Protection of Non-Student Minors

Albany State University is committed to maintaining a safe environment which promotes the safety and welfare of all non-student minors that participate in programs held on our campus. ASU offers a variety of camps, clinics, and activities that bring non-student minors onto our campus. These include but are not limited to athletic camps, after-school programs, science camps, music, and enrichment programs. These programs are of great educational value and serve to benefit both the institution and the larger community. This policy serves to protect the non-student minors that participate in these programs and preserve the positive impact they have on our community.

The Board of Regents (BOR) of the University System of Georgia (USG) Policy 12.9 Programs Serving Minors was established to promote the safety and welfare of those who participate in these programs conducted, hosted, or sponsored by any USG institution.

ASU Protection of Non-Student Minors on Campus Policy was established to provide guidance to the ASU campus community and ensure compliance with federal and state laws and the BOR/USG policies and procedures. The effective date for the BOR and ASU policies is Monday, May 1, 2017.

For information on specific protection of non-student minors on campus topics, please select the categories below:


A person who is less than eighteen years of age and, for purposes of this policy, who is not enrolled as a student at ASU and who is not employed by ASU.

Direct contact

Includes, but is not limited to care, custody, and control of the non-student minor and/or frequent or sustained contact, and/or interactions with the intent to develop a mentoring relationship between an individual and non-student minor(s).

Authorized Adult or Program Staff

A person, paid or unpaid, who may have direct contact, interact with, treat, supervise, chaperone, or otherwise oversee minors. 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 individuals whose only role is as a participant in the education, services, or programs offered.

Authorized Program

A program, activity, or service operated or sponsored by ASU institution or by a non-ASU entity using the institutional facilities during which agents, employees or volunteers of ASU or non-ASU entity are responsible for the care, custody, or control of participating minors, rather than their parents or guardians. For purposes of this policy, authorized programs do not include events that are open to the general public and that minors may attend at the sole discretion of their parents or guardians or Institutional Review Board (“IRB”) supervised research activities.

The following activities are also exempted from this policy:

  • Services provided by the institution’s health clinic
  • Events or performances on campus that are open to the general public and which minors attend at the sole discretion of their parents or guardians
  • Private or personal events that occur on campus to include weddings, birthdays parties etc.
  • Students participating in intercollegiate activities, e.g. athletics, visual and performing arts
  • Minors on campus for the purpose of recruitment by the University, e.g. campus tours, open house, admissions visits and tours
  • Minors on campus for the sole purpose of official athletic visits/prospects provided rules and regulations outlined by the NCAA are met

Mandatory Reporter

A person who is required by Georgia law to report suspected child abuse to the appropriate authorities. Mandatory reporters include but are not limited to faculty/teachers, administrators, counselors, social workers, psychologists, law enforcement personnel, and other persons who participate in providing care, treatment, education, training, supervision, coaching, counseling, recreational programs or shelter to minors. Mandatory reporters whose communications would otherwise be legally privileged are required under Georgia law to report suspected child abuse.

Child Abuse

Physical injury or death inflicted upon a child by a parent or caretaker thereof by other than accidental means; neglect or exploitation of a child by a parent or caretaker thereof; sexual abuse of a child; or sexual exploitation of a child.

Institution Facilities

Buildings, structures and improvements of all types, outdoor areas, campus grounds, and athletic venues owned or leased by ASU.

Program Administrator

The person(s) who has primary and direct operational responsibility for managing an authorized program.

All Albany State University employees, students, and volunteers who work in programs serving non-student minors who are reasonably anticipated to have direct contact or interaction with minor program participants are required to complete the training requirements listed below each fiscal year before they begin working with minors in programs sponsored by ASU and/or hosted on ASU campuses and properties.

Required Training:

  1. Read the ASU Protection of Non-student Minors on Campus Policy
  2. Complete a Protection of Non-Student Minors on Campus online training through Vector.
  3. Complete the Mandated Reporters online training through Vector
  4. In addition to completing the above online training courses, program directors/supervisors must attend an intensive Programs Serving Minors Training Program.
  5. Upon completion of the required training components, Authorized Adults, Volunteers and Program Staff are required to provide a copy of the Certificate of Completions to the ASU Program Sponsor/Director each calendar year. It is suggested that individuals also retain a copy for their personal records.
  6. Program Director/Sponsors are responsible for providing the appropriate training and orientations by Program Staff and participants.

Response protocol for accusations of suspected child abuse:

Any Authorized Adult or Program Staff or another mandatory reporter under Georgia law who has reasonable cause to believe that suspected child abuse has occurred shall immediately report the suspected abuse to the institution police department and the appropriate supervisor or Program Administrator who is able to take immediate action. (The USG further expects that any other USG employee, whether a Mandatory Reporter or not, will also appropriately report suspected child abuse.) The institution must ensure that the Division of Family and Children Services is notified of the suspected abuse immediately and in no case later than 24 hours after the Authorized Adult or Program Staff (or other reporter) first had reasonable cause to suspect the abuse.

Please contact the ASU Police Department’s Central Dispatch at 229-430-4711. Contact information for Georgia Department of Human Services and/or the Division of Children and Family Services by calling 1-855-GACHILD (422-4453).

Response protocol for injuries or illnesses:

A report of any accident, illness, and/or injury must be made immediately to the facilities manager or the ASU Events Coordinator or the designated representative on site at the time of the accident, illness, or injury. A written report must be completed and filed with the ASU Police Department. Please contact Central Dispatch at 229-430-4711 in the event of an emergency. If a life-threatening emergency exists, please contact 911 immediately.

  • Suggested Supervision Ratios

  • Standards for residential camps are:

    •     One staff member for every five campers ages 4 and 5
    • One staff member for every six campers ages 6 to 8
    •       One staff member for every eight campers ages 9 to 14
    •  One staff member for every ten campers ages 15-17
  • Standards for day camps are:

    •   One staff member for every six campers ages 4 and 5
    •    One staff member for every eight campers ages 6 to 8
    •   One staff member for every ten campers ages 9 to 14
    •          One staff member for every twelve campers ages 15 to 17

SOURCE: American Camp Association


Who should I contact if I have questions about ASU’s Protection of Non-Student Minors on Campus Policy?

For information on the Protection of Minors, please contact the Auxilliary Services Office at (229) 500-2885 or the Office of Legal Affairs at (229) 500-3502.

What office should I contact if I have questions about scheduling an event at Albany State University that will involve non-student minors?

Please contact the ASU Campus Events/Scheduling Office at (229) 500-2885 or, or visit the Programs Serving Minors website.