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Requirements of UW-Led Youth Activities

UW-Led Youth Activities* deemed to be in-scope of APS 10.13 must follow all of the requirements below to maintain compliance with APS 10.13.

*A UW-Led Youth Activity is any program, activity, or event that is:

    • operated or sponsored by the UW or UW personnel; and
    • created for, or directed at youth, regardless of location or whether parents/guardians, or non-UW chaperones are present.

NOTE: UW-sponsored youth activities are considered UW-Led Youth Activities, even when a UW department works in partnership or contracts with a non-UW entity (e.g., contractors, consultants, vendors).

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Learn more about Compliance Expectations

Accessible Accordion

  1. All youth activities must be registered in the UW Youth Program Registration System (YPRS) before any interaction with youth begins.
  2. Any individual who may have unsupervised access to youth must be registered as authorized personnel in the corresponding YPRS registration.
  3. The Office of the Youth Protection Coordinator (OYPC) strongly recommends completing registration and adding authorized personnel at least 30 days in advance to ensure all requirements are completed before youth interactions start.

Resources:

  1. All authorized personnel must have a valid background check on file with UW HR before they can have unsupervised access to youth.
  2. Background checks must be renewed every three years.
  3. The background check process is automatically initiated by UW HR when an individual is added as authorized personnel in a YPRS registration.
  4. For details about the process, please review the Background Checks Information page.

Resources:

Individual authorized personnel must complete the “Promoting Safe Interactions with Youth” and “Reporting Suspected Child Abuse or Neglect” online trainings prior to unsupervised access to youth. Training completions are tracked centrally in YPRS.  See our Online Training page for more information and direct links to complete the trainings in YPRS.

Additionally, youth program leaders must sufficiently train all personnel to provide safe and developmentally appropriate program services. See suggested training content that addresses the safety and developmental needs of youth.

Other related policies: 

All UW employees and volunteers are required to complete the training, “Reporting Suspected Child Abuse or Neglect.”

Resources:

Authorized Personnel must:

  1. Follow the University Standards for Interacting with Youth at all times.
  2. Sign the UW Conduct Code in YPRS:
    • Before any unsupervised access to youth.
    • Every 12 months while active in the role.

Youth Activity Leaders must:

  1. Include signing and review of the UW Conduct Code in onboarding and orientation
  2. Monitor compliance with the Standards during youth activities.

Resources:

If a youth program representative (authorized personnel or program leadership) becomes aware of conduct of another youth program personnel that represent a clear violation of the University Standards for Interacting with Youth, they must notify the Youth Protection Coordinator by e-mailing uwminors@uw.edu or calling 206-616-5706. To learn more about what constitutes a violation warranting action, view the Addressing Unsafe Interactions and Behaviors of Concern webpage.

Other related policies: 

See also UW Executive Order 56: Reporting Suspected Child Abuse or Neglect. 

Resources:

Using the Behaviors of Concern Continuum mini-module

Youth programs must adhere to state and federal workplace and environmental safety regulations and protect the health and safety of youth while in our care.

Specifically, youth program personnel must follow EHS guidance for youth in STEAM environments when hosting youth in labs, shops, makerspaces, studios, or other facilities with certain hazards present. This includes using an Acknowledgment of Risk (AOR) form for youth activities that take place in STEAM environments.

Other related policies: 

See also APS 10.9 Visitors and Children in University Labs and Shops.

Resources:

Youth program leaders must have an emergency preparedness plan in place in the case of a natural disaster, active threat, or other emergencies as well as maintain everyday safeguards to minimize safety risks and protect youth in their programs.

Emergency Preparedness resources:

Youth programs that operate in a UW facility must also be included in their department/unit’s fire safety and evacuation plan.

Fire safety and evacuation plan resources:

EHS Fire Safety and Evacuation Plan information

Youth program leaders must also have procedures in place to respond to known health conditions, including medication management and any other reasonable accommodations, and health related emergencies. Follow this guidance for responding to known health conditions and emergencies.

Health emergency prevention and response resources:

Additional Risk mitigation resources:

Youth programs must process personal data in accordance with applicable University privacy policies and frameworks, including the Privacy Policy for UW Youth Programs and the Privacy Guidelines for Engaging Youth Virtually.

To operationalize the youth-related privacy protections described in the Privacy Policy, youth programs must:

  1. Align their practices with the UW Privacy Policy for Youth Programs;
  2. Utilize the Privacy Notice for UW Youth Programs when appropriate;
  3. Utilize the Privacy Consent Form Template for UW Youth Programs as applicable; and
  4. Explore privacy considerations in the Privacy and Youth Programs FAQs.

Additional Resources:

Using the Privacy Notice and consent Template mini-module