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YPRS Tutorial: Registering a third party led youth program (as a host/sponsor)

Third party youth-involved activities deemed to be in-scope of APS 10.13 must be registered within the Youth Program Registration System (YPRS) by their UW host or sponsor. For additional information about the YPRS, visit our YPRS homepage or watch our video introduction.

Registering a third party led youth program as a UW host or sponsor

Use these instructions to register a third party led youth program. You may also view a video version of this tutorial.

Note: if you have already registered your hosting location as a program in YPRS and want to register a session “under” that program’s umbrella, follow these instructions instead. For example, if you want to register all events hosted in your multipurpose room, you can consider “[Departmental] Multipurpose room rentals” as the program, and each rental as a session “under” that program umbrella.

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

Step 2. From the dashboard, select “Register a Youth Program.”

Step 3. The first screen asks In-Scope Questions, intended to ensure programs are within the scope of APS 10.13 and to guide you to the correct registration form for your program type. To register a UW led youth program, answer them as follows:

    • Is this program’s sole purpose to provide a health-related clinical service to youth as patients in a clinical setting (e.g., pediatric clinic)?
      • No
    • Is the University of Washington responsible for operation (e.g., overseeing programming, logistics, providing supervision, etc.) of this program as a sole lead, or as a lead partner with a third party?
      • No 
    • Is this program solely operated by a third party (e.g., non-UW youth group, coach-run sports camp, Registered Student Organization, etc.) using university facilities?
      • Yes

Step 4. Click “Select/Create a Youth Program.

  • If you have previously registered programs, they will appear here. If you want to register a session “under” an existing program, select that program. Your program details will auto-populate, allowing you to proceed to the Session-specific questions. See this tutorial for more on adding a session to an existing program.
  • To create a new program, enter the name and select “Create New Youth Program.” 

Step 5. You will then be asked to provide:

  • The name of the third party operating the program
  • A description of the program
  • Program website (optional)
  • Your campus affiliation
  • The hosting department, and, if different, the sponsoring (funding) department
  • Minimum and maximum ages of youth participants
  • Program type: select from list
    • College access
    • Early learning program
    • Educational enrichment
    • Matriculated youth on campus
    • Mentoring
    • Research
    • Service learning program
    • Sports
    • STEM
    • Summer program
    • Third party program
  • The UW representative(s): this will auto-fill with your information as the initial registrant of this program. You may add additional UW Representatives at the point of initial registration, using the Add UW Representatives tool, or at a later date

Step 6. Click “Next” on the bottom right corner of the window.

Step 7. The next page collects session details. See our tutorial for guidance on sessions.

  • Session Name
  • Session Name
    • If your program has multiple sessions, enter session names so as to differentiate between multiple sessions of this program. For example, “July 2023 Nathan Hale rental,” “November 2023 Seattle Girls School rental”
  • Date and Time: use our tool to help navigate the calendar feature
  • Number of Participants: enter the total number of participants attending on the dates entered above.
  • Select Yes or No as to whether certain attributes are present in the session.
    • 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)
  • Select locations where the youth program will take place. Provide additional detail (such as campus buildings, addresses, etc.) in the text box. You may also upload this information. 

Step 8. Add Another Session: If you want to register another session at this time, use the “Add Another Session” tool at the bottom of the page to add additional sessions. You may use the “copy” features to copy details from the session you just entered to the new one. Or, simply follow the steps above for each session of the program you will offer. 

Step 9. When you have entered your last session, click “Next” at the bottom of the page. 

Step 10. 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. 

Step 11. Once all required fields are complete, you will be asked to certify your understanding of your requirements as UW representative hosting a third party youth program.

Step 12. You will then be taken to a Review page. Review your content for accuracy, and when complete, click “Submit Registration Form.”