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; 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.
NOTE: Youth activities in which contractors, consultants, vendors, or other non-UW entities provide a service under the oversight of a UW-sponsored youth activity should be registered in the YPRS as a UW led youth activity by the UW department overseeing the youth activity.
Use these instructions to register a UW led youth activity. For additional information about the YPRS, visit our YPRS homepage or watch our video introduction.
Step 1. If this is a new youth program that has not previously been registered in the YPRS, if you are new to YPRS, or if you are new to an existing youth program, please contact the Office of the Youth Protection Coordinator or book a consult with us. OYPC must first create the initial program for you or attach you to an existing program in YPRS before you can register a new UW led youth activity.
Step 2. Log into the YPRS with your UW NetID and password and complete the Duo verification.
Step 3. From the dashboard, select “Register a UW Led Youth Activity.”
Step 4. Click “Select a Youth Program.”
- If you have previously registered programs, they will appear here. You can select an already-registered program to register a new session “under” that program’s umbrella.
Step 5. Enter the following about your program:
- Program description: Provide a brief description or purpose of the program.
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Directory Addition: Would you like the program name, description, and website to be added to the UW Youth Program Directory? (the directory is updated quarterly)
- Program website (Please enter a website if you want the program to be listed in the UW Youth Program Directory)
- Sponsoring department: Select the department sponsoring this program. Departments are listed under their corresponding unit or college. If you don’t see the correct department in the list, email uwminors@uw.edu.
- Minimum and maximum ages of youth participants
- Program type: select all those that apply
- College access
- Early learning program
- Educational enrichment
- Matriculated youth on campus
- Mentoring
- Research
- Service learning program
- Sports
- STEM
- Summer program
- Third party program
- Enter the names of people serving in various roles for the youth program. For each, click “Add [Role]” to open a search box connected to the UW Directory. You may also add those without UW NetIDs.
- ProCard holder: ProCard holders will only be contacted should background checks be needed for authorized personnel. The ProCard holder would be contacted to facilitate paying for those screenings.
- Department Head
- Program Director
- Program contacts: the person completing the registration form is automatically designated as program contact.
Step 6. Click “Next” on the bottom right corner of the window.
Step 7. The next page collects session details. See our tutorial for guidance on sessions.
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- Session Name
- If your program has multiple sessions, enter a session name to differentiate between multiple sessions of this program. For example, “2023 Space Camp,” “November 2023 Information Sessions”
- Date and Time: use our tool to help navigate the calendar feature
- Number of Participants: enter the total number of participants you will interact with on the dates entered above.
- 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.
- Enter personnel affiliated with this session. Revisit the roles tutorial above 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.
- Authorized Personnel: at least one authorized personnel is required. Your program director will automatically be designated as authorized personnel.
- If your personnel are not yet finalized, enter those you know; you may add personnel later, too. See our tutorial for further instructions.
- 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), you may amend their “effective date” to reflect the day they will begin serving in the authorized personnel role. You may also change this after submitting your registration form using these instructions.
- Other Personnel: enter the names of other personnel affiliated with your program, who will not have unsupervised access to youth.
- Authorized Personnel: at least one authorized personnel is required. Your program director will automatically be designated as authorized personnel.
- Session Name
Step 8. 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.