< BACK TO RICE POLICIES

Policy Number: 811

Policy Suffix:

Protection of Minors

I. General Policy

Rice University is committed to providing a safe and secure environment for minors who visit Rice’s campus and who participate in programs operated or supported by the University. This commitment extends to all individuals involved in programs with minors - including faculty, staff, undergraduates, graduate students, volunteers, contractors, and third-party organizations and is grounded in both institutional values and compliance with applicable federal and state laws.

To promote the protection of minors, the University has established clear guidelines and minimum requirements for interactions with individuals under the age of 18 that occur on- campus, off-campus, in University facilities, or virtually. The Office of Ethics, Compliance and Enterprise Risk serves as the designated authority overseeing interactions involving minors.

This policy outlines requirements for adults who interact with minors in both formal programs and informal, recurring interactions, conducted on campus, off campus, or virtually. This policy also establishes requirements for non-university organizations that operate programs involving minors in University facilities. All contractual agreements with such entities must incorporate the University's protection requirements to ensure consistent safety practices.

II. Roles and Responsibilities

The Office of Ethics, Compliance, and Enterprise Risk serves as the primary authority responsible for overseeing the University’s youth protection program. This Office is empowered to take necessary action to safeguard minors participating in any University program or activity involving minors. Such actions may include, but are not limited to, approving program structures, reviewing or modifying contracts, prohibiting individuals from participating based on background checks or other relevant information, or limiting or suspending any program or activity that fails to comply with the requirements outlined below. The Office maintains program registration and compliance records, establishes minimum program standards and procedures, conducts periodic monitoring, and may require corrective action plans as a condition of approval or continued operation.

All Rice faculty, staff, students, volunteers, visitors, or independent contractors must immediately report to the Rice University Police Department (RUPD) any known or suspected allegation or instance of child abuse or neglect occurring at or in connection with Rice University.

Any department, office, or individual wishing to conduct a University program or activity involving minors must submit the required program registration to the Office of Ethics, Compliance and Enterprise Risk for approval. Any individuals serving as “Authorized Adults” are required to complete all compliance requirements, including a background check, mandatory training, and code of conduct acknowledgment, as outlined in this policy.

Third-party organizations and entities that operate programs or activities involving minors in University facilities must be aware of and comply with this policy.

III. Definitions

Authorized Adult - individuals, age 18 or up, who supervise, chaperone, or otherwise have ongoing or repeated direct contact with minors in a youth program or activity. Authorized Adults may be paid or unpaid by Rice and include individuals such as faculty, staff, volunteers, students, interns, independent contractors, and others who serve in roles including counselors, chaperones, coaches, mentors, instructors, or photographers. Invited guest speakers, field trip guides, or guest instructors whose interaction with minors is limited and only in the presence of an Authorized Adult, are not considered Authorized Adults. Current Rice undergraduates who are 17 can be included as Authorized Adults for day programs. For residential programs, all Authorized Adults supervising minors overnight must be at least 21 years old.

Child abuse - any act or omission that endangers a child’s physical, mental, or emotional health and/or development. This includes physical injury, emotional injury, sexual misconduct, exploitation, or exposing a child to dangerous situations.

Child neglect - the failure to provide a child with necessary care, supervision, protection, food, shelter, medical attention, or education, resulting in harm or a substantial risk of harm.

Day program - a structured educational, athletic, or enrichment program in which participants take part in scheduled daytime activities but do not remain on-site overnight.

Direct contact - any level of care, guidance, control, or supervision of minors during a youth program or activity.

Mandatory Reporter - any person with reasonable cause to believe that a child has been abused or neglected must immediately report the concern in accordance with Texas law.

Matriculated Student - a student who has been formally admitted and enrolled in Rice’s undergraduate degree program.

Minor - an individual under age eighteen (18) who is participating in a youth program in University facilities or attending a youth program off-campus or virtually operated or supported by the University. This also includes a minor hired as an employee or paid intern. This definition excludes Matriculated Students under the age of 18.

On-site Director - the individual on-site and in charge of the program operations, staff, and/or volunteers.

Program Director - the individual who owns, operates, coordinates, or supervises a youth program.

Residential program - a program in which participants live on-site, typically in campus housing, while completing the program’s required activities.

Rice-operated or supported program - a program that is organized, managed or directly supported by a Rice University department, office, student club, or individual staff member, including any activity, event, camp, course or initiative that Rice creates, administers, funds, endorses or formally partners in, whether conducted on-campus, off-campus or virtually.

Third-party organization - an individual or entity not affiliated with Rice University that operates a youth program in University facilities.

University facilities - any property that is owned, operated, leased, occupied, or controlled by Rice University. This includes, but is not limited to, all Main Campus buildings, structures, and grounds, BioScience Research Collaborative, The Ion, or Rice global campuses.

University sponsor- a benefits-eligible Rice University employee who serves as the liaison between Rice University and a third-party organization and is available in-person while the program is operating on-campus. The University sponsor is responsible for facilitating the third- party’s compliance with the requirements outlined in this policy.

Youth Program or Activity - programs, activities, or events that include a participant group made up, in whole or in part, of individuals under age 18, operated or supported by an academic, athletic, or administrative unit of the University, student organization, or third-party organization in University facilities. This includes Rice University programs offered on-campus, off-campus, or virtually. Examples of a Youth Program or Activity include, but are not limited to, campus tours, academic or athletic camps, music lessons, mentoring activities, recruitment related activities, recreational programs, or laboratory or research internships. This term does not apply when minors are present solely as patrons of entertainment events with their parent/guardian.

IV. Elaboration of Policy

A department, office, individual, club, independent contractor or third-party organization operating a Youth Program or Activity must establish procedures and requirements that are prudent and appropriate for the activity, with specific consideration for the involvement of minors. All such procedures and requirements must comply with the following sections.

A. Meet Programmatic Requirements

The Office of Ethics, Compliance and Enterprise Risk maintains the guidelines and procedures for programs involving minors, including expectations for supervision, emergency planning, logistics, residential activities, and other essential safety practices. These guidelines are available on the Youth Protection website and included as an appendix to this policy (this appendix may be periodically updated by the Office of Ethics, Compliance and Enterprise Risk, as needed).

B. Registration in the Minors Compliance System

Registration in the online Minors Compliance System must be completed no later than 30 calendar days before the program start date. This requirement applies to all Rice operated or supported youth programs—whether held on campus, off campus, or in a virtual format—as well as any third‑party organization hosting a youth program in Rice University facilities.
Before beginning the registration process, program staff should have the following information ready

  • Program description, dates, and location
  • Estimated number of minors participating
  • List of Authorized Adults
  • Planned supervision structure
  • Emergency action plan

Providing complete and accurate information at the time of registration supports timely review and ensures the program meets all University compliance expectations.

A complete list of participants must be uploaded by the end date of the session. Failure to submit the final list will impact the compliance status of the session.

C. Requirements for Authorized Adults

Any individuals who interact with, supervise, chaperone, have direct contact or otherwise oversee minors in youth program activities must first meet the following requirements at least five days before the program begins.

  1. Background Checks

    Authorized Adults who will have direct contact with youth participants in a Rice University program or activity must successfully complete a Minors Program Background Check every two years before they may be cleared to work or participate in a Youth Program. If a criminal background check or other credible information source reveals adverse information, the individual will not be designated as an Authorized Adult, and the program director will be notified that the individual is not permitted to participate.

    Third-party organizations are required to complete their own background check every two years for all Authorized Adults who will have direct contact with youth participants during a Youth Program or Activity in Rice University facilities.

    Authorized Adults must also disclose in writing, as soon as possible, any arrests or criminal convictions occurring after their most recent background check with the Office of Ethics, Compliance and Enterprise Risk that involve minors, sex crimes, domestic violence, or felonies. These disclosures will be reviewed to determine whether the individual’s authorized status should be reconsidered.
  2. Training

    Authorized Adults must complete the Rice University Sexual Abuse and Child Molestation Awareness training and examination before they may be cleared to work or participate in a Youth Program. The training covers the signs and effects of child abuse and molestation, the various forms of abuse, and the procedures for reporting known or suspected abuse.

    To receive credit, Authorized Adults must earn a score of at least 90% on the examination. Individuals may retake the exam as needed to achieve a passing score. The training and examination must be successfully completed every two years.
  3. Code of Conduct

    Authorized Adults must review the Youth Protection Code of Conduct annually before they may be cleared to work or participate in a Youth Program. The Code of Conduct provides information on appropriate behaviors for Authorized Adults interacting with youth during a Youth Program.

D. Mandatory Reporting

Under Texas law, all Rice employees, faculty, staff, undergraduates, graduate students, volunteers, and independent contractors are Mandatory Reporters and legally required to report any instance of child abuse or neglect, whether it is witnessed, suspected, or reported. If you witness or receive a report of child abuse or neglect:

  • Remove the minor from the abusive environment. All participation in the program by a person accused or suspected of inappropriate conduct with a minor must immediately cease until the allegations have been satisfactorily resolved by the Rice University Police Department.
  • Immediately call the Rice University Police Department (RUPD) at 713-348-6000 for any on-campus, off-campus, or virtual program with minors. Provide as much information about the witnessed, suspected, or reported abuse as possible.
  • Report the situation to your supervisor, or if they are the abuser, someone in a management role.
  • Under Texas law, the program director is required to complete a report with the Texas Department of Family and Protective Services.
  • The Youth Protection Incident Report must be completed and submitted by the individual to whom the abuse was reported within 24 hours of the report to RUPD.
  • Suspected or actual wrongdoing may also be reported through the Rice University EthicsLine or by calling 866-294-4633. Reports may be submitted anonymously and confidentially and will be directed to the appropriate University official for investigation.

E. Third-Party Organizations

Third-party organizations that operate a Youth Program or Activity in any Rice University facilities fall within the scope of this policy. Third-party organizations must secure a University sponsor to operate in any Rice University facilities. These programs must be registered with the University and comply with all applicable reporting and compliance requirements. Third-party agreements will include, at a minimum, language to address compliance with mandatory reporting obligations, insurance requirements, supervision ratios, release of liability document, individual background clearances, and required training. Procedures related to third-party organizations, including sponsorship, are detailed here and linked in Section VII.

F. Participation Agreement and Release of Liability

For each minor participant, the Youth Program or Activity must obtain a Participation Agreement and Release of Liability signed by the minor’s parent or legal guardian before the minor may begin participating in the program.

G. Incident Reporting

Program Directors and Authorized Adults must report not only suspected child abuse or neglect, but also any incident or accident involving a minor that results in—or has the potential to result in—physical injury, behavioral concerns, mental health issues, or a hospital visit. These events must be documented through the online Youth Protection Incident Report submitted to the Office of Ethics, Compliance and Enterprise Risk within 24 hours of the occurrence.

H. One on one interactions

Authorized Adults must not engage in one‑on‑one interactions with minors, whether in person or in virtual environments. Youth Programs must follow the rule of three or more, meaning interactions should always include either two adults and one minor or one adult and at least two minors.

When an unavoidable one‑on‑one interaction occurs, the meeting must take place in a public or observable location, such as an open area, a room with unobstructed windows, or a space where the door can remain open. For virtual settings, a second adult must join the session whenever possible, or the minor’s parent or guardian should be invited to participate.

All interactions with minors must remain open, observable, and interruptible to ensure a safe and transparent environment.

I. Policy Enforcement and Effective Date

The Office of Ethics, Compliance and Enterprise Risk will conduct program reviews and monitor programs on a periodic basis to assess compliance with this policy, all Programmatic Requirements, and applicable University policies. Youth Programs that fail to meet required compliance standards may experience delays in program start or the removal of personnel from any role involving interaction with minors.

Compliance concerns will be escalated when individuals or departments refuse to meet the requirements of this policy. All Authorized Adults must complete every compliance requirement no later than five days before the scheduled start of an event. The Program Director is responsible for ensuring that all personnel meet these obligations. Individuals hired for ongoing or long‑term programs must be fully compliant before having any interaction with minors.

Failure to comply with this policy or its associated procedures may result in disciplinary action, consistent with relevant University policies.

This effective date of this policy is January 1, 2027. The current Policy 811, University Programs or Activities for Minors, can be found here.

V. Cross References to Related Policies

Policy 105, Emergency Management
Policy 313, Laboratory Safety Policy
Policy 802, Use of University Facilities and Scheduling Campus Events
Policy 810, Signature and Approval Authority
Policy 812, Records Management
Policy 813, Whistleblower Protection
Policy 844, Clery Act Compliance

VI. Responsible Official and Key Offices to Contact Regarding the Policy and its Implementation

Responsible Official: Vice President and General Counsel

Other Key Offices: Ethics, Compliance and Enterprise Risk; Rice University Police Department (RUPD); Emergency Management

VII. Procedures, Forms and Additional Information

Policy History

Revised

October 26, 2026

May 10, 2017

Clerical Changes

January 18, 2023

August 15, 2023

March 4, 2024

March 28, 2024

April 3, 2024

May 30, 2024

Issued

July 6, 2015