E4 – Minors on Campus

Policy Owner: Chief Human Resources Officer
Approver: President and CEO
Date Approved: June 18, 2024
Last Reviewed: New

See the E4 – Minors on Campus Procedures ›

1. Purpose

1.1

RRC Polytech recognizes the importance of encouraging young people to explore their interests, learn new skills, and make meaningful programs and career connections through engaging in safe learning experiences and events at RRC Polytech.

1.2

The aim of this Policy is to set out processes and expectations to help ensure the physical and emotional safety of Minors participating in RRC Polytech programs or third-party programs/events occurring on RRC Polytech property.

2. Definitions

2.1

“Authorized Adult” means an individual authorized to interact with, supervise, chaperone, or oversee Participants in a Youth Activity. This includes but is not limited to faculty, employees, students, and parents.

2.2

“Coordinator” means an RRC Polytech Employee who is responsible for organizing a Youth Activity, overseeing its direction and ensuring compliance with this Policy.

2.3

“Security Check” means Criminal Record Check, Child Abuse Registry Check, and Vulnerable Sector Check.

2.4

“Minor” means a person under the age of 18 who is participating in a Youth Activity. This Policy does not apply to RRC Polytech students under the age of 18 enrolled in an RRC Polytech program that leads to an academic credential, including micro-credentials.

2.5

“Youth Activity” means an RRC Polytech event, camp, or other programming directed primarily at Minors led by RRC Polytech or taking place on an RRC Polytech campus.

3. Application

3.1

This Policy applies to all RRC Polytech events, camps, or other programming directed primarily at Minors and led by RRC Polytech. The Policy also applies to all RRC Polytech employees and anyone who volunteers at a Youth Activity.

3.2

This Policy does not apply to:

1. RRC Polytech programs that lead to an academic credential, including micro-credential in which students under the age of 18 are enrolled;
2. Events held on an RRC Polytech Campus, which are open to the general public and which minors attend at the sole discretion of their parents or guardians;
3. School field trips, tours, or visits by Minors which are not under the control or supervision of RRC Polytech;
4. Youth Activities on RRC Polytech campuses, which are under the control and supervision of an external organization renting RRC Polytech’s facilities.

4. Policy

4.1

RRC Polytech will provide Youth Activities that enhance the awareness of and interest in applied learning opportunities at RRC Polytech among Minors in Manitoba. RRC Polytech will provide a safe and supportive environment for Minors to engage in applied learning and start the process of developing their skills and interests.

4.2

Youth Activities will be provided only where they are planned in a manner that assesses and manages risks for Minors and for RRC Polytech. The extent of the planning, preparation, and approvals for each Youth Activity depends on the level of risk associated with it. Planning will involve identifying hazards associated with each Youth Activity, analyzing the risks related to each hazard, and determining how best to manage and mitigate those risks in accordance with the Procedures.

4.3

RRC Polytech will comply with all legal requirements, including reporting suspected abuse to Child and Family Services. Any RRC Polytech employee involved in a Youth Activity who knows, suspects, or receives information indicating that a Minor has been abused during a Youth Activity, or at all, or who has other concerns about the safety of a Minor shall notify the Coordinator immediately even if they are unsure whether the concerns amount to abuse. Any Coordinator notified about such concerns must immediately notify Security Services and comply with any other steps set out in the Procedures.

4.4

Supervision of Youth Activities shall comply with the following requirements as well as any further requirements set out in the Procedures:

1. RRC Polytech employees shall not be alone in a private setting with an individual Minor unless it is necessary for safety or other compelling reasons. Employees will minimize the amount of time they spend and/or the number of interactions they have with a participant in a one-on-one setting.
2. At minimum, one Authorized Adult must be present during a Youth Activity.
3. Authorized Adults shall provide an acceptable security check to RRC Polytech before participating in a Youth Program.
4. RRC Polytech shall ensure that all appropriate risk assessments and control measures have been considered before allowing any Minor to operate equipment and machinery, use hazardous products, or enter hazardous environments. Participants must be directly supervised by a competent RRC Polytech employee before engaging in such tasks.

4.5

RRC Polytech cannot guarantee that Youth Activities will be problem-free and cannot account for all the potential risks that Minors and employees might experience while participating in a Youth Activity. Minors and their parent/legal guardian are responsible for being aware of any potential risks of participating in the Youth Activity.

4.6

Throughout the duration of a Youth Activity, RRC Polytech may take photos or videos for marketing purposes, provided that RRC Polytech has obtained consent to do so from the Minor or their parents/legal guardians, as applicable, before the program begins through the use of a consent and/or waiver form.

5. Responsibilities

5.1

The Chief Human Resources Officer is responsible for overseeing the development of Procedures and approving Procedures required under this Policy.

5.2

The Coordinator overseeing a Youth Activity is responsible for:

1. ensuring that the Youth Activity has been developed in collaboration with Safety, Health, and Security Services and that all associated risks and liabilities are identified and managed;
2. managing the logistics, programming, and operations related to Youth Activities in collaboration with the Safety, Health, and Security Services;
3. ensuring adequate supervision, including ratios of supervisors to Minors, appropriate to the Youth Activity;
4. ensuring that all relevant forms for the Youth Activity have been signed by the parent or guardian;
5. conforming to RRC Polytech standards for security and privacy of personal information;
6. ensuring that all known risks associated with a particular Youth Activity are identified and managed;
7. ensuring the availability of persons with first aid and CPR training for Youth Activities, including by making it a requirement of employees involved with Youth Activities if necessary;
8. ensuring that any RRC Polytech facilities, equipment, and supplies are safe for use in each Youth Activity and collaborating with Safety, Health, and Security Services as may be necessary; and
9. ensuring the Youth Activity complies with this Policy and its associated Procedures.

5.3

Safety, Health, and Security Services is responsible for:

1. Providing education and training for employees who may engage with Minors during Youth Activities. Training will include, at a minimum:
   • Awareness of RRC Polytech’s expectations regarding appropriate conduct towards Minors;
   • Awareness of health and safety regulations and hazard controls appropriate to the type of Youth Activity;
   • Procedures for protecting and responding to incidents of suspected emotional, physical or sexual abuse, harassment, or bullying of Minors involved in Youth Activities;
2. confirming that a current emergency response plan is in place for each Youth Activity; and
3. responding to and intervening as necessary to address safety issues and concerns.

5.4

RRC Polytech, its employees, external organization sponsors, Minors, and their parents/legal guardians share the responsibility for:

1. Conducting themselves in a manner that supports overall safety and well-being and that complies with RRC Polytech’s safety policies/procedures and standards for participation in a Youth Activity.
2. Identifying and addressing risks of Youth Activities.
3. Preparing for Youth Activities to ensure the Minors’ safety and well-being.

6. Breach

6.1

All members of the College Community shall comply with this Policy. Breach of the Policy may result in appropriate disciplinary action being taken by the College up to and including termination.

6.2

In the event of any alleged breach of this Policy or its associated Procedures, RRC Polytech may take immediate and necessary interim measures to ensure the safety and health of Minors and other members of the College Community at a Youth Activity before investigating an alleged breach. Such interim measures do not determine the validity of the allegation.

7. Review Period

7.1

This Policy will be reviewed and updated as required within five years of its approval date.

8. Related Documents

1. Minors on Campus Procedure
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