Posted 8:20 a.m. Monday, July 7, 2025
HR Policy Review: Minor protection and adult leadership policy
HR will be providing a periodic review of important employment policies and procedures. The following information is a brief synopsis of UWL Minor protection and adult leadership policy. This policy has been adopted for the safety and well-being of minors that attend UWL’s various programs, and additionally protects the adult employees and volunteers. The policy items highlighted below contain information pertaining to the appropriate minimal level of supervision of minors that participate in programs held on university grounds. It is recommended to review the updated policy in full, which can be found here.
This policy does not apply to general public events or campus locations open to the public, such as sporting events, arboretums and unions. This policy does not apply to events or locations where parents/guardians are invited and expected to provide supervision of minors. Supervision of minors who are subjects in University research is addressed by the Institutional Review Board process and is not addressed by this policy.
Definitions:
- Authorized Adult: Any person eighteen (18) years of age or older in a paid or unpaid supervisory or leadership position.
- Minor: A person under the age of eighteen (18) who is not enrolled or accepted for enrollment at the University.
- One-on-One Contact: Unsupervised interaction between an Authorized Adult and a participant in a program without at least one other Authorized Adult, parent, guardian, family member or other minor being present.
- Programs: Programs and activities offered by various academic or administrative units of the University. Non-University groups that use University facilities for programs must have an agreement. This includes but is not limited to workshops, sport camps, academic camps, conferences, and similar activities. Outside groups or organizations that contract with the University to use University facilities for programs must warrant that they follow the Minor Protection and Adult Leadership Policy.
- University Facilities: 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 or 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.
One-on-one contact between an adult and a minor is prohibited. A group setting must always be maintained which means that one-on-one contact between adults and minors is not permitted during the duration of the program.
Exceptions:
- The case of a child and parent, guardian, or family member relationship.
- Instructional settings where one-on-one instruction, tutoring or educationally related experiences ensue. In such settings, free access to the instructional setting by authorized persons to and from any space must be always maintained. Examples to achieve this include: no window or door coverings that would restrict or eliminate visibility into the room and ensuring doors that are used to enter and exit the space are unlocked and accessible. In such settings it is strongly encouraged to leave doors open when feasible.
An institution’s risk manager or chief human resources officer (or their designee) may grant limited exceptions to this policy.
Adult to Student Ratios:
See the Appendix here for recommended ratios for campers.
Privacy of youth respected:
Adults must respect the privacy of minors in situations such as changing clothes and taking showers, whenever possible. Intrusions are permitted only to the extent that health and safety require. Adults must protect their own privacy in similar situations.
Inappropriate use of cameras, imaging, or digital devices prohibited:
Use of such device capable of recording or transmitting visual images in shower houses, restrooms, or other areas where privacy is expected by adult and minor participants is prohibited.
Violations:
Any employee who violates this policy may be subject to disciplinary action up to and including termination of employment. A volunteer who violates this policy may have their duties immediately suspended and may be subject to limited access to campus up to a ban from campus. In the event that a violation occurs by a third-party employee or volunteer, the group in its entirety may be asked to remove from campus and future access to campus by the group may be limited or prohibited.
Employee Resources:
UW-La Crosse Office of Human Resources 608.785.8013, hrinfo@uwlax.edu
University Police Department: 608.789.9000
Employee Assistance Program (EAP) Resources: HR employee resources - Employee Assistance Program (EAP)
The University of Wisconsin System provides information regarding UW-System policy at: https://www.wisconsin.edu/ohrwd/policies/
Links to related information: · UW System Policy on The Academic Calendar.
