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Office of the Youth Protection Coordinator

How to Meet Requirements: for Youth Activity Leaders

The following strategies will increase your success in meeting University requirements for youth programs.

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  1. Register upcoming sessions early, even if you are still finalizing your personnel list.
  2. As desired, you may designate a staff member to complete the YPRS registration on your behalf; first add them to the Program Contact role for your youth program.
  3. Check with your department to verify which billing account (ProCard) is set up with UW’s background check vendor, Sterling. See UW HR’s background check billing page for more information. Contact ypbc@uw.edu with questions.

  1. Add additional staff or volunteers to the authorized personnel role as soon as you identify who will have the potential for unsupervised access to youth during the course of the session.
  2. Set realistic effective (i.e., start) dates for authorized personnel to allow them time to complete onboarding and APS 10.13 requirements.
  3. You can edit effective dates at any time until the end of the session. After a session ends, you will not be able to make further changes to personnel dates.
  4. Confirm with your personnel the correct email address they will use to log into the YPRS and to receive notifications.
  5. Email uwminors@uw.edu if personnel emails or names need to be updated, or if personnel report that they completed requirements but it is not showing in the YPRS (they may have created a duplicate account).
  6. Use the Request Edit feature in the YPRS to request removal of any personnel who never participated, or who never had unsupervised access to youth.

 

  1. Provide authorized personnel with the information they need to understand and complete the requirements.
    1. Information for Authorized Personnel (handout)
    2. Authorized Personnel Pre-service Checklist (handout)
  2. Direct personnel to read and follow instructions in all emails promptly. If they do not receive e-mails, instruct them to inform you and reach out ASAP with any issues:
    ○ Background check process – email YPBC at ypbc@uw.edu or Sterling at UWHelp@sterlingcheck.com.
    ○ YPRS or trainings/conduct code – contact OYPC at uwminors@uw.edu or book a consultation.
  3. Ensure that authorized personnel complete all pre-service requirements (trainings, conduct code(s), and background checks,) before they are permitted to have unsupervised access to youth.
  4. Do not allow unsupervised access to youth for any authorized personnel who have not yet completed all requirements and edit effective dates accordingly.

 

  1. The background check process can take up to 2 weeks, or longer, if the personnel does not respond promptly to action steps; if they have lived in multiple states or countries; or if they are a minor. Additional steps & forms may be required for minors or for candidates who have lived abroad.
  2. Log into the YPRS regularly to check if your personnel still need to complete action steps for their background check process to move forward.  Review this YPRS compliance status key to learn more about using the YPRS to track completion of requirements.
  3. Email ypbc@uw.edu if you believe your personnel already have a current (within 3 years) background check on file with UW HR but it is not showing in the YPRS.

  1. Log into the YPRS regularly to monitor completion of requirements by personnel.
  2. Assign support staff to the role of Program Contact or Session Contact in the YPRS – this grants them access to monitor compliance and assist with sending reminders and updating personnel effective and inactive dates as needed.
  3. Review the YPRS status key to learn how to monitor personnel compliance details in the YPRS, or book a YPRS consultation if you need further assistance.
  4. Update effective dates for authorized personnel as necessary if they need more time to complete requirements; ensure they do not have unsupervised access to youth until all requirements are complete.

  1. Update the YPRS with any personnel changes as they occur.
    1. If authorized personnel leave their role before the end of the session, mark them as inactive. Their future compliance will no longer be tracked beyond their inactive date.
    2. Add additional staff to the authorized personnel role at least one month before unsupervised access to youth.

  1. Renew conduct codes annually. Conduct codes must be signed once every 12 months. Your authorized personnel will receive reminders via the YPRS to sign the conduct code(s) before the expiration date.
    1. For year-long programs, it may be helpful to have all your authorized personnel sign the conduct code(s) at the same time of year leading up to your program start date.
    2. These direct links allow anyone to sign the youth program conduct code and the virtual interactions addendum at any time, resetting the expiration date to 12 months in the future.
  2. Renew background checks every 3 years. A new background check must be run every 3 years. Your authorized personnel will receive notifications from UW HR in advance of the expiration date to initiate their new background check.

  1. Background check process, ProCards, or help locating an existing background check:
  2. YPRS, trainings, conduct code(s) questions/issues, edits to session dates, edits to personnel emails/names, removal of authorized personnel: