I. Scope
This policy applies to all George Mason University employees, students, volunteers, independent contractors, and external organizations that interact with Minors in university-operated programs or activities, or on university-owned or controlled property.
This policy does not apply to general public events, or minors who are in the custodial care of their parent, guardian, or other non-George Mason affiliated adult responsible for their care and custody (e.g., a teacher or coach); admitted and matriculated as a student at the university; employed by or volunteering at the university; or, participating in activities that have been given Institutional Review Board approval.
II. Policy Statement
All Programs are required to comply with the requirements of this policy, the associated procedures, and all other applicable university policies.
III. Definitions
Abuse or Neglect of Minors: has the same meaning as defined in the Code of Virginia, §63.2-100.
External Program: means a Program that is an External Event as defined in University Policy 1103, (e.g., any Event that is not an Internal Event).
Internal Program: means a Program that is an Internal Event as defined in University Policy 1103 (e.g. scheduled and organized solely by a University Client, branded solely as an Event of the University, and that is related to the educational mission of the University or University business).
Minor: means a person under 18 years of age.
Program: means an event or activity attended by Minors offered by the university, or by a non-university group, on university-owned or controlled property, during which Program Staff may be in custodial care of a Minor. This includes, but is not limited to, workshops, services, camps, conferences, seminars, campus visits, and similar activities.
Program Administrator: means the person(s) who has primary and direct operational responsibility for managing a Program. Each Program must have a designated Program Administrator.
Program Staff: means individuals who interact with, supervise, chaperone, or otherwise oversee Minors during Program activities. This includes, but is not limited to, employees, volunteers, students, and independent contractors.
IV. Compliance
A. Operational Risk Management is responsible for enforcing this policy and associated procedures.
B. Program Administrators are responsible for ensuring Programs and personnel under their supervision comply with this policy, the associated procedures, and all other applicable university policies, procedures, or requirements for Programs.
C. Program Staff must comply with this policy, the associated procedures, and all other applicable university policies, procedures, or requirements for Programs.
D. All Internal Programs are required to be registered and approved by the university no less than three months before the Program start date. Following registration, all Internal Programs must comply with the requirements described in the Procedures. The university reserves the right to not approve registration or cancel registration of any Program, for reasons including but not limited to, current or past failures to comply with the requirements of this policy, associated procedures, and other applicable university policies, procedures, or requirements for Programs.
E. All External Programs must reserve space through university Events, have an executed Space Use Agreement with the university, and must follow the requirements of that agreement. The university reserves the right to cancel any External Program, for reasons including but not limited to, violations of the Space Use Agreement, current or past failures to comply with the requirements of this policy, associated procedures, and other applicable university policies, procedures, or requirements for Programs.
F. All university employees and Program Staff must immediately report suspected instances of Abuse or Neglect of Minors to the Program Administrator, University Police, the Title IX Office, and/or Employee Relations and to the Virginia Child Abuse and Neglect Hotline or the local office of the Department of Social Services.
G. All Programs must comply with the required supervision ratios as stated in the Procedures. Absent an emergency situation, a Program Staff shall not be alone with a minor unless necessary for the administration of the Program and with consent of the minor’s parent/guardian. Any non-emergency one on one interaction with a minor must be held in a public area or space where the interaction can be observed by others (e.g., room with door open or common area).
H. Program Staff younger than 18 may be employed or volunteer if all State and Federal laws are followed.
I. Program Administrators must ensure that Program Staff, who may be in custodial care of Minors, have undergone the required training listed in the Procedures prior to their employment/volunteering with the Program. Training should be completed at least annually and may differ based on role. The Program Administrator must keep records of training completion and may be asked to submit the records to Operational Risk Management.
J. Internal Program Administrators must ensure that Program Staff have completed a criminal background check prior to participating in Programs and comply with University Policy 2221: Background Investigations and associated procedures.
K. It is the responsibility of the External Program to conduct background checks using a qualified vendor. The university reserves the right to, but is not required to, audit background checks performed by the External Program and reject any background checks that are not sufficiently rigorous.
L. Only Tier II or Tier III RSOs (as defined by University Life) may run or host Programs involving Minors. For Programs run or hosted by registered student organizations, the Program Administrator must be either an advisor (for Tier II RSO) or an organization officer (for Tier III RSO). Programs run or hosted by an RSO are not University events and the university is not responsible for the conduct of university students who are in the custody or control of minors. RSO run Programs must comply with the requirements of this policy, associated procedures, and other applicable university policies, procedures, or requirements for Programs.
M. Sanctions for violations of this policy may include suspension, dismissal, termination, and where appropriate, exclusion from campus. Violations of this policy may also result in the cancelation of the Program and the university not allowing the Program to occur in the future.
V. Dates
A. Effective Date:
This policy will become effective upon the date of approval by the Senior Vice President and Chief Operating Officer and the Provost and Executive Vice President.
B. Date of Most Recent Review:
September 30, 2025
VI. Timetable for Review
This policy, and any related procedures, shall be reviewed biennially.
VII. Signatures
Approved:
_______/s_______________
Julie Zobel
Senior Vice President and Chief Operating Officer
_______/s_________________
James Antony
Provost and Executive Vice President
Date Approved: January 29, 2016
Revised: August 30, 2017
Revised: June 15, 2021
Revision approved: October 20, 2025