UW Research

November 8, 2022

For the Record- November 8, 2022: Updated CoC Guidance, Research Involving Minors

In this Issue:

Revised HSD Certificate of Confidentiality (CoC) Guidance

Implemented 10/27/2022

Updated guidance.
As part of HSD’s ongoing efforts to turn Word-based guidance documents into webpages, the SOP Certificate of Confidentiality: Apply, Extend, Modify and the GUIDANCE Certificate of Confidentiality have been consolidated into a new webpage.

The information has been reorganized and is presented in a “Question & Answer” format.

Updated consent template language.
HSD’s suggested CoC template language has been slightly modified to:

  • Reduce the overall length of the language
  • Make it clear that CoC protections apply to data stored in the U.S. so the separate language for international studies is no longer needed and was removed
  • Add language alerting subjects that research data placed in a medical (or other) record may not be protected by the CoC

Research Involving Minors

Tips for Complying with UW APS 10.13

The Office of the Youth Protection Coordinator offers tips for successful compliance with requirements that every UW study involving minors must follow:

  1. Once an IRB application is submitted in Zipline, PI’s and their proxies should monitor their inbox for a message from the Office of the Youth Protection Coordinator (via Ideal-Logic) with a notification to complete the registration of their study in the Youth Program Registration System (YPRS). The registration form is pre-filled with information from Zipline. The remaining fields should take only a few minutes to complete. Have the names and UWNetID’s of study team members who will interact with minors available so they can be entered into the registration form.
  2. UW study team members with the potential for unsupervised access to minors must have a valid background screening on file prior to starting data collection with minor subjects. New staff hires automatically receive a screening at hire, but other employees such as academic appointments, student employees or staff with longer tenure may not have a recent valid screening on file. Background checks can be processed via the YPRS. As you approach your study date, monitor progress in YPRS for each identified “Authorized Personnel” and ensure that background screenings and other requirements are completed. Contact uwminors@uw.edu with any questions.
  3. For virtual data collection with minors, such as conducting surveys or focus groups online, review the Privacy Guidance for Engaging with Minors Virtually, published by the UW Privacy Office.

Contact the Office of the Youth Protection Coordinator at uwminors@uw.edu with any questions.

Helpful links: