Policy: Youth Protection and Compliance Procedures

University Policy: Ethics and Compliance

 UW-Platt Logo      

UNIVERSITY PROCEDURES                                                          

Date Revised: N/A

Date Effective: 8/15/2023

Click here for a pdf version of the policy

Youth Protection and Compliance Procedures

Responsible University Official(s): Vice Chancellor for Administrative Services

Procedures Owner: Youth Program Coordinator

Procedures Contact: Youth Program Coordinator

  1. Reason for Procedures
  2. Background
  3. Definitions
  4. Policy Statement
  5. Approval Process
  6. Third Parties
  7. Third Party Administrative Fees
  8. Guest Speakers
  9. University Non-Custodial Youth Programs
  10. Prohibited Behaviors and Reporting Responsibilities
  11. Responsibilities
  12. Contacts
  13. Related Documents
  14. History
  15. Scheduled Review

 

  1. REASON FOR PROCEDURES

The University of Wisconsin-Platteville is committed to the well-being, safety, and protection of all members of the University community, including Minors, as defined by these procedures. The University recognizes Minors as a vulnerable population, requiring special consideration, protection, and adequate management of the inherent risk in working with this group. These procedures mandate the process for gaining approval to present programs involving Minors, as well as minimum participant registration requirements for university-supervised programs, to reduce the risk involved when working with Minors.

 

  1. BACKGROUND

Minors come into contact with the University of Wisconsin – Platteville through many programs and activities.  UW-Platteville recognizes its fundamental responsibility for protecting the minors placed in its care and the value of identifying a multifaceted framework for youth protection.

In alignment with Wisconsin Executive Order 54, which mandates the reporting of child abuse and neglect, and UW System Administrative Policy 625: Youth Protection and Compliance, this procedure expands on UW-Platteville’s efforts to provide safe and positive experiences for youth participants in covered activities.  This procedure also meets the requirements contained in Regent Policy Document 23-2, Youth Protection, Compliance, and Data Collection, which was approved on February 11, 2022.

This procedure supplements UW System Administrative Policy 625 and replaces UW-Platteville policies Youth Program Approval & Registration and Minor Protection and Adult Leadership.

  1. DEFINITIONS

 

Authorized Adult:

Individuals, age 18 and older, paid or unpaid, who are authorized to interact with youth participants as part of a covered activity. This includes, but is not limited to, faculty, staff, volunteers, graduate and undergraduate students, student-athletes, interns, and individuals associated with third-party covered activities. Authorized adults cannot have unsupervised access to minors.

 

CampDoc:

A web-based participant registration platform used for university custodial youth programs. CampDoc is managed by the Youth Program Coordinator and each university custodial Program Director will be granted access to the site in correlation to their youth program.

 

Campus Security Authority:

An official of an institution who has significant responsibility for the student and campus activities. Designated Individuals are recognized as Campus Security Authorities.

 

Certificate of Insurance:

A document issued by an insurer which evidences that an insurance policy exists and provides information such as insurer, insurance agency, insured, types of insurance, policy numbers, effective dates, limits, certificate holder, cancellation procedure, special Provisions, e.g., additional insured, and the name of the representative authorizing the policy.

 

Cost Recovery Program Assessment Fee:

A Financial Services fee that is automatically taken from each University-Custodial youth program. The fee is 10% of the program’s gross revenue. 

 

 

 

Covered Activity:

All events, operations, endeavors, or activities designed for participation by Youth Participants and organized, sponsored, and/or operated by UW-Platteville regardless of location; and all events, operations, endeavors, or activities designed for participation by Youth Participants held on property owned or leased by UW-Platteville that are organized, sponsored and/or operated by Third Parties.

 

Custodial Care:
Instances in which UW-Platteville employees or volunteers directly supervise and care for registered minors in the absence of a parent, guardian, coach, or teacher.

 

Designated Individual:

An authorized adult who is counted in the supervision ratio for a covered activity. Designated individuals are responsible for ensuring the care and safety of youth participants in covered activities. Additional training is required for authorized adults serving as designated individuals.

 

Emergency Action Plan:

A fillable pdf document provided by the YPC and required by the Occupational Safety and Health Administration (OSHA) to facilitate and organize employer and employee actions during a workplace emergency.

 

Employee: Any UW-Platteville employee, including but not limited to students who are employed at UW-Platteville and volunteers who work with students at UW-Platteville sponsored camps and events.

 

Guest Speaker:

An individual who is not employed with UW-Platteville who is invited to present, demonstrate, or facilitate instruction in an open, group setting during a youth program for a limited and defined period without direct interaction with individual students.

 

Lockdown:

Used to stop access and/or egress to all or a portion of the buildings on a campus during a security threat.

 

Matriculated Minors or Participants:
A minor that is enrolled or accepted for enrollment at UW-Platteville.

 

Minor or Participant:
For purposes of these procedures, a minor is a person under the age of eighteen (18) who is not enrolled or accepted for enrollment at UW-Platteville.

 

Overnight Counselor:

A position of authority to stay overnight in the residence hall with a youth program in the case of the corresponding program director’s absence. This position will be chosen by the program director if the program director does not stay overnight. The Overnight Counselor must be CPR/First Aid Certified. Overnight Counselor will be granted access to CampDoc Health Forms for University Custodial camps and will receive Rave Alerts from University Police in the case of an emergency. Contact information for the Overnight Counselor will be provided by the program director on the Emergency Action Plan/Itinerary document.

 

Paid Employee:  An authorized adult or designated individual that receives an hourly wage or lump sum payment for their time spent with the youth program.

 

Participant Registration:
The mechanism and process by which minors enroll in a program. For university-custodial programs, this is done through CampDoc.

 

Primary Assembly Area

A designated outdoor location away from the building where building occupants can gather after evacuating the building.

 

Program Approval:
Permission to operate a program Involving minors, granted by the Youth Program Coordinator on behalf of UW-Platteville, in accordance with all related policies and guidelines.

 

Program Director:
The individual responsible for the planning and direct oversight of a specific program.

 

Program Registration:
The mechanism and process by which a program Involving minors requests approval to operate.

 

Rave Alert:

An emergency notification sent by University Police via email or text message. A Rave Alert is only sent in the case of a campus emergency.

 

Shelter in Place Location:

Rooms of a building in a central area away from external windows and doors; the use of any classroom, office, or building for the purpose of providing temporary shelter in the event of severe and/or inclement weather.

 

Summer Camp/Conference Assistant:

An encompassing term for adults that have significant responsibility for the youth participants attending a Covered Activity. This includes Program Directors, Designated Individuals, and adults staying overnight with youth who are not otherwise Designated Individuals.

 

Third-Party Custodial Youth Program:
A program that meets the following criteria: It is a Covered Activity that is held on property owned or leased by UW-Platteville that is organized, sponsored, and/or operated by a Third Party. The third-party program’s staff are temporarily responsible for the supervision, care, or control of the attending minors, without accompanying parents, guardians, or chaperones.

 

Third-Party Non-Custodial Youth Program:
A program that meets the following criteria: It is a Covered Activity that is held on property owned or leased by UW-Platteville that is organized, sponsored, and/or operated by a Third Party. Minors attend with an accompanying parent, guardian, or chaperone. The program’s staff are not, at any time, responsible for the supervision, care, or control of the attending minors.

 

University Custodial Youth Program:
A program that meets the following criteria: It is a Covered Activity that is organized, sponsored, and/or operated by UW-Platteville, regardless of location. The program’s staff are temporarily responsible for the supervision, care, or control of the attending minors, without accompanying parents, guardians, or chaperones.

 

University Facilities:

Facilities owned by, or under the control of, the University. University daycare and preschool services or services provided by a licensed health care provider (or employee volunteer acting under the direction of a licensed healthcare provider) are not included in the definition of university facilities and will follow applicable laws, regulations, and separate policies that reflect the unique activities that occur in those locations.

 

University Non-Custodial Youth Program:
Program that meets the following criteria: It is a Covered Activity that is organized, sponsored, and/or operated by UW-Platteville, regardless of location. Minors attend with an accompanying parent, guardian, or chaperone. UW-Platteville staff are not, at any time, responsible for the supervision, care, or control of the attending minors. UW-Platteville staff/volunteers may serve as authorized adults, but are not designated individuals for non-custodial programs.

 

Volunteer:  

An authorized adult or designated individual that assists the youth program as a program staff member but does not receive financial compensation that is directly tied to the youth program.

 

YARS:

Abbreviation for Youth Activity Registration System. YARS is a UW-System-wide digital platform used to aid in the creation of a youth program. YARS also stores the compliance documentation for a youth program. All university custodial program directors will be granted access to YARS. 

 

Youth Programs:
Programs and activities offered by various academic or administrative units of the University, or by non-university (third-party) groups using university facilities, that are intended for people under 18 years of age. Programs include, but are not limited to, workshops, camps, clinics, conferences, clubs, and similar activities.

 

Third Party Administrative Fee:

A 10% surcharge of total Residence Life, Dining Services, and Facilities costs that is applied to third-party youth programs to cover administrative costs.

 

Youth Program Coordinator (YPC):
The main contact for all UW-Platteville-sponsored and third-party Youth Programs. The Youth Program Coordinator provides planning support and guidance to program directors, reviews and drafts youth program policies and procedures, and works with university departments to ensure compliance with university and state regulations.

 

Youth Program Staff Agreement:

The Youth Program Staff Agreement is a brief Qualtrics survey provided to and signed by university program staff, paid or unpaid. The Youth Program Staff Agreement reiterates that staff understand their youth protection and compliance responsibilities while working in a youth program.

 

  1. POLICY STATEMENT

 

  1. Obtaining Approval

 

The Program Director shall be responsible for obtaining approval (see Approval Process) for all programs involving Minors from the Youth Program Coordinator, regardless of whether the program is operated by a university department or entity, or a third party.

 

Programs classified as “University-Custodial” (see definition) must conduct participant registration through the University’s centralized registration system, CampDoc, to ensure compliance with state and university regulations. Programs shall not combine matriculated and non-matriculated students.

 

UW-Platteville may deny any Program, and also prevent any Program Director, program staff member, group, or sponsor from holding or participating in future programs for violations of UW System Administrative Policy 625, failure to properly register, inappropriate conduct, or legitimate concerns over the safety of minors.

 

  1. APPROVAL PROCESS
  1. Review Youth Programs SharePoint Page
    1. Review the Youth Programs SharePoint page before planning a youth program to help obtain an understanding of the process and to access additional guiding documents. A budget template can be found on the SharePoint page to aid with financial planning.
  2. Gain Department Head Approval
    1. The Program Director must obtain approval from their department head in order to present a Covered Activity. This is otherwise known as receiving an Institutional Sponsor. The Institutional Sponsor will be listed on the approval request form.
  3. Submit Approval Request Form
    1. The Approval Request Form is a digital Qualtrics form that collects information about a program/activity. This link can be found on the Youth Programs SharePoint page or here.
    2. Program directors must submit separate approval requests for each individual program they are presenting. If a single program has multiple occurrences (ex. 2-month long program that meets once per week), a single approval form with occurrences cited will suffice.
    3. Once an Approval Request Form has been received by the Youth Program Coordinator, the initial information will be entered into the Master Youth Program Tracker.
  4. Initial Meeting
    1. After receiving the Approval Request Form and entering program details into the Master Youth Program Tracker, the Youth Program Coordinator will arrange an initial meeting with the Program Director. This meeting should take place within one week of receiving the Approval Request Form.
    2. The Youth Program Coordinator will classify a Covered Activity either before or during the initial meeting. Classifications include University-Custodial, University Non-Custodial, Third Party Custodial, Third Party Non-Custodial, or Open Non-Custodial. A Covered Activity’s obligations change depending on its classification.
    3. If the program will utilize Dining Services, the Youth Program Coordinator should review and complete the Meal Request Form with the Program Director and forward to Dining Services.
    4. Topics to discuss in the initial meeting include, but are not limited to:
      1. Summary of the event
      2. Dates and schedule
      3. Custodial arrangement (Will participants attend with a guardian/chaperone?)
      4. Residence Life needs
      5. Dining Services needs
      6. Expected number of attendances
      7. Required supervision ratios
      8. Travel expectations
      9. Program staff type
      10. UW System Administrative Policy 625 requirements
      11. Planning checklist
      12. Registration process
      13. Planning resources
    5. The Program Director should come away from the initial meeting knowing what their next steps are, and what their overall obligations are for planning and presenting a Covered Activity.
  5. Approval Granted
    1. Program approval will be granted only when the required pieces are in place. This means that department head approval should be secured, an Approval Request Form should be completed, an initial meeting should have taken place, and the program has been properly classified.
    2. Notice of approval goes out via email and should include the following information:
      1. A statement that approval has been granted
      2. Name and dates of the program
      3. Program classification
        1. A CampDoc link for university custodial programs
        2. A YARS Production link for university custodial programs
        3. A Personnel Tracker spreadsheet for university custodial and university non-custodial programs
        4. A sample Certificate of Insurance, Facilities Use Agreement, and Residence Life/Dining Agreement when applicable for third parties
        5. Field Trip Acknowledgement Form for university non-custodial programs
        6. Youth Program Staff Agreement Qualtrics link for all programs
      4. A Summary of compliance requirements
      5. A Youth Programs Checklist
    3. The following people should be copied on the approval email:
      1. Program Director
      2. Dining Services
        1. *Only for programs utilizing Dining Services
      3. Marketing
        1. *Only for university programs, not third party
      4. Event Services
        1. *For non-athletic events
      5. Associate Athletic Director for Sport Administration
        1. *For athletic events
  6. Youth Activity Registration System (YARS)

Purpose: YARS serves as a database to track youth programs, retain compliance documentation, create CampDoc registration links, and report program attendance. Program Directors can also utilize YARS to view their active compliance documents.

 

    1. The Youth Program Coordinator will submit each youth program through YARS.
      1. For university custodial programs, a CampDoc registration link will be created automatically once the YPC submits a program in YARS
        1. This populates once per week in CampDoc, typically each Monday
    2. The Program Director will be granted access to YARS by the Youth Program Coordinator. Program Director will be given a production link to create an account using their Net ID as a new user. The Program Director can continue to log in at any time without assistance after an account is set up.
    3. Both the Youth Program Coordinator and Program Director will be able to upload and view documents in YARS
    4. A final participant count will be tracked in YARS for each youth program to ensure accurate reporting for insurance coverage

 

  1. Emergency Preparedness
  1. All Covered Activities are required to document emergency preparedness protocols that, at minimum, include the following:
      1. Missing Participant Procedures
        1. A guiding document stating the required actions to be taken in the case of a missing youth participant
        2. UW-Platteville’s university custodial Missing Participant Procedures are located on the Youth Programs SharePoint page in the Emergency Preparedness tab.
      2. Communicable Disease Protocol
        1. An informational document that discusses how to proceed in cases of communicable disease and provides tips on prevention
        2. The Communicable Disease Protocol for university custodial programs is located on the Youth Programs SharePoint page in the Emergency Preparedness tab.
      3. Emergency Action Plan (EAP) / Itinerary
        1. The EAP/Itinerary is located on the Youth Programs SharePoint page in the Emergency Preparedness tab and will be distributed to university custodial program directors via email. The Youth Program Coordinator will collect this document two weeks prior to camp start date.
    1. Other protocols may be required as determined by a risk assessment evaluation.
    2. One-on-one contact between an adult and a minor is prohibited. A group setting must be maintained, which requires a minimum of two adults to be present at all times. A group setting allows interaction with youth to be observable and interruptible.

Exceptions to one-on-one settings:

      1. The case of a child and parent, guardian, or family member relationship
      2. Instructional settings where one-on-one tutoring ensues. In such settings, free access to the instructional setting by authorized persons to and from any space must be maintained at all times. Examples to achieve this include:
        1. No window or door coverings that would restrict or eliminate visibility into the room and ensuring doors that are used to enter and exit the pace are unlocked and accessible. In such settings it is strongly encouraged to leave doors open when feasible.
      3. Authority of Risk Management Director, Chief Human Resources Officer, or Youth Program Coordinator: UW-Platteville’s Risk Management Director, Chief Human Resources Officer, or Youth Program Coordinator may grant limited exceptions to this policy.
      4. Emergency Exception: The two-deep leadership requirement may be temporarily suspended if an emergency situation warrants it (e.g. one adult accompanies a minor to the emergency room, is summoning law enforcement, or is searching for a missing minor). An alternative adult must join the group to reestablish leadership as soon as is feasible.
  1. University Custodial Program Staff Screening and Training

8.1.  Screening

 

UW-Platteville must follow applicable UW System screening policies and procedures, including, but not limited to criminal background checks pursuant to Regent Policy Document 20-19, University of Wisconsin Criminal Background Check Policy, and UW System Administrative Policy 625 Youth Protection and Compliance. The minimum standards require a Criminal Background Check for all authorized adults and designated individuals. Persons who previously had a successful criminal background check within 4 years through the HireRight software, without an interruption of service would be exempt from this requirement. 

 

In accordance with policies, UW-Platteville requires that all authorized adults who are identified as employees and all designated individuals serving in covered activities through which the institution offers custodial care, regardless of employment status, be screened through a reference check process in alignment with the minimum standards found in UW System Administrative Policy 1275, Recruitment Policies. At a minimum, reference check questions must be asked as to whether they: 

    1. Were ever found to have engaged in any sexual violence or sexual harassment.
    2. Are currently under investigation or have ever left employment during an active investigation in which they were accused of sexual violence or sexual harassment. 

8.2 Training

UW-Platteville must train all authorized adults on the following content, at minimum, prior to interaction with youth participants in covered activities: 

  1. Reporting responsibilities, including EO54 Mandated Reporting and sexual harassment/sexual violence reporting (Title IX training).  

 

UW-Platteville must train designated individuals on the following content, at minimum, prior to interaction with youth participants in covered activities: 

  1. UW-Platteville youth best practices; and  
  1. Reporting responsibilities, including EO54 Mandated Reporting and sexual harassment/sexual violence reporting (Title IX training) 

 

UW-Platteville may require additional training based on the individual’s role or level of risk associated with the covered activity (e.g., duration of program, type of activities) and applicable legal requirements.  

 

 

 

8.3 Youth Program Staff Agreement

All university youth program staff, paid or unpaid, must complete the Youth Program Staff Agreement (see definition). The Youth Program Staff Agreement will be sent to all Designated Individuals and Authorized Adults on the Personnel Tracker at the same time mandatory screening and training is sent. The Youth Program Coordinator will track staff completion of this agreement. All university youth program staff must complete the agreement in order to participate in a youth program on property owned or leased by UW-Platteville.

8.4 Personnel Tracker

Each university custodial program director is responsible for completing the Personnel Tracker that is provided to them by the Youth Program Coordinator. The Personnel Tracker records who will be serving as an authorized adult or designated individual at the camp/program. This includes but is not limited to anyone who is going to be staying overnight in the residence halls, conversing with, instructing, supervising, or photographing the youth participants. The following information is collected on the Personnel Tracker:

      1. First and Last name
      2. Program position/role
      3. Email address
      4. Cell phone number of Designated Individuals
        1. For Rave Alerts (see definition)
      5. Whether the individual is staying overnight
      6. Volunteer or paid employee status
      7. Whether the individual is a UW-Platteville student or employee

 

8.4.1 Youth Program Personnel Tracker Timeline

 

Action Steps 

Due Date 

Youth Program Coordinator Sends Approval Email to Program Director 

Two weeks within receiving program request 

A blank Personnel Tracker is sent to the Program Director

Attached with approval email  

Personnel Tracker is sent back to Youth Program Coordinator from Program Director 

Minimum two weeks prior to program start date 

Personnel Tracker is uploaded by Youth Program Coordinator to Master Personnel Tracker, Student Employment Coordinator is notified 

As soon as personnel tracker is received 

Student Employment Coordinator sends appropriate screening and training to the personnel via Youth Programs email address 

As soon as possible after receiving personnel tracker 

Student Employment Coordinator checks the boxes on personnel tracker when screening and training is completed in Master Personnel Tracker. Program directors can request live updates from the YPC or view in YARS.

When completions are received via email notifications 

Reminders to complete screening and training are sent via email once per week to those with incomplete statuses. Program director and YPC are cc’d 

Up until program start date 

Completion of screening and training is reviewed prior to youth program start date, Program Director is notified of any staff with incomplete statuses by YPC 

Four to seven days prior to program start date 

 

YPC informs Program Director of any program staff ineligible to work due to incomplete screening and/or training.  

Two to three days prior to program start date 

Program director fully aware of who is permitted to interact with youth and who is not. All staff on the personnel tracker should have completed statuses for full compliance. Completed Personnel Tracker can be found in YARS.

One day prior to program start date 

 

 

  1. Clery Act Training

Designated Individuals are considered Campus Security Authorities according to UW-Platteville Clery Act Compliance Policy. A Campus Security Authority, by Federal Law, has two important responsibilities:

  1. To complete the Annual Campus Security Authority Training in Canvas (join code: LPKR9K, select Student option).
  2. To report crimes that have either been reported to you and/or that you have personally observed. Those crimes include:

Murder and Non-Negligent Manslaughter

Manslaughter by Negligence

Rape and Statutory Rape

Incest

Fondling

Robbery

Stalking

Aggravated and Simple Assault

Burglary

Motor Vehicle Theft

Hate Crimes

Alcohol, Drug, or Weapon Violation

Domestic and/or Dating Violence

Larceny (theft)

Intimidation

Vandalism

It is required to report the above offenses that occur on campus, in on-campus student       residence housing facilities, in non-campus property (university-owned off campus buildings), and on public property within and adjacent to UW-Platteville.

  1. Escalation Matrix

UW-Platteville has adopted an Escalation Matrix to guide decision-making around incidents that violate UW-Platteville policy or trigger a reporting obligation as defined in UW System Administrative Policy 625. The Escalation Matrix can be found on the youth programs SharePoint page in the Guiding Documents tab and will be uploaded by the YPC into YARS for each program. Program directors are expected to review this document prior to the start of a youth program.

 

  1. First Aid/CPR Certification

UW-Platteville requires a minimum of one First Aid/CPR-certified adult to be present for the duration of a youth program. Program directors have the option to serve as the First Aid/CPR-certified staff member themselves. UW-Platteville Youth Programming recommends working with Southwest Health to complete First Aid/CPR certification. To inquire about becoming First Aid/CPR-certified or hiring a UW-Platteville Athletic Trainer to fill the role, please visit the First Aid/CPR Certification tab of the Youth Programs SharePoint page or contact the Youth Program Coordinator at youthprograms@uwplatt.edu. Please note that UW-Platteville Athletic Trainers are not available for hire during the summer months.

 

  1. Blanket Insurance Coverage for Camps

All registered participants for UW-Platteville University Custodial camps are currently covered by Camps and Clinics Blanket Accident Insurance.

  1. Process for filing a claim: Claims should be filed according to the Claims Filing Instructions document
  2. For additional information on insurance coverage for university custodial camps, please contact Safety and Risk Management at safety@uwplatt.edu.

 

  1. THIRD PARTIES

 

Third Parties are required to meet the screening and training standards in alignment with UW System Administrative Policy 625 prior to arriving to UW-Platteville campus. UW-Platteville will not supply that screening or training to the third-party, which includes but is not limited to:

 

  1. Criminal Background Check pursuant to Regent Policy Document 20-19, University of Wisconsin Criminal Background Check Policy
  2. Mandatory Reporter Training pursuant to Executive Order 54
  3. Sexual Harassment/Sexual Violence Reporter (Title IX) Training
  4. Sexual Harassment Employer Reference check (for Designated Individuals only)

 

 

Required Forms:

Third Parties operating a youth program on property owned or leased by UW-Platteville are required to complete and sign a Third Party Facilities Use Agreement for Youth Programs and a Residence Life and Dining Agreement for Youth Programs when residential and/or dining services are requested. An Athletics Reservation Request Form will be required for programs wishing to utilize UW-Platteville Athletics Facilities.

 

 

Third Party Facilities Use Agreement for Youth Programs:

The Third Party Facilities Use Agreement for Youth Programs will be provided to the third-party Program Director by the Youth Program Coordinator. The Third Party Facilities Use Agreement for Youth Programs provides additional information on the requirements that must be met when utilizing UW-Platteville facilities. The Third Party Facilities Use Agreement for Youth Programs must be signed by both the third-party Program Director and the Designated Signer for UW-Platteville.

 

Residence Life and Dining Agreement for Youth Programs:

The Residence Life/Dining Agreement for Youth Programs will be provided to the third-party Program Director by the Youth Program Coordinator. The Residence Life and Dining Agreement for Youth Programs provides additional information on the options, costs and policies associated with utilizing UW-Platteville Residence Halls and/or UW-Platteville Dining Services. Additional information such as check-in and check-out times, front desk times, a FEIN Number, and a Tax Exemption Number will also be collected on this form. The Residence Life/Dining Agreement form must be signed by both the third-party Program Director and the Designated Signer for UW-Platteville.

 

Certificate of Insurance:

Third Parties must submit a Certificate of Insurance (COI) that meets the minimum limits pursuant to the UW System Vendor Certificates of Insurance requirements to the Youth Program Coordinator. The third-party Program Director will be asked to provide the COI to the Youth Program Coordinator. The Youth Program Coordinator will then work with Safety and Risk Management to confirm that the COI meets the minimum limits.

 

Supervision Ratios:

Third Parties are expected and required to meet the minimum adult-to-youth supervision ratios while operating a youth program held on property owned or leased by UW-Platteville, as seen below.

Grade Level or Age Group 

Program Type 

Designated Individual Supervision Ratio  

(Adults: Youth Participants) 

Ages 3-4: Pre-K 

Non-residential (day only) 

1:4 

Ages 4-5: Pre-K – 1st grade 

Non-residential (day only) 

1:6 

Ages 5-6: K-1st grade 

Non-residential (day only) 

1:10 

Ages 6 & Under: 1st grade & under 

Residential (overnight) 

1:4 

Ages 7 & Over: 2nd grade & up 

Both non-residential and residential 

1:10 (minimum 2 adults) 

Ages 7 & Over: 2nd grade & up 

Classroom setting only

1:18 (minimum 2 adults) 

Ages 7 & Over: 2nd grade & up 

Recreation sports & water activities 

1:10 (minimum 2 adults) 

 

Clery Contact List:

A staff and participant list will be collected from the Third Party approximately two weeks prior to program start date. The contact information on the list will be retained by UW-Platteville University Police for the purpose of issuing Rave Alerts (see definition). Third-party staff will receive a link via email with instructions to complete Clery Act training prior to arrival on campus. The staff and participant list will collect the following information from the third-party staff:

 

  1. First and last name
  2. Email address
  3. Phone number

The staff and participant list will collect the following information on the third-party participants for the purpose of arranging residence hall rooms for the participants. This information will be provided by the third-party program director:

  1. First and last name
  2. Gender
  3. Roommate Preference

 

Residence Life and Dining Arrangements:

The Youth Program Coordinator, Residence Life, and the third-party Program Director will work together to place staff and participants into residence hall rooms based on the staff and participant list provided by the third-party Program Director, assuming all other compliance requirements listed above are met. Dining arrangements will be confirmed through the submission of a Meal Request form, which will be provided to the third-party program director.

 

  1. THIRD PARTY ADMINISTRATIVE FEES
      1. For all third-party youth programs, the 10% Third Party Administrative Fee (see definition) will be assessed to cover the costs of administrative support.

 

  1. GUEST SPEAKERS

 

Guest Speakers (see definition) are welcome to give a presentation during a youth program. Guest Speakers do not need to complete screening or training through UW-Platteville but instead must sign a Guest Speaker Attestation form provided by the Youth Program Coordinator (see forms in Section 11. Related Documents). Following are some examples that include, but are not limited to, roles that may qualify an individual as a Guest Speaker:

    1. A firefighter speaking to a group about safety.
    2. An external professor giving a 2-hour presentation on physics to a STEM program on campus.
    3. A sport official giving a one-time classroom lecture about rules to a volleyball camp.

 

If interested in hosting a Guest Speaker for a UW-Platteville Youth Program, please notify the Youth Program Coordinator.

 

 

  1. UNIVERSITY NON-CUSTODIAL YOUTH PROGRAMS

See definition for university non-custodial youth program. A Field Trip Acknowledgment or Event Acknowledgment form must be signed by the Program Director of the Visiting Group, as an acknowledgment to their responsibility and authority to conduct a field trip/event with minors to property owned or leased by UW-Platteville. The Youth Program Coordinator will determine whether the Vising Group must sign a Field Trip Acknowledgment form or an Event Acknowledgment form, depending on whether the program is educational or recreational.

 

The Field Trip/Event Acknowledgment form will be provided to the non-custodial Program Director by the Youth Program Coordinator. The Field Trip/Acknowledgment form must be returned to the Youth Program Coordinator no later than two days prior to the event. Non-Custodial programs do not use CampDoc, and are instead responsible for their own registration processes and for ensuring that registration process occurs in a timely manner.

  1. PROHIBITED BEHAVIORS AND REPORTING RESPONSIBILITIES

 

Everyone involved in youth programs with youth participants must be trained in what behaviors are not permitted and when they are required to act. The mandated reporter and sexual violence/harassment (Title IX) training will cover the prohibited behaviors training requirement. This information must be understood and retained as reference by all Authorized Adults and Designated Individuals as defined by UW-System Administrative Policy 625 – Youth Protection and Compliance

 

UW-Platteville employees (including volunteers) must make a report of child abuse or neglect if, in the course of employment, a UW-Platteville employee observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the employee has reasonable cause to believe that child abuse or neglect has occurred or will occur. The report must be made personally or by telephone to the UW-Platteville Police Department.

 

The report should include the following information, to the extent that it is known:

    1. The name, age, and home address of the child;
    2. The name and home address of the parent or legal guardian responsible for the care of the child;
    3. The child’s whereabouts;
    4. The nature and extent of the suspected abuse or neglect, including any information regarding possible previous instances of abuse or neglect;
    5. Any other information that may help to identify the person responsible for the abuse or neglect or determine the cause

 

The agency receiving the report will verify if it meets the criteria for child abuse or neglect and perform further investigation if needed. It is better to report urgently without all information than to delay reporting to collect more information. The person reporting has no responsibility to investigate. 

 

WHO TO CONTACT IN CASE OF INCIDENT 

URGENCY 

CAMPUS 

AUTHORITY 

CONTACT 

Emergency 

Both 

9-1-1 

9-1-1 

Non-Emergency 

UW-Platteville 

UW-Platteville Police 

608.342.1584 

Baraboo Sauk County 

City of Baraboo Police Department 

608.355.2720 

Note: A verbal report must be given to the police within 24 hours. Any questions or concerns should be directed to the Youth Program Coordinator at youthprograms@uwplatt.edu.

 

 

Through Executive Order 54, UW-System Administrative Policy 625, Wisconsin State laws, and UW-Platteville procedures, it is required that adults in a UW-Platteville youth program and/or a youth program occurring on property owned or leased by UW-Platteville immediately call the corresponding police department to submit a report if they observe, learn of, or suspect the threat of the following: 

 

  1. Child abuse (including but not limited to physical, sexual, or emotional abuse, or the manufacturing of meth.) or neglect** 
  2. Any prohibited sex discrimination prohibited by UW-Platteville Title IX policies, such as sexual harassment, sexual assault, domestic violence, dating violence, and stalking** 
  3. Conduct that violates the law (e.g., child abuse, child sexual abuse, discrimination, emotional abuse, hazing, indecent exposure, child pornography, neglect, physical abuse, sexual abuse, and sexual harassment)** 
  4. Actions that are found to constitute bullying or grooming** 
  5. Infringement on privacy of youth participants in situations where they are changing clothes or taking showers** 
  6. Adults showering, bathing, undressing with – or in the presence of – youth participants** 
  7. Use of such devices capable of recording or transmitting visual images in showers, restrooms, locker rooms, or other areas where privacy is expected by participants** 
    1. Any devices brought in these spaces are subject to be searched for violations of policy 
  8. Taking photos of minors unless explicitly authorized to do so on behalf of the activity and a permission/release is signed by the parents/guardians
  9. An incident resulting in serious harm requiring professional medical attention 
  10. An incident involving illegal or unauthorized drug use 
  11. Conduct that violates UW System or UW-Platteville policies 
  12. Use of alcohol during the youth program 
  13. One-on-One interactions between an adult and youth participant 

 

Concerns notated with an asterisk (**) will be forwarded to the Title IX Coordinator.

 

 

  1. RESPONSIBILITIES

Position/Office: Office of Ethics and Compliance

Responsibilities: Primarily responsible for oversight of the university’s minor protection program, and has authority to take reasonable and necessary action to ensure the protection of minors in any university programs or activities involving minors (as defined): this includes, but is not limited to, approving program structures, reviewing or amending contracts, prohibiting individuals from participation based on background checks or other available information, or curtailing any program or activity.

 

Position/Office: Youth Program Coordinator

Responsibilities: Responsible for oversight of Covered Activities and administration of these procedures, providing support to program directors to ensure Covered Activities are conducted pursuant to these procedures and applicable institutional policies.

 

Position/Office: Program Directors

Responsibilities: Responsible for conducting Covered Activities in alignment with these procedures.

 

  1. CONTACTS

Those designated to receive questions and feedback on the policy.

 

SUBJECT

CONTACT

PHONE

FAX/EMAIL

Primary Contact

Jourden Kachel

608.342.3934

kachele@uwplatt.edu

Contact

Melissa Gormley

608.342.1262

gormleym@uwplatt.edu

 

 

  1. RELATED DOCUMENTS

UW-Platteville Related Documents

Policy: Children (Dependents) of Employees in the Workplace 

Policy: Cost Recovery Program Assessment

Policy: Criminal Background Check, UW-Platteville Policy 

Policy: Clery Act Compliance, UW-Platteville

Policy: Emergency Notifications and Timely Warnings Platteville Main Campus, UW-Platteville

Policy: Reporting of Suspected Child Abuse and Neglect, UW-Platteville 

Policy: Sexual Violence and Sexual Harassment, UW-Platteville

Youth Programs SharePoint Webpage

 

UW-Platteville Youth Programming Forms

(Also located on the Youth Programs SharePoint page)

Communicable Diseases Protocol

Emergency Action Guide

Emergency Action Plan

Escalation Matrix

Field Trip Acknowledgment Form

Guest Speaker Attestation Form

Meal Request Form

Missing Youth Participant Procedures

Prohibited Behaviors and Offenses

Youth Program Approval Request Form

Youth Programs Checklist (university custodial)

Youth Program Staff Agreement (Qualtrics)

 

 

State of Wisconsin or UW System Related Documents

Wis. Stat. § 48.981(2)(a) 

Wis. Admin. Code Ch. ATCP 78 (2020) 

2011 Executive Order #54 Relating to Supplemental Mandatory Reporting Requirements of Child Abuse and Neglect 

RPD 20-19, University of Wisconsin System Criminal Background Check Policy 

RPD 20-22, Code of Ethics 

RPD 25-5, Information Technology: Information Security 

RPD 23-2, Health, Safety and Security at UW System Institutions 

UW System Administrative Policy 625

UW System Risk Management Manual, Camps and Clinics Blanket Accident Insurance 

UW System Administration Internal Policy HR-8, Policy for Children in the Workplace 

Title IX of the Education Amendments Act of 1972 [20 U.S.C. § 1681] 

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1990, [20 U.S.C. § 1092(f)]‚Äč 

 

  1. HISTORY

Original Issuance Date: 08/15/2023

Draft shared with University Staff Senate and Faculty Senate on May 10, 2022. Shared with Academic Staff Senate on May 16, 2022.

  1. SCHEDULED REVIEW 

August 2024



KeywordsPolicy, university policy, compliance, youth program, youth protection, protection, minor, youth, youth participant, camp, clinic, precollege, pre-college, youth sports,   Doc ID118568
OwnerSarah V.GroupUW Platt Admin Services
Created2022-05-17 07:48 CSTUpdated2023-11-16 10:07 CST
SitesUW Platt Admin Services
Feedback  1   0