ONGOING MONITORING PLAN - Welcome to The …leaguers.org/pdf/Ongoing Monitoring Plan.pdfONGOING...

Rev: 6/2013

The Leaguers, Inc. Head Start – Early Head Start

ONGOING MONITORING PLAN

Earling Learning and School Readiness

Parent, Family & Community Engagement

PLANNING

IMPLMENTATIONMONITORING

TABLE of CONTENTS____________________________________________________ Introduction PDM Communication …………………………………………………………………………………………………………………… 1

Education Services Monitoring Plan ………………………………………………………………………………………………… 4

Health and Nutrition Monitoring Plan ……………………………………………………………………………………………..… 8

Disabilities and Mental Health ……………………………………………………………………………………………………………………. 11

Parent, Family and Community Engagement Monitoring Plan ………………………………………………………………….. 13

Human Resources Monitoring Plan …………………………………………………………………………………………………. 18

Fiscal Department Monitoring Plan ………………………………………………………………………………………………….. 21

Transportation Monitoring Plan ………………………………………………………………………………………………………. 24

Facility Monitoring Plan ……………………………………………………………………………………………………………….. 26

Appendix Definition Key ………………………………………………………………………………………………………………. 28

INTRODUCTION

Head Start – Early Head Start

ONGOING MONITORING PLAN Ongoing monitoring ensures quality and compliance with federal state and local regulations. It further

ensures a supervisory, monitoring system that supports Early Learning and School Readiness for our

children and families.

When requirements are met we are assured that our agency is providing comprehensive services that are

integrated and systemic, and that those services meet the needs, as well as reflect the strengths and

unique characteristics of the communities we serve.

With the leadership of our CEO, management developed a monitoring plan that provides the basic

parameters to evaluate our systems for program self-improvement, thus moving closer to excellence.

The tool includes goals, roles and responsibilities, and the framework and timelines that document use of

the program standards, collaboration with the state, and community partnerships. The plan shows,

through monitoring, our intent to ensure ongoing successful advocacy for parents, ensuring happy,

healthy, ready children for school.

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PDM COMMUNICATION

Monitoring is an essential part of the service delivery process which include planning and implementation. It is achieved through the

development of meaningful reports that detail enrollment, attendance, financial performance, Family Community partnership, health

coordination and adherence to the Head Start Performance Standards. Ongoing monitoring is a shared process that requires the

involvement of various staff at all levels to ensure the delivery of quality services to meet the goals and objectives of Early Learning

and School Readiness. It allows the agency to assess systems and procedures, provide support and follow-up to staff, parents and

governing bodies, while providing opportunities to enhance quality and promote Early Learning and School Readiness. In addition,

monitoring data is the foundation for planning. The monitoring function ensures information flows back and forth from the Sites, to

administration, to the governing bodies and the community. The information is shared within the various Service Areas to ensure that

the needs of children and families are constantly being met. Monitoring allows the agency to identify areas of weakness, strengths

and the need to establish new opportunities of success for children and families. The annual Self-Assessment is a part of the ongoing

monitoring plan.

GOALS 1. The Monitoring Plan ensures compliance with the Head Start/Early Head Start Performances Standards, state and federal

regulations. 2. The systems should identify areas strengths and weakness.

3. Allow the collection of and provide data to enhance program quality.

4. Identify potential areas for growth and the need for new services.

5. Facilitate professional development, build skills and knowledge.

6. Assure timely follow-up.

Earling Learning and School Readiness

Parent, Family & Community Engagement

PLANNING

IMPLMENTATIONMONITORING

THE LEAGUERS, INC. HEAD START/EARLY HEAD START ONGOING MONITORING

MONITORING TOOLS Agendas Financial Reports Signature Sheets HHS Communication Reports Annual Report Program plans Calendars Home Visit Reports Parent Handbook Menus Flyers/Notices

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THE LEAGUERS, INC. HEAD START/EARLY HEAD START

MONITORING PLAN Content Area: PDM Person with Primary Responsibility: Executive Director/CEO

WHAT IS BEING MONITORED HOW SHOULD THIS BE MONITORED WHO MONITORS

WHO DOES FOLLOW-UP TIMELINE DOCUMENTATION

Annual Calendar A Calendar is prepared and update annually that includes due dates, events, activities and tasks.

EDCEO AMT

EDCEO

Aug Completed Calendar

Community Assessment The Community Assessment is updated annually.

EDCEO DOFCE

EDCEO

Aug Assessment PC Approval

Tri-Annual community assessment A comprehensive Community Assessment is completed (every three years)

EDCEO DOFCE

EDCEO

Aug Assessment PC Approval

Long and short term goals Long and short term goals are establish and reviewed to meet program needs as identified in the Community Assessment.

EDCEO AMT

EDCEO

Aug Completed Calendar

Financial Financial documents, reports, HHS finance reports, accounts payable, accounts receivable and etc. are completed weekly or monthly as required. An agency wide audit is conducted annually. The accounting system is automated and based on general accounting principles.

EDCEO CFO CON FM

EDCEO CFO

On-going Completed: Monthly Finance Report Bank Reconciliations Accounts Payable Annual Audit Quarterly Finance Reports Child Care Food Program Reports

Service Area Plans Service Area Plans are updated annually and submitted to Policy Council Approval

Plan Approval

Communication - Board of Trustees The Board of Trustees meet the third Wednesday September through June. Special meeting are called as needed. Governance Training is provided annually.

EDCEO EA CFO

EDCEO EA CFO

Sept-Jun Agendas Financial Reports Resolutions Signature Sheets Minutes HHS Communication Monthly Program Reports Annual Report Program plans, Policies/Procedures

Communication - Policy Council The Policy Council is comprised of representatives from each site. They meet the fourth Thursday of each month September through June. On-going training is provided for the Policy Council to ensure they stay well-informed, familiar and involve in program operations, policies and procedures. Governance Training is provided annually.

EDCEO EA CFO

EDCEO EA CFO

Sept-Jun Agendas Financial Reports Resolutions Signature Sheets Minutes HHS Communication Monthly Program Reports Annual Report Program plans, Policies/Procedures

Communication - Parents Communication with Parents begins at intake and orientation. Parents receive a monthly site calendar of activities. Menus are provide to ensure their participation in meal planning. There is a monthly parent meetings and three individual parent conference meetings per year. Parents from each site elect representatives to the Policy Council. Training that enhance their knowledge of early learning is provided.

PIC DPFCE ADPFCE DHN HNS HST EHST

DPFCE DHN DE ADE

Sept-Jun Agendas Home Visit Reports Signature Sheets Minutes Parent Handbook Menus Monthly Calendar Flyers/Notices

Communication - Staff Communication with the takes place though various venues, memorandums, flyers, notices, calendars, and trainings. Each service are conducts weekly or biweekly

EA EA AA

On-going Signature Sheets Annual Calendar Minutes Monthly Reports

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content area meeting. Site Supervisors with the Family Advocate conduct weekly center meetings.

Agendas Annual Calendar

Communication Community The community is updated on program activities via the annual report community meetings or presentation. Partnership Agreements are establish to enhance services. Staff are encouraged to join various community committees.

EDCEO DPFCE ADPFCE CON CFO DHN DDM DMM FA

EDCEO DPFCE

Annual Report Partnership Agreements Committee Affiliations

Record Keeping System Filing System is in chronological order Locked Cabinets are utilized for files

AA EA

EA Files

Reporting System Revenue/Expense Reports Account Detail Reports Enrollment Reports Eligibility Reports Waiting List Reports

CFO CON FM ADPFCE

EDCEO CFO DPFCE

Finance Reports Enrollment Records Waiting Lists

Annual Self-Assessment Self-Assessment is completed annually Committee are established and training provided.

Completed Self-Assessment Sign In Sheets

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THE LEAGUERS, INC. HEAD START/EARLY HEAD START EDUCATION SERVICES MONITORING PLAN

The Early Head Start and Head Start Education Services ensures that the program has in place a research based curriculum, The

Creative Curriculum, and assessment tools that monitor the learning environment, child observations, teacher-child interactions and

individual child growth and development. Screening occurs within 45 days of enrollment and the screening tools used are the ESI-R

and the Brigance. The Screenings are done in a linguistically appropriate manner, including in the appropriate language. Information

and data are shared with parents and families.

The Creative Curriculum is developmentally appropriate and addresses the domains of child development and school readiness. The

curriculum is in alignment with the NJ State Standards and The Head Start Readiness Framework. The curriculum addresses the

engagement of parents and families with letters on areas of interest and the domains. The Leaguers, Inc. Teachers further ensure

engagement of parents with the Home-School Connection that extends the learning from the classroom into the home. The Early

Childhood Environmental Rating Scale (ECERS) is used for Preschool Classrooms for children 3-5. The ECERS evaluations are done

by the Master Teachers of Newark, Irvington and Elizabeth, the Abbott districts of which we collaborate. The evaluations are shared

and discussed with our Master Teachers and a report is shared to discuss and review the evaluation for teacher and program self-

improvement.

Assessment continues ongoing with the Gold Assessment System in planning and in helping all children succeed. The Gold is also

research based and has proven to be valid and reliable and is fully aligned with the NJ Common Core State Standard, State Ear ly

Learning Guidelines and the Head Start Child Development Early Learning Framework ensuring School Readiness. Teachers assess

each child in ten objectives for Development and learning—Social/Emotional, Physical, Language, Cognitive, Literacy, Mathematics,

Science and Technology, Social Studies, the Arts and English Language Acquisition. Head Start is assessed three (3) times a year

and four (4) times a year for Early Head Start to ensure ongoing assessment. Each assessment period consist of 12 week intervals—

checkpoint. All assessment results are used for program planning that address the needs of individual children, all of which is inclusive

of children with disabilities.

The Classroom Assessment Scoring System (CLASS) is a classroom observation tool that ensures teachers are providing the most

opportunities for student learning in the classroom through teacher/child interactions. CLASS measures best practices in the areas of

Emotional Support, Classroom Organization, and Instructional Support. We collect data on the implementation of several dimensions

that speaks to the degree of quality of teaching in the classroom and the need for overall professional development program planning.

The Leaguers, Inc. has two (2) CLASS Trainers that train Master Teachers and Lead Teachers to become CLASS reliable and to

conduct classroom observations. Our Early Head Start Education Specialist attended the CLASS Toddler Training from 15-36 months

and is CLASS reliable; monitoring the Early Head Start classes will begin in October 2013.

The School Readiness Checklist will be used in early October to ensure that Early Head Start and Head Start encompasses the three

major frameworks that promote an understanding of School Readiness for parents and children, ensuring an integrated, systematic

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approach and evaluation. School Readiness Goals and Strategies have been developed and are in alignment with the frameworks

and the NJ Common Core Standards. All teaching staff receives professional development trainings linking child observation to

curriculum implementation, outcomes and School Readiness.

Practice Base Coaching is used to support teachers’ use of effective teaching practices that lead to positive outcomes for ch ildren.

The three components being, Planning Goals and Action Step, Engaging in Focused Observations, and Reflecting on Sharing

Feedback about Teaching.

The Fidelity Tool Checklist assesses program evaluators, supervisors, coaches, mentors and trainers. It is a tool aligned with Teaching

Strategies, The Creative Curriculum for Preschool and Gold Assessment System. The tool collects data about the degree of

implementation of The Creative Curriculum and Gold and includes findings for program improvement reports.

The Fidelity Tool Checklist for Teachers helps them to assess the degree to which they implement The Creative Curriculum and Gold

Assessment System. It informs Teachers of their work and as the year progresses, helps them with their own self-evaluation.

Director of Education is responsible for ensuring overall monitoring, reporting, compliance and site visits within the education service

area. The Director provides direct supervision to Associate Director of Monitoring and Child Assessments and Master Teachers. Associate Director of Monitoring and Assessments is responsible for providing support to Master Teachers by ensuring that Teachers

assess each child in ten (10) Objectives for Development & Learning. Master Teachers/Early Head Start Education Specialists provides direct supervision to Teachers and Associate Teachers

within the classroom environment for child development and education for infants, toddlers and preschoolers (1304.21). MONITORING TOOLS Forms Checklists Monthly Reports Assessments (Gold Assessment Data) Screenings Language Surveys Logs

6


MONITORING PLAN Content Area: EARLY CHILDHOOD EDUCATION Person with Primary Responsibility: Director of Early Childhood Education



Teachers and Associate Review the Fidelity Tool Checklist to determine teachers’ strengths and weaknesses in the curriculum and assessment process in the classroom.

MT MT Ongoing Sept-Jun

Teaching Strategies: The Fidelity Tool Checklist

Practice Base Coaching Monitor processes that ensures best teaching practices in the classroom

LT MT EHSES

MT EHSES

Ongoing Sept-Jun

Signed Visit Form

PCMI (Math in the classroom)

Monitors teachers’ implementation of math skills in the classroom.

LEA MT Ongoing Sept-Jun

PCMI Checklist

SELA (Language and Literacy in the classroom)

Monitors teachers’ implementation of language and literacy in the classroom.


PCMI Checklist

My Father is a Mad Scientist-Parent Evaluation

Monitors father input, participation and suggestions regarding the science program within The Creative Curriculum.

MT PIC

PIC Sign-In Sheets

Creative Curriculum Classroom Checklist Monitors teachers’ implementation of the curriculum in the classroom.


Lesson Plans Monitors teachers’ implementation of state standards, IEP goals, curriculum goals and objectives, Second Step (social emotional learning), and assessment goals.

MT EHSES

MT EHSES

Ongoing Sept-Jun

Posted Lesson Plan

Curriculum Night Monitors parent involvement in the curriculum.

LT MT EHSES ADE DE

October Agenda and Sign-In Sheets

Parent-Teacher Conferences Monitors parent involvement in the classroom, parent being informed of site and agency wide activities, parent involvement in activities.

MT EHSED

ADE DE

Dec/April Signed Copy of Parent Teacher Conference Forms

School-Readiness Monitors teachers’ implementation of preparing children for school

MT EHSES

MT EHSES DE

Ongoing Sept-Jun

School Readiness Checklist

Anecdotal Records Monitors teachers’ notes on children’s progress

MT EHSES

MT EHSES ADE DE

Ongoing Sept-Jun

Gold Assessment Documentation and Outcome Data

Gold Assessment Children’s developmental progress over time

MT EHSES

MT EHSES ADE DE

Ongoing Sept-Jun

Gold Assessment Documentation and Outcome Data

Site Visit Monitors teachers’ performance, lesson plans, home-school connection, and classroom observation on a weekly/as needed basis w/specific issues

MT EHSES

ADE/DE Ongoing Sept-Jun

Signed Copy of Site Visitation Form

Classroom Set-up Checklist Monitors the initial set-up of the classroom environment

HST EHST

MT September Classroom Set-up Item Form

Classroom Daily Check List

Teachers monitor the health and safety of the classroom environment.

HST EHST

MT EHSES

Ongoing Sept-Jun

Signed Classroom Daily Checklist

Toy Sanitization Monitors the process of cleaning and sanitization of toys

HST EHST MT EHSES

SS Ongoing Sept-Jun Weekly

Signed and posted Toy Sanitization Log

Cot Sanitization Monitors the process of cleaning and sanitization of cots

HST EHST MT EHSES

SS Ongoing Sept-Jun Weekly

Signed and posted Cot Sanitization Log

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Bibs/Laundry Monitors the process of cleaning soiled bibs/clothing of infants/toddlers

EHST EHSES Ongoing Sept-Aug Daily

Signed and posted Bibs/Laundry Log

Early Developmental Screening for Head Start

Monitors and identifies children who may need further evaluation in order to determine if they have a condition that may place them at risk for school failure.

HST

MT DMM

First 45 days of enrollment

Parent Questionnaire, Language Survey, ESI-R assessment materials, referral form Referral Form, ESI-R Score Sheet

Early Developmental Screening for Early Head Start

Monitors and identifies children who may need further evaluation in order to determine if they have a condition that may place them at risk for school failure.

EHST EHSE /DMM

First 45 days of enrollment

Parent Rating Scale, Teacher Rating Scale, Screening Information, Referral Form if needed

Children’s Health Screenings and observations

Monitors children’s height and weight HST EHST

HNC First 45 days of enrollment

Health and Weight Log and Growth Chart

Classroom Environment for HS Monitors classroom space, scheduling, and materials that support teacher/child interactions.

LEA LEA MT

1 X per year with ongoing follow-up

ECERS Item Score Sheet and ECERS Action Plan

Classroom Environment for EHS Monitors classroom space, scheduling, and materials that support teacher/child interactions from birth to 2 ½ years.

EHSES ADE DE

1Xper year with ongoing follow-up

ITERS Item Score Sheet

8

THE LEAGUERS, INC. HEAD START/EARLY HEAD START HEALTH AND NUTRITION MONITORING PLAN

Ongoing monitoring for Health and Nutrition represents continuous efforts to ensure that low income children and their families receive the full benefits of Head Start; that children’s cognitive, social and emotional development is enhanced and that families receive the services as necessary. The plan is to identify best practices that can be replicated by other agencies that may assist in improving program systems and/or services. The Director of Health/ Nutrition manages, coordinates and assures the provision of comprehensive health services for the Head Start and Early Head Start Program; promotes preventative health services and early intervention as well as health and safety pract ices; plans and coordinates first aid and universal hygiene training to center staff. Assures that child health records are maintained at assigned sites; selects, trains, assigns work to, and evaluates subordinate staff. The Health and Nutrition Specialist in col laboration with the Family Advocate establish and maintain relationships with families of special needs children, provide resources, and assist the family in their efforts of securing services for their children, act as advocate and spokesman for families and perform all other related duties. Health and Nutrition services are at the core of providing holistic services to children and families in order to ensure that every child is ready to learn. The Leaguers is committed to identifying children's health and nutritional concerns, providing follow-up and linking families to an ongoing source of continuous, accessible care.The Health and Nutrition team consists of a Director of Health and Nutrition, two Health and Nutrition Specialist and 13 Food Service Workers. The content area meets monthly (Friday), to communicate, plan and review the health status of all children. The Health and Nutrition Specialist submits a monthly report to determine the health status of every child.

Director of Health and Nutrition provides direct supervision to the Health and Nutrition Specialist

The Health and Nutrition Specialist monitors the Food Service Workers and provide guidance to the Site Supervisors, and other Service Area staff.

The Health and Nutrition Specialist (Essex County) provides training, support and resources to the Food Service Workers

at 750 (1), 731 (1), 405 University (2), Clearview (1), Orange St (1), Deliverance (2),

The Health and Nutrition Specialist ( Union County) provides training, support and resources to the Food Service Workers at 100 Linden (2), Marshall(1), 1189 (2), 1111 Chandler (2).

MONITORING SYSTEM TOOLS ChildPlus Data System Health/ Nutrition Tracking Form Child Health Screening Form Child Health Record (History, Physical, Dental, Nutrition) Child and Adult Care Food Monitoring form Monthly Meal Count Form Food/Illness Allergy List Food Menu Referral Form Health and Nutrition Monthly Report Oral Health Monthly Checklist

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MONITORING PLAN

Content Area: Health and Nutrition Person with Primary Responsibility: Director of Health/Nutrition



Health Records: primary and preventive health care (including dental).

By reviewing each child’s file and information in the data system ChildPlus Health Module to determine whether each child is up-to-date on a schedule of primary and preventive health care (including dental).

HNC HNC Monthly Data system (Child Plus) Health Module for tracking and follow-up.

First –Aid Kit By conducting inventory monthly during site visits or Site Supervisions submitting Monthly request or as needed. First - Aid kits are restocked by the HNC, yearly and as needed by the, Teacher using the First - Aid Checklist which is turned in to the HNC and SS.

HNC SS

HNC Monthly First- Aid Check list

Month Meal Count At the end of each month the teachers submit the monthly meal count form to the HNC for review. During meal time the SS and MT observe teachers checking the monthly meal count.

HNC Teachers SS MT

HNC Monthly Monthly Meal Count Form

Extended follow-up and further testing, examination, and treatment and ongoing care.

In collaboration with the Family Advocate, the HNC ensures that parents are notified of follow-ups and further testing.

HNC FA

HNC Monthly Letters to parents

Food Menus Review menus for completeness and Distribution.

HNC DHN

DHN Quarterly Food Menu

The health status of children, infants. The Family Advocate, Home Visitor, Health/Nutrition Specialist obtain the required health information from the families, which are recorded in the child health record. Family Advocate/Home Visitor develops a plan of action with the family to obtain additional health information and services. The Health/Nutrition Specialist sends each Family Advocate a status report of each child health status.

HNC FA HV

FA HNC

Monthly Health tracking/ ChildPlus Health Module for tracking and follow-up. Illness log

Screening for developmental, sensory and behavioral concerns.

The DHN sends a screening schedule to all SS and education staff. The teacher completes a referral form and submits it to the Master Teacher/Educational Specialist for any children identified as in need of further specialized evaluations. Director Health Services and/or Disability/Mental Health Manager review the health information and confer with the site supervisor and appropriate staff. Parents are informed of all related incidents. HNC issues letters to parents that need to follow-up on screening results.

DHN HNC HST FA MT

DHN HNC

Monthly Health Screening Schedule ChildPlus

Dashboard/Organizer Sign-in sheets Letters to parents.

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Food Safety and Sanitation Health/Nutrition Specialists and Site Supervisor check to ensure that all food handler certificates are properly posted and complete, (i.e.) pictures, signatures, DHN/HNC in collaboration with the SS focus on cleanliness and safety of food before, during and after preparation

HNC SS DHN

DHN HNC

Monthly

Facility Binder Child and Adult Care Food Monitoring form

First-Aid and CPR Training Universal Precaution Training

All teaching staff receives State Certification in CPR and First Aid through local agencies. All teaching staff receives training on universal precautions.

DHN DHN Annually ChildPlus Data System Certifications

Oral Hygiene Teachers guide and observe children brush their teeth daily. A monthly checklist is completed. Site Supervisors and Health/Nutrition Specialist review and observe children during tooth brushing.

SS HNC HST

DHN HNC

Monthly Oral Health Monthly Checklist

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THE LEAGUERS, INC. HEAD START/EARLY HEAD START DISABILITIES and MENTAL HEALTH

The Disabilities/Mental Health Service area provides a comprehensive service which ensures quality services are provided to students with special needs. A collaborative relationship with parents, staff, children and community agencies are formed to ensure that social emotional support of children. Parents and staff are supported. During this process children with special needs are individualized to ensure their needs are met. Children that are classified as a Preschool Child with a Disability receive special education and related services through the collaboration with the Local Education Agencies (LEA). Children involved and receiving Early Intervention(EI) services, and Children identify with behavioral difficulties and/or special needs are monitored through tracking forms, sign in sheets, site visitation logs, review of weekly lesson plans, and clinician sign in sheets. Ensuring quality services are being provided to students with special needs provides the opportunity for children to be school ready. The monitoring system for children with special needs can be viewed by child’s parents/guardians. Parents/guardians have the opportunity to view lesson plans and their child’s service provider log. Working in conjunction with the LEA, EI, and Consultants the Disabilities/Mental Health team ensures successful inclusion program. Enrollments of 10% of children with disabilities are monitored monthly using the ChildPlus System.

The Disabilities/Mental Health Team includes a Director of Disabilities/Mental Health and 2 Disabilities/Mental Health Managers. The team also includes 1 Clinical Psychologist/Clinical Supervisor, 2 Play Therapists, and 1 Mental Health Consultant. Supervision is held weekly to ensure that appropriate services are provided and make certain that any follow-up is monitored when needed. The multi-displinary team meetings are conducted monthly to discuss any interventions, plans, and/or outcomes for teachers and parents/guardians for children with special needs.

Disabilities/Mental Health managers visit sites weekly to monitor Individual Education Plan (IEP) and Individual Family Service Plan (IFSP) implementation, strategy implementation, and services provided to students. The Clinical Supervisor provides weekly supervision to Play Therapist for advisement and clinical strategies. The Disabilities/Mental Health Director ensures team is performing monitoring tasks with the outcome of children receiving quality services and that they are school ready by conducting site visits; file reviews and weekly team meetings.

MONITORING SYSTEM TOOLS Tracking Form Site Visitation Form Service Provider Signature Sheet IEP ChildPlus LEA Child Study Team Signature Sheet

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MONITORING PLAN Service Area: DISABILITIES and MENTAL HEALTH Person with Primary Responsibility: Director of Disabilities/Mental Health


WHO DOES FOLLOW-UP

TIMELINE

DOCUMENTATION

Services Provided by LEA to Head Start children.

LEA service provider sign in/ out sheets located in each classroom of the child(ren) receiving service.

DMM DMM Daily Sign in sheets for providers

Service provided by Early Intervention to Early Head Start children.

Early Intervention service provider sign in/out sheets located in each classroom of the child(ren) receiving service.

DMM DMM Daily Sign in sheets for providers

Services provided by Clinicians to Head Start children.

Clinician’s sign in/out sheets for service. The classroom teacher initial’s each date of service upon the child’s return to the classroom.

DMM DMM Daily Sign in sheets by provider

IEP and IFSP Individualization IEP/IFSP individualization should be documented in the teacher’s weekly lesson plan.

DMM DMM Weekly Site Visitation Form

Implementation of Second Steps Early Learning Program

Second Steps Lessons should be documented in the teacher’s weekly lesson plans.

DMM DMM Weekly Site Visitation Form

Referrals for Disabilities and Mental Health needs.

Tracking form that contains the date and status of every Disabilities and Mental Health referral throughout the agency.

DDM DDM Daily Tracking forms and referrals

Monitor contract negotiations and renewals

Review contract dates and signatures to ensure they are completed within the designated timeline.

DDM DDM Yearly Contracts

Child Plus system is used to monitor 10% of enrolled children are children with a disability

Child Plus reports are generated monthly to capture percentages

DDM DDM DM

Monthly

Reports generated

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THE LEAGUERS, INC. HEAD START/EARLY HEAD START PARENT, FAMILY and COMMUNITY ENGAGEMENT SERVICE (PFCES) MONITORING PLAN

Parent, Family and Community Engagement ensures effective implementation of the agency’s ERSEA, Governance, Services to Pregnant Women; and Parent, Family and Community Engagement and Governance Plans according to federal regulations utilizing the agencies monitoring plan. Parent, Family and Community Engagement Services (PFCES) process monitors the way families are engaged in goal-setting, accessing services that meet their needs, and leadership opportunities that advance the overall design and implementation of the program. All staff engage parents of enrolled children in activities designed to foster partnerships around School Readiness, especially through family literacy services and parenting skills training that support positive parent-child relationship. Parent, Family and Community Engagement staff also engage the community through local volunteerism and other activities that support the sustainability and reach of The Leaguers, Inc.

The PFCES management team consists of a Director of Parent, Family and Community Engagement Service, an Associate Director, and two, Specialists. The content area management team meets on a by-weekly basis (every other Wednesday), to communicate, plan, review, share, monitor, and provide ongoing supervision and guidance to all Family Advocates, Parent Coordinators, Attendance Specialist and Home Visitor. Other content areas are invited on an as needed basis to address programmatic concerns or special initiatives. Each one of the PFCES management team provides one-on-one supervision, support and guidance to the Family Advocates, Home Visitors, Parent Involvement Coordinators, and Attendance Specialist as follows:

Director of PFCES provides direct supervision to the Associate Director, Attendance Specialist, and the PFCES Specialist assigned to Union/ Irvington, The Director provides direct guidance to the team on Governance, Parent Involvement, Community Engagement, and ERSEA

Associate Director of Family and Community Services provides direct supervision to the PFCES Specialist assigned Newark, and the Home visitor. The associate Director provides guidance to the team on Services for Pregnant Women, Family Partnerships, Community Engagement, and ERSEA.

The PFCES Specialist (Newark) provides direct supervision to staff at the following locations: 750 (1), 731(1), Deliverance (2), Orange St. (2), Clear View (1), and Arlington (3) Total (10).

The PFCES Specialist (Union County/Irvington) provides direct supervision to staff at the following locations: 1189 (4) 1111(2), 100 linden (3), and Marshall (1), Total 10

MONITORING SYSTEM TOOLS

Pregnant Services Monitoring Tools:

Family Partnership Agreement Home visit narrative (data system) Client referral form Follow up client referral form

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Weekly Home visitor form Family Needs Assessment Prenatal heath questionnaire New Born Visit Form Early Head Start lesson plan Monthly supervision form Quality Improvement Plan (QIP) Edinburgh Postnatal Depression form Socialization Summary report Home Visit Checklist Prenatal Education Health Visit Form

Family and Community Partnerships Monitoring Tools:

Family partnership agreement Home visit narrative (in data system) File review Form Contact notes Needs Assessment Client referral form Follow up client referral form Monthly Supervision form Quality improvement plan (QIP)

Program Governance and Parent Involvement:

Parent Committee minutes, agendas, sign-in sheets, Monthly Parent Participation Report Monthly Parent Group Committee Summary Report Parent Activity Fund Request form Policy Council Action Request Form

Policy Council Attendance form

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MONITORING PLAN

Content Area: Parent, Family and Community Engagement Service Person with Primary Responsibility: Director of Parent, Family/Community Engagement

WHAT IS BEING MONITORED HOW SHOULD THIS BE MONITORED WHO

MONITORS

WHO DOES FOLLOW-UP TIMELINE DOCUMENTATIO

N

Eligibility Process The eligibility process is monitor by reviewing Selection Rating and Determination Sheet (a point system) used to best determine eligibility.

PFCES SAMT

PFCES SAMT

May-Aug File Review Form

Recruitment Activities Staff is monitored utilizing the recruitment planning form and recruitment log. This provides an overview of areas canvassed in the community. Recruitment Daily Reports are used to track the number of applicants

PIC (Newark)

PIC (Newark)

Ongoing daily Jun- Aug

Recruitment Log Recruitment reports

Selection Process The Selection Committee Meeting Verification form is used to monitor the participants on the selection committee, the date of the selection and the number of children selected, wait listed and denied. The agency maintains a tracking list that documents the applicants that have not gone through the selection process because of incomplete information. Waiting list documents the applicants that have been selected but space is not available for full enrollment.

PFCES Specialist

PFCES Specialist

Jun-Jul Selection Committee Meeting Verification Waiting and tracking lists

Enrollment Process Family Advocate enters in all enrollment information into the data system The Attendance Specialist reviews data on system and submits a weekly Enrollment Reports

PFCES SAMT

PFCES SAMT

Weekly/ every Monday Sept-Jun

Enrollment report

Attendance/ Absenteeism Daily head counts are done by the teaching staff and attendance information is documented on the Weekly Attendance forms. Family Advocate takes attendance daily and enters them into the data system and follow-up on absenteeism (see absentee policy and procedure). Home Visitor takes attendance during each home visit and bi-weekly socializations and enters the information in the data system Attendance Specialist generates a weekly report for Management team Family Advocate and Home Visitor enter notes on data system to document activities on absenteeism follow-up

HST EHST FA AS HV

HST EHST FA AS HV

Monthly Weekly/Bi-weekly

Attendance signing Sheets data system notes on data system data system notes on data system, Weekly Home Visitation form, Bi-weekly socialization attendance sheet

Family Partnerships building Activities These activities are monitored by reviewing case notes during the monthly one-on-one supervisions. Reviewing of data system Parent, Family, and Community Engagement Specialist notes. Conducting observations during site visits.

PFCES PFCES Monthly File review Form Monthly Supervision form Quality improvement plan (QIP)

16

Family partnership are monitored by the Parent, Family, and Community Engagement Specialist Management Team using the data system every month by identifying the set goals and strengths of parents which are part of the partnership building process.

Appraisals

Record Keeping Each participant’s folder is monitored by conducting a file review twice a year or more as needed. Parent, Family, and Community Engagement Specialist Checklist is used to onsite visits to monitor Family Advocates on the organization and process of information and activities at the site/office

Policy Council and Parent Committee binders are kept up to date with all information pertaining to Policy Council and Parent Committee meetings

PFCES PIC

PFCES PIC

Nov-May Form Monthly Supervision form Quality improvement plan (QIP) ( if necessary) Appraisals

Health requirements Health Information is entered into the data system by the Family Advocate and the Health/Nutrition Specialist monitors for tracking and follow up

HNS HNS Oct/monthly

File review/ Data system report, physical exam, dental

Establishing of Parent Committees and its Functioning

Parent Involvement opportunities and decision making are monitored by collecting and analyzing data on the Monthly Parent Participation Tracking Form and the Monthly Parent Group Committee Summary Report, as well as the meeting minutes, agendas, sign-in sheets, Individual supervision of Parent Involvement Coordinator

PIC PIC within 72 hours after each parent event or activity at the site

Parent Committee meeting minutes, agendas, sign-in sheets, Parent Involvement events signing sheets PIC Monthly supervision form Quality Improvement Plan (QIP) ( if necessary)

Parent Activity Fund expenditures A Parent Activity Fund Request form must be submitted one month in advance of the scheduled activity with the event planning form, along with receipts from last month’s expenditures, and parent involvement event planning forms.

PIC FS

PIC FS

monthly Sept-June Aug for EHS

Policy Council functions, roles and responsibilities

A binder is kept that contains policy council meetings agenda, minutes, trainings, signing sheets, training materials, and hand outs

PIC PFCES Monthly Policy Council binder Policy Council Action Request Form Policy Council Attendance form

Policy Council Decision Making Management requiring and action from policy council must submit a Policy Council Action Request, which is scheduled on the next policy council meeting agenda. Policy council submits to the Board of Trustees a Policy Council Information Sharing MEMO (PCISM)

PFCES DPFCE PCC

PFCES DPFCE PCC

Monthly Sept-Aug

Policy Council Action Request Policy Council Agendas Policy Council Information Sharing MEMO

Services for Pregnant Women Service delivery to pregnant women are monitored through: family partnership, Weekly Home Visitation forms, Referral form, Follow up Referral form, Weekly Home visitor form,

ADPFCE ADPFCE Monthly Pregnant women files

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Family Needs Assessment, Prenatal heath questionnaire New Born Form, Edinburgh Postnatal Depression form, and Socialization Summary report documents review. Through individual Home Visitor supervision Parent, Family, and Community Engagement Specialist completes home visit check sheet

Home visitor Monthly supervision form Quality Improvement Plan (QIP)

Staff Reflective supervision All Parent, Family, and Community Engagement Specialist staff receives monthly individualized reflective supervision

PFCES SAMT

PFCES SAMT

Monthly Monthly supervision form and agendas Quality Improvement Plan (QIP) ( if necessary)

Staff Professional Development All family service staff receives monthly training on parent, family and /community engagement, and governance Monthly one on one supervisions with Management team Monthly Data System training Yearly Parent, Family and Community engagement training Ongoing community partners training Early Childhood Learning and Knowledge Center webinar Quarterly Northern New Jersey Maternal Child Consortium trainings

PFCES SAMT

PFCES SAMT

Monthly Trainings agendas, signing sheets, and hand outs

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HUMAN RESOURCES MONITORING PLAN Human Resources (HR) provides on-going supervision to ensure that the agency has established and maintains an organizational structure for Head Start and Early Head Start that supports the accomplishment of program objectives. Our structure supports the major functions and responsibilities assigned to each staff position and provide evidence of adequate mechanisms for staff supervision and support. Human Resources monitors the hiring practices to ensure that staff and consultants have the knowledge, skills and experience necessary to carry out their assigned functions and responsibilities. HR also ensures that Policy Council is a part of the hiring process. HR reviews agency policies and procedures, inclusive of but are not limited to, agency confidentiality policies, discipline policy, declaration of prior criminal arrest, etc, monthly, to ensure that staff, consultants and volunteers who work directly with children and families abide by the program’s standards of conduct. Human Resources monitors the agency evaluation process monthly to ensure that all service areas actively engage in a comprehensive process of performance evaluations. Evaluations are conducted after 90 days of employment and annually to provide staff and supervisors an opportunity to meet, discuss and evaluate progress, define training needs and set new goals for professional development. HR has developed processes to ensure that each staff member and volunteer have an initial health examination (including screening for Tuberculosis), and an annual re-examination to ensure that they do not, because of communicable diseases pose a significant health or safety risk to others in the program. The Human Resources team consists of the Associate Director of Human Resources (ADHR) and the Human Resources Specialist (HRS). The Content Area Team meets weekly, to plan, share, monitor and provide ongoing support to the entire Senior Management Team and all agency staff. The Associate Director of Human Resources meets weekly with the Senior Management Team to address any content area staffing concerns and/or specialist initiatives. MONITORING SYSTEM TOOLS Forms Organization Chart Human Resources Service Area Plans The Leaguers Agency Personnel Manual The Leaguers Personnel Directory The Leaguers Teaching Staff Directory Department New Employee Request Form Policy Council Action Request Form Employee File Checklist Health/Physical Forms Employee Tracking List (Physical dates, evaluations dates) Substitute Tracking Lists For Your Information/ I Need Information

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MONITORING PLAN

Content Area: HUMAN RESOURCES Person with Primary Responsibility: Associate Director Human Resources



Agency Organization Structure The EDCEO annually ensures that service areas have adequate staffing according to the organization structure.

EDCEO ADHR Annually On-going

Organization Chart

Agency Personnel Manual The EDCEO annually ensures that the personnel manual is up to date.

EDCEO ADHR Annually Personnel Policies

New Hiring Procedure ADHR notifies the EDCEO of vacancy, posts position; receipt of applications/resumes; review applications and forward to appropriate department; interviews are conducted by service areas inclusive of a Policy Council Representative, and selections are made and forwarded to ADHR with hiring recommendation. ADHR meets with EDCEO to approve hiring. ADHR and DPFCE ensure that Policy Councils meets and approves the hiring of all Head Start/ Early Head Start Staff. HR Team ensures that all staff has been cleared for Criminal history and Child Abuse. ADHR along with all service area Directors ensures that new staff receives orientations to the agency, site and service areas.

ADHR DPFCE HRS SS MT ADPFCE EHSES FAS

EDCEO ADHR DPFCE HRS DHN DMM DE DDM ADFM

On-going Job Descriptions Interview Report Forms Department New Employee Request Form Child Abuse Record Report Forms Criminal History Report Forms

Classroom Staffing ADHR works with DE to ensure that all areas, including classrooms and indoor and outdoor play areas have adequate staff coverage. Ensure that at least one staff member in each classroom speaks the language of the majority of children enrolled. Ensure that in the event a classroom staff member is absent, coverage is available to maintain appropriate ratios.

ADHR DE SS MT

ADHR DE

On-going Absentee/ Manpower Logs

Standards of Conduct ADHR ensures that all staff members complete the following documents to ensure compliance with agency procedures on Standards of Conduct: Program/ Services Confidentiality Policy Administrative Confidentiality Policy Discipline Policy Information to Parents Policy Declaration of Prior Criminal Arrests ADHR ensures that all staff members are trained on the following procedures to ensure compliance with agency procedures on Standards of Conduct: Confidentiality Children are always supervised Children and families are respected We refrain from stereotyping

ADHR HRS

ADHR On-going Personnel Files

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Positive methods of guidance and discipline are to be used Prohibition of kickbacks Clothing of employees should be neat, clean and appropriate for the duties to be performed Employees shall not smoke while conducting agency business

Performance Appraisal ADHR ensures that all new employees receive a 90 day performance review (evaluation) to ensure continued employment with the agency. The evaluation is conducted with the immediate supervisor, detailing the employees’ performance, progress, and goals within the position and training needs. The employee then has an opportunity to review the evaluation, sign and if necessary respond in writing if desired. ADHR ensures that all employees receive an annual performance review (evaluation). The evaluation is conducted with the immediate supervisor and the employee, detailing the employees’ performance, progress, and goals within the position and training needs. The employee then has an opportunity to review the evaluation, sign and if necessary respond in writing if desired. HRS ensures that all Directors, Associate Directors, Managers, Specialists and/or Site Supervisors receives employee hiring dates and reminders of the agencies policies on performance evaluations and time lines on when evaluations are due for each employee.

ADHR HRS

ADHR On-going Personnel Files

Health Status of Staff and Volunteers ADHR ensures all staff that works or volunteers for at least 20 hours or more has initial health examination with a negative TB test results. ADHR ensures that all center staff that work 20 hours or more have an annual physical health examination with Bi-annual negative TB test results. ADHR establishes a contract with an outside local agency to offer comprehensive support services and referral services.

ADHR HRS

ADHR On-going Health/Physical Forms Contract for United Labor Agency (EAP)

File Review HRS conducts a yearly file review to ensure that all personnel files include all agency documents.

HRS ADHR January - March

Employee File Checklist

Meetings ADHR ensures that all there are weekly HR Team Meetings to plan, share and monitor HR practices.

ADHR HRS

ADHR On-going Meeting minutes

Monthly Reports ADHR ensures that the following monthly reports are completed on time: Monthly HR Board report – 3rd

Wednesday of month (Statistical/ Narrative)

ADHR ADHR Monthly Final monthly board reports

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THE LEAGUERS, INC. HEAD START/EARLY HEAD START FISCAL DEPARTMENT MONITORING PLAN

The Leaguers Inc. fiscal department is responsible for the fiscal management and expenditure of federal, state and other local funds

and ensure compliance with federal and state regulations. Ongoing monitoring is the process that ensures delivery of services to

meet the goals and objectives of the program based on Head Start/Early Head Start program regulations. The program's financial

management systems provide for effective control over and accountability for grant funds, property, and other assets and ensure they

are used solely for authorized purposes.

The Finance Department is organized into key functional areas under the oversight of the Chief Financial Officer (CFO). The Controller provides supervision of grant receipts, property management and financial reporting and supervises the child care food coordinator, payroll administrator and billing clerk. The Fiscal Manager provides supervision of expenditures/budget and supervises purchasing coordinator and equipment clerk. Monitoring System Tools

Draw down worksheet Property Management Binder Timesheet/Timesheet summary Accounts Payable Voucher Check Disbursement Voucher Purchase Requisition Voucher Certificate of Insurance In-kind Forms Expenditure Report General Ledger

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MONITORING PLAN

Content Area: FISCAL Person with Primary Responsibility: Chief Fiscal Officer



Federal Funds Draw Down (Cash Management)

An accounts payable list must be available as well as a payroll register by program to determine the amount of Head Start share required. The amount decided on and draw down must be expended within 72 hours.

CON CFO On-going Daily cash reports, accounts payable list and payroll register

Facilities & Property All equipment with a cost of $5,000 or more and a useful life greater than one year must be tagged with a tag number and a physical inventory is conducted every two years and maintained vehicle titles. Non expendable equipment costing less than $5,000 are classified as supplies but are controlled and monitored by property agreement.

CON CFO Every 2 years

Lease agreement, inventory logs

Compensation Original time records must be prepared and properly signed by the individual employee and approved by a responsible supervisory official. The program must maintains personnel activity reports reflecting the distribution of activity for each employee whose compensation is charged, in whole or in part directly to Head Start or Early Head Start grant award. Timesheets must be done on a bi-weekly basis with an independent person verifying before the payroll personnel transits to the payroll company.

CON CFO Bi-weekly Payroll register

Cost Principles The agency has implemented procedures to determine allowability, allocability, and reasonableness of costs charged against its Head Start and Early Head Start grant awards as required by the applicable cost principles (2CFR230). The agency does not have an approved indirect cost plan. All shared cost must be allocated to the various programs. The program must utilize a method for allocating cost that reflects the relative degree of benefit for each program receiving the benefit of the allocated cost. The program must demonstrate that all contributions of non-Federal share, including cash and third party in-kind, such as volunteer services and donated goods or supplies, are necessary and reasonable for accomplishing program objectives, allowable under applicable cost principles and allocable.

CON FM

CFO On-going Policy and Procedure Manual

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Prior Approvals and Budget Revisions Prior approval from the region office must be obtain in writing where required. Equipment purchases greater than $25,000 or major renovations or budget categories that exceed the greater of $250,000 or 25% of the grant award will be monitored to determine whether a written approval must be obtained from ACF.

CON CFO On-going ACF Approval Letter

Risk Management - Insurance The program must maintain required insurance coverage for risk and liabilities. Coverage include officers and directors, bonding, general liability, property and casualty, automobile, professional liability and student accident. All insurance coverage are reviewed weeks in advance of the renewal period

FM CFO Annual Insurance Policies

Reporting Financial reports and accounting records must be current, accurate, and complete and contain information pertaining to grant or sub-grant awards and authorizations, obligations, unobligated balances, assets, liabilities, outlays or expenditures, and income.

CON CFO On-going Balance sheet, Statement of Revenue Expense, IRS 941, IRS 990, IRS 5500, FFR 425, CACFP Reports

Monthly financial statements, including credit cards

A purchase requisition must be completed and approved by the Executive Director or the Fiscal Manager depending on the amount required for spending. Monthly credit card expenditures must be provided to program governing bodies and policy groups.

FM CON/CFO On-going Invoice and receipts

Procurement and contracts The program has written procurement procedures that provide, at a minimum, all requirements specified in the applicable Federal, State and local statutes, regulations and administrative rules for Federal grants, including a written code or standards of conduct governing the performance of its employees engaged in awarding and administering contracts. Contracts, agreements, and leases are current, available, signed, and dated, with a complete description of the performance and financial expectations of both parties.

FM CFO On-going Contracts and Leases Invoices

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THE LEAGUERS, INC. HEAD START/EARLY HEAD START TRANSPORTATION MONITORING PLAN

On-going monitoring is the process that ensures delivery of services to meet the goals and objectives of the program based on Head Start/Early Head Start program regulations. The Leaguers, Inc., Head Start/Early Head Start assist as many parents as possible who need transportation in order for their children to attend the program. We ensure that this transportation is safe, efficient and meets all federal and state motor vehicle safety standards. The Leaguers, Inc., Head Start/Early Head Start ensures that its transportation services are in keeping with the CFR 1310 “Head Start/Early Head Start transportation regulations”. The Leaguers, Inc., transportation department consists of an Associate Director of Facilities/ Transportation a transportation Coordinator, bus driver and bus monitors. The transportation coordinator provides directly supervises the bus drive and bus monitors. All staff receives on-the-spot corrections when needed and following group assigned tasks they receive positive feedback as it relates to the task. The monitoring and evaluation process is as follows: Associate Director of Facilities provides direct supervision to the Transportation Coordinator. Transportation Coordinator provides day-to-day supervision for the bus driver and bus monitors. MONITORING SYSTEM TOOLS Forms Annual Evaluations Child Plus Data Vehicle Daily Checklist Vehicle Maintenance Checklist Observations Checklists State and Local Reports Self-Assessment

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MONITORING PLAN

Content Area: FACILITIES and TRANSPORTATION Person with Primary Responsibility: Associate Director Facilities/ Transportation



Transportation discuss and review the transportation plan

Review Service Area Plans for updates. ADFT DDM

ADFT, Aug-Sept Ongoing

Performance Standards, Service Area Plans

Conduct training with all transportation staff prior to school year

Review Training Plan Review Signature Sheets

ADFT ADFT, Aug-Sept Ongoing

Performance Standards, Service Area Plans

Vehicle inspections are conducted. Inspect the child safety restraints and reverses beepers.

ADFT ADFT TC

Aug On-going

13210d Reports, Repair Receipts and Inspection Documentations

Purchasing new vehicles when necessary. A vehicle inspection will be conducted to ensure vehicle meets federal Requirements.

ADFT FM

ADFT FM

As Needed

Performance standards

Vehicle maintenance and inspections. Evaluated vendor contracts for cost and quality Vehicles are inspected Update all vendors maintenance contracts

ADFT FS

ADFT TC

Aug On-going

Repair Receipts and Inspection Documentations

Training transportation staff on the child safety restraint systems.

Review child safety systems training agenda Review use of safety restraint systems Review child boarding and exiting procedures Review emergency evacuation procedures and the use of special equipment

ADFT TC

ADFT TC

Aug Ongoing

Training documents, signature sheets, training agenda Bus evacuation Drill Log

Special training on behind–the–wheel instructions.

Review training agenda

ADFT ADHR

ADFT ADHR

Aug On-going

Training documents, signature sheets, training agenda Bus evacuation Drill Log

Trip routing procedures. Review pick-up and drop-off lists Review Transportation Authorization Form Review Transportation List

ADFT DPPFCE TC

TC BD

Aug Ongoing

Authorization Form

Transportation and Pedestrian Safety Training is provided within first 30 days.

Review training plan. Review Parent and staff Orientation Agenda

ADFT ADHR DE

ADFT DPFCE TC

Sept Planned Route, NTSHA, Signature Sheets

Transportation services for children with disabilities.

Meets with DDM and DMM to discuss children specific needs Referrals Childs IEP/IFSP

ADFT DDM DMM

DDM DMM

As Needed

Agenda and Sign-in Sheets

Coordinated Transportation Services Meets to identify alternate Transportation Meet to review expenditures

ADFT FM

ADFT FM

Ongoing Agenda and Sign-in Sheets

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THE LEAGUERS, INC. HEAD START/EARLY HEAD START FACILITY MONITORING PLAN

On-going monitoring is the process that ensures delivery of services to meet the goals and objectives of the program based on Head Start/Early Head Start program regulations. The agency facilities are monitored and required to meet local, state and federal regulations. The licensing process monitors and inspects all child care facilities prior to issuing a license; each facility must meet building, fire, and licensing codes. A person seeking a license or a Certificate of Life/Safety Approval to operate a center shall comply with all applicable provisions of the New Jersey Uniform Construction Code, as specified in N.J.A.C. 5:23. The Leaguers, Inc. facilities department consists of an Associate Director of Facilities, Maintenance Supervisor and Maintenance Workers who are assigned to the various site locations throughout Essex and Union Counties. Each maintenance worker receives one-on-one supervision at the site level by Site Supervisors where they are assigned. In addition, maintenance workers receive guidance from the Maintenance Supervisor and the Associate Director of Facilities for special assignments. Staff receives on-the-spot corrections when needed and following group assigned tasks they receive positive feedback as it relates to the task. The monitoring and evaluation process is as follows:

Associate Director of Facilities provides direct supervision to the Maintenance Supervisor. Site Supervisors and Maintenance Supervisor provides day-to-day supervision for the maintenance workers.

MONITORING SYSTEM TOOLS Forms Annual Evaluations Child Plus Data - new Maintenance Task Schedule Maintenance Work Orders Facilities Monitoring Binder Observations Checklists State and Local Reports Self-Assessment

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MONITORING PLAN Content Area: FACILITIES and TRANSPORTATION Person with Primary Responsibility: Associate Director Facilities/Materials



Licensing Renewal Process Utilizing the facilities monitoring binder review each site location in terms of licensing, certificates of occupancy and other required licenses. The licensing process is monitored by ensuring that licensing requirements are up to date and are in compliance.

ADFT SS Sept-Jun Facilities Monitoring Tool, Site Binder Custodial Task Schedule

Review agency’s first-aid and universal Precautions

The agency’s first-aid, no smoking on premises and Universal Precaution procedures are reviewed with staff each year during pre-service and in-service training.

ADFT DHN

DHN SS

On-going Required signs posted per regulation Health & Safety Checklist

Physically and Environmentally Safe Classrooms

Ensure that the classroom environment is physically and environmentally safe and cleaning materials are stored out of children reach.

ADFT DE

HST SS MW

Aug On-going

Performance standards

Physical Status of each Site Location Facilities are in compliance with regulatory guidelines

ADFT ED

SS MT

Aug On-going

Site Monitoring Binder, Observations

Schedule, conduct and log fire/evacuation drills

Review monthly fire drills and evacuation logs.

ADFT SS MT HST EHST AT,

Sept-Jun Fire Drill Logs, Floor Plan

Classrooms have appropriate supplies Review Classroom Inventories DE ADFT FM

MT HST EHST

July Inventory Checklist

Collect and Dispose of Trash Center Wide Trash collected and disposed daily MS MS SS

Daily Waste Management

Facilities are physically safe and clean Conduct safety “walk-through” of the Facilities

ADFT SS AMT ADFT

Sept- Jun Daily

Facilities Monitoring Tool, Site Binder

Ensure facilities review meeting is conducted.

Review schedule and conduct facilities material & equipment

ADFT FM

ADFT FM

Feb-Jan Agenda Sign-in Sheets

Playground is safe and age appropriately Check playground for safe and developmentally appropriate equipment

DE, ADFT

SS MS

Sept-Jun Performance Standards, CSP

All health and safety procedures as required by the program are implement.

Review Health and Safety Checklist DHN, ADFT

DHN Sept- Jun Health & Safety Checklist

Facilities remain safe and clean Conduct on-site observations and walk-through.

ADFT, AMT

MS SS

Sept-Jun Managers Site Visit Form

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APPENDIX DEFINITION KEY AA=Administrative Assistant ADE=Associate Director Education ADFM=Associate Director Facilities/Materials ADHR=Associate Director Human Resources ADPFCE=Associate Director Parent, Family/Community Engagement AMT=Administrative Management Team AS= Attendance Specialist BD=Bus Driver BOT=Board of Trustees BOTC=Board of Trustees Chair CFO=Chief Fiscal Officer CON=Controller CST=Child Study Team DDM=Director Disabilities/Mental Health DE=Director Education DHN=Director Health/Nutrition DMM=Disabilities/Mental Health Managers DPFCE=Director Parent, Family/Community Engagement EA=Executive Assistant EDCEO=Executive Director/CEO EHSES=EHS Education Specialist EHST=Early Head Start Teachers EI=Early Intervention FA=Family Advocates FM=Fiscal Manager HNS=Health/Nutrition Specialist HST=Head Start Teachers HV= Home Visitor LD=Lead Teachers LEA=Local Education Agency MS= Maintenance Staff MT= Master Teachers PC=Policy Council PCC=Policy Council Chair PFCES= Parent, Family, and Community Engagement Specialist PIC=Parent Involvement Coordinator SAMT=Service Area Management Team SS=Site Supervisors TC=Transportation Coordinator

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