YPRS Tutorial: Registering UW led research

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 (or with youth’s personally identifiable data) are held, not all the dates of a study.

• NOTE: After you submit your registration, use the Request Edit feature in YPRS if you later need to update the study dates.

Step 5. Indicate your study type:

• Requires UW IRB approval or HSD permission to use a non-UW IRB. If this is selected, you will be prompted to enter/edit your Zipline Study ID.
• Exempt from IRB Review
• Not considered research per IRB definitions

Step 6. Enter 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. Select the department sponsoring this study. Departments are listed under their corresponding unit or college. If the correct department does not appear on the list, email uwminors@uw.edu.

Step 9. Enter the estimated number of human subjects who are youth under age 18.

Step 10. Enter the minimum and maximum ages of youth human subjects.

Step 11. 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 12. Location of research protocols involving youth:

• Select locations where research protocols involving youth will take place: on campus, off campus, virtually, internationally.
• 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 13. Data Collection/Interacting with Youth:

• Will any University of Washington faculty, staff, students, or volunteers collect data from, have direct or indirect contact with, or have unsupervised access to youth under age 18 — whether in person or electronically, and regardless of whether a parent or guardian is present?
  • If you select ‘No’ you are indicating that your study analyzes identifiable youth data but will not collect data from or interact with youth.  This means you do not need to register authorized personnel and you will not need to enter background check billing information.
  • If you select ‘Yes,’ you must list at least one authorized personnel below.

Step 14. Background Check Billing

• • Background checks: required every 3 years for authorized personnel.
  • Process: UW HR verifies records and initiates a new background check if needed.
  • Cost: paid by the department/program via ProCard registered with First Advantage, UW’s vendor.
    • ProCard Instructions:
      1. Confirm with your department which ProCard you should use.
      2. Select the ProCard in YPRS from the list provided:
         • The list includes all registered ProCards for the unit associated with the Sponsoring Department you selected above.
      3. If your department does not have a registered ProCard:
         1. Review the list to identify another department within your unit that has a ProCard.
         2. Request permission from that department to use their ProCard.
      4. Need help? Email ypbc@uw.edu.
      5. Coordinate reimbursement and Workday tags with your department administrator for budget reconciliation.

Step 15. Enter the names of people serving in various roles for the study. (Review 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.

• Sponsoring Department Head: An administrator, director, or head of the sponsoring department, who has oversight over the study and/or principal investigator.
• Principal Investigator(s): Directs and oversees the study and is ultimately responsible for study activities.
• Study Contact(s): A primary contact for the study. Individuals listed as study contacts may also be principal investigators.
• Authorized Personnel: Research personnel who will collect data from, interact with, or have unsupervised access to youth. At least one individual must be designated as authorized personnel unless you answered ‘No’ to the Data Collection/Interacting with Youth question in Step 13 above.
  • If your personnel are not yet finalized, enter those you know; you may add additional personnel later.
  • 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 personnel who will start midway through the study) to reflect the day they will begin having unsupervised access to youth. You may edit authorized personnel effective dates (and mark inactive dates) as needed throughout your study.
• Other Personnel: Research personnel who are involved in research protocols but will not collect data from, interact with, or have unsupervised access to youth.

Step 16. Click “Next” at the bottom of the page.

Step 17. 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 18. 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 19. On the final tab, review your content for accuracy, and when complete, click “Submit Registration Form.”

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 the name of your study.

Step 4. Enter the estimated start and end dates of study. This should reflect when interactions with youth (or with youth’s personally identifiable data) are held, not all the dates of a study.

• NOTE: After you submit your registration, use the Request Edit feature in YPRS if you later need to update the study dates.

Step 5. Indicate your study type:

• Requires UW IRB approval or HSD permission to use a non-UW IRB. If this is selected, you will be prompted to enter/edit your Zipline Study ID.
• Exempt from IRB Review
• Not considered research per IRB definitions

Step 6. Enter 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. Select the department sponsoring this study. Departments are listed under their corresponding unit or college. If the correct department does not appear on the list, email uwminors@uw.edu.

Step 9. Enter the estimated number of human subjects who are minors.

Step 10. Enter the minimum and maximum ages of youth human subjects.

Step 11. 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 12. Location of research protocols involving youth:

• Select locations where research protocols involving youth will take place: on campus, off campus, virtually, internationally.
• 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 13. Data Collection/Interacting with Youth:

• Will any University of Washington faculty, staff, students, or volunteers collect data from, have direct or indirect contact with, or have unsupervised access to youth under age 18 — whether in person or electronically, and regardless of whether a parent or guardian is present?
  • If you select ‘No’ you are indicating that your study analyzes identifiable youth data but will not collect data from or interact with youth.  This means you do not need to register authorized personnel and you will not need to enter background check billing information.
  • If you select ‘Yes,’ you must list at least one authorized personnel below.

Step 14. Background Check Billing

• • Background checks: required every 3 years for authorized personnel.
  • Process: UW HR verifies records and initiates a new background check if needed.
  • Cost: paid by the department/program via ProCard registered with First Advantage, UW’s vendor.
    • ProCard Instructions:
      1. Confirm with your department which ProCard you should use.
      2. Select the ProCard in YPRS from the list provided:
         • The list includes all registered ProCards for the unit associated with the Sponsoring Department you selected above.
      3. If your department does not have a registered ProCard:
         1. Review the list to identify another department within your unit that has a ProCard.
         2. Request permission from that department to use their ProCard.
      4. Need help? Email ypbc@uw.edu.
      5. Coordinate reimbursement and Workday tags with your department administrator for budget reconciliation.

Step 15. Enter the names of people serving in various roles for the study. (Review 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.

• Sponsoring Department Head: An administrator, director, or head of the sponsoring department, who has oversight over the study and/or principal investigator.
• Principal Investigator(s): Directs and oversees the study and is ultimately responsible for study activities.
• Study Contact(s): A primary contact for the study. Individuals listed as study contacts may also be principal investigators.
• Authorized Personnel: Research personnel who will collect data from, interact with, or have unsupervised access to youth. At least one individual must be designated as authorized personnel unless you answered ‘No’ to the Data Collection/Interacting with Youth question in Step 13 above.
  • If your personnel are not yet finalized, enter those you know; you may add additional personnel later.
  • 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 personnel who will start midway through the study) to reflect the day they will begin having unsupervised access to youth. You may edit authorized personnel effective dates (and mark inactive dates) as needed throughout your study.
• Other Personnel: Research personnel who are involved in research protocols but will not collect data from, interact with, or have unsupervised access to youth.

Step 16. Click “Next” at the bottom of the page.

Step 17. 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 18. 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 19. On the final tab, review your content for accuracy, and when complete, click “Submit Registration Form.”