E4 – Minors on Campus Procedures

1. Purpose

1.1

The purpose of this Procedure is to outline the required processes to ensure the safety and protection of Minors when participating in RRC Polytech Youth Activities.

2. Definition

2.1

The terms used in this Procedure are to be read consistently with the definitions set out in Minors on Campus Policy and the RRC Polytech Glossary.

3. Application

3.1

The application of this Procedure shall be consistent with the application of the Minors on Campus Policy.

4. Coordinator

4.1

Any Department organizing a Youth Activity will appoint a Coordinator who is responsible for ensuring compliance with this Procedure and the Minors on Campus Policy during the Youth Activity.

4.2

The Coordinator shall:

1. ensure a risk assessment of the planned Youth Activity is conducted by completing the Hazard Identification and Control Measures for Youth Activities form and ensure it is submitted to the Safety, Health, and Security Services for review;
2. liaise with the Safety, Health, and Security Services Department to develop risk mitigation strategies to control any identified risks;
3. ensure that Authorized Adults participating in a Youth Activity have completed all required training before the commencement of the Youth Activity and
4. confirming that an acceptable Security check has been completed as set out in this Procedure.

4.3

The Coordinator will consider and develop appropriate processes and safeguards to ensure the safety of Minors, where applicable. Some of the processes to consider include but are not limited to the following:

1. overall supervision of Minors, including supervisor-to-minor ratio;
2. sign-in and sign-out procedures;
3. transportation of Minors;
4. emergency protocols;
5. appropriate forms of communication with Minors;
6. hazard Identification and control measures; and
7. appropriate forms, including permission forms, release and license forms, liability, waivers, and medical contact information;

5. Security Checks

5.1

Authorized Adults must provide a satisfactory security check before participating in a Youth Activity. The security check must be provided within 90 days of request.

5.2

If an Authorized Adult becomes the subject of a criminal investigation or is charged with or convicted for any offense involving child abuse or neglect, sexual offenses, sexual exploitation, domestic violence, or other acts of violence after the security check was conducted, they must immediately notify RRC Polytech.

5.3

Where there are any concerns with the security check, Human Resources Services would assess and determine whether to allow the Authorized Adult to participate in the Youth Activity.

5.4

Copies of the security checks shall be retained by Human Resource Services and stored in a manner consistent with RRC Polytech’s Policy G3 – Freedom of Information and Protection of Privacy.

6. Interactions with Minors

6.1

When interacting with Minors during a Youth Activity, an Authorized Adult shall:

1. maintain appropriate physical, emotional, and sexual boundaries. Intent and perception of all interactions with Minors should be considered;
2. ensure that physical contact towards a Minor from staff and other Minors occurs only when necessary in the context of the Youth Activity or to maintain their immediate safety. Some acceptable forms of physical contact with a Minor include appropriate expressions of greetings, such as a handshake or high-five;
3. ensure that speech, gestures, and other behaviours towards or around Minors remain respectful and are free from profane language and insults;
4. avoid being alone in a private one-on-one interaction with a Minor. If such interactions are necessary, Authorized Adults should ensure that these interactions are in a public area or open, observable spaces. The Coordinator of the Youth Activity will be informed of any one-on-one private interaction in advance or immediately thereafter;
5. communicate solely with the guardian(s) of any Minors if communication is required outside of the Youth Activity times.

6.2

Limit-setting with Minors may be necessary to protect the safety of a Minor or other Minors involved in Youth Activities. Physical discipline of a Minor is prohibited, and RRC Polytech staff are encouraged to provide positive guidance in attempts to adjust a Minor’s behaviour. If such steps are unsuccessful, a Minor’s guardian(s) may be contacted, and their continued participation in the Youth Activity may be discontinued.

7. Incidents During Youth Activity

7.1

Where a Minor has sustained injuries while participating in an RRC Polytech Youth Activity, OR if there is suspicion, observance, or disclosure of abuse (emotional, physical, or sexual), harassment, or bullying involving a minor, Authorized Adults must ensure the immediate emotional and physical safety of the Minor and remove them from the adverse situation, where possible. RRC Polytech’s Security Services must be notified immediately of the incident.

7.2

Security Services will immediately report the incident to RRC Polytech’s Emergency Notification Officer (Director of SHSS and/or Manager of Security Services).

7.3

Where the Minor sustains or presents any physical injuries or medical emergency during a Youth Activity,

1. Security Services will either accompany the Minor to the Health Centre, call the Health Centre at 204-632-2238 for direction, or call 911, as appropriate in the circumstances;
2. The Coordinator will ensure that the Minor’s guardian(s) are contacted as soon as possible.

7.4

Where there is suspicion, observance, or disclosure of abuse (emotional, physical, or sexual), harassment, or bullying taking place either during a Youth Activity or outside of the Youth Activity,

1. Security Services will either accompany the Minor to the Health Centre, call the Health Centre at 204-632-2238 for direction, or call 911 as appropriate in the circumstances;
2. The Coordinator will ensure that the Minor’s guardian(s) are contacted as soon as possible.

7.5

If abuse from the legal guardian is disclosed or reasonably suspected, the Health Centre Nurses, in consultation with the Director of Safety, Health and Security Services, along with the Resource and Resolution Advisor will determine whether the Minor’s guardian(s) should be contacted.

7.6

In any circumstances where abuse is disclosed or reasonably suspected, the Director of Safety, Health and Security Services along with the Resource and Resolution Advisor, will determine whether the incident must be reported to outside agencies including, but not limited to:

• Manitoba Child and Family Services (CFS)
• Winnipeg Police Services
• MB Workplace Safety and Health

8. Related Documents

1. Minors on Campus Policy
2. Freedom of Information and Protection of Privacy Policy
3. Hazard Identification and Control Measures for Youth Activity Form
4. Procedure Flow Chart for Incidents Involving Minors
5. Policy H8 – Security Checks