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This section provides forms and guidance for reporting incidents, requesting insurance documentation, and meeting university requirements for travel, programs and vehicle use.

• Automobile Accident/Incident Report 
  • Contact eramhoff@kent.edu for a copy of this form
• Certificate of Insurance (property and liability)
• Health Insurance - Faculty/Staff 
  • See the People, Culture and Belonging employee benefits webpage
• Health Insurance - Student
• International Travel Insurance
• Minors Program Registration
• Proof of Auto Insurance when operating a university vehicle 
  • Contact eramhoff@kent.edu for a copy of this form

In the event that you need to report an injury or incident, please use these forms:

• Employee Report of Injury
• Lab Incident Report
• Non-Employee Incident/Injury Report

Should you need one of these reports, please email ehs@kent.edu:

• Safety Hazard Report
• Contractor Injury Reporting Guidelines

The ºÚÁÏÍø Department of Public Safety offers some guidelines for students, faculty and staff on the Kent Campus to ensure the drone flying experience is safe and enjoyable.

Anyone who flies an unmanned aircraft system (UAS), or drone weighing more than .55 pounds for recreational purposes must register the aircraft with the Federal Aviation Administration's (FAA) UAS registry by Feb. 19, 2016. People that fly UAS for profit must receive authorization from the FAA. People who do not register or receive authorization could face civil and criminal penalties. The registration can be done online through the .

Public Safety has developed a map of open areas on the Kent Campus that are recommended for safe drone flying. Members of the Kent State community flying a drone for recreational use should also keep in mind the following safety guidelines from the FAA:

• Drones should be flown below 400 feet and remain clear of surrounding obstacles, such as buildings.
• Keep the aircraft within your visual line of sight at all times.
• Remain well clear of, and do not interfere with, manned aircraft operations.
• Do not fly a drone within five miles of an airport unless you notify the airport and control tower ahead of time. The Kent Campus is within the five mile radius of the Kent State Airport, so please notify the airport manager at airport@kent.edu.
• Do not fly near people, stadiums or sporting events.
• Do not fly an aircraft that weighs more than 55 pounds.

Anyone flying a UAS who does not adhere to these guidelines, or who is observed flying the aircraft in a careless or reckless manner, could face a fine for endangering people or other aircraft. Check out for more information on flying responsibly.

Resources

• Recommended Areas for Safe Drone Flying

Please contact the Office of General Counsel at contracts@kent.edu to discuss your university-sponsored event/activity/course/etc. and whether a hold harmless, release and assumption of risk form may be implemented for completion by all participants.

In the event hold harmless, release and assumption of risk forms are utilized for an event/activity/etc., such forms must be retained for a period of three years after the date of the event/activity/etc. Such forms can be kept electronically and should be kept in a centralized location. Learn more about record retention.

University policy 3342-5-19 was enacted in March 2014 to protect minors who participate in university-sponsored programs that occur on a Kent State campus or an off-site location.

The new policy requires background checks and training for all university personnel working with minors, including volunteers; minimum ratios of authorized adults to minors and reporting of suspected abuse.

Who the Policy Applies To

• Minors - anyone under the age of 18 participating in a university-sponsored program on a Kent State campus who is not enrolled or accepted as a Kent State student.
• University Personnel/Volunteers - Kent State faculty, staff, student employees and volunteers who supervise, chaperone or otherwise oversee minors at a university-sponsored program or affiliated activities.
• Program Administrator - The university individual or contractor-approved individual responsible for implementing the program.

Programs and Activities

• Any university-sponsored day camp, overnight camp or recruiting camp, as well as residential facilities providing housing for such camps.
• Any other university-sponsored program or activity involving minors that occurs on a Kent State campus or an off-site location.
• Exclusions include: programs otherwise open to the public-at-large such as campus tours, athletic or community events; and the Kent State Child Development Center, which is subject to a separate set of federal and state standards.

Policy Violations

Any violations of this policy will be handled through the Student Conduct Code for university students; faculty, staff and student employees are subject to disciplinary action up to and including termination. Volunteers will be subject to loss of their volunteer status.

Questions should be directed to the Office of Compliance and Risk Management at 330-672-1944.

Resources

• University Policy 3342-5-19

The Program Administrator is the university or contractor-approved individual responsible for implementing the covered program or activity.

The Program Administrator is responsible for the following (refer to the policy register for details):

Staffing

• Ensure that a university employee who is at least 21 years old is accessible to participants at all times.
• When making staffing assignments, ensure that appropriate levels of supervision are implemented at all times and that one-on-one contact between staff and minors does not occur.
• Make sure that the required ratios of authorized adults to participating minors are met. The ratios vary for day and overnight programs. Please see Section E(d) of the policy.

Background Checks

• A Bureau of Criminal Investigation (BCI) background check is required for any university employee, including student workers and volunteers, who will be working with minors.
  • One resource for background checks is the Instructional Resource Center, 221 White Hall, Kent Campus. Please contact the Instructional Resource Center at ircehhs@kent.edu or 330-672-2353 for more information on their procedures, fees and operating hours.
  • Completed background checks should be sent to the program administrator. Please make sure your staff and volunteers have the appropriate mailing address before undergoing the background check.
• All individuals working with minors must also be checked against the .
• Any individual who fails a BCI background check, appears on the National Sex Offender Registry or has pending charges for a sex-related offense or crime against a minor, is not permitted to participate in a university-sponsored program involving minors.

Required Documentation

Parents and/or guardians of minor participants must complete and submit all forms that may be required by the respective program in order for the minor to participate.

Notification Procedures

• The Program Administrator must establish appropriate procedures to notify the minor's parent/legal guardian in case of any emergency. The notification procedure must be given in writing, prior to the start of the program, to participants, parents/legal guardians and university personnel/volunteers working with the program.
• The Program Administrator must register the covered program with Risk Management no later than 60 days prior to the start of the program. Failure to do so may result in the delay or cancellation of the program.
• The Program Administrator must register the names of all university personnel/volunteers who will be working with minors with the Office of Compliance and Risk Management and verify all background checks.

Reporting

Any university personnel/volunteer or program administrator who has reasonable cause to believe that a minor has suffered or faces the threat of sexual contact, sexual conduct, or sexual activity or endangerment, must immediately report the information to one of the following departments:

• ºÚÁÏÍø Police (330-672-2212)
• City of Kent Police Department (330-673-7732)
• Portage County Sheriff's Department (330-296-5100)
• Any other local or state public services agency

Prohibited Activities

The Program Administrator must be aware of activities that are prohibited for university personnel/volunteers working with the program. Find prohibited activities in the policy. 

University Personnel/Volunteers are Kent State faculty, staff or student employees and volunteers who supervise, chaperone or otherwise oversee minors at a university-sponsored program or affiliated activities.

University Personnel/Volunteers for programs involving minors are responsible for knowing and adhering to the following (refer to the policy register and see Sections D and E or details):

Prohibited Activity

Adults authorized to work with minors in covered programs at Kent State may not (see Section D of the policy):

• Have one-on-one contact with minors. If such contact is needed, there must be one other authorized adult within view.
• Engage in one-on-one communication with minors at any time unless there is a clear educational or university-related purpose. This includes but is not limited to: email, text messages, social networking, websites, Internet chat rooms, or other forms of social media.
• Engage in abusive conduct of any kind toward, or in the presence of a minor.
• Strike, hit, administer corporal punishment to, or touch in an inappropriate or illegal manner any minor.
• Pick-up or drop-off minors from their homes, other than the driver's child or children, or in instances when the driver has direct parental consent to transport the child of a neighbor or friend.
• Engage in the use of, or be under the influence of, alcohol or illegal drugs during such programs or activities.
• Make pornography in any form available to minors or assist minors in any way to gain access to pornography.
• Engage in any other action or activity prohibited by the university.

Reporting

Any university personnel/volunteer or program administrator who has reasonable cause to believe that a minor has suffered or faces the threat of sexual contact, sexual conduct, or sexual activity or endangerment, must immediately report the information to one of the following departments:

• ºÚÁÏÍø Police (330-672-2212)
• City of Kent Police Department (330-673-7732)
• Portage County Sheriff's Department (330-296-5100)
• Any other local or state public services agency

Training is mandatory for all ºÚÁÏÍø personnel, volunteers and program administrators working with university-sponsored programs or activities involving minors.

The training must be completed prior to the beginning of the program or activity and must be done on an annual basis.

Training should include, but is not limited to, the following topics: policy requirements, basic warning signs of abuse or neglect in minors, guidelines for protecting minors from abuse and neglect, inappropriate behavior with minors and Ohio's reporting requirements.

The Office of Compliance and Risk Management offers a free, online training program to university personnel and students through United Educators EduRisk Learning Portal. To obtain access to the EduRisk Learning Portal courses, program administrators should send an email to eramhoff@kent.edu and include the program registration form. Upon completion of the online course, learners can print a certificate of completion to provide to the program administrator.

Another training resource is , 155 North Water Street, Kent, Ohio, 330-678-3006.

If your department already has a training program in place, please make sure that it addresses the topics mentioned above. If you are not sure, please contact the Office of Compliance and Risk Management at 330-672-1944.