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:
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- operated or sponsored* by the University of Washington or UW personnel; and
- created for, or directed at, a youth audience, regardless of whether parents, guardians, or other caregivers, e.g., teachers or chaperones are also involved.
- Activities may take place on campus, off campus or online.
*UW departments partnering with and overseeing non-UW entities (e.g., contractors, consultants, vendors) to run a UW-sponsored youth activity must register it 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.
** If you are registering a brand new youth program that has not previously been registered in YPRS, review these instructions instead.
** If you are new to an existing youth program, an existing Program Director or Contact must first add you to the Program Contact role to grant you access in YPRS.
Use these instructions to register a new session for an existing YPRS program
Step 1. Log in to YPRS with your UW NetID and password and complete the Duo verification.
Step 2. From the dashboard, select “Register a UW Led Youth Activity.”
Step 3. Verify the overall program under which you want to register a new session.
- If you are only associated with one registered youth program, it will be selected automatically.
- Otherwise, click “Select a Program”
- If no programs are available, review these instructions instead.
Step 4. Once the program is selected, the rest of the page will autofill with that program’s original registration information.
- Please review program information for accuracy and make any necessary updates.
- Select the appropriate ProCard for background check billing (it must already be on file with UW’s background check vendor, Sterling).
- ** If your department does not have a ProCard listed, please coordinate with other departments in your unit that do have a ProCard registered with Sterling to use the existing card and manage budget reconciliation/reimbursement after the charges are processed. Email ypbc@uw.edu for further help.
Step 5. Click the “Next” button at the bottom of the page to advance to the “New Session” tab.
Step 6. Enter the following about the UW led youth activity in the “New Session” tab:
- Copy from Previous Session – if this applies to you, review this tutorial.
- Session Name
- 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 and Time: 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 youth participants across ALL dates selected on the calendar above. Ex: if 10 youth/week participate for 10 weeks, enter 100.
- Session attributes: select Yes or No as to whether certain attributes are present in the session
- 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)
- Select locations where your youth program will take place. 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 Session Occur Again in the Future?
- 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.
- Enter personnel affiliated with this session. 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.
- Authorized Personnel: at least one authorized personnel is required. The program director will automatically be designated as authorized personnel, but this can be edited as needed.
- If your personnel are not yet finalized, enter those you know; you may add personnel later, too. See our tutorial for further instructions.
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- Note: The start date for each personnel will default to the start date of the session. If you wish to adjust this (for example, for staff who will start midway through the session), edit their “effective date” to reflect the day they will begin unsupervised access to youth. You may also edit effective dates after submitting your registration form using these instructions.
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- Other Personnel: enter the names of other personnel affiliated with your program, who will not have unsupervised access to youth.
Step 7. 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 8. When you have entered your last session, click “Next” at the bottom of the page.
Step 9. Certification: you must certify your understanding of APS 10.13 requirements.
- Enter your initials to certify your agreement.
Step 10. 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.