Facility operators, building managers, and departments hosting a non-UW, or “third party led,” youth program are responsible for registering the activity, event or program in the UW Youth Program Registration System per requirements of APS 10.13.
Additionally, hosting units or departments are required to obtain an agreement in writing from the third party they are hosting that the third party will meet or exceed the requirements of the APS 10.13. This written agreement should be included with other contracts/formal agreements with the third party.
View example language that can be incorporated into agreements [pdf].
Information on how to register a third party activity can be found on this webpage.
For more information view the Third Party FAQs
What is a third party led youth program?
A third party led youth program is an activity, event or program in which
- youth are a primary audience,
- the activity is operated or sponsored by a non-UW organization, business or group, and
- the activity is sited in facilities or property of the University.
Third parties include contractors, consultants, vendors, student-run organizations, or other non-UW entities with a contractual relationship or other formal partnership with a University department or unit. A formal partnership may include, for example, a Memorandum of Understanding or lease agreement for use of a University facility.
Requirements for third party led youth programs
Third party led youth programs must meet or exceed the requirements of Administrative Policy 10.13 Requirements for University and Third Party Led Youth Programs. Agreement in writing to meet or exceed the requirements should be included as part of the contract/formal agreement with the hosting UW department. If you are unsure of whether this has been included in your contract, contact your hosting department.
APS 10.13 includes requirements for:
- Program registration [by the facility host] in the UW Youth Program Registration System
- Background screenings for staff with unsupervised access to, or responsibility for, youth
- Staff training on safely interacting with youth and reporting suspected child abuse and neglect
- Staff conduct expectations
- Reporting violations of conduct expectations and suspected child abuse and neglect
- Maintaining a safe environment
- Emergency and safety planning and response
- Privacy practices for handling youth data
Registered Student Organizations (RSO’s)
Student-led organizations are considered third parties and must have their own policies that meet or exceed the requirements of Administrative Policy 10.13 Requirements for University and Third Party Led Youth Programs when they hold an activity involving youth on University property (see above). The Office of the Youth Protection Coordinator (OYPC) does not track these requirements for third parties. RSO’s can request help from someone in their department or their SAO advisor to determine how to get background checks run, and everyone is welcome to access the training and conduct code resources that OYPC has developed.
The HUB has an Interactions with Minors (Youth) webpage in their RSO Policy Guide that outlines additional requirements for RSO’s on UW Seattle campus. The facility host is responsible for registering the RSO activity in the YPRS.
OYPC created this Special Events Involving Youth form to assist RSO’s with identifying potential risks associated with hosting youth engagement. RSO’s who are planning an on-campus event where youth attendance is expected must email the completed form to OYPC at uwminors@uw.edu to receive feedback and recommendations for risk mitigation.