Frequently Asked Questions
Who counts as a minor?
Any person under 18 years old.
Who is responsible for following these guidelines?
Departmental and unit leadership must ensure their programs involving minors follow the guidelines, and everyone serving as leadership or program staff is responsible for knowing them. These are minimum requirements; departments may adopt stricter ones.
What do I do if I suspect abuse or neglect?
Report as soon as possible, and no later than 24 hours after having reason to suspect, to your Program Supervisor, to Virginia Tech Police at (540) 382-4343 or 911 when necessary, and to the local Social Services department where the child lives or where the suspected abuse occurred. Unsure which locality? Call the state hotline at (800) 552-7096.
What are the penalties for not reporting?
Under Virginia Code § 63.2-1509: $500 for a first offense, $1,000 for subsequent offenses. Failure to report rape is a Class 1 misdemeanor, up to 12 months incarceration and/or a $2,500 fine.
What health information do we collect from minors?
Parents or guardians provide a current health history and permission to treat. Program staff review for potentially life-threatening conditions and allergies. Forms are held confidentially but kept easily accessible, and a copy travels with minors during any transport.
What training is required?
Title IX, Mandated Reporter in Virginia, Staying Above Suspicion, and General Health and Safety. A fifth module, Characteristics of "Grooming" for Sexual Abuse, is optional due to the sensitive nature of the material, and must be taken within two years of the program if used.
Who needs a background check, and how long is it valid?
All Tier I and Tier II individuals need a state and federal criminal background check plus State and National Sex Offender Registry screening. Background checks are valid for 2 years and apply to both day and overnight programs. Tier III individuals do not need a background check. Non-university organizations must conduct equivalent checks for their employees, volunteers, and representatives that meet university standards and provide documentation to the Office of Youth Protection.
What are the required staff-to-minor ratios?
| Age of minors | Ratio | Minimum staffing |
|---|---|---|
| 6–8 | 1:6 | 2 adults for up to 12 minors, plus 1 per additional 6 |
| 9–14 | 1:8 | 2 adults for up to 16 minors, plus 1 per additional 8 |
| 15–17 | 1:10 | 2 adults for up to 20 minors, plus 1 per additional 10 |
| Age of minors | Ratio | Minimum staffing |
|---|---|---|
| 4–5 | 1:6 | 2 adults for up to 12 minors, plus 1 per additional 6 |
| 6–8 | 1:8 | 2 adults for up to 16 minors, plus 1 per additional 8 |
| 9–14 | 1:10 | 2 adults for up to 20 minors, plus 1 per additional 10 |
| 15–17 | 1:12 | 2 adults for up to 24 minors, plus 1 per additional 12 |
What about participants with disabilities?
Virginia Tech is committed to assisting participants who need accommodations. Contact the program administrator at least 5 days before the event to discuss assistive devices, services, or other accommodations.
Do research programs involving minors need to register?
Yes, unless the program is subject to Institutional Review Board guidelines, policies, and oversight for human subjects research, or involves minor employees.
What if a minor needs medication during a program?
Use the Minor Medication Form on the Forms and Resources page.
Are one-on-one interactions with minors allowed?
Avoid them. If one-to-one interaction is absolutely required, meet in open, well-illuminated spaces or rooms with windows observable by other adults, unless expressly authorized by the Program Director, a Dean, or a Department Chair, or unless the interaction involves a health care provider delivering care. Any emergency that creates a one-on-one situation should be expanded to include other adults as soon as practical.