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Authorized Personnel Requirements

Authorized personnel are University employees (including staff, faculty, and other academic personnel), students, volunteers, or interns who possess any of the following responsibilities with regards to youth:

  • Supervision
  • Custodial care
  • Chaperone
  • Caregiving
  • Or have unsupervised access to youth (including in-person and virtual interactions). Unsupervised access means that there is a potential, even if remote, that the individual could be left alone with a youth or group of youth without other “authorized personnel” present.

It is expected that youth programs and most youth-involved research designate at least one UW authorized personnel, even in circumstances where youth are in the care or supervision of other non-UW adults, e.g., classroom teachers, chaperones, parents, etc. In many cases there are multiple authorized personnel present at an activity or event.

Authorized Personnel must complete pre-service requirements before they have unsupervised access to youth.

(see the APS 10.13 Policy Resource Guide for more information)

  1. Background check – Successfully complete a criminal history background check prior to interacting with youth and every three years thereafter.
  2. Training – At a minimum, complete two online trainings in YPRS prior to interacting with youth.
  3. Conduct – Sign electronic conduct code(s) in YPRS, agreeing to abide by the University Standards for Interacting with Youth prior to interacting with youth and every 12 months thereafter.

What roles are considered Authorized Personnel?

Typical examples are listed below. This is not an exhaustive list. Consult with OYPC for further clarification.

Authorized Personnel
Not Authorized Personnel (also referred to as “other personnel”)
  • Program directors, coaches, trainers, principal investigators, or other lead staff.
  • Instructors, educators, TAs, mentors, counselors, researchers, or program assistants who interact with youth regularly.
  • Tour guides who provide tours in the absence of authorized adults.
  • Anyone who may be charged with helping a lost child during an event, e.g., ushers or wayfinding volunteers.
  • Anyone who, though they are not designated as a supervisor of youth, may potentially be left alone with youth.
  • Anyone who has electronic interactions with youth (e.g.,  text, email, social media, Zoom, etc.)
  • Guest lecturers who are always in the presence of program staff.
  • Site/field trip hosts who provide a brief tour or demonstration in the presence of other authorized adults.
  • Staff or volunteers who have no potential for being responsible for, or left alone with, youth.

Note that even if an individual is not designated as Authorized Personnel, they are subject to other requirements of the University. See Policies and laws regarding minors.