COA - Council On Accreditation

	Youth Development Services

Introduction

Administration and Management

Service Delivery Administration Standards

Service Standards

Service Narrative (PA-YD):

Part 1: Program Information

Agencies may complete one template for all programs, or a separate template that addresses each program being reviewed under this section. Provide responses in the boxes located in the Service Narrative template.

Agencies being accredited for the first time: Please provide information for the last year.Agencies being reaccredited: Please provide information for the period since the last accreditation review.

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

2. Provide an overview of the different program(s) being accredited under this section. The overview should describe:

the programs' service philosophy and approach to delivering services;
eligibility criteria;
any unique programs or special services provided to specific populations;
major funding streams; and
any additional information referenced in The Table of Evidence.

3. If service components are provided to individuals through contract in cooperation with other agencies or through a formal, coordinated service delivery system provide a list that identifies the providers and the services for which they are responsible. Do not include services provided by referral.

4. Provide any other information your agency would like the peer review team to know about these programs.

Attachments

A list of all program sites, including the following information for each program site: a) name of program/site director; b) address; c) phone number; d) hours of operation; e) number of FTEs; and f) directions or a map to each program site from the main agency office
A demographic profile of persons served by the program(s) being reviewed under this service section with percentages representing the following: a) racial and ethnic characteristics; b) gender; c) age; d) major religious groups; and e) major language groups. Include an explanation of how the program ensures that it is providing culturally competent services
A list that includes: a) the average number of participants per session (e.g., morning session, after-school session, etc.) for each program, in the last month; and b) the total number of participants per session for each program, in the last month
A list of any programs that were opened, merged with other programs or services, or closed
Two quarterly reports from the case record review process conducted for this service, with any related corrective action plans (See PA-PQI 4.02/4.03)
Two quarterly reports of accidents, incidents, and grievances related to this service (See PA-RPM 2.02)
All COA-approved NA Requests
A list of all NAs applicable to your agency provided within the standards

Part 2: Program Outputs and Outcomes

Provide a response in each box describing how the program is making progress toward achieving its aims, and achieving better results for participants.

1. A summary of where the agency is in the development of its program for measuring program quality and outcomes, specific to the service.

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 consumer satisfaction, number of clients served, number of visits, timeliness of assessments, etc.

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

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

Attachments

Outcomes measurement/data collection procedures
Outcomes results reported for the previous two quarters


	Self-Study Documents	On-Site Documents	On-Site Activities
PA-YD 1 Outreach and Program Accessibility	Include description of outreach efforts in Service Narrative Part 1: Program Information	Outreach strategies and informational materials Copies of programming information made available to youth and families Attendance policies Program hours of operation	Interview: Program Administrator Site Director Program Personnel Youth and families Observe facility
PA-YD 2 Program Philosophy	Include description of program philosophy in Service Narrative Part 1: Program Information		Interview: Program Administrator Site Director Program Personnel
PA-YD 3 Registration and Orientation	Include description of orientation procedures in Service Narrative Part 1: Program Information Policies and/or procedures for maintaining and accessing files of youth	Waiting list Informational materials provided to youth and families Registration or admission form	Interview: Program Administrator Site Director Program Personnel Youth and families Review files of youth
PA-YD 4 Building Healthy Relationships Between Youth and Adults	Include description of how personnel support youth and promote positive relationships in Service Narrative Part 1: Program Information Include description of how youth are involved in programming decisions in Service Narrative Part 1: Program Information Policies and/or procedures regarding enrolling and serving youth with special needs		Interview: Program Administrator Site Director Program Personnel Youth and families Review files of youth Observe staff interactions with youth Observe facility
PA-YD 5 Promoting Positive Behavior and Healthy Peer Relationships	Include description of how the program promotes positive behavior and healthy peer relationships in Service Narrative Part 1: Program Information Policies and/or procedures regarding youth with special behavioral needs or issues Policies for prohibited interventions	Program rules and behavioral expectations	Interview: Program Administrator Site Director Program Personnel Youth and families Review files of youth Observe youth interactions with staff and peers
PA-YD 6 Programming and Activities	Include description of programming and activities in Service Narrative Part 1: Program Information Include description of how youth are involved in developing, planning, and implementing activities in Service Narrative Part 1: Program Information Daily schedules for past month for all program components	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 each day and weekly averages)	Interview: Program Administrator Site Director Program Personnel Youth and families Review files of youth Observe facility Observe program activities
PA-YD 7 Indoor Environment	Include description of indoor environment in Service Narrative Part 1: Program Information		Interview: Program Administrator Site Director Program Personnel Youth and families Observe facility
PA-YD 8 Outdoor Environment	Include description of outdoor environment in Service Narrative Part 1: Program Information		Interview: Program Administrator Site Director Program Personnel Youth and families Observe facility
PA-YD 9 Nutrition, Health, and Safety	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 Procedures for maintaining cleanliness and safety in the indoor and outdoor space Table of contents of emergency response training for youth, or include description of training in Service Narrative Part 1: Program Information	Menus (for previous quarter) Accident, injury, and illness reports Record of fire drills held Smoking policy Computer usage policies and procedures Training curricula and/or information on computer usage provided to youth and staff	Interview: Program Administrator Site Director Program Personnel Youth and families Review files of youth Observe snack and/or meal time Observe facility
PA-YD 10 Family Connections	Include description of family involvement in Service Narrative Part 1: Program Information Table of contents of handbook for families Policies and/or procedures regarding family involvement	Handbook for families Program information on activities and events for past quarter made available to families	Interview: Program Administrator Site Director Program Personnel Youth and families Review files of youth Observe arrivals and departures Observe staff interactions with families
PA-YD 11 Community Involvement and Partnerships	Include description of collaboration efforts in Service Narrative Part 1: Program Information	Documentation of collaboration efforts and activities that connect youth with their community List of community partners and resources	Interview: Program Administrator Site Director Program Personnel Youth and families Program host, if applicable and possible School personnel, if applicable and possible Observe interactions between staff and program host where applicable and possible
PA-YD 12 Supervision	Include description of how the program ensures adequate and appropriate supervision at all times, and in all activities, in Service Narrative Part 1: Program Information Program ratio Staff coverage schedule (for previous quarter) Procedures or plan for coverage during absences or emergencies Procedures governing arrivals and dismissals	Policies and/or procedures governing one-on-one interactions between staff and youth	Interview: Program Administrator Site Director Program Personnel Youth and families Review files of youth Observe arrivals and dismissals Observe program supervision at different times of day and during different activities Observe facility
PA-YD 13 Personnel Qualifications	List of program personnel that includes: name; job title; degree held and/or other credentials; professional preparation; FTE or volunteer; length of service at the agency; time in current position Policies and procedures regarding background checks	Job descriptions Resumes	Interview: Program Administrator Site Director Program Personnel Review personnel records
PA-YD 14 Personnel Training and Support	Include description of how agency provides a positive work environment and promotes positive work conditions, in Service Narrative Part 1: Program Information Table of contents for orientation curriculum Table of contents for training curricula Program staffing chart that includes lines of supervision (including supervision of volunteers) Policies and/or procedures regarding the use of volunteers; including training, supervision, and recognition efforts Procedures and criteria used for assigning and evaluating workloads	Orientation curriculum Training curricula Orientation and training materials for volunteers Training requirements for different positions or job categories Documentation that required orientations and trainings have been attended (e.g., documentation from training files or personnel records) Documentation demonstrating that personnel are provided with paid time to plan, set up, etc. Documentation of benefits provided	Interview: Program Administrator Site Director Program Personnel Volunteers Review personnel records Review volunteer files or records Observe staff interactions

Fundamental Practice Standards:


Essential Life and Safety	Health and Welfare	Client Rights
PA-YD 5.06, PA-YD 9.07, PA-YD 9.08, PA-YD 9.09, PA-YD 12.01, PA-YD 12.02, PA-YD 12.03, PA-YD 12.04, PA-YD 12.05, PA-YD 13.06	PA-YD 3.03, PA-YD 5.04, PA-YD 5.05, PA-YD 6.08, PA-YD 6.09, PA-YD 9.01, PA-YD 9.02, PA-YD 9.03, PA-YD 9.04, PA-YD 9.05, PA-YD 9.06, PA-YD 9.10, PA-YD 9.11, PA-YD 9.12, PA-YD 12.06, PA-YD 14.08

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.


	OUTREACH Contact initiated by a provider to identify persons in need of services, to provide information to them about services and benefits, and to encourage the use of appropriate services.


	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.


	PROGRAM PERSONNEL All direct service and administrators or supervisors of direct services that are involved in the operation of the organization's social service programs. "Program personnel" does not include MIS, accounting, facilities, clerical, or other staff that are not involved in the provision or oversight of direct services.


	PERSONNEL The body of employees and/or volunteers that carries out the organization's tasks under the organization's administration and/or supervision. This definition does not include foster parents who are specifically referenced in relevant standards


	SPECIAL NEEDS A designation used in reference to conditions or characteristics of a person that reflect a need for special care, services, or treatment. When the term is used in the context of adoption services, special needs refers to conditions that make a child harder to place for adoption. This includes children who are members of sibling groups, older children, children with disabilities, children of certain racial /ethnic backgrounds, etc. When the term is used in the context of foster care it refers to the need for a higher degree of specialized case services and attention due to mental and physical disabilities. When the term is used in the context of out-of-school time services, a child or youth may have special physical, behavioral, medical, emotional, or cognitive needs that should be addressed or accommodated. The term is also used in other contexts. See also DEVELOPMENTAL DISABILITIES.


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


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


	FAMILY Two or more people who consider themselves family and who assume obligations, functions, and responsibilities generally essential to healthy family life. Child care and child socialization, income support, long-term care, and other caregiving are among the functions of family life. The definition of "family" will rest with an individual's indication of who plays a family member role, including current or former foster family, adoptive family, extended family members, fictive kin, or significant others. Organizations that believe family is the central constellation in a child's life, and that family attachments are of primary importance for human development, will strive to work with professional staff to develop a common understanding of "family."


	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.


	VOLUNTEER An individual who performs services for an 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.


	BACKGROUND CHECK The review of an individual's personal information typically performed by or at the request of an employer, which may include verification of educational credentials or employment experience, as well as an examination of the individual's criminal records, driving records, licensing records, and civil abuse or neglect history.


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


	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.


	WORKLOAD The amount of work assigned to or expected from a person within a specified period of time. See also CASELOAD.