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Risk Management & Insurance

Registering People Who Work With Minors

If your program is a Covered Program, you — as the Program Leader — are responsible for registering it and ensuring everyone who works with minors completes SCU's required background check and training steps before the program begins.

⚠️ IMPORTANT: Registration is what starts the entire process. Until you register a Covered Person in Workday, they will not receive any of their required tasks — no program information form, no background check consent, no Live Scan form.

 

Program Leader Responsibilities Risk Office Responsibilities
  • Identifies Covered Persons
  • Maintains accurate program information
  • Ensures individuals complete required steps
  • Administers the background check program
  • Reviews criminal history information received from the California Department of Justice
  • Determines authorization
  • Oversees ongoing regulatory compliance

Before Your Program Begins 

  1. Identify everyone who will supervise, instruct, mentor, or otherwise interact with minors in your program.
  2. Register each Covered Person in Workday. 
    1. In the Workday search bar, type "Create Request" and select the task.
    2. Next to "Request Type," search "Live Scan" and press Enter. The field should auto-populate with "Live Scan Background Check (Youth Protection Program)." (If it doesn't, click "Request Types without Workday Objects" and select it manually from the drop down.) Click OK.
    3. Next to "On Behalf Of," type and select the name of the person who needs the background check. (Note: you can only submit one request per person.) Add details in "Describe the Request" if needed, or leave blank. Click Submit.
    4. Repeat for each additional Covered Person.
  3. Direct Covered Persons to complete their Workday Authorization Forms, Live Scan background check, and Youth Protection training.
  4. Monitor progress in Workday. The Risk Office reviews DOJ results and will contact you and the individual if follow-up is needed. See "Monitoring Completion" in the Guide.
  5. Confirm authorization before anyone begins. Covered Persons may not start working with minors until authorized.

During and After the Program

  1. Notify Risk Management when Covered Persons leave the program.
  2. Participate in annual roster reviews to verify active Covered Persons.

Ongoing Compliance 

Requirement Frequency
Live Scan Every 3 years 
Youth Protection Training Every 3 years (or as updated)
CalVECHS Authorization Annually
Participant Roster Review Annual department review

Need Help?
Contact Risk Management at risk@scu.edu , or see the full Youth Protection Workday Management Guide for Program Leaders for step-by-step Workday instructions.