Events Involving Children/Minors Under Age 18

EKU programs for high school and K-12 students should abide by the following guidelines:

  • The program must be reviewed and approved before information or publicity are printed and released.
  • If the program is student run, this should be clearly promoted to parents. 
  • EACH PARTICIPANT MUST HAVE A COMPLETED WAIVER (PERMISSION SLIP) FROM THEIR PARENT OR GUARDIAN.  THIS MUST INCLUDE A RELEASE OF LIABILITY, EMERGENCY CONTACT INFORMATION, MEDICAL INSURANCE INFORMATION, PERMISSION TO SEEK MEDICAL TREATMENT IN CASE OF EMERGENCY, AND ANY ALLERGIES OR OTHER IMPORTANT HEALTH INFORMATION.  Also, you should have information if the minors can be released on their own or need to be released to a responsible adult specified by their parent or guardian.
  • If participants will be on their own at any time, parents need to approve of this on the waiver they must complete.  Also, parents need to be notified of the behavioral guidelines one must follow and what happens if a participant does not follow the guidelines.
  • Programs or events should have ratio of EKU employees/students and minors that is appropriate to the age group and activities.  There should be enough program staff to ensure that staff absences can be covered and that emergency situations can be appropriately handled.
  • If any participant is missing, they need to be reported to the appropriate staff immediately. An attendance system should be maintained to try and prevent this from happening.  
  • Should an injury occur seek appropriate medical attention for the child immediately.  Medical release forms should be easily accessible during the program in case of an emergency.
  • The space where the program will take place should be consolidated into one area of campus so that the coordinators and minors are easily identified and managed.  Volunteers/staff/instructors should be informed of any restricted areas or precautions they should take.
  • Each staff person should receive a written schedule, a list of expectations and responsibilities, the names of children they will be working with, the name of their substitute, and any health condition of a participant to identify if activity could pose a hazard.
  • A staff member must be present when a participant arrives and must be the last to leave making sure all children are picked up by a parent or guardian.  The pick up/drop off location should be properly lit and there should be ample space for children to get in and out of vehicles safely.

To obtain the appropriate forms for events involving minors or if you have any questions please contact the Office of University Counsel and Compliance at 622-6693.

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