Youth Research Requirements

1. Register UW youth activities in the UW Youth Program Registration System (YPRS) before beginning any interaction with youth or their personally identifiable data.
2. Register all individuals who may have unsupervised access to youth as authorized personnel in the corresponding YPRS registration.
3. Complete registration and add authorized personnel at least 30 days before beginning youth interactions to ensure all requirements are met prior to youth participation.

Additional Resources:

• Learn How to Register & Track Requirements with the YPRS How-To Guides
• UW Youth Program Registration System (YPRS)
• YPRS FAQs

Authorized Personnel must:

1. Complete a standardized background check through UW HR before any unsupervised access to youth.
2. Renew their background check every three years.

Background Check Process:

1. Authorized Personnel must be added to a YPRS registration.
2. UW HR verifies existing records and initiates a new background check if needed.
3. Authorized personnel must complete required steps in a timely manner.
4. The department/program pays the cost of the background check via a ProCard registered with First Advantage, UW’s vendor.

Additional Resources:

• Track Background Checks with YPRS
• Checklist for Authorized Personnel Requirements
• Background check FAQs
• RCW 43.43.830

Authorized Personnel Requirements

Authorized Personnel must:

1. Complete all mandatory APS 10.13 trainings before beginning any unsupervised access to youth:
   1. Promoting Safe Interactions with Youth (25-minute online training)
   2. Reporting Suspected Child Abuse or Neglect (20-minute online training)
2. Complete any additional training required by the Principal Investigator to ensure they can safely perform their assigned duties.

Principal Investigator Responsibilities

Principal Investigators must:

• Ensure all personnel are trained to perform their assigned duties safely and in a developmentally appropriate manner (see recommended training topics).

Other related policies: 

Per EO 56, all UW employees and volunteers are required to complete the training, Reporting Suspected Child Abuse or Neglect.

Additional Resources:

• APS 10.13 Resource Library
• Training FAQs
• Checklist for Authorized Personnel Requirements

Authorized Personnel Requirements

Authorized Personnel must:

1. Follow the University Standards for Interacting with Youth (UW Conduct Code) at all times.
2. Sign the UW Conduct Code in YPRS:
   • Before any unsupervised access to youth.
   • Every 12 months while serving in the role.

Principal Investigator Responsibilities

Principal Investigators must:

1. Include the UW Conduct Code in personnel onboarding and training, ensuring all personnel review and sign it.
2. Ensure personnel maintain professional boundaries and follow the UW Conduct Code throughout the study.
3. Monitor personnel regularly to ensure continued adherence to conduct expectations.

Additional Resources:

• Conduct Code FAQs
• Checklist for Authorized Personnel Requirements

Authorized Personnel and Principal Investigators must:

1. Report any clear violation of the University Standards for Interacting with Youth immediately.
2. Upon becoming aware of misconduct by another youth activity personnel:
   1. Notify the UW Youth Protection Coordinator
   2. Do not delay reporting—prompt action is required.
3. Learn what constitutes a violation by reviewing the Conduct Code Violations page.

Other related policies: 

See also UW Executive Order 56: Reporting Suspected Child Abuse or Neglect. 

Additional Resources:

• Behaviors of concerns FAQs
• Report Child Abuse

Safe Environments in Youth-Involved Research:

1. Use the Managing Risks in Youth Activities page to identify risks and review safeguards.
2. Use an Acknowledgment of Risk (AOR) form for any youth activity that involves any potential environmental risk.
3. Adhere to Environmental Health & Safety (EHS) guidance when hosting youth in STEAM environments (labs, shops, makerspaces, studios, or other facilities with hazards).
4. Follow all state and federal workplace and environmental safety regulations to protect youth health and safety.

Additional Resources:

• UW Laboratory Safety Manual
• Safe Environments FAQs

Emergency Planning for Youth-Involved Research:

1. Establish Health Response Protocols for:
   • Reasonable accommodations
   • Health-related emergencies
2. Develop an Emergency Preparedness Plan for:
   • Natural disasters, active threats, and other emergencies.
   • At a minimum, establish communication and reunification procedures, and ensure UW personnel understand their roles during an emergency.
3. Maintain everyday safety safeguards to minimize potential risks and protect youth during activities.
4. If operating in a UW facility, ensure your building coordinator is aware youth may be on the premises.

Additional Resources:

• Personal Emergency Preparedness (Bridge training)
• Emergency FAQs

Privacy Practices in Youth-Involved Research:

1. Process youth personal data in accordance with applicable University privacy policies and frameworks.
2. Embrace privacy by design practices to protect youth personal information.
3. Review and follow the UW Privacy Policy for Youth Programs and the Privacy Guidelines for Engaging Youth Virtually.
4. Provide the Privacy Notice to youth participants when required.
5. Use the Privacy Consent Form Template whenever consent is required; and
6. Consult the Privacy FAQs to ensure compliance.

Additional Resources:

Using the Privacy Notice and consent Template mini-module

• Digital Communication & Virtual Interactions
• APS 2.2 University Privacy Policy