1304.51(a)(1)(i) 1) HSCFDC staff,, and Directors employ multiple methods of program planning to ensure that the program is best meeting the needs of the communities within the HSCFDC service area. 2) Once every three years, a large-scale community assessment is completed. This assessment s aims are to capture the data that comprise a general snapshot of the counties served by HSCFDC, in addition to identifying its member s specific needs; focusing especially on children aged zero to five and their families. All community partners, collaborative agencies, and consultants are asked to provide information to aid in obtaining comprehensive information for this assessment. 3) Additional ongoing methods of program monitoring which influence program planning include child outcomes data, family partnership agreements, review of service plans, Day Care Licensing Compliance Reports, PIR, monthly monitoring reports, and other data sources. (a) Program planning. (1) Grantee and delegate agencies must develop and implement a systematic, ongoing process of program planning that includes consultation with the program s governing body, policy groups, and program staff, and with other community organizations that serve Early Head Start or Head Start or other low-income families with young children. Program planning must include: (i) An assessment of community strengths, needs and resources through completion of the Community Assessment, in accordance with the requirements of 45 CFR 1305.3; ED 1-2) Ongoing 3) Grant Years; Oct-Dec Directors Self Assessment Team Reports Day Care Licensing Compliance Reports PIR Reports Reports Community Assessment Report Management Systems and Procedures 1
1304.51(a)(1)(ii) 1) All available program and community data is used in ED tri-annual strategic planning meetings, which are (ii) The formulation of attended by HSCFDC management staff, both multi-year representatives from the Directors, and the (long-range) Chair. Written reports of strategic program goals and plans including short term, long term, and financial short-term program goals are provided to all participants. The strategic and financial planning meeting provides a forum for the objectives that determination of and plans for: address the findings a) The type of component services that are most of the Community needed, Assessment, are b) The program option or options that will be consistent with the implemented, philosophy of Early c) The recruitment and service area, Head Start and d) The locations for centers and the area to be Head Start, and served by home-based programs, and reflect the findings e) The criteria that define types of children and of the program s families who will be given priority for annual selfassessment; recruitment and selection. and 2) All relevant information is combined into a written short and long term goals which are integrated into a Strategic Plan, which is approved by the planning committee, then the, then the Board of Directors. 3) Any changes in service delivery or policy are reflected in a revision of the service plans, which are reviewed and approved annually by HSCFDC managers,, and the Board. 1) Grant Years; Jan 2) Grant Years; Feb 3) Ongoing Planning Committee Community Assessment Report T & TA Plan Planning Report Service Plans Management Systems and Procedures 2
1304.51(a)(1)(iii) 1) HSCFDC maintains written service plans for ED, CFSMs, the following areas: HSM, FD, (iii) The development of a) Child Health and Developmental AA written plan(s) for Services implementing b) Education and Early Childhood services in each of Development the program areas c) Child Health and Safety covered by this part d) Child Nutrition (e.g., Early e) Child Mental Health Childhood f) Family Partnerships Development and g) Community Partnerships Health Services, h) Program Governance Family and i) Management Systems and Community Procedures Partnerships, and j) Human Resources Management Program Design k) Facilities, Materials, and Equipment and Management). l) Eligibility, Recruitment, Selection, See the Enrollment, and Attendance requirements of 45 (ERSEA) CFR parts 1305, m) Services for Children with 1306, and 1308. Disabilities n) Transportation 1) Ongoing Service Plans Management Systems and Procedures 3
1304.51(a)(2) 1) All Service Plans are reviewed on an annual ED basis by HSCFDC managers,, (2) All written plans for and the Directors. Data from implementing services, ongoing monitoring is included in this review, and the progress in and amendments to service delivery or policy meeting them, must be are made as needed. reviewed by the grantee or delegate agency staff and reviewed and approved by the Policy Council or Policy Committee at least annually, and must be revised and updated as needed. Throughout Program Year, as reflected in Service Plan Activity s: within ED Tool, PC By- Laws, and BoD By-Laws Directors Management Systems and Procedures 4
1304.51(b)&(c)(1) 1) HSCFDC ensures ongoing communication with families. CFSMs, ED Families receive communication from HSCFDC through: (b) Communicationsgeneral. handbook at the start of each year which contains a) Parent Handbooks: All families receive a parent information regarding exclusion guidelines, program policies, transportation procedures, Grantee and delegate parent responsibilities and expectations, and agencies must establish and volunteerism. implement systems to b) Mailings: All families receive monthly classroom ensure that timely and newsletters, as well notices regarding specific accurate information is child issues, community resources, and meeting provided to parents, policy and event announcements. groups, staff, and the c) s: All parents are invited to Policy general community. Council s, Directors s, Health Advisory Committee s, Parent (c) Communication with Committee s, and others, as they occur. d) Phone calls: Parents are called (and encouraged to families. call Teachers) to discuss any concerns or questions regarding a family or child specific (1) Grantee and delegate issue. agencies must ensure e) Bulletin Boards and Postings: Each that effective two-way center/classroom maintains a Family Resource comprehensive Center which is full of program and community communications resource information, including between staff and Directors and. parents are carried out f) Home Visits and Conferences: At least four times on a regular basis throughout the program year, Head Start Teachers, throughout the program Consultants, CFSMs, or HSM, meet with families on an individual basis to discuss child progress. year. Additional meetings, such as IEP planning, provide time to share information as well. 2) HSCFDC Teachers and other employees receive communication from families through: a) Participation b) Phone Calls or Notes c) Home Visits and Conferences d) Informal face-to face discussion Ongoing; Aug- May Parent Handbook Weekly Family Activity Plan for HB Home Visit/ Conference Contact Sheet Contact/ Follow-Up Sheet Weekly Family Activity Plan for HB Parent Information File Newsletters Parent Activity Sign In Sheet (In-Kind Form) Management Systems and Procedures 5
1304.51(c)(2) 1) All communication with families must be carried out in Teachers, the parents preferred language. If there are no Head CFSMs, ED (2) Communication with Start staff members able to communicate in a families parents must be carried preferred language, outside individuals with necessary out in the parents skills are sought. primary or preferred 2) Based on Community Assessment information and the language or through an home language and culture of origin for enrolled interpreter, to the extent children, language/ cultural interpreters are employed feasible. in classrooms where their services are necessary. 3) Currently, HSCFDC employs a full-time Hmong classroom teacher, two Hmong interpreters and one Spanish interpreter. Additional interpreters are hired as necessary. 4) All newsletters are translated into Spanish and distributed to families for whom Spanish is the home language. Hmong translation is not conducted regularly due to parent assessment data, however, it is available upon request. Ongoing; Aug- May Language/ Cultural Interpreter Job Descriptions Community Assessment Report- Child Language/ Ethnicity Volunteer Training Form Home Visit/ Conference Contact Sheet Weekly Family Activity Plan for HB Management Systems and Procedures 6
1304.51(d)(1) 1) The Directors and receives ED communication from HSCFDC through: (d) Communication with a) s: The Executive and Finance governing bodies and Directors meet with the Directors on policy groups. a monthly basis. The Executive Director and program managers meet with the Policy Grantee and delegate agencies Council on a monthly basis. must ensure that the following b) Reports: Each month the information is provided management team submits reports detailing regularly to their grantee and activities, enrollment, financial status, current delegate governing bodies and and future activities, and human resources to members of their policy updates to the Directors and Policy groups: Council for review. c) Correspondance: Matters of immediate (1) Procedures and concern are shared with the timetables for program Directors and the on a periodic planning; basis. 2) The following information is written in the Policy Council and Directors Activity s, which are included in each body s By-Laws. a) All available program and community data is used in tri-annual strategic planning meetings, which are attended by HSCFDC management staff, representatives from the Directors, and the Chair. b) All Service Plans are reviewed on an annual basis by HSCFDC managers,, and the Directors. Data from ongoing monitoring is included in this review, and amendments to service delivery or policy are made as needed. Throughout Program Year, as reflected in Service Plan Activity s: within ED Tool, PC By- Laws, and BoD By-Laws Directors Report ERSEA Report Management Systems and Procedures 7
1304.51(d)(2) 1) The Directors and receives ED communication from HSCFDC through: (2) Policies, guidelines, a) s: The Executive and Finance and other Directors meet with the Directors communications from on a monthly basis. The Executive Director HHS; and program managers meet with the Policy Council on a monthly basis. The Executive Director presents a report at each meeting which outlines any updates or change to polices, guidelines, or other communications from the Office of Head Start, ACF, or HHS. b) Reports: Each month the management team submits reports detailing accomplishments, financial status, current and future activities, and human resources updates to the Directors and for review and/or approval. c) Correspondance: Matters of immediate concern are shared with the Directors and the on a periodic basis., Aug- May By-Laws Directors By- Laws Directors Management Systems and Procedures 8
1304.51(d)(3) 1) The Directors and ED, FD receives communication from HSCFDC (3) Program and financial through: reports; a) s: The Executive and Finance Directors meet with the Directors on a monthly basis. The Executive Director and program managers meet with the on a monthly basis. The Finance Director presents a report at each Board meeting which outlines expenditures, budgets, and any issues or concerns in the financial management and operation of the program. The Executive Director outlines these reports at each meeting., Aug- May By-Laws Directors By- Laws Directors Management Systems and Procedures 9
1304.51(d)(4) 1) All Service Plans are reviewed on an annual ED basis by HSCFDC managers,, (4) Program plans, and the Directors. Data from policies, procedures, ongoing monitoring is included in this review, and Early Head start and amendments to service delivery or policy and Head Start grant are made as needed. applications. 2) All funding and re-funding applications to State, Federal, and other public and private agencies must be reviewed in full by the and Directors membership. A cover letter signed by the Chair and Board President must be included with the application upon submission to the funding agency. Supplemental and QI grant applications are brought to the and Directors for discussion and approval the month prior to the grant application deadline. 3) The HSCFDC and Directors reviews and approves the agency s Federal grant application by February of each program year 1) Ongoing; Aug- May Activity s: within ED Tool, PC By- Laws, and Directors By- Laws Directors Management Systems and Procedures 10
1304.51(e)(4) 1) HSCFDC ensures an ongoing exchange of ED, CFSMs, information between departments. HSM, AA (e) Communication among 2) Program managers encourage an open-door policy, staff. under which all staff are made to feel welcome to share concerns and comments about the program, ask Grantee and delegate questions, and make suggestions. agencies must have 3) HSCFDC employees share information and mechanisms for regular documents through: communication among all a) s program staff to facilitate i) Management quality outcomes for ii) Staffings/ Teacher s children and families. iii) Committees b) Informal information sharing- discussion, impromptu meetings c) Email d) Memos e) Annual Performance Review s f) Ongoing monitoring 4) All communication is carried out in a timely manner. Ongoing Memos Contact Log Agendas,, and Notes Personnel Files Management Systems and Procedures 11
1304.51(f) Not Applicable to HSCFDC, Inc. (f) Communication with delegate agencies. Grantee must have a procedure for ensuring that delegate agency governing bodies, Policy Committees, and all staff receive all regulations, policies, and other pertinent communications in a timely manner. Management Systems and Procedures 12
1304.51(g) 1) HSCFDC utilizes a variety of methods and systems to ensure accurate and appropriate record-keeping of all (g) Record-keeping essential information. systems. 2) HSCFDC has developed a series of standard forms used for the collection, storing, and reporting of data. 3) The program utilizes Servue to record and store child and Grantee and delegate family data. agencies must establish and 4) All paperwork which contains information of a maintain efficient and confidential nature is kept in locked cabinets and with effective record-keeping limited staff access. systems to provide accurate 5) The Administrative Assistant is responsible for and timely information maintaining and monitoring all personnel records. All regarding children, personnel records are kept locked in the Central Office. families, and staff and must The Administrative Assistant, Executive Director, Policy ensure appropriate Council Chair, and Directors have access to all confidentiality of this personnel files when an issue deemed appropriate by the Executive Director arises. Child and Family Service information. Managers have access to all Teacher, Teacher Aide, Interpreter, and Special Needs Aide employees they supervise. All employees have access to their own file upon request. All managers and employees viewing any personnel file must sign and date the Personnel File Access Record, maintained by the Administrative Assistant. 6) Confidential information on children and families are kept in the Teacher s, CFSMs, HSM s, and Central Offices. All confidential and sensitive information is protected by the confidentiality clause in the Employee Code of Conduct within the Personnel Policies. All employees sign a statement of receipt upon hire or amendment to the Personnel Policies. contain access records; all those who are viewing the files must provide their signature, date, and purpose of viewing. 7) The Executive Director is responsible for oversight of record-keeping systems. ED Ongoing ED Tool CFSM Tool Child Files Personnel Files Community Partnership Communication Files Personnel File Access Record Management Systems and Procedures 13
1304.51(h)(1) 1) HSCFDC maintains an efficient and effective ED, CFSMs, reporting system that ensures the communication of HSM, AA, (h) Reporting systems. appropriate information to appropriate parties. FD, AA a) Each month the management team (CFSMs, Grantee and delegate HSM, AA) submits reports detailing agencies must establish and accomplishments, enrollment, current and maintain efficient and future activities, and human resources updates effective reporting systems to the Directors and that: for review. b) Each month the Finance Director prepares a (1) Generate periodic report which outlines expenditures, budgets, reports of financial status and any issues or concerns in the financial and program operations in management and operation of the program for order to control program the Directors and for quality, maintain program review. accountability, and advise governing bodies, policy groups, and staff of program progress; and throughout the program year Reports ERSEA Report Financial Reports Directors CACFP Reports Management Systems and Procedures 14
1304.51(h)(2) 1) All financial reports (audits, SF-269 s 272 s, 1) FD State and USDA Quarterlies, etc) are (2) Generate official completed by the Finance Director and are reports for Federal, kept on file in that department. 2) AA State, and local 2) All USDA Child and Adult Care Food authorities, as required Program reports are the responsibility of the by applicable law. Administrative Assistant. Applications are sent in once each year and claims are sent in monthly. 3) Secretary 3) Program Information Reports (PIR) are completed by the Secretary by Aug 31 of each program year. 4) AA 4) Enrollment information is submitted to the Office of Head Start through the End of Month Enrollment Reporting System by the Administrative Assistant as needed. 5) ED 5) Responses to Day Care Licensing Compliance reports are submitted as necessary. As Needed; throughout the program year Financial Procedures Manual CACFP Records PIR Reports ERSEA Reports Day Care Licensing Compliance Reports and Responses Directors Management Systems and Procedures 15
1304.51(i)(1) 1) In addition to ongoing monitoring systems, HSCFDC ED February conducts a large scale program self-assessment to April (h) Program self-assessment highlight accomplishments and determine strengths and monitoring. and areas for improvement. The Self Assessment takes place in February - April of the program year. At the (1) At least once each program February and Directors year, with the consultation and meetings, members are trained in the Self Assessment participation of the policy process. groups and, as appropriate, 2) and/or Board members are asked to other community members, volunteer for the roles of team leader for each of the grantee and delegate agencies four area teams: Family Partnerships, Education & must conduct a self-assessment Disabilities, Management, and Health, Nutrition, & of their effectiveness and Mental Health. Remaining members progress in meeting program are asked to join a team. goals and objectives and in 3) Team leaders are asked to recruit additional Head Start implementing Federal parents, community members, Board members, and regulations. HSCFDC employees to participate on the team. 4) Each team is given a packet of questionnaires to complete through a review of records, staff interviews, program observations, and personal experience. Each Team completes the process and interprets their findings into areas of strength and improvement and develops program area goals and action plans. 5) The Executive Director reports the Self Assessment findings and subsequent goals and action plans to and the Directors. staff reports are modified to include new goals. Staff report on goal progress each month throughout the remainder of the program year. Directors Activity Self Assessment Team Reports Self Assessment Findings Report and Action Plan Management Systems and Procedures 16
1304.51(i)(2) 1) The Executive Director has operating responsibility ED for the ongoing monitoring of all program areas. The (2) Grantees must Executive Director utilizes a yearly plan/checklist as establish and a monitoring tool to ensure that all program implement requirements are being met throughout the year. procedures for 2) The CFSMs utilize a checklist tool to monitor the the ongoing Child Development and Parent Involvement policies monitoring of and procedures of HSCFDC. their own Early 3) The HSM utilizes a checklist tool to monitor the Head Start and Child Health and Development, Child Health and Head Start Safety, Child Mental Health, and Child Nutrition. operations, as 4) Each month the management team (CFSMs, HSM, well as those of AA) submits reports detailing accomplishments, each of their current and future activities, and human resources delegate updates to the Executive Director, Directors agencies, to and for review. ensure that 5) Each month the Finance Director prepares a report these operations which outlines expenditures, budgets, and any issues effectively or concerns in the financial management and implement operation of the program for the Executive Director, Federal Directors and for review. regulations. Ongoing; throughout the program year ED Tool CFSM Tool HSM Tool Report Financial Report Management Systems and Procedures 17
1304.51(i)(3) 1) During a tri-annual review year, the PRISM review ED report is shared with the and (3) Grantees must inform Directors upon receipt. The and Board delegate agency governing of Directors are expected to be involved in the bodies of any deficiencies in development of the Quality Improvement Plan or delegate agency operations Corrective Action Plan. The final Plan is taken to the identified in the monitoring and Directors for review and review and must help them approval prior to submission to the Regional Office. develop plans, including timetables, for addressing identified problems. As scheduled Quality Improvement Plan/ Corrective Action Plan Management Systems and Procedures 18