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YPRS Tutorial: Registering UW led research

If you will undertake research activities deemed to be in-scope of APS 10.13, you are required to register that research within the Youth Program Registration System (YPRS). All research deemed in-scope, including that deemed exempt or not considered research by the IRB (e.g., evaluations or quality improvement studies) should be registered.

The Youth Program Registration System (YPRS) imports select data from the UW Zipline system used for UW IRB review. Thus, if you have or will input your study details into Zipline, you may shortcut the YPRS registration process. If you will not input details into Zipline, you may register your study from scratch.

Instructions for both registration processes, as well as additional tools for navigating YPRS, are below. For additional information about the YPRS, visit our YPRS homepage or watch our video introduction to the YPRS.

Registering research involving youth as human subjects

Tutorials for registering research

Follow these instructions if your study will not be entered into Zipline. This will start a new research registration form from scratch.

  • This is most common if the research is known to not need IRB review without Zipline submission having been made (e.g., researcher was advised via email or phone that IRB review is not needed).
  • This process registers a study from scratch.

You may also view a video version of this tutorial.

 

Step 1. Log into the Youth Program Registration System with your UW NetID and password.

Step 2. From the dashboard, select “Register a Research Study.” 

Step 3. Enter/edit the name of your study. You may use the same name used in Zipline.

Step 4. Enter the estimated start and end dates of study. This should reflect when interactions with youth are held, not all the dates of a study.

Step 5. Indicate/check your study type:

Step 6. Enter/check a brief study description. This may be copied from Zipline or other materials if applicable.

Step 7. Enter a study or research group website url (optional).

Step 8. Indicate your institutional affiliation: Bothell, Seattle, Tacoma, UW Medicine

Step 9. Select your sponsoring department from a list mapped to the institutional affiliation above.

Step 10. Enter/edit the estimated number of human subjects who are minors.

Step 11. Enter/edit the minimum and maximum ages of youth human subjects.

Step 12. Select Yes or No as to whether certain attributes are present in the study:

  • Collection and use of youth’s personal information
  • Exposure to hazardous materials or equipment
  • Interaction with animals
  • Locker room use for showering/changing clothes
  • Overnight stay
  • Physical activity
  • Planned one-on-one interactions with youth (e.g., mentoring)
  • Transporting youth in vehicles or vessels
  • Use of labs, shops, or makerspaces
  • Use of remote outdoor locations with potential hazards
  • Use of text, email, or social media communication with youth
  • Weekend or evening activities
  • Online/virtual interactions (e.g. via Zoom)

Step 13. Select locations where research protocols involving youth will take place: on campus, off campus, virtually, internationally

Step 14. Provide additional location detail (such as campus buildings, countries, etc.) in the text box. You may also upload this information if this is described in another document. 

Step 15. This should reflect where interactions with youth are held, not all locations of a study.

Step 16. Data Collection and Interacting with Youth: Select Yes or No depending on if any University of Washington staff, students, faculty or volunteers will be collecting data from or otherwise interacting with youth (in person or online). If you select No, you will not be prompted to enter Authorized Personnel in Step 16 below.

Step 17. Indicate whether the ProCard to be used for background check payments is already on file with UWHR. If you do not know, select “Not Sure” and UWHR will contact you.

Step 18. Enter the names of people serving in various roles for the study. (Revisit the roles tutorial for help.) For each, click “Add a New Person” to open a search box connected to the UW Directory. You may also add those without UW NetIDs or upload a spreadsheet for mass entry. At least one person must be designated in each role, unless otherwise noted.

  • ProCard holder: ProCard holders will only be contacted should background checks be needed for authorized personnel. The ProCard holder would be contacted to facilitate paying for those screenings.
  • Sponsoring department head
  • Principal investigators
  • Study contacts: the person completing the registration form is automatically designated as study contact.
  • Authorized Personnel: at least one authorized personnel is required, unless you answered No in Step 14 above. Your Principal Investigator will automatically be designated as authorized personnel.
    • If your personnel are not yet finalized, enter those you know; you may add personnel later, too. See our tutorial for further instructions.
    • Note: The start date for each personnel will default to the start date of the study. You may adjust their “effective date” (for example, for staff who will start midway through the study) to reflect the day they will begin serving in the authorized personnel role, i.e., begin interacting with minors or their personal data. You may also change this after submitting your registration form using these instructions.
    • Other Personnel: enter the names of other personnel affiliated with your study, who will not have unsupervised access to youth or their personal data. You are not required to enter Other Personnel.

Step 19. Click “Next” at the bottom of the page.

Step 20. You will be asked to certify your understanding of your requirements as a University activity governed by APS 10.13. Enter your initials to certify your agreement.

Step 21. If you are missing any required information, the incomplete fields will be listed on the next page. Revisit any tabs highlighted in red to input missing information. Incomplete fields will be highlighted in red.

Step 22. You will then be taken to a Review page. Review your content for accuracy, and when complete, click “Submit Registration Form.”

If you will submit an application via Zipline, or have already done so, use these instructions to access a partially pre-populated YPRS registration drawn from your Zipline submission. 

    • This applies regardless of whether a determination by HSD has been made yet. 
    • This applies regardless of the determination made by HSD (meaning exempt, “considered not research” and human research materials all populate into the YPRS).

You may also view a video version of this tutorial.

Step 1. Log into the Youth Program Registration System with your UW NetID and password.  Note: While all UW NetIDs will enable access to the YPRS, only the PI listed in Zipline will see the pre-populated registration form upon sign in. If you would like another NetID to have access, please send a request to uwminors@uw.edu.

Step 2. On the home dashboard, you will see a red box labeled “Action required.” In this box, the short name of your study, per Zipline, will be listed. Click on “Continue Registration.” The pre-populated form will open in a new window. Depending on how much information was available in your Zipline materials, you will have a number of questions left to answer; however, all questions are listed here for your information.

Do not select “Register a Research Study” (below the red box). This will start a new research registration, instead of accessing the pre-populated form.

Step 3. Enter/edit the name of your study. You may use the same name used in Zipline.

Step 4. Enter the estimated start and end dates of study. This should reflect when interactions with youth are held, not all the dates of a study.

NOTE that if your start date is delayed you must go into YPRS and adjust the start date to reflect a later, more accurate start date. 

Step 5. Indicate/check your study type:

Step 6. Enter/check a brief study description. This may be copied from Zipline or other materials if applicable.

Step 7. Enter a study or research group website url (optional).

Step 8. Indicate your institutional affiliation: Bothell, Seattle, Tacoma, UW Medicine

Step 9. Select your sponsoring department from a list mapped to the institutional affiliation above.

Step 10. Enter/edit the estimated number of human subjects who are minors.

Step 11. Enter/edit the minimum and maximum ages of youth human subjects.

Step 12. Select Yes or No as to whether certain attributes are present in the study:

  • Collection and use of youth’s personal information
  • Exposure to hazardous materials or equipment
  • Interaction with animals
  • Locker room use for showering/changing clothes
  • Overnight stay
  • Physical activity
  • Planned one-on-one interactions with youth (e.g., mentoring)
  • Transporting youth in vehicles or vessels
  • Use of labs, shops, or makerspaces
  • Use of remote outdoor locations with potential hazards
  • Use of text, email, or social media communication with youth
  • Weekend or evening activities
  • Online/virtual interactions (e.g. via Zoom)

Step 13. Select locations where research protocols involving youth will take place: on campus, off campus, virtually, internationally

Step 14. Provide additional location detail (such as campus buildings, countries, etc.) in the text box. You may also upload this information if this is described in another document. 

Step 15. This should reflect where interactions with youth are held, not all locations of a study.

Step 16. Data Collection and Interacting with Youth: Select Yes or No depending on if any University of Washington staff, students, faculty or volunteers will be collecting data from or otherwise interacting with youth (in person or online). If you select No, you will not be prompted to enter Authorized Personnel in Step 16 below.

Step 17. Indicate whether the ProCard to be used for background check payments is already on file with UWHR. If you do not know, select “Not Sure” and UWHR will contact you.

Step 18. Enter the names of people serving in various roles for the study. (Revisit the roles tutorial for help.) For each, click “Add a New Person” to open a search box connected to the UW Directory. You may also add those without UW NetIDs or upload a spreadsheet for mass entry. At least one person must be designated in each role, unless otherwise noted.

  • ProCard holder: ProCard holders will only be contacted should background checks be needed for authorized personnel. The ProCard holder would be contacted to facilitate paying for those screenings.
  • Sponsoring department head
  • Principal investigators
  • Study contacts: the person completing the registration form is automatically designated as study contact.
  • Authorized Personnel: at least one authorized personnel is required, unless you answered No in Step 14 above. Your Principal Investigator will automatically be designated as authorized personnel.
  • Other Personnel: enter the names of other personnel affiliated with your study, who will not have unsupervised access to youth or their personal data. You are not required to enter Other Personnel.

Step 19. Click “Next” at the bottom of the page.

Step 20. You will be asked to certify your understanding of your requirements as a University activity governed by APS 10.13. Enter your initials to certify your agreement.

Step 21. If you are missing any required information, the incomplete fields will be listed on the next page. Revisit any tabs highlighted in red to input missing information. Incomplete fields will be highlighted in red.

Step 22. You will then be taken to a Review page. Review your content for accuracy, and when complete, click “Submit Registration Form.”