Tracking your authorized personnel’s completion of their requirements is a key responsibility of youth program directors and study leads. YPRS enables you to see real-time compliance data for all personnel affiliated with your programs or studies.
Step 1. Log into the Youth Program Registration System with your UW NetID and password.
Step 2. There are several ways to view compliance:
To view all staff from all your programs/sessions, click ‘Staff/Volunteers.’ This will bring up a list of all staff in programs for which you are listed as Program Director/Contact or Lead Investigator/Study Contact.
The compliance requirements are represented in the right-most three columns. Non-compliant staff (from all sessions) are listed first, under the red header.
To view staff from a particular program/session, click ‘Sessions.’ This will bring up a list of all sessions you are affiliated with. A compliance snapshot of the entire session is provided in the ‘Status’ column, showing the number of compliant authorized personnel out of the total number.
Click a name in the Session column to view its details, including a list of authorized personnel and their compliance details.
Step 3. Use the filters at the top of the tab to narrow your results in either view. (Available filters may vary based on the number and status of programs and sessions with which you are affiliated.) You can also use the search box to find specific personnel by name.
Step 4. You may see the following compliance status indicators for your personnel:
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- Compliant – never expires: The training was completed prior to the start date of the session.
- This status applies only to trainings, which are required to be taken only once.
- Compliant – Until: DD/MM/YYYY: The requirement was completed prior to the start date of the session, is currently valid, and will expire on the date indicated.
- This status applies only to background checks, which expire after 3 years, and the conduct code, which expires after 1 year.
- Not compliant: The requirement has not yet been completed.
- This status applies only to current or upcoming sessions and indicates action is still required: completion of this requirement now will result in partial compliance.
- Not compliant – Past activity: The requirement was not completed prior to or during the session.
- This status applies only to past sessions and indicates no action needs to be taken.
- Partially compliant – Past activity: The requirement was completed, but after the start date of the session.
- This status applies only to past sessions.
- Partially compliant – Completed late: The requirement was completed, but after the start date of the session.
- This status applies only to current sessions.
- N/A: This component is not required for this personnel member.
- This status applies only to
- the Conduct Code if the session had a start date before February 1, 2021 (when the Conduct Code began being tracked in YPRS), and
- the Conduct Code Addendum for Virtual Interactions, if virtual interactions are not indicated as being used in the session.
- This status applies only to
- Compliant – never expires: The training was completed prior to the start date of the session.
Step 5. You may also view additional information about, and act on, the requirements by clicking on the compliance status indicator:
- For all requirements: clicking on a Partially Compliant requirement indicator opens a window that details when the requirement was completed relative to the session dates. Dates in red indicate the requirement was not yet completed; dates in green indicate compliance. Today’s date is circled.
- For training and conduct code requirements: clicking on a Not compliant training requirement indicator opens a window that allows you to send a reminder to the personnel to complete the training.
- For background checks: clicking on a Not compliant background check requirement indicator opens a window that lists each step of the background check process.
- If the 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.
