This Policy is designed to protect all youth who participate in all Cat Writers’ Association functions, and to protect the adults who work with them. “Youth” are defined as anyone under age 18.
The CWA President is responsible for implementing this Policy at all CWA events where youth participate. The President shall provide a copy of this Policy to the parents or legal guardians of youth participating in CWA programs. A copy of the Policy shall be maintained online at catwriters.com. The President will be responsible for sharing this Policy with regional event coordinators and the conference chair.2
This policy was approved by the CWA Council of Directors on September 7, 2025.
Membership
Youth who wish to join the Cat Writers’ Association must have the permission of a parent or legal guardian to join. Youth may only apply for Associate level membership, which provides them access to the organization but does not include the rights to vote in CWA elections, serve as an officer, or judge the communications contest.
Prohibited Conduct
Youth participating in CWA functions shall not be exposed to the following types of behavior:
• verbal, physical or emotional abuse
• harassment based on race, sex, gender, national origin, religion, and/or political affiliation
Touching must be avoided unless in the presence of the parent or legal guardian and then only with their consent. Comments about a child’s physical appearance should also be avoided.
Adult supervision
For purposes of this Policy, “youth” is defined as anyone under the age of 18. Parents or legal guardians are responsible for their minor (under age 18) children at all times while participating in CWA functions. Unaccompanied minors are not allowed to participate, nor are additional children in the family who are not CWA members. Minors at CWA events are expected to behave in a responsible, professional manner that is not distracting to other attendees, that abides within the laws or policies of the venue and all its governmental entities (local, state, national) and that does not cause harm to other attendees or bring dishonor to the CWA or its members.
Unsupervised interaction between adult CWA members and youth participants in CWA functions is not allowed.
• In situations requiring personal contact, the meeting is to be conducted with the knowledge of other adults and in their physical line of sight at all times.
• Private online communications (texting, emails, phone calls, chat, IM, social media, etc.) must include the youth’s parent or legal guardian.3
• For CWA leaders with CWA email accounts, their CWA email account shall be used in all official communications with youth participants, and the youth’s parent or guardian on record must also be cc’d on all communication with them.
Photography
The CWA will only use identifiable pictures of children in its publications or digital media with the express written consent of the parent. Similarly, the CWA will only use the name of the child with express written consent of the parent. Parents or guardians must sign and date a Photo Release Form. Please be aware that verbal consent is not enough.
In the absence of written consent, the CWA will avoid the use of any pictures of youth where the youth can be identified. This means that the CWA will not use in any CWA publication, whether written or digital, pictures showing a youth’s face or any other information which can be used to identify the child. CWA may use pictures showing a child’s back or hands, for example, so long as no identifying information is contained in the photo. We ask that members avoid taking identifiable pictures of youth at CWA functions except for parents taking pictures of their own children.
At large group events, the youths may appear in candid group shots that are used to report on the event. Official photographs of award winners receiving their awards are also taken, so if a minor wins an award, there will be an official photograph of them receiving the award.
When identifying youth participants in CWA functions, the CWA shall only use the child’s first name and last initial unless it has express written consent to use the child’s full name.
Transportation
CWA adult members shall not provide private transportation for youth participating in CWA functions unless they are transporting their own child or legal ward. Otherwise, youth should be transported by their parents or legal guardians.4
Gifts
Youth participating in CWA functions may receive gifts or prizes only if they are given and received in the same manner as other gifts. For example, door prizes that are available to all participants are permissible. Awards made to youth under the same rules applicable to all youth participants are also permissible.
Reporting
Any CWA member who reasonably suspects, observes, or is otherwise made aware of any prohibited conduct directed to a youth participating in a CWA national function must immediately report that information to the CWA President. Once the President receives such a report, he or she must immediately make a report to law enforcement or to the local child protective services agency.
