Jump to

General:

Why has the University of Washington adopted this policy?

The University of Washington is committed to the safety of all individuals who engage in university programs and activities. As UW hosts over 200 programs and activities involving over 200,000 youth annually, this policy is in keeping with the university’s commitment to ensure that all youth who engage with the university are protected from harm and have a high-quality experience. The requirements laid out in this policy serve as safeguards to protect the well-being of these youth.

What is the effective date of the policy?

This policy is effective as of its approval date, September 4, 2019.

Who is responsible for enforcing the policy?

Individual units and departments are responsible for maintaining compliance with the policy. The Office for Youth Programs Development and Support provides support and conducts periodic monitoring with respect to policy compliance. There is not a specific enforcement entity (e.g., the compliance police), however the consequences of not maintaining the minimum requirements set forth in APS 10.13 might involve individual or departmental disciplinary action or liability to the University, or worst of all, harm to a youth.

Am I now required to get approval of my youth program by UW because of this new policy?

This policy does not impose any new approval requirements. However, it is expected that any youth program has the full support of the responsible department or unit.

 

Policy scope:

My department has sponsored the same program with youth for many years. Do the procedures outlined in the policy apply to our program?

Yes, though your program may have been around for several years, all youth programs, new and pre-existing, are required to comply with all aspects of this policy. 

Are there any programs serving youth that are excluded from this policy?

This policy does not apply to events at which youth may be present, but that are not created for, or directed at, youth. View guidance on what types of programs, activities, events, and research are required to follow this policy.

Does the policy apply to programs, departments or schools that employ youth?

No content for this tile. Make sure you wrap your content like this:

Content here

 No, unless the workplace is also a program designed specifically for or directed at youth. Programs that employ youth must abide by the regulations in APS 44.3 and state and federal regulations for employing youth. 

I have a program involving only one youth. Is the program subject to the requirements of the policy?

Yes, programs specifically created for or directed at a youth audience must comply with this policy regardless of how many or how few youth are involved. A high school internship opportunity might be an example of this.

A professor in our department has an agreement with a local high school to allow the students to work on their projects in one of our labs. Is this considered a program that would be required to follow this policy?

Yes, in this case the high school is a third party youth program and UW is simply allowing use of the facility. If the professor has a written agreement with the group, it should include reference to this policy. The responsibility is on the school group to meet the requirements of the policy. 

Our department partners with local schools, faculty and students go for an hour in the afternoon and work with the kids. Would this program be required to follow this policy?

Yes. Even though this program takes place off campus in local schools, the program is operated by UW and must adhere to the requirements of this policy. See specific policy requirements

I am a UW coach who independently operates a summer sports camp during the summer at UW using our athletic facilities. Am I required to follow the requirements of this policy?

Yes, as this program is directed at a youth audience and uses UW property/facilities, the coach as a third party camp operator is required to meet or exceed the policy requirements. A representative of the hosting facility is required to register your program.

 

Research:

My research is designated as “exempt” by the IRB. Does this mean it is also exempt from this policy?

No, your exemption granted by the IRB or the UW Human Subjects Division does not pertain to this policy. If your research involves youth (persons under the age of 18) as a primary subject population, you must still follow this policy. 

My research was screened out by the IRB because it was determined not to be “research” per the IRB definition. Does this policy apply to me?

Yes. If your activity involves youth (persons under the age of 18) as a primary subject population you must still follow this policy. 

My research involves use of pre-existing data on youth generated from other research. Am I required to follow this policy?

If your research does not involve any in-person or virtual interactions with youth, then you do not need to follow the requirements of this policy.

Third parties:

What are the requirements for non-UW organizations (third parties) operating programs or activities involving youth on University property or in University facilities?

Third parties that are sited on UW property or that use UW facilities must meet or exceed the requirements outlined in APS 10.13. 

What are the requirements for departments that host third party-led youth programs? Who is responsible for ensuring the program is in compliance with the policy?

UW departments that host third parties in your facilities are responsible for completing the registration of the third party-led youth program in the Youth Program Registration System prior to the start date of the program. Additionally, they must communicate expectations that third party-led youth programs will meet or exceed the requirements of APS 10.13 in any written agreements with the third party. Ultimately the third party is responsible for their own compliance with the policy. Having a written agreement in place (e.g., contract, lease, etc.) allows you to state your expectations and confirm acknowledgment by the third party.

Note that UW-affiliated Registered Student Organizations (RSOs) are considered a third party under APS 10.13 and must follow the requirements for third parties.  

My office has been working with a third party who will be hosting a program on campus that involves youth. I have concerns that the program director may not have followed the requirements of the policy. What should I do?

If you have concerns that youth may be at risk due to a third party not complying with this policy and its procedures, you may consult with the Office for Youth Programs Development and Support at uwminors@uw.edu. If you have immediate safety concerns, call 911.

Registering your youth program:

Additional FAQs relevant to the registration system can be found under Background Checks FAQs and Training FAQs.

Is my program, activity, event, or research involving youth required to register?

If your program meets the definition of a “UW Youth Program,” you are required by APS 10.13 to register your youth program with the UW Youth Program Registration System. For more guidance on what constitutes a UW Youth Program, please see our APS 10.13 Policy Resource Guide.

Who is responsible for entering information into the YPRS?

Youth Program directors themselves may enter information into this system, or, if they prefer, designate another staff member to enter information on their behalf. To do so, this designee will must be listed as a program director within the YPRS. Those listed as program directors have administrative access to view the records and compliance of all staff affiliated with their programs; given this, we recommend the program director role be reserved for those in oversight or leadership positions only. For instructions on how to add a designee to the program director role in the YPRS, please see our YPRS tutorial page.

For non-UW youth programs, i.e., third party-led youth programs using UW facilities or property, a UW representative of the host facility or department must register the program. Individuals outside of UW do not have access to the YPRS.

What information is required to complete the registration process?

For UW Youth Programs, the YPRS guides program directors through a series of questions about general program and personnel information. Among other details, program directors will provide:

  • Purpose and scope of program/event/activity/research
  • Schedule and location of meetings 
  • Lists of personnel involved in youth program and with direct, unsupervised access to youth

A complete list of questions is available here [PDF]

Once programs are registered in the YPRS, the system will serve as a central mechanism for youth programs to track background check and required training completion data in real time for any personnel affiliated with their programs. 

For third party-led youth programs, the YPRS guides hosting representatives through a series of questions about general program information. No information about personnel for third party-led youth programs is collected.

Will youth participant information be entered into this system?

The only information about youth participants entered into the YPRS is the number of participants in each session/program and the age range of participants. No information about individual youth is collected.

How do I register my program?

You may register your program in the YPRS here. Please see our How To page for step-by-step instructions for completing common tasks in the YPRS.

Is the YPRS accessible for those with disabilities?

An accessible version of the YPRS is available and we welcome additional feedback about how to expand equitable access to the system and the registration process.

What is 'the system' and who is Ideal-Logic?

The Youth Program Registration System was built by our trusted external vendor, Ideal-Logic, and is managed by the Office for Youth Programs Development and Support. The system sends automated messages to notify staff and program directors of their compliance requirements; you may receive notifications sent from an @ideal-logic.com address.

When does my program need to be registered?

For UW Youth Programs, you must (a) register your program via the YPRS and (b) confirm completion of both background checks and the two required trainings for all authorized personnel before the start date of your program. This is to ensure all personnel have met the training and screening requirements before interacting with youth. (You can track the completion of these items for all staff via the YPRS.) Completing these requirements can take some time, so youth programs are encouraged to begin the registration process at least 30 days prior to the program start date to allow for background checks and required trainings to be completed in time.

For third party-led youth programs, you must register the program your department or facility is hosting before the start date of the program.

How is the YPRS used to track compliance with APS 10.13?

Registration in YPRS is required of all UW youth programs and third party youth programs, so registering is itself the first step towards compliance with the policy. Additionally, for UW youth programs, YPRS asks programs to list authorized personnel for each session, and tracks those personnel’s completion of two UW-specific trainings and a background check.  Learn more about tracking compliance for staff[PDF]. For a program to be compliant with the policy, all requirements must be completed by all authorized personnel before the start date of each affiliated session.

How often will I have to register my program?

You will need to register programs in the YPRS:

  • Before beginning new sessions or programs;
  • When you hire new personnel or volunteers to staff your programs/sessions; and
  • For ongoing, continuous programs, once annually to ensure your program details, dates, locations and personnel are up-to-date. Some fields in the YPRS may be copied from one year to the next to streamline registration.

How can I best reflect my schedule of meetings in the YPRS?

The calendar feature in the YPRS is designed to help you represent when you will be interacting with youth. The goal is to reflect your schedule as accurately as possible. For example, if you run a program in schools, it would be inaccurate to merely select a start and end date (e.g., September-June) unless you ran programming on weekdays, weekends, and holidays. Instead, use the calendar features to select only the days you will have contact with youth: 

  • If your session runs for more than one day you may use either ‘multiple days’ to indicate your session runs for multiple consecutive days, or ‘recurrence’ to indicate your session has multiple meetings that run on a regular schedule (e.g., every Thursday, the third Monday of the month, or the 16th of every month). 
  • If your session runs on a schedule that does not include regularity or consecutive days, select ‘multiple days,’ enter your start and end date, and click ‘off’/deselect the days your session is not meeting by clicking on each date. 
  • Use the ‘weekday only’ feature to filter out weekends from your activity dates.

Why won't the YPRS let me enter all of my program dates?

The date and time feature will only allow you to specify a year’s worth of dates, starting from the start date of your session. This is most applicable to year-round programs and is due to the requirement to re-register annually. One year from your start date you will be required to ‘renew’ your registration in this system and enter in your next year of program dates at that time.

I am a unit administrator. Can I access registration data about programs in my unit?

Yes. You may request administrative access to the YPRS for a designated department, unit, school, or college. This level of access will allow you to view data submitted by programs in the designated area and generate reports from that data.

Our department puts on several programs over the course of the quarter that are all part of one initiative. Should we register it as one program or as an individual programs?

Each program should be registered separately if it has a different purpose/goal, and/or different staff, groups of participants, or activities. If the programs contain the same activities and personnel, but simply have different youth involved during different points throughout the program, it should be registered as one program that contains multiple “sessions.” The registration process asks you to itemize different ‘sessions’ in order to accurately match staff with the time periods during which they will be interacting with youth. Learn more about defining programs and sessions with this tutorial [PDF].

I know my staff completed the 'Promoting Safe Interactions with Youth'/'Reporting Suspected Child Abuse or Neglect' training, but it’s not showing up as complete in the YPRS. What should I do?

The YPRS tracks completion of these trainings via the Bridge LMS, which is linked to individual UW NetIDs (as of June 2019). If your staff took the training prior to that date, or if they watched the training as part of a group with only one person signed into Bridge, the YPRS will not recognize the training as complete. In this case, your staff may either retake the training via Bridge or you may contact us to discuss other options: uwminors@uw.edu or 206-616-5706.

Background screening:

Who is subject to the background screening requirements of the new policy?

Authorized personnel, which designates any university employee, volunteer, student, and intern, who in the course of their duties at the University supervise, chaperone, act as a caregiver for, or have unsupervised access to youth in educational programs, activities, events, and research.

My program only involves currently employed UW faculty and staff. Aren't they already background checked?

Not necessarily. Employees only receive a background check if there is an indication in their job description or appointment letter that they have a security/safety/sensitive role. Involvement in a youth program often falls outside of duties listed in a job description or appointment letter.

Furthermore, the background screening may be out of date (i.e., older than 3 years) or were not been completed due to exemptions for employees hired before July 1, 2007. There are no exemptions for employees or volunteers involved in a youth program.

Can I use an alternate background check process instead of the UW’s? What if we already screen our employees/volunteers ourselves through a different process or vendor?

All authorized personnel must complete the UW’s standard background check process. Using a universal process ensures everyone receives the same level and rigor of screening, consistent with the requirements set by the University. If your program already has a screening process in place, consider whether the centralized process is sufficient to provide the information you need.

What if one of my employees/volunteers was recently screened because of another affiliation, such as working in Seattle Public Schools?

If your candidates are screened due to another affiliation, they may be subject to duplicate screenings to fulfill the requirements of both entities. 

Who conducts the background checks?

Currently, background checks for staff (including professional, classified, temporary, seasonal, student employees), academic personnel (including faculty, TAs and other academic student employee classifications), students (including employees and volunteers) and volunteers are done by UW HR. UW HR uses two vendors to complete the screening process: Washington State Patrol (WATCH) and A-Check Global.  

 

I just submitted the registration for my youth program and I know I don’t have a background check on file with UW. When can I expect my background check to be initiated?

In order to maximize the 3 year period that background checks are valid for youth-facing work, we initiate background checks one month before your program start date. For example: If you are registering a program that will begin August 1st in March, the background check process will begin July 1st for that program. If you are registering a program that will begin April 1st in March, the background check process will be initiated immediately upon your submission of your registration form.

If UW HR is running these checks, why am I receiving emails from an @ideal-logic.com address?

The Youth Program Registration System, which facilitates initiation and tracking of this screening process, was built by our trusted external vendor, Ideal-Logic, and is managed by the Office for Youth Programs Development and Support and UW HR. The system sends automated messages, using an @ideal-logic.com email address, to notify staff and program directors of their compliance requirements. Responses to these messages are directed to ttmchbc@uw.edu, which is managed by UW HR.

Does UW Human Resources conduct background screenings for non-UW affiliated third-party organizations?

No. Third parties are required to conduct their own background screenings, using a process that meets or exceeds UW’s background screening standards.

How often must background checks be performed?

Background screenings must be completed once every three years. If an authorized personnel does not have a background screening on file, or that background screening is over three years old, a background screening will be initiated prior to interaction with youth and once every three years thereafter. If an authorized personnel leaves employment at UW and returns, they must complete another background screening, even if it is within the three year timeframe.

I know I have had a UW background check completed in the last three years but when my requirement shows up as a red X in the YPRS. When will my background check be marked as complete?

Each background check is manually verified by our HR representative, and as such, even if you have a valid background check on file it will not show up immediately as a green check mark. Additionally, if you are an authorized personnel for multiple programs, each time you are added to a program you will show up as red X until it is verified by our HR representative. The initial verification step may take a week or longer and you may be asked to complete a D&A form to provide your date of birth in order to be searched in UW HR’s background check database. 

Who is responsible for the cost of the background checks and what is the cost?

The department hosting the youth program is responsible for the cost of the background screenings. The cost of the background screening process varies based on the individual, with $43 as the average cost. 

How long does the background check process take?

Most reports are completed in 3-4 business days. Background checks including international services (criminal records searches, employment or education verification, etc. conducted outside the United States) can take significantly longer. Delays do occur in a small percentage of background checks due to factors outside of A-Check Global’s control including:

  • Incomplete or inaccurate information provided to A-Check Global during the background check request submission
  • Unresponsive third parties (applicant, employers, references, educational institutions)
  • Holidays: courts and schools may be closed on holidays
  • Natural Disasters
  • Court, educational institution or employer procedural delays.
  • Court technical difficulties or furloughs

As a program director, how can I see how my staff are progressing through the background check process?

For more information on background check statuses in the YPRS and how you as program director can be up to date on your staff’s required actions, see the background screenings for authorized personnel webpage.

Should I keep a copy of the background check results?

UW Human Resources will conduct background screenings and will be responsible for maintaining records. Programs will be able to access background screening completion dates in the UW Youth Program Registration System.

How do I notify HR or academic personnel when I have an authorized personnel requiring a background check?

To notify HR that an authorized personnel needs to have a background screening completed, add them to your authorized personnel list in the Youth Program Registration System. When an individual is added to this list, the system will flag that they need to complete a background screening and HR will begin the process.

As a program director, how will I know when an authorized personnel's background screening has reached the three year mark and they need another screening completed?

The Youth Program Registration System will flag an authorized personnel when their background screening has reached the three year mark and they need to complete another background screening. Program administrators are able to log in and see a list of employees that need to complete background screenings at any time.

The A-Check invitation asks for a Social Security Number (SSN), but I don’t/my personnel member doesn't have one. What should we do?

On the application, check the box marked “No SSN to provide.” If you’ve already completed the application but are being contacted by an A-Check representative for SSN information, respond to their email to indicate that you do not have a SSN to provide.

Training:

Who is responsible for ensuring that program staff have received the required training?

Program directors are responsible for ensuring that their staff have taken the required “Promoting Safe Interactions with Youth” and “Reporting Suspected Child Abuse or Neglect” trainings. Starting in fall 2019 the Office for Youth Programs Development and Support will track completion of these trainings and note in the registration system when a program staff member has completed them. Program directors will be able to log in and view which staff have/have not completed the trainings.

Do our program staff have to do the 'Promoting Safe Interactions with Youth' training, or can we have them go through different training?

All authorized personnel are required to complete the “Promoting Safe Interactions with Youth” training. Additional trainings are encouraged and up to department discretion, but may not be used in place of this required training. See a list of recommended additional trainings.

Some of my program staff are having difficulty accessing the training/Bridge LMS. Who can they contact?

If you are having issues accessing the training in Bridge LMS please contact the UW-IT Service Center by phone at 206-221-5000 or by email at help@uw.edu.

Are the trainings available in languages other than English?

At this time the trainings are only available in English.

Standards for Interacting with Youth:

I have provided copies of the Standards for Interacting with Youth to my program staff. Am I now in compliance with this aspect of the policy?

You will be considered in compliance with this aspect of the policy when you have ensured that all staff have viewed the Standards for Interacting with Youth, understand the reporting requirements, agreed to abide by then and have certified all of the above by signing an acknowledgement form. You are responsible for retaining copies of these signed acknowledgements.

Do I need to submit copies of the signed acknowledgments to the Office for Youth Programs Development and Support?

No. You are required to retain copies of the signed acknowledgements per University retention requirements. You do not need to submit copies to the Office for Youth Programs Development and Support.

I operate a UW youth program and I want to impose additional conduct requirements/restrictions on my staff, is this allowed?

You may impose more stringent standards on your staff that function to safeguard youth from harm based on your specific program. You may not change existing Standards for Interacting with Youth in any way that lessens the expectations of staff members in their interactions with youth.


Reporting behaviors of concern:

What do I do if I have concerns that one of my program staff/my coworker is violating the standards for interacting with youth?

If you believe a staff member involved in a UW youth program has violated the Standards for Interacting with Youth you must report it to SafeCampus at 206-685-7233 within 48 hours. If you believe that they have violated the standards in a way that causes concern that abuse or neglect may have occurred, you must additionally contact either DCYF Child Protective Services or law enforcement. View more information about reporting suspected child abuse and neglect.

I have concerns about my program staff’s interactions with a youth participant, but I am not sure if it is a violation of the Standards for Interacting with Youth or not. Should I call SafeCampus?

If you are unsure if someone’s behavior is a violation of the Standards, you can first review the accompanying Behaviors of Concern continuum [PDF] which further defines behaviors of concern and can help guide which action to take. Additionally, you can contact SafeCampus or the Office for Youth Programs Development and Support at uwminors@uw.edu for guidance.

I believe my coworker has violated these Standards. I brought it up to my supervisor, but they did not take my concerns seriously. I want to call SafeCampus. Can I be retaliated against by my supervisor?

You can not be retaliated against for reporting concerns to SafeCampus as part of your obligations under this policy. As part of UW APS 46.3 you are protected when making a complaint about a University employee and can not be retaliated against. Additionally, SafeCampus and the Office for Youth Programs Development and Support will work with you to protect your identity as best as they are able, while taking steps to address the violations you have reported.

Safe Environments:

How do I comply with this aspect of the policy?

The policy requires that you adhere to all relevant state, federal, and UW regulations and requirements in order to provide a safe environment for youth. Your compliance is evidenced by ongoing adherence to these regulations and requirements.

I lead a STEM youth program and want to use a UW lab or makerspace. What guidance is available from UW to ensure the lab or makerspace is safe for youth?

UW Environmental Health and Safety provides guidelines for making STEM environments safe for youth. Additionally, University APS 10.9: Visitors and Children in University Laboratories and Shops, regulates how and when youth may be in labs and shops at UW.


Emergency/Safety Planning/Response:

My unit has a plan for emergencies that includes considerations for my youth program. Does my youth program need its own plan in place for emergencies as well?

Yes, your program must have its own emergency preparedness plan and be sure that staff are able to implement if necessary.

Where can I get guidance around developing my youth program’s plan for a natural disaster, active threat or other emergency?

Sample plans are available here to provide guidance for developing a plan for your youth program. Additionally, if you have unique circumstances or considerations and want to consult with someone in order to develop a plan, you can contact the Office for Youth Programs Development and Support at uwminors@uw.edu.

What kind of emergency plans are necessary or appropriate if our program is hosted primarily/exclusively off-site, for example at a local school?

Programs operating off-site should follow the emergency response protocols of the host location when there. Program directors should make sure all staff/volunteers receive a copy of the host location’s emergency plan and are able to review it and ask questions to an appropriate source before beginning work at that location. Additionally, contracts with the host location should include clear provisions and procedures for youth program staff/volunteers (if different from that of host program staff) in the event of emergencies, and clearly outline responsibilities of the host location and the youth group.

Where can I get guidance around developing my youth program’s procedures for dealing with health conditions and emergencies of youth participants?

Example procedures are in development by the Office for Youth Programs Development and Support. Complete procedures should include plans for medication management, handling a health crisis/emergency and handling known health conditions disclosed by a youth participant or their parents.

Privacy:

Help please!

If you have questions about APS 10.13, please view the APS 10.13 Policy Resource Guide for comprehensive policy implementation guidance. If you have remaining questions, contact the Office for Youth Programs Development and Support at uwminors@uw.edu.

If you have questions about the background screening process, please view UW HR’s FAQ page first. If you have remaining questions, contact ttmchbc@uw.edu.