Approved: September 22, 2020
Next Scheduled Review: September 22, 2025
Rule Statement
The following rule outlines the requirements for programs for minors sponsored or facilitated by the Texas A&M Transportation Institute (TTI).
Reason for Rule
As required by policy of the Texas A&M University System (A&M System), reference System Regulation 24.01.06, to provide guidance to employees that may interact with non-employee minors in programs (mentoring, internships, student volunteer) that may or may not be associated with an official high school mentor or student-learner program. This rule also provides guidance on school student field trips to TTI public office and/or research facilities. The procedures associated with this rule, when carried out by TTI employees, will help ensure the safe and efficient accomplishment of their mentor or internship programs with minors as well as school student field trips to TTI.
Procedures and Responsibilities
- General
- Expectations and Guidelines for Employee and Minor Involvement;
- Prior to a non-employee or volunteer minor being allowed in the workplace, host employees must receive approval from their department head (division head/center director). Employees, in their official capacity, shall not supervise their own minor children. Once approval is received from the department head, host employees must complete a Request for Minors in the Workplace application form available from TTI Human Resources. The form will also include a brief job description of the tasks that the minor will be involved in/complete as well as, confirming required training course assignments and additional approvals.
- For purposes of this Rule, a host employee shall be responsible for the duties of a dedicated program director, as defined in System Regulation, 24.01.06, Programs for Minors.
- All Request for Minors in the Workplace application forms must be completed, reviewed, approved and signed by the host employee, their respective department head and submitted to TTI Human Resources for securing required background checks, confirming minor and parent/legal guardian information and signatures; then, providing final approval signature by TTI Human Resources . Information about the application process and the necessary forms can be obtained from TTI Human Resources or TTI Safety Office.
- If a minor will be participating in activities in a TTI lab or shop, all requirements located in the TAMUS Risk Management Regulation, 24.01.08, Minors in Labs must be met by the host employee and host lab/shop manager.
- Each employee working with the minor participant, the minor, and minor’s parent or legal guardian must complete the TTI Waiver of Liability and Hold Harmless Agreement (provided by TTI Human Resources), as well as the TAMUS Intern/Volunteer Waiver.
- At all times, employees must maintain professionalism and courtesy.
- Safety awareness information, specific to the work area, shall be given to all minor participants. Information should include necessary safety training for the work area, emergency exits, fire alarms, restrooms, first aid as well as areas that minors must avoid.
- Written permission from the minor’s parent or legal guardian, with copy to TTI Human Resources, must be obtained prior to the minor riding in an official vehicle. Minors riding in official vehicles with employees is highly discouraged. However, if necessary to transport the minor to an agency facility or site, then two TTI employees are required to accompany the minor in a vehicle.
- Employees will not drink alcohol, smoke, vape or use tobacco products when in the presence of minors and will adhere to all other TTI rules and procedures. The same applies to minor participants.
- Employees will conduct, as feasible, all involvement with minors in a public environment, being aware of all actions and statements that can be misunderstood or manipulated.
- As indicated in TTI’s Visitor Safety Program, prior written consent of a parent or legal guardian is required for a minor to be allowed access to areas where hazardous materials or operations are present with copy to TTI Human Resources.
- Personal identifiable information regarding the minors (to include name, age, contact information, photographs, etc.), may not be shared without the minor’s parent or legal guardian’s written consent with copy to TTI Human Resources.
- TTI’s Programs for Minors Rule provides guidance on, but is not limited to, the following requirements of System Regulation, 24.01.06, Programs for Minors;
- Prohibition of communication, including by social media, between minors and counselors outside of official communications of the program for minors;
- Communication, including through social media, between employees and minors outside of official communications pertaining to the program, is prohibited.
- Retention of health information will be maintained by the TTI Human Resources office to ensure confidentiality requirements are maintained.
- Risk assessment procedure to review and mitigate risks associated with the operation of the program for minors;
- An A&M System Risk Management and Insurance Matrix will be completed by the host employee/department.
- Job description references for directors/counselors involved in the operation of the program for minors (including a minor/host employee ratio of no more than 2 minors to 1 host employee) will be included in the approval request generated by the host employee
- Provision for making reasonable accommodations for minors with special needs;
- Each program involving minors must establish a set of standards for accommodating minors with special needs. These will include, but are not limited to, the modifications of policies, practices and procedures, effective communication prior to and during the program involving minors, and the removal of physical or communication barriers to programs. Host employees must provide ample time for participants to disclose any accommodations they may need during their time with TTI. Host employees will provide TTI Human Resources information for the identification of reasonable accommodations.
- Requirement for the completion of a Waiver, Indemnification and Medical Release Form for each participant;
- Each minor participant must complete the A&M System Waiver, Indemnification and Medical Release Form prior to their participation in activities with TTI employees.
- Prohibition of communication, including by social media, between minors and counselors outside of official communications of the program for minors;
- Expectations and Guidelines for Employee and Minor Involvement;
- Training
- TTI host employees participating in programs involving minors must complete the A&M System online Child Protection Training assigned by TTI Human Resources and administered through TrainTraq. Host employees must pass the course with a score of 100% every two years, or as needed.
- Acknowledgement of completion will be maintained in the TrainTraq database and can be obtained through TTI Human Resources.
- Background Screening
- Criminal conviction and sex offender background checks are required annually for all individuals in positions involving contact with minors. TTI Human Resources will conduct these checks in accordance with System Regulation and the results will determine if the TTI employee is qualified/disqualified from mentoring or participating in an internship program involving minors.
- Medication Dispensing
- Procedures on the distribution and security of medicine;
- TTI host employees must provide and receive an Authorization for Dispensing Medication form. This form expires one year after the origin date. The minor participant’s parent or guardian may not authorize administering medication (prescription and/or over the counter) in excess as to what is clearly written on the medication’s label or otherwise directed by the minor’s physician. Parent or guardian authorization is not required for administering a medication to prevent the death or serious injury of the minor, provided the medication is administered as prescribed or directed by a physician or emergency response personnel.
- TTI host employees may choose not to administer any medications, but the parent or guardians must be notified prior to the commencement of the program.
- Medication must only be dispensed from its original container to the minor.
- Over the counter medication must be labeled with the minor’s name along with the Authorization for Dispensing Medication.
- When a TTI host employee administers the medication, they must record the full name of the participant, name of medication, date and time the medication was given and full name of TTI employee that administered the medication on the Authorization for Dispensing Medication.
- Medication must be stored out of reach of the minor and other employees or locked away (refrigerated if required) in a way that does not contaminate food.
- Unused medication will be returned to the minor’s parent/ legal guardian.
- Procedures on the distribution and security of medicine;
- Insurance
- Requirement to purchase general liability and accident medical coverage through The A&M System Risk Management insurance program or validation that insurance provided by third-party programs is equivalent in limits and coverage to the A&M System program;
- General liability and accident medical coverage may be required to be purchased through the TAMUS Office of Risk Management insurance program.
- Requirement to purchase general liability and accident medical coverage through The A&M System Risk Management insurance program or validation that insurance provided by third-party programs is equivalent in limits and coverage to the A&M System program;
- Incident or Accident Reporting
- Requirement for reporting incidents or accidents involving TTI employees and minor participant;
- Any incident involving minor to major physical injury of a TTI employee or minor participant, behavioral issues among employees or minor participants, medical facility visits or medication disbursement, must be immediately reported to TTI Human Resources following the incident.
- If it is believed that a minor’s physical or mental health or welfare has been adversely affected by abuse or neglect by any person, the TTI employee shall immediately notify their supervisor and Human Resources so they can make a report to local law enforcement. This legal requirement will be communicated to all employees involved in the Programs for Minors.
- Any incident involving reported suspected abuse/molestation of minors must be immediately reported to TTI Human Resources or TTI Safety Office (who will then engage Human Resources).
- Requirement for reporting incidents or accidents involving TTI employees and minor participant;
- Network and Information Systems Access
- Provision for network and information systems access;
- In order for the minor participant to have access to TTI network and information systems, the TTI host employee and minor will need to complete an Intern/Volunteer Waiver and submit it to TTI Human Resources. The minor’s host employee will then request an Affiliate/Guest User Account Request to be submitted to TTI Network and Information Systems. Use of an Affiliate/Guest User account also requires that the Texas A&M University Information Security Awareness Training course, assigned by TTI Human Resources and administered through TrainTraq, must be completed before the account can be granted.
- Provision for network and information systems access;
- School Student Field Trips to TTI
- Per instruction and agreement with A&M System Office of Risk Management, field trips are neither camps, programs, nor tours sponsored by TTI. They are school field trips to TTI public office and research buildings much like a field trip to a public park, library, etc. The participants do not have access to potentially elevated risk levels such as hazardous chemicals, substances or activities. Field trips are sponsored, facilitated and chaperoned by local schools.
- The sponsoring school is responsible for:
- Student waiver/release forms.
- Chaperones (usually teachers and parent/guardians from that school/district) that wear school/district IDs.
- Maintaining headcounts of students and chaperones.
- Student disciplinary actions.
- Student medication dispensing.
- Transportation of students, school employees and chaperones;
- School buses stop at the door to the building to ensure students are not crossing streets or parking lots.
- School buses are allowed to park in the TTI parking lots in an agreed upon location.
- TTI provides the following:
- TTI employees as facilitators and/or speakers. They are always in the presence of school adult chaperones when minors are present. Employees are not to be alone with minors.
- Chaperoned access to TTI public office and research buildings and approved areas of lab/shop buildings or research sites.
- Access to parking lot at buildings.
- TTI Point of Contact (POC) that helps facilitate the visit with the school/district. The POC also coordinates details such as, but not limited to;
- Reserves TTI rooms and advises on room configuration.
- Advises of bus parking location or other needs.
- Provides notice of visits and any related itinerary information (hours present, buildings/rooms used, etc.).
- Ensures building proctor has above information for building-wide email advising of school student presence on site.
Related Statutes, Policies, or Requirements
- System Regulation, 24.01.06, Programs for Minors
- System Regulation, 24.01.08, Minors in Labs
- U. S. Department of Labor, Wage and Hour Division. Child Labor Bulletin 101 WH-1330, Revised February 2013
- Texas Workforce Commission. Texas Child Labor Law. December 2, 2016
Appendix
- A&M System Risk Assessment Matrix for Use with Programs for Minors
- A&M System Waiver, Indemnification, and Medical Treatment Authorization Form
- Texas Department of Family and Protective Services Authorization for Dispensing Medication
Contact Office
TTI Safety Office
(979) 317-2100