Third-party organizations interested in hosting programs, camps, or other types of activities for minors on the University of Wisconsin-Madison main campus or other university property must meet specific requirements to enhance the safety and well-being of youth participants and comply with UW-Madison’s Youth Protection Policy (UW-1045).
This page outlines the steps required before your activity can begin and explains the role of a UW-Madison authorizing unit.
Schedule a Consultation
The first step is to arrange a consultation with the Office of Youth Protection. During this conversation, staff will review your proposed youth activity, discuss applicable requirements, and help identify next steps. Consultations must take place a minimum of 90 days prior to the proposed activity.
Email youthprotection@wisc.edu to request more information or schedule a consultation.
Third-Party Youth Activity Requirements
After your initial consultation, the following steps must be completed prior to the start of the youth activity.
- Obtain Written Authorization
Secure written authorization from the school, college, or division authorizing the youth activity. This confirms institutional awareness of and support for the youth activity. All authorizations must be approved by the Youth Protection Designee appointed by the Dean of the school, college, or division. - Register the Youth Activity
All youth activities must be formally registered with the Office of Youth Protection. Registration must be received a minimum of 90 days prior to the youth activity start date. The authorizing unit point of contact will complete the registration. - Enter a Facility Use Contract
Once written authorization is in place, a facility use contract must be completed between the university and the third-party organization for any campus space used during the activity. A contract is required event if no funds are exchangedThe contract will include a Youth Protection Addendum, which outlines additional requirements and expectations for third-party youth activities, including but not limited to:- Prohibited behaviors
- Screening and training requirements for adults
- Supervision standards
- Incident reporting requirements
- Health services and medication management (for residential programs)
- Specialized program activities
- Insurance requirements
- Advertising
- Provide Proof of Insurance
Submit a Certificate of Insurance for review by the Office of Risk Management.
Insurance coverage must meet the university requirements and be approved before the activity begins. - Develop an Emergency Response Plan
Work with youth point of contact to understand emergency procedures, such as where to shelter during severe weather, how to respond to fires, illness, or other safety situations. - Follow Incident Reporting Requirements
All third-party youth activities must adhere to university incident reporting requirements, including timely reporting of concerns, injuries, or other incidents involving youth participants. Third parties will be provided a guide to incident reporting by the authorizing unit. - Comply with ATCP 78 Licensing Requirements
Residential youth activities must comply with Wisconsin Administrative Code ATCP 78, as applicable.