Policy: Youth Program Approval and Registration

University Policy: General Institutional

Date Created: April 2021

Date Effective: June 2, 2021


Responsible University Official: Vice Chancellor for Administrative Services

Policy Owner: Youth Program Manager

Policy Contact: Youth Program Manager


REASON FOR POLICY

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 this policy. The university recognizes minors as a vulnerable population, requiring special consideration, protection, and adequate management of the inherent risk in working with this group. This policy mandates 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.


SCOPE

For the purpose of this policy, a minor is a person under the age of 18 who is not enrolled or accepted for enrollment at UW-Platteville.

This policy applies to:

  • All university programs, activities, and events involving minors, noting the exceptions below.
  • Third party programs involving minors that utilize university facilities

This policy does not apply to:

  • Programs that might attract an individual(s) under the age of 18, in which the university does not assume custodial care. These programs include, but are not limited to, entertainment events, sporting events, youth visiting the campus on their own or simply using university facilities, and campus tours. 
  • Programs designed for individuals 18 years of age or older.
  • Programs designed for matriculated minors.
  • Programs designed for individuals who have graduated from high school. Such programs are excluded even if they might serve some participants who are under 18 years of age.
  • University daycare and preschool services provided by a licensed health or daycare provider, or employee or volunteer acting under the direction of a licensed health care provider.

BACKGROUND

UW System policies and Wisconsin statutes (see links in in “Related Documents”) that were developed to address the safety of minors.

This policy replaces the 2012 Camps and Clinics Registration directive.


DEFINITIONS

Custodial care
Instances in which university employees or volunteers directly supervise and care for registered minors in the absence of a parent, guardian, or teacher.

Matriculated minors or participants
A minor that is enrolled or accepted for enrollment at UW-Platteville.

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

Participant registration
The mechanism and process by which minors enroll in a program.

Program approval
Permission to operate a program involving minors, granted by the youth program manager on behalf of the university, in accordance with all related policies and guidelines. 

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

Programs involving minors
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.

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

University-supervised youth program
Any activity, program, camp, event, or clinic during which a minor is under the custodial care or responsibility of employees of and/or volunteers on behalf of the university.  

Youth program manager
The main contact for UW-Platteville youth programs, both university-supervised and third party. The youth program manager 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. 


POLICY STATEMENT

The program director or designee shall be responsible for obtaining approval (see procedures) for all programs involving minors from the youth program manager, regardless of whether the program is operated by a university department or entity, or a third party. 

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

The university 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 university policy, failure to properly register, inappropriate conduct, or legitimate concerns over the safety of minors.


PROCEDURES

All programs involving minors shall adhere to established procedures as determined by the youth program manager (or designated university official), including but not limited to:

Program approval procedure
The program director or designee shall register their program by submitting a completed Youth Program Approval Form to the youth program manager for review no less than 4 weeks prior to the planned program. During review, the youth program manager will determine if the program qualifies as a university-sponsored program (see definition) and will provide guidance for next steps to the program director or designee. 

Additional procedures can be found at the Youth Programs SharePoint site.


RESPONSIBILITIES

The Office of Ethics and Compliance is 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.

Youth program manager is the main contact for UW-Platteville youth programs, both university-supervised and third party. The youth program manager 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. This responsibility may be reassigned to another university official at the direction of the chancellor or designee.


CONTACTS





Position

Contact

Phone

Email

Youth Program Manager

Madalyn Mackey

608.342.7593

mackeym@uwplatt.edu


Ethics and Compliance Officer

Sarah Vosberg

608.342.7636

vosbergsara@uwplatt.edu


Vice Chancellor for Administrative Services

Paige Smith

608.342.6171

psmith@uwplatt.edu



RELATED DOCUMENTS

YouthProgamPolicy-June2021.pdf

Minor Protection and Adult Leadership Policy 

Children (Dependents) of Employees in the Workplace 

Reporting of Suspected Child Abuse and Neglect

Criminal Background Check (UW-Platteville policy) 

UW System Criminal Background Check Policy (RPD 20-19)

Wis. Stats. Chapter ATCP 78: Recreational and Education Camps 

Wis. Stats. Chapter DCF 252: Day Camps for Children

Executive Order 54


HISTORY

This policy replaces the 2012 Camps and Clinics Registration directive.
 


SCHEDULED REVIEW  

2022





Keywords:University Policy, Youth Program Approval & Registration Policy, youth program, youth programs   Doc ID:91507
Owner:Sarah V.Group:UW Platt Admin Services
Created:2019-05-03 10:01 CDTUpdated:2021-09-10 09:43 CDT
Sites:UW Platt Admin Services
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