Minor Protection and Adult Leadership
As UWSP expands their youth outreach programs, camps, and clinics, each department is committed to ensuring that the safety and well-being of each participant is the number one priority. Parents and or guardians entrust the university with their child, who is participating in a youth program. The policies and processes below were established to assist the campuses in maintaining a safe environment for youth. They are based on Chapter ATCP 78, Recreational and Educational Camps (formerly DHS 175) and DCF ch. 252, Licensing Rules for Day Camps for Children.
It is our goal as an institution to have the proper protections to provide a safe environment for minors that participate in pre-college and youth programs on our campus, as well, providing training so that all UW System employees understand how to report an incident during your camp or clinic you are hosting.
It is our goal as an institution to have the proper protections to provide a safe environment for minors
that participate in pre-college and youth programs on our campus,
as well, providing training so that all UW System employees understand
how to report an incident during your camp or clinic you are hosting.
Contact us with questions or assistance: Dana Busby, Compliance Specialist II – Precollege
Basic Process for UWSP staff to host an AUTHORIZED YOUTH EVENT:
STEPS TO OFFER AN AUTHORIZED YOUTH EVENT by all UWSP and Third Party Groups
Please note the guide differentiates between All Groups, UWSP and Third Party Groups responsiblities in the steps.
3. UWSP - Complete and submit the Youth Event Request Form (Eforms link listed below)
4. ALL - Watch for emails from related parties such as dining, housing, facilities, etc. regarding your event.
5. UWSP - Write and submit programs plans and send those to the youth programs email. We recommend those submissions in a word or PDF document.
6.
UWSP - Confirm in your plans if you are having
volunteers at the event.
- Ensure your volunteers have proper clearance to serve at your event in that capacity. Learn more here.
7. THIRD PARTY - Confirmed you have correct insurance coverage and have submitted an approved certificate of insurance to UWSP.
8. ALL - Follow the additional criteria to the type of program offered which may include a field trip or third party facility use agreement.
REPORT AN INCIDENT AT AN EVENT, CAMP OR CLINIC
General Youth Related Incidents
All program staff must be familiar with the reporting requirements outlined below. In addition to
abuse and neglect reporting, program staff must be diligent to document every incident that occurs during a
program. Incidents that do not follow a specific requirement might include:
- Behavioral incidents
- Confrontations between participants
- Arguments
- A fall without injury
- Violations of technology rules
Follow reporting requirements for incidents that fall into the categories below. For all other incidents, record the
incident via the Non-Employee Accident Reporting Form. If using Campdoc, also record in the notes tab within
the individual participant’s profile this information.
Mandated Reporting
All UWSP employees, including volunteers and contractors, are required to report suspicions of child abuse or
neglect to local authorities. Use this form to report non-emergency incidents of abuse or neglect involving a minor. Emergencies should be reported to University Police.
FREQUENTLY ASKED QUESTIONS
1. Do I have to use CampDoc?
Yes. If hosting a youth event that requires participants to register individually and/or pay for the event, CampDoc is the required method.
2. If an event is being held on campus (Stevens Point, Marshfield, Wausau, CWES, Treehaven, or any university property) for the public and people MIGHT bring their kids, do I need to fill out a Youth Event Request Form (E-Form)?
No. This type of event falls outside the scope of the youth protection Policy 625 since the event is not intended for minors even though they might attend incidentally.
3. If an event is for seniors in high school, is it still an event for minors/youth?
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 UWSP, 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.
4. Do I need to fill out the Youth Event Request Form (E-Form) if I'm not using CampDoc for an event?
Yes. Every event hosting youth in a UWSP space must have a submitted Youth Event Request Form (E-Form) associated with it.
5. What if your event isn't easily definable or for just one day/few hours (such as a program where high school students might visit for a day throughout the school year)?
If the situation doesn't seem to fit into the three categories on the form (University event paid by participant, University event free to participant, or third party), feel free to contact Risk Management, and we will be happy to help you deterimine the right path.
6. Does everyone working a youth event need to have a criminal background check (CBC)?
Everyone responsible for supervising or running the activities/interacting with participants must have a CBC, including volunteers.
To get started, UWSP staff should contact your HR Business Partner.
Third party vendors are to complete and provide documentation upon request of CBC for all persons interacting with participants.
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