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UW Youth Protection

Incident Response & Reporting

Protecting youth is the top priority for all UW personnel.

If an incident occurs: Ensure safety → Provide care → Notify → Document → Report

🔶 Quick Decision Guide

Situation Action
🚨 Emergency or Immediate Danger Call or text 911
🩹 Injury or Near Miss Submit OARS report
🛡️ Suspected Abuse or Neglect Call 911 or DCYF (CPS) + notify UW Youth Protection
📢 UW Conduct Code Violation Report to UW Youth Protection
⚖️ Discrimination / Misconduct Report to Civil Rights Compliance Office
🧠 Mental Health Concern Call Husky Assist (M–F) / 988 or 911 after hours

🚨 Immediate Response (All Incidents)

Always start here:
  1. Ensure safety
    🚨     Stop the activity and prevent further harm

  2. Provide care
    🩹     First aid or medical support
    🧠     Mental Health Support:

  3. Notify parent/guardian
    📞     Communicate as soon as possible, prioritizing urgent health or safety concerns
  4. Document
    📝     Who / What / Where / When / Why
  5. Report
    📢 Complete required reports within 24–48 hours

📞 Parent/Guardian Notification

Timely communication with a youth participant’s parent or guardian is required. The urgency should match the severity of the incident.

Accessible Accordion

Notify a parent/guardian right away via phone for:
  • Injuries requiring professional medical attention
  • Head injuries or suspected concussion (follow Concussion Protocol)
  • Any situation involving 911 or emergency services
  • Suspected abuse or neglect
  • Incidents involving prohibited conduct (e.g., discrimination, harassment, sexual misconduct)
  • A participant experiencing a mental health crisis, significant distress, or substance use concern
  • Any situation where safety or well-being is at significant risk
If a parent/guardian cannot be reached:
  • Continue attempts using all available contacts
  • Follow emergency contact procedures
  • Document all contact attempts

Notify a parent/guardian the same day, preferably by phone, for:
  • Injuries beyond basic first aid
  • Incidents requiring a participant to stop activities or go home
  • Behavioral incidents requiring significant staff intervention
  • Emerging health or well-being concerns

Notification may occur at pickup or via same-day written communication for:
  • Minor injuries treated with basic first aid
  • Minor behavioral issues that were resolved and did not affect safety

For all incidents:
  • When/how parent/guardian was notified
  • Who made the contact
  • What was communicated
  • Any follow-up instructions

❗ Parent/guardian notification does not replace required UW reporting

⚠️ Incident Types & Reporting Requirements

Accessible Accordion

Minor, temporary issues not caused by environmental hazards.

Examples
  • Minor scrapes or bumps (basic first aid only)
  • Mild illness
  • Minor behavioral issues
Actions
  • Notify parent/guardian at pickup
  • Internal documentation only (see sample incident log)
  • Retain records for 3 years after the participant reaches age 18

Serious risk, environmental hazard, near miss, or misconduct
Action
  1. Formal incident report (see sample incident report form)
  2. Notify parent/guardian (see notification guidelines above)
  3. Report to appropriate UW or external entities (see Who to Report To section below)
  4. Submit OARS report (if applicable)
  5. Notify UW Youth Protection of any potential negligence or liability concerns
  6. Retain records for 3 years after the participant reaches age 18

❗ When in doubt → treat as high risk

📢 Who to Report To

Accessible Accordion

  • Life-threatening emergency / missing youth / violence
    → Call or text 911
  • Threat of harm to self or others
    → Call or text 911
    → Contact SafeCampus for follow-up

  • Suspected abuse or neglect of a youth under 18
    → Call 911 (if urgent safety concerns)
    → Report to Law Enforcement or Child Protective Services (see Report Child Abuse page for details)
    → Also notify UW Youth Protection

Prohibited Conduct Includes:
  • Discrimination or harassment based on protected characteristics
  • Sexual misconduct (harassment, assault, exploitation, relationship violence, stalking)
  • Retaliation for reporting concerns or participating in processes

  • Urgent mental health struggles, emotional distress, or substance use concerns
  • Non-urgent safety or well-being concerns
    → Contact SafeCampus for consultation, safety planning, and resources (available Monday–Friday)

👉 Key Reminders

🚨 Act quickly to protect safety and prevent further harm

📞 Notify parents/guardians

📢 Always report when required

❗ When unsure, report and seek guidance

📝 Accurate documentation is essential