Glossary

The individual responsible for planning and providing direct oversight of a specific program, ensuring the activity’s compliance with SYS 625 as well as all applicable university policies and requirements.May be either a third-party individual or UWL staff member. A program may have multiple Activity Directors.

This individual will be present for the entire activity, and if absent, will appoint an interim Activity Director for that duration of time.

A person 18 years of age or older associated with a covered activity who is not a youth participant.

An intentional, persistent, and repeated pattern of physical and/or non-physical behaviors that are intended to, or have the reasonable potential to, cause fear, humiliation, or physical harm in an attempt to socially exclude, diminish, or isolate.  

A program, event, operation, endeavor, or activity, regardless of location, that is organized, sponsored, or operated by the university and during which the university assumes custodial care of youth participants. 

The temporary responsibility for the supervision, care, and control of youth participants who are not accompanied by a parent, guardian, or other responsible adult. Custodial care may be continuous (for the full duration of a program or activity) or intermittent (for one or more periods within a program or activity). 

Individuals who serve as the first line of policy interpretation who will assist Activity Directors in navigating youth protection policy, categorizing program and volunteer types, and assisting programs with approval checkpoints and required procedure timelines (outlined in the “Procedures” section). The DYPL provides a recommendation to Pre-College Liaison for initial & final activity approval.

UWL breaks youth programming into 3 divisions: Academic Affairs, Access, Belonging & Compliance, and Athletics. Activity Directors unsure of which division their event will fall under should email youthprotections@uwlax.edu to find the correct division’s contact.

Activities without a clear division or department connection are assigned to the Pre-College Liaison for sponsorship and review.

Parent, stepparent, legal guardian, grandparent, or adult sibling to the youth participant.

A visit conducted as part of a covered activity where youth participants travel to a location on or off campus (e.g., museum, recreational center) designed to provide them with firsthand educational, cultural, or recreational experiences.

An activity open to attendance by the general public (e.g., athletic events, concerts, theatrical productions, and similar ticketed or open-admission events) where minors are attending as spectators or are incidentally present.  

If an event requires most or all attendees to register in advance of the program's start date, it may no longer be considered generally open and is, therefore, not a general public event. Events that are general events might have youth-involved components which are not part of the public event itself: such as rehearsals before a play, or training prior to a game. Those components are not considered open to the public and are therefore subject to the content of this policy.  

If anyone who sees a flier is eligible to participate in the event, “yes”, the event is open to the general public. Example: A community member can walk in and participate in the day of the event.   

If the event is geared/promoted to a certain population, such as fliers sent to local schools, daycares, certain teams, etc., “no”, the event is not intended for the general public. 

A deliberate process through which an individual builds a relationship trust, and emotional connection with a minor for the purposes of abuse or exploitation. Grooming can occur through inperson, virtual, or any form of written contact/communication.

A person admitted to the institution who enrolls in courses for the purpose of completing an academic degree.

A person under the age of eighteen (18) who is not matriculated at a UW System institution.

An interaction that takes place in such a way that another person can see, hear, or has knowledge of the interaction and can interrupt if a concern arises. 

An adult and youth participant interacting or communicating in a physical, online, or virtual space without another person present.

The academic or administrative unit within the Institution, or executive-level officer of the institution, that is responsible for authorizing a covered activity. Serves as the main point-of-contact with UW System regarding the content of this policy. Our campus requires all programs to receive initial and final authorization from the PCL.

*In the case of PCL absence, a campus Vice Chancellor may authorize a program within their division.

Occasional and special events where only family, friends, and people known to the hosts attend (e.g., birthday party or a wedding). 

Situations where an adult’s role creates direct and substantial interaction with minors. Examples include unsupervised, one-on-one, repeated, or prolonged interactions; supervision of or authority over minors; access to minors’ personal data or records; or direct and unsupervised control over physical or virtual environments minors use.

The minimum number of adults (meeting screening and training requirements) needed to supervise a specific number of youths in a covered activity as defined by policy or law.  

A non-university organization, individual, or entity. This includes employees of the institution who are engaged in private activities that are outside of the scope of their employment.

An event, operation, endeavor, or activity operated by a third party takes place on a university’s premises pursuant to an agreement with that university, and involves the third party assuming custodial care of participating minors. 

Facilities owned by, or under the control of, the University. University daycare and preschool services or services provided by a licensed health care provider (or employee volunteer acting under the direction of a licensed healthcare provider) are not included in the definition of university facilities and will follow applicable laws, regulations, and separate policies that reflect the unique activities that occur in those locations.

An adult who performs duties related to a covered activity without compensation, under the direction/control of employees of the university.   

An individual who is registered or enrolled in a covered activity or third-party youth activity.