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Office of the Youth Protection Coordinator

Monitoring the Background Check Process: YPRS How-To Guide

Learn how to use YPRS to monitor the background check process.

** The following compliance details are viewable by YPRS users assigned to the roles of Program Director, Principal Investigator, Program, Session, or Study Contact, or Department Head.

Step 1

Log in to YPRS with your UW NetID and password and complete the Duo verification.

Step 2a

On the Home Menu, locate the ‘Staff/Volunteers’ section, then click the ‘Background Checks’ link located beneath the section heading.

Tip: It’s listed as the first item under “Staff/Volunteers,” next to the ID badge icon.

Webpage section titled 'Staff/Volunteers' with an ID badge icon and two bullet points: 'Background Checks' and 'Training Completions'.

Step 3

You are now on the Background Check Status page, which lists all personnel from all YPRS registrations you are affiliated with.

Step 4

Filter the Status column by “Waiting for Candidate” to see only those individuals who still need to complete an action in the two-step screening process.

  • Each personnel will automatically receive emails to complete these steps, but they may need personal reminders from you to monitor their email closely and respond promptly.
  • Email ypbc@uw.edu (UW HR Youth Programs Background Checks) with any questions or concerns about the screening process.

Table showing background check progress for three candidates. Columns are: Status, Form Status, and Process Status. All rows have 'Waiting for Candidate' as Status. First two rows have 'Complete' as Form Status and show checkmarks for 'D&A Form Sent,' 'D&A Form Received,' and 'Check Initiated,' with 'Complete and cleared' marked with an X. Dates listed are May 18–21, 2024 and May 14–17, 2024. Third row has 'Sent' as Form Status, with only 'D&A Form Sent' checked and 'Complete and cleared' marked with an X. Date listed is May 18, 2024.

Step 5

Clear filters, then filter the Status column by “Pending” to see only those individuals who don’t currently have an action required on their part but are still waiting for their background check to clear.

  • Email ypbc@uw.edu (UW HR Youth Programs Background Checks) with any questions or concerns about the screening process.

Step 6

Familiarize yourself with the YPRS Background Check Process Status Key.

green check markIf a particular step has been completed, the date of completion will be listed and the step will be marked with a green check.

Red XIf a step has not yet been completed, no date will be listed and the step will be marked with a red X.

YPRS Background Check Process Status Key

green check markD&A Form Sent – date the Criminal History Disclosure & Authorization form was emailed by UW HR.

    • This status indicates Waiting for Candidate – the individual must complete an action in the two-step screening process.

green check markD&A Form Rec’d – date UW HR received the completed Criminal History Disclosure & Authorization form.

    • This status indicates Pending – UW HR Youth Programs Background Checks is working on completing their next steps.
    • Email ypbc@uw.edu with any questions, concerns, or to request a detailed status update.

green check markCheck Initiated – date the Sterling invitation to complete the background check form was emailed to the individual.

    • This status indicates Waiting for Candidate – the individual must complete an action in the two-step screening process.

green check markCheck in Progress – date UW HR confirmed that the Sterling form was completed by the personnel.

    • This status indicates Pending – Sterling or UW HR Youth Programs Background Checks is working on completing their next steps to complete the screening.
    • Email ypbc@uw.edu with any questions, concerns, or to request a detailed status update.

green check markCheck expired, resent – date a new Sterling invitation was emailed to the personnel because they never completed the first one.

    • This status indicates Waiting for Candidate – the individual must complete an action in the two-step screening process.

green check markComplete and cleared – when this has a green check mark, it indicates the date the background check was completed and cleared.