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Authorized Personnel Requirements

Who are Authorized Personnel?

Authorized personnel include 91探花employees (faculty, staff, academic personnel), students, volunteers, and interns involved in 91探花youth programs, activities, events, or research who:

  • Supervise or care for youth
  • Serve as chaperones
  • Have unsupervised access* to youth (in-person or virtual)

*Unsupervised access the possibility鈥攅ven if remote鈥攖hat an individual could be alone with youth in person, online, or through electronic communication without another authorized personnel present. This also includes situations where an individual can directly communicate with youth electronically or access youth鈥檚 personal contact information without supervision.

APS 10.13 requires that all UW-led youth activities and research involving youth as human subjects register authorized personnel in YPRS.

At a minimum, each activity or research study must register at least one UW-affiliated authorized personnel in YPRS鈥攅ven if youth are primarily supervised by non- 91探花adults (e.g., teachers, parents, or chaperones).聽 See below for examples of authorized personnel.

Requirements Checklist (per APS 10.13)

Before having unsupervised access to youth, authorized personnel must complete the following requirements through the Youth Program Registration System (YPRS). As soon as you are registered in YPRS as authorized personnel by the activity lead, instructions will be sent via email from the following sources鈥攑lease monitor your inbox carefully:

  • Office of the Youth Protection Coordinator (@Ideal-Logic.com)
  • 91探花HR Youth Program Background Checks (@Ideal-Logic.com or ypbc@uw.edu)
  • First Advantage (UW鈥檚 background check vendor; formerly Sterling)
    • @fadv.co, @fadv.com, or聽sterlingcheck.com

Complete these requirements before having unsupervised access to youth:

1. Background Check

2. Training

3. Code of Conduct

For more details, refer to the聽APS 10.13 Policy Resource Guide.

Tip: Share the Requirements Checklist with current or incoming personnel to guide them through completing their requirements

What roles are considered Authorized Personnel?

Typical examples are listed below. This is not an exhaustive list. Consult with OYPC for further clarification.

Authorized Personnel
Not Authorized Personnel (also referred to as “other personnel”)
  • Program directors, coaches, trainers, principal investigators, or other lead staff.
  • Instructors, educators, TAs, mentors, counselors, researchers, or program assistants who interact with youth regularly.
  • Tour guides who provide tours in the absence of authorized adults.
  • Anyone who may be charged with helping a lost child during an event, e.g., ushers or wayfinding volunteers.
  • Anyone who, though they are not designated as a supervisor of youth, may potentially be left alone with youth.
  • Anyone who has electronic interactions with youth (e.g.,聽 text, email, social media, Zoom, etc.)
  • Guest lecturers who are always in the presence of program staff.
  • Site/field trip hosts who provide a brief tour or demonstration in the presence of other authorized adults.
  • Staff or volunteers who have no potential for being responsible for, or left alone with, youth.

Note that even if an individual is not designated as Authorized Personnel, they are subject to other requirements of the University. See Policies and laws regarding minors.