Camps and Conferences

Youth Compliance Services

UW-Whitewater takes great pride in establishing and maintaining an environment that allows each youth participant to thrive and have a memorable experience. We take many steps to uphold that environment and safeguard the well-being of our youth participants.

 The UW-Whitewater Camps and Conferences Office serves as a support unit to campus, parents/guardians, and the community providing safe and effective environments in a wide range of youth activities that take place on and off campus. Our office assists by:

  • Answering questions about youth protection policy and best practices
  • Developing guidance and resources to support the effective implementation of policy requirements
  • Assessing the compliance status of registered youth activities

Campus Youth Activity Request

No University department or third party may offer programs that serve minors, without first receiving approval from the Youth Protection Compliance Specialist within the UW-Whitewater Camps and Conferences Office. Requirements are laid out in the UW-Whitewater campus Youth Protection Policy.

If you are interested in organizing a youth activity on campus please contact the Youth Protection Compliance Specialist.

Morgan Anderson
262-472-1095
andersml@uww.edu


Have a registration question?  Email Morgan Anderson at andersml@uww.edu or call 262-472-1095.

Youth Protection Information

UW-Whitewater has established policies to promote the safety of youth participating in our programs. Program staff are trained in emergency protocols and all relevant internal and external reporting requirements.

Parents and guardians are encouraged to notify UW-Whitewater Camps and Conferences, or the youth event director immediately if they, or their child, are experiencing concerns with the program, other youth participants in the program, and/or program staff and volunteers. The reporting form is located below:

Youth Protection Reporting Form

Questions?

Morgan Anderson
(262) 472-1095
andersml@uww.edu

Each covered activity must ensure all staff are appropriately trained on youth protection best practices and reporting responsibilities. Training includes the following minimum components:

  • Mandatory Reporting Responsibilities: Child abuse and neglect
  • Sexual harassment/sexual violence
  • Youth Supervision
  • Emergency Planning
  • Bullying & Mental Health
  • Social Media
  • Medication Administration

  Youth Protection Best Practices and Reporting Responsibilities

Utility Vehicle Training

Driver Authorization

Why must I report?

REQUIREMENTS FOR MANDATORY REPORTING OF CHILD ABUSE AND NEGLECT

In accordance with Wisconsin Executive Order #54, or EO 54, all UW- System employees are required to immediately report child abuse or neglect to Child Protective Services (CPS) or law enforcement if, in the course of employment, the employee observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the employee has reasonable cause to believe that child abuse or neglect has occurred or will occur. Volunteers and contractors working for UW- System institution’s sponsored programs or activities are also expected to report suspected abuse or neglect.

SERVICES AND PROTECTION

Deciding to get involved in a situation of suspected abuse or neglect can be difficult. It is, however, a decision that may be crucial to a child not only today, but also in the future.

Caregivers or maltreaters who have abused or neglected their children may need services and support to provide safe care for their children. The sooner an issue is reported, the sooner the child can be helped.

A UW–System employee making a report, in good faith, of suspected child abuse or neglect will not result in discharge from employment, disciplined, or otherwise discriminated against in regard to employment, or threatened with any such treatment.

Signs of Child Abuse and Neglect

  • Bruises, welts on face, neck, chest, back
  • Injuries in the shape of object (belt, cord)
  • Unexplained burns on palms, soles of feet, back
  • Fractures that do not fit the story of how an injury occurred
  • Delay in seeking medical help
  • Extremes in behavior: very aggressive or withdrawn and shy
  • Afraid to go home
  • Frightened of parents
  • Fearful of other adults
  • Pain, swelling, or itching in genital area
  • Bruises, bleeding, discharge in genital area
  • Difficulty walking or sitting, frequent urination, pain
  • Stained or bloody underclothing
  • Venereal disease
  • Refusal to take part in gym or other exercises
  • Poor peer relationships
  • Unusual interest in sex for age
  • Drastic change in school achievement
  • Runaway or delinquent behavior
  • Regressive or childlike behavior
  • Poor hygiene, odor
  • Inappropriately dressed for weather
  • Needs medical or dental care
  • Left alone, unsupervised for long periods
  • Failure to thrive, malnutrition
  • Constant hunger, begs, or steals food
  • Extreme willingness to please
  • Frequent absence from school
  • Arrives early and stays late at school or play areas or other people’s homes
  • Low self-esteem
  • Self-denigration
  • Severe depression
  • Unusual level of aggression
  • Severe anxiety
  • Extreme withdrawal
  • Failure to learn

Identify behaviors or conditions that are dangerous or becoming dangerous to a child. Consider the possibility of threatened abuse or neglect when you observe or become aware of the following: 

  • Minor injuries that are cause for concern, including bruising on a non-mobile child; bruising or scrapes to vulnerable parts of a child’s body; or an escalating pattern of corporal punishment that increases in severity or frequency.
  • Exposure to violence, even if a child has not yet been injured, when there is domestic violence or a violent person in the home.
  • Exposure to dangerous people or situations, including previous abusers or criminal activity.
  • An impaired caregiver, when there is no one else in the home to provide necessary care or protection.

Consider the possibility of meth manufacture in a child’s environment when you see or become aware of the following in a child, particularly in combination:

  • painful or burning eyes or eye irritation
  • skin irritation and redness or burns
  • sneezing and chronic coughing, congestion, or fever
  • chest pain, difficulty breathing, or shortness of breath
  • vomiting, diarrhea, or nausea
  • headaches
  • rapid heart rate
  • jaundice or dark-colored urine
  • extreme irritability

How do I report?

If there is an emergency or a child is in immediate danger, call 911.

Contact your county social/human services department, sheriff, local police department, or university police department immediately—by telephone or in person.

 UW-Whitewater Police Department
(262) 472-4660
Whitewater Police Department
(262) 473-0555
Jefferson County Human Services Department
(920) 674-3105
Walworth County Department of Health and Human Services
(262) 741-3200
Child Protective Services Agency
Find Agency

 *You fulfill your legal obligation under EO54 when you report to local law enforcement or CPS. In some cases, you must also make an internal campus report. 

If there is an emergency or a child is in immediate danger, call 911.

Reports must be given immediately by telephone or in person to law enforcement or Child Protective Services (CPS)—no voicemail or email. Child Protective Services will not disclose information about who made a report unless they are court ordered.

Explain, as well as you can, what happened or is happening to the child. Describe the nature of the abuse or neglect and the involved parties. Be as specific as possible. Be prepared to give the name, address, and telephone number of the child and also the name of the parent or caregiver, if known. Even if you do not know all of this information, report what you do know. Tell all you know about the situation.

In addition to notifying Child Protective Services or law enforcement, the reporter must also make an internal report to campus if either of the following apply:

  • The incident or threat of child abuse or neglect involves an allegation against a university employee or an agent of the university (e.g. a student or volunteer).
  • The incident or threat of child abuse or neglect occurred on the UW–Madison campus or during a UW–Madison sponsored activity.

Report to UW-Whitewater Police Department in person or by telephone
(262) 472-4660

Report a concern

UW-Whitewater Camps and Conferences Office takes your input very seriously. Especially a report of endangering the safety of youth participants. A link is provided below to report any concerns you may have regarding our programs.

Report a Concern

Medical

Yes! All event health staff supervisors and athletic trainers are ready and available to quickly and carefully respond to injuries and illnesses. We have a national athletic trainers association certified trainer. UW-Whitewater Camps and Conferences meet or exceed compliance under HFS 175. Click here for HFS 175 specifics.

Due to state regulations, we are required to collect all reported medications used by minors. Medications will be collected by our athletic trainers at event check-in. All medication, including vitamins, supplements and over the counter medication should be properly labeled in original containers with correct dosage for the duration of the event.

We recommend bringing two to the event- one to keep on hand with the participant and another with athletic trainers. If only one is available, it will be kept with the minor unless requested to stay with an athletic trainer.

We will hold onto medications for a period of two weeks. If not collected during that time, medications will be destroyed and disposed of.

Parents/guardians will be notified for advice and recommendations if the problem does not require immediate medical attention. Should a youth participant require medical attention, a certified athletic trainer or camp health supervisor will assess appropriate measures to take. UW-Whitewater Camps have the full cooperation of Fort Memorial Hospital and emergency room personnel. For participants taking medication, please complete the health form prior to arrival. When possible, athletic trainers and health staff will contact parent(s)/guardian(s) before seeking treatment

 You will be required to provide health information in the registration. Athletic Trainers and health staff will refer to the registration whenever medical treatment is necessary; this is the only guide a health care provider will have in case of emergency, so make sure all health information is accurate and up to date.

Should an injury occur the event director will seek medical attention from athletic trainers, health staff, or call 911 in a medical emergency.

  1. After a youth participant has been cared for, the Event Director will notify parent/guardian of injury and details thereof.
  2. The Event Director will distribute an injury claim form to the injured participant’s parent or guardian.
  3. If parent or guardian so chooses to submit an injury claim form they will submit it to Arthur J. Gallagher Risk Management Services, Inc. Gallagher then submits the injury claim form to Health Special Risk (HSR).
  4. Upon confirmation of a covered claim, HSR will add the injury to their claims systems so that corresponding medical bills will be eligible for coverage.

Injury Claim Form

Injury Claim Form

  1. The injury claim form should be fully completed and submitted within 90 days from the date of injury. Parents are required to sign the line for authorization, so that Health Special Risk, Inc (HSR) and the doctors/hospital may communicate concerning your claim if needed.
  2. Once completed, make a photocopy for your records, and mail (email or fax) to the address shown below.
  3. DO NOT assume that anyone else will mail this claim form to HSR for you.

Incomplete claim forms are one of the most frequent reasons why claim payments are delayed.

YOUR BILLS

  1. Please advise all doctors/hospitals regarding this coverage so they may forward HSR their itemized bills.
  2. If a participant has already been to the doctor/hospital and did not know about this coverage, then they can either submit itemized bills directly to HSR at the address below or instruct the billing department to do so.
  • The bills should include the name of the doctor/hospital, their complete mailing address, telephone number, the date you were seen by the doctor/hospital, what the doctor saw you for and the specific itemized charges incurred.
  • Please note, if this information is not on the bill your claim will be denied for the missing information. “Balance Due” statements do not contain sufficient information to complete your claim. Ask your physician or hospital to provide you with a HCFA1500 or UB04 to avoid delays.

PRIMARY INSURANCE

  1. This policy provides coverage on a primary basis. All medical bills should be sent to HSR first.
  2. HSR will process benefits on a primary basis, after which, claims can be submitted to a secondary carrier, if applicable.
  3. Your secondary insurance will require a copy of HSR’s Explanation of Benefits (EOB), which will be received from HSR via mail advising if a claim was paid or denied, and the reason(s) why.

Health Special Risk, Inc.

8400 Belleview Drive,  Suite 150

Carrollton, TX 75007

If you have any questions, please contact Customer Service at (800) 328-1114. They are available from 8:00 a.m. thru 6:00 p.m., Monday – Friday. You may also forward any documents by fax to (972) 512-5820.or via email to claims@hsri.com.

Housing/Dining

Camp health and safety regulations allow for only two persons per room, each camp participant in a single bed. Depending on residence hall layout,3 or 4 participants may share the same room or suite.. Every effort will be made to ensure each participant has a roommate. However, we cannot guarantee each event will have an even number of participants. Accommodations will be met on a case by case basis and determined by the Continuing Education Services.

While registering for the event, participants may request a roommate. All roommate requests must be reciprocated between the involved participants.  

No, entering a residence hall other than the one assigned to your event is grounds for non-refundable dismissal from the event.

Each residence hall will be locked after hours of instruction. Those participants who become locked out will need to notify the Event Director. There are numerous emergency phones with a blue light around campus in public locations. To guarantee not being locked out, participants should not leave the building unsupervised.

 Note: Individual residence hall keys DO NOT unlock the main building entrance.

No. Participants are not allowed off campus except under the supervision of an event director or designated staff. If your event has a sponsored off-campus activity, a permission slip will be included in the camp information packet. Permission slips will be collected at camp check-in. Participants will not be allowed to participate in off-campus activities without a signed permission slip on file.

We have many options for campers with allergies or who follow a vegan or vegetarian lifestyle. In the dining halls we have a concept called Azone which is free from the top 8 allergens except soy on occasion. This station does not contain gluten/wheat, dairy, nuts, eggs, fish/shellfish. We also have a vegan option available at this station daily. Our dining hall has signage at each concept that displays the entree names, calories/serving size, and will also list any allergens that are in the entree if there are any. This is noted by symbols and each sign has a legend that explains what each symbol means. This signage will also indicate what items are vegan and which are vegetarian. Esker dining hall is a nut free facility in which we do not offer peanut butter to keep our campers safe.

Safety

Each event will provide a staff number where parents may call and leave messages for participants during the event session. This phone number will be available in the camp information packet located on the event website. Messages will be checked regularly. You may also call Continuing Education Services during regular business hours (Monday-Friday, 8:00 am- 4:30 pm) at 262-472-3165. Additionally, campers are welcome to bring their personal cell phones to use.

Guardians are welcome to watch their child to participate in camp activities on an event by event basis. It’s recommended that you communicate with the Event Director to determine the most appropriate time for you to watch/participate in event activities.. When you arrive, please plan to provide proof of identification. The event director will verify guardianship. For security reasons, only guardians or authorized pickups are allowed to be in facilities not announced as a public performance.

Yes. All UW-Whitewater employees and youth serving staff/volunteers will have undergone a Criminal Background Check before the event. All youth serving staff/volunteers are required to complete a Youth Protection Best Practices and Reporting Responsibilities training.

Youth participants are supervised by adult staff. If the program includes an overnight, adult staff will also reside in the residence halls with the youth participants. In most instances, an adult/youth ratio of 1:10 is mandatory. Adult staff will be responsible for the supervision and care of youth participants for the entire duration of the event.

Event Directors/Staff

All university faculty, staff, volunteers, interns and students, as well as third parties who interact with youth participants as part of a covered activity.

Violations of the Policy may result in disciplinary action for any University employee, whether paid or volunteer, up to and including termination of employment. Violations of the Policy also may result in discontinuation of the program or banning of the program from use of University facilities.

Yes. Training, screening, and vetting is based on how the person interacts with minors and not their affiliation with the institution.

All events, operations, endeavors, or activities designed for participation by Youth Participants and organized, sponsored and/or operated by the Institution regardless of location; and all events, operations, endeavors, or activities designed for participation by Youth Participants held on property owned or leased by the Institution that are organized, sponsored and/or operated by Third Parties.

Examples of covered activities include, but are not limited to, programs, events, camps, clinics, workshops, symposia, conferences, tournaments, meets, clubs, projects, competitions, internships, job shadowing, mentoring, private lessons or instruction, coaching, tutoring, field trips, lab visits, precollege programs, and service-learning placements.

Individuals, age 18 and over, paid or unpaid, who are authorized to interact with youth participants as part of a covered activity following completion of screening and training requirements. This includes, but is not limited to, faculty, staff, volunteers, graduate and undergraduate students, student-athletes, interns, and individuals associated with Third Parties. Authorized adults cannot have unsupervised access to minors.

An authorized adult who is counted in the supervision ratio for a covered activity. Designated individuals are responsible for ensuring the care and safety of youth participants in covered activities. Additional training is required for authorized adults serving as designated individuals.

  • Know who is authorized, and not authorized, to pick up each child.
  • Obtain a written statement if the child is to be released to someone other than those persons designated on the registration form (this person must bring identification).
  • Do not release a child to anyone younger than 16 years of age or to anyone who arrives intoxicated or questionably under the influence of alcohol or drugs.
  • If it is a non-custodial parent who is demanding to remove the child, call 911 immediately.

Do not engage or communicate with minors through email, text messages, social networking websites, Internet chat rooms, or other forms of social media at any time except and unless there is an educational or programmatic purpose, and the content of the communication is consistent with the purpose of the program and available to all program participants.

Mandatory Reporting

In accordance with UW-Whitewater Policy on Mandatory Reporting of Child Abuse and Neglect, all UW-Whitewater employees, volunteers, and contractors working for UW-Whitewater sponsored programs or activities are required to report suspected abuse or neglect under Wisconsin Executive Order #54 or EO54.

Yes, all reports of suspected child abuse or neglect, made in good faith, will not result in discharge from employment, discipline, or otherwise discriminated against in regard to employment, or threatened with any such treatment.

Persons required to report, who intentionally fail to report suspected child abuse or neglect may be fined not more than $1,000 or imprisoned not more than 6 months or both.

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