Covered Person (CP)

  • 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;
    • Non-UH 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.
  • I am a Covered Person (University of Hawaii) Community Member or Non-UH Volunteer who wishes to participate in weekend technology camps for young learners.  What information do I need to submit for review prior to my participant in the Covered Program? 
    Prospective UH Community Member/Volunteer participants must submit personally identifiable data and all applicable criminal history, which will be transmitted confidentially through OnBase for review by the BCC. After receiving this information, the BCC will conduct a fingerprinting check from FBI records, as well as a criminal history check of resources made available by the Hawai‘i Criminal Justice Data Center. If participation on a Covered Program by a UH Community Member or Volunteer requires driving, driving records will also be reviewed.

    After all data has been evaluated, the BCC will issue a determination on the prospective participant’s suitability for the Covered Program, transmitted through email.
  • I am a Covered Person (University of Hawaii) Community Member or Non-UH Volunteer participating in a Covered Program that includes minors.  What are my obligations as a Mandated Reporter?
    All persons working in a Covered Program or who have contact with Covered Program Minors, including University employees, contractors, and volunteers, are required to immediately make an oral report to at least one of the following agencies when, in their professional capacity, they have reason to believe that child abuse and/or neglect has occurred or that there exists a substantial risk that child abuse and/or neglect will occur in the reasonably foreseeable future:
    • The Department of Human Services (Child Welfare Services); or 
    • The police department. 

    For more information, refer to Section I, Reporting Abuse and Inappropriate Activity Involving Minors and the following guide for mandated reporters by Child Welfare Services:

    https://humanservices.hawaii.gov/wp-content/uploads/2018/07/GUIDE-FOR-MANDATED-REPORTERS-Rev.-6-28-18-1.pdf
  • What is the difference between a University Community Member and a (non-UH) Volunteer?
    A UH Community Member is defined as:
    • An officer or other University official;
    • A staff member or employee of the University or University-affiliated organizations (defined below);
    • A University student;
    • A University faculty member, including lecturers;
    • 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.

    Volunteer participation in a University-sponsored program including minors should be in accordance with Administrative Procedure A 9.041 “Utilization of Volunteer Services of the University of Hawaii”.
  • The policy references the FCRA – how does the FCRA relate to this type of background check?
    For more information regarding FCRA, see Credit reporting requirements (FCRA) | Consumer Financial Protection Bureau (consumerfinance.gov).