Youth Programs (YP)
Documentation List
Revised as of March 2016
Program Name: ______Building #: ______
Hours of Operation: ____________Total hours per week: ____
The following documentation will be reviewed as evidence of compliance with the YP Inspection Criteria revised as of March 2016. Items 1-31 are maintained in files. Ensure the files are standardized and organized according to the listing below. Only include documentation from the previous 12 months unless otherwise indicated below. In addition to these files, the inspector(s) will review selected forms, youth files, work folders, and training files. Documents with Personally Identifiable Information (PII) will be gathered during the inspection.
Tab / Criterion / Documentation Needed1 / Y3 / This criterion may also be met during the observation portion of the inspection. For the last quarter of activity plans, annotate Y3 after each activity which supports developmentally appropriate opportunities to foster a positive self-concept.
develop independence and demonstrate self-help skills
respond to individual differences in abilities and interests
demonstrate respect and value for each youth
participate in Boys & Girls Clubs (BGCA) SMART Moves, SMART Girls,
Passport to Manhood, or similar programs
other
2 / Y4 / This criterion may also be met during the observation portion of the inspection. For the last quarter of activity plans, annotate Y4 after each activity which supports developmentally appropriate opportunities to develop and enhance social skills that support positive peer interactions and citizenship.
support resistance from peer pressure
offer a wide range of recreational activities
participate in national programs that emphasize service learning principle and
support good character
participate in Chartered Keystone Club
participate in Chartered Torch Club
participate in Military Youth of the Year
participate in Teen Council
participate in the Congressional Award Program
participate in a youth sponsorship program
other
3 / Y5 / This criterion may also be met during the observation portion of the inspection. For the last quarter of activity plans, annotate Y5 after each activity which supports developmentally appropriate opportunities to encourage thinking, reasoning, questioning, and experimentation that supports academic success.
expose science, technology, engineering, and mathematics (STEM) concepts
participate in 4-H National Youth Science Day
other
4 / Y6 / This criterion may also be met during the observation portion of the inspection. For the last quarter of activity plans, annotate Y6 after each activity which supports developmentally appropriate opportunities to encourage appreciation of art, music, drama, and dance in ways that reflect cultural diversity.
create their own music
involve music, movement, and singing
represent ideas and learn fundamental concepts and skills in the fine arts
(e.g., painting, drawing, collage, and modeling clay)
develop an appreciation for the arts by taking trips on or off the installation
(e.g., to historical sites, museums, monuments, galleries, concerts, etc.)
perform (e.g., exhibits, talent shows, poetry reading, etc.)
participate in BGCA Fine Arts and BGCA Photography Programs
other
5 / Y7 / This criterion may also be met during the observation portion of the inspection. For the last quarter of activity plans, annotate Y7 after each activity which supports developmentally appropriate opportunities to enhance physical development.
enhance fine motor skills
offer large motor skills
participate in BGCA Triple Play
complete and nominate YP for the National Alliance for Youth Sports (NAYS)
Excellence in Youth Sports Award
other
6 / Y8 / This criterion may also be met during the observation portion of the inspection. For the last quarter of activity plans, annotate Y8 after each activity which supports developmentally appropriate opportunities to help youth develop a respect for ethnic and cultural diversity.
expose youth to different cultures
have youth and their families share their home culture and language
other
7 / Y9 / This criterion may also be met during the observation portion of the inspection. For the last quarter of activity plans, annotate Y9 after each activity which supports developmentally appropriate opportunities that provide hands-on opportunities to encourage good health, safety, and nutritional practices.
talk with professionals (e.g., doctors, dentists, fire personnel)
cook a variety of food and learn about good nutrition
observe and care for living things such as pets
provide programs either through Air Force, BGCA, 4-H, or locally, that
increase nutritional awareness
provide programs through AF or community partners (e.g., BGCA, 4-H,
community based) that support independent life skills
provide three 4-H Programs using official 4-H Curriculum ensuring at least one
is in health, nutrition, and fitness area
other
8 / Y10 / This criterion may also be met during the observation portion of the inspection. For the last quarter of activity plans, annotate Y10 after each activity which supports developmentally appropriate opportunities to enhance language and literacy skills by being active listeners, extending conversations, reading books, and encouraging discussions.
write plays or stories
other
9 / Y11 / Copy of the submitted BGCA Formula for Impact Assessment.
quarterly updates
evidence goals have been implemented
10 / Y17 / Evidence to support youth have input for new materials, supplies, and equipment for YP
11 / Y22 / Evidence parents are provided an orientation at the time of initial enrollment.
12 / Y23 / A copy of the current Parent Handbook with the following topics tabbed:
a list of key personnel
a list of community resources
any topics required by accrediting agencies
operating hours
financial policies
medical/health policies
emergency procedures/plans
termination/suspension of enrollment
supporting youth and families with special needs
child abuse and neglect reporting
transportation and field trips
alcohol, drugs, and tobacco products policies
plan for communicating with parents
notification all youth may be subject to closed circuit video monitoring and
recording as part of their participation/enrollment in CYP
13 / Y25 / Evidence to support FSS leadership was provided with an overview brief of YP, annually.
14 / Y26 / Evidence to support, YP provided information on their programs or a participant for publication in installation brochures/newspapers/magazines.
quarterly submissions
15 / Y27 / 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 annual attendance
evidence they were forwarded to MSG/CC
16 / Y28 / Evidence YP plans programs and events with youth including parents and other family members.
parents and other visitors are invited to participate in classroom activities
annually, YP offers or co-sponsors a parent education event
17 / Y31 / Evidence to support there is a written system in place for league and team division, in which weight and skills are assessed.
18 / Y35 / A copy of the current Coach’s Handbook with the following topics tabbed:
AF CYP Mission Statement
program philosophy
key contacts
emergency procedures
inclement weather procedures
inclusion policy
prohibition of substance abuse and tobacco use by coaches, officials, spectators,
and players
identification, prevention, and reporting of child abuse and neglect
DoD Child Abuse Hotline Phone Number
excused absences
administration of first aid
positive guidance and appropriate touch
sportsmanship
player, coach, or parent removal procedures
player suspension
minimum play rules
19 / Y37 / Copy of the inspection timetable and procedures for ensuring continual safety of all equipment used for each sport/instructional class.
20 / Y38 / Evidence to support parents are required to attend an annual Youth Sports and Fitness
orientation. Orientation includes:
program philosophy
health and safety
Code of Ethics
bylaws
role of the staff
role of the volunteers
role of the officials and parents
transportation policies
positive guidance and appropriate touch
21 / Y39 / Evidence to support teams had at least one team/parent meeting each season.
22 / Y40 / Results of Monthly Fire Inspections
current AFCEC Fire Inspection Guide was used
23 / Y40 / Results of Monthly Safety Inspections
24 / Y40 / Results of Monthly Health Inspections
25 / Y46 / Results of the field and/or facility inspections held at the beginning of any league sport.
26 / Y59 / Results of two shelter-in-place drills
27 / Y60 / Results of 14 fire evacuation drills
two during the first week of the school year
two during the first week of the summer program
28 / Y61 / Current Pet Certificates on all pets
29 / Y73 / Current Fiscal Year APF distribution
30 / Y74 / Current Income and Expense Report
31 / Y109 / Documentation to support CYP Management meets monthly with YP Personnel
Youth Administrative Files – 12 files selected by the inspector(s)
Y76 arranged in accordance with the CYP Child and Youth File Plan
Y77 AF Form 88, Air Force Youth Programs
Y76 copy of current and up-to-date immunization record
Y78 if applicable, Sports Physical
Y70 AF Form 1187, Youth Flight Accident Report
Y79 NAYS Parent Code of Ethics
Administration
Y56 current allergy list
Y56 youth folders for those identified on the allergy list
Y70 last 12 months of the AF Form(s) 1023, Youth Flight Record of Injuries
Y72 last quarter of the AF Forms 2043, Recreation Daily Attendance and Program Record or similar form
Y80 list of youth identified with a special need and their Inclusion Action Team recommendations
Y81 list of youth who are currently on an Individualized Behavior Support Plan
Y82 current/active AF Form(s) 1055, Youth Flight Medication Permission Form
Daily Inspections – to be reviewed for the inspection days only
Y41 daily Fire Inspections
Y41 list of all Staff who are trained to conduct Daily Fire Inspections
Y42 daily Safety Inspections
Y42 list of all Staff who are trained to conduct Daily Safety Inspections
Y43 daily Health Inspections
Y43 list of all Staff who are trained to conduct Daily Health Inspections
Y44 daily Playground Inspections
Y44 list of all Staff who are trained to conduct Daily Playground Inspections
Y45 daily Sports Fields Safety Inspections
Y45 list of all Staff who are trained to conduct Daily Safety Inspections
List of all current Staff, Specified Volunteers (SV), and Contract Workers (CW) (including custodial workers who are present when youth are in care)
· indicate position and grade
· if applicable, indicate first aid expiration date
· if applicable, indicate CPR expiration date
Tab the following items – in all YP Program Staff/SV/installation instructional CW folders
Y108 the position description/guide/contract
Y111 the results of all required background checks
Y111 the results of two reference checks (personal, professional, or educational)
Y112 the DD Form 2981, Basic Criminal History and Statement of Admission
Y108 signed Air Force CYP Positive Guidance and Appropriate Touch Instructional Guide
Y110 the most recent performance evaluation to include self-evaluation
Y108 a copy of their high school diploma or equivalent and/or college transcripts
Y108 current physical examination date (employees only)
Y108 a copy of the current and up-to-date immunization record
Y108 if transporting youth, a copy of the Department of Motor Vehicles (DMV) driving record (must be
updated annually)
Y108 a signed DD Form 2793, Volunteer Agreement for Appropriated Fund Activities/Nonappropriated
Fund Instrumentalities (SV only)
Y108 all coaches and assistant coaches sign the National Youth Sports Coaches Association Code of Ethics
Y87 proof of personal liability insurance for installation CW, who provide high-risk services
Tab the following items – in all YP Program employee/SV/installation instructional CW training folders
Y113 current and previous years’ AF Forms 1098
Y114 CYP Managers AF Form 1098/CYP T&C AF Form 1098
Y115 Administrative and Food Service Staff position specific standardized orientation AF Form 1098
Y116 CYP Administrative AF Form 1098
Y117 CYP Cooks/Food Service Workers AF Form 1098
Y118 Youth NEO AF Form 1098
Y119 YP Teaching Staff receive New Employee Training (NET).
Y120 YP Teaching Staff AF Form 1098.
Y121 YP Teaching Staff Module 1098 or Module Completion Certificate
Y124 CYP Special Volunteer/Contract Worker Orientation AF Form 1098
Y124 CYP Specified Volunteer/Contract Worker AF Form 1098
Y125 YP Coaches’ Orientation AF Form 1098
Y126 YP Returning Coaches’ AF Form 1098
Y127 contract custodians annual training on child maltreatment prevention, identification, and reporting
2016 YP Inspection Criteria Documentation List Page 5 of 5