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Office of the Youth Protection Coordinator

YPRS Compliance Status Key

Learn how to use YPRS to monitor personnel compliance details.

** 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.

Webpage header for the 'UW Youth Program Registration System' with a purple background and a large white 'W' on the left side. Below the header are navigation tabs labeled 'Home,' 'Sessions,' 'Staff/Volunteers,' and 'Calendar,' with red arrows pointing to the 'Sessions' and 'Staff/Volunteers' tabs. Below the navigation tabs is a welcome message that reads: 'Welcome to the UW Youth Program Registration System. This system allows youth programs and researchers working with youth to register with the Office of the Youth Protection Coordinator and track completion of training and background check requirements for authorized personnel as required by APS 10.13.'

Step 2a. Click on the ‘Sessions’ tab to view a list of sessions or studies you are affiliated with.  The list will automatically be filtered to Current or Upcoming sessions/studies if there are any. Use the available filters or search box to further refine the list. Click on the Date(s) column heading to sort by Last to First to see the most recent sessions/studies first.

Web interface for managing sessions under the 'Sessions' tab. The interface includes options to view sessions in different states such as 'Current,' 'Upcoming,' and 'Cancelled Sessions.' Filters are available for timing, compliance status (Noncompliant Late, Compliant, Noncompliant, Empty), and submission status (Submitted). There is a search bar with options to filter by date range and departments. A green bar indicates one session listed under the table headings: Date(s), Session Name, Status, and Actions. The top right corner has an option to 'Edit a Youth Program.'

Step 2b. Click on the ‘Staff/Volunteers’ tab to view a list of all personnel from all YPRS registrations you are affiliated with. Any noncompliant personnel will appear first in the list. Use the available filters or search box at the top or click on any of the column headings to sort and refine the list. Sort or filter by a specific requirement compliance status by clicking on its column heading.

Webpage interface for managing staff or volunteers. The top section includes tabs labeled 'Home,' 'Sessions,' and 'Staff/Volunteers.' Below these tabs are buttons for different views and actions: 'Spreadsheet View,' 'Cancelled Sessions,' and 'Download this Spreadsheet.' Several filter options with blue buttons are available: Timing (Current: 3, Upcoming: 2, Past: none), Compliance Status (Noncompliant: 1, Completed Late: 1, Active: 0, Not Active: 1), and Submission Status (Submitted: 3). Below the filters, there is a search bar with fields for searching by people, date, role, or session. The table below the search bar has columns titled Dates, Effective Date, Name, Background Check, Reporting Abuse/Neglect, Status, and Conduct Code. The first row in the table indicates one entry marked as 'Not Compliant.'

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Step 2c. From the Sessions tab, click on a specific session/study name to open the Session Dashboard, which allows you to see the list of personnel associated with the selected session/study.

Step 3. Familiarize yourself with the session compliance status icons.  Green indicates compliant, orange indicates action required before the effective date, and red indicates noncompliant.

Compliant: all authorized personnel completed their requirements before their individual effective dates.

Action Required: one or more authorized personnel has an incomplete requirement that must be completed before the session/study start date or their individual effective date.

Noncompliant: one or more authorized personnel who already passed their effective date has an incomplete requirement or completed the requirement late.

Step 4. Familiarize yourself with personnel compliance status icons:

  • The requirement was completed before the effective date.
    • This status only applies to trainings, which are required to be taken only once.
  • The requirement was completed before the effective date, is currently valid, and will expire on the date indicated. ** This status applies to background checks, which must be renewed every 3 years, and the conduct code, which must be renewed annually.
  • The background check requirement must first be manually validated by UW HR.  Check back in 1-2 business days or email ypbc@uw.edu with any questions. ** This status applies only to background checks.
  • The requirement is incomplete and must be completed before the effective date indicated.
  • The requirement expires soon and must be renewed before the expiration date indicated.
  • The effective date has passed, the requirement is still incomplete, and it must be completed ASAP. ** The personnel must not be allowed to have unsupervised access to youth until they complete all requirements. Edit their effective dates accordingly to reflect when unsupervised access to youth began/will begin.
  • The requirement was completed late, after the effective date. ** If you did not allow the personnel to have unsupervised access to youth until after the requirement was completed, you must edit their effective date to reflect when unsupervised access to youth began/will begin.
  • The requirement was completed late, after the effective date, and the session has ended. ** You do not have the ability to edit concluded sessions.  If there is an error, you must contact OYPC to request edits.
  • The requirement was never completed and the session has ended. ** You do not have the ability to edit concluded sessions.  If there is an error, you must contact OYPC to request edits.

Step 5. You may also view additional information about, and act on, the requirements by clicking on the compliance status indicator:

  • For all requirements: Click on a Completed Late status icon to open a window that details when the requirement was completed relative to the effective dates.
  • For training and conduct code requirements: Click on an Action Required! status icon to open a window that allows you to send an additional reminder to the personnel. 
  • For background checks: Click on an Action Required! status icon to open a window that lists the detailed status of the background check process.
    • Waiting for Candidate indicates that the personnel still needs to respond to an email from UW HR or Sterling to initiate their background check.
    • If a particular step has been completed, the date of completion will be listed and the step will be marked with a green check. 
    • If the step has not yet been completed, no date will be listed and the step will be marked with a red X.

If you have additional questions after reviewing this guide, email OYPC or book a YPRS consult.