REQUIREMENTS FOR CYP EMPLOYEE FILES - Amazon S3 · REQUIREMENTS FOR CYP EMPLOYEE FILES ... CYMS Documentation and Tracking After each employee receives the flu vaccine, the employee’s

REQUIREMENTS FOR CYP EMPLOYEE FILESIf programs choose to scan and link CYP Employee documentation to CYMS where permitted, this must be completed by a management level staff member in a

supervisory role. Scanned fi les for CYP employees are automatically archived 3 years after the employee has been made inact ive in the system.

Required CYP Employee Documentation

Professional and Personal References

Description All CYP employees must provide professional and personal references (teen employees may use school references). HR conducts these reference checks. The Director documents completion dates for reference checks in CYMS.

Timeline and Update Schedule Before hire (references do not require updates)

Responsible Person The the employee’s supervisor is responsible for entering information into the CSO IT So lution; local protocols may require either the HR or employee’s supervisor to perform the reference checks. The Director is ultimately

responsible for ensuring information in the CSO IT Solution. is accurate and complete.

File Location (paper copy) Copies of professional and personal references are kept in the OPF in the HR office (copies are not kept at the YP). The employee’s supervisor must maintain documentation from HR verifying completion of the reference checks in the CYP employee’s fi le.

CYMS Documentation and Tracking None

Retention Period The documentation must be kept 2 years after the CYP employee’s resignation or termination.

Verification of Education Qualifications

Description

All CYP employees must provide documentation of their education qualifications as part of hiring process, for example, copies of a college degree or high school diploma/GED, transcripts, certificates, etc. If there is a college

degree, there is no need for a copy of the high school diploma. The Director must document education qualifications in CYMS (unless they are documented by HR); the Training Specialist must document in CYMS any education updates after the employee is hired.

Timeline and Update Schedule Upon hire, and then updated if the education qualifications change (e.g., employee finishes a degree or earns a

second degree).

Responsible Person HR conducts the initial verification as part of the hiring process; any education updates are verified and documented in CYMS by the Training Specialist.

File Location (paper copy) Copies of the documents (e.g., degree or diploma, transcript, certificate) used to verify the education qualifications are kept in the OPF at the HR office and in the employee fi le at the center office. If the documents are scanned, the original document may be returned to the employee or scanned.

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Verification of Education Qualifications

CYMS Documentation and Tracking Education information must be entered into CYMS. Refer to the CYMS Staff Records User Guide for additional information. When scanning is available, programs may choose to maintain paper copies of education documents or scan and link to CYMS.

Retention Period If kept in paper copy, the documentation must be kept 2 years after the CYP employee’s resignation or termination.

Annual Health Screening

Description

All CYP employees must have a health screening prior to their first day or within 2 weeks of hire and then annually when the employee has his/her annual physical. The Director is responsible for tracking when employees’ health screenings are due and for ensuring they submit the required health screening documentation. Once the employee

submits documentation that the health screening has been completed, the Di rector enters the date of the health screening on the CYMS Medical Information Screen and then adds a new health screen code to enter the due date of the next year’s health screening.

Timeline and Update Schedule Upon hire and then annually

Responsible Person The Director or Assistant Director (the employee’s supervisor)

File Location (paper copy) A copy of the employee’s health screening is kept in the OPF at the HR office and in the employee’s fi le in the facil ity. If the documentation of the health screening is scanned, the original document may be returned to the employee or shredded.

CYMS Documentation and Tracking

The date the health screen was conducted must be entered into CYMS, and a new health screen must be added to enter the due date of the next year’s annual screening. Refer to the CYMS Staff Records User Guide for additional

information. When scanning is available, programs may choose to maintain paper copies of the annual health screening documentation or scan and link to CYMS.


Annual Flu Vaccine

Description All CYP employees must have annual flu vaccines and bring proof that they have received the vaccine unless the

employee has an Employee Immunization Waiver Request on fi le.

Timeline and Update Schedule Upon hire and then annually, by November 30

Responsible Person The employee’s supervisor. The Director is ultimately responsible for ensuring all CYP employees’ flu vaccines are

current and documented in CYMS.

File Location (paper copy) Proof of receipt of the flu vaccine must be kept in the employee’s fi le in the facil ity. If the documentation of the annual flu vaccine is scanned, the original document may be returned to the employee or shredded.


Requirements for CYP Employee Files

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Annual Flu Vaccine


After each employee receives the flu vaccine, the employee’s supervisor must ensure the date of the flu vaccine is documented in CYMS. For additional instructions, refer to the CYMS Staff Records User Guide. When scanning is available, programs may choose to maintain paper copies of the annual flu vaccine documentation or scan and link to

CYMS.


Employee Immunization Waiver Request—CNICCYP 1700/46A (Sc)

Description If an employee needs to be exempt from the annual flu vaccine requirement or any another required immunization (e.g., MMR, Tdap) for medical or religious reasons, he/she must submit an Employee Immunization Waiver Request to

the Director. The Director reviews requests before entering them into CYMS.

Timeline and Update Schedule When the employee requests to be exempt from the annual flu vaccine or other immunization requirement (no annual update needed unless indicated by a physician)


File Location (paper copy) If scanning is available, the document must be scanned and the original document can be shredded once scanned into CYMS (see below). If scanning is not available, maintain paper documentation in the employee’s fi le in the facil ity.

CYMS Documentation and Tracking Refer to the CYMS Staff Records User Guide for guidance.

Retention Period When scanning is available, scanned and linked to CYMS For paper fi les that were kept prior to the implementation of scanning or that are maintained when scanning is not available, the documentation must be kept onsite for 2 years after the CYP employee’s resignation or termination.

Copy of Driver’s License and Driving Record

Description

Driving credentials (driver’s l icense and driving record) are required only for employees who transport youth. The

date the driving credentials were verified and the next renewal due date for reverifying this information (every year) must be entered into the CSO IT Solution. A copy of the employee’s driver’s l icense and driving record must be placed

in the employee’s fi le.

Timeline and Update Schedule Upon hire; then annual checks of driving records

Responsible Person The Director or Assistant Director (the employee’s supervisor) is responsible for ensuring the driving credentials are verified as required; however, CYPs must follow their local installation protocol for actually checking the driving credentials (i.e., installations may have varying departments and/or persons assigned to conduct the checks).

File Location (paper copy) Copies of the documents used to verify the driving credentials are kept in the employee’s fi le at the facil ity. If the documentation used to verify driving credentials is scanned, the original documents may be returned to the employee or

shredded.






Copy of Driver’s License and Driving Record

CYMS Documentation and Tracking When scanning is available, programs may choose to maintain paper copies of the documentation used to verify driving credentials or scan and link to CYMS.

Retention Period If kept in paper copy, the documentation must be kept 2 years after the CYP employee’s r esignation or termination.

Copy of Job Relevant Certificates

Description

For employees in positions with required certifications (e.g., First Aid, CPR, Food Handling), the Training Specialist

must enter the date of certificate completion and the next recertification due date in the CYMS Credential Screen. Copies of the completed certificates must be placed in the employee fi le.

Timeline and Update Schedule Ongoing and contingent upon the requirements of each position and the specific certification comp letion

Responsible Person The Training Specialist is responsible for working with the employee’s supervisor to ensure the employee completes all required certifications and recertifications and for tracking them in CYMS. The employee’s supervisor is respo nsible for following up with the employee to ensure the employee completes the certification process.

File Location (paper copy) Copies of the completed certificates must be placed in the employee’s fi le at the center. If copies of job relevant certi ficates are scanned, the original documents may be returned to the employee or shredded.

CYMS Documentation and Tracking Certificate completion dates must be entered in CYMS. Refer to the CYMS Staff Records User Guide for guidance. When scanning is available, programs may choose to maintain paper copies of job relevant certificates or scan and link to CYMS.


Performance Evaluations

Description The standards covering staff management practices, when published, will include information on conducting annual

performance evaluations for all CYP employees.

Timeline and Update Schedule Annually


File Location (paper copy) Copies of the completed performance evaluations must be placed in the employee’s O PF in the HR office. The supervisor should keep a copy in the employee’s fi le at the facil ity.




Requirement for CYP Employee Files


Training Records and Documentation

Description The Training Specialist must document all training each CYP employee receives by entering the training completion dates in the CYMS Training Screen. The Training Specialist must also enter into CYMS the next due dates of required trainings as a separate entry.

Timeline and Update Schedule Each time a CYP employee completes training

Responsible Person Training Specialist

File Location (paper copy) Training completion and due dates are documented in CYMS. Trainers are not required to maintain paper training

logs. Training sign-in sheets are not scanned.


Retention Period There is no requirement to keep training sign-in sheets once dates have been entered into CYMS. However, some

trainers may choose keep sign-in sheets on fi le for one year.

General Employee Documentation

Description

The employee’s supervisor is responsible for documenting any pertinent information about the employee’s

performance in general. For example, if the supervisor counsels an employee about any performance concerns, he/she should document the conversation in a “letter of caution” and place a copy of the letter in the employee’s fi le.

Timeline and Update Schedule As needed

Responsible Person The employee’s supervisor (i.e., the Director or Assistant Director)

File Location (paper copy) Copies of any general employee documentation must be placed in the employee’s fi le in the facil ity.






REQUIREMENTS FOR VOLUNTEER FILESIf programs choose to scan and link Volunteer documentation to CYMS where permitted, this must be completed by a management l evel staff member in a

supervisory role. Scanned fi les for CYP volunteers are automatically archived 3 years after the volunteer has been made inactive in the system.

Required YP Volunteer File Documentation

Volunteer Agreement Form—DD 2793

Description

The Volunteer Agreement Form must be completed and signed by all volunteers. The form will specify the estimated

hours of volunteering and outline the terms and conditions of the voluntary service. When the volunteer has finished his/her voluntary service, the end dates must be fi l led in. The volunteer must be given a copy of the completed and signed form.

Timeline and Update Schedule Before the volunteer begins. When the volunteer ends voluntary service, fi l l in the end date. Only if the volunteer

ends his/her service or has more than a 6-month break in service must the Volunteer Agreement Form be updated.

Responsible Person Director

File Location (paper copy) A copy of the signed Volunteer Agreement Form must be kept in the volunteer’s admini stration fi le during the

duration of the volunteer’s service.

CYMS Documentation and Tracking When scanning is available, programs may choose to maintain a paper copy of the Volunteer Agreement Form or scan and link to CYMS after the volunteer ends voluntary service.

Retention Period When the volunteer ends voluntary service, the documentation must be kept onsite in paper copy for 2 years after the volunteer stops his/her voluntary service or scanned and linked to CYMS. If the Volunteer Agreement Form is scanned, the paper copy may be shredded or returned to the volunteer.

Volunteer Information Form - CNICCYP 1700/05

Description

The Volunteer Information Form provides the CYP with information about the volunteer’s skil ls, qualifications, suitability, and availability so that appropriate volunteer assignments can be made. The form also provides the CYP

with personal and/or employment references (see below). A completed and signed Volunteer Information Form is required for all volunteers.

Timeline and Update Schedule Before the volunteer begins


File Location (paper copy) Programs must maintain a copy of the s igned form in the volunteer’s administration fi le or scan and link the Volunteer Information Form to CYMS. If the form is scanned and linked to CYMS, the original may be shredded or returned to the volunteer.




Volunteer Information Form - CNICCYP 1700/05


Information from this form should be used to set up the basic or “core” information about the volunteer in the CYMS

personnel screens. Refer to the CYMS Staff Records User Guide for additional information. When scanning is available, programs may choose to maintain a paper copy of the Volunteer Information Form or scan and link to CYMS.

Retention Period If the program maintains the form in paper copy, it must be kept onsite for 2 years after the volunteer stops his/her

voluntary service.

Reference Checks

Description

Reference checks must be conducted for all volunteer applicants. The volunteer applicant must provide a minimum of

five references on the Volunteer Information Form (see above). If employed, one of the references must be the volunteer’s supervisor. School references should be obtained for teen volunteers. The Director must obtain

references from at least three of the five references provided by the volunteer and then enter the dates when the reference checks were completed in the CSO IT Solution

Timeline and Update Schedule Before the volunteer begins (references do not require updates)


File Location (paper copy) Programs must maintain copies of the references in the volunteer’s fi le at the facil ity or scan and link to them CYMS.

CYMS Documentation and Tracking When scanning is available, programs may choose to maintain paper copies of volunteer reference checks or scan and link them to CYMS.

Retention Period If the program maintains volunteer reference checks in paper copy, the documentation is kept onsite for 2 years after the volunteer stops his/her voluntary service.

Volunteer Training Record

Description

The Volunteer Orientation Training must be completed as required in the Child and Youth Program—OPNAVINST 1700.9 (series) (Chapter 11) and documented in CYMS before volunteers begin their voluntary service. The Training

Specialist documents all training each CYP volunteer receives by entering the completion dates in the CYMS Training Screen.

Timeline and Update Schedule Before the volunteer begins and in accordance with the timelines in the Child and Youth Program—OPNAVINST

1700.9 (series)


File Location (paper copy) Training completion and due dates are documented in CYMS. Trainers are not required to maintain paper training logs. Training sign-in sheets are not scanned.



Requirements for Volunteer Files









Volunteer Training Record

Retention Period There is no requirement to keep training sign-in sheets once dates have been entered into CYMS. However, some trainers may choose keep sign-in sheets on fi le for one year.

Proof of Required Certifications

Description

Any volunteer who is performing tasks that would require certification(s) if those tasks were performed by paid employees must also have the same required certifications. For example, if the volunteer is assisting with meal

preparation, he/she may be required to have a Food Handling certificate. The date of the completed certification must be entered into CYMS with the due date for recertification.

Timeline and Update Schedule Before the volunteer begins and then updated according to each certification process’s requirements


File Location (paper copy) Paper copies of the completed certifications must be maintained in the volunteer’s administration fi le at the facil ity or scanned and linked to CYMS.

CYMS Documentation and Tracking Refer to the CYMS Staff Records User Guide for guidance. When scanning is available, programs may choose to

maintain paper copies of proof of required certifications or scan and link them to CYMS.

Retention Period If the program maintains proof of required certifications in paper copy, it must be kept onsite for 2 years after the volunteer stops his/her voluntary service.

Written Parental Consent (for teen volunteers only) (Sc)

Description

Written parental consent is required for all unmarried volunteers younger than 18 years old. Volunteers younger than

16 years of age may not be accepted as volunteers. Note: Additional state and local laws related to teen volunteers may apply at some installations.

Timeline and Update Schedule Before the teen volunteer begins


File Location (paper copy) A copy of the parental consent must be placed in the teen volunteer’s administration fi le at the facil ity. If scann ing is available, the documentation must be scanned and linked to CYMS.


Retention Period The documentation must be kept onsite for 2 years after the volunteer stops his/her voluntary service.





Volunteer Hours Tracking Record—CNICCYP 1700/02

Description All voluntary service hours performed by the volunteer must be logged on the Tracking Record. The Operations Clerk will assist the Director with maintaining the tracking form and will keep the form in the volunteer’s administration fi le.

Timeline and Update Schedule Beginning on the volunteer’s start date and maintained each day the volunteer provides voluntary service

Responsible Person Operations Clerk and Director

File Location (paper copy) Copies of all completed tracking forms must be kept in a binder in the front desk area or scanned and linked to CYMS.

CYMS Documentation and Tracking When scanning is available, programs may choose to maintain paper copies of completed volunteer hours tracking records or scan and link them to CYMS.

Retention Period If the completed Volunteer Hours Tracking Record is kept in paper copy, it must be kept onsite for 2 years after the

volunteer stops his/her voluntary service.

NAYS Officials/Coaches Training and Membership Program (For YSF Only)

Description Youth Sports Coaches and Officials must complete NAYS training covering these areas: emotional needs of youth; safety, injury prevention, and first aid; conditioning; hydration and nutrition; teaching proper sport techniques; the

inclusion of all youth; child abuse prevention information; and drug/alcohol/tobacco prevention.

Timeline and Update Schedule Prior to the individual Youth Sports Coach or Official providing volunteer service to the YP and updated annually; Youth Sports Coaches and Officials must complete the training only once, but they sign the NAYS pledge annually.

Responsible Person YSF Coordinator and Training Specialist

File Location (paper copy) None. The Training Specialist pulls completion date from the NAYS website and enters it into CYMS.


Retention Period None





Q-1

RECORD KEEPING TASK DELEGATIONS

Record Keeping Task Delegations

Employee’s Supervisor (Director or Assistant Director) *Training Specialist

Sets up initial CYMS records for all employees. Includes verification of education qualifications.

Enters updated education information for all employees in CYMS

Enters core information into all required CYMS staff screens

Documents and tracks all trainings by entering the training completion dates and next training due dates in CYMS, if applicable

Enters dates of references and driving record verification (if applicable in the CSO IT Solution)

Documents and tracks all job-related certifications by entering the certification completion dates and the next recertification due dates in CYMS

Tracks completion of youth care investigations in the CSO IT Solution Tracks and documents all annual employee health screenings and annual flu vaccines by entering the completion dates and next due dates in CYMS Documents Employee Immunization Waiver Requests, if applicable, in CYMS for employees who submitted waiver requests for immunizations or the flu vaccine Tracks and documents all annual performance evaluations, as well as ongoing general employee documentation, CYMS will accept most recent “last” evaluation date only. Maintains all staff-related documents and ensures that the paper files, are shredded or returned to the CYP Professional after 3 years following their resignation or termination.

* Note: Although documentation and tracking of all education, trainings, and certifications have been delegated tothe Training Specialist, the Director remains accountable for overall records management. Similarly, while HRpartners may conduct some tasks, the Director is accountable for quality control of all CYMS staff records.

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SUMMARY OF CYP EMPLOYEE FILE CONTENTS

Documents in Employee Files

Copies of the documents used to verify the employee’s driving credentials (if applicable)

Copies of the documents used to verify the employee’s education qualifications

Documentation of youth care investigations

Annual health screening

Employee Immunization Waiver Request (if applicable) (Sc)

Copies of all job relevant certificates

Performance evaluations

General employee documentation

Training Records and Documentation—Note: Training Specialists are required to maintain the employee’s Individual Development Plan (IDP) in CYMS. Paper training files and logs are not scanned and linked to CYMS and do not replace CYMS documentation.

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