Youth Program Registration System

1. Register your program in the YPRS.
   • We recommend beginning this process about 6 weeks before your activity is scheduled to begin. This ensures adequate time for completing subsequent requirements.
   • During registration, you will be asked to designate your authorized personnel.
   • See the tutorials below for registration guidance.
2. Once your form is submitted, the YPRS will notify authorized personnel of any unmet requirements for authorized personnel and guide them through completing these requirements.
   • The YPRS initiates and tracks completion of 1) UW background checks, (2) required trainings, and (3) acknowledgment of and agreement to abide by the University Standards for Interacting with Youth.
3. You may use the YPRS to track compliance with the above requirements in real time and send personalized reminders to staff to complete requirements.
   • Compliance is represented as completion of those elements before the start date of the session.
   • Should authorized personnel not complete the requirements before the start date of the session, they will be considered out of compliance for that session and the session will be considered non-compliant.

For non-UW youth programs (i.e., third party led youth programs using UW facilities), a UW representative of the host facility or department must register the program. Hosting departments must register the program before the start date of the program. Information about third party personnel is not collected and compliance information is not represented in the YPRS.

• Registering a UW led youth program
• Registering UW led research studies involving youth
• Registering a third party led youth program
• Editing program-level details of existing registrations, including editing program/study-level roles
• Adding a new session to an existing registration
• Adding personnel to an existing, registered session
• Adding personnel without UW NetIDs
• Adding personnel using the spreadsheet upload
• Using the Request Edit feature to change session details
• Viewing staff compliance details 

• Understanding the background check process; sample email templates for background check process [link to website]
• Understanding roles
• Understanding “programs” and “sessions”
• Using the Calendar feature to reflect your programming dates
• Registration form preview (lists of questions)
• Google Form request admin access to the YPRS (for unit or department administrators; provides view access to programs registered within that unit)