Emory University is known not only for its academic excellence but also for being a place where younger members of the Atlanta community can come to learn and grow. The campus hosts children throughout the year for immersive programs and camps, ranging from science and film to athletics.
The university’s Office of Ethics and Compliance (OEC) recently implemented updated requirements and a new online registration system for Emory-sponsored programs that serve minors on both the Atlanta and Oxford College campuses.
“Ensuring that Emory provides a safe and secure environment is of critical importance to the work that we do as an educational institution,” says John Lawley, interim chief compliance officer for OEC.
In fall 2023, OEC was tasked with developing a centralized approach so that Emory programs and activities involving minors would follow consistent practices to ensure the safety and protection of minors. The changes also align Emory with leading practices and peer institutions.
Changes include:
- Registration in the centralized registration platform, which requires approval from the program’s sponsoring dean or vice president (or their designee) and certification of compliance requirements
- Completion of standardized background checks and training for all adults responsible for escorting or supervising minors
- Adherence to the adult-to-minor ratio as recommended by the American Camp Association
- Insurance coverage for all Emory-affiliated programs (i.e., programs that have a connection or association with Emory but may not receive direct sponsorship or funding from Emory)
OEC launched the new system in late April, after Lawley’s team introduced the requirements to various teams across campus. All programs beginning on or after May 28, 2024, are required to comply. To date, approximately 50 programs have either completed — or are in the process of completing — registration in the centralized platform.
Emory’s Youth Symphony Orchestra is one of the programs that completed the new process. The orchestra, now celebrating its twentieth year, hosts high school-aged students throughout the academic year.
“The new system invites those of us directing these programs to think not just about the upcoming year, but more globally about how our program can and should be administered in the safest way possible in the long term,” says Paul Bhasin, who serves as the music director and conductor. “What I really like about it is that I feel like the university is our supportive guiding partner.”
Bhasin, who is also director of orchestral studies and director of undergraduate research in the Department of Music, believes this process aligns with the larger mission of Emory.
“In my opinion, a research university like Emory, in a major city, has an obligation to its community to be accessible because the university exists for the purpose of bettering our society,” he says. “One way we better society is by removing barriers for people to benefit from what Emory is achieving every day.”
In addition to focusing on community, this new process is also considered important for risk management. Susan Bonifield, senior vice provost for strategic finance and resource planning, sees this as a practical next step for the university. Her team oversees programs within the academic units, including most programs involving minors on campus.
“An important thing that this new approach gives us is the ability to quickly and easily know what programs are happening and when,” Bonifield says. “Having a central place at the university where that information is collected will allow us to provide consistent training and support.”
Lawley acknowledges that implementing these new requirements across the university will take time, and OEC will continue educating program directors about the changes.
He expects this process to be completed on a rolling basis throughout the year, as new and established programs prepare to welcome minors on campus. Program directors are required to complete the online registration at least four weeks before their program begins.
“The feedback we've heard is that people understand and appreciate the need to protect minors,” says Lawley.
More information about the process can be found on the Office of Ethics and Compliance website or SharePoint site. Contact compliance@emory.edu with any questions.
The following activities are not included within the scope of the Office of Ethics and Compliance’s process:
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