H-240.1 Minors on Campus

A sponsoring unit offering or approving a Program that involves minors or a non-college group sponsoring a program shall:

• Establish a procedure for notifying the minor's parent/legal guardian in case of an emergency, including medical or behavioral problems, natural disasters, or other significant program disruptions. Authorized adults with the Program and participants and their parents/legal guardians must be advised of this Procedure in writing before the minor participates in the Program.

• Provide information to the parent or legal guardian detailing how the participant can be contacted during the Program.

• Provide a Medical Treatment Authorization Form. All forms must include the following:

  • A statement informing the parent/legal guardian that the College does not maintain medical insurance to cover medical care for the minor.

  • A statement authorizing the release of medical information (HIPAA) and emergency treatment in case the parent/legal guardian/emergency contact cannot be reached for permission.

  • A list of any physical, mental, or medical conditions the minor may have, including any allergies that could impact their participation in the Program.

• Gather emergency contact information, including the emergency contact's name, address, and phone number.

• Ensure adequate supervision of minors by authorized adults at the College. In determining the appropriate level of supervision, the sponsoring unit will consider the number, age, and gender of participants, the activities involved, and the age and experience of Employees. All activities involving minors must always be supervised by an authorized adult, parent (s), or legal guardian(s).

  • A group setting shall be maintained throughout the Program. 

  • One-on-one contact between an adult and a minor is prohibited except in limited situations where not permitting one-on-one contact would fundamentally alter the nature of the service provided. 

    • In such situations, one-on-one contact shall occur in a public space.  Free access to the instructional setting must always be maintained, including visibility into the space and doors remaining unlocked, preferably open.  Use of common areas such as the Student Success Center is strongly encouraged.

  • • Programs or activities with minors in attendance requiring overnight housing, lodging, or other sleep accommodations are prohibited (i.e., not permitted).

  • Minors in a college Program or a Program on College Premises are permitted in the general use areas. Still, they may be restricted from certain areas of the College Premises [e.g., storage rooms, equipment rooms, training rooms, Employee offices] or from utilizing certain equipment.

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  • Develop and make available to minors the rules and discipline measures applicable to the Program. Program participants and Employees must abide by all college regulations and may be removed from the Program for non-compliance with rules. The following must be included in the Program rules:

    • The possession or use of alcohol and illegal drugs is prohibited.

    • The possession or use of fireworks, guns, and other weapons is prohibited.

    • Minors' operation of a motor vehicle is prohibited while attending and participating in the program.

    • The parking of Employee and participant vehicles must be per college parking regulations.

    • Rules and procedures governing when and under what circumstances minors may leave College Premises during the Program.

    • No violence, including sexual abuse or harassment, will be tolerated.

    • Hazing of any kind is prohibited. Bullying, including verbal, physical, and cyber, is prohibited. 

    • No theft of property, regardless of owner, will be tolerated.

    • No use of tobacco products (smoking is prohibited on all College Premises) will be tolerated.

    • Misuse or damage of College Resources is prohibited. Charges will be assessed against participants responsible for damage or misuse of College Resources.

    • The inappropriate use of cameras, imaging, and digital devices is prohibited, including using such devices in showers, restrooms, or other areas where participants expect privacy.

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  • Obtain all media and liability releases as part of the Program registration process. All data gathered shall be confidential, subject to records retention guidelines, and not be disclosed except as provided by law (See Registration Form).

Background Checks

• All authorized adults with significant direct contact with minors must have a current background check, within the last five (5) years, on record with the College before beginning work with minors.  Background check results with criminal charges or convictions must be reviewed and approved by the Executive Director of Human Resources/CHRO before working with minors.

• Third-party contractors shall provide the College with documentation of compliance with the College background check requirements.

Training and Responsibilities of Authorized Adults

• The Program shall train and supervise authorized adults who have significant contact with or supervise minors. Training for authorized adults must include, at a minimum, information about responsibilities and expectations; policies, procedures, and enforcement; appropriate crisis/emergency responses; safety and security precautions; confidentiality issues involving minors; mandated reporting; and college responsibility/liability. Authorized adults must know how to request local emergency services and how to report suspected child abuse (Authorized adults are mandated reporters as defined by law).

• Authorized adults' responsibilities must include, at a minimum, informing Program participants about safety and security procedures, College rules, rules established by the Program, and behavioral expectations. Authorized adults are responsible for following and enforcing all rules, providing information included herein to Program participants, and responding to emergencies.

• Authorized adults participating in Programs and activities covered by this Procedure shall serve as positive role models for minors. Authorized adults shall not engage in:

  • Conduct prohibited in the Program rules.

  • Abusive conduct of any kind toward or in the presence of a minor.

  • Striking, hitting, administering corporal punishment to, or touching inappropriately or illegally any minor.

• Picking up minors from or dropping off minors at their homes other than the driver’s child(ren), except as specifically authorized in writing by the minor’s parent or legal guardian.

• • Providing alcohol, tobacco products, illegal drugs, or medication to any minor.

  • Making sexual materials in any form available to minors participating in Programs or activities covered by this Procedure or assisting them in any way in gaining access to such materials.

Mandatory Reporting

• Under policy and law, all Employees shall report child abuse or neglect immediately if the Employee, in the course of employment, observes an incident or threat of child abuse or neglect or learns of an incident or threat of child abuse or neglect. The Employee has reasonable cause to believe that child abuse or neglect has occurred or will occur.

Making a Report

If you are making a report as a mandated reporter under the law or as an Employee, follow these steps:

• The report shall be made, personally or by telephone, to one of the following:

  • County Department of Social Services or the County Department of Human Services, under Wis. Stat. § 48.981(2).

  • The sheriff or the applicable city, village, town, or police department.

• If an allegation of inappropriate conduct has been made against an authorized adult participating in a Program, they shall discontinue any further participation in Programs and activities covered by this Procedure until such allegation has been satisfactorily resolved.

• Authorized Employees/signatories for non-college groups using College Premises must provide the sponsoring unit with a written acknowledgment of awareness and understanding of the requirements.

DEFINITIONS

Authorized Adult – Individuals, age 18 and older, paid or unpaid, who have direct contact with minors. This includes Employees, employees of temporary employment agencies, and independent contractors/consultants. Authorized adults’ roles may include positions as chaperones, coaches, instructors, etc.

Direct Contact – Providing supervision, guidance, or control of minors or routine interaction with minors.

One-on-One Contact – Unsupervised interaction between a minor and any adult who is not the minor’s parent or legal guardian.

Programs – Programs and activities offered by various academic or administrative units of the College or non-college groups using College Premises. It shall exclude:

• Events or activities open to the public, where parents/guardians are expected to supervise.

• Events or activities where parents/guardians are explicitly required to accompany minors.

Sponsoring Unit – The academic or administrative unit of the College that offers a Program or gives approval for third-party use of College Premises. 

Mandatory Reporter – All Employees are mandated reporters for child abuse or neglect as defined by law.

Abuse – Means any of the following:

• A physical injury inflicted on a child by other than accidental means. Physical injury includes, but is not limited to, lacerations (wounds), broken noses, burns, internal injuries, severe or frequent bruising, or great bodily harm.

• Sexual abuse includes sexual intercourse or sexual contact with a child under the age of 16, sexual exploitation, and forced viewing of sexual activity.

• Emotional damage for which the child’s parents or caretaker has neglected, refused, or been unable, for reasons other than poverty, to obtain the necessary treatment or to take steps to improve symptoms. Emotional damage means harm to a child’s psychological or intellectual functioning, which is exhibited by severe anxiety, depression, withdrawal, or aggression.

Neglect – Means Failure, refusal, or inability on the part of the parent or other caretaker of a child, for reasons other than poverty, to provide necessary care, food, clothing, medical or dental care, or shelter to seriously endanger the physical health of the child.