APS 10.13 Requirements for University and Third Party Led Youth Programs places specific requirements on individuals designated as “authorized personnel.” Authorized personnel are employees (including staff, faculty and other academic personnel), students or volunteers who possess any of the following responsibilities with regards to youth: 

  • Supervision
  • Custodial care
  • Chaperone
  • Caregiving
  • Or have unsupervised access to youth. Unsupervised access means that there is a potential, even if remote, that the individual could be left alone with a youth or group of youth without other “authorized personnel” present.

It is advisable to designate at least one authorized personnel for any youth program, even in circumstances where youth are in the care or supervision of other non-affiliated adults, e.g., classroom teachers, chaperones, parents, etc.

What roles are considered Authorized Personnel?

Typical examples are listed below. This is not an exhaustive list. Consult with HR for further clarification.

Authorized Personnel
Not Authorized Personnel (also referred to as “other personnel”)
  • Program directors, coaches, trainers, principal investigators, or other lead staff.
  • Instructors, educators, TAs, mentors, counselors, researchers, or program assistants who interact with youth regularly.
  • Tour guides who provide tours in the absence of authorized adults.
  • Anyone who may be charged with helping a lost child during an event, e.g., ushers or wayfinding volunteers.
  • Anyone who, though they are not designated as a supervisor of youth, may potentially be left alone with youth.
  • Anyone who has electronic interactions with youth (via text, social media or e-mail communication, etc.)
  • Guest lecturers who are always in the presence of program staff.
  • Site/field trip hosts who provide a brief tour or demonstration in the presence of other authorized adults.
  • Staff or volunteers who have no potential for being responsible for, or left alone with, youth.

Note that even if an individual is not designated as Authorized Personnel, they are subject to other requirements of the University. See Policies and laws regarding minors.

What are the requirements for Authorized Personnel?

  • Screening – See the HR Background checks: Rationale and process page for specific requirements for authorized personnel. Note that UW policy requires screening for other employees or volunteers with duties that fit the criteria of security/safety sensitive.
  • Training – See the training section of the APS 10.13 Policy Resource Guide for detailed requirements for authorized personnel.
  • Conduct – See the conduct section of the APS 10.13 Policy Resource Guide for detailed expectations for interacting with youth required for authorized personnel.