Policy Statement:
WMTA requires that a parent or guardian be present (in the room) for any audition performance.

Purpose of the Policy

This policy has been established to prioritize the safety and well-being of minor participants by ensuring compliance with legal requirements and best practices for youth protection, as outlined in the University of Wisconsin System’s Youth Protection and Compliance guidelines, as well as the Access to Vulnerable Population Criminal Background Check protocol.

Key objectives for this policy include:

• Legal and Institutional Compliance: Ensures WMTA adheres to UWSA Policy 625 and relevant laws governing the protection of minors.
• Supervision by a Responsible Adult: Mandates that minors remain under the direct supervision of a parent or guardian during the audition process. For this policy, a “guardian” may also refer to a family member as defined in UWSA Policy 625—such as a parent, stepparent, legal guardian, grandparent, or adult sibling (18 years or older and not participating in auditions).
• Transparency in Adult-Minor Interactions: Provides a safeguard by ensuring that any interaction between the performer and judge is observable by a third party.
• Liability Mitigation: Limits the assumption of liability by WMTA and the host venue in the event of an incident involving a minor.

Additional Outcomes

This policy yields several operational and financial benefits, including:

• Enhanced Protection for Minors: All minor participants are accompanied by a chaperone throughout the audition process.
• Cost Savings: Eliminates the need for criminal background checks (CBCs) for volunteers, resulting in direct budgetary savings. (In 2025, the CBC expense totaled $861, but this is an ongoing expense due to new volunteers, teachers, and CBC renewals.)
• Privacy Safeguards: Removes the requirement for volunteers to submit sensitive personal data, such as Social Security Numbers, to third-party screening platforms.
• Administrative Streamlining: Audition chairs and educators are relieved from the obligation to track and verify CBC completion for volunteers and judges.

Non-Compliance and Consequences

• This policy aims to observe and, if necessary, intervene in adult-minor interactions to protect all parties involved. It is the responsibility of the teachers to communicate this WMTA policy and notify parents of this change.
• It is the responsibility of the parents/guardians to acknowledge this WMTA policy and adhere to the requirement. Failure to do so will result in the forfeiture of the right to hold WMTA liable for incidents that occur during the audition.
• Non-compliance with this policy will not penalize the minor performer. However, a formal notification will be issued by the WMTA Office after the audition.
• Non-compliance with the policy by parents and teachers will necessitate the introduction of an additional waiver process for all auditions, requiring signed consent forms (like field trip permission slips) for each minor participant before every audition event.

Addressing Concerns that might arise for WMTA Auditions Chairs

What if a minor does not want a chaperone in the audition room?

Compliance with this policy is mandatory. WMTA encourages teachers and parents to prepare students in advance for this requirement. While change may be challenging, particularly at first, the policy is in place to protect all involved.

Possible Recommendations for Compliance:

• The chaperone may use noise-cancelling devices while remaining present for supervision purposes. (Thinking of the child who does not want the chaperone to “listen” to the audition).
• If the room is small (such as a faculty office), the chaperone may stand discreetly near the door or sit in a designated area within the audition space—ideally away from both judge and performer.
• If the audition room is isolated, the door may remain ajar to maintain visibility. However, this option should be used sparingly as it may introduce external noise.

What if the audition room is too small to accommodate a chaperone?

Audition rooms must be selected and arranged to comfortably accommodate three individuals: the performer, the judge, and the chaperone.

Best Practices for Audition Chairs:

• Secure the audition venue early and confirm the necessary documents, such as a Facility Use Agreement (FUA), which might require signatures, the MTNA General Liability Insurance for MTNA-affiliated State and Local Associations (which may take up to two weeks to process,) and WMTA’s additional liability coverage (Physical or Sexual Abuse or Sexual Molestation Liability Coverage-available upon request from the WMTA Treasurer).
• Designate a clear, specific space within the room for chaperones. This will be helpful to door monitors and will prepare judges for the third person in the room.
• Guide door monitors and judges on where chaperones should be seated or positioned.