Minors on Campus Procedures

Requirements for Working with Minors on Campus

1. All VCC employees or students who are responsible for Supervising Minors on campus must complete a Criminal Record Check.


2. Supervising Minors on Campus is voluntary. Employees who do not wish to complete a Criminal Record Check will not be eligible to lead or participate in College-Related Activities where direct contact and supervision of Minors is expected.


3. Responsible Administrators must verify that all personnel working directly with Minors have completed and passed a Criminal Record Check.  


4. VCC employees who have a Minor Enrolled as a Student in a regular College Program, including sampler, access or dual-credit programs, are not required to complete a Criminal Record Check. If the Program takes place at a secondary school the School District may require a College Employee to complete a Criminal Record Check at which point an Employee may either complete the check or elect not to teach the course. 


5. Student service Employees who are supporting a Minor Enrolled as a Student are not required to complete a Criminal Record Check, unless otherwise required by an applicable licensing body. 


6. All Employee Criminal Record Check records will be stored by People Services and retained in compliance with VCC's Records Retention Schedule.  


7. Any VCC student who will be working with Minors on or off campus as part of a practicum placement is required by law to complete a Criminal Record Check. The Registrar's Office maintains all records for Criminal Record Checks undertaken by Students.

All Minors

8. Minors participating in a College-Related Activity on campus may access designated campus facilities, but may be restricted from certain areas or equipment as necessary.


9. Written consent and liability waivers must be obtained for all Participants in a College-Related Activity.


10. College-Related Activities involving Minors must have clear emergency procedures, including medical response plans, lost child procedures, and emergency contact information. The Responsible Administrator, or designate, must ensure Minors on campus are aware of these procedures.


11. The Responsible Administrator will make every reasonable effort to create College-Related Activities that are as accessible as possible and free of barriers to entry to ensure Participants are not barred from the activities based on their accessibility needs.


12. Minors who are Participants in a College-Related Activity are not eligible to access College support services. If appropriate, the Responsible Administrator will connect Participants' legal guardians with community resources if additional support is required.

Minors under the age of 13

13. Except as otherwise authorized by the College, minors under the age of 13 must be Supervised at all times by a Responsible Adult while present on campus.


14. Minors under the age of 13 who are Participants in a College-Related Activity will only be Supervised by an Authorized Adult.


15. Responsible Administrators, or their designate, must implement a structured check-in and check-out process which guarantees only a Minor's parent or guardian, or another pre-identified Responsible Adult, can sign out a Minor under the age of 13.


16. Where a Minor under 13's conduct is disruptive to the working or learning environment, but where they are under the Supervision of a Responsible Adult, any corrective instruction from College employees should be directed to the Responsible Adult. Where the Responsible Adult does not comply with and Employee's direction, the Employee should contact VCC Campus Security. 


17. Where a disruptive Minor under 13 is not Supervised by a Responsible Adult College Employees should follow the procedures for Unaccompanied Minors.   

Minors aged 13-19

18. Minors aged 13-18 not participating in a College-Related Activity may have limited use of College facilities that are open to the public (e.g. Cafeteria, Library) unless their behaviour becomes disruptive to the learning or working environment.


19. Minors aged 13-19 may attend events on Campus that are open to the public without Supervision (e.g. concerts, program site tours, information sessions).


20. Minors aged 13-18 whose conduct is disruptive to the learning or work environment may be directed by College employees to leave campus. Security guards should be called when Minors disregard the direction of College employees. 

Minors in Offices/Work Areas

21. Where the Minors are related to VCC staff, the parent or guardian is responsible for the actions and behaviours of the Minor. The employee isresponsible for removing the children from College offices and work areas if they are disruptive.


22. Minors should not be in work areas in which heavy machinery, hazardous materials, or dangerous items which require specific training (e.g. knives, open flames) are present, unless they are participating in a College-Related Activity in those spaces and have received training from a College Employee on safe handling of the equipment, materials, or items.

Unaccompanied Minors

23. College employees who encounter Unaccompanied Minors on campus should offer to assist them. Staff should do so in pairs, where possible.


24. College employees should enquire about an Unaccompanied Minor's purpose on campus and, if they are participating in a College-Related Activity, assist them with finding their group or Authorized Adult.


25. When College employees have identified that a child is an Unaccompanied Minor they should not leave them alone until they are either Supervised by a Responsible Adult, or have been reunited with their parent or guardian.


26. College employees who encounter Unaccompanied Minors who appear distressed and are separated from their parent or guardian must contact VCC Campus Security. Campus Security will inform the Department of Safety, Security, Risk and Privacy. VCC employees can assist with locating the Minor's guardians.


27. If there is an immediate danger to the Unaccompanied Minor, College employees must call 911.


28. If no parent or guardian is located after four hours, the representative of the Department of Safety, Security, Risk and Privacy will contact Child Protection Services.