Head Start Performance Standard 1304.51(i)(2)

Agency Monitoring Tools and Processes for Internal Monitoring:

1. Management Team Monitoring Cycle:June and JulyThe management team and local program directors will review and develop the monitoring tools to ensure the effectiveness of management systems and implementation of services to children, their families and staff taking into account:• Self-Assessment Results• Licensing Monitoring Results• Accreditation Monitoring Results• State Licensing Requirements• Health Department Monitoring Results• PRISM Requirements• Parent Questionnaires• Industry Trends• Child Outcome Results• State and Federal Law Changes (OSHA, Employment, etc.)August The Agency Program Director will ensure each program site has a monitoring notebook prepared for the program year.• Monitoring Tools (HSA-37 and HSA-42)• Follow-up System

The Agency Program Director will develop the monitoring schedule for agency specialists.September-JulyThe Agency Program Director will ensure the monitoring schedule is implemented.• Specialists will complete monitoring tool in site monitoring notebook to record monitoring findings.• Specialists will leave a copy of monitoring tool noting monitoring findings with the LPD upon end of monitor.• Specialists will staff monitoring findings at the weekly management team meetings.• Specialists will plan follow-up monitoring activities and schedule for the next monitor at each site, developing action plans if needed.• Specialists will note training needs and prepare to provide training for agency training plan, staff meetings, workshops, pre-service, etc. and send recommendations to Executive Director.

The Agency Program Director will report results to the Executive Director on a monthly basis prior to Governing Board and Policy Council meeting packets scheduled mailing.• The Central Office reports will summarize monitoring findings on a monthly basis.• Agency wide trends will be reported to the agency in a Weekly Communiqué.

2. Local Program Monitoring:At the local program level the following monitoring includes:• HSS-6 Monthly Emergency Drills (Fire, Storms, Shelter in Place)• HSS-3 OSHA Field Monitor• HSS-4 Barrier Kit Monitor• HS7-12 Home Base Time Accountability Monitor• HS9-14 Daily Sanitation • HS9-18 Nutrition Classroom Checklist• HSA-6 Center Record Checklist• HSS-43 Indoor/Outdoor Safety Checklist

3. Management Team Monitoring:In addition to the Management Team Monitoring Cycle, the management team members may include the following monitoring tools as noted in the service plans:• ECERS• ELLCO• HS4-6 Family Services Monitor • HS5-15 ADA Checklist• HS6-6 Health Practices Monitor• HS6-6A Health Component File Monitor• HS8-9 Mental Health Monitor• HS9-9 Nutrition Monitor• HS10-13 Volunteer Services Monitor• HSS-2 OSHA Central Office Monitor• HSS-3 OSHA Field Monitor• HST-5 Vehicle Maintenance/Safety Checklist• Personnel Audit Procedures

4. Financial Monitoring: (Refer to Agency Accounting and Financial Manual for Details)• Accounts Receivable Monitoring and ReconciliationsOn a monthly basis, the Accounting Department will reconcile a detailed accounts receivable report (showing aged, outstanding invoices by customer) to the general ledger. The Fiscal Officer will review the reconciliation and ensure that all differences are immediately investigated and resolved.• Monitoring PerformanceNWAHSHS monitors its financial performance by comparing and analyzing actual results with budgeted results. This function shall be accomplished in conjunction with the monthly financial reporting process described earlier.

On a monthly basis, financial reports comparing actual year-to-date revenues and expenses with budgeted year-to-date amounts shall be produced by the Accounting Department and distributed to each employee with budgetary responsibilities.

5. Child Development Monitoring: (Refer to Child Outcome Procedure for Details)• The Child Development Specialist-Education/Disabilities will select an ongoing formal assessment tool that addresses the 8 domains and 13 mandatory elements/indicators.• Assessment 1 is completed as close to the beginning of the year as possible. Assessment 2 is completed around mid-year. Assessment 3 is completed as late in the year as possible.• Teachers/Home Visitors are responsible for imputing assessments into the computer. (Refer to Lap-D Procedure)• Local Program Directors and Teacher/Home Visitors monitor Outcome Data through Classroom, Center and Agency Outcome Reports.• The Child Development Specialist-Education/Disabilities monitors Outcome Data through Agency and Center Outcome Reports. (Classroom Outcome Reports are monitored on an as needed basis) • Center and Classroom Outcome Reports are provided to Local Programs three times a year (beginning, middle and end of the program year). o The data will be used to: (Refer to Lap-D Procedure) Develop Weekly Education Plans HS3-10 Set goals for each child Determine the strengths/needs of the center/classroom/child Assist parents in understanding their child’s development Analyze the differences between assessments 1, 2 and 3• Agency Outcome Reports will be printed and analyzed by the Child Development Specialist-Education/Disabilities.o The data will be shared with: Local Programs Management Team Executive Director Policy Council Governing Board Community Agencies (by request)o The data will be used to: Purchase educational materials for Local Programs Determine Training/Technical Assistance needs for the upcoming year Analyze the differences between assessments 1, 2 and 3• Child outcome results will be utilized in the program self-assessment and program improvement planning.

6. Computer System Inspection:• Operations assistant makes monthly on site inspection to update Local Program Director’s computer and see to it that all computers within centers are functioning properly.

7. Nutrition Monitoring:September, January, AprilCCFP• The CDS-W completes the CCFP center monitoring review form on each program site. These monitors will be reviewed in the CCFP audit. A copy will be left with each center.

Processes for External Monitoring:1. Agency Fiscal Audit:Refer to audit procedures for detailed information.

2. Nutrition Monitoring:JuneCommodity Review• A member from the commodity office reviews the commodity files from the year and checks freezer and inventory.September, January, AprilCCFP• The CDS-W completes the CCFP center monitoring review form on each program site. These monitors will be reviewed in the CCFP audit. A copy will be left with each center.• Once every 2 years the CCFP office will complete an audit of all NWAHS CCFP records. This includes the financial area as well.

3. Child Care Licensing / Accreditation Monitoring Child Care Licensing• Arkansas State Child Care Licensing completes compliance monitors on each licensed program site at least once a year.• Child Care Licensing completes follow-up compliance monitors as needed.• If a complaint is made on a licensed program then Child Care Licensing will complete a monitoring investigation as required by Licensing Policy #106. Accreditation Monitoring• Assessment process includes a full day on-site review as defined in The Division of Early Childhood and Education Accreditation # 7.0

4. County Health Inspection Monitoring• The County Health Department is responsible for initiating a health inspection annually.• The County Health Department completes follow-up inspections as needed.

5. Fire Department Inspections• Local Program Director is responsible for scheduling Local Fire Department prior to expiration of last inspection.

6. Fire Extinguisher Inspections• Local Program Director is responsible for scheduling local contracted vendor to inspect center fire extinguishers annually.• Program Design Specialist-Compliance is responsible for scheduling local contracted vendor to inspect Central Office fire extinguishers annually.

Monitoring Information Flow:1. Feedback• Central Office staff will provide center staff monitoring feedback and findings prior to leaving the program site.• Outside monitoring sources will leave a written monitor report with the Local Program Director prior to leaving the program site.• The Local Program Director will forward outside monitoring reports to theCentral Office.2. Follow-up Action Plans• Management Staff will receive the monitoring findings at the weekly management meetings and develop a follow-up action plan.• The Agency Program Director will provide the Local Program Director with the follow-up action plan.3. Monitoring of Follow-up Action Plans• The Agency Program Director will monitor the follow-up action plan on a weekly basis during the management meetings and with regular communication with the Local Program Director.• The Agency Program Director will bring issues requiring management coordination or problem solving to the weekly management team meetings or consult with a program specialist individually on a case-by-case basis.4. Planning (Refer to Program Planning Procedures for Details)• The management team will use the monitoring data regarding the current status of operations to develop:o Professional development planso Training opportunitieso Performance appraisalso Annual Self-assessmento Service planso Agency procedures and timelineso Forms

Results Reporting:1. Communication (Refer to Communication Procedures for Details)• The Agency will disseminate appropriate monitoring data to appropriate recipients following the communication system.