§ 950-1-12-.06. Administration And Management: The Managing Board, Fiscal Management, And Personnel Management
(1) ADMINISTRATION. The Organization will have written policy and procedures that establishes the program's goals and objectives, standard operating procedures, and a system of regular review.
(2) BOARD OF DIRECTORS AND PROGRAM OVERSIGHT. Each program should be incorporated with a Board of Directors or where established by a local unit of government. The governing body should serve as the Board of Directors.
(a) The public or private agency operating an outdoor adventure program is a legal entity or part of a legal entity.
(b) Written Policy, Procedure, and practice provide that the Program meets applicable licensing requirements of the jurisdiction in which it is located.
(c) There is a written statement that describes the mission, philosophy, goals and purposes of the Program. This statement is reviewed at least annually and updated, if necessary.
(d) Written Policy, Procedure, and practice provide that the Program is managed by a single administrative office to whom all employees or units management are responsible.
(e) Written Policy, Procedure, and practice provide that the Program administrator formulates and reviews goals for the Program at least annually and translates them into measurable objectives.
(f) Written Policy, Procedure, and practice demonstrates that employees participate in the formulation of policies, Procedures and programs.
(g) The qualifications, authority, and responsibilities of the administrator and other appointed personnel who are not covered by a merit system, civil service regulations, or union contracts, are specified in writing by statue or by the parent agency.
(h) The qualifications for the position of program administrator include at a minimum, the following: a bachelor's degree in an appropriate discipline, two years of related administrative experience, and demonstrated administrative ability and leadership. The degree requirement may be satisfied by completion of a career development program that includes work related experience, Training, or college credits at a level of achievement equivalent to the bachelor's degree.
(i) There is a written document describing the Program's organization. The description includes an organizational chart that groups similar functions, services, and activities in administrative sub units. This document is reviewed annually and updated as needed.
(j) The role and functions of employees of public or private agencies providing a service to the Program are covered by written policy and procedure that specify their relation to the authority and responsibility of the program administrator. These policies and procedures are reviewed at least annually and updated as needed.
(k) The Program shall have a policy and procedure manual that is reviewed and updated, if necessary, approved at least annually by the Governing Authority or administrator and made available to all staff and volunteers.
1. Written Policy, Procedure, and practice provide that new or revised policies and procedures are disseminated to designated staff and volunteers and when appropriate, to juveniles prior to implementation.
2. Written Policy, Procedure, and practice should provide for regular meetings between the program administrator and all department heads and between department heads and their key staff members. These meetings are to be conducted at least monthly.
3. Written Policy, Procedure, and practice provide that the administrator attends meetings of the Governing Authority at least annually to facilitate communications, establish Policy, and ensure conformity to legal and fiscal requirements.
(l) Written Policy, Procedure, and practice provide for a system to monitor space requirements, operations, and Programs through inspections and reviews. This monitoring includes measuring progress toward achieving previously identified goals and objectives and is conducted by the program administrator or designated staff at least annually.
(m) Written Policy, Procedure, and practice should provide that the program administrator submits a written report of the Program's activities monthly to the parent agency. These monthly reports include major developments in each Department or administrative unit, major incidents, population data, assessment of staff and juvenile morale, and major problems and plans for solving them.
(n) Written Policy, Procedure, and practice establish the Program's commitment to informing the public and the media of events within the Program's areas of responsibility. The procedures address emergency and non-emergency responses to the media and, at a minimum, include:
1. Identification of areas in the Program that are accessible to media representatives.
2. The contact person for routine requests for information.
3. Identification of data and information protected by federal or state privacy laws, or federal and state freedom of information laws.
4. Special events coverage.
5. A news release policy.
6. Designation of individuals or positions within the Program authorized to speak with the media on behalf of the Program.
(o) Written Policy, Procedure, and practice specify the circumstances for the program administrator and other staff to obtain legal assistance as needed in the performance of their duties.
(p) There should be a written Policy regarding campaigning, lobbying, and political practices. This Policy conforms to governmental statues and regulations and is known and available to all employees.
(q) Written Policy, Procedures, and practice should prohibit conflict of interest. This Policy specifically states that no employee connected with the Program can use his or her official position to secure privileges or advantages.
(3) FISCAL MANAGEMENT. The OATP shall have a written body of policy and procedure that establishes the Program's fiscal planning, budgeting, and accounting procedures and establishes a system of regular review.
(a) Written Policy, Procedure, and practice cover, at a minimum, the following fiscal areas: internal controls, petty cash, bonding for all appropriate staff, signature control in checks, and the issuance or use of vouchers.
(b) Written Policy, Procedure, and practice provide that the Program operates under an annual budget of anticipated revenues and expenditures that is approved by its Governing Authority.
(c) The program administrator should participate in budget deliberations conducted by the parent agency of the next higher level of government. This participation should include requests for funds for: maintaining the Program's daily operations; financing capital projects; and supporting long-range objectives, program development, and additional staff requirements.
(d) Written Policy, Procedure, and practice provide for budget revisions.
(e) Written Policy, Procedure, and practice demonstrate that the Procedures for the collection, safeguarding, and disbursing of monies comply with the accounting procedures established by the governing jurisdiction. These Procedures are reviewed annually and updated as needed.
(f) Written Policy, Procedure, and practice provide that the accounting system is designed to show the current status of income and expenditures.
(g) Written Policy, Procedure, and practice provide that all monies collected at the Program are placed in an officially designated and secure location.
(h) Written Policy, Procedure, and practice should provide for ongoing monitoring of the Program's fiscal activities. The results are reported in writing annually and are forwarded to the Department of Youth Services Regional Coordinator.
(i) Written Policy, Procedure, and practice provide for an independent Audit of the Program. This Audit is conducted annually or as stipulated by statue or regulation, but should be conducted at least every three years. A copy of this Audit shall be provided to the Department upon request.
(j) Written Policy, Procedure, and practice govern the requisition and purchase of supplies and equipment, including at a minimum the purchasing procedures and criteria for the selection of bidders and venders.
(k) Written Policy, Procedure, and practice govern inventory control of property, supplies and other assets. Inventories are conducted at time periods stipulated by applicable statues, but at least every two years.
(l) Written Policy, Procedure, and practice should provide for Program liability insurance.
(m) Written Policy, Procedure and practice govern the operation of any fund established for juveniles, and provide that when allowed any financial transactions permitted between juveniles, juveniles and staff or juveniles and volunteers be approved by designated staff.
(4) Personnel Management.
(a) Written Policy, Procedure and practice provide that a personnel Policy manual is available for employee reference and covers, at a minimum, the following areas:
1. organization chart (table of organization)
2. equal employment opportunity provisions
3. job descriptions and qualifications and physical fitness Policy
4. benefits, holidays, leave, and work hours
5. personnel records and employee evaluations
6. staff development and Training
7. retirement, resignation, and termination
8. disciplinary procedures and grievance and appeals procedures
9. statues relating to political activities
10. insurance/professional liability requirements
(b) The staffing requirements for all categories of personnel are determined to ensure that juveniles have access to staff, Programs, and services. OATP licensed programs should have at least one trained staff member on duty for every eight Youths during daylight hours, with a minimum of one staff per twelve Youths in each living unit during sleep hours to monitor and supervise Youth movement and/or activity.
(c) Any staff member having full responsibility for the safety and well being of a juvenile shall be at least nineteen years old.
(d) Written Policy, Procedure, and practice prohibit sexual harassment.
(e) Written Policy, Procedure, and practice should provide that there are written job descriptions for all positions. Each job description includes: job title, responsibilities of the position, required experience, and education.
(f) A criminal record check shall be conducted on all new employees and volunteers in accordance with state and federal statues.
(g) Written Policy, Procedure, and practice shallprovide that employees who have direct contact with juveniles receive a Physical Examination prior to job assignment. Employees receive reexaminations according to a defined need or schedule.
(h) Written Policy, Procedure, and practice specify support for a drug-free workplace for all employees.
(i) Written Policy, Procedure, and practice should provide for a written, annual performance review of all employees; this review is based on defined criteria, reviewed and discussed with the employee, and signed by both the employee and evaluator.
(j) Written Policy, Procedure, and practice provide that the Program maintains a confidential personnel record on each employee. This personnel record should contain the following:
1. initial application
2. reference letters
3. results of employment investigations
4. verification of Training and experience
5. medical evaluations
6. job performance evaluations
7. incident reports, if any
8. commendations/disciplinary reports
(k) A written Code of Ethics should prohibit employees from using their official positions to secure privileges for themselves or others and from engaging in activities that constitute a conflict of interest. This code is available to all employees.
1. Staff should conduct activities with an appropriate level of competence and Training specific to the activities.
2. Staff should conduct activities in a responsible manner, with respect for the rights and dignity of the participant.
(l) Written Policy, Procedure, and practice shallprovide that employees, consultants, volunteers, and contract personnel who work with juveniles are informed in writing about the program's policies on confidentiality of information and agree in writing to abide by them.(New Rule: Filed December 17, 2004; effective January 21, 2005. Amended by Alabama Administrative Monthly Volume XXXVII, Issue No. 02, November 30, 2018, eff. December 21, 2018.)
Author: Alabama Department of Youth Services, Office of Licensing and Standards
Statutory Authority: Code of Ala. 1975, §§ 44-1-27(a)(b), 44-1-24(4)(6), 38-13-4.
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