BU Camp, Conference, and Event Requirements

Thank you for scheduling your event at Bloomsburg University of Pennsylvania. Local policy requires all program employees or volunteers to successfully complete –OR– certify compliance with the Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal Record Check, and FBI Federal Criminal History Record.

The event Program Administrator or Program Liaison is responsible for appropriate document submission as described in the Required Documentation section below.

Required Deadlines

All documentation must be submitted thirty (30) days prior to the event start date per Bloomsburg University’s Background Screening, Protection of Minors, Volunteerism Policy.

Event Cancellation

Events not in compliance with required documentation thirty (30) days prior to the event start date. Events not in compliance are subject to cancellation by the university.

Important Definitions

Authorized Adults: Individuals, paid or unpaid, who may have direct contact, interact with, treat, supervise, chaperone, or otherwise oversee minors. This includes all employees, but is not limited to, faculty, staff, coaches, volunteers, graduate and undergraduate students, interns, employees of temporary employment agencies, and contractors. Roles of authorized adults or program staff include, but are not limited to, positions as counselors, chaperones, coaches, instructors, health care providers, and outside providers conducting programs in leased facilities. This definition does not include temporary guest speakers, presenters, or other individuals who have no direct contact with program participants other than short-term activities supervised by program staff; or fellow students whose only role is as a participant in the education, services, or program offered.

Minor (Child): A person under 18 years of age. Minors may be enrolled undergraduate/graduate students; students "dually enrolled" with the university and in elementary, middle, or high school; employees; or participants in program activities.

Background Clearance Compliance Contacts

Bloomsburg University Compliance Coordinator: hrclearances@bloomu.edu

Bloomsburg University Compliance Requirements: Ms. Tanya Bombicca

Required Steps and Documentation

1. REGISTER THE EVENT: Program Administrators are responsible to register all events through the Registry. After scheduling the event through the Event Management System (EMS), the Program Administrator will receive an email requesting they answer a set of electronic questions to describe the event and determine compliance requirements. Completion of these questions satisfies event registration requirements.

    a. For any event that is not scheduled using the Event Management System (EMS) an electronic Minors Participation Event Certification form must be completed. The Program Administrator must complete this upon requesting event space and prior to the event.

GENERAL PUBLIC EVENT status may be granted by Human Resources for "general public" events. If directed through the registry questionnaire process or by your scheduling or HR contact, please complete the General Public Event Request. Human Resources will make a final determination once the request is submitted.

2. REGISTER AUTHORIZED ADULTS: The Program Administrator must submit the required documents for program authorized adults. Authorized adults may be official employees, volunteers or interns of Bloomsburg University or program employees or volunteers and must be listed on the List of Participating Adults (LPA) and/or in the participant section of the Registry. Please include ALL potential Authorized Adults. Once submitted, compliance status for adults listed on your LPA will be reviewed and you will be notified of the status within one week.

Official BU Employee or Volunteer: All official employees or volunteers of the university must have a complete set of background clearances as defined in PRP 2410. The Bloomsburg University Program Administrator will provide the following compliance documents to Human Resources for all official employees and volunteers:

External Employee or Volunteer: The Program Liaison for each external group, must submit the following documents for authorized adults that are NOT official employees and volunteers of the university:

3. FOLLOW THE PROGRAM ADMINISTRATORS GUIDE: A Program Administrators Guide for INTERNAL Program Administrators, including an event checklist, has been developed for assistance with the event process. It is important for Program Administrators to review this guide. Program documentation in addition to the background clearance documents is required per PRP 2410 for a retention period of seven (7) years.

    Required consent forms (parental, medical, photo/video) and orientation materials must be submitted electronically through the Registry by the Program Administrator.