Children and youth who participate in Out-of-School Time programs gain the personal, social, emotional, and educational assets needed to support healthy development, increase well-being, and facilitate a successful transition through childhood and adolescence, and into adulthood.
Examples: Potential barriers may include, but are not limited to, factors related to transportation, fees, and language spoken.
Information regarding community needs may be obtained through available data or through assessments, surveys, or focus groups conducted by the organization itself.
Prompt, responsive registration practices:
support timely enrollment; and
provide placement on a waiting list or referral to appropriate resources when children and youth cannot be served or cannot be served promptly.
During registration or orientation, children and youth and their families are:
informed about program goals and activities;
provided with a handbook that details program policies and procedures;
offered a tour of the facility; and
introduced to staff and program participants.
On an annual basis the organization collects relevant information from children and youth and their families, including:
identifying information, including name and date of birth;
emergency contact information;
written parental authorization for emergency care including name of the hospital to be used;
relevant health information (e.g., records of up-to-date screenings and immunizations);
whether children and youth have any special needs to be accommodated, including needs related to health or mental health;
consent forms or permission slips, as needed, including any consent/authorization forms related to health or other special needs, if applicable;
authorizations for pick-up, if applicable; and
relevant school day data, if applicable.
The organization enrolls children and youth with special needs, and collaborates with their families and other involved providers to learn about:
their strengths and needs; and
strategies for meeting their needs and helping them fully participate in the program.
Organizations are expected to accommodate all children and youth unless: (1) an individual poses a safety threat to him/herself or others, (2) the accommodations needed would result in a fundamental alteration to the program, or (3) the accommodations needed would put an undue financial burden on the organization.
Examples: Children and youth may have special needs related to physical, behavioral, medical, emotional, or cognitive conditions. Strategies for meeting needs and facilitating participation can include efforts currently undertaken to address needs (i.e. at home or in school), as well as ideas for additional accommodations.
The organization maintains files for all children and youth that:
contain relevant information;
are specific, factual, and legible;
are kept up to date;
are signed and dated by authorized personnel, where appropriate; and
are maintained and disposed of in a manner that protects privacy and confidentiality.
Relevant information includes the information specified in CA-OST 3.04 and CA-OST 3.05, as well as information that would not have been available at the time of registration, including accident report forms, attendance records, evidence of ongoing communication with parents or other family members, and payment receipts.