• Any event, operation or endeavor operated, conducted, or organized by any unit/organization that is supported or affiliated with the UAB or occurring on UAB property that includes individuals under the age of 18 who are not currently enrolled as students at UAB.
• Events or programs where parent/guardians are not expected to be responsible for care, custody, or control of their children
• Research laboratories or projects who have individuals under the age of 18 working, shadowing or volunteering

• When parents or guardians will not be present
• When a person is directly responsible for a child
• When a person has authority over children
• When a person handles disciplinary measures of children

Individuals with care, custody or responsibility/control of children during activities or programs including children must successfully complete the required annual background checks and social media check before any interaction with children.

If a background check has been completed within the past 365 days, it will not be necessary to submit another.

Background checks cover national, state, and county levels, including a sex offender and domestic violence check.

Social Media Checks will look at content matched to the candidate’s digital profiles found on platforms such as Facebook, Instagram, and TikTok as well as other online public forums. The content will be reviewed and flagged ONLY for the following: Potentially Unlawful Activity, Potentially Violent Behavior, Potential Expressions of Racism and/or Demonstrations of Intolerance, Sexually Explicit Material.

Each department, school, unit or contractor is responsible for the costs of the background checks. Cost of the reports are based off the rates that each state, city and county charges and how many place the individual has lived.

The average cost has been $80 per individual.

For those activities or programs that charge a participant fee, the fee must be sufficient enough to cover the cost of the background checks.

It is the event point of contact’s responsibility to ensure that all staff/volunteers have met the requirements of the policy.

• Submitting both the Child Protection Program Registration and the Staff Registrations
• Ensuring that a safe transportation plan is in place explaining how the children will be transported to and from the event location. this plan must include a sign in process. parents and guardians must provide identification during the sign out process
• Ensuring that a residential plan is in place explaining how and when the children will be monitored for any overnight stays - and who will be responsible for the overnight monitoring (if applicable)
• Ensuring that an emergency plan is in place, including guidelines for weather emergencies and for communicating and responding to emergency notifications
• Ensuring adequate communication with parents (i.e. parent packages) including but not limited to emergency contact information and any relevant medical forms
• Securing reasonable accommodations for children with disabilities if needed

General Insurance Requirements

Unless adjusted or waived by the University, outside non-University organizations and individuals must obtain and maintain in force for the duration of the event or activity the following insurance coverages: Commercial General Liability (“CGL”)

• Each Occurrence – Premises/Operations & Personal Injury: $1,000,000
• General Aggregate: $2,000,000
• Fire Damage Liability: $100,000

Sexual Abuse/Molestation

(Required for Youth Programs or Activities conducted by Third Party Entities)

• Each Occurrence: $1,000,000

The policies must be issued by an insurance company licensed in the State of Alabama carrying a minimum A.M. Best’s rating of A- VII.

Certificates of Insurance

The University must receive a Certificate of Insurance prior to the scheduled event which shows coverage for all of the above insurance requirements. The name of the insured on the certificate should match your legal name shown on the youth protection registration form and your permissive use agreement.

The certificate of insurance must include the following language:

The Board of Trustees of the University of Alabama at Birmingham, its individual trustees, officers, directors, employees, agents and representatives are included as an additional insured as respect to the Commercial General Liability policy. Unless precluded by law, all policies waive the right to recovery or subrogation against the Board of Trustees of the University of Alabama at Birmingham, its individual trustees, officers, directors, employees, agents and representatives.

Other Coverages

Depending on the situation, the UAB Compliance office may require evidence of commercial auto insurance, workers compensation or other coverages. In such cases, these additional requirements will be communicated in writing by the University Compliance Office.

Individuals violating this UAB policy or the requirements will be held accountable for their actions, which may include, but are not limited to:

• Volunteers are subject to reprimand or loss of volunteer status;
• Students are subject to the Code of Student Conduct;
• Faculty, staff and student employees are subject to corrective action up to and including termination;
• Unit level sanctions, and;
• Third-party providers are subject to punitive actions under the terms of their contract agreement, up to and including termination of contract

Site visits may be coordinated by the Office of the Senior Vice-President for Finance and Administration. Colleges, units, and individuals must participate in site visits as required.

Third parties must not hold themselves out to be, or give the appearance of, being an agent, servant, or employee of UAB.