Enrollment and Record Keeping (ERK) Standard - YP
Programs:
School Age Care, Youth Program
Resource Type:
Operating Procedure
Published:
04/26
The YP Enrollment and Record Keeping (ERK) Standard provides guidance for enrollment and record keeping, including scanning requirements, for records for youth, families, and CYP Professionals, and how to maintain paper and electronic documents. This standard includes step-by-step instructions for registering new families with CYP, enrolling new families in SAC, and signing up families for Recreational Programs. These standards also provide specific guidance on medication documentation and requirements.
Table of Contents
- Youth Programs Enrollment and Record Keeping Standard
- April 2026
- Table 1.2A: Enrollment and Record Keeping Terms
- YP Director
- YSF Coordinator
- Teen Coordinator
- YP Operations Clerk
- Figure 1.4A: Pathways for Families to Participate in YP
- Eligibility Verification
- Health Information Form
- Immunization Records
- Permission Statements Form
- Text Messaging Consent Form
- Internet and Screen-Based Media Agreement
- Figure 3A: SAC Pathway to Participation
- Figure 4.2A: Streamlined Hourly Care Administration Cycle
- Figure 5A: Recreational Programs Pathway to Participation
- NAYS Parent Orientation & Membership Program (YSF Requirement)
- Figure 6A: Internal Transition Pathway to YP Participation
- Immunization Waiver Types
- Authorized Immunization Delays
- Table 7.2A: Annual Versus as Needed Record Updates
- Figure 7.4.2A: Keeping Paper Documents for Current Year Plus the Prior Year
- CYMS Medical Issues Report
- Identified Needs Reporting for Youth Enrolled in Care
- Identified Needs Reporting for Youth in Hourly Care
- Storage in Facility-Based Programs
- Storage for Programs Not Facility-Based
- Table 8.3.1A: Medication and Documentation Storage Requirements
- Medication Binder
- From: [Name of YP Program]
- Dear [Sponsor?s and/or Parent?s Name],
- From: [Name of CDC Director, Name of CDC Program]
- Dear [Sponsor?s Name],
- Emergency response medication portability procedure for: ____________________________________
- Child Name
Table of Contents