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Programs Serving Minors & Youth

All programs and activities that involve minors (who are not enrolled at SSU) on campus must register with the Programs Serving Minors (PMS) office prior to inviting youth onto the campus. This applies to programs and/or activities offered by various academic or administrative units of the university, or by non-university groups using university facilities. This includes but is not limited to workshops, sport camps, academic camps, conferences and similar activities.

Program/Activity Directors and all staff and volunteers working with youth (minors) in the program must complete the background check and training for PSM.  Coordinators/Director must also conduct an orientation detailing the PSM Code of Conduct and SSU harassment policy with the program/activity staff during the regular orientation. The Program/Activity Director must also reiterate requirements and processes for reporting incidence or observations related to child abused or neglected. Additional forms or guidelines may be required based on type of program/activity.

Registering Programs Serving Non-Student Minors

All Programs Serving Minors activities are required to follow the guidelines established by the University System of Georgia for any event with participants that are primarily engaging non-enrolled minors on a campus. This summary details the registration and operations process for such programs at Savannah State University.

Activity Registration Summary

The Program/Activity Director will use the PSM Registration Link  to register the program and upload all required forms and documentation.  The registration portal also includes are required forms and additional reference materials for keeping minors safe on campus. forms are included in the . 

All required documents must be uploaded into the registration portal before a program can be reviewed and approved.

Events Sponsored By SSU Units and Programs

SSU Units sponsoring a PSM activity must first discuss and review the program with the department or division supervisor. Once approved, the unit must complete the PSM registration prior to reserving space for the event.  Campus units are also required to complete PSM registration for events off campus and/or events co-sponsored with other entities. 

  1. The primary coordinator (Program/Activity Director) for the program will complete the Program/Activity Director Statement of Understanding and Agreement form.
  2. Each staff/volunteer must complete the Child Abuse and Neglect Training and provide the Program/Activity Directory a copy of their certification. If the staff/volunteer completed another approved comprehensive training they will need to provide the certificate for that training.
  3. A background check reviewing criminality and sex offender registry must be completed for each staff/volunteer working with the program. Events sponsored by SSU Units must complete background checks using the Supplement A (PSM) and submit to the SSU Human Resources Department allowing up to 10 days for review and results. 
  4. Each staff/volunteer must review and sign the Code of Conduct Form and submit to the Program/Activity Director.
  5. The Program/Activity Director will upload all certifications of completion into the PSM Registration Portal.
  6. During the programs initial training/orientation for the program/activity staff and volunteers, the Program/Activity Director must discuss the programs measures to comply with the PSM Statement of Understanding and Agreement, the PSM Code of Conduct, the child abuse/neglect reporting requirements (as detailed in the training) along with the University policy on sexual harassment (https://www.savannahstate.edu/title-ix/), and the programs risk management protocols to protect minors. All staff/volunteers must complete this portion of the program orientation.
  7. Upload a blank copy of the program participants application and a blank copy of any forms or waivers the participants are required to sign/submit. (Additional participant forms may be required for medical permission and media)
  8. Programs that employ minors, must consult SSU Human Resources regarding additional requirements for hiring minors.
  9. Record Retention: Program/Activity Directors must maintain child and  youth participant records for three (3) years after the participant turns 18 years old. This includes, but is not limited to, applications, enrollment records, progress reports and assessments, immunization records, parental consent forms, activity records, lists of attendees, etc.

Events Sponsored Third-Party (Independent of SSU Collaborations)

Non-SSU entities and entities not working in collaboration with an SSU Unit attempting to sponsor an event that will involve minors must first complete the SSU PSM Registration and receive certificate of completion from the PSM  Office.  External entities must verify that all participants have completed training for working with minors and mandatory reporting, all staff/volunteers have completed background checks, all staff/volunteers must complete the PSM Code of Conduct agreement, and upload supporting documentation using the SSU PSM Registration Portal.

  1. The primary coordinator (Program/Activity Director) for the program will complete the Program/Activity Director Statement of Understanding and Agreement form.
  2. Each staff/volunteer must complete related to child abuse and neglect, mandated reporting, and addressing risks for programs serving minors. Programs may use the ProSolutions Child Abuse and Neglect Training for staff/volunteers who have not completed related training. Program/Activity Directors should request proof of training for their records.
  3. Events that are not sponsored by an SSU Unit must complete independent "Person of Trust" background checks through the sponsoring agency or reputable 3rd party (i.e. school system, local sheriff's office, background checking agency) and submit the verification form confirming that all staff/volunteers using the “Non SSU Program - Background Checks Certification” form.
  4. Each staff/volunteer must review and sign the Code of Conduct Form and submit to the Program/Activity Director.
  5. The Program/Activity Director will upload all certifications of completion into the PSM Registration Portal.
  6. During the programs initial training/orientation for the program/activity staff and volunteers, the Program/Activity Director must discuss the programs measures to comply with the PSM Statement of Understanding and Agreement, the PSM Code of Conduct, the child abuse/neglect reporting requirements (as detailed in the training) along with the University policy on sexual harassment (https://www.savannahstate.edu/title-ix/), and the programs risk management protocols to protect minors. All staff/volunteers must complete this portion of the program orientation.
  7. Upload a blank copy of the program participants application and a blank copy of any forms or waivers the participants are required to sign/submit. (Additional participant forms may be required for medical permission and media)
  8. Programs that employ minors, must follow all state and federal requirements regarding the employment and safety of minors in the workplace.
  9. Record Retention: Program/Activity Directors must maintain child and  youth participant records for three (3) years after the participant turns 18 years old. This includes, but is not limited to, applications, enrollment records, progress reports and assessments, immunization records, parental consent forms, activity records, lists of attendees, etc.

Reporting Incidents

Report any and all incidents involving minors related to neglect, abuse, sexual assault, or mistreatment immediately to BOTH of the following contacts, as they are the parties responsible for investigating these issues:

Reserving Space on Campus

Please see the SSU Events Management page for additional information related to reserving space on campus after registering a PSM event/activity. 

Contact Information

For additional information or assistance regarding SSU Programs Serving Minors, contact

Phone: 912-358-3128
Email: dawsons@savannahstate.edu

For additional information regarding related University System of Georgia policies and requirements, please see the USG Programs Serving Minors page.