❖ Heads up! This article is intended for Site Managers.
If you offer Needs/Opportunities that do not have an age restriction, then you'll want to be aware of the guidelines outlined in the Children's Online Privacy Protection Act (COPPA).
This is key if you have volunteers who are under 13 participating with your site. COPPA defines a child as anyone under the age of 13. It protects a child's personal and private information and prevents websites from collecting, using, or disclosing a child's personal data.
When a volunteer registers on your site, they fill out a registration form asking if they are at least 13 years of age or older. This is a requirement for accessing and using your site which is in place to meet the requirements outlined in COPPA.
Restrictions
To meet the requirements outlined under COPPA, anyone under the age of 13 must submit parental consent via eSign when registering an account on a Get Connected site. When a volunteer registers an account and indicates they're under 13, they're added to a Parental Consent queue for processing.
Parental Consent won't be required when:
An Advanced Program Manager or Site Manager adds a user account for a minor under 13
An Advanced Program Manager or Site Manager edits a user account that indicates they're under 13.
When an account is created by another user over the age of 13.
How it Works
Depending on your site's settings, a date of birth can be collected during user registration.
If | Then |
If you marked Show or Show and Require the Date of Birth field for standard user registration | Then the site requires Parental Consent for any users who indicate they're under the age of 13 |
If a user indicates they're under 13 during registration | Then the site asks them to enter a valid parent or guardian email address
|
If a user updates their account after registration and indicates they're under 13 | Get Connected will monitor those accounts and take the necessary steps to collect Parental Consent before deleting the account |
If the account wasn't created by a manager or other person over 13 | Get Connected will begin the Parental Consent collection process |
Pending Parental Consent
Once the Parental Consent process begins, users are notified that they have 30 days for their parent to submit their consent or their account is deleted. A parent or legal guardian must sign the Parental Consent to indicate they agree with the terms and conditions. After signing, the Parental Consent is returned to the Site Manager and Get Connected. Site Managers and Get Connected have access to the eSign Document Package details—i.e., IP address, date of submission, etc.
If | Then |
If Parental Consent isn't returned within 15 days of sending | A reminder email is sent to the parent's email address |
If Parental Consent isn't returned within 29 days of sending | The site notifies the Site Manager, the parent, and the child that the account will be deleted in 24 hours unless signed Parental Consent is provided |
If Parental Consent isn't returned within 30 days of sending | Then the user's account and information are deleted from the site |
Checking Parental Consent Forms
Go to Volunteerism > Users > User Filter.
Select User Data > Under 13 > Guardian Consent Pending/Guardian Consent Complete.
Click Submit.
Volunteer Perspective
If a volunteer is asked to provide their date of birth during account registration and enter a birthdate that indicates they're under 13, then the Parental Consent process begins:
Step 1: The volunteer creates an account and enters their birthdate:
Step 2: The system requests a parent or guardian's email address based on the birthdate entered.
Step 3: The volunteer can use the site without limitation while the Parental Consent is still pending.
Their account is deleted after 30 if the Parental Consent isn't signed and returned before then.
Updating a Parent or Guardian Email
To update a Parent or Guardian's email, the volunteer must sign into their account and follow the steps below. Site Managers can also assume the user's role to do this step for a volunteer if they need assistance or wish to verify the email on file.
From the volunteer's perspective, go to the Edit Profile area.
Click the Click Here in the banner that says, "Account is still pending for Parental Consent. To update and resent parent email click here."
Check the email and make any corrections as necessary, then click Send Email when ready.