Children in the Workplace

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Policy Number:
UW-5039
Old Policy Number:
13.04
Responsible Office:
Office of Human Resources

University Policy

Rationale/​Purpose:

The purpose of this policy is to provide guidance for creating a supportive working climate for employees to meet family obligations and to outline when children can appropriately be at the workplace.​

Definitions:
Child or Children
A person or persons under the age of 18 years of age who is not enrolled in classes at the university or engaged in a Youth Activity.
Employee
Anyone employed by UW-Madison, regardless of employee category or appointment type.
High Risk Area
Any area with hazardous levels of radiation; hazardous chemicals or substances; hazardous biological agents or vectors; hazardous equipment or processes, or other area deemed high risk by the Institutional Environment Health and Safety (EH&S) Director or Risk Management Manager. Examples include but are not limited to:
  • areas with confidential, proprietary, or other restricted information
  • areas that are marked as excluded for general employee or student access
  • animal care or animal research facilities
  • many laboratories (see Minors in Research Laboratories Policy for restrictions)
  • food preparation areas
  • construction areas
  • fitness centers
  • all maintenance facilities, rooms, shops, and garages
  • steam plants
  • trade or machine shops
  • university-owned vehicles, including watercraft
  • areas being used for high-risk activities
  • all other areas determined to be high-risk by EH&S or Risk Management
Management
Includes supervisors, managers, department chairs, directors, deans, vice chancellors, provosts, or chancellor.
Workplace
Any location (including online) where UW-Madison university business is being conducted.
Youth Activity
An intentional interaction between one or more youth and a university employee or university-appointed volunteer; the activity is sponsored or operated in part or in whole by the university, regardless of location or duration. Examples include, but are not limited to programs, events, camps, clinics, workshops, symposia, conferences, tournaments, meets, clubs, projects, competitions, Olympiad, internships, job shadowing, mentoring, lessons, coaching, tutoring, field trips, lab visits, and service-learning placements.
Scope:

This policy applies to any employee or volunteer who has responsibility for a child or children, while in the workplace.

This policy does not apply to children who are:

  • in the care of a university childcare program
  • participating in Youth Activities sponsored by UW-Madison or taking place on the UW-Madison campus.
  • residing in a campus facility with a parent or guardian who has residency in a campus facility as a condition of employment (e.g., live-in residence hall director).
Policy:

UW–Madison is a family-friendly workplace and supports work-life balance by providing appropriate flexibilities for employees, who may want or need to bring a child or children to the workplace.

Maintaining the safety and health of UW–Madison employees, students, guests, and visitors relies upon the control of hazardous conditions and prevention of unsafe behaviors. When visitors are children, diligence to guard against unsafe conditions and unpredictable behaviors must be heightened. This policy addresses factors to consider when allowing an employee to bring a child or children into the workplace.

  1. Circumstances

    Generally, the circumstances in which an employee may bring a child into the workplace falls into the following categories:

    • Brief visits (e.g., an employee introduces a child to co-workers; an employee brings a child to work before or after an appointment).
    • Specific campus events that are employer-sanctioned and at which attendance by children is encouraged.
    • In the event of an emergency.

  2. Abuse of Policy

    Children are not to be brought to work in lieu of extended or regular childcare.

  3. High Risk Areas

    Children are not allowed in high-risk areas, as defined in this policy, unless an exception has been agreed to by management of the area and EH&S or Risk Management. If you are unsure whether the work area is considered high-risk, you are to first consult with management, human resources, risk management, EH&S, and/or the Office of Human Resources – Workforce Relations.

  4. Responsibilities

    If a child is allowed to visit the workplace, both employees and management must accept certain responsibilities (listed below) to protect the welfare of the child and the integrity of the workplace

    1. Employee responsibilities

      An employee who brings a child or children into the workplace must:

      • understand the circumstances under which children are allowed in their specific workplace and other workplace settings on campus.
      • supervise and care for the child while in the workplace
      • accept responsibility for all aspects of the child’s behavior including safety of the child, disruption to co-workers, unauthorized use of university resources, and damage to property or injury to others.
      • not bring a child with a communicable illness into the workplace
      • prevent any breach of confidential information
      • Abide by all applicable UW-Madison policies and be aware of high-risk areas within their workplace

    2. Management responsibilities

      Management must:
      • Abide by all applicable UW-Madison policies
      • Identify potential high-risk areas present in the workplace and ensure access to such areas is controlled and prohibited.
      • determine that hazards are not likely to exist or can be controlled under the circumstances in which the child will be present
      • consider the extent to which the child’s presence in the workplace poses a risk of breaching confidentiality of information in the workplace
      • address behavior that prevents the employee from meeting workplace responsibilities or disrupts other employees in the workplace or the education of our students

    Management has the authority to deny the presence of children in the workplace in accordance with this policy and may revoke previously granted permission for the employee to bring a child to the workplace (e.g., determining that a child’s presence is unsafe, poses a health risk, or is disruptive).

  5. Insurance Coverage

    Bringing a child or children into the workplace is generally not part of an employee’s job duties and is generally not undertaken as an agent of UW–Madison, although rare exceptions may occur. Therefore, an employee who brings a child or children into the workplace may not (and should not expect to) be covered by the University’s liability insurance for any negligent or intentional injury related to the child’s or children’s presence in the workplace.

    A child or children as defined by this policy are not covered by the University’s liability insurance or workers compensation programs. A child or children are expected to be covered by their parent’s or guardian’s health or accident insurance in the event the child or children are hurt or injured while in the workplace. No such coverage is provided by the University.

  6. Consequences for Non-Compliance

    Failure to follow and comply with this policy will result in discipline up to and including termination

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Vice Chancellor for Finance and Administration
Policy Manager:
Associate Vice Chancellor/Chief Human Resources Officer
Contact:
Employment Relations Director -- Megan Dzyuba, wr@ohr.wisc.edu, (608) 890-3663
Effective Date:
09-13-2016
Revised Dates:

03-02-2020, 10-20-2023

Retrieved:
01-20-2025 09:50:00