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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  PLANNING

The process of specifying objectives, evaluating the means for their achievement, and exercising deliberate decision making about appropriate courses of action.		  
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  EXPENDITURE

A payment or obligation to pay for some products or services received, which is typically planned for through the annual budget process as a specific anticipated operating expense.		  
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  FINANCIAL PLAN

A plan that addresses how a program or organization will meet its financial goals, including those goals and objectives established in long- and short-term plans. The financial plan is distinct from the annual budget and should speak to how the program or organization will identify possible funding sources, address potential financial risks, and fund future expansion, if applicable. The financial plan should not include a detailed list of funding sources and expenses, as these items would be included in the annual budget.		  
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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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  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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  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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  EVALUATION

The review and assessment of program activities, services, and operations.		  
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  PREVENTION

Actions taken to minimize and/or eliminate social, psychological, or other conditions. Prevention can occur at the individual, group, community, and societal levels and enhances opportunities to achieve positive fulfillment.		  
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ASP-AM 5: Financial Planning and Management

 
Positive financial outcomes are achieved through sound financial planning, management, and oversight.

ASP-AM 5.01

 

An annual operating budget:

  1. supports the program’s mission and goals;
  2. serves as a plan for managing the program’s financial resources; and
  3. includes a statement of income and expenditures.
Interpretation: For example, it may be appropriate for the financial plan to include budgets for payroll, staff development, activities, materials, supplies, equipment, and food.

ASP-AM 5.02

 
The program implements a financial record keeping system for revenues and expenses, and records are kept up-to-date and balanced monthly.

Interpretation: Accounting practices and procedures should address cash, checks, and any other accounts, and should call for prompt, accurate, and complete recording of revenues and expenses; timely payment of financial obligations; and disbursement and receipt of monies.

Examples of ways programs may demonstrate that records are kept up to date include: reconciling the bank statement and subsidiary records to the general ledger; posting cash receipts and disbursements in a timely manner; updating the general ledger on a monthly basis; and having the bank reconciliation reviewed by at least two personnel, one of whom is not involved in maintaining the accounting records.

ASP-AM 5.03

 
The program regularly evaluates its financial status.
Interpretation: Examples of relevant factors to consider during the evaluation of financial status include: financial capacities and resources (including assets and revenues); resources needed to operate the program; financial risks and anticipated problems; and financial planning and funding alternatives.

ASP-AM 5.04

 

The program establishes an internal financial control system that includes mechanisms for:

  1. review and approval by management and entities responsible for oversight;
  2. management or review by more than one person, when possible;
  3. assurance that management directives are carried out;
  4. prevention of error, mismanagement, or fraud;
  5. safeguarding and verification of assets; and
  6. segregation of duties to the extent possible.
Interpretation: 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 (a) of the standard.
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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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