Use these tools to assess your activity’s risks and understand the safeguards required under APS 10.13.
Open the accordions below to explore the risk areas relevant to your activity and learn how to manage each one effectively.
- Activity: Any activity, event, program, or research study involving youth.
- Contact: Any form of interaction or communication with youth, whether in-person, verbal, physical, or electronic. Electronic contact includes, but is not limited to, interactions through online platforms, devices, computers, and other digital means.
- Personnel or Authorized Personnel: Anyone who, on behalf of the University of Washington, supervises, chaperones, or has unsupervised access to youth.
- Unsupervised Access: the possibility—even if remote—that an individual could be alone with youth in person, online, or through electronic communication without another authorized personnel present. This also includes situations where an individual can directly communicate with youth electronically or access youth’s personal contact information without supervision.
- Youth: Any individual under the age of 18 years old.
Supervision of Youth
Based on who will supervise youth—UW personnel, parents/guardians or non-UW teachers/chaperones, or a subcontracted organization—click to review the appropriate tab below to understand requirements and roles.
Professional Boundaries
If your activity involves individualized or ongoing contact between personnel and youth, click to review the Professional Boundaries section for guidance on required practices and expectations.
Digital Communication & Virtual Interactions
If your activity involves virtual engagement or digital communication with youth, click to review the Digital Communication & Virtual Interactions section to learn about required practices and safeguards.
In-Person Activities
If your activity is conducted in person, click to navigate to the Emergency Protocols page to learn about requirements for responding effectively to emergencies.
Environmental Risks
If your activity may involve environmental risks—such as exposure to weather, air‑quality concerns, allergens, or pollutants—click the button below to learn about the necessary safety precautions. Review the Environmental Risk Checklist to assess any additional environmental risks that may be present.
Labs, Shops & Physical Hazards
If your activity involves youth entering labs, shops, or other spaces that require PPE, or using tools or materials with potential hazards, click the button below to review required safety measures for these environments. Consult the Environmental Risk Checklist to identify any additional hazards that may be present.
Location Risks
If your activity involves remote outdoor locations, transporting youth, or proximity to bodies of water, click to review the guidance for managing these risks.
Physical Activity
If your activity includes contact sports, high‑intensity physical activity, activities involving regular physical touch, or water‑based activities, click to review the relevant risk‑mitigation strategies.
Activities Requiring Increased Oversight
If your activity involves youth staying overnight or using changing areas, showers, or locker rooms, click to review the guidance for activities requiring increased oversight.
If any youth personal information will be collected or used as part of this activity—such as registration details, contact or health information, demographic data, work products, or photos/videos/audio—click to learn about the required privacy practices.
Supervision of Youth
UW personnel who will supervise, chaperone, or have unsupervised access to youth must be registered as authorized personnel and complete all APS 10.13 requirements—including required training, a background check, and the conduct code—before beginning any such duties.
Activity leaders must identify who is designated as authorized personnel, communicate their responsibilities, and ensure that both authorized and non-authorized personnel understand their roles and supervision limits.
Selecting qualified, trustworthy personnel is essential to creating safe environments for youth. The opportunity to serve as a mentor, instructor, or youth program staff member should only be offered after intentional screening to ensure the individual is a good fit for this important and influential role. Screening should include reviewing qualifications and completing required background checks for all relevant paid and volunteer positions.
Screening for Fit
A thoughtful screening process helps identify risk factors that may not appear in a criminal background check. Use application materials, interviews, personal statements, and reference checks to assess whether candidates are appropriate for roles involving authority or influence over youth.
Your screening process should assess three key characteristics:
- Motivation — Why does this person want to work with youth?
- Look for genuine interest aligned with personal goals, education, or career aspirations. Be cautious of candidates lacking non‑youth‑related interests or those who show little true interest in working with young people.
- Attitudes — What does this person think and feel about youth?
- Seek candidates whose statements reflect respect for youth and alignment with your program’s values. Screen out individuals who express judgmental, dismissive, or negative views of young people.
- Approach — What skills and behaviors will this person bring?
- Look for prior education or experience in youth development and an ability to work equitably with diverse youth. Screen out candidates who may not maintain appropriate professional boundaries.
Pre‑Hire Screening Resources
- Preventing Child Sexual Abuse Within Youth‑Serving Organizations (CDC)
- American Camp Association: 14 Questions to Identify Potential Hiring Risks at Camp
Criminal Background Checks
- Individuals defined as authorized personnel under APS 10.13 must complete a UW HR criminal background check—this applies to both paid and volunteer roles. Background checks are initiated upon registration in the Youth Program Registration System (YPRS).
- Individuals in security/safety‑sensitive positions who are not considered authorized personnel must also undergo a background check following UW HR guidelines. Contact Total Talent Management at ttmchbc@uw.edu with questions.
Effective onboarding and pre‑service training equips personnel to create safe environments for youth, support positive development, and reduce the risk of harm. Training should prepare each personnel member to carry out their assigned duties safely and in a developmentally appropriate manner.
Core Expectations for Training
- Ensure all authorized personnel receive training relevant to their assigned duties, including safe environments practices, emergency response procedures, health condition response, privacy expectations, and mandatory reporting requirements.
- Include activity‑specific topics and scenarios that go beyond required YPRS trainings. (See additional training resources)
- Document training content. If the activity involves two or more authorized personnel, you will need to provide this information when registering your activity in YPRS by either:
- Uploading your personnel handbook outlining expectations for youth interactions, supervision, and safety, or
- Providing documentation or a brief description of the training topics covered during personnel onboarding.
- Prepare personnel for their roles by clarifying expectations, reviewing policies, and addressing what they need in order to perform their duties effectively and safely.
Recommended Training Topics
Training and orientation should address:
- Conduct expectations for personnel and participants, consistent with the standards outlined in the UW Conduct Code
- Emergency response and preparedness
- Equity and inclusion in youth activities
- First aid basics and medication management (as applicable)
- Handling conflict between youth
- HR and personnel-related policies
- Key program components (schedule, activities, supervision expectations)
- Parent/guardian communication protocols
- Required APS 10.13 trainings:
- Reporting Suspected Child Abuse or Neglect
- Promoting Safe Interactions with Youth
- Facilitating activities with youth
- Youth development and working safely with the specific ages served
TIP: Offer foundational training online to maximize limited in‑person time. Follow up in person to reinforce key points, assess understanding, and cover topics best addressed through live interaction.
Personnel Handbook
Provide personnel with a written handbook or reference guide outlining key policies, procedures, and expectations so they have a resource to return to throughout the activity. A customizable Personnel Handbook Template (Microsoft Word download) is available to support this.
Tracking Completion
Use an onboarding checklist or tracking system to verify that personnel complete all required trainings and preparatory tasks. Completion of APS 10.13 requirements is automatically tracked through the Youth Program Registration System (YPRS).
- Tours & On‑Campus Experiences: On-campus tours, open houses, lab demonstrations, school field trips, and other K-12 experiential learning in which youth are accompanied by their own parents/guardians or non-UW teachers/chaperones.
- School-Based Engagement: UW personnel in K-12 schools for guest instruction, classroom facilitation, instructional enrichment, and other participation in school events (e.g., open houses, showcases) in which youth are supervised by their own K-12 teachers.
If, for the entire activity, youth will be supervised by their own parent/guardian or non-UW teacher/chaperone:
- Register at least one UW authorized personnel to oversee the activity. This person will provide backup supervision in case a parent/guardian or non-UW chaperone becomes unable to supervise.
- Clearly inform parents/guardians and non-UW chaperones that they are responsible for:
- Supervising their youth at all times during the activity.
- Knowing their youth’s relevant health conditions and medication needs.
- Responding to their youth’s health needs, including following their school/group’s policies for administering medications.
- Review the Environmental Risk Checklist to determine any risks associated with the activities, and if there are any communicate these risks to the community partner so they can add it to their own permission forms.
If, for part of the activity, youth will be supervised by their own parent/guardian or non-UW teacher/chaperone:
- Register sufficient UW authorized personnel to supervise youth during the part of the activity when non-UW chaperones are not responsible for supervision.
- Plan in advance which portions of the activity will be supervised by UW personnel vs. non‑UW chaperones and share that schedule with all parties.
- Clearly inform parents/guardians and non-UW chaperones that they are responsible for:
- Supervising their youth during the specific times they have been assigned.
- Knowing their youth’s relevant health conditions and medication needs.
- Responding to their youth’s health needs, including following their school/group’s policies for administering medications.
Communicate APS 10.13 requirements in writing to any non-UW organization that will supervise or chaperone youth on behalf of UW. (See example agreement language)
Professional Boundaries
- Conduct both scheduled and unannounced observations as part of daily practice.
- Debrief with personnel about their youth interactions to identify areas needing attention and to develop strategies for reinforcing professional boundaries.
- Train personnel to maintain professional boundaries, including limiting personal disclosures and avoiding conversations that blur professional and personal roles.
- Clarify that personnel are not therapists or social workers. Train personnel to respond sensitively to disclosures of serious personal hardship while redirecting youth to appropriate professional support.
- Define appropriate discussion topics. Personnel should stay focused on the academic, career, or program-related purpose of the relationship.
- Reinforce behavior expectations with personnel, youth, and parents/guardians using established participant conduct codes or group agreements.
- Address conduct code violations with corrective action proportionate to the severity of the behavior, and ensure all violations are reported to UW Youth Protection.
When appropriate for the nature of your activity, use the following strategies to limit one‑on‑one interactions and ensure all interactions are observable and interruptible:
- Include at least two authorized personnel in all interactions and communications with youth, including virtual settings.
- If a youth needs to step aside for an individual conversation, keep the discussion within sight and hearing of others, ideally in the same room where the group remains.
- Hold one-on-one work—such as tutoring or skill-building sessions—in open, group settings where other adults are present.
- Consider group mentoring. Small-group mentoring can be equally meaningful, allowing youth to learn from peers while enabling mentors to support more youth within a safe, supervised structure.
When one-on-one contact with youth is necessary and appropriate for the activity (e.g., counseling, tutoring, mentoring, advising), follow these guidelines to ensure interactions are observable and interruptible and remain professional and safe:
- Limit approved locations for mentoring or tutoring (e.g., the youth’s school, designated public areas on campus, or other sites where known adults are present).
- Hold in-person meetings in open, accessible spaces—such as common areas or rooms with windows or open doors—to ensure visibility to other personnel.
- Schedule meetings during regular business hours to ensure other adults are nearby.
- Set clear limits on frequency and timing of interactions. Avoid late-night or weekend meetings and messaging whenever possible. Establish a consistent schedule and share it with parents/guardians to promote transparency.
- Define appropriate discussion topics. Personnel should stay focused on the academic, career, or program-related purpose of the relationship.
- Train personnel to maintain professional boundaries, including limiting personal disclosures and avoiding conversations that blur professional and personal roles.
- Clarify that personnel working as mentors, tutors, or advisors are not therapists or social workers. Train personnel to respond sensitively to disclosures of serious personal hardship while redirecting youth to appropriate professional support.
- Use only University-sponsored accounts and phone numbers for calls, texts, and virtual meetings (e.g., Zoom, Teams, Google, Slack), ensuring communication records can be monitored.
- Include another personnel member in youth communications whenever possible.
- Use shared University accounts that multiple personnel can access for messaging youth.
- Use only activity-sponsored organizational social media accounts—never personal accounts—for any social media interactions.
Whenever possible, hold meetings and send messages during regular business hours to maintain clear professional boundaries. When after-hours interactions are necessary and appropriate for the activity:
- Set clear limits on the frequency and timing of after‑hours sessions or communications.
Avoid late‑night or weekend interactions whenever possible. - Establish a consistent schedule for any required after‑hours contact and share it with parents/guardians to support transparency.
Digital Communication & Virtual Interactions
- Use only University-sponsored accounts and phone numbers for calls, texts, and virtual meetings (e.g., Zoom, Teams, Google, Slack), ensuring communication records can be monitored.
- Include another personnel member in youth communications whenever possible.
- Use shared University accounts that multiple personnel can access for messaging youth.
- Use only activity-sponsored organizational social media accounts—never personal accounts—for any social media interactions.
Digital Communication with Youth Under 13
Digital communication with youth under 13 requires heightened privacy protections and must be approached with care.
- Avoid direct digital communication that relies on a child’s personal contact information (e.g., personal email, cell phone, or social media accounts).
- If digital communication is necessary, obtain parent/guardian consent using the Privacy Consent Form Template for UW Youth Programs before any communication occurs.
Environmental Conditions
Outdoor activities can expose youth to changing weather and air‑quality conditions. Activity leaders must plan ahead, communicate expectations clearly, and have backup options ready to ensure safety and comfort.
Risk‑Mitigation Practices
- Document risks.
- Include potential exposure to weather conditions or poor air quality on the Acknowledgement of Risk (AOR) form—or ensure non‑UW groups overseeing youth are fully informed of these risks.
- Monitor conditions regularly.
- Check weather and air‑quality forecasts frequently (e.g., daily), especially leading up to outdoor activities.
- Set and communicate decision‑making guidelines.
- Establish criteria and timelines for cancelling, postponing, or relocating activities based on weather or air‑quality thresholds, and ensure personnel and families understand these guidelines.
- Communicate required supplies.
- Inform families of minimum items youth should bring—such as rain jackets, sun hats, or layers suitable for temperature changes.
- Provide support for those who need it.
- Offer backup gear or alternatives for youth who may not have required supplies.
- Prepare a backup plan.
- Identify indoor or alternative locations and develop contingency plans for extreme weather or poor air quality.
For more detailed guidance, thresholds, and planning tools, see the Weather & Air Quality Guidance page.
Youth may be exposed to allergens or pollutants in indoor and outdoor environments. Activity leaders must assess these risks in advance, communicate them clearly, and ensure personnel are prepared to respond appropriately.
Indoor/Outdoor Allergens
- Conduct an environmental assessment to identify potential allergen risks (e.g., pollen, mold, dust, animal dander, food allergens).
- Document allergen risks on the Acknowledgement of Risk (AOR)—or ensure non‑UW groups overseeing youth are fully informed of identified risks.
- Collect and retain participant allergy information and ensure this information is readily accessible to relevant personnel during the activity.
- Train personnel in allergy recognition and response, including how to monitor symptoms and implement necessary interventions per the youth’s health information.
Pollutants
- Conduct an environmental assessment to identify possible pollutant exposures (e.g., smoke, fumes, chemicals, air‑quality concerns).
- Include potential pollutant exposure risks on the AOR form so parents/guardians are aware of and consent to these conditions—or ensure non‑UW groups overseeing youth are fully informed of these risks.
Labs, Shops, & Physical Hazards
- For youth activities in STEAM environments, activity leaders must follow EH&S requirements, implement appropriate risk‑mitigation practices, and list all potential risks on an Acknowledgement of Risk (AOR) form for parent/guardian signatures—or ensure non‑UW groups overseeing youth are fully informed of those risks.
- Orient and train youth on safety procedures before starting any activity.
- Closely supervise youth at all times in labs, shops, studios, or other hazard‑prone environments.
- Provide proper attire and personal protective equipment (PPE) appropriate for the space (e.g., goggles, gloves, closed‑toe shoes).
- Demonstrate all procedures to model safe equipment use and prevent injuries.
- Select safer alternative materials or processes when possible to achieve the same learning goals.
- Report all injuries and near misses to EH&S promptly and according to required procedures.
Avoid activities or conditions that significantly increase the risk of injury, including:
- Physical hazards requiring specialized training or presenting an elevated injury risk (examples provided in the following section).
- Use of needles, glassware, or other sharps.
- Contact with laboratory animals.
- Loose clothing, long hair, or dangling jewelry in shops, maker spaces, or certain studio environments (e.g., ceramics, metal arts).
- Equipment or materials with a high rate of injury or health risk.
Youth may not participate in the following activities under any circumstances:
- Exposure to hazardous chemicals, biohazards, or radioactive substances—with the exception of specific youth learner exemptions that may apply to youth ages 16 and 17; see the next section for more information.
- Access to areas requiring specialized protective equipment such as hearing protection devices, respirators, or hardhats.
- Access to elevated surfaces above 10 feet.
- Use of high‑risk machinery such as circular saws or guillotine shears.
- Any activities listed under Washington State L&I Prohibited Duties.
Hazardous Materials
Youth may not be exposed to hazardous materials under any circumstances. This includes hazardous chemicals, biohazards (such as human blood or human cell lines), and radioactive substances.
A youth learner exemption is available for youth ages 16 and 17 participating in a vocational education program, allowing minute and highly limited use of specific hazardous materials. Contact Environmental Health & Safety (EH&S) for guidance before involving youth in any activity that may entail hazardous materials. Even when a learner exemption applies, all required safety practices must be followed, including the use of an Acknowledgement of Risk (AOR) form.
Categories of Hazardous Materials
Chemicals or mixtures that have one or more of the following characteristics:
- Acute toxicity
- Skin irritation or corrosion
- Eye irritation or damage
- Respiratory or skin sensitization
- Mutagenicity or carcinogenicity
- Reproductive toxicity
- Specific target organ toxicity
- Asphyxiation hazards
Materials that may pose infection or biological risk, including:
- Human blood, human cell lines, and other potentially infectious human materials
- Bacteria, fungi, viruses, parasites, prions, and select agents
- Certain recombinant or synthetic DNA materials
- Some animal blood and tissues
- Any work conducted in BSL‑2/ABSL‑2 or higher environments
Materials that involve ionizing or non‑ionizing radiation and require specialized facilities and authorization.
List all potential physical hazards on an Acknowledgement of Risk (AOR) form for parent/guardian signatures—or ensure non‑UW groups overseeing youth are fully informed of those risks.
Activities that involve physical hazards require careful planning and appropriate controls to ensure youth safety. For any non‑prohibited activity involving these hazards, activity leaders must implement the necessary safety measures.
Guidelines for Activities Involving Physical Hazards
- Identify whether the activity involves physical hazards such as motorized equipment, power tools, hand tools, or cutting devices.
- Confirm the activity is not prohibited. If unsure, review the Prohibited Activities section or consult with EH&S.
- Ensure hazardous tasks are performed only by trained supervisors or by youth under close and direct supervision.
- Provide safety training to youth beforehand and document the training.
- Verify that documented procedures exist (e.g., Job Hazard Analyses, standard operating procedures).
- Review all documented procedures with youth before beginning the activity.
- Ensure appropriate PPE and required attire are provided and used.
- Consult Environmental Health & Safety (EH&S) as needed for activity review or hazard-specific guidance.
Youth activities should avoid the use of needles, glass, and other sharps whenever possible. When sharps cannot be fully eliminated, activity leaders must implement clear safety measures to minimize risk.
Required Practices
- Limit youth exposure to sharps and only allow use when necessary for the activity.
- Train youth on proper, safe handling of any sharps used in the activity.
- Provide close supervision during all sharps‑related tasks.
- Include potential sharps exposure in the Acknowledgement of Risk (AOR) form provided to parents/guardians.
- Review and follow the Safety Considerations for Youth in STEAM Environments.
- Consult with Environmental Health & Safety (EH&S) as needed for guidance.
If an Injury Occurs
- Have the youth wash the wound with warm water and sudsing soap for 15 minutes.
- Seek medical assistance immediately following the incident.
- Make a report to EH&S.
Youth participation in animal research settings requires additional precautions due to health and safety risks associated with laboratory animals, allergens, and facility requirements. The following guidelines apply when youth are present in these environments:
Key Practices
- Ensure completion of Animal Use Medical Screenings (AUMS) for any individual working in or entering animal research and care areas.
- Discourage youth from directly handling laboratory animals, as animals may carry allergens or inherent diseases that pose increased risks to minors.
- Restrict youth with known laboratory animal allergies from entering these environments. Participation would require the use of a respirator, which is prohibited for minors.
- Limit youth activities in animal areas to observation or non‑contact tasks that do not involve direct animal handling or exposure to allergens.
- Consult with Environmental Health & Safety (EH&S) for guidance before allowing youth into any animal research environment.
Location Risks
Transportation—whether on foot, in vehicles, or near moving traffic—requires careful planning, clear expectations, and close supervision. Risk levels increase during transitions, so activity leaders must take extra steps to ensure safety and accountability.
- Include transportation‑related risks on the Acknowledgement of Risk (AOR) form.
- Ensure vehicles or vessels have appropriate safety equipment for the age and size of the youth.
- Orient youth to the environment, expected behavior, and prohibited areas. Consider using a participant conduct code to confirm understanding.
- Notify an in‑office contact at points of departure and arrival to support tracking and accountability.
- Ensure adequate adult supervision to support safe transitions and monitor the entire group.
- Establish a group walking plan (e.g., personnel positioning, route, formation, and head counts).
- Avoid routes with heavy foot traffic, tripping hazards, poor visibility, or limited line of sight.
- Communicate and consistently reinforce ground rules for travel.
- Include exposure to moving vehicles and associated risks on the Acknowledgement of Risk (AOR) form.
- Provide adequate supervision, especially near driveways, parking lots, loading zones, or road crossings.
- Plan routes that avoid or minimize contact with traffic or congested areas.
- Orient youth to safe behavior, boundaries, and prohibited zones.
- Include transporting youth in vehicles and associated risks on the Acknowledgement of Risk (AOR) form.
- Ensure vehicles have age‑ and size‑appropriate safety equipment, including approved restraints and seating.
- Communicate and reinforce special rules for unfamiliar or crowded locations, including what to do if separated from the group.
- Provide additional adult supervision in busy or high‑risk environments to manage smaller groups effectively.
- Use visual identifiers (e.g., matching shirts or badges) so youth are easily recognizable during transitions.
Remote outdoor locations often mean delayed access to emergency medical services (EMS). Activity leaders must plan for longer response times and ensure personnel are prepared to manage emergencies until help arrives.
- Include increased distance from EMS as a risk on the Acknowledgement of Risk (AOR) form.
- Prepare for personnel to act as first responders in the event of an emergency; reassess what training, certifications, and resources are necessary for them to fulfill this role safely. (See Emergency Protocols for In-Person Activities)
- Carry an expanded first aid kit with supplies appropriate to the environment and the potential health and basic needs of the group.
When operating in remote outdoor locations, communication methods may be limited or unreliable. Activity leaders must plan for reduced connectivity and ensure staff are prepared to respond appropriately.
- Include limited or unreliable communication as a risk on the Acknowledgement of Risk (AOR) form.
- Research available cellphone coverage in the activity area and compare your findings with the communication tools and resources you have.
- Consider using a satellite phone or other emergency communication device for truly remote environments.
- Establish a check‑in process and schedule with an in‑office contact to track group status and location.
Activities near rivers, lakes, beaches, or other bodies of water require heightened supervision and clear communication to ensure youth safety.
- Include proximity to water and related risks on the Acknowledgement of Risk (AOR) form.
- Orient youth to the environment, including boundaries, prohibited areas, and expected behaviors. Consider using a participant conduct code to reinforce understanding and agreement.
- Provide adequate and constant supervision to ensure youth remain within designated safe areas and follow established guidelines.
Physical Activity
Strenuous Activities
- Running, Jogging
- Soccer, Basketball, Tennis
- Swimming, Rowing, Cycling
- Gymnastics, Dance, Cheerleading, Drill Team
- Physical‑Fitness Classes, Cycling, Bouldering
- Ultimate Frisbee, Flag Football, Martial Arts
Contact Sports
- Football, Rugby, Soccer
- Hockey, Lacrosse, Martial Arts
- Basketball, Volleyball
- Wrestling, Water Sports
For youth activities that are not primarily athletic in nature, keep physical exertion at a safe and developmentally appropriate level. Take steps to reduce the risk of injury and ensure all participants can safely engage in planned activities.
Risk‑Mitigation Practices
- Keep physical activity at a moderate level
- Avoid high‑risk equipment and choose safer alternatives (e.g., foam or nerf balls instead of baseballs).
- Use safe and appropriate spaces
- Hold activities in areas with clear boundaries and adequate separation from streets, traffic, and other hazards.
- Document risks
- Include a description of the activity and any associated risks on the Acknowledgement of Risk (AOR) form to ensure families provide informed consent.
- Assess participant readiness
- Ensure youth demonstrate appropriate physical fitness for the planned activities or have received necessary accommodations.
- Provide adequate and constant supervision
- Personnel should actively monitor youth throughout all physical activities.
- Ensure personnel are properly trained
- Personnel leading physical activities or youth sports must be trained to match instruction, pacing, and expectations to participants’ ages and skill levels.
Support Safe Participation
- Encourage hydration
- Remind youth to drink plenty of water before, during, and after activities.
- Include warm‑ups
- Dedicate time for stretching and proper warm‑up routines.
- Provide breaks
- Offer scheduled and unscheduled rest breaks as needed.
- Prepare for injuries
- Ensure key personnel hold first aid and CPR certification and are trained in concussion recognition and response protocols.
- Promote self‑advocacy
- Encourage participants to speak up if they experience pain, injury, or illness during or after activity.
- Dance, Theater, Drama, Cheerleading
- Physical Games and Team-Building Activities
- Wrestling, Gymnastics, Martial Arts
- Outdoor Activities (requiring assistance with gear or harnesses)
Physical contact should be limited to what is necessary, appropriate, and clearly connected to the goals of the activity. Establish expectations early and ensure personnel are prepared to maintain a safe, professional environment.
Risk-Mitigation Practices
- Limit physical contact to what is necessary and appropriate.
- Clearly outline expectations for acceptable physical contact in your personnel handbook.
- Document risks.
- Include a description of activities involving physical touch—and any associated risks—on the Acknowledgement of Risk (AOR) form so parents/guardians provide informed consent.
- Implement a Participant Conduct Code.
- Use a conduct code to define expected behavior, prohibited actions, and consequences for violations.
- Establish norms at the start of the activity.
- Introduce expectations around acceptable physical contact as part of group orientation and culture‑setting.
- Group participants thoughtfully.
- Organize youth by age and skill level to reduce the likelihood of unsafe or inappropriate contact.
- Train personnel on responding to inappropriate contact.
- Ensure personnel know how to respond calmly, appropriately, and consistently if a youth initiates physical contact that is unsafe or outside activity norms.
- Swimming, Water Play
- Canoeing, Kayaking
- Rowing, Crew
- Paddleboarding, Rafting, Sailing
- Waterfront Activities (e.g., Beach Play, Wading)
Water activities require heightened preparation and supervision to ensure youth safety. Activity leaders must plan thoughtfully, assess participants’ abilities, and implement appropriate safeguards.
Risk-Mitigation Practices
- Document risks.
- Include a description of the water activities and any associated risks on the Acknowledgement of Risk (AOR) form so parents/guardians can provide informed consent.
- Assess participant readiness.
- Ensure youth demonstrate the swimming or water‑safety skills needed for planned activities or have received appropriate accommodations.
- Conduct water‑skills assessments when applicable.
- Integrate swim tests or water‑skills checks into program enrollment or orientation.
- Group participants thoughtfully.
- Organize youth by age and skill level to reduce risk and allow personnel to provide targeted oversight.
- Employ qualified personnel.
- Ensure personnel leading or supervising water activities hold the necessary certifications and experience (e.g., lifeguards, water‑safety instructors).
- Use appropriate safety gear.
- Require and/or provide life jackets and any other protective gear suited to the activity.
- Provide adequate and constant supervision.
- Maintain vigilant oversight, ensuring supervisors remain attentive and positioned for effective monitoring and emergency response.
Activities Requiring Increased Oversight
Overnight youth activities require enhanced planning, supervision, and emergency preparedness. Activity leaders must establish clear protocols, ensure appropriate sleeping and facility arrangements, and confirm that staff are equipped to maintain safety throughout the night.
- Overnight Camps
- Multi-day Field Trips
- Residential Academic Programs
- Retreats
- Sports Team Travel
- Outdoor Expeditions
- Performance or Competition Travel
Document Risks
- Include a description of the overnight activity and all associated risks on the Acknowledgement of Risk (AOR) form so parents/guardians can provide informed consent.
Supervision
- Provide additional supervision consistent with required personnel‑to‑participant ratios for the age group.
- Ensure clear communication among personnel regarding responsibilities during evening, nighttime, and early‑morning hours.
Room and Sleeping Arrangements
- Determine the number of participants per room and ensure sleeping arrangements are separated by biological sex, with inclusive accommodations available for non‑binary participants.
- Personnel must never enter participant rooms alone; two personnel must be present.
- In emergencies where a second adult is unavailable, the door must remain open.
Facility Access and Safety
- Identify who else will be using the facility and assess risks related to interactions with other groups.
- Determine who has access to each area and establish controls to prevent unauthorized entry.
- Define which spaces participants may use, under what conditions, and during what hours.
- Set expectations for supervised use of higher‑risk spaces such as bathrooms, stairwells, hallways, and facility exits.
- Review any facility‑specific requirements from host organizations or external agencies.
Curfew and Expectations
- Set a clear curfew time, outline enforcement procedures, and communicate consequences for violations.
- Implement a Participant Conduct Code to define expected behavior, prohibited actions, and consequences for violations.
- Review expectations, guidelines, and protocols with participants upon arrival—even if previously communicated—to confirm understanding.
Missing Participant Plan
- Establish a plan for locating a missing participant, including:
- What information personnel must collect
- Internal and external communication steps
- How families will be notified if necessary
- Update emergency plans to identify the nearest after‑hours medical facility and include all relevant contact information.
- Ensure emergency contacts, response procedures, and site‑specific instructions are easily accessible to personnel.
- Require personnel to carry a working cell phone or communication device with key numbers pre‑programmed (program office, medical care, UWPD).
- Prepare personnel to act as first responders by confirming necessary training and resources.
- Stock and bring an expanded first aid kit suited to the group’s potential health and basic needs.
Orientation
- Conduct a thorough orientation to the facility, including:
- Emergency exits
- Safety procedures
- Designated meeting points
- Expected behavior and prohibited areas
Supervision and Boundaries
- Ensure participants know who to contact for emergencies or concerns.
- Maintain consistent supervision, including during transitions, free time, and lights‑out periods.
Adult/Youth Facility Use
- Adults should use separate facilities (e.g., bathrooms, showers) from youth whenever possible.
- If shared facilities must be used, adults should access them only when youth are not present.
Supervision in Locker Rooms
Locker rooms and other areas used for changing or showering can present safety and privacy risks when youth are not adequately supervised. To prevent bullying, hazing, or other misconduct, activity leaders must implement strong supervision practices using the guidelines below.
- Ensure active adult supervision.
Locker rooms and changing/showering areas should be monitored by two or more authorized personnel. Youth must never be alone with a single adult. - Provide appropriate privacy.
Youth should have access to private or semi‑private changing areas to support comfort and personal boundaries. - Prohibit phones and recording devices.
Do not allow devices with cameras—including phones, tablets, or smartwatches—in locker rooms to protect youth privacy and reduce opportunities for misconduct. - Do not shower, bathe, or undress in the presence of youth.
Personnel must change and bathe separately from youth to respect privacy and ensure a safe, comfortable environment.- Tip: Arrange separate adult changing or shower locations in advance.
Personal Information & Privacy
If you collect youth’s personal information (e.g., registration, contact, background, health, dietary, or demographic information; activity work products; photos, video or audio recordings):
- Provide the Privacy Notice for UW Youth Programs to youth participants and their parents/guardians.
- Review and follow the Privacy Policy for UW Youth Programs.
- Review and follow the Appropriate Collection & Use of Youth Data.
If you plan to use or share youth personal information for any of the following purposes—such as prospective student outreach, publishing or posting photos, video, audio, or work products, or contacting youth under age 13:
- Obtain written consent from a parent/guardian using the Privacy Consent Form Template for UW Youth Programs.
- Ensure only youth with signed consent are included in data-sharing activities.