FAQs

Below are frequently asked questions to the program registration process. Please reach out to minors@northwestern.edu with any additional questions.

Program Registration

How do I register a program?

All Northwestern Programs that work with minors on campus must complete an online registration. The program manager or administrator can use the link on the program registration page found here to register their program. You will be asked to upload a roster submission form, which includes program staff that works directly with, supervise, chaperone, or otherwise oversee minors in the program.

What information will I need to register my youth program?

Please be prepared to provide the following information:

Program Name
Program Date
Program Description
Program Director Contact Information
Approximate number of faculty, staff, employees, students, and other individuals participating in the program or activity
Approximate number of and age of minors participating in the program or activity
Description of the types of interactions (including whether program or activity involves overnight stays)

What should I expect after I registered my program?

Once a program is registered, you should receive a confirmation email outlining next steps of the program requirements. Information provided in the roster will be used to coordinate background checks automatically. Program staff will receive an e-mail directly from HireRight, Inc., the University’s background check vendor, to initiate the background check process. Please note that program staff have 3 business days before this link expires.

Can I add to my staff roster after it has been submitted?

Should individuals be required to undergo a background check after initial program registration, they can request one by emailing hrjobpostings@northwestern.edu. At a minimum, requests should include the employee name, employee ID, and email address.

What should I do if I am a third-party organization?

Third-party organizations must secure the written agreement of a Sponsoring Unit to host the program and submit a Certificate of Insurance (COI) to the Sponsoring Unit. More information can be found at Requirements for External Organizations.

Background Checks

Who must complete a background check?

Background checks are required for all faculty and staff (including temporary or contract staff) participating in programs involving minors as outlined in the Minors at Northwestern Policy; the requirement applies to University-sponsored programs and non-University sponsored programs. Background checks are required before an individual begins working with minor(s).

How often do individuals need to undergo a background check?

Background checks should occur prior to beginning work with minors. Most Northwestern staff hired in the last five years have completed a background check as a condition of their employment. Staff and faculty who have not previously completed a background check as part of the hiring process with Northwestern University are required to have a new background check processed prior to engaging in programs with minors. This requirement also exists for contract staff.

It is recommended that program directors with long-term staff have background checks updated on a regular interval, such as every three to five years.

What does the background check include?

The background check includes:

County and State Criminal Felony & Misdemeanor records
National Sexual Offender Registry Search

Where are the results stored?

Results are stored with the vendor and reviewed only by the Office of Human Resources and University Athletics (if applicable).

How long do background checks typically take to complete?

Background checks typically take 48-72 hours to complete. You should inform those who are undergoing background checks that they will receive an e-mail directly from HireRight, Inc., the University's background check vendor, asking them for information to complete the check. We recommend leaving 10 or more working days from the request to the anticipated date of direct interaction with minors that prompts the background check. Please note that once program staff receive links to initiate the background check process, they will have 3 business days before the link expires.

Will Northwestern run background checks for non-Northwestern programs?

No, that remains a responsibility of that third-party program. If you are a third-party program sponsored by University Athletics, please reach out to minors@northwestern.edu for additional details.

If a background check reveals a criminal history, will the applicant be immediately denied to work in a program or activity involving minors?

No. If a background check reveals a criminal record history, the applicant will be notified and the application will be reviewed by the Office of Human Resources consistent with University policy.

Non-Northwestern organizations and entities that operate programs or activities involving minors on campus must conduct criminal background checks of their employees, volunteers, and representatives who meet the above criteria. The University may request any additional information it deems necessary.

Training

Who is required to complete training?

All members of the Northwestern community who participate in programs or activities that involve minors are expected to complete online training.

What training is required?

The Protect Children Training Course available through myHR Learn System and the DCFS Training for Mandated Reporters are required by all program staff working with minors in their programs.

How long does training take to complete?

The Protect Children Training Course takes approximately 40-45 minutes to complete and the DCFS Training for Mandated Reporters takes approximately 60-90 minutes to complete.

What should I do after I complete the required training?

After program staff complete each of the required trainings, they should download the certificates from each training. Program managers should collect these certificates and send them to minors@northwestern.edu prior to the program start date.

I am having trouble accessing the required trainings. Who should I contact?

If you are having trouble accessing the Protect Children Training Course, please contact the Talent Development and Well-Being team at workplace-learning@northwestern.edu. Please note that a NetID and password are required to access the Protect Children Training. If you have trouble accessing the DCFS Training for Mandated Reporters or have any other questions or issues surrounding training access, please contact minors@northwestern.edu.