Youth Program Registration System

For UW led youth programs

1. Register your program/study in the YPRS.
   • We recommend beginning this process about 6 weeks before you are scheduled to begin working with youth. This ensures adequate time for completing subsequent requirements.
   • During registration, you will be asked to designate your authorized personnel.
   • Registration tutorials: written PDF | YouTube video
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 listed in the registration form.
   • Should authorized personnel complete the requirements after the start date but before the listed end date, they will be considered partially compliant for that session, as will the session itself.
   • Should authorized personnel fail to complete the requirements before the listed end date, they will be considered noncompliant for that session, as will the session itself.
4. Youth programming must be reregistered at least annually. The registration system will only allow you to log up to a year of your programming at a time, although you may prefer to register quarterly, depending on staff, schedules, etc.

For UW led research

1. Register your program/study in the YPRS.
   • We recommend beginning this process about 6 weeks before you are scheduled to begin recruiting, collecting data from, or otherwise interacting with youth. This ensures adequate time for completing subsequent requirements.
   • If your study is subject to IRB review/approval and you indicate your involvement with youth in Zipline, a YPRS registration form will be created for you. See this tutorial for more. 
   • If your study is not subject to IRB review/approval, you may still need to comply with APS 10.13 and register your study. See this tutorial for more.
   • During registration, you will be asked to designate your authorized personnel.
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 listed in the registration form.
   • Should authorized personnel complete the requirements after the start date but before the listed end date, they will be considered partially compliant for that study, as will the study itself.
   • Should authorized personnel fail to complete the requirements before the listed end date, they will be considered noncompliant for that study, as will the study itself.

For third party led youth programs

Non-UW youth programs (i.e., third party led youth programs using UW facilities) are registered by a UW representative of the host facility or department. 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. See this tutorial: written PDF | YouTube video.

Tutorials

• Video Introduction to the YPRS
• Registering a UW led youth program
  • Video Tutorial
• Registering UW led research studies involving youth:
  • Studies not submitted for IRB approval in Zipline
    • Video Tutorial
  • Studies submitted for IRB approval in Zipline
    • Video Tutorial
• Registering a third party led youth program
  • Video Tutorial
• 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 

Tools

• 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)