The policy, approved in April and highlighted to Regents at a recent meeting, also adds training requirements and restrictions for some overnight programs involving minors

Damien Willis, Organ Mountain News

LAS CRUCES - New Mexico State University has rewritten its rules for programs involving minors, imposing advance-registration, background-check and training requirements that university officials highlighted to the Board of Regents at a recent meeting.

President Valerio Ferme approved the revised policy April 8. University Policy Officer Donna Ottaviano included the overhaul in an Aug. 18 report to Regents summarizing substantive policy actions approved between March 1 and July 31.

Ottaviano described ARP 16.79, Programs Involving Minors, as a rewrite that “completely updated” registration and training requirements, particularly for outside organizations bringing minors onto NMSU property.

The policy applies across the NMSU system and covers university-sponsored programs, recognized student organizations and third-party groups using university property or assets.

Programs covered by the rule include academic, sports and recreational programs, 4-H, conferences, internships, employment, volunteer experiences in laboratories or offices and participation on research teams.

Some activities are excluded, including certain school-supervised field trips, campus tours, athletics and admissions recruiting, public performances and events and regularly scheduled classes involving students pursuing an NMSU degree.

Registration starts 90 days before a program

Under the revised policy, youth programs must submit an initial Minor Safety form 90 days before their planned start date.

Program administrators must then submit a second form three weeks before the program begins. Registration is not considered complete until that second form is submitted.

Programs that miss the 90-day deadline may seek an exception because of extenuating circumstances.

A youth program that has not been registered can be canceled by the university without advance notice.

The rule also requires individuals who will have direct contact with minors to complete and pass a criminal background check and mandatory-reporting training before working with participants.

Background checks must be completed every two years and include an annual check of the National Sex Offender Public Registry. Mandatory-reporting training is also required every two years.

NMSU employees, students and volunteers must receive written clearance from Human Resource Services before working directly with minors.

Third-party programs using NMSU property or assets must meet similar background-check and training requirements, carry liability insurance and maintain appropriate staffing and supervision.

The policy also says third-party programs cannot identify themselves as affiliated with NMSU, including through branding.

Limits on overnight programs

NMSU generally prohibits university-sponsored overnight programs for children younger than 11 unless a waiver is approved.

Staff and volunteers serving as overnight chaperones must be at least 18 and at least two years older than the oldest participant.

For on-campus lodging, the policy requires at least one adult chaperone for every 10 participants younger than 18.

Use of off-campus lodging must be disclosed during registration, approved by the department head or dean and communicated to parents, who must consent to the arrangements.

The revised policy also restricts access to laboratories and other areas involving hazardous materials or activities.

Minors generally cannot enter those areas unless they fall within specified categories, such as university employees, approved volunteers, students enrolled in a laboratory course, participants in an NMSU-sponsored program or academic visitors.

Those minors must have written parental or guardian consent, receive appropriate safety training and remain under adult supervision.

NMSU may periodically audit youth programs for compliance. Violations can result in university sanctions and, where applicable, criminal charges.

The policy also reiterates that reporting known or suspected child abuse or neglect is mandatory under state law.

Ottaviano told Regents that the detailed procedures associated with the policy were moved out of the formal rule and remain linked through the ARP, allowing those procedures to be updated as needed without rewriting the policy itself.

Damien Willis is founder and editor of Organ Mountain News. If you have a personal story to share or a lead we should follow up on, reach out at OrganMountainNews@gmail.com or connect with him on X at @damienwillis.