Protection of Minors
Vanderbilt believes strongly in educating individuals on best practices for keeping minors safe. The Protection of Minors policy was created to standardize University practices and to establish expected codes of conduct when interacting with minors. All undergraduate, graduate, and professional students are required to annually complete an educational module on protecting minors.
Protection of Minors Policy
The Protection of Minors Policy is administered by the Office of Risk and Insurance Management. Further resources and information about this policy and the requirements can be found on the Vanderbilt Risk and Insurance Management website.
Protection of Minors and You
As referenced in the policy, ALL Vanderbilt undergraduate, graduate, and professional students–even those who do not currently plan to work directly with minors–must first take the Protection of Minors 101 or Protecting Youth module to be in compliance. Each subsequent year of enrollment, a Protection of Minors Annual Renewal must be completed. Links to the modules can be accessed on the Online Modules page. Note: You must use your VUnetID to access these modules.
What is my Protection of Minors Status?
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 Protecting Youth module. A date that is before July 1, 2021 means you will have to complete Protection of Minors Annual Renewal 2020-2021.
Protection of Minors and Student Organizations
Student Organizations that work with minors must register their organization annually and follow all aspects of the POM Student Org Leader Packet. In addition, to comply with COVID-19 guidelines, student groups will need to follow the Return to Campus webpage for guidance on activities. As a student organization leader, you will be required to do the following:
- Be knowledgeable of the Protection of Minors policy and the rules for registering, tracking, and participating in an event that involves minors.
- Distribute relevant Protection of Minors information to your organization members.
- Review and the RSO Online Events Guidance 2020-2021 for virtual/remote engagement with minors and to ensure compliance with Vanderbilt’s COVID-19 guidelines.
- Complete a Third Party Compliance Agreement if your organization will be working with a third party.
- Ensure that every member of the organization’s roster completes the Protecting Youth module, or, if they completed the Protection of Minors 101 or Protecting Youth module before July 1 of the current academic year, the applicable Protection of Minors Annual Renewal module prior to any event with minors. Student organization rosters should be updated regularly on Anchor Link to ensure compliance accuracy.
*If you are a student organization that is required to complete a background check, all members of the roster must be in compliance with that requirement as well.
Students with questions about the Protection of Minors policy
Please contact your Student Organization Coach to begin planning for events with minors. Inquiries may be sent to SOLS@vanderbilt.edu .
POM Information for Coaches
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 Coach, who is a faculty or staff member.
Coaches 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 Coach. Student organization leaders have been given information about the Protection of Minors policy, requirements, and procedures through a series of in-person trainings and online communications.
The Coaches 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.
As student groups host events throughout the year with minors, a student leader from your POM student organization(s) may contact their Coach to request a compliance check. The Coach’s role as a POM Advisor is to use the POM Web Application (POMWA) to check the compliance of the organization’s members (please refer to the POMWA 2020 User Guide). 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 an annual online training module a minimum of two weeks 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. Organizations must be approved to participate in Level 2 activities by the Office of Student Accountability, Community Standards, and Academic Integrity (Student Accountability) via an additional application process. Requests for approval must be submitted a minimum of four weeks before an event occurs. If approval is granted, in addition to registering their event on Anchor Link and completing the online training modules, members of the organization will also need to complete a criminal background check facilitated through Student Accountability.
Finding an Organization’s Roster POM Status
Below are steps that Coaches must take if a student organization asks them to provide information about their roster’s status:
- Sign in to the POM Web App: https://admin.app.vanderbilt.edu/protectionofminors/programs/worklist
- Click on the “Program Administrator” tab to view the organizations you are the POM Advisor for
- Click on the organization you would like to check compliance for
- Click on “Event” term (20-21 Roster)
- Roster members will be listed under “Personnel” (this information is pulled directly from Anchor Link)
- “Latest Training Date” reflects the date the student completed the Protection of Minors online module
- Individuals with a training date before 07/01/2021 in the “Latest Training Date” column need to complete the Protection of Minors Annual Renewal 2020-2021 module.
- Individuals with “No Record” in the “Latest Training Date” column need to complete the Protecting Youth module.
- Individuals with a training date on or after 07/01/2021 in the “Latest Training Date” column are in compliance.
- “Latest Background Date” and “Latest Fingerprint Date” reflects the date that the student provided a criminal background clearance to the University (review of this is only required for Level 2 organizations)
- Individuals with “No Record” in the “Latest Background Date” and “Latest Fingerprint Date” column will need to go through the background check process facilitated through Student Accountability.
- Individuals with a date within four years of when the event takes place in either the “Latest Background Date” or “Latest Fingerprint Date” column are in compliance.
Information about the online trainings is available on the Student Accountability website here: https://www.vanderbilt.edu/studentaccountability/online-modules.
Important To Note:
Organizations cannot participate in events with minors unless and until all students participating in the event are listed on their roster and all students listed on their roster have completed the compliance requirements for their organization’s designated level (level designations are outlined on the POM Advisors 2020-2021 List – emailed to coaches that support POM groups) and until their event is registered on Anchor Link by the two-week deadline.
More information about the Protection of Minors policy and how it relates to student organizations can be found on the Student Accountability website here: https://www.vanderbilt.edu/studentaccountability/pom.
Please email SOLS@vanderbilt.edu if you have any questions or if you would like further assistance, and we look forward to working with you throughout the year.