COA - Council On Accreditation

	After School Human Resources

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After School Human Resources Narrative (ASP-HR):

The After School Human Resources Narrative should provide an overview of key practices related to human resources and professional development. It is intended to support, but not duplicate, evidence provided elsewhere in your self-study (i.e., documentation requested in the Table of Evidence).

Purpose Standard: After School Human Resources (ASP-HR)

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.

Please provide responses to the following questions. Highlight applicable obstacles and innovations, if any, in each of your responses. Please provide your responses in the boxes located in the ASP-HR Narrative Template, which can be found with the Related Files.

1. Describe how your program manages its human resources: Are human resources managed within the program itself? If not, is there a separate HR department that is part of a larger organization or agency?

2. Describe any challenges that your program may have faced with regard to recruiting qualified staff. Has your program implemented any solutions that have proven effective?

3. Describe the structure of your program’s training and professional development program. Include or discuss:

your program’s philosophy on professional development and how it supports professional advancement; and
your program’s process for regularly assessing the training needs of staff and revising the training program as appropriate.

4. Cite 2-3 examples of training and professional development activities or decisions that contributed to the staff’s ability to provide quality programming and services.

5. Identify a part of your training and professional development program that has been:

the most difficult to advance, and indicate the reasons why; and
the least difficult to advance, and indicate the reasons why.

6. Describe your program’s system of supervision.

7. Describe any challenges that your program may have faced and any solutions that have proven effective with regard to staff retention.

8. Provide any additional information that would increase the Endorsers’ understanding of how your program operates relative to these standards.

Attachments:

All COA-approved NA Requests.
A list of all NAs applicable to your program provided within the standards.

Note: Please provide information for the last year.


	Self-Study Documents	On-Site Documents	On-Site Activities
ASP-HR 1 Recruitment and Selection	Recruitment and selection policies and/or procedures Table of contents of employee manual	Job descriptions Employee manual Legal permissibility regarding the consideration of protected characteristics in recruitment and selection	Interview: Program Administrator Site Director Review Personnel Records
ASP-HR 2 Background Checks	Policies and procedures regarding background checks		Interview: Program Administrator Site Director Review Personnel Records
ASP-HR 3 Training and Professional Development	Table of contents for orientation curriculum Table of contents for training curriculum	Annual budget with line for training and professional development Orientation curriculum Training curriculum Training requirements for different positions or job categories Annual training calendar or schedule Documentation that personnel have attended required trainings (e.g., documentation from training files or personnel records)	Interview: Program Administrator Site Director Program Personnel Review Personnel Records
ASP-HR 4 Personnel Qualifications	A list of program personnel that includes: a) name; b) title; c) degree held and/or other credentials; d) professional preparation; e) FTE; f) length of employment at the program; and g) time in current position.	Job descriptions Resumes	Interview: Program Administrator Site Director Program Personnel Review Personnel Records
ASP-HR 5 Positive Work Environment	Discrimination policy Harassment policy Nepotism policy Employee grievance policies and procedures Copies of attorney, administrative agency or court opinions indicating the program’s personnel policies comply with applicable laws and regulations Aggregated personnel satisfaction and retention information Include description of how program provides a positive work environment and promotes high levels of satisfaction, in Narrative	Meeting schedules, agendas, and/or minutes Employee manual Methods used to obtain personnel input and provide feedback about their suggestions Grievance reports Reports or meeting minutes related to retention/satisfaction issues and improvement action, if necessary Documentation demonstrating that personnel are provided with paid time to plan, set up, etc. Documentation of benefits provided	Observe Program Interview Program Administrator Site Director Program Personnel Review Personnel Records
ASP-HR 6 Supervision and Evaluation	Program staffing chart that includes lines of supervision Criteria for assigning supervisory responsibilities Performance evaluation forms/templates	Job descriptions of supervisors Performance review process Performance evaluations (in personnel records)	Interview Program Administrator Site Director Program Personnel Review Personnel Records
ASP-HR 7 Personnel Records	Procedures for maintaining personnel records Procedures regarding access to personnel records		Interview Program Administrator Site Director Program Personnel Review Personnel Records
ASP-HR 8 Volunteers	Policies and/or procedures regarding the use of volunteers Program staffing chart that includes lines of supervision for volunteers	Orientation and training materials for volunteers	Interview Program Administrator Site Director Program Personnel Review volunteer files or records

Fundamental Practice Standards:


Essential Life and Safety	Health and Welfare	Client Rights
	ASP-HR 3.04, ASP-HR 3.05, ASP-HR 5.01, ASP-HR 8.02

RELATED FILES


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


	JOB DESCRIPTION Explicit obligations and specific tasks required of personnel as a condition of employment. Such descriptions are in writing and may include educational, experiential, and skill requirements associated with the job.


	PROGRAM ADMINISTRATOR Person responsible for overall direction of the program, including developing program mission, goals, and policies, program implementation and evaluation, administration (including fiscal management), and organizational development (including management of human resources). COA recognizes that job titles and responsibilities may vary from program to program. See the ASP-HR Related File “Personnel Qualifications and Responsibilities” for more information.


	SITE DIRECTOR Person responsible for daily operations of the program, including supervising staff, communicating with families, building relationships with the host community, and overseeing all program activities. COA recognizes that job titles and responsibilities may vary from program to program. See the ASP-HR Related File “Personnel Qualifications and Responsibilities” for more information.


	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.


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


	PROFESSIONAL PREPARATION This is formal post-secondary training directly related to school-age care. See the ASP-HR Related File “Personnel Qualifications and Responsibilities” for more information.


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


	CRITERIA Systematically developed, objective, and quantifiable statements used to assess the appropriateness of specific activities, services, decisions, and outcomes.


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


	EMPLOYEE Paid member of a program or organization.


	GRIEVANCE See COMPLAINT


	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.”