• The Group Leader is ultimately responsible for ensuring all group members follow all Upham policies. The group leader should handle all discipline problems within the group.
• The group leader is responsible for completing and returning all necessary forms by the deadline dates.  The Food Service Agreement and Program Coordination Form, along with a detailed schedule of program activities, are due at least 30 calendar days before the first day of the group’s visit.  In addition, groups conducting outpost camps must submit completed Outpost forms at least 30 calendar days before the first day of the group’s visit.
• Upon arrival, the group leader must provide Upham Woods with a roster of all youth and adult participants.

• Do not allow one-on-one contact between an adult and a minor participant. Always ensure that one adult is with two or more minors, or that two or more adults are with one minor.
• Have a backup plan to maintain ratios as quickly as possible if an adult has to leave the group.
• Do not allow unsupervised free time. All participants must be supervised at all times. Always maintain supervision ratios.

Adult to Youth Ratio

State law requires that all groups must provide a 1:10 ratio of adults to youth at all times, including in cabins at night (ATCP 78.18(1)). Groups with younger youth may need to maintain a smaller ratio.

Room/Bunk Assignments

Upham Woods and the  UW-Madison Division of Extension is committed to operating all activities, including overnight youth activities, in compliance with applicable laws, regulations, and policies involving health, safety, and non-discrimination. The following laws and policies are relevant to non-discrimination in all youth activities:

• Title IX of the Educational Amendments Act of 1972
• Enforcement of Title IX Notice of Interpretation
• Regent Policy Document 14-6
• Universities of Wisconsin Title IX Compliance

Based on these laws and policies, Upham Woods reservation groups should assign participants to rooms according to the gender indicated on their registration form, with gender-inclusive areas as an option for some programs. Families are encouraged to communicate their youth’s specific needs to their group organizer regarding room assignments before the program starts. They are also encouraged to discuss their youth’s privacy concerns or other needs before the program starts. Group organizers should contact the Upham Woods program coordinators to determine the best way to meet their needs.

Questions about compliance with federal laws regarding discrimination, including Title IX, should be sent to UW-Madison’s Office of Compliance at uwcomplianceoffice@wisc.edu.

• Upham Woods does not release the names or personal information of program participants.
• Program participant records are stored securely until they are destroyed in accordance with UW-Madison records retention policies.

• No firearms or archery equipment are permitted in a camp except for use in an organized and supervised camp activity. All firearms, ammunition, and archery equipment not being used shall be securely stored under lock (ATCP 78.18(3)(c)).
• Explosives, alcoholic beverages, and illegal drugs are not allowed onthe Upham Woods property. Anyone possessing any of these items will be immediately escorted off the premises.
• No pets are allowed on the Upham Woods property, but service animals trained to assist participants with disabilities are exempt from this restriction and should be included when requesting accommodations.

• All participants (youth and adults) must bring a signed copy (by parent or guardian in youth’s case) of the UW-System Agreement for Indemnification, Release, and Consent for Emergency Treatment.
• Each group is responsible for its own health, accident, and liability insurance.

• Upham Woods is the property of the University of Wisconsin-Extension and must comply with the University’s smoking policy. Smoking may only occur in the designated smoking area (check with Upham staff). Smoking in any other location on the property is prohibited.
• Persons under age 21 may not smoke or possess any tobacco-related products.

• Fires are permitted only in designated fire circles and fireplaces and must be supervised by an adult at all times.
  • Provide adequate supervision for young people when using stoves or fires.
• Know the fire danger level and comply with all administrative restrictions in place.
• Backcountry fires at Upham Woods (North Shore, Blackhawk Island) must follow the guidelines established by the Leave No Trace Center for Outdoor Ethics.
  • Build fires in an established fire ring or pan.
  • Allow firewood to burn completely to ash.
  • Extinguish fires completely using water.
  • Use only dead and down wood, no larger in diameter than an adult wrist.
  • Scatter ashes and unused firewood over a wide area.
  • Never burn plastic or foil-lined wrappers.
• There are only two approved fire rings in the core campus of Upham Woods. They are the main campfire bowl and the nature center campfire ring; these spaces will be assigned by the Program Planning and Outreach Coordinator.
  • Use the firewood that has been gathered and cut for each location.
  • Do not stack fuel higher than three feet in either fire ring.
  • If time permits, allow firewood to burn completely to ash.
  • Extinguish fires completely using water.
  • Clean out the fire rings after each use.
  • Dispose of cold ashes and partially burned wood in the dumpster.
  • Do not spread ashes or partially burned wood on the ground.

• In the interest of creating a safe environment and minimizing impacts on local plants and wildlife populations, guests are prohibited from bringing pets to Upham Woods Outdoor Learning Center.
• Service animals are permitted given the keeper/owner follows UW-Madison Service Animal Policy, including, but not limited to, service animals must wear the appropriate service vest at all times while on the property and remain under the control of the owner/keeper. Please notify the Program Planning and Outreach Coordinator or the On-site and Accessibility Coordinator before your arrival if you anticipate an individual in your group will be bringing a service animal.

• Assignment of sleeping spaces:
  • Please review our lodging schematics, which include the capacity per section of cabin and the types of beds (single or bunk) available in each section.
  • For groups with youth, it is expected that adult chaperones maintain the required adult-to-youth supervision ratio  in the following manner
    • Cabins:
      • Adult Chaperones must be in the main(or center) room with youth in wings (listed as Section A or B in the larger cabins)
      • Curtains separate the main/center rooms from the wings, allowing for youth privacy while maintaining proper supervision.
      • Changing of clothing for adults should occur in the bathhouse.
      • Establish separate showering periods for youth participants and adult chaperones (staggering adults to maintain supervision).
• All bunks must remain three feet apart with occupants sleeping head to toe (ATCP 78.21(3)).
• Only adults may operate wood stoves and electric heat in cabins.
• Clear pathways to emergency exits must be maintained at all times (ATCP 78.21(1)).
• Exit lights and smoke detectors must remain plugged in and turned on at all times.
• Proper checkout procedures must be followed before the group’s departure. To help maintain low fees, youth groups are asked to complete the following clean-up tasks:
  • floors must be swept
  • cabin trash must be emptied into the Pelican
  • dorm trash must be emptied into the dumpster
  • ashes from the wood stove must be placed in the ash barrel
  • recyclable items must be placed in the proper containers
  • all mattresses must be washed with soapy water (ATCP 78.21 (6)).
• Before departure, one member from the visiting group must do a checkout walk-through with the group’s liaison. During checkout, any damage, breakage, or loss of equipment and/or facilities will be determined and appropriate fees charged to the group’s bill.
• The paved emergency service road to Cabin Hill may only be used as a footpath by groups for moving in or out of cabins and by individuals with an accommodation. Visitors must use the lighted steps to Cabin Hill in all other instances.

• When not in use, the accessible bathroom on the first floor of the dormitory should remain unlocked and open at all times.

• Before any programming, all group members are required to attend the Upham Woods Orientation to familiarize the group with Upham Woods policies and emergency procedures.
• Upham Woods staff are available for programming between 9-12:15 pm, 1:30-5:15 pm, and for no more than 1.5 hours per naturalist between 6:30-9:30 pm.
• Group size dictates how many teaching staff are available for your group:
  • 10-25: 1 staff
  • 26 – 59: up to two staff
  • 60+: three staff
• Additional staff may be used at a rate of $200/staff/day (if available)
• A group may schedule an early morning program (before 8:30 am) that requires Seasonal Outdoor Educator(s) if they do not use those same educators(s) for programming after dinner on the day of the requested early morning program. Early morning programs led by Seasonal Outdoor Educator(s) may be scheduled no earlier than 6:30 AM.

• Trained staff must supervise high-risk activities. High-risk activities include canoeing, kayaking, firearms, archery, and challenge courses (ATCP 78.18(3)(b)).
• Upham Woods administrative staff and naturalists hold certifications and/or receive training that meets or exceeds industry standards for high-risk activities.
  • Examples of past and current staff training/certifications:
    • American Canoe Association – River Canoeing Instructor
    • Experiential Systems – Site-specific Training in Challenge Course Facilitation
    • American Red Cross – Life Guard/Life Guard Instructor
    • Wisconsin 4H Shooting Sports – Archery Instructor
    • Wilderness Medical Associates – Wilderness First Responder

• State regulations require that all swimming and watercraft activities including boating and canoeing must have a certified lifeguard on duty (ATCP 78.18(5)(c)), and a check-in/check-out procedure must be followed in all waterfront activities (ATCP 78.18(5)(g)).
• All participants must wear a PFD while in any watercraft or while fishing off designated docks.
• Specific staff/participant ratios must be followed for waterfront activities. These ratios are noted in the program guide.

Water Flow Rates

• Barge travel to Blackhawk Island and use of the voyageur canoe may be canceled if the river flow rate exceeds 14,000 cubic feet per second.
• Canoeing and kayaking may be canceled if the river flow rate exceeds 12,000 cubic feet per second.
• Swimming may be canceled if the river flow rate exceeds 12,000 cubic feet per second or the water temperature is below 60º F.

Swimming

• Swimming is available June 1 – August 31.
• No swimming will take place without an Upham staff lifeguard present.
  • There must be one lifeguard present for every 25 swimmers, with a maximum of 50 swimmers in the water at any given time (with 2 lifeguards present).
• Each group must schedule and complete a swim test prior to scheduled swim time, free swims, or water carnivals.
• All adult participants (including visiting lifeguards) must take a swim test to be allowed in the swim area and must have a Buddy tag.
  • Adults who do not plan to swim, but who do plan to enter the swim area, must pass the “green” swim test.
• More than 50 people are allowed in the swim area for specific scheduled activities, such as water carnivals, provided everyone in the swim area has a buddy tag and the design of the activity keeps many of the participants on the beach waiting in line (i.e. relay races) so that there are never more than 50 participants in the water at any given time.

• All groups wishing to access Blackhawk must be accompanied by an Upham Woods staff member, unless approved by the Director.
• Upham Woods staff will lead all river crossings to the island.

Upham Woods reserves the right to schedule multiple groups for facility and program use based on staffing and accommodation availability.

We are happy to accommodate exclusive use of our facility at an exclusive-use rate of $2000/day if no other group has booked during your visit. This fee is in addition to the per-person rate for lodging, food, or conference space on a group’s Facility Use Agreement/Confirmation Contract.

A 20% deposit of anticipated visit and food service costs applies to all reservation types.

Cancelation Policy

Once you receive your agreement, you typically have 30 days to return it (there may be shorter deadlines if we accommodate a request less than 60 days before the intended visit). Please see your agreement and associated email on how to return it) and pay your 20% deposit. If you intend to keep your reservation but cannot meet the return due date, please contact Upham Woods Administrative and Financial Assistant Director so that your reservation may be held. If we do not receive an agreement or further communication by the deadline, we reserve the right to release the requested dates on our availability calendar.

• Cancellation 61 or more days before the arrival date 
  • Loss of Deposit Amount (20% of the estimated total on agreement)
  • Groups will have the opportunity to reschedule their visit to occur within 6 months and have the deposit applied.
    • Rescheduling is subject to Upham’s availability and may occur only once, with the deposit retained.
• Cancellation 60 to 31 calendar days before the arrival date
  • Loss of Deposit Amount (20% of the estimated total on agreement)+ Additional Fee of 20% of the Conference, Lodging, and Program Fees.
• Cancellation 30 to 15 calendar days before the arrival date
  • Loss of Deposit Amount (20% of the estimated total on the agreement) + Additional Fee of 35% of total charges = 55% of the estimated total charges.
• Cancellation 14 calendar days or less before the arrival date will result in the loss of the entire deposit + an Additional Fee of 50% of the estimated total charges = 70% of the estimated total charges.