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Luddy School of Informatics, Computing, and Engineering Indiana University Indianapolis
Faculty & Staff Intranet

Luddy Indianapolis Internal PIC Process

Submit a PIC request

This process refers to Programs Involving Children (PIC) events specifically for Luddy Indianapolis, defined as

  1. A Luddy Indianapolis sponsored event which includes minors, or
  2. An event which includes an outside organization visit to Luddy Indianapolis space with minors, and Luddy faculty and staff provide programming, or
  3. An event in which an outside organization uses Luddy Indianapolis space for programming that involves minors, and Luddy is NOT providing programming. In this case a Facilities Use Agreement will be completed and signed before Step One below.

Since IU’s PIC Policy is tracked by calendar year (not academic year), a reminder about the Luddy Indianapolis PIC Approval process and form will go out to faculty and staff every quarter each year (January, April, August, November). Recurring events are those which are repeated within one calendar year. One-time events must be submitted every year.

Step One: At least 28 days prior to the PIC event, faculty or staff submits a completed Programs Involving Children form. This form routes to the Assistant to the Deans.

Step Two: Dean’s office will review:

  1. Assistant to the Deans prints form for EAD to review
  2. Assistant to the Deans checks included list of faculty and staff against background check status.

If remediation is necessary, the form will held (to request updated background checks for faculty and staff named in the form) or denied and returned to the submitter for resubmission (so that they may incorporate changes to their program that will satisfy the requirements of the PIC policy).

Step Three: Upon satisfactory completion of requirements and verification of background checks, Assistant to the Deans will approve Luddy PIC form and then complete the University PIC registration form.

Once the University PIC registration form has been submitted, the Luddy Indy PIC Liaison receives notification that a PIC program has been registered in the IU database. The Luddy Indy PIC Liaison will notify the Assistant to the Deans that she/he has received the notification. The Assistant to the Deans will again remind the faculty/staff who submitted the request to supply all faculty/staff involved with the program-specific guidelines electronically.

If any changes are made to the event, such as changes in faculty/staff involved or the event is cancelled, the Assistant to the Deans will make a comment in the Fireform.

Step Four: Assistant to the Deans will inform the faculty or staff member that their event has been successfully registered with IU.

If the Luddy Indy PIC Liaison receives notice of registration of a PIC event that was not entered by the Assistant to the Deans, the Luddy Indy PIC Liaison will inform the Assistant to the Deans. The Assistant to the Deans will then contact the initiating faculty/staff who will be instructed to:

  • Complete the Luddy Indianapolis PIC Process as outlined above.
  • Put the event on hold until the Luddy Indianapolis approval process is complete.

This ensures that the proper background checks have been completed for the event and that the Luddy PIC event satisfies all requirements of the IU PIC policy.