	Out-of-School Time Services

Introduction

Administration and Management

Service Delivery Administration Standards

Service Standards

PA-OST 11: Supervision

The agency ensures the safety of children and youth by providing sufficient and appropriate supervision at all times.

Interpretation: These standards also apply when children and youth are away from the program site, for example, when they are on a field trip.

PA-OST 11.01

The agency implements a system that enables personnel to:

know where children and youth are, and what they are doing, at all times; and
protect children and youth when they move from place to place or use the restroom.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

There is appropriate supervision at all times;
Children and youth know how to get help at all times, including situations where adults are not directly supervising;
Devices such as intercoms, two-way radios, and cordless phones are used to make communication possible between different areas within the program site;
A system is in place to allow personnel to know which children and youth are in the bathroom and how long they have been there (e.g., children may put a clothespin by their name and set an egg timer);
Access is monitored and personnel respond when strangers enter the program site (e.g., personnel install a lock or buzzer on doors);
Personnel move around an area so they can see all the children and youth they are supervising;
Personnel position themselves in a way that allows them to watch as many children and youth as possible;
Personnel know where children and youth are during transitions (e.g., moving from outdoors to indoors, room to room, and using rest rooms);
If children and youth have permission to be out of sight, personnel know where they are and will check on them at regular intervals;
Personnel have a system for knowing where children and youth are as they move from room to room, or from inside to outside;
A plan is in place for handling missing or lost children and youth;
There is a policy that allows older children and youth more independence that is worked out with children and youth, their families, and personnel;
Personnel vary the level of supervision to match the needs of individuals and groups;
Personnel take children’s and youths’ temperaments and developmental stages into account in setting the level of supervision;
Personnel respect older children’s and youths’ need for independence; and
Access to restrooms is restricted to prevent public use.

PA-OST 11.02

The ratio of personnel to children and youth is based on the ages and abilities of children and youth, and is:

between 1:10 and 1:15 when children and youth are age six and older; and
between 1:8 and 1:12 when the program includes children under age six.

Interpretation: Appropriate ratios can help to ensure that there are enough personnel to maintain safety and create an environment where children and youth can feel emotionally secure. It may be appropriate for there to be more personnel, and higher ratios of personnel to children and youth, when personnel work with children and youth with special needs, or with groups that consist entirely of kindergarteners.

Note: This standard is intended to address the ratio of personnel to children and youth in a program as a whole, rather than for a particular room or group of children. In other words, a program with 60 children over the age of five would need at least four staff members to meet the specified ratio. However, the agency would not need to demonstrate that there was at least one adult present in every group of 15 children and youth. For example, while one adult might be supervising a group of 17 youth doing line dancing, another adult might be helping a group of 9 youth with their homework.

Volunteers should not be included in this ratio unless they meet personnel qualifications, as noted in PA-OST 13.08.

PA-OST 11.03

Personnel plan for and provide different levels of supervision according to:

the type, complexity, and level of risk or difficulty of activities; and
the ages, abilities, developmental levels, and needs of children and youth.

Interpretation: Ratios and group sizes may vary based on the characteristics of children, youth, and activities, but group sizes should not typically exceed 30.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

Personnel work with small, manageable groups when activities involve dangerous equipment (e.g., using carpentry tools, cooking, leatherworking);
Personnel closely watch children and youth who are on climbing equipment;
Personnel watch out for traffic hazards when children are outdoors;
A written plan is in place for providing increased supervision for certain activities (e.g., carpentry, cooking, swimming, biking, sledding, ice skating, rollerblading, etc.);
Personnel who supervise potentially risky or harmful activities receive specialized training, as determined by industry safety standards;
Extra adults are present on field trips that are difficult to supervise (e.g., trips to amusement parks, beaches, ski areas, campgrounds, etc.);
Staff closely supervise any activities that use hot liquids or heat producing tools;
There are specific procedures for higher risk activities (e.g., swimming, gymnastics);
Ratios of personnel to children and youth are higher when children and youth are learning a new or difficult skill;
Ratios of personnel to children and youth are higher when projects involve potentially dangerous equipment (e.g., cooking or carpentry);
Group sizes are smaller when children and youth are learning a new or difficult skill;
Group sizes are smaller when projects involve potentially dangerous equipment (e.g., cooking or carpentry);
Group sizes tend to be larger with sports, art activities, reading, or quiet board games;
Group sizes may exceed 30 for activities such as outdoor play, performances, or assemblies, as long as adequate supervision is provided;
Ratios of personnel to children and youth are high enough to ensure that personnel have time to talk with individual children and youth, and help them be successful in activities; and
Ratios and group sizes permit personnel to promote positive interactions.

PA-OST 11.04

The agency ensures safety during arrivals and dismissals by:

working with parents or other appropriate family members;
noting when children and youth arrive, when they leave, and with whom they leave;
developing a system to keep unauthorized people from taking children and youth; and
establishing protocols for families or schools to contact the agency if children and youth will be arriving late, leaving early, or absent.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

Personnel know who is allowed to pick up each child or youth;
Personnel know what to do if an unauthorized person attempts to pick up a child or youth;
A system is in place for monitoring the location and arrival time of children and youth who participate in outside activities such as clubs, music lessons, and sports;
Access is monitored and personnel respond when strangers enter the program site (e.g., personnel install a lock or buzzer on doors);
Personnel use a checklist or other system to make note of absentees and late arrivals;
A system is in place to inform personnel that a child or youth is leaving;
Personnel will permit only authorized people to pick up a child or youth;
Personnel are watchful of traffic risks during drop-off and pick-up times;
Personnel have a quick system to check on late arrivals or absences;
Personnel know when children and youth are supposed to arrive;
When questions arise, personnel contact the school or a responsible adult listed on emergency forms;
Children and youth depart according to the written instructions of their families (e.g., who is allowed to pick up a child or youth, whether a child or youth can walk home, etc.); and
Personnel keep written records to show who picked up a child or youth.

PA-OST 11.05

There is a plan to provide adequate staff coverage:

when regular personnel are absent; and
in case of emergency.

Interpretation: Examples of ways to demonstrate implementation of this standard include, but are not limited to:

A child or youth in need of medical care is always accompanied by a staff member;
During such emergencies, a suitable number of adults are on hand to remain with the other children and youth;
If a staff member becomes ill, there are still enough personnel to care for children and youth;
If one staff member is sufficient to meet the required ratios of personnel to children and youth, a second adult is on hand to assist in case emergencies occur;
The agency keeps an up-to-date list of adults who are qualified to serve as substitutes;
The responsibilities and procedures for substitutes are defined and carried out; and
Substitutes are evaluated by personnel and directors.

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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.

RELATED FILES


	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.


	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.


	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.


	SUPERVISION Assumption of responsibility for directly overseeing and evaluating the work or work products of personnel within an organization. Also includes inspecting the act or process of accomplishing a function or activity.


	PROGRAM A system of services offered by an organization. For example, an organization providing a mental health service may offer several mental health programs to different populations, e.g., a mental health program for adolescent teens. The word "program" can be used interchangeably with the word "service" or to describe specific programs.