection of Minors Event form must be completed (per instructions found on
the form) prior to the start of a new Program, and annually for any such
Program that is repeated in a new academic year or continues beyond a
single academic year.
4.3
All University Personnel, Volunteers and Contractors who are responsible for the
supervision or care of Minors, or whose duties would require close contact and/or
time alone with Minors who are not enrolled or accepted for enrollment at the
university, must complete a criminal background check and sex offender registry
check in accordance with the university’s background check policy.
 University Personnel, Volunteers and Contractors who only interact in classes
or other routine academic settings with Minors who are enrolled or accepted
for enrollment at the university are not obligated to complete additional
background checks beyond the parameters established by the university’s
Background Investigation Policy.
4.4
Non-university organizations and entities that operate non-university Programs
on campus (including, but not limited to Recognized Student Organizations,
lessees, etc.) are obligated to be familiar with this policy, ensure their staff,
volunteers and participants are familiar with this policy, and take appropriate
precautions to protect Minors participating in or attending their programs.
4.5
Non-university organizations and entities that operate Programs on Campus
involving Minors must inform the appropriate Mines’ contract approval authority in
writing if the organization or entity has any knowledge (whether obtained via
background investigation or other means) of a criminal conviction or other
adverse information regarding its employees, volunteers, or participants, the
nature of which could impact the safety and well-being of other individuals on
Campus, especially Minors.
 Examples
of information that must be reported include, but are not limited to:
all felony convictions; all convictions of any level that involve Minors; all
assault convictions; all convictions of any type that result from injury to
others; and any information of a similar nature.
4.6
Mines may exclude from Campus, at its sole discretion, any external Program
employee, volunteer, or representative identified pursuant to subsection 4.5.
Further, Mines may request any additional information it deems necessary to
meet the requirements of this policy.






Policy on the Protection
Responsible Administrative Unit:
of Minors
Office of Compliance and Policy


Policy Contact:
Issued: April 24, 2014
Director of Compliance and Policy

Email address:

compliance@mines.edu
Revised:




5.0 REPORTING
POTENTIAL HARM TO MINORS
According to Colorado law, every person who has reasonable grounds to believe that a crime
has been committed has a duty to promptly report the suspected crime to law enforcement
authorities. An individual who reports a suspected crime in good faith is deemed immune from
civil liability for reporting. [Section 18-8-115, C.R.S.].
5.1
Emergencies. In case of an emergency, one should immediately call 911.

5.2
All Other Reports of Known or Suspected Abuse or Neglect of Minors.
All University Personnel, Volunteers and Contractors who know, suspect or
receive information indicating that a Minor has been abused or neglected, or who
have any other concerns about the safety of minors MUST:
• Immediately call the Mines Department of Public Safety at (303) 273-3333, or
the appropriate local police department if the university Program is operating
off-campus; AND
• Report the incident to either the Dean of Students Office at (303) 273-3231 or
the Provost Office at (303) 273-3399, AND other appropriate members of
Mines senior leadership.

Anyone who knows or suspects abuse or neglect of Minors may also notify the
Jefferson County Department of Human Services, Division of Children, Youth &
Families (“CYF”) child abuse hotline at (303) 271-HELP (4357). The hotline is
available 24 hours a day, seven days a week. Additional information about
reporting can be found at the CYF website.
6.0
ADDRESSING REPORTS OF ABUSE OR NEGLECT
Whenever the university receives a report of alleged abuse or neglect of a minor when the
minor is participating in a university Program designed to include Minors, or when the Minor is in
the care of University Personnel, Volunteers, or Contractors:
6.1
The person receiving the report shall immediately notify (1) the Mines
Department of Public Safety or the local police department if off-campus, AND
(2) the Dean of Students Office or the Provost Office, AND other appropriate
members of Mines senior leadership even if it is believed notification has already
occurred.
6.2
The Mines Department of Public Safety and the Dean of Students or Provost, in
consultation with the Office of Legal Services and other appropriate senior
leadership, shall:




Policy on the Protection
Responsible Administrative Unit:
of Minors
Office of Compliance and Policy


Policy Contact:
Issued: April 24, 2014
Director of Compliance and Policy

Email address:

compliance@mines.edu
Revised:




Take immediate steps to prevent further harm to the alleged victim or other
Minors, including, where appropriate, removing the alleged abuser from the
Program or limiting his or her contact with Minors pending resolution of the
matter.
Determine whether the Mines Department of Public Safety, the Golden
Police, and/or the Jefferson County CYF Department, have already been
notified and, if not, whether such notification is required or appropriate given
the circumstances.
If the parents or guardians of the alleged victim have not been notified and
are not the alleged abusers, notify the parents or guardians of the Minor
involved.
Investigate the report and resolve the matter in a way that safeguards Minors,
protects the interests of victims and reporters, affords fundamental fairness to
the accused, and meets relevant legal requirements.
Facilitate the School’s cooperation with any investigation conducted by Mines
Department of Public Safety, the Golden Police Department, and/or the
Jefferson County CYF Department or other governmental agency.
7.0 ENFORCEMENT
Sanctions for violations of this policy will depend on the circumstances and the nature of the
violation, but may include the full range of available university sanctions applicable to the
individual, including suspension, dismissal, termination, and, where appropriate, exclusion from
Campus. Mines may also take any interim actions it deems necessary before determining
whether a violation has occurred. The university may terminate relationships or take other
appropriate actions against non-Mines entities and individuals deemed in violation of this policy.
8.0 POLICY
IMPLEMENTATION AND MODIFICATION
8.1
All University Personnel, Volunteers and Contractors subject to the background
investigation requirement in Section 4.3 and engaged in new Programs not in
existence at the time of the policy adoption must complete background check
requirements prior to participating in the Program, unless a background check
was completed within the five (5) years preceding participation in the Program.
8.2
All University Personnel, Volunteers and Contractors subject to the background
investigation requirement in Section 4.3 and engaged in existing Programs at the
time of the policy adoption must complete background check requirements within
90 days of the policy implementation date, or have had a background check
completed within the five (5) years preceding their participation in the Program.




Policy on the Protection
Responsible Administrative Unit:
of Minors
Office of Compliance and Policy


Policy Contact:
Issued: April 24, 2014
Director of Compliance and Policy

Email address:

compliance@mines.edu
Revised:




8.3
All University Personnel, Volunteers and Contractors subject to the background
investigation requirement in Section 4.3 must complete background check
requirements every five (5) years.
8.4
Background check investigation requirements and procedures are set forth in the
university’s Background Investigation Policy.
8.5
The university will establish procedures and forms as appropriate to implement
this policy and monitor compliance.
8.6
Questions about the interpretation or application of this policy should be
addressed to the Office of Compliance and Policy, which shall administer and
oversee the implementation of the policy in a manner that best achieves its
goals.