Procedure: 

1. Identify the supervisory designation for all faculty, staff, and/or student supervisors. For most School of Music youth activities, you will need to ensure a ratio of 1 supervisor for every 18 students. Double-check the required adult to student ratio. Requirements vary based on supervisory designation.

1. 1. Authorized Custodian - A university employee who operates and is responsible for the logistics of a youth activity, ensures compliance with applicable policy and laws, may be counted in the supervision ratio, and who has been authorized for this role by completing required screening and training.

   2. Authorized Assistant Custodian - An authorized adult who is counted in the supervision ratio for a youth activity and has been authorized for supervision responsibility by completing required screening and training.

   3. Guest Speaker/Artist - An individual who is invited to make a presentation, conduct a demonstration, or facilitate instruction during a youth activity for a limited and defined time (such as a one-time-only basis or a scheduled presentation series).

2. Check on current status of required trainings with the MWSoM Youth Protection liaison meo@music.wisc.edu.

3. Ensure all supervisors complete or have completed all required trainings for their supervisory designation. For all trainings, be sure to login using your UW Net ID. For Mandatory Reporting of Child Abuse and Neglect, Canvas will redirect you to a new webpage for the training. After the training, you will need to return to Canvas to take and pass the quiz in order to complete the training.

1. Authorized Custodian

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

   2. Responsible Employee (every year)

   3. Campus Security Authority (every year)

   4. HireRight Position of Trust background check (every 2 years)

2. Authorized Assistant Custodian

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

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

   3. HireRight Position of Trust background check (every 2 years)

3. Guest Speaker/Artist
   A guest speaker is not required to become an authorized adult only if all the following conditions are enforced:

1. 1. The guest speaker is never left alone with youth.
      
      
   2. A guest speaker does not share contact information with Youth or encourage contact after the activity.

4. Provide verification of any completed trainings.

1. Mandatory Reporting of Child Abuse and Neglect

1. 1. Send a screenshot of your Canvas transcript to MEO@music.wisc.edu showing the course as complete. See the steps below to access your Canvas transcript.

      1. Login to the OHR Registration System using your Net ID

      2. Select: MY REGISTRATIONS AND LEARNING TRANSCRIPT

      3. Select: TRANSCRIPT

2. Responsible Employee

   1. Send a screenshot of your Canvas transcript to MEO@music.wisc.edu showing the course as complete. See the steps below to access your Canvas transcript.

      1.    Login to the OHR Registration System using your Net ID

      2.    Select: MY REGISTRATIONS AND LEARNING TRANSCRIPT

      3.    Select: TRANSCRIPT

3. Campus Security Authority

   1. Send a screenshot of your Canvas transcript to MEO@music.wisc.edu showing the course as complete. See the steps below to access your Canvas transcript.

      1. Login to the OHR Registration System using your Net ID

      2. Select: MY REGISTRATIONS AND LEARNING TRANSCRIPT

      3. Select: TRANSCRIPT

4. Sexual Misconduct & Clery Crimes in Youth Activities: Reporting and Prevention

   1. Forward your completion confirmation email to the MWSoM Youth Protection liaison meo@music.wisc.edu. 

5. HireRight Position of Trust background check

   1. If an updated background check is required, the MWSoM Youth Protection liaison will work with OHR to initiate a new check. The supervisor will receive an email from HireRight. It will not mention UW-Madison, nor come from an @wisc.edu address. It may resemble a phishing email, and may be sent to your spam folder. The HireRight email will ask you to submit your name, date of birth, and social security number to consent to a check.