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YWCA Western Wayne Co Head StartPolicies and ProceduresManagement Systems and ProceduresPolicy Number:
MGMT 9
Effective Date:3/23/06,rev.2/21/07
HS Program DirectorApproval Date: 7/24/07
Policy Committee Approval Date: 3/23/06,rev.8/15/07
Agency Director ApprovalDate: 8/20/07
Governing Board Approval Date: 5/8/06,rev.8/20/07
Notes:
11/12/08 SS
Relates to HSPPS #1304.51 (b)-(i)Revision #7:11/12/08SUBJECT:
Continuous/Comprehensive Monitoring and Reporting
PERFORMANCE OBJECTIVE:
YWCA of Western Wayne County Head Start will monitor required tasks and responsibilities to ensure that these tasks and responsibilities are completed withintimelines and according to guidelines provided in Head Start Performance Standards, other federal andstate regulations, and YWCA Head Start operational procedures. Monitoring systems will include theuse of the agency’s monitoring tools, Genesis earth, and High Scope COR systematically to collect andrecord information about children and families in the program; periodic reporting of this information toappropriate supervisors, managers, policy groups and leadership; an annual self assessment of the program; and collaborative review of this information for planning and program improvement.
OPERATIONAL PROCEDURE: Team Monitoring
1.The Monitoring Team has developed a cross-component monitoring toolfor staff to use in setting up their environment, processes, and services. Theteam monitoring tool will be shared with staff at the beginning of each program year.The Team Monitoring Tool includes the following component areas:a.Disabilities monitoring tool b.Self-Assessment for Early Literacy Classroom Environment Health & Safetyc.Fatherhoodd.Nutritione.FPAf.Parent Involvementg.Child trackingh.Mental Healthi.Monitoring System j.Home Visiting Option2.Monitoring Team will implement procedures and timelines for using checklists andcomprehensive monitoring tool, and will include these in annual training and work plans.3.The cross component monitoring tool will be located in a Cross-Component Monitoring binder at each site. The Lead Teacher and the FSW will be responsible for maintaining this binder.
4.If a member of the monitoring team is unable to participate, that team member’s componentarea will be divided among the remaining team members. Half of the team must be presentfor monitoring to proceed, or rescheduling will have to take place within two weeks.5.Team monitoring will be conducted four times each year in October, November, March andApril. Each site will be monitored twice using the Team Monitoring Tool and will also bemonitored during the SAVS process.6.Information about children and families will be tracked on Genesis earth by all appropriatestaff.7.Regular reports will be utilized by staff to ensure timely delivery of services to children andfamilies.8.Monitoring Team will meet with Project Director to reviewa.Supervision b.Budgetsc.Site Monitoringd.Attendancee.Enrollmentf.Outcomesg.Genesis earth tracking informationh.Any other information about children and families9.Goals & Objectives, Service Plans, Outcome Measures Reports, etc. will be used for improvement in areas where needed.10.Information from monitoring will be shared with staff. A Continuous Quality ImprovementPlan will be developed by the monitoring team, Lead Teacher and Family Service Worker for each site following the completion of the team monitoring using the CQI SummaryForm within 24 hours.11.After the development of the CQI, follow up must take place within
the specified time
frame agreed upon by the team that developed the CQI.12.Team Monitoring results will be shared with Program Specialists, Site Leaders,
and LeadTeachers.
13.All Team Monitoring results will be shared with center staff. The Lead Teacher will includemonitoring results sharing on the site staff meeting agenda. The monitoring result sharingshould be done at the next staff meeting following the monitoring visit. As evidence of result sharing, the Lead Teacher will attach the Staff Meeting Agenda and sign in sheet tothe CQI in their Monitoring Binder. A copy will be sent to the Team MonitoringCoordinator to be added in the master binder.14.
A summary of the Team Monitoring results will be shared with parents at each site.The Lead Teacher will include a review of monitoring results at the next site ParentCommittee meeting following the monitoring visit. As evidence of result sharing, theLead Teacher will attach the Parent Meeting Agenda and sign in sheet to the CQI intheir Monitoring Binder. A copy will be sent to the Team Monitoring Coordinator tobe added in the Team Monitoring master binder.
15.
A Team Monitoring Roll-Up summary will be shared with Policy Committeemembers. The Executive Director or designee will include a summary of themonitoring roll-up at the next Policy Committee meeting. Result sharing will be in theDirector’s report. As evidence of result sharing, the Team Monitoring Coordinatorwill attach the Policy Committee Meeting Agenda and sign in sheet to the CQI in theTeam Monitoring master binder.
16.
A Team Monitoring Roll-Up summary will be shared with the YWCA GoverningBoard. The Executive Director or designee will include a review of monitoring resultsat the next YWCA Governing Board meeting. Result sharing will be in the Executive
Director or designee’s report. As evidence of result sharing, the Team MonitoringCoordinator will attach the YWCA Governing Board Meeting Agenda and sign insheet to the CQI in the Team Monitoring master binder.
17.In the event a noncompliant item is found to be uncorrected during the first follow upmeeting, a new CQI plan will be developed for the uncorrected items within 24 hours.18.Follow up of the second CQI meeting must take place within
the specified time
after thedevelopment of the CQI. If in the event a noncompliant item is found to be uncorrectedduring the second follow up CQI meeting, the progressive discipline system will take affect.19.Component area specialist and coordinators need to be present during the Team Monitoring process
. If the component area specialist is unable to attend team monitoring with theteam, their portion of monitoring must be completed and turned in to the TeamMonitoring Coordinator prior to the scheduled date of the team monitoring visit as tonot hold up the team and monitoring process. Component area specialist andcoordinators are expected to be present during the CQI process as well as follow upmeetings unless their area is in compliance.
20.Results of all monitoring efforts will be included in future planning and decision-making.a.Analyze results of all monitoring and trainings. b.Establish effective interventions to improve monitoring results.c.After interventions have been implemented changes will be made as needed toimprove outcome results.d.Necessary trainings will be added to the Training Calendar.21. All dates are subjected to change due to unforeseen circumstance based on the programs needs.
Operational Procedure: Desk Monitoring
A.Information about children and families will be tracked on Genesisearth by all appropriate staff.B.Supervisory personnel and Specialists will monitor Genesisearth through audits, reports, andviewing individual records. Discrepancies and errors will be shared directly with staff.C.Desk monitoring will begin in September of each program year.D.Results of desk monitoring will be utilized in future planning and decision making.E.Data in Genesisearth will be monitored to ensure that Genesisearth reflects accurate screeningresults.In addition to team and desk monitoring, the following individual monitoring occur:Individual Monitoring Tools
•
Parent Committee Meeting Monitoring – This monitoring is conducted two times per year bythe Family and Community Partnership Specialist.
•
Parent Involvement Monitoring – This monitoring is conducted monthly by the Family andCommunity Partnership Specialist.
•
FSA/FPA Monitoring – This monitoring is conducted monthly by the Family and CommunityPartnership Specialist.
•
Mental Health Classroom Observations – This monitoring is conducted twice a year by theMental Health Specialist.
•
Professional Development Tracking Tool- Education Specialist will log training hours astrainings take place.
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MGMT 9 Monitoring Procedures44-5 Draft SS
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| Upload Date: | 06/23/2009 |
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