Sponsoring or hosting a youth activity involving Minors requires a great degree of planning and preparation. This Planning Checklist is meant to assist you in complying with applicable policies, laws and best-practices.
Review Practice Directive & Procedures
UW-Eau Claire Practice Directive 625, Youth Protection and Compliance provides requirements for hosting a safe and compliant youth activity. This practice directive is based on Board of Regents, UW System and UW-Eau Claire policies; federal, state and local laws; and youth protection best practices.
Individuals responsible for organizing a youth activity should read and implement the practice directive prior to interacting with youth.
Register Your Activity
The Office of Risk Management, Safety & Sustainability (RMSS) is required to maintain a campus-wide registry of youth activities. Youth activities must be registered with RMSS no later than thirty (30) days before the date when youth arrive or begin the activity.
- Submit Registration | the Activity Director must complete and submit a Youth Activity Registration Form at least thirty (30) days before the date when youth arrive or begin the activity
- Dean/Director's Approval | the form will be routed to the sponsoring unit's dean or director for review and approval.
- RMSS Review | RMSS will review the form and may contact the Activity Director for additional information
Prepare Your Staff
No individual may have access to Minors until these requirements have been met in full
Create an Authorized Adult List
All adults with access to Minors must be listed on...
Confirm background checks
All adults with access to Minors must have an up-to-date background check (no more than four years old) prior to interacting with youth. Email your Authorized Adults List and any questions to Human Resources (email@example.com) at least two (2) weeks prior to your activity start.
Collect signed Behavioral Expectations for Authorized Adults
The Behavioral Expectations for Authorized Adults outlines behavioral expectations which must be followed to avoid conduct that could cause harm or be misinterpreted. Activity directors must keep a signed copy on file for each Authorized Adults.
Assign & confirm required training
Authorized Adults must successfully complete the University-sponsored “Camps on Campus: Keeping Minors Safe” before interacting Minors. This training must be completed annually and requires a passing score of 80% or above on a comprehensive assessment.
Youth Safety Training
Authorized Adults must successfully complete the University-sponsored “Camps on Campus: Keeping Minors Safe” before interacting with Minors. Once the Activity Director sends their Authorized Adults List, this online training will be assigned to each individual on the list.
CPR & First Aid Training
The Department of Risk Management, Safety and Sustainability offers free First Aid/CPR/AED (Adult) Certification training to UWEC employees. See the following link for more information: Training | UW-Eau Claire (uwec.edu)
Implement Safety & Supervision Standards
Implement standards to safeguard the welfare of participants as delineated in the Minors Policy. Consider the following:
- Supervisory Ratios
- Avoiding 1-on-1 Interactions
- Overnight Activities (if applicable)
- Transportation (if applicable)
- Appropriate Communication
- Medical Treatment of Minors
- Drop-off/Pick-up Protocols
Participant Accident Insurance
All youth activities offered by UW-Eau Claire that include custodial care of minors must obtain insurance coverage for the participants through the University of Wisconsin System. This insurance program provides $10,000 worth of accident medical insurance coverage to youth participants on a primary basis (not subject to co-pay), for University-sponsored youth programs.
RMSS will submit required documents to ensure coverage for applicable activities and premiums will be charged to the account provided by the activity director.
Complete Youth Registration, Waivers & Consent Forms
University-sponsored programs are required to use University-provided waiver and consent forms for activities involving Minors. The parent or legal guardian of a Minor participant must sign and submit required forms before a Minor is allowed to participate. The Activity Director is responsible for ensuring the following forms (as applicable) have been completed for each Minor participant and securely stored.
These documents may be signed and collected electronically, including as part of a software-based registration system.
Request Additional Campus Services
Parking arrangements should be made with Blugold Central at least thirty (30) days prior to your program.
Blugold Central | 715.836.3000 | firstname.lastname@example.org
Residence halls are available in June, July and August for youth participants and program staff. Housing arrangements should be made at least sixty (60) days prior to your activity. Housing will coordinate access cards for participants and staff.
Housing & Residence Life | 715.836.3674 | email@example.com
Dining & Catering
Dining and catering may be available throughout the year. Arrangements should be made at least thirty (30) days prior to your activity. Dining will coordinate with Housing to issue meals cards for participants and staff.
Blugold Dining (Eau Claire campus) | 715.836.5261 | firstname.lastname@example.org
Food Service (Barron County campus) | 715.788.6259 | email@example.com
Admissions Tours & Presentations
The Admissions Office is happy to conduct campus tours or presentations for your program.
Admissions Office | 715.836.5415 | firstname.lastname@example.org
Integrated Marketing & Communications (IMC) may be able to help create promotional materials to market your activity. Be sure to contact IMC well ahead of when you would need any materials.
Integrated Marketing & Communications (IMC) | 715.836.4741 | email@example.com