Use this checklist to help plan and run a safe, compliant visit for K-12 students on a UW campus. Minors are considered a vulnerable population, and UW policies are designed to ensure safe, positive experiences for all participants. Requirements may vary slightly by campus, but these steps reflect common expectations across the Universities of Wisconsin.
Initial Planning
- Identify the purpose, date, and location of the visit
- Determine if the activity involves custodial care (who is responsible for supervision) (See section on school or third party groups)
- Connect with your campus Pre-College Liaison or Youth Protection contact early to help guide you through the process and specify your campus policies.
Program Approval and Registration
- Register the activity with the appropriate campus office (often Youth Protection and required in advance)
- Identify a primary contact/program lead responsible for compliance
- Obtain any required internal approvals (department, dean, or unit)
Staffing Requirements (See section on School or Third Party)
- Identify all staff, volunteers, and anyone interacting with minors
- Complete required background checks before the activity
- Ensure all staff complete youth protection and mandated reporting training
- Confirm appropriate supervision ratiosfor the group
Participant Preparation (If student is attending on their own)
- Collect participant registration information
- Obtain parent/guardian consent and release forms
- Gather any relevant health or emergency information if needed
Safety and Risk Planning
- Develop a supervision plan (who is responsible at all times)
- Prepare an emergency plan (medical, weather, missing student, etc)
- Identify any risks related to spaces (labs, field sites, equipment)
- Ensure activities are observable and interruptible (avoid one-on-one situations)
During the Visit
- Check student in and out as needed
- Maintain required supervision at all times
- Follow all youth protection guidelines and conduct expectations
- Be prepared to respond to and report any incidents immediately
After the Visit
- Document any incidents or concerns
- Complete any required reporting or follow-up
- Retain records as required by campus policy
If Working with a School of Third Party
- Complete a field trip or program agreement outlining responsibilities
- Confirm roles: who is responsible for supervision (school vs university)
- Ensure compliance with UW policies and any required insurance or contracts.
Key Reminder: Minors are considered a vulnerable population, and UW policies are designed to ensure safe, positive experiences for all participants.