Children and Youth on Campus

General Information

Mississippi State is committed to its efforts to provide and maintain a safe and secure environment for all individuals participating in its programs and activities. Because additional measures may be required to promote the safety of children, and because MSU sponsors and/or hosts numerous programs, campus, and activities involving children, MSU has put into place a Minor Protection Policy that governs the conduct of such programs. The Office of Compliance and Integrity serves as the central registration location under that policy and is also charged with providing training and assistance to organizations conducting programs within the scope of the policy.

Checklist for Camp/Program Coordinators

  • Register your program with the Office of Compliance and Integrity by completing the Covered Program Determination Form.
  • If your program is determined not to be a covered program, you need not take any further action.
  • If your program is designated as a Covered Program, complete the Covered Program Information Form, including all requested information regarding Authorized Adults who will be working with your program.
  • Instruct all Authorized Adults to complete the required background check authorization: For Authorized Adults who are being hired specifically to work the camp, there must be a signed authorization included in the paperwork sent to Human Resources Management for processing.  For any other Authorized Adult who has not had a background check at MSU within the previous three years (this includes current MSU employees without a recent check, volunteers, and student workers who are not completing new hire paperwork), they will received an e-mail from Truescreen with instructions on how to complete the authorization.  These authorizations must be completed in advance of the camp in order to allow time for processing.
  • Obtain a signed Acknowledgment from each Authorized Adult and submit those forms to the Office of Compliance and Integrity prior to the beginning of camp.  These can be e-mailed to minors@msstate.edu.
  • Update the Program Information Form as necessary to reflect staffing changes.
  • Familiarize yourself with all requirements of the Minor Protection Policy and Implementing Procedures.

Required Forms

  • Covered Program Determination Form:

    The Minor Protection Policy and Implementing Procedures require that MSU employees who are responsible for any program involving Minors as participants consult with the Office of Compliance and Integrity to determine whether the program is a Covered Program as defined by the Policy. This form should be completed and returned to the Office of Compliance and Integrity. The form may be e-mailed to minors@msstate.edu.

  • Covered Program Information Form:

    If the Office of Compliance and Integrity determines that an activity involving minors is a Covered Program under the Minor Protection Policy, the Program Director is required to complete the Covered Program Information Form to provide additional information about the program and about employees, students, and/or volunteers who will be involved in the conduct of the program. This form should be completed and returned to the Office of Compliance and Integrity. The form may be e-mailed to minors@msstate.edu.

  • Acknowledgment:

    Upon completion of the training required by the Minor Protection Policy, all persons working with the Covered Program are required to complete this Acknowledgment. This form must be returned to the Office of Compliance and Integrity prior to the beginning of the program. A photocopy or scanned copy of the signed form shall be effective and may be e-mailed to minors@msstate.edu.

    If you are a volunteer with the 4H program, your acknowledgment can be found here. Once completed, please return to c.headley@msstate.edu.

  • Protection of Minors Addendum:

    Any third party using MSU facilities for the purpose of running a camp or other program involving minor participants that would be a Covered Program if operated by MSU shall be required to execute the Protection of Minors Addendum to the Facility Use Agreement. This Addendum shall be completed with the Facilities Use Agreement and maintained with that Agreement.

Training

The training required by the policy may be scheduled by contacting the Office of Compliance and Integrity at 662-325-5839 or by e-mail at minors@msstate.edu. The training also is available online and can be accessed through the link on the right side of this page.

Frequently Asked Questions

  1. Is the activity in which I am involved subject to the Minor Protection Policy?

    The determination of whether an activity is a Covered Program will be made on the basis of the specific facts associated with the program or activity. The Minor Protection Policy identifies certain types of activities that would not ordinarily be considered Covered Programs, but all activities in which minors are participants should complete the Covered Program Determination Form and submit it to the Office of Compliance and Integrity for review.

  2. Must the training required by the Minor Protection Policy be completed every year?

    Yes. The training requirement is to be completed annually, regardless of whether the individual participated in a Covered Program previously.

  3. Am I required to have a background examination in order to participate in a Covered Program?

    Background examinations are required for all Program Staff. The background check must be completed within 3 years of the commencement of the Covered Program and must be completed in accordance with the Implementing Procedures.

  4. How do I complete the require background examination? Who is responsible for the cost of the background examination?

    MSU has contracted with TrueScreen Inc. to conduct the required background examinations. The cost of the background examination may be borne by MSU, by the Covered Program, or by the individual Authorized Adult, depending on the nature of the Authorized Adult's relationship with MSU. Additional information regarding the costs associated with the background check should be directed to the Office of Compliance and Integrity or the Program Director of the Covered Program.

  5. How often must background examinations be completed on those Authorized Adults involved with Covered Programs?

    Background examinations must be completed every three years.

  6. Are volunteers subject to the training and background check requirements of the Minor Protection Policy?

    Yes. All Program Staff must complete the training and background examination requirements.

  7. Are students working with Covered Programs required to complete the background examination and training requirements?

    Yes. All Program Staff must complete the training and background examination requirements.

  8. What if I have questions about whether I need to report suspected child abuse or neglect?

    Any questions regarding your obligation to report suspected child abuse or neglect should be directed to the Office of General Counsel or the Office of Compliance and Integrity. Any uncertainty in deciding to report suspected abuse or neglect should be resolved in favor of making a good faith report of the information you possess. The report should be made in accordance with applicable state law and the Minor Protection Policy.

Additional Resources

MSU Summer Camp Calendar

Additional Information

For questions concerning the application of the Minor Protection Policy to a program or activity or if you have questions about the requirements of the Minor Protection Policy, please contact Joy Graves at (662) 325-2786 or at minors@msstate.edu.