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Handbook of Operating Procedures
Chapter 9 - General Provisions
Publication Date: January 27, 2015
Responsible Executive: VP for Business Affairs


9.13 Minor Children on Campus


I. POLICY STATEMENT


The University of Texas at San Antonio (UTSA) values its employees and recognizes the importance that families fulfill in their lives. The following policy outlines the circumstances under which it is appropriate to bring non-student, minor children to campus. The guidelines are intended to foster respect for the needs of all parties impacted by the presence of non-student, minor children on the campus.


II. RATIONALE


In order to insure that the normal business and academic functions of the University are not impaired and the safety of all minor children on campus is provided for, it is necessary to establish requirements governing the presence of minor children on the UTSA campuses.


III. SCOPE


This policy applies to all faculty, staff, and students. 


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter9/9-13.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents' Rules & Regulations

  1. UTSA HOP policy 2.44, Minors in Laboratories or Similar Facilities
  2. University Center Operations Manual 3.10 Unsupervised Children

VI. CONTACTS


If you have any questions about HOP policy 9.13, Minor Children on Campus, contact the following office:

Human Resource Department Employee Relations
210-458-7891


VII. DEFINITIONS


Minor Child(ren): For the purpose of this policy a minor child(ren) is a child under the age of 18 and is not enrolled as a student or sponsored program at UTSA.

Campus: Campus is defined as any property owned or leased by The University of Texas at San Antonio. 

University Program: Any UTSA sponsored program approved to utilize UTSA facilities.

Responsible Adult: Any faculty, staff or student who has responsibility for a minor child(ren) while on any University property regardless of the relationship to the child(ren).


VIII. RESPONSIBILITIES


  1. Responsible Adult
    1. Supervises minor child(ren) on UTSA campuses and not leave them in the custody of another University employee or student, even for brief periods of time.
    2. Supervises minor child(ren) who are participating in a University program.
    3. Is accountable for all aspects of the child(ren)’s behavior, safety, and is financially responsible for any damages caused by the child(ren). 
    4. Makes the proper arrangements for regular childcare while at work or in class.

IX. PROCEDURES


  1. General
    1. In general, the UTSA campuses are not an appropriate place for non-student, minor child(ren) to be present on a frequent or continuing basis.  Although the University strives to be a family-friendly environment, it is not appropriate to bring children to the workplace or classroom as a substitute for making arrangements for regular childcare while at work or in class.
    2. Minor child(ren) who have an illness that prevents or would prevent them from being accepted by a regular daycare provider, or school, should never be brought to campus.
    3. Responsible adults may be asked to remove the minor child(ren) from the campus at any time.
    4. In the event of an emergency, parent employees or students may have minor child(ren) present in the workplace or classroom for brief periods of time, as determined by the supervisor or faculty member, provided they have obtained the immediate supervisor’s or faculty member’s prior approval. Emergencies should be infrequent.
  2. Exceptions
    1. Minors who are enrolled as students at UTSA.
    2. Non-student, minor child(ren) enrolled in UTSA sponsored activities or programs.
    3. Brief visits, an employee brings his/her child, grandchild or other minor relative to the workplace to introduce the child to co-workers as long as it does not create a distraction or disruption to normal business operations.
    4. Special occasions that are employer-sanctioned (i.e. award ceremonies), scheduled during the regular work day and where attendance by children is encouraged.  Special occasions scheduled during the normal work day should be coordinated with and approved by the employee’s supervisor. The employee’s schedule for the special occasion may need to be adjusted to take the child’s presence and/or needs into consideration.
  3. Significant Safety Hazard Areas
    1. Minor child(ren) twelve (12) years of age and younger, not participating in UTSA sponsored programs are prohibited from laboratories and other areas where significant potential safety hazards and liabilities exist and where strict safety precautions are required. These areas might include but not be limited to storage rooms, equipment rooms and certain athletic facilities such as training rooms, courts, fountains, swimming pools and playing fields. For more detailed information regarding minors in laboratories please see HOP policy 2.44, Minors in Laboratories or Similar Facilities.
    2. Minor child(ren) are not allowed in any hazardous work area, or where their presence may put the safety of others in jeopardy including but not limited to workshops or power plants.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


None


XII. APPENDIX


None