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Information for Program Directors

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Information for Program Directors

The University has adopted a Protection of Minors (POM) Policy to promote the well-being and safety of minors who participate in programs or activities run by or associated with Rutgers. Directors of programs or activities involving minors (“Program Directors”) must take the steps outlined below 3-4 weeks before your event begins. You may download our one-page instructional sheet as a quick reference guide.

If you are an external agency hosting minors on campus, please click here.

Notification Methods

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 Protection of Minors Steering Committee at
protectminors@aps.rutgers.edu.

Procedure for Rutgers Program Directors

Rutgers Program Directors must complete the following steps at least 3-4 weeks before your event begins:

  • Register your program in the Protection of Minors (POM) Database. This is an annual requirement.
  • Enroll yourself, your employees, volunteers, and service providers for the 30-minute online training course by clicking “add person” as part of the registration process in the database. It may take up to 24 hours to receive access to the course. This is an annual requirement.
  • Initiate mandatory background checks for staff and volunteers who exercise responsibility over minors as defined by the policy through the POM Database. This is required once every three years. Your program will be responsible for the cost of any background checks initiated through the Protection of Minors Database.

The database will set auto-reminders for the training and background check requirements to help manage on-going programs. 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 by clicking on "Compliance Report" from the main menu.

Please note: If your program involves minors in a laboratory, please be sure to also follow the instructions outlined by Rutgers Environmental Health and Safety.

How to Obtain Criminal Background Checks (Every 3 Years)

To initiate the background check process, you must log in to the POM Database, register your program, and enter any individuals that need to undergo a background check into the system.

Annual Sex Offender Registry Checks will be completed automatically for anyone that selects "UHR Coordinated Background Check" in the POM Database.

Please Note: Any Program Directors that utilize the NJ State Police for their background checks must send the results to University Human Resources to be kept centrally. Results of background checks should not be viewed by Program Directors or anyone involved in the program. Copies should not be retained at a Departmental level. You will also be responsible for coordinating your own annual sex offender registry checks. You may utilize the Free National Sex Offender Registry Check service at https://www.nsopw.gov.

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

Questions regarding background checks may be directed to Wendy Rutkowski at backgroundcheck@hr.rutgers.edu.

Additional Resources for Program Directors

Instructional Sheet for Internal RU Program Directors
Sample Permission Slip/Parental Consent Form
Supervision Ratios
POM Policy Overview (PDF)

For Program Directors, precollege.rutgers.edu can be used as a free and centralized online resource to promote your programs to parents and students currently attending elementary, middle or high school. To add your program's information to the Rutgers K-12 Pre-college directory, please click here.