COMMUNITY

The area where the program is located (i.e., the neighborhood, city, town, or county). The term may also refer to a group of people who are defined by and/or share a common culture, values, norms, language, race, religion, ethnicity, age, occupation, political status, tribal affiliation, interest in particular problems or outcomes, or other common bonds. Often, many smaller communities coexist within a city or town.		  
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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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  PRACTICE

Established actions or ways of proceeding in the regular performance of program duties. Policies and procedures often guide practice.		  
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  SUPERVISION

Assumption of responsibility for directly overseeing and evaluating the work of personnel.		  
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  BACKGROUND CHECK

The review of an individual’s personal information typically performed by or at the request of an employer. See ASP-HR 2 for more information about the components of a background check.		  
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  HAZARDOUS MATERIALS

Materials or their residue exposure to which can result in immediate or gradual illness or death.		  
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  TRAINING

Instruction so as to make fit, qualified, or proficient in a skill or body of knowledge.		  
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  SPECIAL NEEDS

A designation used in reference to conditions or characteristics that may reflect a need for special care or assistance. These needs might be physical, behavioral, medical, emotional, or cognitive. Although each child or youth is unique, in some cases programs may need to develop a plan to meet the special needs of an individual child or youth. The plan might include providing special materials, defining a behavior plan, training staff for medical needs, adapting space to permit wheelchair access, etc.		  
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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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  MEDICATION

A prescribed or over-the-counter drug that is injected, taken orally, applied topically, or otherwise administered.		  
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  ADMINISTER

The act of giving a single dose of a prescribed drug by an authorized person in accordance with federal and state laws and regulations governing such acts. The complete act entails removing an individual dose from a previously dispensed, properly labeled container (including a unit dose container), verifying it with a physician’s order, giving the individual dose to the proper person, and recording the time and dose given.		  
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  PROTOCOLS

Instruments and procedures used to accomplish a particular goal, activity, or purpose.		  
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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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After School Programming and Services
  
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Certification

ASP-PS 9: Safety

 
The program ensures the safety of children, youth, and personnel on its premises.
Note: Additional practices essential to ensuring safety are addressed in other core concept standards, such as ASP-PS 12, “Supervision,” and ASP-HR 2, “Background Checks.”

ASP-PS 9.01

 
There are no observable safety hazards in the indoor program space.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

  • Electrical cords, heating pipes, and sharp-edged objects are covered and secured;
  • All stairs and climbing structures have railings;
  • The floor is free of dangerous clutter and spills;
  • The area is free of glass and other unsafe litter;
  • Windows are secured;
  • Floor coverings are secured (i.e., there are no loose rugs);
  • There are no walk-in freezers or refrigerators that do not open from the inside;
  • Water temperatures are appropriate, not harmful;
  • There are no unscreened areas or unmarked glass doors;
  • Entrances and exits are unobstructed and well-lit;
  • Children and youth do not have unsupervised access to poisons or cleaning agents such as bleach;
  • Toxic substances are kept in a locked cabinet, out of the reach of children;
  • Electrical appliances and other objects (e.g., hair dryers, space heaters, radios, toys) are used safely;
  • Cleaning supplies and other hazardous materials are stored properly;
  • Dividers, shelves, and cubbies are secured so that they cannot tip over; and
  • Tables are stored in a safe manner so they will not fall on anyone.

ASP-PS 9.02

 
There are no observable safety hazards in the outdoor space, and equipment for active play is safe.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

  • The outdoor space is protected from traffic by fences or by other means;
  • Program entrance and exit areas are sheltered from traffic;
  • Fencing is provided when needed to ensure safety;
  • Large equipment is bolted down;
  • Equipment is free of rust, splinters, and loose nails or screws;
  • Swings are placed out of the way of passing children and youth;
  • All playground equipment is on a resilient surface (e.g., fine loose sand, wood chips, wood mulch about nine inches deep, or rubber mats);
  • In summer there is shady outdoor space and access to water;
  • Sidewalks are free of ice, snow, and slippery mud; and
  • There is a supply of extra coats, gloves, and boots for winter.

ASP-PS 9.03

 

The program develops an emergency response plan that addresses:

  1. training personnel on how to respond in case of emergency;
  2. training children and youth on how to respond in case of emergency;
  3. coordination with emergency responders;
  4. coordination and communication with the families of children and youth;
  5. coordination with appropriate local, state, and federal governmental authorities;
  6. evacuation of persons with mobility challenges and other special needs;
  7. accounting for the whereabouts of children, youth, and personnel; and
  8. maintaining a readily accessible telephone for incoming and outgoing calls.
related ASP-HR 3
Interpretation: Emergency situations include, but are not limited to: accidents, serious illnesses, fires, medical emergencies, water emergencies, natural disasters such as earthquakes, tornadoes, or snowstorms, emergencies associated with outdoor activities, hostage situations, bomb threats, unlawful intrusions, physical assaults, and situations involving harm or violence or the threat of harm or violence.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

  • Emergency procedures for exiting during a fire are posted;
  • Fire extinguishers are visible and accessible;
  • Personnel know how to use fire extinguishers;
  • Personnel, children, youth, and families know what to do in emergency situations;
  • Personnel are prepared to respond when strangers attempt to intrude or disrupt the program;
  • Written emergency numbers (e.g., for police, fire, ambulance, poison control) are posted near the phone;
  • Emergency information about children and youth is taken on field trips; and
  • Families are contacted immediately in case of emergency.

ASP-PS 9.04

 
Fire drills are conducted according to legal requirements, and at least monthly.

ASP-PS 9.05

 

Indoor and outdoor facilities and equipment are properly maintained through:

  1. regular inspections;
  2. preventive maintenance by a qualified professional;
  3. a monthly review of the heating, fire extinguishers, fire safety, lighting, and other systems;
  4. a review of vehicle safety inspections;
  5. installation of window guards, where necessary; and
  6. quick responses to emergency maintenance issues and potentially hazardous conditions.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

  • Guidelines note responsibilities for cleaning, maintenance, and routine costs (e.g., utilities, insurance, and repairs);
  • Personnel know whom to call for repairs on heating, plumbing, or telephone systems;
  • Personnel are routinely responsible for making sure the sidewalks are free of ice, snow, and slippery mud;
  • Personnel routinely test to be sure that large equipment is anchored and in good repair (e.g., free of rust, splinters, or loose nails and screws);
  • Personnel check smoke detectors and fire extinguishers every three months;
  • Personnel are alert to safety hazards (e.g., litter or glass, equipment that has become unbolted or rusted);
  • Personnel take action to correct safety hazards;
  • Someone is routinely responsible to check that entrances and exits are unobstructed and well-lit; and
  • Someone makes sure that surfaces are washed and sanitized.

Interpretation: The monthly review is typically a facility walk-through with a check list to verify that systems are functional, fire extinguishers are charged, etc. “Emergency maintenance issues” and “hazardous conditions” include, but are not limited to, the examples listed in ASP-PS 9.01 and ASP-PS 9.02.

Some or all of the above activities may be conducted by another party, such as a school district or a landlord, if the program is a tenant or shares space with another facility (such as a school). In such instances, the program must be able to demonstrate that it monitors and documents the completion of elements (a) through (f) to provide a safe environment.

ASP-PS 9.06

 
Personnel directly involved in medication control and administration receive training and demonstrate competence in medication control and administration, and knowledge of applicable legal requirements.
NA The program does not administer or store medication.

ASP-PS 9.07

 

Protocols and controls governing the proper administration and storage of medication include:

  1. locked, supervised storage with access limited to authorized personnel;
  2. labeling with the name of the child or youth, medication name, dosage, and prescribing physician name;
  3. appropriate disposal of out-of-date or unused medication, or medication prescribed to former persons served;
  4. a record of who received medications, what medications were administered, and when and by whom medications were administered; and
  5. protocols for the administration of over-the-counter medications.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

  • Personnel follow protocols when administering medication;
  • Medication logs are maintained;
  • Children, youth, and unauthorized personnel do not have access to medication;
  • There are no out-of-date medications; and
  • Labels clearly indicate which child or youth a medication is for.
Note: As referenced in ASP-AM 8.02, the program should also obtain written permission forms from parents or legal guardians, and maintain copies in the files of children and youth.
NA The program does not administer or store medication.

ASP-PS 9.08

 

A program that transports children and youth in its vehicles or permits transportation in vehicles that belong to the program’s personnel or volunteers requires:

  1. the use of age-appropriate passenger restraint systems;
  2. adequate passenger supervision, as mandated by statute or regulation;
  3. proper maintenance of vehicles;
  4. current registration and inspection of vehicles;
  5. annual validation of licenses and driving records; and
  6. proper insurance for vehicles and passengers.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

  • All drivers of vehicles used to transport children and youth are adequately trained and licensed;
  • The program checks to be sure all drivers have good driving records; and
  • All cars, vans, buses, or taxis used for transporting children and youths are licensed, inspected, and maintained.
NA The program does not transport children and youth in vehicles owned by the program, personnel, or volunteers.

ASP-PS 9.09

 
The program assesses its security needs and takes any appropriate measures needed to protect the safety of all persons who are in its facilities or on its grounds.

ASP-PS 9.10

 

The program is prepared to treat injuries and respond to accidents and medical emergencies by:

  1. maintaining poison control information and first aid supplies and manuals; and
  2. consulting with a health professional, as necessary, to develop procedures for such situations.

ASP-PS 9.11

 
The program ensures that there is at least one person certified in basic first aid and age-appropriate CPR on duty and available at any time the program is in operation.
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PURPOSE: Children and youth who participate in After School Programs gain the personal and social abilities and attitudes needed to form positive identities, boost self-esteem, build skills, navigate challenging situations, avoid negative behaviors, assume leadership roles, embrace diversity, and establish healthy connections with others in the community.
 
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