Admissions Group Visit Guidelines & Expectations

Expectations for chaperones bringing groups to UW-Stout
In this Section

This checklist is for individuals who plan and organize field trips to UW-Stout. To best serve your group during your visit we ask that you read and share this information with your chaperones and students. Field trips are responsible for meeting UW System Youth Protection Compliance Policy requirements UWSA 625 and applicable UW Stout policies, state and federal law and statues.

Prior to Visit
Day of Field Trip

Primary Contact Responsibilities (lead coordinator/teacher/chaperone)

  • Plan to arrive at least 15-30 minutes prior to the start of your visit. This will allow time for parking, unloading, a bathroom and water break, and time to arrive at your first campus activity on time.
  • The group’s lead contact will provide a day-of-visit cell phone number during the planning process and will carry this phone during the visit. Ensure your campus contact has this.
  • The lead chaperone will communicate the following student guidelines to their students:
    • Wear comfortable walking shoes & be prepared/dress for the weather, as tours occur rain or shine.
    • Visitors are expected to conduct themselves in a courteous and respectful manner.
    • Visitors will use a voice level that is appropriate while inside campus buildings.
    • Visitors will not leave the group or chaperone(s) at any time during the visit.
    • Visitors will not use electronic devices during tours, presentation, or sessions unless asked to do so.
    • Visitors that are deemed disrespectful by the UW-Stout campus staff will be asked to change their behavior. If the visitor continues their behavior, the presentation, tour, or entire visit will end.
    • Listen, prepare, and ask questions, learn, and enjoy! We are so happy you will be visiting UW-Stout!

Chaperone Responsibilities

  • Familiarize yourself with all Conduct, Reporting, & Safety Procedures outlined below.
  • All adult chaperones/group leaders should have a copy of the campus visit confirmation/itinerary.
  • Familiarize yourself with where emergency exits and bathrooms are in the building you are visiting. Ensure your students are aware and do not wander around buildings unattended.
  • Chaperones must actively engage in sessions and always supervise students.
  • Chaperones must take responsibility for students’ behavior on campus. Tour guides, faculty, and campus
  • staff will not act as chaperones for your students.
Conduct, Reporting and Safety Procedures

All staff and volunteers at the event must be aware of the following:

Prohibited Conduct

  • Prohibited Conduct is considered any conduct according to University’s Title IX | Compliance & Integrity ( and the following prohibited behaviors:
    Conduct that violates the law (e.g., child abuse, child sexual abuse, protected class discrimination, emotional abuse, hazing, indecent exposure, child pornography, neglect, physical abuse, sexual abuse, and sexual harassment)
  • Conduct that violates UW System policies
  • Actions that are found to constitute Bullying or Grooming
  • Infringement on privacy of Youth Participants in situations where they are using restroom facilities, changing clothes or taking showers except in situations where health and safety are required
  • One on One Conduct: Staff should never be with a youth participant in a one on one setting. Exception: Designated Individuals may have one-on-one in an instruction, if activity is observable and interruptible.
  • Restroom Use: If accompanying a single child to a restroom, check first for suspicious activity in the restroom, then exit and permit the child to use the restroom alone
  • Use of Cameras/Video Devices: Inappropriate use of cameras, imaging, or digital devices are prohibited. Use of such devices capable of recording or transmitting visual images in shower houses, restrooms, or other areas where privacy is expected by participants is prohibited and may be subject to search if suspected prohibited conduct activity occurs
  • Use of alcohol when engaged in Covered Activities. Minor serving staff may not consume alcoholic beverages or any non-prescribed controlled substance specified on the premises of the program, or be under the influence of the same during the program’s hours of operation
  • Any conduct that is outside of NCAA Recruitment Compliance
  • Any conduct or retaliation conduct that is outside of UW-Stout Harassment and Discrimination Policy
  • Overnight Activities: Designated Individuals will directly supervise youth in overnight activities. Entering a youth participant’s room, bathroom facility, or similar area without another Designated Individual in attendance except in emergency situations is not permissible, nor is it permissible to share a bed or sleeping bag with a minor
  • Overnight Activities: Adults are not permitted to share a bed or sleeping bag with a youth participant
  • Exceptions to prohibited conduct may occur where a familial relationship exists and in emergency situations

Reporting Responsibilities for Incidents

  • All Incidents with minors shall be reported immediately to the University Police at 715-232-2222 and your UW-STOUT program contact. All staff or volunteers of an event must comply with obligations within this section and Executive Order 54. Incidents include, but are not limited to:
  • Incidents of prohibited conduct that have been observed or disclosed
  •  Incidents of serious physical harm requiring professional medical attention.
  • Suspicious or observed inappropriate behaviors by either an adult or youth participant.
  • Any suspected physical abuse, neglect, or sexual abuse of a minor.
  • Incidents involving sexual assault and/or misconduct of a minor must be immediately documented and escalated to the institution’s Title IX coordinator.
  • Incidents of illegal or unauthorized drug use.
  • Lost participant.
  • Behavior issues or accidents not involving physical harm.
  • All employees, staff/volunteers who will be present during the event must be advised of their obligations to report an Incident or threat of child abuse or neglect, or learn of an incident or threat of child abuse or neglect.

Any acts of retaliatory actions against an Incident Reporter are prohibited.


Safety Plan

Adhere to protocol for emergency situations that identify escalation reporting of incidents relating to prohibited conduct, mandatory reporting and any other incident activity protocols identified from the UW-Stout Emergency Response guide and any of your own organization safety plans. All staff, agents, or employees participating in the event should be trained on these requirements. 


More on reporting obligations

Child Abuse and Neglect

Sexual Violence and Harassment

Clery Crimes