SERVICE

One or more organization-operated programs or activities that have a common general objective and deploy the organization's material and human resources in a planned and systematic manner. An organization that publicly promotes or identifies itself in writing as offering a service, is licensed to deliver a service, assigns personnel and/or space to a service, or allocates financial resources to a service is considered to offer that service.		  
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  LEADERSHIP

A nonprofit organization's leadership consists of its governing body, chief executive officer, and may also include its senior management. In a public agency the term refers to the agency head and administration team. The term "leadership" is not generally applied to for-profit organizations. With respect to COA standards, in for-profit organizations the term leadership applies to the owner and board of directors if one exists.		  
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  COMMUNITY

A specific group of people living in the same locality and who may share a common culture, values, and norms. Communities can also be defined by race, religion, ethnicity, age, occupation, political status, tribal affiliation, interest in particular problems or outcomes, or other common bonds. The term "community" encompasses worksites, schools, tribes, residential neighborhoods, business districts, recreational areas, and health and human service sites.		  
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Out-of-School Time Services
  
Private Org Public Agency  

PA-OST 2: Registration and Orientation

 
The agency enrolls, orients, and collects relevant information from children and youth and their families.

PA-OST 2.01

 
During registration or orientation, children and youth and their families are informed about program goals, activities, rules, and responsibilities.
related PA-CR 1.01,  PA-CR 1.02

PA-OST 2.02

 

Prompt, responsive registration practices:

  1. support timely program enrollment; and
  2. provide for placement on a waiting list, if desired.
Interpretation: Children and youth who cannot be served, or cannot be served promptly, should be provided with information about other appropriate programs, if available in the community and desired by the child or youth and family.

PA-OST 2.03

 

The agency collects relevant information from children and youth and their families, including:

  1. identifying information, including name and date of birth;
  2. address;
  3. emergency contact information;
  4. information about and consent forms related to special needs, including medical needs, if applicable;
  5. additional consent forms or permission slips, as needed;
  6. authorizations for pick-up, if applicable; and
  7. relevant school day data, if applicable for the program.

PA-OST 2.04

 

The agency maintains files for all children and youth that:

  1. contain relevant information;
  2. are specific, factual, and legible;
  3. are kept up to date;
  4. are signed and dated by authorized personnel, where appropriate;
  5. comply with any applicable legal requirements; and
  6. are maintained and disposed of in a manner that protects privacy and confidentiality.

Interpretation: Relevant information includes the information specified in PA-OST 2.03, as well as information that would not have been available at the time of registration, such as accident report forms and evidence of ongoing communication with family members.

Files and signatures can be paper, electronic, or a combination of paper and electronic.

Note: In addition to supporting program operations, files are an important risk management tool. Well-maintained files can help shield an agency from allegations of misconduct and negligence, while poorly-maintained files and improper documentation are a known liability.

PA-OST 2.05

 

Access to confidential files meets legal requirements, and is limited to:

  1. children and youth and/or, as appropriate, their parents or legal guardians or designated legal representatives;
  2. personnel authorized to access specific information on a “need-to-know” basis;
  3. auditors, contractors, and licensing or accrediting personnel, consistent with the agency’s confidentiality policy; and
  4. others who are permitted access, as applicable.
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PURPOSE: Children and youth who participate in Out-of-School Time Services 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.

 
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