Special Events Involving Minors

RISK ASSESSMENT CHECKLIST & MITIGATION PLAN

Name of Group: ______Advisor Name: ______

Group Contact name and e-mail: ______

Name of Event/Activity: ______

Date of Event/Activity: ______Location: ______

Description of Activity: ______

PLEASE CHECK THE BOX FOR ALL ANSWERS THAT APPLY.Answering these questions will help you identify potential risks associated with your activity.

Age of minor participants

Under age 5

Age 6-11

Age 12-14

Age 15-17

Estimated number of minor participants: ______Adult to minor ratio: ____adults to ____minors

PREMISES AND SECURITY RISKS

YES

Does the location of your activity include possible hazards including stairs, windows that open, moving machinery, water features such as pools or fountains, cliffs or other height-based hazards, or other: ______?

  • IF YES: Block off areas where such hazards exist to prevent children from getting injured.

Is the activity in a location where people not affiliated with the event can easily enter into the space?

  • IF YES: Ensure there is a clearly designated space for your event to prevent those not participating from entering without permission.

Do minorshave access tostairwells, locker rooms, private rooms or other areas where they could be isolated from the group?

  • IF YES: Ensure proper supervision and signage to prevent minors from wandering away or inadvertently ending up in these spaces.

Does the activity involve visitsto any location that could pose an additional risk to participants’ safety?

  • IF YES: Plan for how to prevent injury while in these locations.

Does the activity occur during non-business hours, such as evening or weekend?

  • IF YES: Ensure that the facility being used is aware that your after-hours event involves minors. It may also be useful to notify UWPD that you will have a group of minors present during an evening or weekend.

PREMISES AND SECURITY RISKS, cont’d

Does the location of your event lack basic amenities such as bathrooms, water or shelter in the case of a need to escape inclement weather?

  • If YES: Consider a location that has access to bathrooms and shelters, so children can use facilities and take cover in the case of bad weather.

ACTIVITY RISKS

YES

Do any activities involve components where there is a possibility of injury or illness? For example:

-Physical activity (besides basic functions such as walking, sitting, standing for limited amounts of time)? Describe: ______

-Use of materials or equipment that can cause illness or injury?

Describe: ______

-Involve food that can cause allergic reactions to some individuals?

Describe: ______

  • IF YES: Acknowledgment of Risk (AOR) form must be completed by your group, and signed by parents.

SUPERVISION RISKS

YES

Is a UW department faculty, staff member, volunteer,or student responsible for supervision of minors under the age of 16 while participating the activity?

  • IF YES: Background checks are required for any UW employee or volunteer who has unsupervised access to minors under the age of 16. Employees can get background checks done via their HR department. Student groups are advised to get background checks done for any members who will be responsible for supervision of minors. Washington State Patrol can process background checks for $12 per person. RSO’s must set up an account, which you can do here:
  • Recommended supervision ratios: (per American Camp Association)

5 years & younger: 1 adult for each 6 minors

6–8 years: 1:8

9–14 years: 1:10

15–18 years: 1:12

Does your activity require adults to be alone with children for any given period of time?

  • IF YES: Ensure that these adults are background checked.

OTHER

YES

Do any activities require transporting minors from one location to another (excluding walking between facilities on campus)?

  • NOT ALLOWED

Does your activity involve overnight stays?

  • NOT ALLOWED

Do you require changing clothes between activities?

  • NOT ALLOWED

RISK MITIGATION PLAN INSTRUCTIONS:

For each section where you marked yes above, describe specific plans to address the risks you marked.

PREMISES AND SECURITY RISKS

ACTIVITY RISKS

SUPERVISION RISKS

Recommended by Advisor (date) ______

Reviewed by Office for Youth Program Development and Support (date) ______

Comments from Office for Youth Programs Development and Support

Submitted to SAO Advisor

RSO Officer Name: ______Title: ______

RSO Email: ______RSO Cell Phone: ______

RSO Officer Signature: ______Date: ______

Submitted to OYPDS

SAO Adviser Signature: ______Date: ______

Reviewed by the Office for Youth Programs Development and Support

Signature: ______Date: ______

1Updated 11/15/17