Procedure: 

1. Direct all prospective students to the Information Request Form. The MEO coordinator will then follow up to facilitate the scheduling of the sample lesson. 

   1. Once a prospective student enters the MWSoM pipeline, we are able to communicate additional engagement opportunities such as tours, HMC events, Open House, SMC, social media channels, and departmental news. These strategically implemented touchpoints serve to increase the conversion rate from prospective student to applicant.

2. Once a lesson with a minor has occurred, the instructor should immediately record details in MWSoM Youth Attendance Form

   1. Youth Protection Policy mandates that we maintain a record of all minors who participate in MWSoM programs. Should there ever be an audit to investigate an incident, accurate records are an imperative.

Policies: 

1. All MWSoM employees and students offering lessons to minors are required to maintain the following: 

   1. Criminal Background Check (every two years)

   2. Mandatory Reporting of Child Abuse and Neglect training (every two years)

   3. Sexual Misconduct and Clery Crimes in Youth Activities: Reporting and Prevention training (every year)

2. Time and Place:

   1. If the minor is not accompanied by a parent/guardian, the sample lesson must take place during the regular work week: 8:00am-5:00pm, Monday-Friday, excluding holidays. 

   2. If the minor is accompanied by a parent/guardian, the sample lesson can take place at any reasonable time during the day or evening, weekday or weekend. 

   3. All sample lessons must take place in School of Music facilities. 

   4. Interactions with youth are best when observable and interruptible. Keep in mind that the best place for a sample lesson may not be your studio. Classrooms, rehearsal spaces, and student practice rooms may be more public and therefore more appropriate spaces. 

   5. Consider asking a colleague to sit in the space if a parent/guardian will not be present.

3. Communication

   1. Always include parent/guardian AND meo@music.wisc.edu in email communications. Use your wiscmail email for all correspondence with minors and parents/guardians. 

   2. If a parent/guardian will not be present at the sample lesson, it is recommended to provide safety information about one-on-one programming, and to obtain acknowledgment from the parent/guardian that they understand one-on-one interactions are a component of the activity. 

   3. Do not connect with minor students on personal social media accounts. Instead, encourage a student to follow Mead Witter School of Music on Facebook, Twitter, Instagram and YouTube. 

4. Physical Contact

   1. Avoid touching a minor or making any physical adjustments manually. 

5. Emergency Plan

   1. Always have in mind a plan in case of medical emergency. Do not transport a minor yourself to medical facilities; instead, call the parent or, in a life-threatening emergency, call 911. If a minor is in a medical crisis, stay with them, but be mindful that an emergency responder may have trouble navigating our buildings.

   2. Know the emergency procedures for fire, severe weather, lost or missing participant, and active threats.

   3. Consider asking the parent/guardian, prior to the sample lesson, if the student has any medical situations that may lead to an emergency in this setting.