As we head into summer it’s a good time to re-familiarize yourself with our policies around Programs Involving Children (PIC). The IU PIC policy was created to ensure the overall protection and safety of children involved in Indiana University programs.
What is a Program Involving Children?
Events that are specifically intended for children/minors.
It is possible for certain aspects of events to be directed toward
children even though the event as a whole is not. An example is a large IU tailgating event that includes a face painting station for children. In this case, the face painting station would need to comply with the PIC policy, but the tailgating event as a whole would not.
The same rules for programs apply to tours and recruiting efforts. If a tour is targeted toward children or the recruitment is for high school students and/or incoming IU students, it is a PIC program.
Clinical activities, research, and service learning are also included under the definition of a program involving children.
PIC Events Require Registration
At least 14 days prior to the start of a PIC event, the unit must register the program with IU Public Safety. This is in addition to registering the event through the IU South Bend Special Events Office through Titan Atlas.
Each unit must maintain a list of PIC Programs they conduct for a minimum of two years from end of program.
Registration is now through One.iu.edu. You can search for “Programs Involving Children” or follow this link.
Once registered you will receive an automatic email with a link that can be shared with the IU South Bend Special Events Office.
The IU South Bend Special Events Office will not approve any PIC event without documentation that the IU Public Safety registration has been completed.
Background Checks
PIC program staff and volunteers must have an up-to-date background check.
To request approval for your program to be classified as a “large, occasional” event or performance you must: Indicate “yes” within the PIC registration form when asked if you would like your program considered as “large, discrete, occasional.” IU Public Safety will respond indicating if your program qualifies or not – it is not an automatic approval.
For large events which have received a documented exception to background checks, staff and volunteers must be checked in the national sex offender registry and follow other conditions outlined at the link below (e.g. not work along with children in private spaces).
PIC events must be communicated to HR, where the background check or sex offender registry checks will be completed.
The IU South Bend Special Events Office will not allow a PIC event to be held if the background checks or sex offender registry checks are not completed by HR.
PIC Guidelines
All PIC events must have program-specific guidelines that are distributed via electronic means to all program staff and volunteers.
The IU South Bend Special Events Office will not allow a PIC event to be held if appropriate program specific guidelines have not been developed and disseminated.
An editable PIC Program Guidelines Template can be found at this link: https://protect.iu.edu/iu-police-department/community-policing/pic/guidelines.html
Have a Question About PIC?
Visit https://protect.iu.edu/iu-police-department/community-policing/pic/index.html or contact the IU Special Events Office or the IU South Bend Human Resources team.