YWCA Western Wayne Co Head Start Policies and Procedures Management Systems and Procedures Policy Number: MGMT

9 HS Program Director Approval Date: 7/24/07 Agency Director Approval Date: 8/20/07
Effective Date: 3/23/06,rev.2/21/07 Policy Committee Approval Date: 3/23/06, rev.8/15/07 Governing Board Approval Date: 5/8/06, rev.8/20/07

Notes: 11/12/08 SS

Relates to HSPPS #1304.51 (b)-(i) SUBJECT: Continuous/Comprehensive Monitoring and Reporting

Revision #7: 11/12/08

PERFORMANCE OBJECTIVE: YWCA of Western Wayne County Head Start will monitor required tasks and responsibilities to ensure that these tasks and responsibilities are completed within timelines and according to guidelines provided in Head Start Performance Standards, other federal and state regulations, and YWCA Head Start operational procedures. Monitoring systems will include the use of the agency’s monitoring tools, Genesis earth, and High Scope COR systematically to collect and record information about children and families in the program; periodic reporting of this information to appropriate 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 tool for staff to use in setting up their environment, processes, and services. The team 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 & Safety c. Fatherhood d. Nutrition e. FPA f. Parent Involvement g. Child tracking h. Mental Health i. Monitoring System j. Home Visiting Option 2. Monitoring Team will implement procedures and timelines for using checklists and comprehensive 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 component area will be divided among the remaining team members. Half of the team must be present for 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 and April. Each site will be monitored twice using the Team Monitoring Tool and will also be monitored during the SAVS process. 6. Information about children and families will be tracked on Genesis earth by all appropriate staff. 7. Regular reports will be utilized by staff to ensure timely delivery of services to children and families. 8. Monitoring Team will meet with Project Director to review a. Supervision b. Budgets c. Site Monitoring d. Attendance e. Enrollment f. Outcomes g. Genesis earth tracking information h. Any other information about children and families 9. 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 Improvement Plan 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 Summary Form 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 Lead Teachers. 13. All Team Monitoring results will be shared with center staff. The Lead Teacher will include monitoring results sharing on the site staff meeting agenda. The monitoring result sharing should 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 to the CQI in their Monitoring Binder. A copy will be sent to the Team Monitoring Coordinator 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 Parent Committee meeting following the monitoring visit. As evidence of result sharing, the Lead Teacher will attach the Parent Meeting Agenda and sign in sheet to the CQI in their Monitoring Binder. A copy will be sent to the Team Monitoring Coordinator to be added in the Team Monitoring master binder. 15. A Team Monitoring Roll-Up summary will be shared with Policy Committee members. The Executive Director or designee will include a summary of the monitoring roll-up at the next Policy Committee meeting. Result sharing will be in the Director’s report. As evidence of result sharing, the Team Monitoring Coordinator will attach the Policy Committee Meeting Agenda and sign in sheet to the CQI in the Team Monitoring master binder. 16. A Team Monitoring Roll-Up summary will be shared with the YWCA Governing Board. The Executive Director or designee will include a review of monitoring results at 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 Monitoring Coordinator will attach the YWCA Governing Board Meeting Agenda and sign in sheet 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 up meeting, 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 the development of the CQI. If in the event a noncompliant item is found to be uncorrected during 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 the team, their portion of monitoring must be completed and turned in to the Team Monitoring Coordinator prior to the scheduled date of the team monitoring visit as to not hold up the team and monitoring process. Component area specialist and coordinators are expected to be present during the CQI process as well as follow up meetings 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 to improve 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, and viewing 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 screening results. 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 by the Family and Community Partnership Specialist. Parent Involvement Monitoring – This monitoring is conducted monthly by the Family and Community Partnership Specialist. FSA/FPA Monitoring – This monitoring is conducted monthly by the Family and Community Partnership Specialist. Mental Health Classroom Observations – This monitoring is conducted twice a year by the Mental Health Specialist. Professional Development Tracking Tool- Education Specialist will log training hours as trainings take place.

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Self-Assessment for Early Literacy Classroom Environment- is a self-monitoring checklist conducted by each classroom’s teaching team in September. The Literacy Coordinator will complete the Self-Assessment for Early Literacy Classroom Environment checklist for each classroom during the second round of team monitoring to ensure that the classroom is still in compliance and we are providing a quality environment conducive to learning. Health and Safety Checklist – This monitoring is conducted monthly by the Lead Teacher. Site Leader Monthly Monitoring & CQI- This is a self-monitoring conducted monthly by the Site Leader. Lead Teacher Weekly Monitoring & CQI – This monitoring is conducted weekly by the site’s Lead Teacher. Classroom Teacher Monthly Self Monitoring Checklist & CQI – This is a self-monitoring conducted monthly by each classroom’s teaching team. CACFP Classroom Observation – This monitoring is conducted at each site three times per year by the Nutrition Manager. Fatherhood/Male Involvement Monitoring Tool – This monitoring is done quarterly by the Fatherhood Outreach Worker. Playground Safety Checklist – This monitoring is done daily by the site’s Lead Teacher Bathroom Checklist – This monitoring is done daily by the site’s Lead Teacher.

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