Executive Policy 14 (EP 14) FAQ’s

EP 14 was created to address the unique health, safety, and security risks associated minors participating in WSU sponsored programs held on university-owned or controlled property.

EP 14 applies to all non-university entities and individuals, and university employees, students, and volunteers who interact with minors on university property or as part of WSU sponsored activity. This policy applies to WSU-sponsored events at off-campus locations. See the section below for exemptions.

The following activities are not subject to the requirements of EP 14:

  • Undergraduate and graduate academic programs in which minors are enrolled for academic credit or who have been accepted for enrollment. 
  • Events and facilities on campus that are open to the general public that minors attend at the sole discretion and under the supervision of their parents or guardians 
  • Field trips supervised by a minor participant’s school; 
  • WSU Children’s Center; 
  • IRB-supervised research; 
  • Police Cadet program. 
  • Minor employees and volunteers; or 
  • Other programs as may be designated from time to time by the WSU Risk Management Executive Committee (see Executive Policy Manual EP6), in advance and in writing, as exempted from this policy or specific provisions of this policy.

If your program involves at least one individual under 18 years who is unaccompanied by a parent/legal guardian, and is sponsored and staffed by WSU, then it is considered a minors program under EP 14, unless an exemption applies.

For purposes of this policy, a minor is anyone under the age of 18 who is not enrolled in WSU courses at any point while participating in a program.

University programs, services, or activities involving minors that are owned, operated, managed, or controlled by WSU in which University students, employees, and volunteers engage through their university roles. 

This term does not include programs or activities in which one may engage that are unrelated to one’s status as a member of the University’s faculty, staff, or student body. 

Examples of minors programs include: 

  • On-campus activities with minors, including overnight camps, childcare, instructional programs, day camps, academic camps, recreation camps/clinics and athletic camps.
  • Off-campus activities with minors that engage university representatives in an official capacity, such as outreach, 4-H events, and community service activities.
  • Internships and volunteer opportunities involving minors that operate outside of a structured youth program or activity (e.g., job shadow or intern in a lab).

To register a program, please use the registration form and include: 

  • Name of this activity (or program) 
  • Description of Activity/Program 
  • Date and Time of program, including overnight stays where applicable
  • Anticipated number of minors for each age group (4-5, 6-8, 9-14, 15-17) 
  • Primary Program Contact 
  • Sponsoring Department (and any Secondary Units, if applicable) 
  • Program staff who will be interacting with or supervising minors 
  • Activity Description / URL
  • All Location where your program/activity take place? On campus (Pullman, Spokane, etc.,), Off campus, Both on AND off campus 
  • Location Description to ensure space complies with 1:1 interaction requirement 
  • Agreement to abide by requirements of EP 14 
  • 3rd-party vendor acknowledgment form agreeing to abide by EP 14 requirements

To ensure adequate safety of minors, program administrators should require the following minimum information from participants: 

  • Participant information
  • Parent/guardian information 
  • Emergency contact information 
  • Medical information 
  • Health history (per ACA standards) 
  • Names/information regarding individuals authorized to pick up child
  • Release/consent for child to participate in event
    • Photo/video release
    • Assumption of risk release
    • Medical information release

Each sponsoring department is responsible for ensuring all staff involved with minors complete the basic minor’s policy training. The topics covered in the training include: 

  • Overview of EP 14 
  • Basic warning signs of abuse and neglect 
  • Conduct requirements for program staff and minors
  • Identifying, Responding To, and Reporting Bullying 
  • Safety and Security Measures 
  • Requirements, including mandatory reporting requirements 

Employees and students can access EP 14 training using Percipio. Volunteers and non WSU-affiliated persons may use the materials provided on the Training Materials page.

Yes, private, and public higher education employees are required to report child abuse and neglect. Please refer to RCW 26.44.030 for a list of additional individuals required to report. 


The following are considered reportable to law enforcement and/or DCYF: physical abuse, mental abuse, sexual abuse, sexual exploitation, negligent treatment or maltreatment, and abandonment. Please refer to RCW 26.44.030 for additional information.

Mandated reporters must make a report to the Department of Children, Youth, and Families (DCYF) regional office at 1-800-557-9671, or the 24/7 DCYF hotline at 1-866-363-4276.

In addition, authorized adults must make an internal report to their supervisor, the program administrator, dean, executive vice president, or vice president.

WSU performs background checks as part of the hire/onboarding process in accordance with BPPM 60.16 for employees and BPPM 60.81 for volunteers, including those working with minors. These background checks are an effort to promote a safe environment for the community.

Students are subject to the background check and program administrators must obtain students’ consents and releases before conducting a background check.

A student conduct history check can be requested by following the steps below:

  1. Student Employee accesses the form via this link: https://communitystandards.wsu.edu/forms/ (WSU ID Required)
  2. Under the “Information Releases” tab, click “Information Release (FERPA Waiver).”
  3. Student employee fills out their information, including the name of the individual approved to receive the history check.
  4. CCS will run the check and approved individuals can follow up for a copy of the results.
    1. The release is valid for one year.
  5. If the number of student employees is significant or a department is hiring in batches, the following is required:
    1. FERPA waiver forms for each individual
    1. Excel spreadsheet with full name and WSU ID number of each student  

No. Background checks must be completed prior to the first date of working with minors.

Any one-on-one interactions between program staff or authorized adults and minors must occur in an open, observable space in view of at least one other program staff or authorized adult, where possible.