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Requirements of Youth Activity Leaders

Administrative Policy Statement 10.13 Requirements for University and Third Party Led Youth Programs establishes safeguards to protect the well-being of youth (individuals under age 18) involved in UW programs, activities, events, and research.

It is everyone’s responsibility to protect youth from harm. Those who have interactions with youth as part of their UW duties must follow the specific requirements below.

Requirements of Youth Activity Leaders

All of the requirements below must be met to maintain compliance with APS 10.13.

Youth Programs that work closely with external (non-UW) partners should review these additional considerations for meeting University requirements. 

Learn more about Compliance Expectations

Learn more about How to Meet Requirements

Accessible Accordion

Youth activities must be registered in the UW Youth Program Registration System (YPRS) prior to the start of youth interactions.  Any personnel who will have the possibility for unsupervised access to youth must be added to the role of authorized personnel in the corresponding YPRS registration. OYPC strongly recommends registering and adding authorized personnel at least 30 days prior to the start of a session or unsupervised access to youth. This will allow time to ensure all personnel complete required steps in advance of interacting with youth.

Resources:

Authorized personnel must have a valid background check on file prior to unsupervised access to youth and every three years thereafter. The background check process for authorized personnel is tracked in YPRS. For information about costs and billing, see the UW HR background check webpage.

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 agree to abide by the University Standards for Interacting with Youth at all times during the course of fulfilling their duties with the youth activity and must electronically sign the conduct code and virtual interactions addendum (as applicable) in YPRS prior to unsupervised access to youth and again every 12 months as long as they are in the authorized personnel role.

Youth program leaders should incorporate conduct code(s) signing into pre-service hiring and orientation activities, and monitor for compliance with these standards when youth are present.

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