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Homepage >The QSA Tool: Get Started with Your Self-Assessment! >Administration/Organization
Administration/Organization
A quality program has well-developed systems and sound fiscal management to support and enhance worthwhile programming and activities for all participants.
More On Administration And Organization
A quality program has a clear mission statement and set of goals. It has well-defined policies and procedures, which are documented in a handbook. The organization complies with mandates from government agencies and funders. Records are well-maintained and all required licenses are up-to-date.
Click here to fill out the Administration/Organization section of the QSA Tool electronically.
Zooming In
For definitions of what each quality indicator might look like at performance levels 1-4, click here.
Taking Action
Program Element |
Quality Indicator |
Perf.
Level |
Timeline for Improvement and Improvement Steps |
Person(s) Responsible |
Res. Needed |
Administration/ Organization |
#8 *Has well-defined methods of communication between school and community-based organization. |
1 |
Right Now |
1. Hold meeting with principals from local schools to create a written memo regarding the afterschool services to be provided, resources to be shared, and a clarification of roles and expectations. |
1. Site Director: Anne Johnson
2. Local Principals/ School Administrators: Pete Jones Susan Silver John Kim Carlos Rivera
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None
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This Year |
1. Begin working with school administrators on how to best share student information.
2. Train staff members are trained on all reporting and documentation procedures.
3. Schedule quarterly meetings with local principals and other school administrators to identify programs and projects for possible collaboration. |
Next Year |
1. Contact school partners to begin planning in alignment with their academic planning schedule. Planning will include partnering schools and afterschool staff to discuss new systems for information-sharing. |
 Tips for Success
Here are a few tips for ensuring a solid organizational structure at your site, especially when time is limited:
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Set up a schedule that identifies deadlines for completing all necessary program reports and documentation of procedures; this can save a lot of time in the long run.
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Get to know your community and potential partners such as schools, businesses, and faith-based organizations. Be aware of barriers for establishing collaborative relationships with potential partners.
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Create, distribute, and review an employee handbook that outlines policies and procedures.
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Make sure that staff, parents, schools, and other stakeholders are aware of your mission and program goals. Find a central location at your site such as a bulletin board to display your mission and program goals.
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 Try This!
Try to implement these best practices in record-keeping at your site:
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Be concise. Notes on program participants should include only relevant information in appropriate detail, e.g., only provide information that is directly relevant to the delivery of services for intended youth outcomes.
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Be accurate. Besides providing accurate information, direct quotes should be recorded whenever possible. As the information may be shared with others (parents, teachers, etc.), the records must be legible and precise.
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Be up-to-date. Progress notes, crisis interventions, or incident reports should be written as soon as possible after an event has happened to prevent loss of information due to time lapse.
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Be meaningful. Notes should distinguish clearly between facts, observations, hard data, and opinions.
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Be internally consistent. Notes should be structured according to a pre-set format, and acronyms used should be meaningful to all within the organization.1
1 National Council on Social Service, Documentation and Record Keeping
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Research, Tools and Templates, and Resources
Research
Focus on Families! How to Build and Support Family-Centered Practices in After School, Build the Out-of-School Time Network, Harvard Family Research Project, and United Way of Massachusetts Bay
Paper on family engagement strategies and services
After School Counts! A Guide to Issues and Strategies for Monitoring Attendance in Afterschool and Other Youth Programs, Policy Studies Associates
Paper on why attendance is important and strategies for monitoring attendance
Tools and Templates
Budget Template (Excel), Bay Area Partnership for Children and Youth
Excel template for creating a budget
Sample Enrollment and Registration Form (DOC) , English, adapted from the Ventura County Office of Education’s After School Education and Safety Program
Sample Enrollment and Registration Form, Spanish (DOC) , adapted from the Ventura County Office of Education’s After School Education and Safety Program
Supply Order List (DOC), adapted from the Ventura County Office of Education’s After School Education and Safety Program
Template for creating a supply order list
Resources
After-School Programs Parent Involvement Plan, The Pennsylvania State University Department of Agricultural and Extension Education
Recommendations for creating a family involvement plan
Employee Handbooks, Wikipedia
Guidelines for what to include in an Employee Handbook
Policy Statement: What Constitutes a School Age Child Care Program?, New York State Office of Children and Family Services
Policy Statement on school-age child care programs
School Age Child Care Regulations, Part 414
List of regional OCFS Offices and Contacts
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