Employment of Minors Policy

Policy Statement

As a general policy, Duke University and Duke University Health System (hereinafter “Duke”) do not hire individuals who are younger than eighteen (18) years of age. Under certain individual circumstances, it may be appropriate to hire individuals who are between 16 and 18 years of age, as employees or interns or through third party vendors, but only with approval from the Vice President of Human Resources or their designee. Any position that provides payment to an individual under 18, such as stipend, paid internship, or student work, requires approval from the central Office of Human Resources and the Director of Youth Protection.

Employment Requirements

All minors employed by Duke or employed by a vendor to provide services on behalf of Duke or DUHS, on Duke property or in a Duke facility are covered by and must adhere to all Duke employment-related policies and the Minors in Duke University Programs Policy (“Minors Policy”). 

Before an individual under the age of 18 may be hired as an employee or paid intern at Duke the following requirements must be met:

• The Supervisor/Hiring Department must receive advance approval to hire the individual from both the Vice President of Human Resources or their designee and the Director of Youth Protection.
• The Supervisor/Hiring Department must meet with the central Office of Human Resources to review information concerning acceptable work hours, positions, and working conditions to ensure the conditions are in line with applicable federal and state law.
• Depending on the work assignment and location, the Supervisor/Hiring Department may be required to obtain additional approval from, and adhere to the guidelines of, other departments. For example, a workplace safety statement must be completed and approved by the Occupational and Environmental Safety Office (OESO) and parental consent is required before any volunteer or internship placement.
• The Supervisor/Hiring Department must ensure the minor completes a Youth Employment Certification as required by the NC Department of Labor before the minor can begin employment. Instructions for completing the certificate are located online. The certificate must be completed and signed by the minor individual, the minor individual’s parent/guardian, and the Human Resources representative for the Department or central Office of Human Resources, as applicable. Upon completion, the certificate should be forwarded to the Director of Youth Protection and must be retained in the minor individual’s Duke personnel file in the department for at least three (3) years after employment ends.
• The Supervisor/Hiring Department must register the position and minor individual with the Director of Youth Protection at youthprotection@duke.edu or Duke Minors Policy Registration Process and provide required documentation, including the completed Youth Employment Certification, for review. The Supervisor/Hiring Department must ensure all requirements of the Minors Policy are met throughout the minor individual’s employment.

Generally, Duke staff may not hire or supervise their immediate or extended family members, as defined in the policy, irrespective of whether they are paid from Duke funds or grants. Exceptions may be made by the Vice President of Human Resources for Duke University or their designee. Additional information is located in the policy for nepotism (hiring of relatives).

Failure to complete any of these requirements may result in the minor individual being denied or terminated from employment and/or disciplinary action for any Duke employee involved in violation of this policy. 

Additional Health System Requirements

In addition to the Employment Requirements noted above, before an individual under 18 may be hired as an employee or paid intern within DUHS, the following requirements must also be met:

• The Supervisor/Hiring Department must adhere to the Duke OESO Policy for Minors/Non-Employees in Work Areas to ensure the minor is not assigned in any capacity that is deemed hazardous or potentially detrimental to the minors health or well-being.
• Minors who will be in laboratory settings or in other areas where special safety procedures or regulatory requirements apply must meet safety training requirements administered by OSEO before their start date. The Supervisor/Hiring Department is responsible for coordinating and scheduling all required training for new hires.

Compensation

Minors should be paid at least at the Duke minimum wage of their assigned role.

International Minors

The Supervisor/Hiring Department must consult with central Office of Human Resources and the Duke Visa Services Office before hiring or offering any employment to an international minor. 

Retention

• The Supervisor/Hiring Department is responsible for sending a copy of the minor individual’s employment records, including the Youth Employment Certificate, approved schedule and any termination notice to the central Office of Human Resources.
• Records are retained in accordance with the Minors policy.

This policy is subject to change or amendment by Duke at any time in its sole discretion.

Questions concerning this policy may be directed to the Central Office of Human Resources. Questions concerning the Minors Policy or minors at Duke should be directed to the Director of Youth Protection at youthprotection@duke.edu.

Policy Number: 04.20