PRP 2410 - Screening Camp and Conference Employees/Volunteers

PRP 2410 - Screening Camp and Conference Employees/Volunteers

Issued By: Richard H. Rugen, Vice President for Administration and Finance

Effective Date: April 25, 2012

Scope Of Policy

Prospective University employees and volunteers or employees or volunteers of an external vendor who are engaged to provide services during camps and conferences on the University campus in occupations/assignments with a significant likelihood of regular contact with children under the age of 18 in the form of care, guidance, supervision or training. Examples of such occupations/assignments include but are not limited to the camp director, coaches, instructors, counselors, and volunteers.

Prospective Employees Or Volunteers:

Screening Reports

All prospective employees and volunteers within the scope of this policy shall be required to submit the following information obtained within the preceding one-year period:

  • Federal Criminal History Record Information (FBI Fingerprint Check)
  • Pennsylvania Criminal History Record Information
  • Pennsylvania Child Abuse History Clearance (Department of Public Welfare)

It shall be the responsibility of the prospective employee or volunteer to acquire the required screening reports at their own expense. As set forth below, the University’s Human Resources & Labor Relations Department (Human Resources Department) will provide prospective employees and volunteers with information regarding the reports, procedures for obtaining the report, and the identity of the office or person to whom the reports should be submitted.

Responsibility of Camp/Conference Director

The University employee who is the Camp/Conference Director, or the individual ultimately responsible for hosting the event, is responsible for ensuring that all newly hired employees, including student employees, and volunteers, who will engage in occupations/assignments with a significant likelihood of regular contact with children under the age of 18, have obtained the above screening reports and have been approved for hire by the Human Resources Department prior to employment or volunteering for the event.

Process

The Human Resources Department, in cooperation with the Camp/Conference Director, or individual ultimately responsible for hosting the event, will review all occupations/assignments and identify those occupations/assignments with a significant likelihood of regular contact with children under the age of 18. Prior to an individual being employed or volunteering in one of these identified occupations/assignments, he/she must submit to the Human Resources Department the screening reports identified above. Screening reports with ANY criminal convictions or founded reports of child abuse must be reviewed by the Director of Human Resources and Labor Relations or the Vice President of Administration and Finance to determine if the individual is disqualified from employment/volunteerism in accordance with this policy. The Human Resources Department will notify the Camp/Conference Director, or individual ultimately responsible for hosting the event, of those individuals who are not disqualified from employment/volunteerism under this policy and those individuals who are disqualified for employment/volunteerism under this policy.

The Human Resources Department will provide information and links on the department’s website on how prospective employees and volunteers can obtain the applicable screening reports and to whom to submit the reports.

Grounds for Denying Employment/Volunteerism

1. No prospective employee or volunteer shall be engaged in services when the prospective employee or volunteer is named in the Department of Public Welfare’s central register as the perpetrator of a founded report of child abuse committed within the five-year period immediately preceding verification.

2. No prospective employee or volunteer shall be engaged in services for the University where the report of criminal history record information indicates the prospective employee or volunteer has been convicted of an offense under one or more of the following previsions of Title 18 of the Pennsylvania Consolidated Statutes or an equivalent crime under Federal law or the law of another state (includes attempt, solicitation or conspiracy to commit):

Chapter 25 (relating to criminal homicide)
Section 2702 (relating to aggravated assault)
Section 2709.1 (relating to stalking)
Section 2901 (relating to kidnapping)
Section 2902 (relating to unlawful restraint)
Section 2910 (relating to luring a child into a motor vehicle or structure)
Section 3121 (relating to rape)
Section 3122.1 (relating to statutory sexual assault)
Section 3123 (relating to involuntary deviate sexual intercourse)
Section 3124.1 (relating to sexual assault)
Section 3124.2 (relating to institutional sexual assault)
Section 3125 (relating to aggravated indecent assault)
Section 3126 (relating to indecent assault)
Section 3127 (relating to indecent exposure)
Section 3129 (relating to sexual intercourse with animal)
Section 4302 (relating to incest)
Section 4303 (relating to concealing death of child
Section 4304 (relating to endangering welfare of children)
Section 4305 (relating to dealing in infant children)
A felony offense under section 5902(b) (relating to prostitution and related offenses)
Section 5903(c) or (d) (relating to obscene and other sexual materials and performances)
Section 6301(a)(1)(relating to corruption of minors)
Section 6312 (relating to sexual abuse of children)
Section 6318 (relating to unlawful contact with minor)
Section 6319 (relating to solicitation of minors to traffic drugs)
Section 6320 (relating to sexual exploitation of children)
A felony offense under the Controlled Substance, Drug, Device and Cosmetic Act

3. No prospective employee or volunteer convicted of any felony offense of the first, second, or third degree, other than those enumerated in 2 above, shall be eligible to engage in services for the University unless a period of ten (10) years has elapsed from the date of expiration of the sentence for the offense.

4. No prospective employee or volunteer convicted of a misdemeanor of the first degree shall be eligible to engage in services for the University unless a period of five years has elapsed from the date of expiration of the sentence for the offense.

5. No prospective employee or volunteer convicted more than once for an offense under 75 Pa.C.S. § 3802(a), (b), (c) or (d) (relating to driving under influence of alcohol or controlled substance) and the offense is graded as a misdemeanor of the first degree under 75 Pa.C.S. § 3803 (relating to grading) shall be eligible to engage in services for the University unless a period of three years has elapsed from the date of expiration of the sentence for the most recent offense.

Fair Credit Reporting Act Requirements

If employment is denied, based in whole or in part on the results of the screening reports, the prospective employee or volunteer must be provided a notice that an adverse employment action has been taken based on information contained in one or more of the screening reports. Said notice is to include the following:

  1. the reason for the adverse employment action;
  2. the name, address, and toll free telephone number of the reporting agency that furnished the report;
  3. a statement that the reporting agency did not make the decision to take the adverse employment action and is unable to provide the prospective employee/volunteer with the reasons as to why the adverse employment action was taken;
  4. notice of the prospective employee/volunteer’s right to obtain a free copy of the investigation record report from the reporting agency; and notice of the prospective employee/volunteer’s right to dispute the accuracy and completeness of the screening report(s) within sixty (60) days.

External Providers Of Residential Camps/Conferences:

The Provider is responsible for ensuring that all employees and volunteers of their group for which there is a significant likelihood of regular contact with children under the age of 18 in the form of care, guidance, supervision or training have been screened to the same extent as prospective employees/volunteers of this University (reference Screening Reports above).

The Provider must submit verification, Attachment A, to the University that such clearances have been conducted, reviewed and are in compliance with this policy two weeks prior to the event/conference taking place.