QUALITY

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

The degree to which a particular activity, service, or environment is: best suited to an individual’s needs; not restrictive, intrusive, or excessive; and anticipated to be effective in promoting desired outcomes.		  
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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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  EMPLOYEE

Paid member of a program or organization.		  
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  DIRECT SERVICE

Working directly with the children and youth participating in the program.		  
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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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  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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  PRACTICE

Established actions or ways of proceeding in the regular performance of program duties. Policies and procedures often guide practice.		  
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ASP-HR 2: Background Checks

 

To ensure the safety of program participants and determine the appropriateness of hiring prospective personnel, screening procedures for new employees, contractors, and direct service volunteers include:

  1. fingerprint-based state and federal criminal history record checks;
  2. child abuse and neglect registry checks; and
  3. sex offender registry checks.

Interpretation: The program should ensure that it complies with all applicable federal, state, and local laws in conducting these checks. If a program is not legally permitted to implement part of this standard (e.g., it can only conduct name-based checks, not fingerprint-based checks), it should be prepared to provide documentation (e.g., copy of a law or regulation) demonstrating that this is the case.

The program should also consult with legal counsel about any concerns regarding the appropriate use of background information. Background checks yield information, but the program must decide how to use the information it obtains. Accordingly, the program should define what offenses will disqualify an applicant, but should also take care to ensure that it does not illegally discriminate in its hiring practices.

This standard applies to anyone who has direct, unsupervised contact with children and youth, or has the potential to have unsupervised contact with children and youth. However, the program is not required to conduct background checks for licensed staff if it has verified that background checks are conducted as part of the licensing process. The program is also not required to impose the requirements of this standard on personnel already employed by the program. However, some programs may wish, or be required, to conduct periodic re-investigations of all personnel, including those already employed. For example, an entity providing oversight might require a program to conduct a re-investigation every five years.

Research Note: Most programs permanently disqualify anyone convicted of sex-related crimes, violent crimes, and crimes involving children. For other types of crimes, programs might consider factors such as the age of the person at the time of the offense, how long ago the offense occurred, the person’s attitude about the offense, and the person’s lifestyle since the offense.
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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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