Guiding principles

Supervision ratio adherence: Each covered activity must maintain supervision ratios appropriate to the average age of youth participants and the nature of the youth activity as follows. At least two (2) adults authorized to provide care and control of minors shall accompany youth participants on all field trips offered by the covered activity; supervision ratios referenced below must also be maintained.  

Day-only Covered Activities

• Age 3 to 4 years: 1:4
• Age 4 to 5 years: 1:6
• Age 7 and older: 1:18

Overnight Covered Activities

• Age 6 and under: 1:4
• Age 7 and older: 1:10, unless an alternative ratio is authorized through a variance to the applicable license  

The behaviors listed within this section are expressly prohibited. Additional behaviors may also be prohibited under applicable laws or university policies.  

• Sexual misconduct as defined in Regent Policy Document 14-2: Sexual Harassment and Sexual Violence;   
• Child abuse and neglect as defined in UW System Administration Internal Policy HR-7;   
• Bullying, grooming, and other predatory behavior;  
• Adults infringing on youth participants’ privacy in situations where privacy is expected (e.g., changing clothes, taking showers) except when a health or safety exception is necessary and appropriate;  
• Adults showering, bathing, or undressing with or in the presence of youth participants;  
• Adults sharing sleeping rooms with minors except in the case of familial relationships;   
• Adults entering sleeping rooms assigned to youth participants except for room checks with at least two adults or in health or safety emergencies;  
• Photographing or recording in areas where privacy is expected by youth participants (e.g., restrooms, changing rooms, showers); and  
• Using or being impaired by alcohol, unauthorized drugs, or tobacco products when engaged in covered activities.   
• One-on-one contact between adults and youth participants is prohibited except in the following circumstances:  
  • One-on-one instruction is required for a covered activity (e.g., music lessons, tutoring, competitions, mentoring). The following restrictions shall apply for one-on-one instruction, including virtual activities:  
    • Interactions must always be observable and interruptible (e.g., location is documented, open door, other adults are aware of the interaction and can interrupt at any time).   
    • Parents/guardians must be informed in advance that the activity will include one-on-one interactions.   
  • There is a familial relationship between the adult and youth participant.  
  • A personal aide or other assistant has been approved by the university as a reasonable accommodation. Personal aides or other assistants may be required to meet youth protection screening and training requirements.    
  • An emergency warrants it (e.g., accompanying a youth participant to the emergency room, locating a missing youth participant, youth reporting personal concerns to a trusted adult). 

Covered activities are required to have insurance (e.g., participant accident insurance) as directed by the university’s risk management authority. For more information regarding insurance requirements, contact the Assistant Controller in Business Services.  

Covered activities shall comply with applicable university emergency operations plans. Programs must prepare additional emergency response plans to address risks specific to the covered activity (e.g., lost or missing youth participant, water rescue) if such procedures are not included in university plans. 

Each covered youth program must have a program emergency plan that is easily accessible to organizers and volunteers for the duration of the program.  

Reporting and Response Obligations: All adults (e.g., employees, volunteers, students, contractors) with significant access to youth participants must not disregard or fail to act upon known or observed violations of this policy. Such individuals are required to take appropriate action in accordance with applicable university procedures, relevant policies, or law. This includes, but is not limited to, reporting incidents outlined below to the appropriate university individual or unit in accordance with university procedures, relevant policy, or applicable law.   

• Any suspected physical abuse, neglect, or sexual abuse of a minor pursuant to the university’s EO54 reporting procedures;  
• Sexual harassment or sexual violence as defined by the university’s Title IX policy;  
• Incidents resulting in serious harm requiring professional medical attention;  
• Incidents involving a missing or unaccounted for youth participant; and  
• Illegal or unauthorized use of alcohol, drugs, or tobacco products.   

Activity Directors are responsible for documenting the covered activity’s response to all violations of the Guiding Principles and providing such documentation to Youth Protection upon request.