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.

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.

DEFINITIONS

ATCP 78:

A Wisconsin code for recreational and educational camps that applies only to residential (overnight) youth programs. UW-Platteville is licensed under ATCP 78.

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 automatically taken from each University Custodial youth program. The fee is 10% of the program’s gross revenue. This fee has been rescinded and will be no longer be applicable starting July 1^st, 2024.

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 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.

: 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.

Health Services Staff:

A role required by ATCP 78, responsible for dispensing, storing, and recording any youth medication during an overnight program stay. Health Services Staff must meet the minimum qualifications of having a valid certification from the American Red Cross or American Heart Association for basic CPR and AED, and obtaining a certificate of completion for the online Department of Public Instruction Medication Administration Principles course.

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.

Meal Request Form:

A pdf document containing on-campus dining prices and fillable boxes to enter mealtimes and quantity of attendees. A meal request form must be completed by the program director of any covered activity that wishes to use on-campus dining facilities.

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.

Participant Registration:
The mechanism and process by which minors enroll in a program. For university-custodial programs, this must be 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. This term is synonymous with informal terms such as, “camp staff”.

Third-Party 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. UW-Platteville does not take custodial care of the attending minors at any time.

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. Volunteer Matters recognizes every staff member as a “Volunteer”, whether the position is paid or unpaid.

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.

POLICY STATEMENT

Obtaining Approval

The Program Director shall be responsible for obtaining approval (see Approval Process below) 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.

APPROVAL PROCESS

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.
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.
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.
Initial Meeting
1. After receiving the Approval Request Form and entering program details into YARS, 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, or Third Party. A Covered Activity’s obligations change depending on its classification. An event involving minors may meet one of the exemptions from UW System Administrative Policy 625, and would therefore not be a Covered Activity and would not go through the Youth Programming procedures.
3. If the program will utilize Dining Services, an initial Meal Request Form should be completed and submitted to Dining Services.
4. Topics to discuss in the initial meeting include, but are not limited to:
  1. Summary of the event
  2. Risks of the event
  3. Dates and schedule
  4. Forms needed
  5. Custodial arrangement (Will participants attend with a guardian/chaperone?)
  6. Residence Life needs
  7. Dining Services needs
  8. Required supervision ratios
  9. Travel expectations
  10. UW System Administrative Policy 625 requirements
  11. Registration process
  12. CampDoc details (for custodial programs)
    1. CampDoc registration link for public
  13. Volunteer Matters project and positions build
  14. Any oppositions to approving the event
  15. 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.
Program Approval

Program Approval may be granted. The Program Director assumes the responsibility to complete the compliance steps, guided by the YPC. Failure to complete the compliance steps could result in program cancellation.

MONITORING AND TRACKING

UW-Platteville has three (3) different youth protection software systems in place to assist with monitoring and tracking youth programs: YARS, CampDoc, and Volunteer Matters.

1. 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 or upload documentation.

Process

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
The Program Director will be granted access to YARS with a production link given to them by the Youth Program Coordinator. After a Program Director logs into YARS for the first time, they can log back in at any time using their Net ID.
Both the Youth Program Coordinator and Program Director can upload and view documents in YARS
A final participant count will be tracked in YARS for each university custodial youth program

2. CampDoc

Purpose

CampDoc serves as the participant registration software for university custodial programs. CampDoc must be used for university custodial programs to meet the data collection and authorization requirements under UW System Administrative Policy 625 and the Department of Agriculture Trade and Consumer Protection Chapter ATCP 78.

Process

Once the YPC submits a custodial program through YARS, the CampDoc creation responsibility shifts to the CampDoc technical team. The CampDoc technical team typically builds UW-Platteville programs weekly.
The YPC will arrange the initial meeting for custodial programs to be after the CampDoc is built if possible, so that Program Directors can confirm set-up details of their registration site. The Program Director is assigned as the “Provider” for their youth program in CampDoc. The Program Director is also given “Program Director” permissions.
Program Directors are responsible for setting the tuition price for their youth program. Program Directors should be mindful of the service fees in CampDoc. The recommended pricing strategy is to add 5% to the original tuition price desired in order to stay on track with their budget.
The Program Director has access to view all necessary participant information, including pertinent medical information (e.g. medication taken at camp, food allergies, etc.). Custom reports can be pulled at any time. If assistance is needed in pulling a report, contact the YPC.
It is the Program Director’s responsibility to monitor registration numbers. A program may be cancelled at the Program Director’s discretion if registration numbers are deemed too low. The Program Director must contact the YPC to cancel a program.
Registrants pay for their youth program tuition through CampDoc. The YPC is responsible for reconciling credit card payments and submitting deposit tickets after payouts. A payout occurs each time the organizational balance surpasses $500. The YPC must create a deposit ticket and transfer worksheet for each payout within one week and send the documents to the GL Deposits department. Program Directors may be asked to reconcile their camp finances if they request that campers pay by check.
The Youth Program Coordinator serves as the Administrator for CampDoc. Any technical questions should be referred to the YPC. The “Youth Programming Library” in Canvas and the DocNetwork Support website also have plenty of help videos.

3. Volunteer Matters

Purpose

Volunteer Matters is the primary software for tracking staff (paid or unpaid) screening and training material completion for university custodial and university non-custodial youth programs.
Two training guides exist to aid in the understanding of Volunteer Matters – the Program Organizer Training Guide and the Volunteer Training Guide. Program Directors and volunteers will be given access to these training materials in the initial project invitation.

Process

The Youth Program Coordinator will input each university custodial and university non-custodial youth program into Volunteer Matters, where it will be referred to as a “Project”.
A completed Personnel Tracker must be sent from the Program Director to the Youth Program Coordinator.
The Youth Program Coordinator creates the “Job Position(s)” in Volunteer Matters. Each job position must be created with the appropriate screening and training modules assigned to it. The job position will fall into one of four administrative categories:
1. Program Organizer (Program Director)
2. Designated Individual
3. Authorized Adult
4. Health Services Staff
The YPC may refer to the internal “Credentials for Roles” document as reference.
The Job Position is given a name digestible to the program staff, such as “Band Camp Staff – Designated Individual”.
The Youth Program Coordinator must assign each individual from the submitted Personnel Tracker to the appropriate job position.
The YPC or the Program Director may send invitation emails to the youth program staff, called “Volunteer Invitations”.
1. The Program Director can view the completion progress of their staff in live time in Volunteer Matters. The Program Director is responsible for sending any reminders to ensure that their youth program staff complete their assigned credentials in Volunteer Matters.
Any youth program staff with incomplete credentials remaining one (1) business day prior to the youth program start date will be removed from the project and transferred into an inactive status as non-compliant.
The Program Director will be notified of any non-compliant staff. Non-compliant staff are considered unapproved to interact with minors and should not work with the youth program.

EMERGENCY PREPAREDNESS

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, and in the Emergency Plan template that will be assigned to every university custodial youth program director.
  3. A comprehensive camper check-in and check-out process is important to monitor attendance. Program directors of university custodial camps may be assigned a Custodial Check In Procedures document via Volunteer Matters.
2. Communicable Disease Protocol
  1. An informational document that discusses how to proceed in cases of communicable disease and provides tips on prevention.
  2. UW-Platteville’s Communicable Diseases Protocol can be located on the Youth Programs SharePoint page or in the Emergency Plan template.
Other protocols may be required as determined by a risk assessment.
The Emergency Plan shall be completed by the Program Director of each university custodial youth program. This document will be assigned to the Program Director in Volunteer Matters. Note that a youth program may be audited at any time and all custodial program directors are expected to retain an accessible copy of their Emergency Plan.
The Incident Reporting document shall be assigned to every university custodial and university non-custodial youth program staff member via Volunteer Matters. The Incident Reporting document contains additional information on emergency contacts, reporting, and scenarios.

UNIVERSITY CUSTODIAL STAFF SCREENING & TRAINING

1. Screening

UW-Platteville must follow applicable Universities of Wisconsin 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 have a valid criminal background check within four (4) years through the HireRight software, without an interruption of service would be exempt from this requirement if they are working with a day-only, commuter youth program. Persons who have a valid criminal background check on file through the HireRight software within two (2) years would be exempt if they are working with an overnight, residential youth program.

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:

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

2. Training

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

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:

Youth protection best practices; and

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.

SUBMITTING A PERSONNEL TRACKER

1. 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:

First and Last name
Email address
Whether the individual will serve as a Designated Individual or Authorized Adult
Cell phone number of Designated Individuals
1. For the purpose of Rave Alerts (see definition)
Whether the individual will stay overnight or not

2. Youth Program Personnel Tracker Timeline

Action Steps	Due Date
Youth Program Coordinator grants approval to Program Director, either in initial meeting or via email	1-2 weeks within receiving program request
A blank Personnel Tracker template is sent to the Program Director	1-2 weeks within receiving program request
Program Director arranges staff for event, paid or unpaid	Anytime during the planning process, as early as possible
Program Director sends completed Personnel Tracker to the Youth Program Coordinator	Minimum of two weeks prior to program start date, earlier preferred
Individuals on the Personnel Tracker are invited to Volunteer Matters to complete youth protection screening and training	Immediately after personnel tracker is received by YPC
Reminders sent to program staff/volunteers to complete screening and training materials	At the program director’s discretion
Guaranteed youth program staff/volunteers determined. Individuals with incomplete screening and/or training credentials will be removed from the project and moved to an inactive status as non-compliant. Program Director will be notified of these individuals.	1-2 days before program start date

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:

To complete the Annual Campus Security Authority Training in Canvas.
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.

Designated Individuals for university custodial programs will be assigned to Clery Act training via Volunteer Matters.

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 may review this document prior to the start of a youth program at their discretion.

HEALTH SERVICES STAFF – ATCP 78

ATCP 78 mandates that overnight youth programs designate a staff member to serve as “Health Services Staff.” The minimum qualifications that health services staff must hold include:

Current certification from the American Red Cross or American Heart Association for basic CPR and AED.
and
Annual completion of the Wisconsin Department of Public Instruction (DPI) Medication Administration Principles course with a passing grade.

Health Services Staff with the following certifications may also meet the following requirements:

A physician licensed in Wisconsin pursuant to s. 448.033, Stats.
A registered nurse licensed in Wisconsin pursuant to s. 441.115 (3), Stats.
A physician assistant licensed in Wisconsin.
A practical nurse licensed in Wisconsin.

Program Directors should designate who the Health Services Staff member is on the personnel tracker for any residential youth programs. Health Services Staff will receive a guide that provides additional details on their responsibilities in this role via Volunteer Matters, referred to as the Health Services Staff Medication Guide. Health Services Staff must upload a valid CPR/AED certificate and DPI Medication Administration Principles certificate into Volunteer Matters. For additional support on how to become CPR/AED certified, contact the YPC.

BLANKET INSURANCE COVERAGE FOR CUSTODIAL CAMPS

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

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

THIRD PARTIES

Third Parties will be provided a planning checklist as supplemental to understanding UW-Platteville Youth Programs procedures. 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:

Criminal Background Check pursuant to Regent Policy Document 20-19, University of Wisconsin Criminal Background Check Policy
Mandatory Reporter Training pursuant to Executive Order 54
Sexual Harassment/Sexual Violence Reporter (Title IX) Training

Required Forms:

Third Parties operating a youth program on property owned or leased by UW-Platteville are required to provide insurance and sign an agreement through the Youth Program Coordinator (two agreements if the program has an overnight portion on campus) to utilize UW-Platteville facilities. An additional form may be required for athletics groups.

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. Third Parties can view the COI Guidance document for specific details on insurance requirements. The third-party Program Director will be asked to provide the COI to the Youth Program Coordinator a minimum of one month prior to the desired program start date. The Youth Program Coordinator will then work with Safety and Risk Management to confirm that the COI meets the minimum limits.

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 for a covered activity. The Third Party Facilities Use Agreement for Youth Programs must be signed by both the third-party Program Director and the Signatory Authority for UW-Platteville a minimum of two weeks prior to the desired program start date.

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 if the youth program includes an overnight portion on campus. The Residence Life and Dining Agreement for Youth Programs provides additional information on the options, costs, policies, and procedures 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 Signatory Authority for UW-Platteville a minimum of two weeks prior to the desired program start date.

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.

Age of YOUTH PARTICIPANTS	Supervision Ratio (STAFF: YOUTH PARTICIPANT)
In all situations Ages 6 and under	1 STAFF member to every 4 YOUTH PARTICIPANTS (or fraction thereof)
In all situations Ages 7 through 9	1 STAFF member to every 10 YOUTH PARTICIPANTS (or fraction thereof)
In a classroom setting and transitioning between buildings Ages 10 and above	1 STAFF member to every 18 YOUTH PARTICIPANTS (or fraction thereof)
In all situations outside of those listed directly above Ages 10 and above	1 STAFF member to every 10 YOUTH PARTICIPANTS (or fraction thereof)

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:

First and last name
Email address
Phone number

Housing and Room Locations
Assuming all previous compliance requirements are met, the third-party program director will be given a spreadsheet and map of the respective Residence Hall layout for any overnight camps. The program director should type the names of their participants into the spreadsheet and return the document to the Youth Program Coordinator or Residence Life Director a minimum of two weeks before the camp starts. This document ensures that Residence Life can prepare each room for the arrival of participants and staff.

Meal Request Forms
The third-party program director will be given a Meal Request Form. This form must be completed and returned to the Youth Program Coordinator a minimum of one week prior to the desired program start date.

Athletics Groups:
Third-party athletics groups may be required to sign an Athletics Reservation Request form to confirm their time and space needs. The Athletics Reservation Request form will contain details on facilities costs specific to campus athletic facilities.

THIRD PARTY ADMINISTRATIVE FEES

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

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 if they are an external speaker (see forms in Related Documents section). Following are some examples that include, but are not limited to, roles that may qualify an individual as a Guest Speaker:

A firefighter speaking to a group about safety.
An external professor giving a 2-hour presentation on physics to a STEM program on campus.
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.

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 YPC 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 the registration process occurs in a timely manner.

PROHIBITED BEHAVIORS AND REPORTING RESPONSIBILITIES

Everyone involved in youth programs with youth participants shall be trained on 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.

Youth program staff (paid or unpaid) 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 staff 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. Additional guidance on reporting can be found in the Incident Reporting document. As mentioned above, the Incident Reporting document is assigned to every university custodial and non-custodial youth program staff member via Volunteer Matters.

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

The name, age, and home address of the child;
The name and home address of the parent or legal guardian responsible for the care of the child;
The child’s whereabouts;
The nature and extent of the suspected abuse or neglect, including any information regarding possible previous instances of abuse or neglect;
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
Non-Emergency	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:

Child abuse (including but not limited to physical, sexual, or emotional abuse, or the manufacturing of meth.) or neglect**
Any prohibited sex discrimination prohibited by UW-Platteville Title IX policies, such as sexual harassment, sexual assault, domestic violence, dating violence, and stalking**
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)**
Actions that are found to constitute bullying or grooming**
Infringement on privacy of youth participants in situations where they are changing clothes or taking showers**
Adults showering, bathing, undressing with – or in the presence of – youth participants**
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
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
An incident resulting in serious harm requiring professional medical attention
An incident involving illegal or unauthorized drug use
Conduct that violates UW System or UW-Platteville policies
Use of alcohol during the youth program
One-on-One interactions between an adult and youth participant

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

One-on-One Interactions

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 be present at all times. A group setting allows interaction with youth to be observable and interruptible.

Exceptions to one-on-one settings:

The case of a child and parent, guardian, or family member relationship
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.
Authority of Risk Management Director, Compliance 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.
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.

RESPONSIBILITIES

Position/Office: Division of Administration and Finance

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 Coordinator
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.

Program Directors
Responsible for conducting Covered Activities in alignment with these procedures.

CONTACTS

Those designated to receive questions and feedback on the policy.

SUBJECT	CONTACT	PHONE	EMAIL
Primary Contact	Jourden Kachel	608.342.3934	kachele@uwplatt.edu
Secondary Contact	Amy Kasper	608.342.7133	kasperam@uwplatt.edu

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.

SCHEDULED REVIEW

August 2024

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YOUTH PROTECTION AND COMPLIANCE PROCEDURES

UNIVERSITY PROCEDURES

REASON FOR PROCEDURES

BACKGROUND

DEFINITIONS

POLICY STATEMENT

APPROVAL PROCESS

MONITORING AND TRACKING

Purpose

Process

3. Volunteer Matters

Purpose

Process

EMERGENCY PREPAREDNESS

UNIVERSITY CUSTODIAL STAFF SCREENING & TRAINING

SUBMITTING A PERSONNEL TRACKER

CLERY ACT TRAINING

ESCALATION MATRIX

HEALTH SERVICES STAFF – ATCP 78

BLANKET INSURANCE COVERAGE FOR CUSTODIAL CAMPS

THIRD PARTIES

THIRD PARTY ADMINISTRATIVE FEES

GUEST SPEAKERS

UNIVERSITY NON-CUSTODIAL YOUTH PROGRAMS

PROHIBITED BEHAVIORS AND REPORTING RESPONSIBILITIES

One-on-One Interactions

Exceptions to one-on-one settings:

RESPONSIBILITIES

CONTACTS

RELATED DOCUMENTS

UW-Platteville Related Documents

UW-Platteville Youth Programming Forms

State of Wisconsin or Universities of Wisconsin Related Documents

HISTORY

SCHEDULED REVIEW

Deleting...

Updating...

YOUTH PROTECTION AND COMPLIANCE PROCEDURES

UNIVERSITY PROCEDURES

BACKGROUND

Purpose

Process

3. Volunteer Matters Purpose

Process

THIRD PARTY ADMINISTRATIVE FEES

GUEST SPEAKERS

UNIVERSITY NON-CUSTODIAL YOUTH PROGRAMS

One-on-One Interactions

Exceptions to one-on-one settings:

UW-Platteville Related Documents

UW-Platteville Youth Programming Forms

State of Wisconsin or Universities of Wisconsin Related Documents

Deleting...

3. Volunteer Matters

Purpose