Standards for private organizations

2020 Edition

Out-of-School Time Services (OST) 3: Access and Enrollment

The organization recruits and enrolls eligible children and youth.
2020 Edition

Currently viewing: OUT-OF-SCHOOL TIME SERVICES (OST)

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Purpose

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.
1
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.
2
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 and training; or
  • Active client participation occurs to a considerable extent.
3
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
  • Several client records are missing important information; or
  • Client participation is inconsistent. 
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.      
Self-Study EvidenceOn-Site EvidenceOn-Site Activities
  • Recruitment plan and/or description of outreach and recruitment efforts
  • Attendance policy
  • Procedures for registration and orientation
  • Sample registration form
  • Policy for enrolling children and youth with special needs
  • Procedures for enrolling children and youth with special needs
  • File access policy
  • File access procedures
  • Informational materials made available to the community
  • Hours of operation
  • Materials provided upon enrollment, including program handbook
  • Community resource and referral list
  • Interviews may include:
    1. Program director
    2. Relevant personnel
    3. Children, youth, and families
  • Review files of children and youth
  • Observe how files of children and youth are stored

 

OST 3.01

The organization develops and implements a recruitment plan that includes:
  1. educating the families of prospective program participants about the program’s goals, activities, and benefits;
  2. addressing potential barriers that might prevent children and youth from participating; and
  3. establishing hours of operation and attendance expectations based on community needs, program goals, and the best available evidence of effectiveness.
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.

 

OST 3.02

Prompt, responsive registration practices:
  1. support timely enrollment; and
  2. provide placement on a waiting list or referral to appropriate resources when children and youth cannot be served or cannot be served promptly.

 

OST 3.03

During registration or orientation, children and youth and their families are: 
  1. informed about program goals and activities;
  2. provided with a handbook that details program policies and procedures;
  3. offered a tour of the facility; and
  4. introduced to staff and program participants.

 
Fundamental Practice

OST 3.04

On an annual basis the organization collects relevant information from children and youth and their families, including: 
  1. identifying information, including name and date of birth;
  2. address;
  3. emergency contact information;
  4. written parental authorization for emergency care including name of the hospital to be used;
  5. relevant health information (e.g., records of up-to-date screenings and immunizations);
  6. whether children and youth have any special needs to be accommodated, including needs related to health or mental health;
  7. consent forms or permission slips, as needed, including any consent/authorization forms related to health or other special needs, if applicable;
  8. authorizations for pick-up, if applicable; and
  9. relevant school day data, if applicable.

 

OST 3.05

The organization enrolls children and youth with special needs, and collaborates with their families and other involved providers to learn about: 
  1. their strengths and needs; and
  2. strategies for meeting their needs and helping them fully participate in the program.

Interpretation

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. While some organizations may obtain a copy of a child or youth’s 504 Plan or Individual Education Program, other organizations may work with the family and school to establish other channels for obtaining information about needs.
Note: See OST 6.07, OST 9.07, and OST 18.08 for additional expectations regarding accommodating children and youth with special needs.

 
Fundamental Practice

OST 3.06

The organization maintains files for all children and youth that: 
  1. contain relevant information;
  2. are specific, factual, and legible;
  3. are kept up to date;
  4. are signed and dated by authorized personnel, where appropriate; and
  5. are maintained and disposed of in a manner that protects privacy and confidentiality.

Interpretation

Relevant information includes the information specified in OST 3.04 and 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.
Examples: Files and signatures can be paper, electronic, or a combination of paper and electronic.

 
Fundamental Practice

OST 3.07

Access to confidential files is limited to: 
  1. children and youth and/or, as appropriate, their parents or legal guardians;
  2. personnel authorized to access specific information on a “need-to-know” basis; and
  3. auditors, contractors, and licensing or accrediting personnel, consistent with the organization’s confidentiality policy.