Frequently Asked Questions

What is a Covered Program Administrator (CPA)?

A University Community Member or a member of a University-affiliated organization, who has oversight and responsibility for a Covered Program and is the primary contact for the Covered Program.

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What is the difference between a University Community Member and a (non-UH) Volunteer?

A UH Community Member is defined as:

  1. An officer or other University official;
  2. A staff member or employee of the University or University-affiliated organizations (defined below);
  3. A University student;
  4. A University faculty member, including lecturers;
  5. A University academic appointee whether paid or unpaid (including post-doctoral fellows, research fellows, and teaching assistants); or 

A person’s status in a particular situation shall be determined by the designated Responsible Campus Official. University Community Members do not include volunteers who are non-employees.

A non-UH Volunteer is defined as any person who is not a University Community Member and who is applying for or has been deemed suitable for interacting with Covered Program Minors.  Similar to University Community Members, Non-UH Volunteers are expected to foster and maintain an appropriate and secure environment for Covered Program Minors.  This includes ensuring that Covered Program Minors are supervised by adults (including parents or guardians) at all times.

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I am a UH employee who seeks to run a creative weekend workshop for high school students that will enhance their writing skills. How would I seek authorization to set up this workshop as a Covered Program?

If this workshop includes the participation of UH Community Members as well as non-UH Volunteers, these prospective Covered Persons will need to undergo a thorough background check, as described in AP 2.202 – Background Check Process for University Community Members and Non-UH Volunteers.

Before applying to the RCO for approval of the scope, intent and logistics of the program as a CPA, complete the Fieldprint Account Set-Up Instructions and submit the completed form with the required fiscal information to the UH Office of Human Resources at honjoj@hawaii.edu.

Once confirmation has been received that the account has been set up and a Fieldprint Code received, use the code to complete the OnBase Application for a Covered Program. The application will route to the designated RCO for approval.

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I am a faculty employee setting up some evening research labs for high school students, which will be funded by RCUH and primarily staffed by RCUH employees as Covered Persons. Am I required to receive approval for these labs as a Covered Program?

Since RCUH is a University-affiliated organization, these labs would be required to be approved as a Covered Program by the designated RCO. University-affiliated organizations include the Research Corporation for the University of Hawaii (RCUH), University of Hawaii Foundation (UHF), any campus foundation, campus alumni association, campus auxiliary services corporation, and any other entity so designated by the Chancellor of each campus.

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What is a Background Check Coordinator (BCC)?

A designated individual(s) employed within the UH System Office of Human Resources responsible for conducting background checks and issuing suitability determinations for University Community Members and/or Non-UH Volunteers.

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What is a Covered Program?

Any organized event or activity that includes participants who are Covered Program Minors, and that is offered, sponsored or approved by:

  • The University, a University-affiliated organization, or a Chartered Student Organization, whether on or off University premises, or
    • A non-University organization using University facilities pursuant to a facilities use agreement, or other contractual arrangement with the University. 

Covered Programs include University on-campus child care centers and the University Laboratory School, which must have detailed policies and procedures that comply with applicable State and federal laws and regulations, and have sufficient liability coverage. 

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What is a Covered Program Minor?

A “minor” is any person under the age of 18.  For purposes of this policy, a Covered Program Minor is any person under the age of 18, who is participating in a Covered Program.  The definition of Covered Program Minor shall exclude:

  • Persons enrolled as University students or persons admitted into the University as a student who is not participating in a Covered Program
    • Minors participating in any early college or dual enrollment programs where they are only registered in regular college courses (I.e. “unsheltered”); and  
    • Persons receiving medical or dental care from the University that is open to the general public.

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What is a Covered Person?

A person who is responsible for the custody, control or supervision of minors participating in the Covered Program and who is:

  • A University Community Member;
    • A Volunteer for a Covered Program;
    • A member of a non-University organization that operates programs for minors in University facilities, where the organization is covered by an agreement like facilities use agreement with the University, and its employees, agents, and volunteers; or
    • A contractor, including an independent contractor, external consultant, worker hired through an outside employment agency, and worker employed on campus through service vendors.

If there is a question about whether a person is a “Covered Person,” in any given situation, the Responsible Campus Official or designee shall make that determination.

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If I am coordinating an off-campus UH-sponsored program at a non-UH facility, do I need to request to establish a Covered Program under the policy requirements?

Yes. If the program is UH-sponsored with a UH Covered Program Administrator and UH Community Member participants, it must be authorized as a Covered Program and is subject to the policy requirements.

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Will student assistants or student employees who work with minors need to complete the background check?

Yes. All UH-affiliated non-minors interacting with minors must go through the background check process.

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What minors are covered by this policy?

To be covered by this policy a minor must be:

  • Under the age of 18
  • Participating in a Covered Program.
  • Does NOT include admitted students even if they are under 18
  • Does NOT include early college or dual enrollment students in “non-sheltered” classes.
  • Does NOT include individuals coming to campus for medical or dental care open to the general public.

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What activities with minors are exempt from the policy?

  • Events or activities that are open to the general public, where parents/guardians/teachers are expected to provide supervision of minors, e.g., fairs, festivals, entertainment events, sporting events, youth visiting the campus on their own or simply using University facilities;
  • Official University admissions-related activities for prospective students, including alumni interviews, visits by candidates for admission and pre-enrollment services, and visits by prospective students and student athletes; however, University Community Members engaged in such activities are responsible for understanding and complying with the Guidelines for Interacting with Minors.
  • Minors who are student employees are covered by other University policies pertaining to students and employees.
  • Research protocols involving minors as human subjects, which are subject to the requirements specified by the relevant Institutional Review Board.
  • Educational activities offered to schools where teachers are expected to provide supervision of minors or other activities, e.g., field trips and campus tours by the Department of Education schools.

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If UH Community Members and non-UH Volunteers have completed a background check through another agency or organization (ie, RCUH or DOE) do they have to complete the background check process at through this Administrative Procedure?

Any Covered Person who has undergone a background check process with a Covered Program that uses the services of a third party, and whose process is consistent with this policy and Administrative Procedure AP2.202, may not need to complete a background check through the University.

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If a Covered Person is screened through fingerprinting and a background check, will they have to be rescreened if they seek to participate in another program?

Covered Persons will be re-screened, including fingerprinting, if there is a break I service for twelve (12) months or more or if new information arises regarding their background.

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