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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  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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ASP-AM 7: Security of Information

 

The program protects confidential and other sensitive information from theft, unauthorized use, damage, or destruction by:

  1. limiting access to authorized personnel on a need-to-know basis;
  2. maintaining paper records in a secure location;
  3. using firewalls, anti-virus and related software, and other appropriate safeguards; and
  4. backing up electronic data, with copies maintained off premises when possible.

Interpretation: This standard addresses the security of all types of records, including files of children and youth and administrative, financial, and personnel records. The program should develop a system for storing files and records that best fits its needs and circumstances, and should implement the elements of the standard as appropriate to those needs and circumstances. For example, a program that does not maintain electronic data will not implement element (d) of the standard.

Examples of ways to demonstrate that paper records are stored in a secure location include: locked file cabinets; a locked file room with limited access or a gatekeeper system whereby one person or a few people can unlock the file storage area or access the files themselves; or a system using a keypad or keys where only authorized individuals are given the keypad code or copies of the keys. Programs may also consider storing files above the ground floor if the program is located in an area prone to flooding, and using fireproof file cabinets, metal file cabinets, or sprinkler systems to protect against fire.

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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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