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Acknowledgment of Risk Forms for Youth Activities

Youth activities that involve potential safety or security risks—or take place in STEAM environments—must use an Acknowledgment of Risk (AOR) form.

What Is an AOR Form?

An AOR form:

  • Informs youth participants and their parents/guardians about potential risks
  • Documents their decision to assume those risks
  • Must be signed by a parent or guardian for each youth participant.
Note: Minors (youth under 18) cannot legally waive their own rights or assume liability. While parents/guardians can agree to assume some responsibility on their behalf, the scope is more limited than in agreements with adults.

Why It Matters

  • The University faces greater liability when minors are involved in activities.
  • Courts impose a higher standard of care for minors—especially younger children.
  • University environments are typically designed for adults, which can increase risk for minors.

How to Manage Risk

To reduce liability and protect youth participants:
  1. Conduct a Risk Assessment
  2. Use the AOR Form Instructions & Checklist

Why UW Uses AOR Forms Instead of Waivers

Traditional waivers and liability releases have been struck down by the Washington courts and can be ineffective tools to prevent negligence claims.

Instead, the UW Acknowledgment of Risk (AOR) form uses language the courts have found acceptable.  When used correctly and consistently, the AOR form:

  • Provides reliable legal protection for the University
  • Clearly communicates potential risks to parents and guardians

AOR Form Templates

Amending the AOR Template

  • Do not alter the AOR template language without permission from the Youth Protection Coordinator.
  • The content of the AOR form template may be incorporated into an existing electronic registration form or a more extensive permission form. If you do this, allow the parent/guardian to consent to each element of the form separately.
  • It is critical to include a statement about consenting for treatment should the participant need medical attention. Many hospitals will not provide emergency treatment to a minor without this consent.
  • It is important to learn about any needs for special accommodation well ahead of the start of the activity. Including an access and accommodation statement in the AOR form ensures the parent or guardian has been notified of the option to make such a request.

Field Trips

  • It is best practice to have an AOR form that covers your entire program.
  • If your field trip includes activities that may pose safety or security risks, we recommend sending an additional AOR form to parents/guardians.
    • This version should be customized to describe the specific activities youth will participate in during the field trip.
    • Tip: Use the standard AOR template and complete it with details tailored to the field trip activity.

Using the AOR form

Prior to the event

  • Download the AOR Form Instructions & Checklist [.docx] and follow the steps to complete the form with details specific to your activity.
    • Clearly describe the activities involved and the associated risks.
    • The more complex or hands-on your activity is, the more detailed this section should be.
    • Providing thorough and accurate information helps ensure participants and parents/guardians are well-informed and supports the University’s risk management efforts.
  • Gather signed copies from parents/guardians prior to participation in an activity. These signed forms should be required as a prerequisite for participation. Electronic signatures are acceptable if they meet certain guidelines (see the FAQs below).

During the event

  • Keep original copies available during the duration of the program or activity.

After the event

  • Keep the signed AOR forms on file in your department for six years per records management protocols. Depending on the circumstances, another state may have jurisdiction, or in the case of minors, the statute of limitations may be longer.

FAQs

FAQs

The answer is yes if:

You are hosting an activity where the primary audience is youth; and
The activity involves any elements that could pose a safety or security risk to the youth.

Use the Youth Program Risk Assessment tool and download the AOR Form Instructions & Checklist to determine what risks you should disclose. If you are unsure about certain activities, contact OYPC for further support in assessing risks associated with your activities.

Yes, electronic signatures are generally legally valid provided that the electronic method has an adequate level of security and can be authenticated. Signatures must also be stamped with a date. One method for ensuring your signature can be authenticated is to embed your forms in an electronic system (e.g., one used for participant registration) that requires a separate username and password for each user. UW DocuSign also provides an efficient means to collect signatures that can be authenticated.

If you have parents and guardians sign forms electronically, we recommend requiring the signer to initial sections within the document as well as sign at the end, to increase the chances they read the document thoroughly.

Permission slips generally ask for parent/guardian consent to participate in a program or activity, while an AOR specifically focuses on the risk of an activity. A permission slip may include statements typically included in an AOR. Regardless of where the risks are addressed, it is important to be explicit about them and give parents/guardians an opportunity to acknowledge that they understand them and consent to their child’s participation.

It is beneficial if a visiting group assumes responsibility for the youth they are bringing, especially in the case of schools and other organizations who have a regular process for gathering permission slips. In any case, have an agreement in writing about who is responsible for what, and ask them to include details of the event or activity, and highlight any areas of risk.

The only way to ensure this would be to have the parent or guardian sign the document in front of you. Most times this is not feasible. It is important to find ways to have direct communication with the parent or guardian, rather than passing information through their child, so that you can be sure it gets into their hands. Always ensure you have contact information for the parent or guardian so you can communicate directly with them as needed.