CAPRA Accreditation: Basics, Benefits, and Process

1. AGENCY ACCrEDITATION BASICS The Whys and Hows of CAPRA Accreditation COMMISSION FOR ACCREDITATION OFPARK and RECREATION AGENCIES (CAPRA) PRESENTED BY: SEVE GHOSE, CPRE CAPRA COMMISSIONER Tuesday, 25 September 2018, Indianapolis, IN.

2. PRESENTATIONAGENDA • What is CAPRA • What is Accreditation • CAPRA Benefits • CAPRA Process • CAPRA Standards • Questions

3. About capra

4. HISTORY OF CAPRA Commission formed by the American Academy for Parks and Recreation Administration (AAPRA) and the National Recreation and Park Association (NRPA) in 1993. *First pilot agencies in 1994 (Celebrating 23 Years Accredited)

5. CAPRA BOARD MEMBERS 15 PANEL NATIONAL COMMISSION: • National Recreation and Park Association (NRPA) 5 • American Academy for Parks and Recreation Administration (AAPRA) 5 • International City/County Management Association (ICMA) 1 • Council of State Executive Directors (CSED) 1 • National Association of County Park and Recreation Officials (NACPRO) 1 • American Association of Physical Activity and Recreation (AAPAR) 1 • Armed Forces Recreation Society (AFRS) 1

6. CAPRA MISSION • The mission of the Commission for Accreditation of Park and Recreation Agencies (CAPRA)accreditation program supports the achievement of the National Recreation and Park Association (NRPA) mission and is to: • Provide standards and procedures for the evaluation of public park and recreation agencies through a program of self-evaluation and outside peer review for the purpose of national accreditation; • Enhance the performance of park and recreation services; and • Promote an agency which will serve more effectively the citizens in providing quality recreation.

7. CAPRA PURPOSE • CAPRA is committed to the: • 1. Development of quality park and recreation agencies: The agency accreditation program focuses on the education and evaluation of park and recreation agencies utilizing standards considered to be the essential elements for effective and efficient Standards. These Standards promote improved performance for all park and recreation agencies and signify minimum standards.

8. CAPRA PURPOSE • 2. Education: The agency accreditation standards are the benchmark for the accepted level of practice in the industry. Through the comprehensive and systematic self assessment process and on site visitation and peer review, park and recreation professional(s) will gain knowledge and information about the baseline operations of a park and recreation agency.

9. CAPRA PURPOSE • 3. Determination of the accreditation status of park and recreation agencies: Standards provide the tool used to identify compliance with accepted professional practices. While accreditation standards effectively distinguish between agencies that should and should not be accredited, they are not a guarantee of quality, safety, or ethical practice. Accreditation is an assurance that the park and recreation agency has voluntarily subjected itself to outside evaluation by other professionals.

10. 166 CAPRA ACCREDITED AGENCIES Arkansas (1) Arizona (8) California (5) Colorado (8) Connecticut (1) Florida (22) Georgia (11) Hawaii (1) Iowa (1) Illinois (8) Indiana (5) Kansas (3) Kentucky (3) Louisiana (2) Maryland (3) Massachusetts (1) Michigan (4) Minnesota (5) Missouri (5) North Carolina (11) North Dakota (1) Nevada (1) New Hampshire (1) New Jersey (1) New Mexico (1) New York (1) Ohio (10) Oklahoma (1) Oregon (4) South Carolina (3) South Dakota (1) Tennessee (1) Texas (14) Utah (1) Virginia (10) Vermont (1) Washington (3) Washington, D.C. Wisconsin (2) 39 states represented, 6 DOD Agencies

11. About accreditation

12. WHY ACCREDITATION? • There are things we know we know • There are things we know we don’t know • There are things we don’t know that we don’t know

13. WHAT IS AGENCY ACCREDITATION? Agency Accreditation is a process of appraisal whereby parks and recreation agencies of all types and sizes can demonstrate that they meet the requirements (standards) to provide ongoing quality programs, services and facilities to their citizens.

14. WHY EVALUATE? • Improves programs, events, and services. • Identifies and eliminates detrimental elements. • Manages risks and enhances safety. • Measures goals and objectives. • Improves decision making. • Justifies expenditures, accountability and documentation. • Increases participant satisfaction. • Complies with internal or external standards. • Meets obligations for professional practice.

15. WHY EVALUATE? • We evaluate, measure, and outreach with almost everything we do in Parks and Recreation. • What tools are most effectively used to evaluate programs and services in a comprehensive way? • CAPRA’s accreditation process can be used as that tool – national recognition!

16. OTHER ACCREDITING AGENCIES • Police CALEA • Fire CPSE • Public Works APWA • Building Inspection ISA • AZA – Association of Zoos and Aquariums • AAM – American Alliance of Museums

17. ACCREDITATION BENEFITS • Establishes the importance of leisure, recreation and park enjoyment as a necessary quality-of-life indicator. • Increases community, financial and social identity of the agency. • Elevates awareness of public, non-profit and private leisure, recreation and park experiences for government policymakers and stakeholders. • Forms short- and long-term benefits for the Park and Recreation profession and those who are employed as Park and Recreation professionals. • Advances the Park and Recreation profession legislatively.

18. ACCREDITATION BENEFITS CONT. • Provide for an internal Self-Assessment process. • Document actual practices and action research. • Verbal policies are upgraded to written policies. • Establish new procedures with assessable outcomes. • Create and/or update procedural plans with marketed results. • Produce hardcopy and electronic policy manuals. • Network with other accredited agencies and preliminary agency applicants. • Know where everything is in a consistent and recognizable format.

19. ACCREDITATION BENEFITS CONT. • Assurance and validation of well-administered services in accordance with approved professional practices. • External recognition of a high quality, efficient governmental service. • Holds an agency accountable to the public and ensures responsiveness to meet their needs. • Improves customer and quality services. • Demonstrates your commitment to the staff team, volunteers, visitors, and the community .

20. STAFF RECOGNIZED BENEFITS • Created a safer environment. • Our reputation soared; increased employee morale and pride. • Enhanced our staffs’ understanding of why things are done the way they are. • Created approval and recognition for the community. • Restructured management and how we do business. • Tool to use for new employee orientation. • Staff learning a lot more, thus eligible for promotion. • Retiring director legacy project (knowledge transfer).

21. STAFF RECOGNIZED BENEFITS • Success with general obligation bond and other funding. • Raised the bar on collaboration, cooperation, and communication with other divisions. • Benchmarks to check ourselves. • Gave our agency a road map to the future. • The board, employees and city council shared in our pride. • Gave us confidence. • The process gave us the tools to measure and identify concerns and correct problems. • Stopped the critics!

22. The process

23. STEPS IN THE PROCESS • Submit Initial Application • Complete Self Assessment for CAPRA Commission Review • Self Assessment Released to Visitation Team • Visit Scheduled • Visit Takes Place • Visitation Team Report Completed and Released • Visitation Team Report Response • CAPRA Hearing • Accreditation Awarded • Annual Reports

24. FIRST STEPS • Make sure your stakeholders are supportive and understand the process and its value. • Obtain the self-assessment and other resources and understand the process and resource requirements. • Do a quick self-evaluation • Go to training and/or spend time with an accredited agency. • Mentor program • Organization and communication is key to success • Fill out forms • Intent to Pursue Accreditation Form • Agency Profile Form • Assign a coordinator, develop your team and set timelines. • Pay the Preliminary Application fee - $100

25. THE SELF ASSESSMENT • Engages the entire agency (employees, volunteers, citizen boards, and committees) in assessing the agency's effectiveness and efficiency • 24 months from the date of the preliminary application to submit the completed self-assessment • In January of the year in which the accreditation review takes place, the agency is invoiced for the review fee

26. ON SITE VISIT • 2-3 trained visitors for 2-3 days depending on size of the Agency • Structure, approach up to the agency as long as review time is available • Agency pays for all visitor expenses and on the initial and 20 year re-accreditation, agency must pay for the Visit Chair to attend Congress • Peer reviewers represent CAPRA and the process • Responsible for verifying documentation and evidence of compliance with standards and touring Agency facilities • Complete report prior to departure from the Agency

27. ONCE ACCREDITED • Celebrate. • Market and communicate the accomplishment. • Maintain standard expectations, processes you developed, etc. • Submit annual report and annual fee. • Keep up on any updates or modifications to standards, usually every five years.

28. Understanding standards

29. STANDARDS • 151 standards in 10 major categories • 100% of the 37 fundamental standards must be achieved • 90% (104 of remaining 114) standards must be met on initial accreditation or 95% (108 of the remaining 114) on re-accreditation. • Suggested evidence of compliance is provided. • Informational reference is provided. • Met, Not Met. • Accreditation is for 5 years.

30. SECTION 1.0 AGENCY AUTHORITY, ROLE, AND RESPONSIBILITY 14 STANDARDS, 6 FUNDAMENTAL •  1.1 – Source of Authority • 1.1.1 – Approving Authority/Policy Body • 1.1.2 – Citizen Advisory Boards/Committees • 1.2 – Periodic Timetable for Review of Documents • 1.2.1 – Document Approval Authority • 1.3 – Jurisdiction •  1.4 – Mission •  1.4.1 – Agency Goals and Objectives • 1.4.2 – Personnel Involvement •  1.5 – Vision • 1.6 – Policies, Rules, Regulations, and Operational Procedures •  1.6.1 – Administrative Policies and Procedures •  1.7 – Agency Relationships • 1.7.1 – Operational Coordination and Cooperation Agreements

31. SECTION 2.0 PLANNING 11 STANDARDS, 4 FUNDAMENTAL • 2.1 – Overall Planning Function within Agency •  2.2 – Involvement in Local Planning • 2.3 – Planning with Regional, State, and Federal Agencies • 2.3.1 – Community Comprehensive Plan with Park and Recreation Component •  2.4 – Park and Recreation System Master Plan •  2.5 – Strategic Plan • 2.6 – Feasibility Studies • 2.7 – Site Plans • 2.8 – Historical and Cultural Resource Management Plans •  2.9 – Community Involvement • 2.10 – ADA Transition Plan

32. SECTION 3.0 ORGANIZATION AND ADMINISTRATION 13 STANDARDS, 4 FUNDAMENTAL •  3.1 – Organizational Structure • 3.2 – Administrative Offices • 3.2.1 – Support Services •  3.3 – Internal Communication •  3.4 – Public Information Policy and Procedure • 3.4.1 – Public Information and Community Relations Responsibility • 3.4.2 – Community Relations Plan • 3.4.3 – Marketing Plan • 3.4.3.1 – Marketing Responsibility • 3.5 – Utilization of Technology •  3.5.1 – Management Information Systems • 3.6 – Records Management Policy and Procedures • 3.6.1 – Records Disaster Mitigation and Recovery Plan and Procedures

33. SECTION 4.0 HUMAN RESOURCES 30 STANDARDS, 7 FUNDAMENTAL •  4.1 – Personnel Policies and Procedures Manual •  4.1.1 – Code of Ethics • 4.1.1.1 – Staff Acceptance of Gifts and Gratuities • 4.1.2 – Recruitment Process •  4.1.3 – Equal Opportunity Employment and Workforce Diversity • 4.1.4 – Selection Process •  4.1.5 – Background Investigation • 4.1.6 – Employee Benefits • 4.1.7 – Supervision • 4.1.8 – Compensation Plan • 4.1.9 – Performance Evaluation • 4.1.10 – Promotion • 4.1.11 – Disciplinary System • 4.1.12 – Grievance Procedures • 4.1.13 – Termination and End of Employment •  4.2 – Staff Qualifications

34. SECTION 4.0 HUMAN RESOURCES CONTINUED 30 STANDARDS, 7 FUNDAMENTAL •  4.3 – Job Analyses for Job Descriptions •  4.4 – Chief Administrator • 4.4.1 – Leadership Succession Procedure • 4.5 – Workforce Health and Wellness Program • 4.6 – Orientation Program • 4.6.1 – Employee Training and Development Program • 4.6.2 – Professional Certification and Organization Membership • 4.7 – Volunteer Management • 4.7.1 – Use of Volunteers • 4.7.2 – Volunteer Recruitment, Selection, Orientation, Training, and Retention • 4.7.3 – Supervision and Evaluation of Volunteers • 4.7.4 – Recognition of Volunteers • 4.7.5 – Liability Coverage for Volunteers • 4.8 – Consultants and Contract Employees

35. SECTION 5.0 FINANCIAL MANAGEMENT 20 STANDARDS, 7 FUNDAMENTAL •  5.1 – Fiscal Policy •  5.1.1 – Comprehensive Revenue Policy • 5.1.2 – Agency Acceptance of Gifts and Donations • 5.1.3 – Grants Procedures • 5.1.4 – Private, Corporate, and Non-Profit Support Procedures •  5.2 – Fiscal Management Procedures • 5.2.1 – Authority and Responsibility for Fiscal Management •  5.2.2 – Purchasing Procedures • 5.2.2.1 – Emergency Purchase Procedures •  5.3 – Accounting System • 5.3.1 – Financial Status Reports • 5.3.2 – Position Authorization Procedures • 5.3.3 – Fiscal Control and Monitoring Procedures •  5.3.4 – Independent Audit

36. SECTION 5.0 FINANCIAL MANAGEMENT CONTINUED 20 STANDARDS, 7 FUNDAMENTAL •  5.4 – Annual or Biennial Budget • 5.4.1 – Budget Development Guidelines • 5.4.2 – Budget Recommendations • 5.5 – Budget Control Procedures • 5.5.1 – Supplemental/Emergency Appropriations Procedures • 5.5.2 – Inventory and Fixed Assets Control

37. SECTION 6.0 PROGRAMS AND SERVICES MANAGEMENT 13 STANDARDS, 3 FUNDAMENTAL •  6.1 – Recreation Programming Plan • 6.1.1 – Program and Service Determinants • 6.1.2 – Participant Involvement • 6.1.3 – Self-Directed Programs and Services • 6.1.4 – Leader-Directed Programs and Services • 6.1.5 – Facilitated Programs and Services • 6.1.6 – Cooperative Programming •  6.2 – Program Objectives • 6.3 – Scope of Program Opportunities •  6.3.1 – Outreach to Diverse Underserved Populations • 6.4 – Community Education for Leisure Process • 6.4.1 – Community Health and Wellness Education and Promotion • 6.5 – Participant and Spectator Code of Conduct

38. SECTION 7.0 FACILITY AND LAND USE MANGEMENT 17 STANDARDS, 1 FUNDAMENTAL • 7.1 – Parkland Acquisition Procedures • 7.2 – Areas and Facilities Development Policies and Procedures • 7.2.1 – ADA Existing Facility and Site Access Audit • 7.3 – Defense Against Encroachment Procedures • 7.4 – Disposal of Lands Procedures •  7.5 – Maintenance and Operations Management Standards • 7.5.1 – Facility Legal Requirements • 7.5.2 – Preventative Maintenance Plan • 7.6 – Fleet Management Plan • 7.7 – Agency-Owned Equipment, Materials, Tools, and Supplies Policies and Procedures • 7.7.1 – Building Plans and Specifications • 7.7.2 – Land and Lease Records • 7.8 – Environmental Sustainability Policy and Program • 7.9 – Natural Resource Management Plans and Procedures • 7.9.1 –Recycling and/or Zero Waste Plan • 7.10 – Maintenance Personnel Assignment Procedures • 7.11 – Capital Asset Depreciation and Replacement Schedule

39. SECTION 8.0 PUBLIC SAFETY, LAW ENFORCEMENT & SECURITY 14 STANDARDS, 3 FUNDAMENTAL •  8.1 – Codes, Laws, and Ordinances • 8.1.1 – Staff Liaison to Law Enforcement Officers •  8.2 – Authority to Enforce Laws by Law Enforcement Officers • 8.3 – Law Enforcement Officer Training • 8.4 – Public Information on Laws, Ordinances, Rules, Regulations, and Policies • 8.4.1 – In-Service Training for Staff on Public Safety and Law Enforcement • 8.4.2 – Handling of Disruptive Behavior Procedures • 8.4.3 – Traffic Control, Parking Plans, and Crowd Control • 8.4.4 – Handling of Evidentiary Items Procedures •  8.5 – General Security Plan • 8.6 – Emergency Management Planning • 8.6.1 – In-Service Training for Staff on General Security and Emergency Management • 8.6.2 – Emergency Risk Communications Plan • 8.6.3 – Care and Shelter Procedures

40. SECTION 9.0 RISK MANAGEMENT 6 STANDARDS: 1 FUNDAMENTAL • 9.1 – Risk Management Policy •  9.1.1 – Risk Management Plan and Procedures • 9.1.2 – Accident and Incident Report Procedures • 9.1.3 – Personnel Involvement and Training • 9.2 – Risk Manager • 9.3 – ADA Compliance and Face-to-Face Resolution

41. SECTION 10.0 EVALUATION, ASSESSMENT AND RESEARCH 13 STANDARDS: 1 FUNDAMENTAL •  10.1 – Systematic Evaluation Processes • 10.1.1 – Responsibility for Evaluation • 10.1.2 – Staff Training on how to Evaluate Programs, Services, and Facilities • 10.2 – Outcomes Assessment • 10.3 – Performance Measurement • 10.3.1 – Level of Service Standards • 10.4 – Needs Assessment • 10.5 – Program and Services Statistics • 10.5.1 – Recreation and Leisure Trends Analysis • 10.5.2 – Community Inventory • 10.5.3 – Park Metrics • 10.6 – Research Investigation • 10.6.1 – Quality Assurance

42. ADDITIONAL RESOURCES • Advanced Training Workshop – each year at Congress, and by request. • nrpa.org/CAPRA • NRPA Webinars and NRPA Connect • Commission mentors • Accreditation Handbook (16th edition) • Management Book • List of accredited agencies

43. Be the Change you Wish to See in the World-- Gandhi

44. Jennifer StroMbergNRPA Awards and accreditation manager National Recreation and Park Association22377 Belmont Ridge RoadAshburn, VA 20148Phone: 703-858-2155Fax: 703-858-0794JSTROMBERG@nrpa.org