Skip to Content

Global Links

Frequently Asked Questions

checklist

Frequently Asked POM Questions

The materials available on this website, including the FAQs listed below, are for informational purposes only and not for the purpose of providing legal advice.  All inquiries should be directed to protectminors@ipo.rutgers.edu.

Notification Methods

Definitions:
Abuse
Abuse is the physical, sexual or emotional harm or risk of harm to a child under the age of 18 caused by a parent or other person who acts as a caregiver for the child.
Neglect
Neglect occurs when a parent or caregiver fails to provide proper supervision for a child or adequate food, clothing, shelter, education or medical care although financially able or assisted to do so.

What should you do if you suspect abuse or neglect?

Make a report:

  • If you know or suspect that a minor is suffering abuse or neglect.
  • Regardless of who the suspected culprit may be — a family member, teacher, religious leader, student, or coach, well-respected or not.
  • Regardless of where the abuse or neglect may be occurring, for example in the home, at Rutgers, or elsewhere.

Before making a report, you do not need to conduct your own investigation or be certain that mistreatment has occurred.

Anyone who makes a report in good faith receives legal protection from retaliation. So pick up the phone. It's your legal duty, and it's the right thing to do.

If you have additional questions, please feel free to contact the Minors on Campus Task Force at
protectminors@ipo.rutgers.edu.

Questions

Agreements

Background Checks

Database Inquiries

Forms

Minors in Campus Facilities

Policy Requirements

Program Registration

Training

Answers

Are there specific requirements which should be included in agreements with third parties that use Rutgers facilities to host programs involving minors?
It is the duty of the individual/department entering into agreements with third parties to make sure that the agreements comport with all Rutgers requirements including the requirements of the Protection of Minors Policy. Policy 30.1.9, Protection of Minors, provides as follows:

"IV. Policy for Programs Involving Minors Operated by Outside Parties on Rutgers University Property
Any program involving minors operated by outside parties on Rutgers property must be operated consistent with the guidelines of this Policy. All contracts for the use of University facilities by outside parties for programs involving minors must reference this requirement and provide a link to this Policy."

Questions about proposed agreements with third parties that use Rutgers facilities to host a program involving minors may be sent to Barbara Turen, Office of the General Counsel.

Background Checks
Can we use a County Sheriff's office or the Rutgers Police to fingerprint and to run background checks?
No. The two university-approved methods of obtaining background checks are through Rutgers University Human Resources and, under pre-approved circumstances, the NJ State Police.

How often are background checks required?
Program Directors must ensure criminal background checks are conducted every three years.  Sex offender registry checks are an annual requirement.  Annual Sex Offender Registry Checks will be completed automatically for anyone that selects "UHR Coordinated Background Check" in the POM Database.  If you utilize the NJ State Police for your background checks, you are responsible for running your own sex offender registry checks annually.  You may utilize the Free National Sex Offender Registry Check service at https://www.nsopw.gov.

Who is responsible for the cost of the background checks?
Your program will be responsible for the cost of the background checks initiated in the Protection of Minors Database. If there is a specific person the invoices should be sent to, please ensure to include that information on the top of the Training & Background Checks page of the database.

How do we obtain background checks?
To initiate the background check process, you must log in to the Protection of Minors Database, register your program, and enter any individuals that need to undergo a background check into the system by clicking on “Add Person”. Automatically generated emails will be sent to those individuals with instructions on how to complete these assigned tasks. You will be able to track progress on all assigned tasks through the POM Database.

Should I keep a copy of the background check results? 
Results of background checks should not be viewed by Program Directors or anyone involved in the program unless the program is operated by a third party organization.  All Rutgers Departments and student organizations that obtain background checks through the NJ State Police should ensure copies are not retained at a Departmental level.

Please fill in the Employer Section of the NJSP Background Check form as follows:

Rutgers University Human Resources
57 US Highway 1
New Brunswick, NJ 08901
Attention: Background Checks

What can be done with the information collected on the background check? 
It can only be used for the reason it was requested, i.e., for the purposes of working with minors at Rutgers University.

What does the background check include?  
The background check includes a criminal history check and checks against the national and state sex offender registries. It does not include a credit check. 

Who has to get background checks? 
The Protection of Minors policy provides that background investigations of Authorized Adults and those who hold Direct Contact Positions or Job Titles who have interaction with minors must be conducted.

Will the University accept background checks that have been conducted for another reason (e.g. school districts)? 
The University will only accept pre-employment checks that were completed by Rutgers, The State University of New Jersey and/or background checks that were completed as part of a State requirement for working with minors.  If you have obtained a background check within the last year for another reason and wish to have it considered for credit towards the protection of minors policy, please email the POM Steering Committee at protectminors@ipo.rutgers.edu.

The University will not accept or review background checks that were completed by any third party vendor except those completed by GIS (through Rutgers University Human Resources) for the particular purpose of interactions with minors in Rutgers programs.

Please note:
This FAQ does not apply to third party agencies hosting minors on campus.

What is the cost for a background check?
All background checks should be initiated through the POM Database when registering your program. Background checks initiated through UHR start at $20 per person and are completed online (please note: international checks start at $125 per person). Detailed instructions will be sent to each individual entered into the POM Database.

Database Inquiries
How do I enroll myself for training?
Self-enrollment is no longer available for the Protection of Minors Training Course unless you are the Program Director who is registering the program also. Your Program Director must register the program with the University in the POM Database and enroll you and any other participants that require training in the training course as part of the registration process. They will select "add person" and answer "yes" to the question about the annual training requirement. This one-page instructional sheet explains what needs to be done.

Please be sure that only one person is designated to register the program to avoid duplication of efforts and the possibility of double charges associated with background checks requested more than once.

Do I have to go through the database to obtain a background check?
Yes. This process is built into the Program Registration.

How will my employees, service providers, and/or volunteers know what to do after I've entered them into the database through the "add person" tab?
Once you save a person's record, the POM Database will send out automatically generated emails to each individual with instructions on how to complete the assigned tasks. It will also flag auto-reminders for the annual requirements and tri-annual background check requirements to assist you with managing your programs involving minors.

How do I delete a person from my program?
You may delete a person by going into your program, selecting the "manage people" tab, going to the person's record and selecting "archive" in the top right corner of their record.

Forms
How does the Protection of Minors Policy affect consent forms and application forms that are completed by parent and students to enroll in our programs?
Questions about consent and application forms that relate to a Rutgers program involving minors may be sent to Barbara Turen, Office of the General Counsel.

Minors in Campus Facilities
Should a program that involves only one minor be subject to the requirements of the Protection of Minors policy?
Yes, even programs that involve one (1) minor must comply with the requirements of the Protection of Minors policy. However, minors enrolled or matriculating at Rutgers are exempted from the Policy.

Policy Requirements
Are guest lecturers subject to the requirements of this policy?
If the Guest Lecturer is alone with the minors in the classroom, the Guest Lecturer qualifies as an Authorized Adult under our Policy. In the event that an individual with the Program who has completed the training and undergone a background check is present in the room during the Guest Lecturer's presentation and any interactions with the minors thereafter, the Guest Lecturer does not meet the definition of an Authorized Adult. However, the Program Director may choose to (1) treat the Guest Lecturer as an Authorized Adult who would be subject to all of our policy requirements or (2) provide the Guest Lecturer, in advance of their participation, with our Policy and the "Guide to Working with Minors" and access to our online training.

Does the policy apply to programs, departments or schools that employ minors?
The Protection of Minors policy is focused on protecting minors and informing the entire university community of their duty to report suspected child abuse and neglect. The policy requires mandatory background checks and mandatory training for Authorized Adults and individuals with Direct Contact or Job Titles interacting with minors in certain Rutgers programs. The policy does not require background checks and training for adults interacting with RU-employed minors. Faculty and staff dealing with employed minors should be guided by the policy and are encouraged to review the Guide to Working with Minors - but the background check and training requirements are not mandatory for them. Program Directors should encourage their staff and faculty working with employed minors to review the Protection of Minors policy and to read the university's Guide to Working with Minors. Staff and faculty working with employed minors should also be encouraged to complete the on-line training program.

Where can I find the Protection of Minors policy?
Policy 30.1.9, Protection of Minors, may be found in the Rutgers Policy Library.

Training
How do we access the online training module?
Please visit the Program Directors Page of the Protection of Minors website for instructions.

Some of the individuals in my program are having difficulties with accessing the training. Who can they contact?

The Working with Minors online training is being hosted by our Learner Community platform. Program Directors must register their programs first through the POM Database and then select "add person" to enroll their employees, volunteers, and service providers in training. Once this is complete, each individual enrolled in training will receive an email entitled "Learner Community at Rutgers Continuing Studies Notification - Course Assignment" from Rutgers Continuing Studies with instructions on how to access the training module. Please be sure to check your spam folder for this email.

If you do not receive notification within 48 hours, contact the Online Learning Help Desk at 848-932-4702 or by email at lchelp@docs.rutgers.edu M-F 8:30 AM - 5:30 PM. If the problems are not resolved in a reasonable time, please contact protectminors@ipo.rutgers.edu.

Program Registration
How do I register our program?
Please visit the Program Directors Page of the Protection of Minors website for instructions.

Does a ono-on-one mentoring scenario qualify as a "program" that needs to be registered with the university?
Yes. One-on-one mentoring scenarios do qualify as a "program" for the purposes of the Protection of Minors policy at Rutgers University. If you will be hosting a minor in a laboratory setting, please be sure to follow the instructions outlined by Rutgers Environmental Health & Safety in regards to training and risk management requirements.