Documentation List

Youth Programs (YP)

Documentation List

Revised as of January 2015

Program Name: ______Building #: ______

Hours of operation: ______

The following documentation will be reviewed as evidence of compliance with the YP Inspection Criteria revised as of January 2015. Items 1-22 are maintained in a file box. Ensure the documentation box is standardized and organized according to the listing below. Only include documentation from the previous 12 months unless otherwise indicated below. In addition to the documentation box, the inspector(s) will review selected forms, youth files, employee work and training files. No documents with Personally Identifiable Information (PII) will be maintained in the file box.

Place the following items in the front of the inspection box:

CYP Inspection Signs (to be displayed on the front door during the entire week of the inspection)
Parent (to be displayed on the front door during the entire week of the inspection)
Staff (to be displayed in the break or training room during the entire week of the inspection)
YP Documentation List
Blank copy of the program information worksheet (completed when the inspectors arrive)

Tab / Criterion / Documentation Needed
1 / Y115 / AF Form 2043, Recreation Daily Attendance and Program Record or similar form from previous 4 weeks
2 / Y37 Y38 Y39
Y43
Y46 Y49 Y52 Y55 / Written program plans for the last quarter (such as, but not limited to: program outlines, calendars, and interest based clubs)

Plans have clear defined outcomes and promote positive youth development
Written program plans are available for each day of operation, week, month, season, and year
Activities are offered to help youth with all aspects of military life
Education and Career Development Programs
Health and Life Skills Programs
Fitness and Physical Activities
Arts Program
Character and Leadership Development Activities

3 / Y59 / Evidence and dates the required AF Programs were offered:

AF and BGCA Fine Arts Program
AF and BGCA Photography Program
Keystone Club
Minutes and Sign-in Sheets from previous 3 months
Copy of Charter
Torch Club
Minutes and Sign-in Sheets from previous 3 months
Copy of Charter
AF Teen Council
AF and BGCA Military Youth of the Year (MYoY)
Three 4-H Programs using official 4-H Curriculum (one must be in the Health,

Nutrition and Fitness area)

Fitness/Obesity Initiatives
Excellence in Youth Sports Award through the National Alliance for Youth

Sports (NAYS)

Youth Employment Skills (YES)
Congressional Award
National 4-H National Youth Science Day
AF Specialty & Residential Camps

4 / Y189 / Completed Annual Formula for Impact Assessment and Action Plan and Evidence of Implementation of the Action Plan

Submitted to BGCA
Action Plan with Goals
Quarterly Updates

5 / Y108 / Copy of the current approved Marketing Plan and evidence of implementation

Based on Survey results
Goals reflected in activities
Evidence events annotated on Marketing Plan are provided
Program staff or youth have briefed squadron leadership
Articles published quarterly

6 / Y62 / Documentation to support ongoing and current youth sponsorship program (such as, but not limited to: current email traffic, letters, website links, and/or follow-up)
7 / Y16 / Copy of YP Handbook and what information is provided to youth/parents

Child Abuse Hotline Number
AF CYP Mission Statement
No Smoking

8 / Y64 / Copies of Parent Advisory Board meeting minutes for the last 12 months to include:

Quarterly meetings
Highlight Airman and Family Services Flight Chief’s quarterly attendance
Highlight YP Director’s quarterly attendance
Highlight Mission Support Group Commander or designee’s annual attendance
Evidence they were forwarded to MSG/CC or designee

9 / Y63 / Results of Annual Assessment

Compiled
Analyzed
Acted Upon

10 / Y72 / Documentation of volunteer recognition program (such as copies of LOAs, volunteer hours spreadsheet, and/or written procedure in place)
11 / Y74 Y75 Y77 Y78 / Documentation of current season rules or bylaws

Each League follows required NAYS guidelines
No more than a 2 year age range or waiver on file
A written system is in place for league and team division in which weight and skills are assessed in establishing a fair and equal league for youth ages 11 years and up
A minimum play rule
Youth ages 12 years and up are permitted to participate in post season play (e.g., tournaments, playoffs, championship games)

12 / Y82 / Coach’s Handbook – Tab and Highlight the following:

Program’s Mission
Program’s Philosophy
Key Contacts
Emergency Procedures
Inclement Weather Procedures
Inclusion Policy
Prohibition of Substance Abuse and Smoking by Coaches, Officials, Spectators,

and Players

Child Maltreatment Identification and Reporting
Excused Absences
Positive Guidance
Administration of First Aid
Minimum Play Rules

Sportsmanship to include Removal Procedures and Suspension

13 / Y87 / Documentation of the inspection timetable and procedure for ensuring safety of sports equipment
14 / Y67 / Documentation of the current league orientation meeting
15 / Y124 / Results of Monthly Fire Inspections
16 / Y128 / Results of Monthly Safety Inspections
17 / Y130 / Results of Pre-Season Safety Inspections of Sports Fields and Facilities
18 / Y137 / Results of Monthly Health Inspections
19 / Y126 / Results of the last 12 Fire Drills
20 / Y145 / Veterinary Certificates on all Pets – Note: A Veterinary Certificate is not required for fish
21 / Y94 / Operational Instructions or Policies
If in the Parent Handbook – Tab and Highlight the following:

Hours of Operation
Financial Policies to include fees and charges
Registration Procedures
Facility Usage by Outside Programs
Child Maltreatment Reporting – to include the phone numbers Y148
Field Trips to include transporting youth
Internet Safety to include staff awareness on what youth are viewing and appropriate internet interactions between staff and youth
Program Areas and Objectives
Staff Recognition
Safety Requirements to include unsafe conditions, weather conditions, and natural disasters
Health Requirements to include medical requirements, dealing with injuries and protecting youth from exposure to the use of alcohol, illegal drugs, and tobacco products
Exclusion/Readmission Guidelines Y141
Fire Prevention to include emergency procedures and evacuation requirements

22 / Y103 / List of Grants applied for and/or awarded through BGCA, United Way, and other charitable organizations
The inspector(s) will review the following forms/documentation. Ensure this is compiled and available the first day of the inspection:
Daily Inspections
Y125 Daily Fire Inspections (for the inspection days only)
Y125 List of all Staff who are trained to conduct Daily/Monthly Fire Inspections
Y129 Daily Safety Inspections (for the inspection days only)
Y129 List of all Staff who are trained to conduct Daily/Monthly Safety Inspections
Y131 Daily Playground Inspections (for the inspection days only)
Y131 List of all Staff who are trained to conduct Daily Playground Inspections
Y138 Daily Health Inspections (for the inspection days only)
Y138 List of all Staff who are trained to conduct Daily/Monthly Health Inspections
Administrative Files and Youth Files – selected by the inspector(s)
Y107 List of youth diagnosed with special needs and their Inclusion Action Plan(s)
#______of youth with special needs – review each Inclusion Action Plan
Y112 AF Forms 88, Air Force Youth Programs Registration (12 selected)
Y113 AF Forms 1187, Youth Flight Accident Report (12 selected)
Y113 AF Forms 1023, Youth Flight Record of Injuries
Identify any CYP Reportable Incidents
Y120 Roster of youth on each team for ongoing or most recently completed sport
Y175 Staff schedule (inclusive of Youth Director for last 4 weeks)
Y177 Staff schedule in support of sports/instructional programs for last 4 weeks
Please provide the following:

List of all current staff, specified volunteers, and contract workers (including custodial workers who are present when youth are in care)

Tab the following items – in all YP employee work and training folders and if applicable in any contract worker and/or specified volunteer files
Y157 - Background Checks – if all the background checks are on the Managerial Checklist, please tab the
current one, if a Managerial Checklist is not on file, please tab each individual background check listed
below:

Installation Records Check (IRC) includes a file check of Security Forces Management Information System (SFMIS), Family Advocacy’s AF Central Registry, Alcohol and Drug Abuse Prevention & Treatment (ADAPT), Mental Health, and the Government Family Housing Office

National Sex Offender Public Website
Child Care National Agency Check and Inquiries (CNACI) or National Agency Check and Inquiries (NACI) with State Criminal History Repository Check (SCHRC) or National Agency Check (NAC) with SCHRC

Y163 - Signed Statement of Non-Conviction
Y157 - Two Reference Calls (personal, professional, or educational)
Y162 - Signed Statement of Understanding Air Force CYP Positive Guidance and Appropriate Touch
Instructional Guide
Y168 - Annual Staff Assessments
Y176 - Current and Previous Years’ AF Forms 1098 – The Training and Curriculum Specialist will add the
total number of training hours on selected employee training files for the previous 12 months
Y179 - YP CYPA AF Form 1098
Y181 - Current Certificate for the Certified Youth Sports Administrator (CYSA)
Y182 - CYP Managers AF Form 1098and the CYP T&C AF Form 1098
Y191 - CYPA NEO AF Form 1098 and Individual Training Plan (ITP)
Y193 - CYPA NET
Y180 - CYP Specified Volunteer/Contract Worker Orientation AF Form 1098
Y180 - CYP Specified Volunteer/Contract Worker AF Form 1098
Y183 - YP Coaches’ Orientation AF Form 1098
Y183 - YP Returning Coaches’ AF Form 1098
Y184 - List of all Certified NAYS Coaches
Y185 - Supplementary Training for Returning Coaches
Y194 - Specified Volunteers/Contract Worker Annual Training on Child Maltreatment, Prevention,
Identification, and Reporting

2015 YP Inspection Criteria Documentation List Page 1 of 5