TITLE: Ongoing Monitoring and Reporting

Oglala Lakota College

Head Start/Early Head Start Program

POLICY AND PROCEDURES

TITLE: Ongoing Monitoring and Reporting

POLICY

The OLC HS/EHS Program will establish a system that will monitor service delivery and program operations in its program components. Monitoring systems will include the use of the program’s database PROMIS to collect and record information about children and families in the program; monitoring procedures will be implemented in education and early childhood development, health services (including child health and safety), food program, bus safety, facilities, and family/ community partnerships program components. Non compliance and/or areas for improvements will be followed with improvement plans.

PROCEDURE

1. The Director, Coordinators, Managers and site supervisors will develop checklists to use for ongoing monitoring. These may include:

• File / PROMIS checklist
• Health and Safety Checklist
• Center checklist
• EHS/HS Teacher Portfolio Checklist
• EHS/HS Child Portfolio Checklist
• CLASS observation tool
• ITERS form
• Bus Safety Checklist
• Nutrition Monitoring review forms
• Facility & Playground Checklist

1. Coordinators, Managers will implement procedures and timelines for using said checklists to track visits and feedback.

1. Information about children and families will be tracked on PROMIS by all staff.

1. Coordinators and/or Managers will monitor PROMIS through reports and viewing the child’s files.

1. Coordinators and/or Managers will complete one of the said checklists, before leaving the center Coordinators and/or Managers will discuss findings with appropriate staff.

1. Coordinators and/or Managers will return back to the Admin office where they will consult with the Director about their findings and discuss what actions should be followed.

1. Coordinators and/or Managers may contact through email a staff member for non compliances and/or corrections that need to be made with a “cc” to their supervisor. If the same issue occurs, Coordinators and/or Managers will contact

the supervisor only.

1. Admin Staff will meet monthly to discuss site monitoring to determine results of all monitoring efforts will be included in future planning and decision making.

1. Follow up will be made by Coordinators and/or Managers within 7 to 10 days to see if noncompliance(s) have been corrected.

DOCUMENTATION

Checklists

REGULATORY REFERENCE(S):

Head Start Performance Standards 1304.51

Environmental Health Standards

PC Approval: 08/05/10

BOT Approval: 08/26/10