PA-YD 3: Registration and Orientation
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The agency enrolls, orients, and collects relevant information from youth and their families.
During registration or orientation, youth and their families are:
- informed about program goals, activities, rules, and responsibilities;
- welcomed to the program by current participants, as appropriate;
- offered a tour of the facility; and
- introduced to staff and program participants.
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Research Note: Research has shown that offering a formal orientation period promotes the development of friendships and ties to the program; which, studies have shown, are critical to sustained involvement with the program over time. Additionally, involving enrolled youth in program orientation helps recruit and retain older youth and helps older youth feel as though they are an important member of the community. |
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Prompt, responsive registration practices:
- support timely program enrollment;
- ensure equitable treatment; and
- provide for placement on a waiting list, if desired.
Interpretation: 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 youth and family.
The agency collects relevant information from youth and their families, including:
- identifying information, including name and date of birth;
- address;
- current emergency contact information that is updated at least annually;
- information about and consent forms related to special needs, including medical needs, if applicable;
- additional consent forms or permission slips, as needed;
- authorizations for pick-up, if applicable; and
- relevant school day data, if applicable for the program.
Interpretation: Relevant school day data may include the youth’s Individual Education Plan when one exists.
The agency maintains files for all youth that:
- contain relevant information;
- are specific, factual, and legible;
- are kept up to date;
- are signed and dated by authorized personnel, where appropriate;
- comply with any applicable legal requirements; and
- are maintained and disposed of in a manner that protects privacy and confidentiality.
Interpretation: Relevant information includes the information specified in PA-YD 3.03, as well as information that would not have been available at the time of registration, such as accident report forms, payment receipts when applicable, attendance sheets, and evidence of ongoing communication with family members, when appropriate.
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.
Access to confidential youth files meets legal requirements, and is limited to:
- the youth and/or, as appropriate, their parents or legal guardians or designated legal representatives;
- personnel authorized to access specific information on a “need-to-know” basis;
- auditors, contractors, and licensing or accrediting personnel, consistent with the agency’s confidentiality policy; and
- others who are permitted access, as applicable.
