QUALITY

The extent to which contemporary and generally recognized standards are met and exceeded, and desirable outcomes achieved.		  
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  PERSONNEL

The people responsible for carrying out the program's tasks. For purposes of after school program recognition, the term "personnel" covers both full-time and part-time employees, as well as volunteers who perform the same duties as personnel and have a regular, ongoing role at the program.

Unless otherwise noted, standards related to the provision or oversight of direct services generally apply only to personnel who: (1) work with children and youth, (2) supervise personnel who work with children and youth, or (3) are responsible for overseeing the program. For example, COA would not expect personnel providing clerical services to receive the same training provided to those who work with children and youth.

  
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  PROCEDURES

Written instructions that outline the steps for performing a task or operationalizing a process. A procedure can be written as a step-by-step set of instructions or as a narrative description of a process. A procedure tells someone how to do something, not just what to do.

Unlike policies, procedures do not need to be reviewed or approved by the person or entity providing oversight. They also do not need to be associated with a specific policy. For example, whereas a broad anti-discrimination policy requires grievance or other procedures in order to be operationalized, facility maintenance procedures do not require an approved facility maintenance policy.

If the program implements procedures that have been developed by another body (e.g., the school board, or the management of the organization of which the program is a part), the program does not need to develop its own separate procedures. Instead, it should provide evidence of the procedures it has been given to implement.

  
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  JOB DESCRIPTION

Explicit obligations and specific tasks required of personnel as a condition of employment. Such descriptions are in writing and may include educational, experiential, and skill requirements associated with the job.		  
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  PROFESSIONAL PREPARATION

This is formal post-secondary training directly related to school-age care. See the ASP-HR Related File “Personnel Qualifications and Responsibilities” for more information.		  
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  EXPERIENCE

In the context of human resources, related experience includes work with school-age children or youth in a setting similiar to that of an after school program. Settings may include, but are not limited to: recreation centers, child care homes or centers, camps, schools, fine arts programs, or social service agencies. One year experience means full time (2,080 hours of work). The total number of hours can be from a combination of positions. See the ASP-HR Related File “Personnel Qualifications and Responsibilities” for more information. 		 
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  CERTIFICATION

Assurance from a state or professional association that a person, program, or organization possesses certain attributes, knowledge, or skills.		  
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  COMPLAINT

An expression of verbal or written dissatisfaction that can include, but is not limited to, services, manner of treatment, outcomes, or experiences. For employees or volunteers, dissatisfaction can include personnel matters such as supervision, evaluations, promotions or demotions, the work environment, and overall treatment. The term is synonymously used with GRIEVANCE.		  
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  EMPLOYEE

Paid member of a program or organization.		  
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  CRITERIA

Systematically developed, objective, and quantifiable statements used to assess the appropriateness of specific activities, services, decisions, and outcomes.		  
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  INDEPENDENT CONTRACTOR

An independently employed individual who contracts with a program or organization to do a piece of work according to his/her own methods and is subject to an employer’s control only as to end product or final result of the work, not as to the means whereby it is to be accomplished.		  
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  VOLUNTEER

An individual who performs services for a program or organization for civic, charitable, or humanitarian reasons, without promise, expectation, or receipt of compensation for services rendered. Such service must be offered freely and without pressure or coercion, direct or implied, from an employer. If the individual is otherwise employed by the same employer for which s/he volunteers, the individual cannot volunteer to perform the same type of services that s/he is paid to perform as an employee. When volunteers perform the same duties as personnel and have a regular, ongoing role at the program, they will also fall under the term “personnel.”		  
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ASP-HR 1: Recruitment and Selection

 

The program recruits and hires personnel needed to oversee, plan, and operate the program.

NA The program is not responsible for recruitment and selection.

ASP-HR 1.01

 

Job descriptions and selection criteria:

  1. state the qualifications, expectations, essential functions, and responsibilities for each position or group of like positions; and
  2. are reviewed annually, and updated if necessary.

ASP-HR 1.02

 

Recruitment and selection procedures include:

  1. notifying personnel of available positions;
  2. providing applicants with a written job description;
  3. using standard interview questions that comply with employment and labor laws;
  4. verifying references and credentials; and
  5. retaining hiring records in accordance with legal requirements.
Update: Revised Standard, Revised Interpretation - 12/01/09

ASP-HR 1.02 Original Standard and Interpretation:

Recruitment and selection procedures include:

  1. notifying personnel of available positions;
  2. providing applicants with a written job description;
  3. using standard interview questions that comply with employment and labor laws;
  4. verifying references and credentials; and
  5. retaining hiring records for at least one year.

Interpretation: Credentials include education, professional preparation, relevant experience, competence in required role, recommendations of peers and former employers, and state registration, licensing, or certification, if any.

The retention of hiring records, which can include postings or other advertisements, applications, and interview notes, shows consistency in recruitment and hiring decisions, and provides protection in the event of an Equal Employment Opportunity Commission (EEOC) or related complaint.

Personnel who interview prospective employees should understand both permissible and impermissible or unlawful categories of interview questions pursuant to applicable employment and labor laws.

Interpretation: Credentials include education, professional preparation, relevant experience, competence in required role, recommendations of peers and former employers, and state registration, licensing, or certification, if any.

The retention of hiring records, which can include postings or other advertisements, applications, and interview notes, shows consistency in recruitment and hiring decisions, and provides protection in the event of an Equal Employment Opportunity Commission (EEOC) or related complaint. For more information about retaining hiring records, please see the Retention of Employment Records Tip Sheet in the Tools Index.

Personnel who interview prospective employees should understand both permissible and impermissible or unlawful categories of interview questions pursuant to applicable employment and labor laws.

ASP-HR 1.03

 

A program that recruits and selects personnel with specific cultural traits or other characteristics establishes that such selectivity is:

  1. legally permissible;
  2. reviewed and approved by the person or entity responsible for providing oversight; and
  3. appropriately considered a bona fide occupational qualification.

Interpretation: When recruitment and hiring criteria include consideration of specific protected characteristics, such as gender, religion, and national origin, the program should seek legal advice as to whether these characteristics are bona fide occupational qualifications that are critical to the program’s normal operation.

In addition, a program under religious auspices should seek legal advice to confirm that it may require employees to belong to a specific religious affiliation, if the program believes that knowledge of and commitment to the values of the religious tradition are necessary to accomplish the activities of the program.

Note: For clarification on the “person or entity responsible for providing oversight,” please see the Interpretation to ASP-AM 2.02. In the case of privately-held and owner-operated for-profits, the program's owners will be responsible for the review and approval referenced in element (b) of the standard.
NA The program does not recruit and select personnel with specific cultural traits or other characteristics.

ASP-HR 1.04

 

All personnel receive and confirm in writing receipt of an up-to-date employee policies and procedures manual that articulates current:

  1. conditions of employment;
  2. benefits;
  3. rights and responsibilities of employees; and
  4. other important employment-related information.
Interpretation: Examples of other relevant topics that may be addressed in the manual include: conditions and procedures for layoffs; equal employment policies; nepotism; grievance process procedures; insurance protections including unemployment, disability, medical care, and malpractice liability; performance appraisal system; promotions; professional development; standards of conduct; time-off policies; wage policy; working conditions; and emergency and safety procedures.

ASP-HR 1.05

 
To ensure compliance with legal requirements the program reviews its use of independent contractors, volunteers, temporary employees, and any other contingent workers, with respect to tax law, wage and hour laws, and other applicable employment and labor laws.
NA The program does not use contingent workers, including independent contractors, volunteers, and temporary employees.
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PURPOSE: A stable, qualified, trained, and supported workforce contributes effectively and efficiently to the delivery of quality after school programming that promotes positive child and youth development.

  
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