If you will undertake research activities deemed to be in-scope of APS 10.13, you are required to register that research within the Youth Program Registration System (YPRS). All research deemed in-scope, including that deemed exempt or not considered research by the IRB (e.g., evaluations or quality improvement studies) should be registered.
The YPRS imports select data from the UW Zipline system used for UW IRB review. Thus, if you have input your study details into Zipline, you will see a pre-populated registration form when you log into the YPRS that will give you a head start with the YPRS registration process. If you have not input details into Zipline, you will need to register your study from scratch by clicking the Register a Research Study button when you log into YPRS.
Instructions for both registration processes, as well as additional tools for navigating YPRS, are below. For additional information and tutorials, visit our YPRS homepage or watch our video introduction to the YPRS.
Registering research involving youth as human subjects
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.
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- 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 that if your start date is delayed you must email uwminors@uw.edu or select Request Edits within YPRS to request that the start date be adjusted to reflect a later, more accurate start date.
Step 5. Indicate/check 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/check 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/edit the estimated number of human subjects who are minors.
Step 10. Enter/edit 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. Select locations where research protocols involving youth will take place: on campus, off campus, virtually, internationally.
Step 13. 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 14. This should reflect where interactions with youth are held, not all locations of a study.
Step 15. Data Collection and Interacting with Youth: Select Yes or No depending on if any University of Washington staff, students, faculty or volunteers will be collecting data from or otherwise interacting with youth (in person or online). By selecting No you are indicating that you will have no Authorized Personnel from UW listed within the study. If you select No, you may skip to Step 18 below. If you select Yes, you will be asked to list individuals who will serve as Authorized Personnel for your study.
Step 16a. Background Check Billing. If you answered Yes in Step 15, you must select a ProCard for background check billing that is connected to the sponsoring department you selected above. If you don’t see the correct ProCard available to select, then please contact ypbc@uw.edu. The cost of background checks is the responsibility of the department and must be paid via a UW Procurement Card (ProCard) that is already on file with UW’s background check vendor, Sterling, for staff pre-hire background checks. Check with your department administration to verify which ProCard you should select.
Step 16b. Budget Reconciliation Information. You will need to provide the following budget reconciliation information to the ProCard holder or your department’s billing contact, so they know how to verify the background check charges in Workday. If you do not know how to find this information, contact your Department Head or Administrator.
Workday Data Fields
- Grant
- Gift
- Program
- Cost Center
- Resource
Addt’l Worktags
- Balancing Unit
- Function
- FundBudget Contacts: list anyone who you would like included on receipts and other notifications pertaining to background check costs.
Step 17. 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
- Principal investigators
- Study contacts: the person completing the registration form is automatically designated as study contact.
- Authorized Personnel: at least one authorized personnel is required, unless you answered No in Step 15 above. Your Principal Investigator will automatically be designated as authorized personnel. You may edit this if the PI will not have unsupervised access to youth or their personally identifiable data.
- 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 staff who will start midway through the study) to reflect the day they will begin serving in the authorized personnel role, i.e., begin having unsupervised access to youth or their personally identifiable data. You may edit authorized personnel effective dates (and mark inactive dates) as needed throughout your study.
- Other Personnel: enter the names of other personnel affiliated with your study, who will not have unsupervised access to youth or their personally identifiable data. You are not required to enter Other Personnel.
Step 18. Click “Next” at the bottom of the page.
Step 19. 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 20. 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 21. You will then be taken to a Review page. 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/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 that if your start date is delayed you must email uwminors@uw.edu or select Request Edits within YPRS to request that the start date be adjusted to reflect a later, more accurate start date.
Step 5. Indicate/check 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/check 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/edit the estimated number of human subjects who are minors.
Step 10. Enter/edit 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. Select locations where research protocols involving youth will take place: on campus, off campus, virtually, internationally.
Step 13. 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 14. This should reflect where interactions with youth are held, not all locations of a study.
Step 15. Data Collection and Interacting with Youth: Select Yes or No depending on if any University of Washington staff, students, faculty or volunteers will be collecting data from or otherwise interacting with youth (in person or online). By selecting No you are indicating that you will have no Authorized Personnel from UW listed within the study. If you select No, you will skip to Step 18 below. If you select Yes, you will be asked to list individuals who will serve as Authorized Personnel for your study.
Step 16a. Background Check Billing. If you answered Yes in Step 15, you must select a ProCard for background check billing that is connected to the sponsoring department you selected above. If you don’t see the correct ProCard available to select, then please contact ypbc@uw.edu. The cost of background checks is the responsibility of the department and must be paid via a UW Procurement Card (ProCard) that is already on file with UW’s background check vendor, Sterling, for staff pre-hire background checks. Check with your department administration to verify which ProCard you should select.
Step 16b. Budget Reconciliation Information. You will need to provide the following budget reconciliation information to the ProCard holder or your department’s billing contact, so they know how to verify the background check charges in Workday. If you do not know how to find this information, contact your Department Head or Administrator.
Workday Data Fields
- Grant
- Gift
- Program
- Cost Center
- Resource
Addt’l Worktags
- Balancing Unit
- Function
- FundBudget Contacts: list anyone who you would like included on receipts and other notifications pertaining to background check costs.
Step 17. 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
- Principal investigators
- Study contacts: the person completing the registration form is automatically designated as study contact.
- Authorized Personnel: at least one authorized personnel is required, unless you answered No in Step 16 above. Your Principal Investigator will automatically be designated as authorized personnel. You may edit this if the PI will not have unsupervised access to youth or their personally identifiable data.
- 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 staff who will start midway through the study) to reflect the day they will begin serving in the authorized personnel role, i.e., begin having unsupervised access to youth or their personally identifiable data. You may edit authorized personnel effective dates (and mark inactive dates) as needed throughout your study.
- Other Personnel: enter the names of other personnel affiliated with your study, who will not have unsupervised access to youth or their personally identifiable data. You are not required to enter Other Personnel.
Step 18. Click “Next” at the bottom of the page.
Step 19. 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 20. 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 21. You will then be taken to a Review page. Review your content for accuracy, and when complete, click “Submit Registration Form.”