When most people think about CASA (Court Appointed Special Advocates), they imagine volunteers standing in a courtroom speaking on behalf of a child, traveling to visit that child at their foster home, and making recommendations that serve the child’s best interests. Providing direct, one-on-one advocacy for children in the foster care system and making a positive difference in their lives is indeed the heart of what we do.
But behind every advocate, every child served, and every powerful, life-changing moment in the courtroom, there’s a quiet, continuous flow of administrative work making it all possible. This work is not glamorous, but it’s essential — and it happens every single day.
The Invisible Engine Propelling Our Work
Much of the behind-the-scenes work at CASA is defined by our role in the child welfare and court systems. One of the most critical tasks we manage is conducting (and re-conducting) annual background checks for all active volunteers and staff. This includes fingerprinting, child abuse registry checks, motor vehicle records, and more. It's not just about compliance — it’s about ensuring child safety and earning the trust of the communities we serve.
Another major lift is preparing for our annual CASA program certification, coordinated through the Kansas Office of Judicial Administration (OJA). Preparing for certification involves months of reviewing policies, compiling data on volunteer training and supervision, and demonstrating our commitment to national best practices. What follows is an onsite audit by OJA representatives, where everything from our board governance to case documentation is thoroughly reviewed.
We are also required to maintain active memberships with both the Kansas CASA Association and the National CASA/GAL Association. As members, we benefit from having access to networking and professional development opportunities, and routine updates on Federal and State policy and budgets. However, to maintain our memberships we must produce extensive data reports quarterly, and proof that we meet state and national requirements semi-annually.
We don’t just set a high bar for operating efficiently and legitimately to advance our mission — we document exactly how we meet those standards, year after year.
The Rhythm of Reporting
As a program partially funded by grants (20-30% of our annual budget, depending on the year), we follow a steady beat of monthly, quarterly, and annual reporting on finances, program operations, and outcomes. Each report tells a story: how many children we’ve served, how many advocates we’ve trained, and how effectively our budget supports our mission. It’s equal parts storytelling and spreadsheet strategy.
Whether we’re reporting to federal VOCA funders, state agencies, or private foundations, every grantor has its own timeline and criteria. Delivering reports accurately and on time isn’t just good practice — it’s what keeps our funding strong and our services uninterrupted.
The Big Three: Audits, Taxes, and Registrations
Like any nonprofit, we annually generate what I call the “big three” of admin work:
Tracking and managing these deliverables is a team effort. I work closely with our Program Director, Office Manager, and other dedicated staff and volunteers to keep everything running smoothly. It’s a lot — but getting it right maintains our integrity and ensures long-term sustainability.
Why It All Matters
Administrative work may not be what first draws people to join the team at CASA, and at times it can feel far removed from our mission. But it is, in truth, the infrastructure that supports everything we do. These systems create consistency, ensure quality, and build the trust we rely on — from courts and donors to partners and the families we serve.
I’ll admit — there are days when I’d much rather be connecting with a volunteer or sitting in on a training than submitting another report or troubleshooting a registration portal. But then a funder compliments our transparency, or our CASA certification is renewed with flying colors, and I remember: admin work may be the tedious side of best-interest advocacy — but it’s just as vital.
So here’s to the binders, spreadsheets, background checks, and digital forms! If you ever want to talk about compliance calendars, audit prep, or the joy of finally submitting that 47-page report — come find me. I’ll be here with the team, behind the scenes, keeping the wheels turning for our mission.
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