Registration

If a division, department, or organization is operating multiple programs, each program must be registered separately. Registration of ongoing programs is required initially and on an annual basis thereafter. New or additional Programs or Activities will require a new registration. Program Administrators must update their registration with the Office for Institutional Integrity and Access whenever there is a change to the information submitted in the Program’s prior registration request(s).

The Program Registration and Approval process applies to University Programs involving minors, including those programs that occur on and off-campus, and non-University organizations conducting a Program that involves Minors on University property.

The Assistant Vice Chancellor for Integrity and Access must approve each Program before it can run or operate at UNC Asheville. The Assistant Vice Chancellor for Integrity and Access will inform the Program Administrator(s) of whether the proposed Program is approved. Additional information may be requested in order to approve the Program. The Assistant Vice Chancellor for Integrity and Access will determine if a Program or Activity is exempt from the Policy.

No University department or non-University organization may offer a Program without first obtaining prior approval from the Office for Integrity and Access under the Protection of Minors on Campus policy. Program Administrators are also responsible for ensuring that the Program continuously complies with related youth protection standards and procedures and other applicable University policies.

Registration Process

To register a Program or Activity involving Minors, please complete the online Registration Form.

As part of the Registration process, Program Administrator(s) must submit the following information and documentation at a minimum:

• Program Administrator(s) and Contact Information (name, email, phone number);
• Program Name and Description, including a description of the types of interactions with minors (day program or camp or overnight residential program)
• Program Start Date and End Date;
• Program Location(s);
• Designated University Office, Department, or Administrator supporting the Program;
• Name and position of the University Administrator or Officer approving the proposed Program;
• Expected Number of Program Staff involved and Expected Number and Age Range of Minor participants;
  • All Programs must maintain the Program Staff-to-Youth Participant Supervision Ratio as set forth by the American Camp Association (ACA).
• Program Staff Information including: Name and contact information for all Program Staff, including Legal Name and Preferred Name; Program Role; University Affiliation; Phone Number; and Email Address. For University-Sponsored or -Affiliated Programs this information will be provided to Human Resources for the purposes of conducting applicable background checks. This information is uploaded directly to the Registration Form. Use the Google Sheet provided on the Registration Form.
• Minor Participant Information: Names of all registered Minor participants and parent/legal guardian contact information submitted to the Office for Integrity and Access at least two (2) business days prior to the start of the Program. If there have been any updates, a final list of Minor participants must be submitted within three (3) business days after the end of the Program. You may use the spreadsheet provided by the Vice Chancellor for Integrity and Access or an alternative format (e.g., exported CampDoc roster).
• For non-University organizations and entities, a statement acknowledging that the University may monitor compliance with requirements for operating a Program.

Program Administrators who fail to provide required registration information or that do not meet the minimum requirements outlined in the Protection of Minors policy will not be approved to operate a Program or Activity.

Background Screening Requirements

Every individual who has direct contact or virtual contact with youth participants in a University-Sponsored or -Affiliated and in a non-University-Run Program or Activity must clear a background check and other screening requirements. Background checks must be completed in accordance with the University’s Background Check Policy. Background checks must be cleared prior to Program Staff having any direct contact or virtual contact with minors, i.e., prior to the start date of the program.

Background Checks must include the following components, at a minimum:

• Federal, state, and county search for criminal felonies and misdemeanors;
• State and federal sex offender registries; and
• Driver’s license checks for individuals who will be transporting minors.

1. University-Sponsored or -Affiliated Programs or Activities

The Office for Institutional Integrity and Access facilitates the coordination of background checks for University employees, students, and volunteers working with minors. Human Resources oversees the processing of background checks. The Office for Integrity and Access and/or Human Resources will maintain a roster of individuals who have been cleared to participate in the Program and the dates on which a new background check will be required.

Background checks are completed in accordance with the University’s Background Check Policy requirements. The cost of the background check will be borne by the department, activity, or program responsible for the Program or Activity involving minors and charged to the University Fund designated by the department, activity, or program.

Background Check Requirements include:

• UNC Asheville employee or student, or program staff (e.g., temporary employee or volunteer), who has had no break in service, must have a background check every two (2) years.
• UNC Asheville employee or student, or program staff, who is seasonal or who has had a break in service of six (6) months or more, must have a background check every year.
• All Program Staff must clear a background check prior to the start date of the Program or Activity.

In addition to criminal background checks, the Office for Integrity and Access may conduct additional screening measures of Program Staff, including a cross-check of University disciplinary records and, when applicable, a screen against the U.S. Center for SafeSport’s Centralized Disciplinary Database.

2. Non-University-Run Programs or Activities

As part of the agreement to operate on campus, all non-University organizations and entities are responsible for ensuring that criminal background checks for all Program Staff, including volunteers, are completed in accordance with the University’s Background Check Policy requirements and as stated above.

• All Program Staff must have a background check within the last two (2) years.
• All Program Staff must clear a background check prior to the start date of the Program or Activity.

When applicable, the Program Administrator(s) must screen all Program Staff against the U.S. Center for SafeSport’s Centralized Disciplinary Database, and attest that this has been completed.

The Organization or Program Administrator must complete, sign, and submit the “Criminal Background Check Verification” form to the Office for Institutional Integrity and Access prior to the start date of the program or activity. The Program Administrator receives this certification form when the Program is approved. The Organization or Program Administrator must maintain documentation that Program Staff have cleared the background check and additional required screenings.

Have questions about registering a Program or Activity involving Minors?

Contact the Office for Institutional Integrity and Access by emailing hlindkvi@unca.edu or calling 828.232.5658.