Activity Leaders are the responsible person(s) directly in charge of authorized activities involving unaccompanied minors. They must ensure completion of the following steps prior to the activity start date.

All Activity Leaders must complete the required orientation. This 90 minute training takes place in person and is conducted throughout of the year. At the orientation, you will be trained on:

  • Unaccompanied Minors on Campus Policy
  • Responsibilities of the Activity Leader
  • Timing for submitting documents to the Office of Risk Management
  • Where to go for assistance

We recommend completing this training in an off-season and prior to registering for your activity.

Tap or Click to register for Activity Leader Orientation

Orientation Dates and Times:

June 3, 2025              9:00 - 10:30 am

July 9, 2025               1:30 - 3:00 pm

August 13, 2025         9:00 - 10:30 am

All proposed activities must first be pre-approved by the responsible Vice President and/or Athletic Director, or their formal designate, prior to registering the authorized activity with the Office of Risk Management.

Authorized Activity Pre-Approval Form

Complete step 3 at least 30 calendar days before the first day of the activity.

The Registration Form for Authorized Activities Involving Unaccompanied Minors will be accessed via ServiceNow and routed to Office of Risk Management, Human Resources, and Career Center. You will be able to track your form’s progress.

If the Activity Personnel roster requires additions or subtractions of names, please leave the original roster attached, and add a revised roster in ServiceNow as an additional attachment. Please notify Office of Risk Management (ORM@bsu.edu) if revisions are uploaded.

Once the Activity Personnel roster is submitted, the individuals on the roster will receive and must respond to an email from the Office for People and Culture or the Career Center requesting consent to run the background check.

Tap or Click here and follow the instructions to access and complete the “Protecting Children: Identifying and Reporting Sexual Misconduct” training module.

If you do not have a bsu.edu email address (e.g. a community volunteer), a special link will be provided to the Activity Leader by the Office of Risk Management for access to the training.

It is the responsibility of the Activity Leader to plan for appropriate levels of supervision for all authorized activities, including an appropriate ratio of adult participants to unaccompanied minors, consistent with the direction provided by the Office of Risk Management. They must also plan for additional safety measures as directed by the Office of Risk Management.

It is the responsibility of the Activity Leader to have in place, enforce, and make available upon request:

  • Applicable Authorized Activity policies and procedures
  • Transportation arrangements for participants
  • Weather emergency plans
  • Rules pertaining to contact with and supervision of unaccompanied minors
  • Safety and security protocols
  • Medical emergency contact information
  • First aid supplies, medical treatment plans, and procedures for dispensing medications
  • Ball State University photograph and video release form
  • Evidence of completion of EduRisk training for all Authorized Activity personnel

Activity Leader Orientation    Activity Registration