Policies & Procedures

Longwood University is committed to fostering a safe environment for all individuals in the university community, particularly minors who participate in events on Longwood's campus.  University employees, contractors, and volunteers who interact with minors on campus or under the authority of the University at other locations must comply with the provisions of this policy.  This policy applies to any Longwood University-sponsored program, activity, camp, conference, retreat, academic presentation, or any other university program on Longwood University-owned or managed property.

Procedures

1. Requirement to Report Suspected Abuse and Neglect:
   
   All University faculty, employees, contractors, and University volunteers who, in their professional or official capacity have reason to suspect child abuse or neglect, must report the matter immediately to the local department of social services of the county or city wherein the child resides or wherein the abuse or neglect is believed to have occurred or to the Virginia Department of Social Services (DSS) toll-free child abuse and neglect hotline 1-800-552-7096.
   
   
2. Mandatory Background Checks:
   
   All newly hired University faculty, employees, and contractors must undergo a background check.  Any University faculty, employees, contractors, and volunteers must undergo and complete a satisfactory background check prior to direct interaction with minors on campus or under the authority of the University at other locations.
   
   Background checks must:
   
   
   1. Comply with the Fair Credit Reporting Act (FCRA).
   2. Cover a minimum of 7 years of Criminal History verification at the county, national, and international (if applicable) levels.
   3. Include an alias search (if applicable).
   4. Include a national Sexual Offender check.
   5. Have been completed within the previous 36 months.
   6. Include a fingerprint-based check.
   
   The following do not require background checks:
   
   
   • University classes (as listed in the University catalog) that have matriculated or enrolled students under the age of 18.
   • Events such as collegiate sporting events, concerts, festivals, speaker series, and other educational or entertainment events on University property that are open to the general public, where minors may be present but are not in the care or custody of University staff.
   • Programs or activities where the expectation is that a minor’s parent or guardian will be present.
   • University residential housing programs where the only minors participating in the program are (i) University undergraduate or graduate students, or (ii) guests of University undergraduate or graduate students.
   • Groups of children (preschool through 12th grade) visiting University premises for the purpose of conducting tours or as patrons of educational or entertainment events, with the students being in the care and custody of the touring or visiting staff.
   • Research programs that are subject to the Institutional Review Board guidelines, policies, and oversight for research involving human subjects.
   • Non-University programs where the only involvement of the University is assisting with the placement of University students as volunteers or interns, and the program is not located on University property.
     
     
3. Ongoing Responsibility to Disclose Criminal Convictions, Arrest, or Investigation for Abuse or Neglect
   
   Any University faculty, staff, employee, volunteer or contractor who 1) has been convicted of any crime, excluding moving traffic violations; 2) has an active arrest for any barrier crime as defined by Virginia Code § 19.2-392.02; or 3) is the subject of an investigation of an abused or neglected child as defined by Virginia Code § 63.2-100; must immediately report such conviction, arrest or investigation to the Director of Human Resources.
   
   
4. Third Parties Using University Facilities
   
   Any outside entity or third party renting or using University facilities is required to conduct background checks of any employees and volunteers who have direct interaction with minors on Longwood’s campus or using Longwood facilities.

Approved by the Board of Visitors, September 14, 2012
Revised and approved by the Board of Visitors, June 5, 2025