Health Response Protocols

Known Health Conditions: Health-related issues that may affect youth participants during activities. These can include chronic conditions (e.g., asthma, diabetes, or epilepsy), allergies, or other medical needs that could impact safety or participation. When disclosed to personnel, this information helps ensure appropriate support and response.

Health Emergencies: Urgent medical situations that directly affect one or more youth participants and require immediate attention. Examples of health emergencies include severe allergic reactions (anaphylaxis), seizures, asthma attacks, significant injuries, or sudden illness.

1. Establish and publicize relevant participation requirements.
   • Establishing this baseline for participation allows youth and families to gauge their ability to participate without accommodations or to request specific accommodations needed to participate
   • Examples: “participants will walk 20 minutes” or “participants will lift 10 pounds.”
2. Establish and publicize an accommodation request process. See Step 3.A below
3. Establish and publicize program-specific medication protocols.
   • Consult with the Disability Services Office, Environmental Health & Safety, UW Division of the AGO, and others as needed to determine what medication protocols are appropriate for your program, setting, and audience.
4. Determine, provide, and document relevant health-related training necessary for staff.
   • Examples: first aid, CPR, AED, medication administration, mental health, allergy management and response, asthma management and response, concussion prevention and response.
   • Consult with Environmental Health & Safety, OYPC and others as needed to determine what training is necessary for your activity, setting, and audience.
5. Create an Acknowledgement of Risk and Consent for Medical Treatment form. See Step 2 below for assistance in identifying activity-specific risks.
6. Collect the following as needed from participants/parents:
   • Relevant information on known health conditions that may impact participation, based on the program participation requirements outlined above in Step 1.1.
   • Relevant allergy and medication information
   • Signed Acknowledgments of Risk and Consent for Medical Treatment forms
   • Emergency contact information
7. Update contents of first aid kits to be responsive to your population, location, and activities.

1. Ensure the following information is accessible to program staff when needed:
   • Participant health, allergy, and medication information
   • Parent/guardian consents for medical treatment for each participant
   • Parent/guardian emergency contact information for each participant
   • Program first aid kit and basic supplies
   • Staff training and certification documentation
2. Effectively implement approved accommodations. See Step 3.A below.
3. Maintain privacy of personal health information per the Privacy Policy for UW Youth Programs.
4. Report any incidents taking place during a program to the appropriate entity.

1. Retain all records and documentation according to UW retention schedules.
2. Debrief with personnel to assess and improve health response and related incidents in future activities.

Participant Age

• Influences ability to:
  • Self-help and manage personal needs
  • Communicate concerns or experiences
• Affects expectations for:
  • Parent/guardian communication and involvement

Review the Environmental Risk Checklist to assess how environmental factors may pose greater or lesser risk depending on participant age.

The examples below reflect typical developmental stages and maturity for each age range—consult additional resources for information about atypical development.

Age-Based Risk Reduction

The location of program activities may impact environmental risks present, availability of and time to reach emergency medical services (EMS), and the types/methods of available communication for assistance. Review the Environmental Risk Checklist for more examples.

Location-Based Risk Reduction

Some activities will inherently have more risk of injury or health impacts than others. Review the Environmental Risk Checklist for more examples.

Activity-Based Risk Reduction

https://hr.uw.edu/dso| dso@uw.edu | 206-543-6450

Most youth program participants are considered members of the public, not students. The Disability Services Office (DSO) responds to accommodation requests from employees and members of the public. DSO should be consulted regarding disability-related accommodations for enrolled youth. DSO is available to assist youth programs in determining and implementing appropriate accommodations.

An accommodation is a specific modification or adjustment to an existing standard rule or practice within a youth program, such that the youth with a disability can enjoy equal opportunity to participate. An accommodation statement should be included on program announcements, registration materials and other publications; sample statements are available on DSO’s website. Typically, the statement directs a parent or guardian to contact a program representative to request an accommodation.

Certain accommodations are required by law or regulation (e.g., the Americans with Disabilities Act), while other accommodations may improve a participant’s experience but are not legally mandated. It is the role of DSO – and, in limited circumstances, the UW Division of the Attorney General’s Office (AGO) – not the youth program, to evaluate a parent or guardian’s request for accommodation. Programs should not make blanket statements about the availability of specific accommodations, but instead must consider each request individually, seeking guidance from DSO as appropriate.

When a request for accommodation is received:

• If program staff can fully accommodate the request, they may notify the requestor and implement the accommodation without involving DSO.
  • Programs may proceed if staff have no questions about how to effectively implement the accommodation, and if they can consistently do so for all similar requests.
  • Commonly-requested accommodations or those that represent only minimal modifications to existing practices may fit this scenario.
• If program staff are unsure how to accommodate the request or feel they do not have adequate resources to do so, they should consult with DSO. Programs are encouraged to involve DSO as early as possible.
• When in doubt, programs should consult with DSO.

Youth program staff should never decline a request for accommodation unless told it is appropriate to do so by DSO and/or the UW Division of the AGO.

• Denying an accommodation requires evidence that the accommodation would impose an undue hardship on the University or result in a fundamental alteration to the nature or operation of the institution, program, course, service, or activity. The determination that a requested accommodation presents undue hardship or fundamental alteration must be made by DSO and, as needed, the AGO. This determination must never be made by a youth program.
• Denying the requested accommodation is different from denying any accommodation. In some circumstances, DSO and/or the AGO may determine that the appropriate accommodation for the participant and the program is different than the one originally requested.
• If DSO and/or the AGO determine that a request should be denied, they will convey the rationale for this decision to the youth program and OYPC in writing. The youth program, as the representative of the University, will then notify the requestor of the decision, including the rationale for the determination and any alternative accommodations available.

Programs should document all accommodation requests they receive. Documentation should include the accommodation requested, a summary of any consultation undertaken, the accommodation offered and a rationale for that decision, and any response from the requestor.

Roles and responsibilities in the accommodations process:

Youth program

• • Include accommodation statement in all announcements and/or registration materials.
  • Promptly consider all accommodation requests
  • Consult with DSO as early as possible regarding questions or any requests the program feels unable to immediately accommodate
  • Communicate all accommodations decisions to requestors, following consultation with DSO when needed
  • Document all accommodation requests received, determinations made, and accommodations provided
  • Implement all appropriate accommodations, following guidance provided by and with assistance from DSO

DSO

• • Review all accommodation requests forwarded by youth programs
  • Consult with the Office of the Attorney General and other partners as needed
  • Determine and communicate appropriate accommodations to youth programs and OYPC in writing
  • For any declined accommodation requests, provide youth program and OYPC written documentation of rationale and any alternative accommodations deemed appropriate
  • Assist youth programs in identifying or securing resources available to implement identified accommodations (e.g., referral to interpreter)

OYPC

• • Assist youth programs in connecting with DSO, AGO, and other University units/programs for assessment of and response to requests for accommodation
  • Assist youth programs in identifying and connecting to services to support implementation of accommodations
  • Maintain general knowledge of declined accommodation requests (via written communications from DSO and youth programs) to facilitate consultation and consistent practices among youth programs

https://risk.uw.edu/insurance | riskconsult@uw.edu | 206-543-2033

Risk Services assists UW programs and employees in identifying and reducing risks associated with program activities. Youth programs share many common activities and risks, and as such, OYPC has consulted with Risk Services in the development of many documents and resources available for youth programs. If these resources do not meet a program’s needs or if questions about them arise, programs are advised to consult with OYPC and with Risk Consulting staff.

Examples of scenarios meriting consultation include:

• A prospective program activity entails a moderate risk of injury; the program feels it is critical to include in order to meet the program goals. What implications are there for insurance coverage, and what steps might a program take beyond the Acknowledgement of Risk to mitigate risk?
• An approved accommodation places additional responsibility on youth program personnel (e.g., monitoring an insulin pump) or raises potential risk and safety concerns (e.g., a non-UW employed adult aide is present in the program space). What additional steps should programs take to ensure safety and consistency?
• Third party contractors will be providing some portion of programming. What responsibilities are appropriate to assign to them versus UW program personnel? How might this be reflected in relevant contractual language?

Roles and responsibilities in the risk consulting process:

Youth program

• • Work with OYPC to identify unique risks associated with program activities and modifications to standard templates needed for specific programs/activities
  • Update and modify available standard templates to meet program specifics
  • Ensure completion of necessary forms and implementation of risk mitigation strategies by personnel, families and participants

Risk Financing and Consulting

• • Consult with youth programs and OYPC on emergent issues
  • Consult with programs on risk mitigation strategies
  • Consult with OYPC and youth programs to review and update risk mitigation protocols (e.g., standard forms, guidance documents)

OYPC

• • Develop standard templates in consultation with Risk Financing and Consulting
  • Work with programs to identify unique risks associated with program activities and to make changes to standard Acknowledgment of Risk templates needed for specific programs/activities
  • Consult with programs on risk mitigation strategies specific to youth-serving programs

Youth programs may benefit from consultation with additional campus partners at UW. The table below outlines other University entities and some ways their work overlaps with or impacts youth programs, particularly with regard to known health conditions and health emergencies. OYPC can assist youth programs in connecting with these partners; contact OYPC at uwminors@uw.edu for referrals.

In addition to campus resources, there are a multitude of external organizations that offer services and publish useful reference materials on relevant health and safety topics.

• TeenLink – for mental health supports and also great referrals within the community
• Seattle Children’s Hospital – health information for children and teens
• American Camp Association – templates, documents, webinars, and other resources
• King County Child Care Health Program – health and safety guidance, care plans for youth with health needs, other relevant health forms (adaptable for use with older children)
• Alliance for Camp Health health resources for youth organizations and summer camps