Sections IV & V

Sections: I. Purpose, II. Mission Statement, III. Program Services and Outcomes, IV. Eligibility Requirements, V. Organizational Capacity, VI. Staff Qualification Standards, VII. Community Involvement Standards, VIII. Monitoring and Evaluation Standards, IX. Program Service Standards, X. Program Environment Standards

Section IV Eligibility Requirements

Teen REACH program services are provided for at-risk children and youth, ages 6 to 17.

Section V Organizational Capacity

  1. The administrative organization has the capacity to develop and implement a Teen REACH Program that:
    1. Has adequate technology, including computers with email and Internet access for Teen REACH staff.
    2. Has an organizational chart that includes the Teen REACH program and it's organizational structure.
    3. Has working relationships with community collaborative partners, evidenced by written linkage agreements. Linkage agreements are updated yearly, and kept on file at the agency. Community collaborative partners may include:
      • Law enforcement
      • Mental health providers
      • Substance abuse providers
      • Physical health providers
      • Transportation providers
      • Nutrition/Food programs
      • Adult/Parent Education programs
    4. Orientation for new organizational staff includes review of Teen REACH program goals.
    5. Roles and responsibilities of Teen REACH Program staff are clearly defined.
      • There are written job descriptions for all Teen REACH staff, including the Teen REACH Coordinator and volunteers.
      • All program staff know and thoroughly understand their own project-related responsibilities.
      • A Teen REACH-specific organizational chart exists and is reviewed with all new organizational staff.
      • Agendas that include programmatic planning are developed for staff meetings, resulting in organizational leadership being well-informed about program and participant issues.
      • Performance reviews are done annually for all Teen REACH program staff, and are maintained on file.
      • Performance reviews are based upon job description and role.
    6. The program has a culture of collaboration, trust and respect.
      • Staff are representative of the community served.
      • Program environment reflects organization and structure, but maintains flexibility to meet individual needs.
    7. Procedures are in place related to program recruitment, enrollment and attendance.
      • A marketing plan is in place that promotes participation and awareness of Teen REACH in the community.
      • A clear program enrollment process is in place.
      • Orientation is provided for new youth and their parents/guardians.
      • Individual level program participant records are maintained and daily attendance is monitored.
      • Procedures are in place for following up with participants/families for unexpected or chronic absences.
      • Program attendance data is reviewed to identify patterns of attendance and potential issues.
      • Recruitment strategies are in place for enrolling underserved populations.
      • All staff have received training, which includes the provision of written procedures related to recruitment, enrollment and attendance.
      • Staff have input into refining local procedures to promote program attendance and enrollment.
    8. A transportation plan exists, if the agency provides transportation.
      • There is a written plan/procedure for transporting youth describing how youth are transported safely to and from the program regardless of distance.
      • Family needs are assessed to determine need for transportation services, and these needs are considered in development of transportation plans.
      • There is a written plan that covers transportation policies during inclement weather.
      • All persons designated as drivers have a valid driver's license appropriate to the type of vehicle used. Evidence of current licensure is on file.
      • Liability insurance is covered either by the program or the subcontractor, and verification of current coverage is on file at the agency. Liability insurance is not limited to transportation, but is adequate to ensure coverage of all Teen REACH activities and events.
    9. Procedures are in place related to discipline/conflict resolution, supervision of participants during arrival/departure, visitors, child abuse/neglect reporting and staff background checks.
      • The program has a formal process for hiring and screening staff.
      • The program has implemented the necessary staff background checks, and verification is on file.
      • All staff receive ongoing training on policies and procedures related to Teen REACH program operations.
      • All procedures are reviewed on an annual basis and refined as needed and additional procedures are developed as needed.
      • All procedures are approved by appropriate boards and administrators.
  2. An agency may choose to subcontract a portion of their grant. A sub-contractor is an entity with which the provider enters into an agreement for the subcontractor to provide all or a specified portion of the services required in the original contract, and is bound by all contractual obligations of the original DHS contract. If the agency utilizes sub-contractors:
    1. All sub-contracts have been signed by both parties and are renewed every year.
    2. All Sub-contracts have been pre-approved by DHS.
    3. The agency has a monitoring process and procedures in place to ensure compliance by the sub-contractor to all DHS requirements.
  3. The agency has a written policy concerning participant fees, with appropriate justification for collecting the fee, documentation that the fee is non-discriminatory, and allows for the inclusion of youth who are unable to pay the fee.
  4. The agency has written protocols for the following activities and situations:
    • Staff communication
    • Serving snacks/meals
    • Administering medication
    • Treating head lice
    • Treating asthma
    • Resolving conflict
    • Disciplining participants
    • Terminating participants from the Teen REACH program
    • Emergency procedures
    • Reporting suspected family abuse/neglect
    • Reporting suspected agency abuse/neglect
    • Screening backgrounds of adult staff, interns and volunteers
    • Tracking inventory
    • Internet blocking software for youth-accessible computers
  5. The administrative agency has written protocols for the maintenance of records.
    1. There is a procedure to maintain all Teen REACH documents for a period of 5 years following the completion of the contract period.
    2. There is a procedure in place that all Teen REACH sites utilize and maintain daily "sign-in" and "sign-out" logs.
    3. There is a procedure in place that the agency collects data and keeps records in the electronic data system designated by the Department.
    4. There is a procedure in place that attendance data is accurately recorded at each site, within the time frames specified by the DHS contract.
    5. The agency submits all required fiscal and program reports within the specified time frames.
    6. Individual participant and staff/volunteer files are kept in a locked file cabinet.
    7. Every Teen REACH participant has a complete file that includes:
      • A current (signed within the last 365 days) completed Participant Enrollment form.
      • Information on specific dietary and/or medical needs of the participant.
      • Current (signed within the last 365 days) written/signed consent and/or release of information form(s) giving parent/guardian consent for youth to participate in Teen REACH activities, including permission for field trips, photography release, medical release, data collection release, collection of grades
      • Electronic data system consent form
      • Academic performance data
    8. Personnel files of staff include the job description, the staff member's resume/application, evidence of background check(s), documentation of Teen REACH orientation, and documentation of training.