UW led youth activities* deemed to be in-scope of APS 10.13 must be registered within the Youth Program Registration System (YPRS) prior to the start of youth interactions.
*A UW led youth activity is any program, activity, or event that is:
- operated or sponsored by the UW or UW personnel; and
- created for, or directed at youth, regardless of location or whether parents/guardians, or non-UW chaperones are present.
NOTE: UW-sponsored youth activities are considered UW-Led Youth Activities, even when a UW department works in partnership or contracts with a non-UW entity (e.g., contractors, consultants, vendors), and must be registered in YPRS as a UW-Led Youth Activity.
PLEASE NOTE: ** Student organizations: please review our guidance for RSO’s. Venue or facility operators must register RSO or third party youth activities.
Use these instructions to register a UW led youth activity. For additional information about the YPRS, visit our YPRS homepage or watch our video introduction.
Step 1. If this is a new youth program that has not previously been registered in the YPRS, if you are new to YPRS, or if you are new to an existing youth program, please contact the Office of the Youth Protection Coordinator or book a consult with us. OYPC must first create the initial program for you or attach you to an existing program in YPRS before you can register a new UW led youth activity.
Step 2. Log into the YPRS with your UW NetID and password and complete the Duo verification.
Step 3. From the dashboard, select “Register a UW Led Youth Activity.”
Step 4. Click “Select a Youth Program.”
- If you have previously registered programs, they will automatically appear here. You can select an already-registered program to register a new session “under” that program’s umbrella.
Step 5. Enter the following about your program:
- Program description: Provide a brief description or purpose of the overall youth program.
- **You may want to review this programs & activities checklist that contains guidance for complying with civil rights laws.**
- Program website (Please enter a website if you want the program to be listed in the UW Youth Program Directory)
-
Directory addition: Would you like the program name, description, and website to be added to the UW Youth Program Directory? (the directory is updated quarterly)
- Sponsoring department: Select the department sponsoring this program. Departments are listed under their corresponding unit or college. If you don’t see the correct department in the list, email uwminors@uw.edu.
- Secondary Sponsoring Department: If your program has a Secondary Sponsoring Department add that department below. If not applicable, please leave blank.
- Minimum and maximum ages of youth participants
- Program type: select all those that apply
- College access
- Early learning program
- Educational enrichment
- Matriculated youth on campus
- Mentoring
- Research
- Service learning program
- Sports
- STEM
- Summer program
- Third party program
- Background Check Payment Information (ProCard): Please verify with your department administrators which ProCard listed here you should use for background check billing. Select that ProCard from the list. (Available ProCards are based on the Sponsoring Department you selected above)
- The cost of background checks is the responsibility of the department or program and must be paid via a ProCard (UW Procurement Card) already registered with First Advantage (formerly Sterling), UW’s background check vendor.
- ** If your department does not have a ProCard listed in the registration form, please coordinate with other departments in your unit that do have a ProCard registered with First Advantage (formerly Sterling) to use the existing card and manage budget reconciliation / reimbursement after the charges are processed. Email ypbc@uw.edu for further help.
- Budget reconciliation: You must coordinate reimbursement with the ProCard holder or your department’s billing contact. Check with your department administrators if you need help identifying Workday tags that must be provided for budget reconciliation.
- Program Staff: Enter the names of people serving in various roles for the youth program. For each, click “Add [Role]” to open a search box connected to the UW Directory. You may also add individuals without UW NetIDs.
- Department Head: Indicate the department or unit administrator, director, or head. This person should have oversight over the program and will receive reports regarding program registration and compliance.
- Program Director: Indicate the individual(s) who directs the program and is ultimately responsible for the program activities.
- Program Contacts: Indicate the individual(s) who will have access to add, edit, or review program information within YPRS. The person completing the registration form is automatically designated as program contact.
Step 6. Click “Next” on the bottom right corner of the window.
Step 7. The next page collects session details: specific date(s), location(s), personnel, etc. for a youth activity to register it as a unique “session” under the overarching program you entered on the previous tab.
- See our tutorial for guidance on sessions.
- Session Name
- TIP: Enter a session name that differentiates between multiple sessions of this program. For example, “2025 Space Camp,” “November 2025 Information Sessions,” or “2025-2026 Group Visits.”
- Date(s) and Time(s): use our tool to help navigate the calendar feature
- Activity Description: Provide a brief description of this activity.
- Number of Participants: Enter the TOTAL number of participants across ALL dates selected on the calendar above.
- Activity attributes: select Yes or No as to whether each attribute is present in the activity.
- 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)
- Locations: Select as many locations as apply to this youth activity.
- Provide additional detail (such as campus buildings, addresses, etc.) in the text box. You may also upload this information. This should reflect where interactions with youth are held.
- Will this Activity Occur Again in the Future? (after this current session ends)
- If this is a one-time activity that will not be held again in the future, mark “NO.”
- If this is an activity that will be scheduled again after the current session concludes, mark “YES.”
- If known, enter an estimated date of when this activity will be scheduled after the current session concludes. You will receive a reminder to register two months prior to that date.
- Session Contacts: Indicate the individual(s) who will be the primary points of contact for this session. The person completing the registration form is automatically designated as session contact.
- Authorized Personnel: Enter all individuals who will supervise, chaperone, or have unsupervised access to youth during this activity. Review the authorized personnel page for more info.
- At least one authorized personnel is required. The program director will automatically be designated as authorized personnel, but you may update this if appropriate.
- 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.
- If your personnel are not yet finalized, enter those you know; you may add personnel later, too using these instructions.
- Note: The start date (effective date) for each authorized personnel will default to the start date of the session. For personnel who will start midway through the session, you must edit their effective date to reflect the date they will being unsupervised access to youth.
- Other Personnel: Enter individuals who will be involved in the youth activity, but who will NOT have unsupervised access to youth.
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. Certification: you must certify your understanding of APS 10.13 requirements.
- Enter your initials to certify your agreement.
Step 11. Review: 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.