Youth Activity Requirements

UW-Led Youth Activity: any program, activity, or event that is:

1. operated or sponsored by the UW or UW personnel; and
2. created for, or directed at youth, regardless of location or whether parents/guardians or non-UW chaperones are present.

NOTE: UW-sponsored activities remain UW-Led even when partnering with or contracting non-UW entities (e.g., contractors, consultants, vendors).

1. Register UW youth activities in the UW Youth Program Registration System (YPRS) before any interaction with youth begins.
2. Add all individuals who may have unsupervised access to youth as authorized personnel in the corresponding YPRS registration.
3. Complete registration and add authorized personnel at least 30 days before the activity starts to ensure all requirements are met prior to youth participation.

Additional Resources:

• Learn How to Register & Track Requirements with the YPRS How-To Guides
• UW Youth Program Registration System (YPRS)
• YPRS FAQs

Authorized Personnel must:

1. Complete a standardized background check through UW HR before any unsupervised access to youth.
2. Renew their background check every three years.

Background Check Process:

1. Authorized Personnel must be added to a YPRS registration.
2. UW HR verifies existing records and initiates a new background check if needed.
3. Authorized personnel must complete required steps in a timely manner.
4. The department/program pays the cost of the background check via a ProCard registered with First Advantage, UW’s vendor.

Additional Resources:

• Track Background Checks with YPRS
• Checklist for Authorized Personnel Requirements
• Background check FAQs
• RCW 43.43.830

Authorized Personnel must:

1. Complete mandatory trainings before any unsupervised access to youth:
   1. Promoting Safe Interactions with Youth (25-minute online training)
   2. Reporting Suspected Child Abuse or Neglect (20-minute online training)
   3. Training completions are tracked in YPRS.

Youth Activity Leaders must:

1. Train all personnel to perform their assigned duties safely and in a developmentally appropriate manner.
2. Include activity-specific topics and scenarios in personnel training or onboarding.
3. Incorporate suggested training content to address youth safety and developmental needs, as applicable.

Other related policies: 

Per EO 56, all UW employees and volunteers are required to complete the training, Reporting Suspected Child Abuse or Neglect.

Additional Resources:

• APS 10.13 Resource Library
• Training FAQs
• Checklist for Authorized Personnel Requirements

Authorized Personnel must:

1. Follow the University Standards for Interacting with Youth at all times.
2. Sign the UW Conduct Code in YPRS:
   • Before any unsupervised access to youth.
   • Every 12 months while active in the role.

Youth Activity Leaders must:

1. Include signing and review of the UW Conduct Code in onboarding and orientation
2. Monitor compliance with the Standards during youth activities.

Additional Resources:

• Conduct Code FAQs
• Checklist for Authorized Personnel Requirements
• Participant Conduct Codes

Youth activity personnel must:

1. Report any clear violation of the University Standards for Interacting with Youth immediately.
2. Upon becoming aware of misconduct by another youth activity personnel:
   1. Notify the Youth Protection Coordinator by:
      • Emailing: uwminors@uw.edu
      • Calling: 206-616-5706
   2. Do not delay reporting—prompt action is required.
3. Learn what constitutes a violation by reviewing the Conduct Code Violations page.

Other related policies: 

See also UW Executive Order 56: Reporting Suspected Child Abuse or Neglect. 

Additional Resources:

• Behaviors of concerns FAQs
• Report Child Abuse

Safe Environments in Youth Activities:

1. Use an Acknowledgment of Risk (AOR) form for any youth activity that involves any potential environmental risk.
2. Adhere to Environmental Health & Safety (EHS) guidance when hosting youth in STEAM environments (labs, shops, makerspaces, studios, or other facilities with hazards).
3. Follow all state and federal workplace and environmental safety regulations to protect youth health and safety.

Additional Resources:

• APS 10.9 Visitors and Children in University Labs and Shops
• UW Laboratory Safety Manual
• Safe Environments FAQs

Emergency Planning for Youth Activities:

1. Establish Health Response Protocols for:
   • Medication management
   • Reasonable accommodations
   • Health-related emergencies
2. Develop an Emergency Preparedness Plan for:
   • Natural disasters, active threats, and other emergencies using the Emergency Preparedness Plan Template for step-by-step guidance.
   • At a minimum, complete the Emergency Planning Essentials section of the template.
3. Maintain everyday safety safeguards to minimize potential risks and protect youth during activities.
4. If operating in a UW facility, ensure your youth activity is included in your building’s fire safety and evacuation plan.

Additional Resources:

• Climate and Weather Safety
• Personal Emergency Preparedness (Bridge training)
• Emergency FAQs

Privacy Practices in Youth Activities:

1. Embrace privacy by design practices to protect youth personal information.
2. Review and follow the UW Privacy Policy for Youth Programs and the Privacy Guidelines for Engaging Youth Virtually.
3. Provide the Privacy Notice to participants when required.
4. Use the Privacy Consent Form Template whenever consent is required; and
5. Consult the Privacy FAQs to ensure compliance.

Additional Resources:

Using the Privacy Notice and consent Template mini-module

• Guidance for Technology-Based Youth Activities
• APS 2.2 University Privacy Policy