Private Organization Accreditation

HeartShare assist individuals with developmental disabilities through education, day, residential and recreation programs, case management, and health services, and provides foster care/adoption services, counseling, after school and energy assistance programs, and programs for people with HIV/AIDS.


Orange County Government, Youth & Family Services Division

Rodney J. Hrobar Sr., LMHC, CPP, Quality Assurance Manager

As the lead agency in Orange County, providing the safety net for children and families, it is reassuring that our clients can be confident that their needs will be addressed in accordance with the most stringent standards of public, as well as private, accountability as monitored and reviewed by the Council on Accreditation. 
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Youth Justice Case Management Services coordinate the services and supervision that can help youth address problems and develop the attitudes and skills needed to make responsible choices, avoid negative behaviours, and become productive, connected, and law-abiding members of their communities.

CA-YJCM 4: Coordination and Collaboration

Collaboration and coordination increase the ability of the organization and community to supervise and support youth, and promote their chances of succeeding.

Interpretation: This core concept standard is intended to address the range of organizations and agencies likely to serve or encounter youth who are or may become involved with the youth justice system. Relevant organizations, agencies, and other parties to consider include: youth justice court personnel, including judges; probation; parole; law enforcement; prosecution and defense attorneys; representatives of agencies responsible for youth justice; child welfare agencies; schools; mental health care providers; substance use treatment providers; medical and health care providers; and community organizations, including parks and recreation services, libraries, cultural institutions, businesses, and faith-based institutions.

Note: Collaboration by nature involves other organizations and agencies, and COA recognizes that there are obvious limits as to how much an individual organization without statutory authority can do. However, organizations are still expected to take steps to encourage the collaboration and coordination that can help promote positive outcomes for youth.

Research Note: Literature emphasises that youth often have inter-related needs, and suggests that there should be a high level of coordination among organizations and agencies serving youth involved with the justice system. Much of this literature describes initiatives that must be championed and implemented on a large scale, such as developing integrated information sharing systems or adopting cross-system assessment instruments. However, it also reveals smaller steps individual organizations can take to promote coordination and collaboration.

Rating Indicators
All elements or requirements outlined in the standard are evident in practice, as indicated by full implementation of the practices outlined in the Practice standards.
Practices are basically sound but there is room for improvement, as noted in the ratings for the Practice standards; e.g.,
  • Minor inconsistencies and not yet fully developed practices are noted, however, these do not significantly impact service quality; or
  • Procedures need strengthening; or
  • With few exceptions procedures are understood by staff and are being used; or
  • For the most part, established timeframes are met; or
  • Proper documentation is the norm and any issues with individual staff members are being addressed through performance evaluations (CA-HR 6.02) and training (CA-TS 2.03); or
  • Active client participation occurs to a considerable extent.
Practice requires significant improvement, as noted in the ratings for the Practice standards. Service quality or program functioning may be compromised; e.g.,
  • Procedures and/or case record documentation need significant strengthening; or
  • Procedures are not well-understood or used appropriately; or
  • Timeframes are often missed; or
  • A number of client records are missing important information  or
  • Client participation is inconsistent; or
  • One of the Fundamental Practice Standards received a rating of 3 or 4.
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the Practice standards; e.g.,
  • No written procedures, or procedures are clearly inadequate or not being used; or
  • Documentation is routinely incomplete and/or missing; or  
  • Two or more Fundamental Practice Standards received a rating of 3 or 4.

Table of Evidence

Self-Study Evidence On-Site Evidence On-Site Activities
    • A description of the organization's collaboration and coordination efforts
    • Procedures for collaborating with relevant organizations, agencies, and other parties
    • Confidentiality procedures
    • List of community programs and services and information on how to access them
    • Evidence of collaboration with relevant organizations, agencies, and other parties, including agreements with any cooperating providers
    • Interview:
      1. Program director
      2. Relevant personnel
      3. Youth served
    • Review case records

  • CA-YJCM 4.01

    The organization facilitates youths’ ability to obtain needed services by:

    1. maintaining a comprehensive, up-to-date list of community programs and services, and information on how to access them; and
    2. advocating for additional services when existing resources are lacking or inaccessible.
    3. arrange for the delivery and coordination of needed services; and
    4. advocate on behalf of youth.

  • CA-YJCM 4.02

    The organization collaborates with other organizations and agencies to:

    1. arrange for the delivery and coordination of needed services; and
    2. advocate on behalf of youth.

    Interpretation: This can include other organizations and agencies providing services to youth, relevant court and legal personnel, and the public agency with statutory authority. As referenced in CA-CR 2, when information will be shared with other organizations and agencies, youth should be informed of any limits on confidentiality before they disclose information. This may be especially important when the organization serves youth prior to adjudication, and youth might reveal self-incriminating information that could potentially be used against them in legal proceedings.

    Note: Collaboration with other organizations and agencies involved with youth is also addressed in CA-YJCM 5.02 and 6.02.

  • CA-YJCM 4.03

    The organization reaches out to community resources and partners to:

    1. provide education about youths’ needs and strengths; and
    2. identify and develop opportunities for youth to become involved with or contribute to the community, when possible and appropriate.

  • CA-YJCM 4.04

    To promote service continuity and facilitate a successful transition, organizations providing aftercare collaborate with relevant parties prior to youths’ release from their previous placements.

    Interpretation: Relevant parties can include, but are not limited to: (1) personnel at youths’ previous placements; and (2) organizations, agencies, and other potentially supportive resources in the communities where youth will reside after release.

    Research Note: Literature suggests that aftercare is often compromised by a lack of coordination between youth custody personnel and community service providers, and notes that effective aftercare requires collaboration among residential facilities, judges, probation, police, schools, and community-based organizations.

    NA The organization does not provide aftercare services.

  • CA-YJCM 4.05

    The organization promotes a more comprehensive understanding of the different organizations, agencies, and systems serving youth by:

    1. educating its personnel about other systems working with the youth they serve; and
    2. educating other organizations and agencies about the youth justice system, or advocating for cross training.

  • CA-YJCM 4.06

    The organization facilitates appropriate collaboration and coordination by identifying laws, regulations, and other requirements governing information sharing and confidentiality, and:

    1. developing procedures and agreements consistent with these requirements; and
    2. training personnel to share information in accordance with the procedures.

    Interpretation: When possible, this should include procedures and/or agreements designed to protect youth from self-incrimination. As referenced in CA-YJCM 4.02, this may be especially important when organizations serve youth prior to adjudication.

    Research Note: Relevant laws, regulations, and other requirements may include federal, provincial, and local statutes, ordinances, resolutions, regulations, court orders, and legal opinions. These requirements can vary from place to place, and literature acknowledges that issues related to confidentiality and information sharing are complicated. However, it also emphasises that there are ways to appropriately share information within the legal limitations that exist, and suggests that one of the greatest obstacles to information sharing may be that people do not always understand what they are and are not permitted to share. Accordingly, this literature points to the importance of understanding relevant requirements, and developing procedures and agreements for sharing information appropriately.

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