• PLAN: Prepare for Your Program

    • Read the UWM Youth Programs and Activities Handbook (Coming Soon: Updated 2023 UWM Youth Programs and Activities Handbook!)

    • Review UW System Administrative Policy 625 (effective March 1, 2023): https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/youth-protection-and-compliance-2/

    • Develop a Program Plan:

      • Identify and Seek Approval of Your Institutional Sponsor
      • Establish Primary Contact or Program Director
      • Establish Secondary Contact
      • Name the Activity
      • Develop a Program Description
      • Determine When Program Will Operate (Fall/Spring/Academic Year/Summer/Ongoing)
      • In-Person, Virtual, Hybrid
      • Specific Dates, Frequency of Activity
      • Age Range/Grade Level(s) and Total Number of Youth Participants
      • Location(s) of Activity (Include on and off-campus locations)

    • Request an Appointment with the UWM Pre-College Coordinator

      if you need assistance or have questions about developing or operating a youth program or activity (You can request this during the Registration process as well).

 

  • REGISTER: Complete the Youth Programs & Activities Registration Form

    • All programs and activities involving minors at UWM must register annually and have approval of a University Institutional Sponsor to operate. Register A Program here: https://forms.office.com/r/LBWr6UmxcQ

 

  • EDUCATE: Complete All Necessary Training and Orientation

    • Staffing/Screening:

      • Create Position Descriptions for program staff (including student employees and volunteers) and share with your HR representative.
      • Identify Designated and Responsible Individuals and those in Positions of Trust (including Volunteers).
      • Identify required Supervision Ratios for the activity and staff accordingly.
      • Follow applicable Screening policies and procedures for Authorized Adults, including, but not limited to, Criminal Background Checks (CBCs).

    • Training:

      • Authorized Adults must complete EO54 Mandated Reporting and sexual harassment/sexual violence reporting training prior to interaction with youth participants.
      • Designated Individuals should read the UWM Youth Programs and Activities Handbook and UW System Policy 625 to identify their responsibilities for ensuring the care and safety of Youth Participants in Covered Activities (including, but not limited to, prohibited behaviors, maintenance of adequate supervision, overnight activity requirements, emergency preparedness, reporting obligations, etc).
      • Best Practices: An orientation should be provided to all staff and volunteers to familiarize them with the policies and procedures for which they are responsible during a program or activity.

 

  • PROGRAM: Time to Safely Perform, Play or Operate your Youth Program!

    • Registration:

      Covered Activities for which the institution provides custodial care must require registration of Youth Participants (In addition, protected health information and other confidential and sensitive data must be stored in accordance with guidelines outlines in SYS Policy 625). Registration information collected must include:

      • Youth Participant Name
      • Contact Information, including emergency contact information

    • Reporting:

      UW System Policy 625 outlines Reporting Obligations required by all adults covered by the policy. In addition, the UWM Youth Programs and Activities Handbook includes an Escalation Plan to guide decision-making around incidents that violate institutional policy or trigger a reporting obligation as defined in UW SYS Policy 625, Section 6.L.