Information for Program Administrators | Compliance and Risk Management | Kent State University

Information for Program Administrators

The Program Administrator is the university or contractor-approved individual responsible for implementing the covered program or activity. View a list of covered programs and activities and other helpful information.

The Program Administrator is responsible for the following (refer to the policy for details):

Staffing

  • Ensure that a university employee who is at least 21-years-old is accessible to participants at all times.
  • When making staffing assignments, ensure that appropriate levels of supervision are implemented at all times and that one-on-one contact between staff and minors does not occur.
  • Make sure that the required ratios of authorized adults to participating minors are met. The ratios vary for day and overnight programs. Please see Section E(d) of the policy.

Background Checks

  • A Bureau of Criminal Investigation (BCI) background check is required for any university employee, including student workers and volunteers, who will be working with minors.
    • One resource for background checks is the EHHS Instructional Resource Center, 221 White Hall, Kent Campus. Please contact the Instructional Resource Center at ircehhs@kent.edu or 330-672-2353 for more information on their procedures, fees, and operating hours.
    • Completed background checks should be sent to the program administrator. Please make sure your staff and volunteers have the appropriate mailing address before undergoing the background check.
  • All individuals working with minors must also be checked against the National Sex Offender Registry.
  • Any individual who fails a BCI background check, appears on the National Sex Offender Registry, or has pending charges for a sex-related offense or crime against a minor, is not permitted to participate in a university-sponsored program involving minors.

Required Documentation

Parents and/or guardians of minor participants must complete and submit all forms that may be required by the respective program in order for the minor to participate.

Notification Procedures

  • The Program Administrator must establish appropriate procedures to notify the minor's parent/legal guardian in case of any emergency. The notification procedure must be given in writing, prior to the start of the program, to participants, parents/legal guardians, and university personnel/volunteers working with the program.
  • The Program Administrator must register the covered program with the Office of Compliance and Risk Management no later than 60 days prior to the start of the program. Failure to do so may result in the delay or cancellation of the program.
  • The Program Administrator must register the names of all university personnel/volunteers who will be working with minors with the Office of Compliance and Risk Management; and verify all background checks.

Reporting

Any university personnel/volunteer or program administrator who has reasonable cause to believe that a minor has suffered or faces the threat of sexual contact, sexual conduct, or sexual activity or endangerment, must immediately report the information to one of the following departments:

  • Kent State University Police (330-672-2212),
  • City of Kent Police Department (330-673-7732),
  • Portage County Sheriff's Department (330-296-5100), or
  • Any other local or state public services agency.

Prohibited Activities

The Program Administrator must be aware of activities that are prohibited for university personnel/volunteers working with the program. View the list.

Training