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Registering a Program or Activity Involving Minors

Carnegie Mellon policy requires all programs, activities, events, research, and academic courses with integral interactions with minors to register each academic year. Submit your registration to Child Protection Operations within Human Resources at least 45 days prior to the start of any minor interactions. We encourage you to submit your registration as early as possible.

Program Registration Procedure | Pre-Program Next Steps | Ongoing Program Status Updates | Program Resources

Child Protection Operations requires both the Responsible Party Form and the program roster before processing your registration. Failure to submit these documents will cause delays, including in the facilitation of your Child Protection Clearances.

Please note: international programs may have different requirements.

1. Designate a responsible party

• Programs involving minors must designate a responsible party who will serve as the program administrator or individual who has direct responsibility for the management or administration of the program.
• The Office of Human Resources also strongly recommends that you designate a backup responsible party.
• Both the responsible party and the backup responsible party must adhere to the Guidance for Responsible Parties [pdf].
• Student organizations interested in hosting a program involving minors are required to designate a faculty or staff advisor for their program. (Not required for programs in Rwanda or Qatar.)

2. Submit a Program Intake Form

• Complete and submit the intake form:
  • International program intake form (coming soon)
• After the intake form is submitted, any changes to program operations (e.g., date, location, addition or change in scope of activities, etc.) must be submitted via email to Child Protection Operations.
• Once the intake form has been validated by Child Protection Operations, responsible parties will receive follow-up information to begin steps 3–5.
  • Note: Steps 3-5 may vary for international programs. The Child Protection Operations team will provide specific instructions if this applies to you.

3. Sign the Responsible Party Form

• Designated responsible parties must sign and submit a responsible party form for the registered program.
• For programs hosted by student organizations, the faculty or staff advisor must also sign the responsible party form.

4. Compile a Program Roster

• Responsible parties will be issued a roster template to complete and submit to Child Protection Operations. The responsible party or backup responsible party must compile a roster of Ò»±¾µÀÎÞÂë faculty, staff, students and volunteers who intend to participate in the program and interact with minors.
• All individuals added to the program roster must get Child Protection Clearances through the Office of Human Resources if clearances are not already on file, regardless of their role in the program. Individuals on the roster who do not have Child Protection Clearances will be contacted to facilitate the process.
  • Individuals who do not have valid Child Protection Clearances on file with the Office of Human Resources are not permitted to interact with minors either in person or remotely for Ò»±¾µÀÎÞÂë operations or programs/activities.
  • Those added to the roster less than three weeks from the anticipated start date for interacting with minors may not receive approval to participate, as the Child Protection Clearance process takes at least three weeks to complete.

5. Schedule and Complete a Program Consultation

• Child Protection Operations will meet with the responsible party and backup responsible party to ensure policy compliance. We'll review requirements, best practices, program logistics, and answer any questions you may have.
• Program consultations via Zoom should be completed within one week of registration. These sessions should not take more than 30 minutes and will be held during standard business hours.
• For courtesy registrations (e.g., IRB-approved research studies, operational registrations), consultations are strongly recommended but not required.

Once your program consultation is complete and your forms are submitted and validated, Child Protection Operations will finalize your registration. Responsible parties will receive guidance, supplemental resources for running programs with minors, customized release forms, and a checklist of any remaining policy requirements specific to your program. After registration is finalized, we'll begin the required Child Protection Clearances.

6. Obtain and Submit Child Protection Clearances

• All individuals working with minors in university programs are required to obtain Pennsylvania Child Protection Clearances, as mandated by state law and Carnegie Mellon policy. These clearances (formerly known as Act 153 clearances) must be on file with the Office of Human Resources.
• Those who need Child Protection Clearances will be contacted by Child Protection Operations to initiate the clearance process.
  • Individuals who do not have valid Child Protection Clearances on file with the Office of Human Resources are not permitted to interact with minors either in person or remotely for Ò»±¾µÀÎÞÂë operations or programs/activities.
  • Responsible parties are expected to keep the program roster updated by submitting changes (additions and deletions) via email to Child Protection Operations in a timely manner, as well as ensuring that individuals who do not have clearances on file do not interact with minors for the purposes of the program.

7. Complete Required Training

The responsible party and backup responsible party must complete a one-time online training prior to the start date of the program and prior to interactions with minors:

• Faculty and staff:
• Students:

As a best practice for the Ò»±¾µÀÎÞÂë community, it is recommended that all Ò»±¾µÀÎÞÂë affiliates interacting with minors complete the training.

8. Distribute and Collect Release Forms

• Written permission must be obtained from each minor's parent/guardian or unaffiliated adult participant prior to participation in Ò»±¾µÀÎÞÂë programs. The Office of Human Resources will provide release forms to the responsible parties.
• Minor and unaffiliated adult participants who do not have signed release forms by the start date of the program may not participate. Responsible parties are required to monitor and maintain the signed release forms from the parent or guardian for minor participants.
• Changes to program operations (use of photography, recording, transportation, etc.) must be submitted via email to Child Protection Operations.

Responsible parties are accountable for ensuring their programs comply with the Policy on the Protection of Children in Carnegie Mellon Programs, Activities, and Facilities and all other university requirements.

The Child Protection Operations team will send reminders to responsible parties regarding any outstanding compliance items and the progress of Child Protection Clearances for those on the program's roster, both before and during the program. Individuals who do not have valid Child Protection Clearances on file with the Office of Human Resources are not permitted to interact with minors in person or remotely for any Ò»±¾µÀÎÞÂë operations or programs.