HOW DO WE PREPARE OUR PROGRAM?

After School Program Registration consists of a three (3) year progressive process designed to demonstrate the continuing capacity building of a program. A program may submit documentation for a subsequent year; however, this will not impact the length of the recognition, nor the fee structure.

1. Program submits application for registration, the first year's fee, and the following:
   1. Commitment from Program Administrator and authorized representative of the entity providing oversight in recognition and support of the COA After School program standards, and pledging to promote and pursue quality within their program as outlined on the application.
   2. Attestation to the implementation of policies and procedures into practice, as well as communication of the same to staff, parents, and members of any entity providing oversight as outlined on the application.
   3. Commitment from Program Administrator / Site Director validating support and commitment to the following COA after school registration principles:
   • The program operates in an honest, truthful, and responsible manner at all times.
   • The program's finances and accounting practices comply with legal and regulatory requirements.
   • Sound governance/oversight increases the organization's viability and sustainability.
   • A stable, qualified workforce contributes effectively and efficiently to child/youth and family satisfaction and safe and healthy programs.
   • The program seeks to continuously advance quality.
   • Risk prevention practices reduce the program's risk, loss, and liability exposure.
   • The program's environment(s) is/are respectful, caring, safe, healthy and accessible.
   • The program protects the safety of children, youth and staff, and promotes positive behavior and interactions between:
     • children/ youth,
     • staff,
     • children/youth and staff, and
     • staff and families.
   • The rights and dignity of children/youth are respected throughout the program.
   • The program supports staff and promotes staff competence by providing regular supervision and training on relevant topics.
   • Children and youth who participate in After School programs (any service provided during non-school hours) gain the personal and social abilities and attitudes needed to form positive identities, build skills, navigate challenging situations, avoid negative behaviors, assume leadership roles, embrace diversity, and establish healthy connections with others in the community.
   4. Organization also submits the following documentation as part of the application for the corresponding year:

   Year 1:

   • Copy of the operating license, or documentation of exemption, as appropriate
   • Copy of the Certificate of Occupancy
   • Copies of staff CPR and First Aid Certifications
   • Resumes and job descriptions of the Program Administrator and Site Director
   • Copy of the current year's site/program budget
   • Copy of the registration or admission application, including requests for emergency contact information, photo/video releases, and authorized pick up information forms
   • Copy of the Child/Youth Rights and evidence that it was distributed to parents/guardians
   • Description of medication administration practices
   • Copies of Behavior Support and Management Policies
   • Copies of brochure, including cost structure, and evidence it was provided to parents
   • Policies/procedures requiring background checks for employees
   • Policy requiring TB and physical exams for employees
   • Copies of parental complaints or accidents involving injury to children, redacting surnames and other identifying information of children and youth
   Year 2:
   • Organization chart with supervision lines identified
   • Copy of parent handbook and evidence of distribution
   • Emergency response/preparedness plan
   • Description of initial and ongoing training requirements, including a table of contents for staff orientation training
   • Conflict of interest policy and evidence received and agreed to by staff and entity providing oversight
   • Children/youth and parent grievance policy, and evidence of distribution
   • Program activity schedule for previous quarter and one (1) month of lesson plans
   • Previous month's menu
   • Attestation from Program Administrator that items required in year one are in place and up to date. Changes to any of these documents should be submitted, as applicable
   • Copy of hygiene policy including hand washing expectations
   • Copies of parental complaints or accidents involving injury to children, redacting surnames and other identifying information of children and youth
   Year 3:
   • Three (3) program Performance and Quality Improvement (PQI) goals, with accompanying action steps to attain goals
   • Attestation from Program Administrator that items required in year one and two are in place and up to date. Changes to any of these should be submitted, as applicable
   • Copy of previous year's monthly fire drills
   • Diagram of program areas identifying soft furniture areas, uses of each program area (including if multi-purpose), etc.
   • Copies of parental complaints or accidents involving injury to children, redacting surnames and other identifying information of children and youth
   Subsequent years to maintain Registration:
   • Attestation from Program Administrator that items required in years one, two and three are in place and up to date. Changes to any of these should be submitted, as applicable.
   • Progress report on previous Performance and Quality Improvement (PQI) goals, with accompanying action steps to attain goals, as well as three additional goals each year a subsequent application for Registration is submitted.
   • Copy of previous year's monthly fire drills.
   • Copies of parental complaints or accidents involving injury to children, redacting surnames and other identifying information of children and youth.
2. Client Relations reviews application based on criteria and confirms eligibility.
3. After School Program Registration applications are forwarded to the COA After School Coordinator.
4. The COA After School Coordinator reviews the application and documentation. (This should occur within 4 weeks of receipt of the documentation.)
5. Upon approval by the COA After School Coordinator, a congratulatory letter and certificate are sent by the Client Relations Department within 5 business days. The subsequent year requirements with a deadline will be sent along with certificate.
6. COA will send a reminder six (6) months prior to year end for the program to begin work on subsequent year registration process, along with bill for subsequent year.
7. Payment is submitted by the program along with, or prior to, submission of subsequent year's documentation (90 days prior to expiration of current year's Registration).