QUALITY

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

The extent to which a program is answerable to a variety of relevant stakeholders including: children and youth, families, community representatives, people or entities providing oversight, and governmental regulators.		  
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  LIABILITY

An obligation, responsibility, or debt.		  
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  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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  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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  FAMILY

Two or more people who consider themselves family and who assume obligations, functions, and responsibilities generally essential to healthy family life. Child care, child socialization, income support, and other aspects of caregiving are among the functions of family life. There are a number of types of families, and the definition of “family” will rest with an individual’s indication of who plays a family member role. For example, families may include children, youth and adults living in the home; adults who are responsible for the care and well-being of children and youth; parents who may not live in the same household as the children and youth; current or former foster families; adoptive families; extended family members; and legal guardians. Programs that believe family attachments are of primary importance for human development will strive to work with staff to develop a common understanding of “family.” Successful providers recognize and value a child or youth’s definition of “family", even if it is different from the provider’s experience.		  
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  CONTRACT

A formal written agreement between two or more parties that specifies the services, space, or products to be provided in exchange for some form of compensation. Also known as “purchase of service arrangement."		  
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  CONFLICT OF INTEREST

A conflict between an individual self-interest and the public good. Example: a program awards a food services contract to a local restaurant that is owned by a governing body or advisory group member. From a legal standpoint, “conflict of interest” is a term used in connection with fiduciaries and their relationship to matters of private interest or gain to them. When used to suggest disqualification of a fiduciary from performing his or her sworn duty, the term refers to a clash between public interest and private pecuniary interest of the concerned individual.		  
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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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ASP-AM 3: Ethical Practices

 
The program earns and sustains the public’s trust through honest, truthful, and responsible conduct, transactions, partnerships, and relationships.
Update: Revised Standard - 06/01/10

ASP-AM 3 Original Standard:

The program earns and sustains the public’s trust through honest, truthful, and responsible transactions, partnerships, and relationships.

ASP-AM 3.01

 

The program promotes open, transparent, and ethical operations by:

  1. providing the public with access to clear, timely, and accurate information about the program’s activities and finances; and
  2. accurately conveying its mission in all communications that contain such a representation (e.g., in flyers distributed to community members, or in applications for funding).
related ASP-PS 11.01

Interpretation: Donors, volunteers, public officials, and family members of program participants are among those for whom access to information should be assured.

When the program is a not-for-profit, the federal Form 990 filing may be used as a source of information. COA recognizes that for-profit programs are not required to disclose financial information to the public.

ASP-AM 3.02

 

A program that raises funds by individual solicitation from the general public:

  1. accurately describes the purpose for which solicitations are being made;
  2. spends funds for the purposes they were solicited, with the exception of reasonable costs for administration of the fundraising program; and
  3. maintains accounting segregation for restricted funds.
Interpretation: This section is applicable to programs that solicit or receive money from private individuals through capital campaigns, contribution plans, and United Way appeals, as well as through smaller-scale fundraisers (e.g., used toy or clothing sales, bake sales). This section is not applicable to private or public grants and contracts.
NA The program does not conduct fundraising.

ASP-AM 3.03

 
Conflict of interest policies and procedures ensure that contracts and business arrangements serve the program’s and program participants’ best interests, not private interests.

ASP-AM 3.04

 

Conflict of interest policies and procedures ensure that personnel, members of the entity providing oversight, members of the group providing guidance, and community partners who have a financial interest in the program’s operations, assets, business transactions, or leases:

  1. disclose this information; and
  2. do not participate in any discussion or vote taken with respect to such interests.
Note: Element (b) does not apply to owners in private, for-profits.

ASP-AM 3.05

 

Personnel know and follow an appropriate code of ethics in making decisions and fulfilling their professional responsibilities.

Update: Added Standard - 06/01/10
Added Standard
Research Note: The National AfterSchool Association (NAA) developed a Code of Ethics that outlines the ethical responsibilities after school professionals have towards children, families, and communities. For more information about accessing the NAA Code of Ethics, please see the ASP-AM Reference List.
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PURPOSE: Sound administration and management increase program quality and sustainability; promote financial accountability and viability; support transparency and openness; and reduce risk, loss, and liability exposure.
 
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