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Minors Policy

Minors Policy

 

Policy Number

STSV_0036

Policy Statement:

Procedures:

To provide for appropriate supervision of minors who are involved in college-sponsored programs, programs held at the college and/or programs housed in college facilities at all geographic locations.

Garden City Community College has an obligation to its students, faculty, staff, and visitors to conduct its operations and maintain its facilities in a manner consistent with its mission as a land grant institution with a tradition of services and access. Activities involving minors are integral to our mission of creating and disseminating knowledge for the betterment of society. Ensuring the safe and appropriate treatment of minors on campus is imperative.

Garden City Community College is committed to ensuring the safety and well-being of minors who are entrusted to our care or visit our campuses. The purpose of this Policy is to describe requirements places on administrators, faculty, staff, students, volunteers and others working with minors – to ensure their protection, to fulfill our obligations and mandated by law, and to provide the best possible experience for any minor visiting our campuses or in college-related programs.

Garden City Community College hosts a wide variety of college sponsored or sanctioned activities for non-enrolled minors such as: camps; clinics; workshops; conferences; and other educational activities. The aforementioned activities are located both on-campus and off-campus under college supervision. In addition, minor children or relatives of employees not involved in college sponsored/sanctioned activities are often visitors in the workplace. It is imperative that non-enrolled minors on campus be overseen in a fashion that is appropriate and intended to keep them healthy and safe while visiting the college. This policy statement provides guidance related to the risk and safety of the non-enrolled minors mentioned previously. It is intended for college personnel/departments involved in college sponsored/sanctioned activities involving minors and the college employees who are parents or guardians of minor children visiting the Garden City Community College campus.

All programs and activities that involve minors in their activities will fall within the scope of this Policy including: programs operated by the college or 3rd party entities, programs taking place on campus and programs under the direction and authority of the college at locations off campus.

This Policy applies to such programs and activities whether they are limited to daily activities or involve the housing of minors in residence halls. Exceptions to this policy include: (1) undergraduate and graduate academic programs in which minors are enrolled for academic credit; (2) events on campus which are open to the general public and which minors attend at the sole discretion of their parents or guardians; and, (3) campus tours or visits by minors considered to be prospective students; and (4) other programs as may be designated from time to time by the appropriate college official in advance and in writing as exempted from this policy.

The leadership of the college is responsible for this policy with departmental leadership responsible for ensuring their programs and activities involving minors are compliant with the policy. Any questions regarding clarification of this policy should be directed to the Vice President for Student Services office.

Definitions

Adult

Any person 19 years of age or older

Authorized Adult and/or Program Staff

Individuals, paid or unpaid who interact with, supervise, chaperone, or otherwise oversee minors in program activities, or recreational, and/or residential facilities. This includes but is not limited to faculty, staff, volunteers, graduate and undergraduate students, interns, employees of temporary employment agencies, and independent contractors/consultants. The Authorized Adults’ roles may include positions as counselors, chaperones, coaches, instructors, etc. For the purposes of this policy the term “Program Staff” is also assigned these definitions. This definition does not include temporary guest speakers, presenters and other individuals who have no direct contact with program participants other than short term activities supervised by program staff.

Direct Contact

Providing care, supervision, guidance or control of minors and/or having routine interaction with minors.

Minor

A person under the age of nineteen (19) who is not enrolled at the college, or who is considered to be “dually enrolled” in college programs while also enrolled in high school; is also referred to as a “participant” in this policy.

One-On-One Contact

Personal, unsupervised interaction between any authorized adult and a participant without at least one other authorized adult, parent or legal guardian being present.

Program

Programs and/or activities offered by various academic or administrative units of the college, or by non-college groups using college facilities. This includes but is not limited to workshops, sport camps, academic camps, conferences, pre-enrollment visits, 4-H or Cooperative Extension programs and similar activities.

Sponsoring Unit

The academic or administrative unit of the college which offers a program or gives approval for housing or use of facilities.

College Housing

Facilities owned by, or under the control of, the college intended for use of housing.

Policy Procedures:

The following policy provisions apply to the sponsoring unit offering or approving a program which involves minors or provides college housing for minors participating in a program, or a non-college group being sponsored for a program, whether utilizing college housing or not:

  1. Communication and Notification
    1. The sponsoring unit shall establish an appropriate procedure for the notification of the minor’s parent/legal guardian in case of an emergency, including medical or behavioral problem, natural disasters, or other significant program disruptions. Authorized adults with the program, as well as participants and their parents/legal guardians, must be advised of this procedure in writing prior to the participation of the minors in the program
    2. The sponsoring unit shall maintain a list of all program participants and a directory of program staff. This list shall include participant’s name; local room assignment (if applicable); gender, age, address, and phone number(s) of parent or legal guardian, as well as emergency contact information.
    3. The sponsoring unit shall provide information to the parent(s) or legal guardian(s) detailing the manner in which the participant can be contacted during the program.
  2. Medical Treatment, Administration of Emergency Services
    1. The Sponsoring unit shall obtain a Medical Information and Release Form (example can be found in Appendix A) for each program participant and program staff member. All forms must include the following:
      1. A statement informing the parent/legal guardian that the college does (or does not, as applicable) provide medical insurance to cover medical care for the
      2. A statement authorizing the release of medical information and emergency treatment in the case the parent/legal guardian/emergency contact cannot be reached for permission.
      3. A list of any physical, mental or medical conditions the minor may have, including any allergies that could impact his/her participation in the
      4. All emergency contact information including name, address and phone number of the emergency contact.
    2. The sponsoring unit shall obtain a Self-Administration of Medication Form and a Consent for Over-the-Counter Medication Form (examples can be found in Appendix A) for each program participant. Forms should also be obtained for grogram staff members that are minors. Distribution of participants’ medicines by program staff should be handled under the following conditions:
      1. Program staff shall be responsible for reviewing all forms and assessing needs of each program participant.
      2. The participant’s family provides the medicine in its original pharmacy container labeled with the participant’s name, medicine name, dosage and timing of Over-the-counter medications must be provided in their manufacturers’ container.
      3. Program staff shall keep the medicine in a secure location, and at the appropriate time for distribution shall meet with the participant.
      4. The program staff member shall allow the participant to self-administer the appropriate dose as shown on the container.
      5. Parent(s) and/or guardian(s) are expected to make arrangements for the administration of any medicine that the participant cannot self-administer.
      6. Devices for the self-administration of medications which are prescribed by a physician may be carried by the participant during program activities (Examples include personal “epi” pens and asthma inhalers.)
      7. Over-the-counter medications can only be administered with prior Program staff should make reasonable efforts to have basic first-aid kits available if needed. Participants can self-administer over-the-counter medication that they bring themselves.
    3. The sponsoring unit shall arrange for medical care appropriate for the nature of program activities including on-side emergency medical service coverage if needed.
  3. Supervision of Minors and Access to College Facilities
    1. Other than in cases outlined as follows, program staff should make every effort to ensure all activities involving minors are supervised by at least two authorized adults or by parent(s) or legal guardian(s) of the participants. Some of the factors to be considered in determining requirements for supervision are the number and age of participants, the activity(ies) involved, type of housing if applicable, and age and experience of the staff members. It is acceptable for an individual program staff member to provide program services to the group of participants (e.g., classroom instruction or outdoor activities) if the activity is conducted in an open or public area where the group is visible to others outside group at all times. This includes classroom or meeting activities where open doors or windows allow for a clear line of sight.
  1. In accordance with the American Camp Association, the ratio of program staff to program participants must reflect the gender distribution of the participants, and should, at a minimum, meet the following:
    • Standards for resident camps are:
      • One staff member for every five campers ages 4 and 5
      • One staff member for every six campers ages 6 to 8
      • One staff member for every 3ight campers ages 9 to 14
      • One staff member for every 10 campers ages 15 to 17
    • Standards for day camps are
      • One staff member for every six campers ages 4 and 5
      • One staff member for every eight campers ages 6 to 8
      • One staff member for every ten campers ages 9 to 14
      • One staff member for every twelve campers ages 15 to 17
  2. Program staff shall assign a staff member who is at least 21 years of age to be accessible to participants. The staff member must reside in the housing unit, if applicable. Additional authorized adults should be assigned to ensure one-on-one contact with minors does not occur and that appropriate levels of supervision are implemented.
    • When currently enrolled college students are hosting minor high school students participating in pre-enrollment visitation, the hosting college student(s) will not be required to be at least 21 years of age and the requirement for the authorized adults will be waived.
    • Guests of residents in college housing are required to follow all rules as provided under the Guide to Residential Living.
  3. Training for the program staff must include, at a minimum, information about responsibilities and expectations; policies, procedures, and enforcement; appropriate crisis/ emergency responses; safety and security precautions; addressing medical emergencies; confidentiality issues involving minors; and college responsibility/liability. Program staff must know how to request local emergency services and how to report suspected child abuse in accordance with the Child Protection and Reporting Child Abuse Policy (found in Appendix D).
  4. Responsibilities of program staff must include, at minimum information program participants about safety and security procedures, college rules, rules established by the program and behavioral expectations. Program staff is responsible for following and enforcing all rules and must be able to provide information included herein to program participants and be able to respond to emergency(ies)
    1. In addition to the requirement that two adults to be present at all times when minors are being supervised, an additional authorized adult should be available as a “floater” to stand in if one of the two adults in the classroom or other situation must leave the area. The two authorized adults should not be family members.
    2. All supervised participants in the college program or program taking place on college property are permitted in the general use facilities [e.g. athletic fields, public spaces, academic buildings] but may, as needed, be restricted from certain areas of the facilities [e.g. storage rooms, equipment rooms, athletic training rooms, staff/ faculty offices] or from utilizing certain equipment.

D. Program Rules of Conduct

    1. Program staff shall develop and make available to participants the rules and disciplinary measures applicable to the Program participants and staff must abide by all college regulations and may be removed from the program for non-compliance with rules. Participants and parents/guardians should complete the Rules and Disciplinary Procedures Form (found in Appendix B). In addition, the following must be included in program materials and stressed during the program
      1. The possession or use of Alcohol or drugs is prohibited.
      2. Fireworks, firearms, guns, knives, archery equipment and other weapons are prohibited unless being used for an officially sanctioned and approved instructional program.
      3. The operation of motor vehicles by minors is prohibited while attending and participating in the program.
      4. The parking of staff and participant vehicles must be in accordance with college parking regulations.
      5. Rules and procedures governing when and under what circumstances participants may leave college property during the program.
      6. No violence including sexual abuse or harassment will be tolerated.
      7. Hazing of any kind is prohibited. Bullying including verbal, physical, and cyber bullying are prohibited.
      8. No theft.
      9. Use of tobacco products will not be tolerated by participants or program staff. Smoking is prohibited in all college buildings.
      10. Misuse or damage of college property is prohibited. Charges will be assessed against those participants who are responsible for damage or misusing college property.
      11. The inappropriate use of cell phones, cameras, imaging, and digital devices is prohibited including use of such devices in showers, restrooms, or other areas where privacy is expected by participants.

E. Liability

  1. Program staff shall obtain a Media Photo & Video Release Form and Liability Release (examples can be found in Appendix A) as part of the program registration process. All data gathered shall be confidential, is subject to records retention guidelines, and shall not be disclosed, except as provided by law.
  2. It is the responsibility of the person in charge of the program or activity at the college (hereafter referred to as the Key Garden City Community College Administrator, or “Administrator”) to assure that each program staff member has received clearance to participate. Human Resources will contract with a third-party consumer reporting agency (hereafter referred to as “background check company”) to conduct these searches.

F. Camps Directed by Non-College Entities

    1. From time to time, non-college camps and other educational programs or activities will be hosted on the college campus. The non-college party must secure a Garden City Community College host in order to utilize campus facilities. The relationship of the non-college party and Garden City Community College host must be captured in an agreement signed by both parties.

The agreement must include the following delineated requirements from the non-college entity to ensure a quality program experience for the participants:

  1. Conduct early registration, fee collection and on-site registration to include the collection of fees, the collection of medical release forms, the distribution of appropriate Garden City Community College related materials, and the assignment of appropriate housing;
  2. Provide at least one administrative Program Director with responsibility for satisfactory operation of the camp, including:
    1. Maintaining discipline among the participants and compliance with college rules, including overseeing the care of dormitory property and observance of curfews;
    2. Arranging for medical treatment in all cases of illness and injury occurring during the camp, including transportation to and from the medical facility and seeing the appropriate insurance forms and information are provided;
    3. Maintaining regular and open communication with host office at the college, sponsors, dormitory residents, and dormitory personnel in order to avoid problems;
    4. Maintaining daily contact with the host office liaison to ensure that dining hall and program schedules are coordinated and observed;
    5. Maintaining regular daily liaison with the college host office to keep that office informed of the progress of the program and to receive messages and mail;
    6. Being on call 24 hours a day while the program is in session.
  3. Provide a list of all program staff and participants to the Garden City Community College Campus Police prior to the start of the program The list should include all names, addresses, phone numbers and emergency contact information for staff and participants.
  4. Provide a competent staff compliant with Section I below to supply adequate instruction and leadership during activities;
  5. Complete background checks in accordance with Section F above or conduct appropriate background checks on program staff and director that meet or exceed the standards established above and provide copies to the college host All contracts with third party entities should have language regarding background checks as follows:
    • As a condition of this contract, Vendor agrees to certify that any of its employees, independent contractors or agents who will be performing services on behalf of the Vendor and for the benefit of Garden City Community College Policy on This includes the completion of background checks that meet or exceed the standards set forth in the Garden City Community College Policy on Minors.
  6. Conduct appropriate training consistent with Section I below on protecting participants from abusive emotional and physical treatment, and on appropriate or required reporting of incidents of improper conduct to the proper authorities including, but not limited to, appropriate law enforcement authorities. Additionally, ensure staff are familiar with their responsibility to assist participants during weather and other emergencies which may occur on campus
  7. For each participant in attendance: ensure the camper is accompanied by a coach or sponsor who will be responsible for the conduct and safety of the child while in attendance OR assign a staff person who will assume that responsibility for each unaccompanied camper (ratio of counselors to campers should meet or exceed standards set in Section C above);
  8. Submit to the college host entity all printed materials used in advertising camps held at the college;
  9. Provide the college host entity with regular updates of anticipated space requirements and, at a minimum, provide: (a) a best estimate of attendance sixty days prior to camp; (b) an update every week for the four weeks leading up to camp; and (c) a written reservation guarantee five working days prior to the camp;
  10. Assume financial responsibilities of key and lock replacement for keys that are issued for the program and not returned to College Housing;
  11. Assume financial responsibility for any special services or requests which Camp Director(s) may deem necessary to enhance the camp;
  12. Assume financial responsibility for any and all losses or damages to practice facilities, equipment, residence halls, or other college property resulting from any act or failure to act on the part of participants or client staff;
  13. Agree to operate in accordance with Federal Affirmative Action/Equal Opportunity requirements;
  14. To the fullest extent permitted by law, defend, indemnify and hold harmless Garden City Community College, its Board of Trustees, faculty, staff and agents from and against any and all claims, damages, losses and expenses, including but not limited to attorneys’’ fees, arising out of, related to, or resulting from performance of services under the contract regardless of whether such claim, damage, loss or expense is caused in part, or is alleged but not legally established to have been caused in whole or in part by negligence or other fault of the
  15. Submit to the college host entity, at least one month prior to the start of the program an additional insured endorsement and certificate of insurance written on an occurrence form issued by a carrier with an A.M. Best rating of A or higher which identifies Garden City Community College, its Board of Trustees, faculty, staff and agents as an “Additional Insured” and provides a minimum of one million dollars in liability coverage; due to the nature of some events, Garden City Community College reserves the right to require additional limits of liability coverage. A complete list of insurance requirement can be found in Appendix C – Independent Contractor Insurance Requirements;
  1. The parties must contractually agree that the third party is an independent contractor using the facilities of Garden City Community College to conduct the program. Nothing contained in the agreement or in the activities conducted shall constitute either party to be the agent, servant, or employee of the other party, nor create a partnership or joint venture relationship between the parties, and each party shall be fully and solely responsible for its own activities and obligations.
  2. Authorized personnel/signatories for non-college groups using college facilities must provide to the sponsoring unit satisfactory evidence of compliance with all the requirements of this Policy at least thirty (30) days prior to the scheduled use of college facilities, as well as sign an approved agreement for use of college facilities, if applicable.

G. College Housing

    1. If applicable, require the program to adopt and implement rules and regulations for proper supervision of minors in college housing. The following must be included:
      1. Written permission signed by the parent/guardian for the minor to reside in college housing.
      2. A curfew time which is age-appropriate for the participants, which in no case shall be later than midnight.
      3. In-room visitation to be restricted to participants of the same gender.
      4. Guests of participants (other than a parent/legal guardian and other program participants) are restricted to visitation in the building lobby and/or floor lounges, and only during approved hours specified by the program.
      5. The program must comply with all security measures and procedures specified by College Housing and Public Safety & Security.

H. Notification of Abuse and Code of Conduct for Authorized Adults

Appendix C

Garden City Community College

Youth Program & Camp Independent Contractor Insurance Requirements

GARDEN CITY COMMUNITY COLLEGE INDEPENDENT CONTRACTOR INSURANCE REQUIREMENTS

THIRD PARTY OPERATORS OF GARDEN CITY COMMUNITY COLLEGE CAMPS

CONTRACTOR INSURANCE

The contractor shall, as its own expense, procure and maintain, without interruption during the entire term of this contract, insurance of the kinds and limits listed hereunder. Insurance Services Office, Inc. (ISO) or industry equivalent, Certificates of Insurance and Additional Insured Endorsements issued by the contractor’s Insurance carrier shall be furnished to Garden City Community College before beginning work and shall name Garden City Community College, its Board of Trustees, Employees, and Agents as Additional Insureds on the General Liability, Automobile Liability and Umbrella Liability policies. The insurance coverages required under this contract are minimum insurance limits required and are not intended to limit the responsibility or liability of the contractor. If any subcontractor is used to fulfill this contract, they or the Contractor on their behalf, shall carry the same coverages and limits of insurance outlined herein. It shall be the Contractor’s responsibility to ensure compliance of this requirement.

Workers’ Compensation and Employers’ Liability Insurance
  1. Workers’ Compensation insurance shall be written in accordance with statutory coverage required by the State of Kansas. A self-insurer must provide a certificate issued by the Kansas Department of Industrial Relations stating the contractor is qualified to pay is qualified to pay its worker’s compensation claims.
  2. Employer’s Liability Insurance shall be written with minimum limits of:
    1. Bodily Injury by Accident - $1,000,000
    2. Bodily Injury by Disease - $1,000,000
Commercial General Liability Insurance

Commercial General Liability Insurance shall be written on an occurrence form and shall provide at minimum the following limits:

Each Occurrence

$1,000,000

General Aggregate (Per Project)

$1,000,000

Products-Completed Operations Aggregate

$1,000,000

Contractual Liability

$1,000,000

Personal & Advertising Injury

$1,000,000

Damage to Rented Premises

$100,000

In Addition the:

Commercial Automobile Liability Insurance

Commercial Automobile Liability Insurance shall be written to include coverage for bodily injury and property damage arising from ownership, maintenance or use of any and all owned, non-owned, leased, and hired automobiles.

Minimum limit                                                                                             $1,000,000 Combined Single Limit

Commercial Umbrella/Excess Liability Insurance

The Commercial General Liability and Commercial Automobile Liability limits specified above may be satisfied through a comination of primary and umbrella/excess liability policies written on a follow form.

POLICY PROVIDERS

All insurance coverage shall be issued by an insurer licensed as an admitted insurer authorized by the Kansas Commissioner of Insurance as a surplus lines insurer. The insurance company must have a minimum current A.M. Best’s rating of A-, Class V.

NOTIFICATION ENDORSEMENT

Each policy shall be endorsed to provide that the insurance company agrees that the policy shall not be canceled, materially changed, allowed to lapse, or allowed to expire until Garden City Community College has received thirty (30) days of written notice. Renewal certificates shall be sent to Garden City Community College within five (5) days following the renewal or any expiration date of coverage.

DEDUCTIBLES

A contractor may elect to secure an insurance program with a deductible of self-insured retention (SIR) of up to $25,000 without prior approval from the College. An deductible or SIR larger than $25,000 must be approved by the College. Contractor may be required to furnish audited financial statements to determine the contractor’s financial ability to absorb the obligation of a deductible or SIR without material impact on the solvency of the contractor.

IMPAIRMENT OF LIABILITY

In the event the insurance program required by Garden City Community College were to have any pending claim(s), which may limit or exhaust any aggregate limits by more than 20%, Garden City Community College shall be notified within thirty (30) days. Garden City Community College may require additional insurance or reinstatement of the limits of liability as necessary to protect the financial interest of the College.

DUTY TO PROVIDE COPIES OF INSURANCE POLICIES

GCCC shall be entitled, upon request and witout expense, to receive copies of policies and endorsements thereto and may make any reasonable requests for deletion or revision or modification or particular policy terms, conditions, limitations, or exclusions except where policy provisions are established by law or regulations binding upon either of the parties or to underwriting on such policies.

NOTICE OF INCIDENT

Contractor shall inform Garden City Community College Campus Police of all incidents and/or accidents that occur on GCCC premises or that might otherwise give rise to a claim against GCCC and shall be responsible for providing appropriate written notification. Such notification shall be provided as soon as reasonably possible but will not exceed twenty-four (24) hours after contractor is aware of the incident/accident.

INDEMENITY PROVISIONS

To the fullest extent permitted by law, the Contractor shall defend, indemnify, and hold harmless Garden City Community College, its Board of Trustees, Faculty, Staff, and Agents from and against any and all claims, damages, losses and expenses, including but not limited to attorney’s fees, arising out of, related to, or resulting from performance of services under this contract, regardless of what such claim damage, loss or expense is caused in part, or is alleged but not legally established to have been caused in whole or in part by the negligence or other fault of a party indemnified hereunder.

Appendix D

Garden City Community College

Child Protection and Reporting of Child Abuse Policy

Garden City Community College

Child Protection and Reporting of Child Abuse Policy

Policy Statement

Garden City Community College is committed to maintaining a supportive and safe educational environment, one which seeks to enhance the well-being of all members of its community. This commitment reflects the college’s adherence to its mission, to its various policies supporting its mission, and to relevant state and federal laws. Within that commitment, the college places importance on creating a secure environment for children. To that end, the college has adopted the following Child Protection and Reporting of Child Abuse Policy and procedures on mandated reporting requirements, per the college and Kansas law.

In order to ensure the safety and well-being of children, individuals, including college faculty, staff, students, volunteers, and representatives as well as third-party vendors and their employees, representatives, or volunteers that contract for use of college facilities, with responsibilities that involve interaction with children (collectively “college personnel”), must carefully review and abide by the following policy regarding child protection and reporting of child abuse.

Authority

Kansas Law provides the authority for this policy.

Definitions
Child abuse

Harm or threatened harm to a child’s health or welfare. Harm or threatened harm to a child’s health or welfare can occur through non accidental physical or mental injury, sexual abuse or attempted sexual abuse, or sexual exploitation or attempted sexual exploitation. “Sexual abuse” includes the employment, use, persuasion, inducement, enticement, or coercion of any child to engage in, or having a child assist any other person or engage in, any sexually explicit conduct or any simulation of the conduct for the purpose of producing any visual depiction of the conduct; or the rape, molestation prostitution, or other form of sexual exploitation of children, or incest with children as those acts are defined by Kansas law. “Sexual exploitation” includes allowing, permitting, or encouraging a child to engage in prostitution and allowing, permitting, encouraging, or engaging in the obscene or pornographic photographing, filming, or depicting of a child for commercial purposes

Neglect

Negligent treatment or maltreatment of a child, including the failure to provide adequate food, medical treatment, supervision, clothing, or shelter.

Child

A person under the age of 18 years. Duly Constituted Authority

The chief of police of a municipality or municipality and county; or the sheriff, if the observation of child abuse or neglect is made in an unincorporated territory; or the Department of Human Resources; or any person, organization, corporation, group, or agency authorized and designated by the Department of Human Resources to receive reports of child abuse and neglect; provided, that a "duly constituted authority" shall not include an agency involved in the acts or omissions of the reported child abuse or neglect

Policy Principles

Kansas law requires certain individuals to report child abuse, whenever they have reasonable suspicion. However, ANY person may report child abuse if they have reasonable suspicion that a child has been abused.

With very limited exception, Kansas law (Some Kansas Law) makes the reporting of known or suspected child abuse or neglect mandatory for hospitals, clinics, medical professionals, teachers, school officials, law enforcement officials, social workers, daycare workers, mental health professionals, members of the clergy, and any other person called upon to render aid or medical assistance to a child.

It is the college’s position that, in addition to the mandated statutory reporting requirements for certain individuals and entities, all college personnel and volunteers who have a reasonable cause to suspect that a child is being abused or neglected must immediately make a report. Neither Kansas law nor any college policy allows you to delegate the duty to report child abuse or neglect.

Policy Procedures

Reporting child Abuse or Suspected Child Abuse

If you know or suspect that a child is a victim of child abuse or neglect, you must act. In deciding whether or not to report an incident or situation of suspected child abuse or neglect, it is not required that the college personnel have proof that abuse has occurred. Any uncertainty in deciding to report suspected abuse must be resolved in favor of making a report.

In making a report, your actions should be as follows:

First, immediately report the information to local law enforcement authorities. If a child is in imminent danger, the employee must contact police at 911 to obtain immediate protection for the child.

The non-emergency number for the Garden City Police Department is 620-276-1300.

When contacting local law enforcement you should include all available information regarding the known or suspected abuse or neglect, including, but not limited to, the name of the child, his whereabouts, the names and addresses of the parents, guardian, or caretaker and the character and extent of the injuries. The report should also contain, if known, any evidence of previous injuries to said child and any other pertinent information that might establish the cause of such injury or injuries, and the identity of the person or persons responsible for the same.

Do not delay making a report in order to gather evidence; the law enforcement agency to whom you make the report will determine whether such an investigation is warranted. It is acceptable to quickly collect additional information that is readily available (such as talking to coworkers who also interact with that child) or to verify that the information learned meets criteria for reporting, but this must be done very promptly. It is better to report without all relevant information than to delay a report to collect information.

Second, do not directly question or solicit information from the child or from the person suspected of improper behavior. That is not your role; the role of investigation lies with city, county, and state officials.

Third, in addition to making a report with local law enforcement, within 24 hours after making the foregoing report, an employee shall report the information to his/her immediate supervisor and to the Garden City Community College Campus Police Chief. It shall be the responsibility of the Police Chief to notify college officials of the suspected child abuse and to coordinate the investigation with local law enforcement. College officials include, at a minimum, the President, Executive Vice President and Vice President for Instruction and Student Services. It shall be the responsibility of the college President to notify the Board of Trustees of the incident.

Further, it shall be the responsibility of the Director of Public Safety & Security to either report the incident to the State of Kansas Department of Human Resources or to ensure the local law enforcement agency has made the report. The Director of Public Safety & Security shall advise the reporter hat such report has been made. Finally, the Director of Public Safety & Security shall be responsible for maintaining all records and reports related to the incident and to brief college officials as needed.

Liability

As per Kansas law, any person or institution participating in good faith in the making of a report or testifying in any proceeding arising out of an instance of suspected child abuse shall have immunity from any liability, civil or criminal, that might otherwise result by reason of such actions (Kansas Law)

As per Kansas law, any person who knowingly fails to make the report shall be guilty of a misdemeanor and shall be punished by a sentence of not more than six months’ imprisonment or a fine of not more than $500.00 (Kansas Law)

Any college personnel who makes a good faith report of child abuse may not be subjected to retaliation in employment with the college.

Compliance

Any college personnel who willfully fails to report a case of suspected child abuse is subject to disciplinary action, up to and including, dismissal.

Contacts:

Vice President of Student Services

Policy History:

July 8, 2026: Revised for accessibility

August 1, 2016: Approved