The Protection of Minors Policy is administered by Risk and Insurance Management. Further resources and information about this policy and the requirements can be found on the Youth Protection Website.

All Vanderbilt undergraduate, graduate, and professional students involved with Registered Student Organizations designated to work with minors – even those who do not currently plan to work directly with minors–must first take the Protection of Minors Annual Training to be in compliance.  Please visit the Protection of Minors online Instructions Webpage for more information. Note: You must use your VUnetID and password to access the module in Oracle..

To review your status, visit the Protection of Minors policy compliance database. When checking your status, refer to the “Training” area to see either a completion date or “No Record”. “No Record” means you will have to complete the Protection of Minors Annual Training module (VUNetID and password login required). A date that is before July 1, 2025 means your training is outdated and will have to complete the same module.

Student Organizations that work with minors must register their organization annually and follow all aspects of the POM Student Org Leader Packet.  Student Organization Leaders will be required to do the following:

1. Be knowledgeable of the Protection of Minors Policy and the rules for registering, tracking, and participating in an event that involves minors.
2. Distribute relevant Protection of Minors information to your organization members.
3. Review and the RSO Online Events Guidance for virtual/remote engagement with minors and to ensure compliance with Vanderbilt’s COVID-19 guidelines.
4. Complete a POM Third Party Compliance Agreement if your organization will be working with a third party.
5. Ensure that every member of the organization’s roster participating in POM activities complete the Protection of Minors Annual Training.  Student organization rosters in Ideal Logic will need to reflect the members that will participate in events with minors for the organization.

*If the student organization is required to complete a background check, all members of the roster participating in POM activities must be in compliance with that requirement as well.

POM Roster Update Window

There will be two periods of time during an academic year where Protection of Minors organizations (level 1 and level 2) can update their rosters for new membership.  Changes to the roster will not be made outside of these windows. These dates were determined by breaks in the academic year and the registration process.

The POM Roster Update Window for the 2025-2026 academic year will be listed below:

• Fall Semester: August 1, 2024 – September 15, 2025 
• Spring Semester: To be communicated at a later time.

Background checks will only be administered for members listed on an RSO’s Anchor Link roster at the conclusion of the POM Roster Update Windows.  

Currently being determined.  More information to come.

POM Groups are determined by the information completed in the RSO Registration, the organizations that will be listed indicated that they will be working with minors and this year.  This informaiton is confirmed and the RSO must have all of its members meet compliance standards. 

• Students/Faculty/Staff with questions about the Protection of Minors policy or the Protection of Minors Annual Training – Please contact protectionofminors@vanderbilt.edu
• Student Organizations with questions about the organization registration and POM Level 1 or Level 2 status – Please contact sols@vanderbilt.edu
• Student Organizations with POM event registration and approval – Please contact Anchorlink@vanderbilt.edu 

To ensure that student organizations comply with the updated policies for registering, tracking, and participating in events with minors, every registered organization will be working with their Student Organization Adviser, who is a faculty or staff member.

Advisers working with POM groups will receive a list that outlines all registered student organizations that have indicated plans to interact with minors, the level at which these interactions have been approved, and their corresponding Adviser. Student organization leaders will receive information about the Protection of Minors policy, requirements, and procedures through the Protection of Minors Annual Training and this year's in-person training.

The Advisers working with POM organizations will need to familiarize themselves with the Protection of Minors policy as it relates to student organizations and their events (please refer to the POM Student Org Leader Packet) so that they can assist student leaders in planning and managing events that involve minors properly.

Compliance Check

The new Ideal Logic platform allows for student leaders with access to check the compliance of its organization.  Compliance requirements are based on the level of minor involvement and the level of supervision present at an event:

• Level 1 Organizations host and participate in events where all minors in attendance are supervised by a third-party organization or by their parents/guardians for the entire duration of the event. Organizations with Level 1 events must register their events on Anchor Link and complete the Protection of Minors Annual Training before the event takes place (the online training is valid beginning July 1 of each academic year).
   
• Level 2 Organizations host and participate in events where minors are supervised by Vanderbilt students or personnel and there is no third-party organization or parent/guardian present.  This will require members to complete their Protection of Minors Annual Training and complete a background check (good for four years). Organizations must indicate in their annual RSO Registration (March-May) and respond to the questions on the form.  Groups must then be approved to participate in Level 2 activities.

Ideal Logic is the University's new system for tracking youth programs and events.  This platform replaced the WebApp.  Students Leaders who have access to the system, will now have the ability to view the POM Status of their members once the organization's roster has been uploaded into the system by it's POM Student Accountability Officer.  Only members of the organization that will be working with minors will need to be uploaded.  Note, those members must complete their Protection of Minor Annual Training.  All other members may remain in the organization's Anchor Link page.   

Please visit the Youth Program Registration Page for information about starting this process.

What’s Changing: 

MORE Student Access to the new POM System tracking compliance – Ideal Logic:  

• Old process: Student leaders and POM Accountability Officers did not have visibility into compliance system personnel rosters. 
• New System: Student leaders and POM Accountability Officers (and advisors) will be able to VIEW POM compliance after participating RSO members are added.  

Actual Event Attendance and POM Compliance Requirements:  

• Old Policy: Whole Roster Compliance  
• New Policy: Student Leaders/Accountability Officers ADD the actual persons participating in the registered Anchor Link event for compliance.   

A little more detail on the PROCESS:  

• Anchor Link Event Registration -> Anchor Link Approval Process -> Pending Event Imported to Ideal Logic following Anchor Link approval -> POM Accountability Officer adds: (1) on site event Primary Contact and (2) RSO members that are attending (compliance information will be available) into pending event in the Ideal-logic system. 

What’s NOT changing: 

• Requirements for student compliance must be met prior to a registered event.  
• The use of Third Party Compliance Agreements for Level 1 Organizations must be completed prior to event.  

1. Log into Oracle, Select the "Learning" tile
2. At the bottom of the page, select "My Learning" to navigate to the "My Learning Experiences" page. 
3. For a transcript of all courses, select the transcript button on the top right.  
4. For a course certificate, filter for completed courses, select the course, then "actions" then "print certificate." 
5. Learners may also check individual POM Compliance status at this link.
6. If you are unable to view the information needed, please contact protectionofminors@vanderbilt.edu.

The following are documents that all POM groups and advisers should use to aid in the organization of thier events with minors:

Vanderbilt is committed to protecting minors on its campus and in its programs. As part of this commitment, all students who plan to work directly with minors are required to annually complete the educational module on protecting minors. The Protection of Minors Annual Training module is required for all undergraduate, graduate, and professional students who are going to be working with minors or participating in programs or organizations that put them in contact with minors. Please visit the Individual Compliance Webpage for all training information.

If you experience any difficulty completing the annual renewal module, contact protectionofminors@vanderbilt.edu.