This tutorial will guide you through editing personnel effective and inactive dates.
Authorized personnel are assumed to have the potential for unsupervised access to youth for the duration of a session or study as it is registered in YPRS, unless you edit their individual effective date or mark an inactive date.
For personnel who start in their authorized personnel role after the start date of the registered study/session:
- The effective date reflects the date when an individual began or will begin to have unsupervised access to youth. Authorized personnel requirements must be complete before the effective date.
For personnel who go leave their role before the end date of the registered session/study:
- The inactive date reflects the date when an individual will no longer have unsupervised access to youth. Requirements are no longer tracked after the inactive date.
(**These functions are only available to those listed in YPRS as program directors, program contacts, and session contacts (for UW-led youth activities) and principal investigators and study contacts (for youth-involved research). See what these roles mean.)
Step 1. Log into YPRS with your UW NetID and password and complete the Duo verification.
Step 2. From the Home tab, select “Sessions.”
Step 3. From the list of Sessions, click the name of the session you want to open.
Step 4. On the Session Dashboard, click the “Edit” button in the gray Authorized Personnel header.
Step 5. This will open the open the options to edit the Effective Date, Mark Inactive, and Remove.
** These tools are only available for upcoming or in-progress sessions/studies; once past the end date of a session/study, you must use the Request Edit feature to make such changes.
Step 5a. Edit the Effective Date:
- (** Only change an effective date if the person has not had any unsupervised access to youth before the effective date.)
- In the Effective Date column (to the right of the name), click “Edit” and enter the date they began/will begin to have unsupervised access to youth. Click “Done” and the new date will appear in the column.
Step 5b. Mark the Inactive Date:
- (** Only inactivate someone if they did not have unsupervised access to youth after the inactive date.)
- In the Actions column (to the far right of the name), click “Mark Inactive”. Enter the date the personnel stopped having unsupervised access to youth. Click “Done” and their Inactive Date will populate in the column to the right of the Effective Date. Inactive personnel will be highlighted in gray.
Step 5c. Remove Personnel
- (** To request removal of personnel after the start date of your study/session, you must confirm that the person has not worked as authorized personnel and never had unsupervised access to youth in the session/study. If the person worked for any amount of time as authorized personnel and have since left their role, use the “Mark Inactive” button to enter their departure date.)
- In the Actions column (to the far right of the name), click the “Remove” button (to the far right of each line).
- If your session/study has already started, you will be asked to indicate why the person needs to be removed.
- Click “Yes” to confirm your request to remove the person.
