JAS System Maintenance
System improvements will be conducted on 18 June from 2100-2300 ET. During this time, all JAS applications will be unavailable.
Enrollment and Record Keeping (ERK) Standard - YP
Programs:
School Age Care, Youth Program
Resource Type:
Operating Procedure
Published:
04/24
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
- Chapter 1: Overview of YP Enrollment and Record Keeping
- Chapter 2: CYP Registration Process
- Chapter 3: SAC Enrollment
- Chapter 4: Hourly Care Record Keeping Requirements
- Chapter 5: Recreational Programs Signup
- Chapter 6: YP Transitions and Transfers
- Chapter 7: YP Documentation and Records Maintenance
- Chapter 8: Identified Needs, Medication, and Illness/Injury Documentation
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Chapter 9: CYP Professional Files
- 9.1 CYP Professional File Requirements
- 9.2 Employment Verification
- 9.3 Annual Health Screening and Flu Vaccines
- 9.4 Required CYP Professional Documentation
- 9.5 Volunteer Files
- 9.6 Contractors
- Appendix A: SAC Registration Record Keeping Checklist
- Appendix B: Registration Documents by YP Offering
- Appendix C: SAC Enrollment Email Template
- Appendix D: Orientation Email Template
- Appendix E: YP Registration and Enrollment Documents
- Appendix F: SAC Summer Camp Email Template
- Appendix G: Annual Registration Email Template
- Appendix H: Required Immunization Update Email Template
- Appendix I: Immunizations Past Due Notification Email Template
- Appendix J: Exclusion Notification--Employment/Student Status Email Template
- Appendix K: Summary of YP Youth/Household Files
- Appendix L: Forms for Youth with Identified Needs
- Appendix M: Emergency Response Medication Portability Procedure Template
- Appendix N: Summary of Identified Needs/Medical Documentation
- Appendix O: Required Medication Forms
- Appendix P: Summary of CYP Employee File Contents
- Appendix Q: Record Keeping Task Delegations
- Appendix R: Requirements for CYP Employee Files
- Appendix S: Requirements for Volunteer Files