Section 2: Prevention Strategies and Reporting Obligations | Accessible Version

This accessible text-based version of the training covers the same content available in the interactive training and is designed to be more easily accessed for learners using a screen-reader or needing a printed version. For other training accommodations, please contact the Office of Compliance at oc.compliancetraining@wisc.edu.

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Learning Objectives

In this section you will learn:

• How to prevent sexual misconduct from occurring in youth activities.
• Your obligation to report sexual misconduct while working or volunteering in youth activities.
• Ways to respond to youth during a disclosure of sexual misconduct.
• How to report sexual misconduct and what information to include.

Focus Areas of Prevention

The University of Wisconsin–Madison is committed to the well-being, safety, and protection of all members of the University community, including minors. The University community recognizes that minors are a vulnerable population, and they require special attention and protection. Our commitment to the well-being and safety of minors involves teaching strategies for prevention.

Primary Prevention

Primary prevention may stop sexual harassment and sexual violence before they happen by focusing on the many things that can lead to harassment and violence. For example, primary prevention includes:

• Challenging harmful attitudes about gender and violence.
• Promoting healthy behaviors and relationships.
• Creating safe and respectful environments.
• Acknowledging the role of power and privilege in individual and group experiences.
• Encouraging social-emotional learning in children.
• Improving safety and monitoring in youth activities.

It is important to:

• Understand how to deal with risky or compromising situations, such as inappropriate romantic relationships between employees/volunteers and youth.​
• Acknowledge the power differential between adults and youth​.
• Understand healthy youth development and when certain behaviors are or are not appropriate.
• Remember that some behavior that is considered developmentally appropriate may still be considered problematic when done at inappropriate times.
• Be mindful of the types of behaviors you should be on the lookout for to identify and prevent them from escalating.

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Youth Safety

Youth Safety is one area of primary prevention. Appropriate and positive interactions among youth and between employees/volunteers and youth are essential in supporting positive youth development. Conversely, inappropriate or harmful interactions put youth at risk for adverse physical and emotional outcomes. Sometimes it is unclear if a behavior is appropriate, inappropriate, or harmful. For example, hugging may be appropriate and positive in a home environment, but it can be inappropriate in the context of youth activities. Here are some more examples:

Appropriate Verbal Communications: praise and positive reinforcement for good behavior
Inappropriate Verbal Communications: sexually provocative or degrading comments, crude jokes

Appropriate Physical Behavior: pats on the shoulder, high-fives, side hugs
Inappropriate Physical Behavior: pats on the buttocks, intimate or romantic contact, front or face-to-face hugs

It is important for you to address interactions between youth as well as monitor interactions between fellow employees/volunteers and youth. Potential inappropriate behaviors between employees/volunteers and youth include showing favoritism, giving gifts, and looking for time alone with youth. Keep in mind that some situations pose more risk for inappropriate or harmful behavior than others. For example, interactions during an overnight trip are harder to monitor than interactions in a classroom.

You can discuss with your supervisor or program director ways to redirect inappropriate behaviors, promote positive behaviors, confront harmful behaviors, and report these behaviors if necessary. For more information about additional youth safety concepts, such as ratios of adults-to-minors and out-of-program contact restrictions, visit the Office of Youth Protection & Compliance website.

Environmental Considerations

Thoughtful planning and vigilance in the activity’s environment can increase youth safety.

Room Setup

• Utilize open, visible spaces with no areas for concealment.
• Ensure you can either see and/or hear interactions between youth participants or youth staff and participants.
• Secure areas not used for program purposes.
• Keep windows and doors clear of visual obstructions and/or maintain an “open door” culture.

Changing Clothes and Bathroom Use

• Establish appropriate time limits prior to checking on youth.
• Ensure that the bathroom is safe and secure prior to the arrival of youth. For example, consider multiple exits, stall height, and other users present.
• Adults and youth are not permitted to change clothes in the same space.

Check-in and Checkout Procedures

• Understand your activity’s attendance policies during check-in and check-out procedures.
• Monitor the arrival, approval, and identification of guests or visitors.
• Clearly identify and differentiate visitors from authorized staff or volunteers.

Off-Site Activities

• Understand transportation policies for field trips and other off-site activities.
• Ensure that required staffing levels are maintained throughout the duration of a field trip or off-site activity.

Virtual Considerations

These best practices and strategies are recommended to keep youth safe online.

Technology Use and Security

• Model appropriate technology use with youth, so they learn to recognize problematic interactions in other contexts.
• Use devices and software that comply with UW-Madison’s cybersecurity requirements.

Access

Control access to the online platform.

• Use the platform’s “waiting room” feature and verify identities before admitting participants.
• Renaming each participant with their first name and last initial can help protect privacy.
• Monitor chats for potential harassment, which is more likely to occur in private chats. Additional options may include disabling private chats or making chats visible to the host.

Parent/Guardian Involvement

Make online interactions observable.

• Encourage parents or guardians to help monitor their youth’s participation​. Sharing the activity schedule with them can help identify any concerns.
• Provide a way for youth participants and their parents or guardians to offer feedback about their experience in the activity.

Communications

Establish standards for virtual interactions.

• Avoid 1:1 contact between adults and youth in video conferencing or email, text, and chat.
• When interacting with youth participants on social media, use university or program accounts (rather than personal) to ensure these interactions can be reviewed by others.
• Review your activity’s policies around youth privacy online.

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Secondary Prevention

Secondary prevention focuses on intervening immediately after sexual violence has occurred to protect the victim/survivor and address the short-term consequences of violence. For example, secondary prevention includes:

• Separating the victim/survivor and the alleged perpetrator.
• Coordinating immediate crisis counseling for the victim/survivor.
• Using bystander intervention techniques. We will review strategies for bystander intervention next.

Bystander Intervention

Bystander intervention is an essential component of secondary prevention. As members of the University of Wisconsin community, we can address harassment and violence when we see the risk for harmful behavior, even if we are not directly involved. This strategy is called bystander intervention.

Direct, Distract, Delegate

Bystander intervention includes the three D’s:

Direct: Take direct action. Step in and actively address the situation.
Distract: Create a distraction. Try interrupting and redirecting people involved.
Delegate: Ask others to help. Contact someone who can help more, such as a supervisor, program director, or law enforcement.

Let’s review some examples of how to apply the three D’s.

Scenario: Two adult volunteers, Alex and Taylor, are facilitating a STEM lab for youth. Alex notices Taylor talking to Dakota, one of the youth participants, at a computer. As Alex looks closer at the computer screen, they notice that there are inappropriate sexual images on the screen.

Direct

“Taylor, I think you should walk away from the computer.”
Alex walks over to Taylor and Dakota and tells Taylor to walk away from the computer.

Distract

“Dakota, can you come help me put away these laptops?”
Alex walks over to Taylor and Dakota and asks Dakota to accompany them elsewhere.

Delegate

“Xai, can you call the program director to come into the room?”
Alex asks another adult volunteer, Xai, to call the program director for help.

All of these interventions can be appropriate given the situation you encounter in youth activities.

Prevention Begins with YOU

Think about additional ways you can prevent harassment or violence and support a safe community for youth activity participants.

1. Understand aspects of power, privilege, and identity that contribute to harassment or violence.
2. Avoid stereotypes about gender and race and think carefully about the language you use, especially around minors.
3. Model healthy, respectful, and inclusive behavior during youth activities.
4. Initiate discussions with your supervisor or program director if you have questions about primary or secondary prevention.

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Addressing Sexual Misconduct at UW Madison

It is important to prevent misconduct from occurring in youth activities. However, sometimes it can’t be prevented. When misconduct occurs, UW-Madison is legally obligated to respond in certain ways. As a youth activity staff member or volunteer, you play an important role in fulfilling this legal obligation. Your role is to understand what type of misconduct you need to report, and where you need to report it. You are considered a “Responsible Employee” (RE) and/or “Campus Security Authority” (CSA).

Your role as a Responsible Employee and/or Campus Security Authority are related to the following laws:

Responsible Employee

Related Law: Title IX
Prohibits acts of sexual harassment and sexual violence in all programs and activities of the University.

Campus Security Authority

Related Law: Clery Act
Requires higher education institutions to have certain security and safety policies in place and to disclose certain crime statistics.

Types of Misconduct You Must Report

Different types of misconduct can occur in youth activities. Some incidents must be reported under Title IX, some must be reported under the Clery Act, and some must be reported under both laws.

All of the incidents listed below must be reported.

Title IX:

• Sexual Harassment
• Sexual Exploitation
• Retaliation

Both:

• Sexual Assault
  (Rape, Fondling, Incest, Statutory Rape)
• Dating/Domestic Violence
• Stalking

Clery:

• Motor Vehicle Theft
• Arson
• Robbery
• Aggravated Assault
• Burglary
• Murder/Non-negligent
  Manslaughter
• Manslaughter by
  Negligence
• Hate Crimes

You are NOT required to remember which incident types go with each law. You will meet your reporting obligations by submitting the Campus Incident Reporting Form to report both Title IX misconduct and Clery crimes.

Extension Volunteers

If you are volunteering for a Division of Extension youth activity, your reporting process is slightly different. Instead of submitting the Campus Incident Reporting Form, you may report directly to your Volunteer Manager. You may do this by reporting in-person, over the phone, or in an e-mail. Each Volunteer Manager is trained to submit the Campus Incident Reporting Form.

There are two situations when you should NOT report to your Volunteer Manager, and instead, complete the form yourself:

• If your Volunteer Manager is out of the office or otherwise unavailable.
• If your Volunteer Manager is the person you are reporting.

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You are a Responsible Employee

Your position working or volunteering in youth activities is one that youth, parents, colleagues, or visitors see as a trusted adult of the university. The term “Responsible Employee” does not only refer to employees; if you are a volunteer with custodial care or supervision of a minor, you are still considered a Responsible Employee. The UW-Madison Policy on Sexual Harassment and Sexual Violence requires that all Responsible Employees report any information they receive that suggests a violation of the policy has occurred or is occurring.

Responsible Employee Expectations

As a Responsible Employee, you have certain responsibilities pursuant to the UW-Madison Policy on Sexual Harassment and Sexual Violence. You are expected to:

• Be familiar with definitions of sexual harassment and sexual violence.
• Know your obligation to report sexual misconduct, and be able to explain this duty to others.
• Be familiar with confidential resources on campus and/or in your local county.

You Have a Duty to Report

You have a duty to report once you have received information that suggests a violation of the UW-Madison Policy on Sexual Harassment and Sexual Violence has occurred or is occurring.​ You may learn a violation has occurred by way of:

• direct disclosure
• witnessed event
• other means

The report should be made as soon as possible after receiving the information.

• If it is an emergency, call 911 first.
• Ensure immediate safety of the youth before reporting.

You have a duty to report even if your work with youth is not on the UW-Madison campus.​ For example, you may be on a field trip to Devil’s Lake State Park or working in a Division of Extension 4-H program in Chippewa County when an incident takes place. ​If you are responsible for the custodial care of a minor in any youth activity, you must report incidents using the Campus Incident Reporting Form.

You have a duty to report sexual misconduct between the following groups:

• between minors
• between adults
• between minors and adults

Remember: this reporting requirement applies only while you are working or volunteering in a youth activity for UW-Madison.

Additional Reporting Obligations: Mandated Reporter of Child Abuse and Neglect: Executive Order 54

EO #54 requires that all UW System employees and volunteers must report any incident or threat of child abuse or neglect with reasonable cause to believe the abuse or neglect has occurred or will occur. All UW System employees and volunteers must complete the Mandated Reporter for Child Abuse and Neglect Training. For more information on EO #54, see the resources on this training’s web page. Your reporting obligations as a Responsible Employee may also overlap with your reporting obligations as a Mandated Reporter of Child Abuse and Neglect under Executive Order 54. You may need to make more than one report.​ For example, an incident may occur during a youth activity that is considered sexual abuse of a minor. ​You would need to fulfill your obligations by:

Mandated Reporter: Contacting local police or Child Protective Services (CPS).
Responsible Employee: Completing the Campus Incident Reporting Form.

Indirect Notifications

You may not always learn of potential policy violations as a formal report of misconduct. You may instead become aware in less direct ways.​ Specifically, children may disclose information in less direct ways than adults. They might feel scared or embarrassed, or not have the words to describe what happened to them.​ For example, some indirect notifications include:​

• You may hear a youth make a harassing statement.​
• You may witness misconduct, such as inappropriate touching between two youth.​
• A youth may suggest that they are experiencing abuse at home.
• A youth may bring forward a concern about inappropriate behavior involving an adult staff member.
• A coworker may tell you that someone is making sexual comments during a youth activity that are making them feel uncomfortable.

You have a reporting requirement in each of these situations.​

If you are unsure whether you are required to report, continue to make the report. The Sexual Misconduct Resource and Response Program is trained to address these matters. It is always better to err on the side of reporting. You can also contact the Deputy Title IX Coordinator for Precollege & Youth Programs at lindsey.peterson@wisc.edu with any questions about reporting. Remember: if in doubt, report!

Direct Disclosures

You may also receive direct disclosures of sexual harassment or sexual violence. For example, a youth may decide to disclose this information to you directly, based on your relationship with them. ​

It can be very difficult for someone to talk about these types of experiences, especially a child. ​You need to be transparent about your reporting obligations and also provide support to the youth. The next slides contain suggestions on how to respond to a direct disclosure.

Explaining Your Reporting Obligation

You may notice that a youth wants to tell you something, or you might be able to tell something is wrong but the youth isn’t saying anything. It is important to explain your reporting obligation to the youth so they aren’t surprised if you do need to report the incident that they shared with you.​ Here is an example of how to explain your reporting obligation:​

“It sounds like you want to share something important with me. I’m available to talk and am here to support you. I will also need to talk to the program director for extra help and support.”

Advice for Receiving Disclosures

1. If possible, set up a child-friendly space, such as a corner or a room that is safe and out of high-traffic areas. Monitor who comes in and out of this area. For young children, sit or crouch at their eye level.
2. Allow the youth to share information with you. Remain calm and attentive. Remember, it is not your job to investigate allegations. Listen carefully with nonjudgement and empathy. Check in with the child to make sure you understand them.
3. Match your language to the child’s developmental level, and use direct and simple language as much as possible. Be aware that children may show developmental regression in their behavior and use of language after a traumatic incident. Talk to adolescents adult-to-adult to show that you respect their feelings and concerns.
4. You are not expected to be a mental health counselor or advocate. Instead (if age appropriate), tell the youth that there are people that can help them and their family navigate support resources.
5. Don’t make assumptions. Don’t assume you know what victims/survivors might be experiencing or what they have been through. Don’t assume that victims/survivors want or need to talk to you about their feelings. Often, being physically present in a supportive and calm way helps people feel safer and more able to cope.

Your Response After Disclosure

Helpful Things to Say:

“You did the right thing by telling me.”
“Thank you for trusting me enough to share this with me.”
“It’s normal to need help at a time like this.”
“I appreciate you sharing this with me. That sounds like it was [scary, hard]. My goal is to help you feel safe.”

Do Not Say:

“This stays just between you and me.”
“Don’t worry, this will be our secret.”
“Why didn’t you tell them to stop?”
“Everything will be alright.”

It’s helpful to give the youth an idea of what is going to happen next. Some examples of things you can say include:​

“Here’s what’s going to happen next. You and I are going to talk to the program director, and we will call your mom together. Then, we will stay with you until your mom gets here to pick you up.”​
“Your mom is here now, and we are all working together to make sure you feel safe. Do you have any questions about what we’re doing to keep you safe?”​

An example of what you could say to a parent or guardian when notifying them of the incident:​

“We have reported this incident to the appropriate university authorities, and you will receive a message from the Sexual Misconduct Resource and Response Program. It is up to you to decide if your family wants to respond or not.”​
Do not use this response if you reported a parent or guardian for child abuse or neglect. If you report a parent or guardian to law enforcement or Child Protective Services, they will instruct you on what to do next.

If Asked Not to Report

A youth may request that you keep the information they told you confidential. However, in your role as a Responsible Employee, you are NOT allowed to keep the information you receive confidential. If they are still concerned or worried, keep in mind these four reminders.

1. You can inform the youth or parent/guardian that while they will receive an outreach from the Sexual Misconduct Resource and Response Program, they are not required to respond.​
2. You can assure the youth or parent/guardian that the Sexual Misconduct Resource and Response Program will keep their information as private as possible.​ Relevant information is shared only with those who need to know, or as required or authorized by law.
3. The Sexual Misconduct Resource and Response Program will work with the youth’s parent/guardian to discuss best options for responding to the complaint, while prioritizing the youth’s safety.
4. You can remind the youth or parent/guardian that UW-Madison policy prohibits retaliation against those who report misconduct.​

While you will still need to report, you may be able to help the youth feel more comfortable by:

Determining if the youth has concerns about their safety at home or about getting friends or peers in trouble.
“Can you tell me what worries you about me talking to someone else about this?”

Explicitly stating your support of the youth so they know they have someone in their corner and they are not alone.
“This may seem scary to you, but I’m here and we are going to figure this out together.”

Information to Report

The Campus Incident Reporting Form ensures that all the necessary information is collected to help the Sexual Misconduct Resource and Response Program and Clery staff respond to the incident. In Section 3, you will preview, bookmark, and learn more about the specifics of the form. Below is a general list of the information you will be asked to provide.

• Location of the incident​
• Incident-specific information​
• Narrative of the incident​
• Date of the incident
• Reporter’s contact information​
• Relevant documentation to attach to the report​

Reporting Wrap-Up

UW-Madison follows certain processes and policies in order to make protections available to individuals who report sexual harassment and sexual violence.

Privacy and Confidentiality

It may be common for victims/survivors to want to protect their privacy. You can assure the youth or their family that their information will be kept as private as possible during the reporting process. Relevant information will be shared only with those who need to know.

Restraining Orders and No Contact Directives

UW-Madison will enforce all orders of protection from law enforcement. Additionally, UW-Madison may be able to issue a No Contact Directive. This prohibits the recipient from having any form of contact with the individual(s) named in the directive.

Preserving Evidence

Keeping evidence from an incident may strengthen an investigation. This can include saving communication or social media messages related to the incident.

Protection from Retaliation

Any UW-Madison student, employee or volunteer cannot retaliate, intimidate, threaten, coerce, or discriminate against any individual who reports sexual harassment or violence. This includes anyone who participated in the investigation of a complaint or assisted others who raised a complaint.

Accommodations

UW-Madison will make accommodations or provide protective measures in academic, program, living, work, and transportation situations if needed and they are reasonably available.

Notice of Rights and Opinions in Writing

UW-Madison will provide written information about on-campus, off-campus, and statewide resources for counseling, health, mental health, victim advocacy, and legal assistance.

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Section 2 Knowledge Check

Check your understanding of Section 2 by reviewing the following questions. The correct answers are listed at the end.

Question 1

Multiple Choice. What are the 3 D’s of bystander intervention?

1. Decode, Decry, Decrease
2. Discuss, Declare, Defer
3. Direct, Distract, Delegate
4. Deduce, Defend, Diagnose

Question 2

True or False? As a Responsible Employee and a Campus Security Authority, you are not required to remember which incidents are reported under which law. You only need to remember what to report and how to report.

• True
• False

Question 3

Read the following scenario and answer Yes or No. You are a volunteer in a youth program. Your group is on a field trip to the local county fairgrounds. While bringing equipment out from a storage shed, you see another adult volunteer standing with a youth participant. You observe the volunteer taking sexual photographs of the youth participant.

Do you need to report this information?

• Yes
• No

Question 4

Multiple Choice. As a Responsible Employee and Campus Security Authority, you are required to report incidents that occur:

1. Between minors.
2. Between adults.
3. Between minor(s) and adult(s).
4. All of the above.

Question 5

Multiple Choice. You are a staff member in a youth activity. A youth comes to you and tells you that another program participant touched their private body part while they were in the bathroom together. The youth then asks if you can keep this a secret because they are worried about other people finding out.

What should you say in response?

1. “I understand that you are worried, and I promise I won’t tell anyone.”
2. “Thank you for telling me what happened to you. It would be better if you talked to your parents about this when you get home.”
3. “Part of my job means that I have to talk to my supervisor if any of the participants get hurt in any way. We want to make sure that everyone stays safe in our program. Can you tell me what worries you about me talking to someone else about this?”

Answers

Question 1: C, Direct, Distract, Delegate. Knowing the 3 D’s will help you be an effective bystander and help prevent harmful behavior in youth activities.

Question 2: True. The Campus Incident Reporting Form lists all types of sexual misconduct and Clery crimes that must be reported using this form. By submitting this form with all the information known and reported to you, you have met your Responsible Employee and Campus Security Authority obligations.

Question 3: Yes. Regardless of your physical location, you must report this type of conduct by an adult toward a minor. Remember: you must also ensure the immediate safety of the minor before submitting a report. Using the 3 D’s of Bystander Intervention is recommended in this scenario.

Question 4: D, All of the above. While you are working or volunteering in youth activities, you are required to report incidents that occur between two or more minors, two or more adults, and between minor(s) and adult(s). Remember: this reporting requirement applies only while you are working or volunteering in a youth activity for UW-Madison.

Question 5: C, “Part of my job means that I have to talk to my supervisor if any of the participants get hurt in any way. We want to make sure that everyone stays safe in our program. Can you tell me what worries you about me talking to someone else about this?” As a Responsible Employee and Campus Security Authority, you are not allowed to keep incidents to yourself. You must report this incident. You can also assure the youth that you are there to support them, or initiate a conversation about their concerns with getting additional help.

Congratulations!

You’ve finished Section 2. Continue to the next section, Section 3: Clery Act in Youth Activities | Accessible Version.