COA - Council On Accreditation

	After School Programming and Services

Introduction

Registration

Certification

Accreditation

After School Programming and Services Narrative (ASP-PS):

UPDATE: REVISED TABLE OF EVIDENCE - 03-01-10

UPDATE: REVISED TABLE OF EVIDENCE - 12-01-09

The After School Programming and Services Narrative should provide an overview of key practices that contribute to the administration and management of your program. 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 Programming and Services (ASP-PS)

Children and youth who participate in After School Programs gain the personal and social abilities and attitudes needed to form positive identities, boost self-esteem, build skills, navigate challenging situations, avoid negative behaviors, assume leadership roles, embrace diversity, and establish healthy connections with others in the community.

Please provide responses to the following questions. Please provide your responses in the boxes located in the ASP-PS Narrative Template, which can be found with the Related Files.

Part 1: Program Information

Note: Please provide information for the last year.

1. Describe any significant changes, challenges, awards received, changes in funding, or obstacles faced by the program.

2. Provide an overview of the program being accredited. The overview should describe:

the program’s mission and philosophy;
eligibility criteria;
major funding streams; and
any additional information referenced in the Table of Evidence.

3. If any portion of the programming is provided to children, youth, and families through contract in cooperation with other organizations, provide a list that identifies the other organizations and the programming components for which they are responsible. Do not include services provided by referral.

4. Provide any other information you would like the Endorsers to know about your program.

Attachments

A list that includes: a) name of program/site director; b) program address; c) phone number; d) hours of operation; and e) number of FTEs
A demographic profile of children and youth served by the program, with percentages representing the following: a) age; b) gender; c) major language groups; d) major religious groups; and e) racial and ethnic characteristics. Include an explanation of how the program ensures that it is providing culturally competent programming
A list that includes: a) the average number of participants per session (e.g., morning session, afternoon session, etc.), in the last month; and b) the total number of participants per session, in the last month
All COA-approved NA Requests
A list of all NAs applicable to your program provided within the standards

Part 2: Program Outputs and Outcomes

Describe how the program is making progress toward achieving its aims, and promoting positive results for program participants.

1. A summary of where the program is in the development of its program for measuring program quality and outcomes.

2. A list or description of program outputs and desired outcomes and any outputs and outcomes being measured including measurement tools used.

Note: Program outputs may include satisfaction level of children, youth, and families; number of program participants; etc.

3. An overview of the program's process for analyzing data.

4. Examples of program improvements made based on the outputs and outcomes data.

Attachments

Outputs and outcomes measurement/data collection procedures
Outputs and outcomes results reported for the previous two quarters


	Self-Study Documents	On-Site Documents	On-Site Activities
ASP-PS 1 Program Mission and Philosophy	Mission statement Include description of philosophy that guides the program in Narrative Part 1: Program Information		Interview: Site Director Program Personnel
ASP-PS 2 Registration and Orientation	Registration or admission form (including requests for emergency contact information, authorized pick-up information forms, and photo/video releases) Informational materials Rights and responsibilities information provided to children, youth, and families	Fee schedule Waiting list Policies and procedures for providing services to children and youth without the consent of parents or legal guardians	Interview: Site Director Program Personnel Children, youth, and families Review files of children and youth
ASP-PS 3 Building Healthy Relationships Between Children and Youth and Adults	Include description of how personnel suport children and youth and promote positive relationships in Narrative Part 1: Program Information		Observe program Interview: Site Director Program Personnel Children, youth, and families
ASP-PS 4 Promoting Positive Behavior and Healthy Peer Relationships	Program rules and behavioral expectations Behavior support and management policies and procedures, including policies and procedures regarding children and youth with special behavioral needs or issues Policies for prohibited interventions Include description of how the program promotes positive behavior and healthy peer relationships in Narrative Part 1: Program Information		Observe program Interview: Site Director Program Personnel Children, youth, and families Review files of children and youth
ASP-PS 5 Programming and Activities	Program daily schedules for past month for all program components Include description of programming and activities in Narrative Part 1: Program Information	Program curricula and/or lesson plans (for previous quarter) Program planning materials Permission slips or documentation indicating that permission slips have been obtained Attendance records (showing totals for attendance each day and weekly averages)	Observe program Interview: Site Director Program Personnel Children, youth, and families Review files of children and youth
ASP-PS 6 Indoor Environment	Include description of indoor environment in Narrative Part 1: Program Information		Observe program Interview: Site Director Program Personnel Children, youth, and families
ASP-PS 7 Outdoor Environment	Include description of outdoor environment in Narrative Part 1: Program Information		Observe program Interview: Site Director Program Personnel Children, youth, and families
ASP-PS 8 Health and Nutrition	Menus (for previous month) Hygiene procedures, including expectations for hand washing Procedures for meeting health needs and minimizing risk of exposure to contagious or infectious disease Policies and procedures regarding smoking prohibition	Menus (for previous quarter) Documentation of consultation with applicable health authority Accident, injury, and illness reports	Observe program Interview: Site Director Program Personnel Children, youth, and families Review files of children and youth
ASP-PS 9 Safety	Emergency response plan and preparedness procedures Maintenance procedures Medication administration and management procedures or protocols Table of contents for personnel training in medication management Copies of CPR and first aid certifications	Record of fire drills held Maintenance inspection reports Medication logs Curricula for personnel training in medication management Documentation of medication management training provided to personnel Procedures for vehicle use, inspection, maintenance, and operation Accident, injury, and illness reports	Observe program Interview: Site Director Program Personnel Children, youth, and families Review files of children and youth
ASP-PS 10 Family Connections	Table of contents of handbook for families Policies and/or procedures regarding family involvement Include description of family involvement in Narrative Part 1: Program Information	Handbook for families	Observe program Interview: Site Director Program Personnel Children, youth, and families Review files of children and youth
ASP-PS 11 Community Involvement and Partnerships	List of community partners and resources Include description of collaboration and outreach efforts in Narrative Part 1: Program Information	Outreach strategies and informational materials Documentation of collaboration efforts	Observe Program Interview: Site Director Program Personnel Children, youth, and families Program host, if applicable and possible School personnel, if applicable and possible
ASP-PS 12 Supervision	Program ratio Staff coverage schedule (for previous quarter) Procedures or plan for coverage during absences or emergencies Include description of how the program ensures adequate and appropriate supervision at all times, and in all activities, in Narrative Part 1: Program Information		Observe program Interview: Site Director Program Personnel Children, youth, and families Review files of children and youth
ASP-PS 13 Protecting the Rights of Children and Youth and their Families	Policies and procedures related to the rights of children, youth, and families Rights and responsibilities information provided to children, youth, and families Grievance policies and/or procedures Sample copy of authorization form for release of confidential information Confidentiality policies and procedures Policies and procedures regarding enrolling and serving children and youth with special needs	Grievance reports (for the last two quarters) Consent forms (in the files of children and youth)	Observe program Interview: Site Director Program Personnel Children, youth, and families Review files of children and youth

Fundamental Practice Standards:


Essential Life and Safety	Health and Welfare	Client Rights
ASP-PS 4.06, ASP-PS 9.01, ASP-PS 9.02, ASP-PS 9.03, ASP-PS 9.04, ASP-PS 9.05, ASP-PS 9.07, ASP-PS 9.08, ASP-PS 9.09, ASP-PS 9.10, ASP-PS 9.11, ASP-PS 12.01, ASP-PS 12.02, ASP-PS 12.03, ASP-PS 12.04, ASP-PS 12.05	ASP-PS 4.04, ASP-PS 4.05, ASP-PS 5.08, ASP-PS 5.09, ASP-PS 8.01, ASP-PS 8.02, ASP-PS 8.03, ASP-PS 8.04, ASP-PS 8.05, ASP-PS 8.06, ASP-PS 8.07, ASP-PS 8.08, ASP-PS 9.06	ASP-PS 13.01, ASP-PS 13.02, ASP-PS 13.05

RELATED FILES


	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.


	PRACTICE Established actions or ways of proceeding in the regular performance of program duties. Policies and procedures often guide practice.


	PHILOSOPHY The theoretical framework that describes and explains the program's approach to service. It may describe the type of environment and experiences that the program hopes to create, and will likely explain how the program intends to promote the healthy development of children and youth.


	ELIGIBILITY The degree to which a child or youth, family, group, or community meets the specific criteria and qualifications required to participate in the program or receive goods, benefits, or services.


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


	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."


	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.


	FTE Full-time equivalent. One FTE equals one full-time position, two half-time positions, etc. A person working full-time would typically be counted as 1 FTE, and a person working half-time would typically be counted as .5 FTE. As referenced in the definition for “full-time,” in this field employees who work 32 to 40 hours per week are generally considered full-time employees. See also FULL-TIME.


	MAJOR LANGUAGE GROUP The presence of a substantial core of people who share a language.


	OUTPUTS Outputs address units of service delivered and service utilization. They answer the question: What was provided. (For example: the number of trainings per quarter, the number of children served per month, etc.)


	OUTCOMES Outcomes measure the impact of a service intervention. They answer the question: What did the child gain as a measurable result of having been in the program. (For example: higher grades, increased fitness level, better score on a particular test, healthier eating or exercise habits, increased well-being, etc.)


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


	PARENTS Parents can include: birth, foster, kinship, and adoptive parents.


	BEHAVIOR SUPPORT AND MANAGEMENT The use of specialized interventions to support, guide, control, and redirect behaviors.


	LEGAL GUARDIAN In the case of a minor child or youth, a guardian is charged with the legal responsibility for the care and management of the child or youth and his/her estate.


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


	MEDICATION A prescribed or over-the-counter drug that is injected, taken orally, applied topically, or otherwise administered.


	PROTOCOLS Instruments and procedures used to accomplish a particular goal, activity, or purpose.


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


	CERTIFICATION Assurance from a state or professional association that a person, program, or organization possesses certain attributes, knowledge, or skills.


	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.


	OUTREACH Contact with children, youth, families, community members, community institutions, and others that is initiated in order to: provide information about the program, identify children and youth who may wish to participate in the program, and promote collaboration.


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


	SAMPLE A portion or representative percentage of a greater whole.


	CONFIDENTIALITY An ethical and practice principle that requires the protection of information shared within a professional-client relationship. A program or organization that upholds confidentiality prohibits personnel from disclosing information about program participants without their written consent.


	SPECIAL NEEDS A designation used in reference to conditions or characteristics that may reflect a need for special care or assistance. These needs might be physical, behavioral, medical, emotional, or cognitive. Although each child or youth is unique, in some cases programs may need to develop a plan to meet the special needs of an individual child or youth. The plan might include providing special materials, defining a behavior plan, training staff for medical needs, adapting space to permit wheelchair access, etc.