Standards for child and youth development programs

2020 Edition

Child and Youth Development Human Resources (CYD-HR) 9: Personnel Records

The program maintains personnel records.
2020 Edition




A stable, qualified, trained, and supported workforce contributes effectively and efficiently to the delivery of quality programming that promotes positive child and youth education and development.
The program’s practices fully meet the standard, 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.
Practice requires significant improvement, as noted in the ratings for the Practice Standards.
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the Practice Standards.
Self-Study EvidenceOn-Site EvidenceOn-Site Activities
  • Procedures for maintaining and accessing personnel records (CYD-HR 9.01, 9.02, 9.03)
  • Personnel records
  • Interview:
    1. Program Administrator and/or Director
    2. Program Personnel

CYD-HR 9.01

Personnel records are kept up to date and contain:
  1. identifying information;
  2. emergency contact information;
  3. application for employment and hiring documents, including job postings, interview notes, and reference verification;
  4. signed job description;
  5. compensation documentation, as appropriate;
  6. records of education, experience, and training, including first-aid and CPR certification;
  7. performance reviews and all documentation relating to performance, including disciplinary actions and termination summaries, if applicable; and
  8. health information or reports from physical examinations, when applicable.


A program may maintain records in separate files according to its own record keeping system. The program complies with this standard as long as all required information is maintained systematically and in a manner that complies with federal and state laws regarding the required contents of personnel files and confidentiality. EAP and health records, including health benefits enrollment forms, grievance, complaint, and response documents, and EEOC-related records, must be kept separately from other personnel records and comply with all HIPAA regulations.

CYD-HR 9.02

Access to personnel records is limited to authorized personnel on a need-to-know basis.

CYD-HR 9.03

Personnel may review, add, and correct information contained in their records, in accordance with applicable law.