Youth Protection & Compliance

Register Youth Activity or Program

A UW-Parkside Program Sponsor will be designated for each Youth Activity/ Program. The Program Sponsor, or designee (i.e. Program Director), will complete the registration of all youth activities/ programs in the Youth Activity Registration System (YARS). Registration pertains to the recording of each event. Please note that all youth activities/ programs should also be reserved with UW-Parkside Reservations.

Step by step directions on how to register your Youth Activity or Program can be found in the  Youth Policies & Protocols SharePoint file (internal staff only).  

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Staff/Volunteer Requirements

It is the responsibility of the Program Director to ensure that all youth event staff/ volunteers are properly documented, screened and trained. This includes all faculty, staff, students, community members, vendors, etc. who will interact with youth. Staff/volunteers will complete a Volunteer Agreement Form which signifies their acceptance of a Criminal Background Check and the required training outlined in Staff/ Volunteer Training. All documents will remain on file with the Program Director unless otherwise indicated. Guides on how to complete staff/volunteer requirements can be found in “Resources.”

Staff/ Volunteer Roster: A staff roster will be completed with all required information and sent to youthcompliance@uwp.edu for screening and training review. 

Staff/ Volunteer Screening: A criminal background check (CBC) is required for all Designated Individuals and Authorized Adults every four (4) years regardless of their employment status with the University or third-party organization. They must meet minimum standards outlined for Positions of Trust with Access to Vulnerable Populations.

For youth event staff/volunteer who need a criminal background check (CBC), they will need to fill out the personal information section on a POI/Volunteer request initiated by the Program Director, or designee, for the event. Once completed, staff/volunteers will receive an email from a third-party company called HireRight with a link to authorize a criminal background check. For directions on how to authorize & complete your background check, please contact your Program Director. More information on Criminal Background Check (CBC) compliance requirements can be found within the University of Wisconsin System Criminal Background Check Policy.  

Staff/ Volunteer Training: It is the responsibility of the Program Director to ensure proper staff training for youth events. Training is required for all employees, associates, volunteers, or other individuals serving at a Covered Activity where interaction with a minor occurs. Any individual in this capacity failing to comply will result in disciplinary action, including removal from role and/or authorization to work with minors. 

1. Authorized Adults must receive documented training on the following content, at minimum, prior to interaction with Youth Participants in Covered activities: 

• EO54 Mandated Reporter Training
• Abide by UW-Parkside Sexual Violence & Sexual Harassment Policy 36
• Prohibited Behaviors

2. Designated Individuals must receive documented training on the above content, at minimum, prior to interaction with Youth Participants in Covered activities as well as: 

• Institutional youth protection best practices

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Document and Plan Requirements

All Covered Activities must have a Supervision Plan, Emergency Plan, Health & Safety Plan, and Escalation Matrix in place based on the event’s level of risk. All staff of the Covered Activity are to be trained on these plans and understand when and how incidents are to be reported.

Supervision Plan: Details how participants will be supervised during the covered activity and ensures supervision ratios meet the minimum standards set through Wisconsin Legislature ATCP 78 recreational and educational camps. The Program Director is required to confirm adequate supervision for the covered activity. This is verified through a Staff/ Volunteer Roster and Youth Participant Roster that the adult to participant ratio is met. All documents will remain on file with the Program Director.

Supervision Standards

Grade or Age Group	Covered Activity Type	Ratios (Adults: Participants)
Ages 3-4	Non-residential	1:4
Ages 4-5	Non-residential	1:6
Ages 5-6	Non-residential	1:10
Ages 6 & Under	Residential	1:18
2nd-8th grade (over age 6)	Classroom Setting	1:4
9th-12th grade	Classroom Setting	1:10
2nd-12th grade (over age 6)	Field trip Recreation Sports & water Activities Non-residential & Residential	1:10 (minimum 2 adults) 1:10 1:10

Emergency Plan: Documents minimum emergency preparedness protocols based on the program’s level of risk and as advised by the institution’s risk management authority or other relevant Institution stakeholders. Emergency plans should include protocols on:

• Fire Safety and evacuation plans
• A communication plan that involves a signal/alarm to notify program staff of an emergency
• Severe weather plan and communications (Emphasize lightning plan and lightning safety)
• Knowledge of designated emergency evacuation routes and alternate meeting locations
• Knowledge of appropriate shelter-in-place locations
• Missing child procedures: Call Campus Police 262-595-2911 if on campus & 911 if off campus
• Tips for changing location (head counts, take attendance, predictable routes, etc.)

Health and Safety Plan: An informational document discussing how to proceed in cases of communicable disease and tips on prevention. Outlines response protocols in place to address mitigation/quarantine/isolation of incidents. In addition, all residential/overnight programs must have a communicable disease protocol.

Escalation Matrix: Documents decision-making process on reporting suspected or witnessed child abuse or neglect and other incident report obligations.

Reguest to Host Youth Program or Activity

Third Party Organizations need to obtain a UW-Parkside College or Department Sponsor that has received written approval at the Executive Level (i.e. Dean, Directors, Provosts, Vice Chancellors, or Chancellors) to host the youth event. The Third Party will work with their University Sponsor to obtain & complete required documents.

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Document Requirements

Complete Facilities Use Agreement for Youth Programs: To hold an event, operation, endeavor, or activity designed for participation by people under 18 years old in or on University premises, Third Party Organizations are required to complete a Facilities Use Agreement for Youth Programs agreeing to the terms and conditions listed in the agreement. The Third Party and its officers, employees, and agents will comply with any and all relevant laws, rules, or University Policies, including any campus policy required by University Policy & UW System Administrative Policy 625-Youth Protection & Compliance, as specified in that policy. In addition, Third Party organizations will comply with all youth protection and compliance requirements listed within the contractual agreement (including required rosters, staff screening/training & emergency preparedness). University audits may occur at any time within seven (7) years following the conclusion of an event. As part of an audit, third-parties may be required to provide youth activity/program roster showing all staff/volunteer criminal background checks and required training have been completed.

Submit Certificate of Insurance (COI): All programs must be properly insured as required by UW System Risk Management. Proof of insurance for the event must be provided when applicable. For assessment of insurance needs contact: Safety & Risk Management.

Request to Bring Minors for Field Trip to UW-Parkside

School or group will need to obtain a UW-Parkside College or Department Sponsor that has received written approval at the Executive Level (i.e. Dean, Directors, Provosts, Vice Chancellors, or Chancellors) to bring your field trip to campus. The School or group will work with their University Sponsor to obtain & complete required documents.

Field Trips are defined as a visit made to UW-Parkside and any property owned or leased by the University for the purposes of firsthand observation or participation (i.e.: Library events & REC Center paddles). The custodial care (supervision) of youth participants falls on the responsibility of the school or group visiting.

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Document Requirments

Complete Field Trip with Minors Acknowledgement Form: Schools & groups with minors are required to complete a Field Trip with Minors Acknowledgement Form agreeing to the terms and conditions listed in the agreement. The school or group, field trip leader & chaperones will comply with any and all relevant laws, rules, or University Policies, including any campus policy required by University Policy & UW System Administrative Policy 625-Youth Protection & Compliance, as specified in that policy.

• UW-Parkside Employees can access guides and templates on the UW-Parkside Youth Policies & Protocols SharePoint file and in the University Youth Compliance J: Drive folder.
• Third-Parties will work with their University Program Sponsor.
• Additional questions can be sent to youthcompliance@uwp.edu.

No. This type of event falls outside the scope of the UW System Administrative Policy 625-Youth Protection & Compliance since the event is not intended for minors even though they might attend incidentally.

Yes. Seniors are generally a mix of 17- and 18-year olds. While 18-year-olds are not minors, 17-year-olds are, so this would still be considered a Youth Event. However, if the participants are already enrolled with UW-Parkside, then they are considered “matriculated” and not minors. If this status applies to all participants, the event would be outside the scope of the policy.

If your youth event doesn’t seem to fit any of the listed youth events on this webpage, feel free to contact the Compliance Specialist to discuss the event in more detail.

Your school or group will need to obtain a UW-Parkside College or Department Sponsor that has received written approval at the Executive Level (i.e. Dean, Directors, Provosts, Vice Chancellors, or Chancellors) to bring your field trip to campus. The following documentation will need to be collected:

• Field Trip with Minors Acknowledgement Form

For more details, please see the “Requirements for Hosting a Youth Event” section of this webpage or contact your University Sponsor.

Your organization will need to obtain a UW-Parkside College or Department Sponsor that has received written approval at the Executive Level (i.e. Dean, Directors, Provosts, Vice Chancellors, or Chancellors). The following documentation will need to be collected:

• Facilities Use Agreement for Youth Programs
• Certificate of Insurance

For more details, please see the “Requirements for Hosting a Youth Event” section of this webpage or contact your University Sponsor.

Everyone responsible for supervising or running the activities/interacting with participants must have a CBC, including volunteers. To get started, refer to staff/volunteer screening.

Compliant with the University of Wisconsin System Criminal Background Check Policy, background checks for youth event staff/volunteers consist of:

• Social Security Number Validation & Trace
• State and Federal criminal history check covering a minimum of seven (7) years.
• Sex Offender Registry
• National Criminal Background Database
• Global Criminal Search

• No, the University does not conduct background checks for Third-Parties. Third-Parties working with minors must ensure all of their youth event staff/volunteers are background checked in compliance with the policy as stated within their contractual agreement. University audits may occur at any time within seven (7) years following the conclusion of an event. As part of an audit, third-parties may be required to provide youth activity/program roster showing all staff/volunteer criminal background checks and required training have been completed.
• If any third party organizations have questions about the background check requirements, please contact: youthcompliance@uwp.edu or 262-595-2695

If the guest is simply speaking to a group, the program staff or volunteers will maintain care, custody, and control, and the guest does not have unsupervised access to minors, then a background check and training are not required.

All staff/volunteers must receive documented training on the following content, at minimum, prior to interaction with Youth Participants in Covered activities:

• EO54 Mandated Reporter Training
• Abide by UW-Parkside Sexual Violence & Sexual Harassment Policy 36
• Prohibited Behaviors

Staff/volunteers who are responsible for the supervision of youth participants must receive documented training on the above content, at minimum, prior to interaction with youth participants as well as:

• Institutional youth protection best practices provided by Program Director

This Policy requires that all University of Wisconsin System employees must report incidents of child abuse and neglect. In addition, this policy extends that obligation to volunteers and contractors.

More information on this policy can be found here: Mandatory Reporting of Child Abuse and Neglect Policy (Executive Order 54) | UWSA Internal Policies (wisconsin.edu)

Yes, all reports of suspected child abuse or neglect, made in good faith, will not result in discharge from employment, discipline, or otherwise discriminated against in regard to employment, or threatened with any such treatment.

Persons required to report, who intentionally fail to report suspected child abuse or neglect may be fined not more than $1,000 or imprisoned not more than 6 months or both.

Third- Party Organizations will comply with this section and documented requirements are to be stated within a contractual agreement. University audits may occur at any time within seven (7) years following the conclusion of an event. As part of an audit, third-parties may be required to provide youth activity/program roster showing all staff/volunteer Criminal Background Checks and required training have been completed.

UW-Parkside has established policies to promote the safety of youth participating in our programs. Program staff are trained in emergency protocols and all relevant internal and external reporting requirements. All youth event staff/volunteers are required to be properly screened and trained in compliance with UW System Administrative Policy 625-Youth Protection & Compliance.

• Parents and guardians are encouraged to notify the youth Program Director immediately if they, or their child, are experiencing concerns with the program, other youth participants in the program, and/or program staff and volunteers.
• The reporting form is located here: General Youth Incident Reporting Form