Student clubs that host single day or semester long programs on-campus, off-campus or virtually with minors under 18 are required to follow Policy 811, University Programs or Activities Involving Minors. This policy also applies to student clubs that volunteer for programs where the primary audience is minors under 18. Not sure if your program falls under this policy? Contact Joanne Baptista, Assistant Director, Youth Protection and Compliance, at youthprotection@rice.edu.

In order to host a successful program for minors, please review the below guidelines:

• If the event/program will involve minors under 18, please review Policy 811, University Programs or Activities Involving Minors.
• At least six weeks before the event, contact the Assistant Director, Youth Protection and Compliance, to schedule a meeting to discuss the Minors Compliance System Registration Form and requirements for hosting a program with minors under 18.
• At least four weeks before, register the event/program in the Minors Compliance System if minors under 18 will be attending without their parents. Please be sure to include the name of the club sponsor in this form.
• At least three weeks before, ensure all adults supervising/mentoring minor participants under 18 during this program are added to the authorized adult list in the Minors Compliance System.
• At least one week before, ensure all adults supervising/mentoring minor participants under 18 have completed the necessary compliance requirements (background check, training, code of conduct) in the Minors Compliance System.
• On the day of the event, ensure all minor participants under 18 turn in a completed waiver (can be accessed on the Resources page). Also ensure that only compliant adults are supervising/mentoring minor participants during the program.

If registration and compliance items are not met before the program, your club is at risk of not being able to host future programs for minors.