Frequently Asked Questions
Any person less than 18 years old.
Responsibility for these guidelines rest with departmental/unit leadership who shall ensure that their programs and activities involving minors are conducted in accordance with the guidelines. All individuals serving as departmental/unit leadership or program staff who participate in program activities involving minors are responsible for familiarizing themselves with the contents and provisions of these guidelines. These guidelines provide the minimum requirements for individuals engaged in programs involving minors. Virginia Tech departments/units may adopt policies with additional requirements.
All mandated reporters defined above who know or suspect child abuse or neglect must report the knowledge or suspicion as soon as possible, but no longer than 24 hours after having reason to suspect by reporting to all of the following:
- Program Supervisor; and
- Virginia Tech Police at 540-382-4343 or 911 when deemed necessary; and in consultation with the program supervisor; and
- Local Social Services department of the county or city wherein the child resides or wherein the abuse or neglect is believed to have occurred.
- If you are unsure which county or city to report to, then report to the Virginia Department of Social Services’ toll-free child abuse and neglect hotline at 800-552-7096.
Incidents of not reporting are subject to criminal penalties of $500 for a first offense and $1000 for any subsequent offense. Non-reporting of Rape is punishable as a class one misdemeanor (up to 12 months incarceration and/or a $2500 fine). Per: § 63.2-1509; Requirement that certain injuries to children be reported by physicians, nurses, teachers, etc.; penalty for failure to report.
When minors are under the care and custody of Virginia Tech, it is necessary to obtain health related information to ensure the safety and well-being of youth.
- Parents/guardians will provide a current health history and permission to treat.
- Program staff will review for potentially life-threatening conditions and any allergies.
- Health forms and permission to treat will be held in a confidential manner and will be easily accessed when a need for them exists. Note that if minors are transported during the event, a copy of the health information should travel with them.
Title IX-Discrimination and Reporting, Abuse and Neglect; Mandated Reporter in Virginia, Above Suspicion, and General Health & Safety. A 5th training titled Characteristics of "Grooming" for Sexual Abuse is an optional training due to the sensitive nature of material and liklihood of a traumatic response to the issues contained in the training. This training will need to be taken within a year of the camp/event/program they are participating.
All Tier I and Tier II individuals must have a state and federal criminal background check and be screened through the State and National Sex Offender Registries. Non-university organizations and entities that operate programs or activities in University facilities campus involving minors must conduct and provide documentation to the sponsoring unit of criminal records checks of their employees, volunteers, and representatives that meet university standards. The university may request any additional information it deems necessary to meet the requirements of this policy.
Background checks will be valid for 1 year for staff in overnight events. Daytime only staff will need a background check every 3 years.
Overnight Camps and Programs:
Number of Adults/Staff Members |
Ratio of Adults to Minors |
Age of Minors |
2 for up to 12 minors and one for every additional six minors |
1:6 |
6-8 |
2 for up to 16 minors and one for every additional 8 minors |
1:8 |
9-14 |
2 for up to 20 minors and one for every additional 10 minors |
1:10 |
15-17 |
Day Camps and Programs
Number of Adults/Staff Members |
Ratio of Adults to Minors |
Age of Minors |
2 for up to 12 minors and one for every additional six minors |
1:6 |
4-5 |
2 for up to 16 minors and one for every additional 8 minors |
1:8 |
6-8 |
2 for up to 20 minors and one for every additional 10 minors |
1:10 |
9-14 |
2 for up to 24 minors and one for every additional 12 minors |
1:12 |
15-17 |
Virginia Tech is committed to assisting students who need special accommodations. If you are a person with a disability and desire any assistive devices, services or other accommodations to participate in this activity, please contact the program administrator to discuss accommodations at least 5 days prior to the event.
Yes, unless the program is using Institutional Review Board guidelines, policies, and oversight for research involving human subjects; and minor employees.
Please see the form at this link: Medication Form
If one-to-one interaction is absolutely required, meet in open, well-illuminated spaces or rooms with windows observable by other adults unless the one-to-one interaction is expressly authorized by the Program Director, a Dean, a Department chair, or unless the interaction involves a health care provider providing health care services. Any emergency resulting in a one-on-one situation should be moved to include other adults as soon as practical.