Youth Staff Training Program i Module 12 Program Management

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THIS PAGE LEFT INTENTIONALLY BLANK, Youth Staff Training Program ii Module 12 Program Management. Management,Content Guide,Youth Staff,Training Program. Youth Staff Training Program iii Module 12 Program Management. THIS PAGE LEFT INTENTIONALLY BLANK, Youth Staff Training Program iv Module 12 Program Management. Acknowledgments, The Youth Staff Training Program is a series of self study training modules that form the core of the Navy. Foundation Training Program for Program Assistants working with youth in sixth twelfth grades The. competency based training modules equip Program Assistants with the skills and knowledge necessary. to be successful working with youth and include real life situations faced by middle school and teen youth. To promote training consistency across Child and Youth Programs CYP the module format and. selected activities and content are patterned after similar series of training modules developed by. Teaching Strategies Inc used by military School Age Care SAC Child Development Center CDC and. Child Development Homes CDH Programs We thank Teaching Strategies Inc for laying the. groundwork and developing a self study training format that supports Navy staff working across child and. youth program areas We also thank the Council for Professional Recognition whose Functional Areas. form the basis of the core competencies for youth staff. Many people contributed to the concept writing and overall development of this training program First. we would like to thank M A Lucas Director of Army Child and Youth Services who recognized the. impact staff have on the lives of military middle school and teen youth and identified the need for quality. training in the youth program Special thanks to Mary Ellen Pratt Chief of Army Child Development. Programs CYS Training Programs Army Youth Modules Project Manager for her guidance and. direction throughout the development of the modules We also want to recognize Roxanne Spillet. President Boys and Girls Clubs of America BGCA and Sarah Berry Rabun BGCA Youth Modules. Project Manager for their collaborative support on this project In addition we are appreciative of the. encouragement and assistance provided by Kevin Montgomery Chief of Army Youth Programs for the. development of The Youth Staff Training Program,Project content primary authors editors.
Karen Shannon BGCA Consultant, Chris Corrado BGCA Director of Training Professional Development. Donna M McGrath Army Youth Sports Fitness Program Manager Project Lead. Deb Marple Army 4 H Coordinator 4 H Army Youth Development Project. In addition the following served as primary authors for specific modules Derry G Koralek DGK. Associates Safe and from the USDA Army Youth Development Project Marcia McFarland. Professionalism Dr Jacqueline Scott Social and Cultural Guidance Families Communities and. Schools and Dr Angela Huebner Guidance Content on Character Counts and the Six Pillars of. CharacterSM was provided throughout the modules by Mary Jo Williams Character Education Specialist. 4 H Army Youth Development Project Other contributing authors include from Army CYS Headquarters. Nancy Campbell Linda Harwanko Maria Lopez Henderson Kevin Montgomery and Mary Ellen Pratt. and from the USDA Army Youth Development Project Courtney Gaskins and Marianne Reynolds We. would also like to thank Army CYS Headquarters staff Virginia Brown Nora Clouse Bea Curl and Ingrid. Osewalt for reviewing and providing feedback on the modules. This training program will allow staff to expand their knowledge about middle school and teen youth and. their interests challenges and overall development Through the completion of the modules staff will. also have the opportunity to build skills in programming communicating with youth and helping youth to. grow and develop into productive citizens and leaders in their communities. Copyright 2006 AMWRF All rights reserved Photocopying or reproduction strictly prohibited except. within the Department of Defense, CHARACTER COUNTS and the Six Pillars of CharacterSM are service marks of the CHARACTER COUNTS Coalition a project. of the Josephson Institute of Ethics www charactercounts org. Youth Staff Training Program v Module 12 Program Management. THIS PAGE LEFT INTENTIONALLY BLANK, Youth Staff Training Program vi Module 12 Program Management. Program Management, Welcome to Module 12 Program Management For a youth program to have the intended impact on. young people the day to day program plans and issues need to be managed This guide shows you the. importance of being part of a team that manages the youth program The Table of Contents below will. give you an overview of what you ll be covering, Throughout this Content Guide you ll be directed to the companion Skill Building Journal This journal.
contains a module checklist for you to use to chart your progress a pre training assessment as well as. worksheets for each of the activities in this guide Together the Content Guide and Skill Building Journal. will help you identify opportunities for growth and put your new ideas into practice. After you move through this Content Guide and Skill Building Journal your final step will be to complete. this module s knowledge and competency assessments When you have finished this module let your. trainer know you are ready to schedule them After you have successfully completed the assessments. you will be ready to begin a new module,Section Page. 12 1 Introduction 1,Overview 1,Take a Closer Look 5. Self Reflection 11,12 2 Pre Training Assessment 12. 12 3 Learning Activities 13, A The Importance of Following Policies and Procedures 14. B Your Role in Program Operations 17, C Providing Support for Administration of the Program 20.
Summarizing Your Progress 23, Youth Staff Training Program vii Module 12 Program Management. THIS PAGE LEFT INTENTIONALLY BLANK, Youth Staff Training Program viii Module 12 Program Management. 12 Program Management,12 1 Introduction, Program Assistants assist in program management by. following administrative policies and procedures, working as a member of a team to manage day to day program operations and. providing staff support for administration of the program. Good program management skills can make or break a program If a program and a facility aren t. managed well then factors such as youth participation parent and command support and your own work. environment are all impacted While the Director and other management staff carry the major. responsibilities for program administration and direction you as a Program Assistant are also a key. Following administrative policies and procedures, Following One important role a Program Assistant plays in program management is following.
administrative administrative policies and procedures By knowing and understanding program. policies and policies and procedures you help staff at the Youth Center keep on schedule with. procedures tasks that need to be completed, You also play an important role in keeping accurate and timely records When. substitute staff step in you can provide them with important information on Youth. Center programs and schedules This helps keep the Youth Center running efficiently and effectively. Here are ways a Program Assistant shows knowledge of administrative policies and procedures in the. Youth Center, Know understand and communicate program policies procedures Standard Operating. Procedures SOPs, Example Ms Linda takes time out of her schedule to review the program policies and procedures. once a week This review helps her understand and in turn communicate them to co workers youth. parents and external partners, Review program policies before starting a new task. Example Mr Edward is assisting with a field trip He looks through the SOPs regarding field trips He. identifies the tasks that need to be completed a month prior to the event He develops his plan to. complete the tasks Just before the field trip he reviews his plan to be sure all tasks have been. Complete management tasks according to a schedule, Example Using the lesson plans Ms Lisa develops her task list of what needs to be accomplished on.
a daily basis, Youth Staff Training Program 1 Module 12 Program Management. Follow the program s system for accurate and timely record keeping. Example Mr Doug completes his attendance sheets for his specialized group clubs at the end of each. day He also submits the statistics to his supervisor. Provide substitute staff with adequate information on plans and program practices. Example Mr Sidney cannot conduct his gardening club activity next week because he has a doctor s. appointment He meets with Ms Clara who will be his substitute a week prior to the gardening activity. to make sure she is clear on the program plan for the group. Answer parents questions about program policies and procedures and refer them to the. supervisor when appropriate, Example Captain Lopez is questioning Ms Lucy about why her 11 year old daughter can t stay at the. Youth Center later in the evening Ms Lucy informs her about the policies regarding teen time in the. Youth Center during evening hours Ms Lucy also lets Captain Lopez know that her supervisor is. available to explain these polices further if needed. Managing the day to day program, Working as a In addition to understanding and conveying the Youth Center policies and. member of a procedures a Program Assistant works as a member of a team to manage day to. team to day program operations Here s how,manage day to. day program Know and follow program ratios for the facility. operations Example Prior to a dance for the youth Mr Keith looks up the staff youth ratio to. make sure he knows the number of staff and volunteers needed to properly. supervise the number of participants attending the dance. Follow ratio contingency plan in emergency situations. Example When a youth was hurt playing basketball Ms Donna sent Tony 15 to get her program. manager She asked that another staff member be assigned to supervise youth in the gym so that she. could take care of the injured youth, Utilize a reservation system that identifies spaces for regularly scheduled 11 12 year old users.
and occasional users, Example Ms Cynthia knows that last year 10 slots were available for regularly scheduled 11 12 year. olds This year 15 slots are needed for regularly scheduled 11 12 year old youth Ms Cynthia lets her. program manager know that 5 additional slots will be needed to accommodate the youth and that. adjustments will be needed in staffing, Know hours of operation and communicate hours to patrons. Example Mr Louis is conducting a presentation regarding the Youth Center programs at the local. school and is handing out a program schedule with the hours of operations and articulates this to the. Involve youth in developing rules of conduct for the program facility. Example Ms Karen meets with a focus group consisting of seven youth The group reviews the rules. of conduct on a quarterly basis, Youth Staff Training Program 2 Module 12 Program Management. Post and distribute rules of conduct, Example Prior to opening the Youth Center for the daily program Ms Gayle checks the rules that are. posted to make sure they are current She also makes copies of the written rules for each new youth s. orientation package, Work with youth to determine appropriate space for various program activities.
Example The youth are planning an indoor intramural soccer game and are inviting parents and guests. to attend With Mr Eric the youth are checking out the capacity of the bleacher space prior to sending. out the invitations, Follow agreement for use of shared space to include MWR locations schools etc as well as. the Youth Center, Example Mr William is planning a trip to the bowling center He looks up the current partnership. agreement with the bowling center He checks on times available and makes his plans. Communicate with other staff to ensure smooth flow of program sessions. Example Mr Kevin let the other staff know that Ms Beverly called in sick That way they would know. they needed to cover the art room to provide a smooth flow of programs for the day. Providing support, Providing staff Part of being a good team member means being a good communicator This helps. support for provide support for managing the youth program As a Program Assistant you will. administration get to know youth very well and be able to provide important information This. of the program information may affect programming influence new strategies in the Youth Center. and help youth get the services and support they need. Program Assistants must also learn how to handle confidentiality When do you report issues Some. issues such as child abuse are reported immediately Other issues such as sex or smoking need to be. handled in a way that does not diminish a youth s trust in you yet gets them the information they need. Here s how a Program Assistant can provide support for the administration of the program. Participate in staff meetings to share operational issues and identify concerns. Example Ms Aida attends the weekly staff meeting and shares that there doesn t seem to be enough. lighting outside the Youth Center This is a safety issue that needs to be addressed. Offer ideas and data for development of the overall organizational program plan. Example After having a discussion with a group of youth Mr D. Youth Staff Training Program vii Module 12 Program Management Program Management Welcome to Module 12 Program Management For a youth program to have the intended impact on young people the day to day program plans and issues need to be managed This guide shows you the importance of being part of a team that manages the youth program

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