Content Area Monitoring

Approaches to Program Monitoring

GHC monitors and supports program compliance through systematic approaches to content areas. These approaches ensure program compliance and efficiencies. Each Program is monitored on a monthly cycle.

Leaders In Monitoring

The following personnel are assigned to specific monitoring roles as a part of this plan:

· Director of Early Childhood

· Associate Director of Compliance

· Associate Director of Center Based Operations and Program Quality

· ERSEA Manager

· Education/Disabilities Manager

· Mental Health/ Disabilities Manager

· Family Engagement Coordinator

· Health and Safety Manager

· Family Support Specialist Manager

· Infant Toddler Specialist

· Partner Network Support Services Manager

· Home Visiting Programs Manager

· Site Managers

· Head Start Human Resources Assistant

· Health Aides/Data Management Aides

Education Manager & Monitoring

Education across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Education/Disabilities Coordinator and Infant Toddler Specialist

The following areas will be monitored for compliance in the education component:

· Alignment of GOLD class lists and COPA class lists

· Timely and appropriate completion of GOLD assessments

· Documentation sufficient in detail and quantity for assessment

· Lesson plans aligned to curriculum and individualized for student needs

· Content of education files

· Timely completion and entry of developmental screenings and home visits in CARES and Early Bird

· Observation of service delivery (classroom environment, home environment and socialization environment)

· Practiced Based Coaching

Health & Safety Manager

Health across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Compliance Manager, supported by the Health Aide.

The following areas will be monitored for compliance in the health component:

· Each child/pregnant mother has an ongoing source of continuous, accessible health care.

· Each child/pregnant mother has a dental home.

· Each child/pregnant mother is up to date on the EPSDT schedule.

· Health status entered within 90 days of entry into Cares and Early Bird .

· All health, dental and mental health follow-up takes place in a timely manner and is documented in Cares and Early Bird .

· Content of health and mental health files

· Facilities and safe environments

Family Engagement Coordinator & Monitoring

Family and Community Partnerships across the Early Head Start and Head Start program are monitored on an ongoing basis by the Family Engagement Coordinator. The Family Engagement Coordinator is responsible for monitoring and tracking the following:

· Program Governance

· Community Partnerships

· Family engagement activities by Program

· Community event recruitment

Site Manager & Monitoring

Site managers are responsible for monitoring compliance in assigned program options on an ongoing basis and collaborating with the Associated Director of Compliance to ensure full contract compliance.

The following areas will be monitored for compliance in the FCP component:

· Facilities

· Enrollment Procedures

· Staff credentialing

· Accreditations and Licensures

· Recruitment activities

· Enrollment numbers

· Site Purchase fidelity

· Family Engagement activities

Disabilities and Mental Health Monitoring

Disabilities services across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Education/Disabilities Manager.

The following areas will be monitored for compliance with the disability’s component:

· Timeliness of referrals

· Follow up with Early Intervention and CPS

· Provision of services to students with IFSPs/IEPs

· Transportation logs at center-based sites

· Content of disabilities file

· General Classroom Observations

· Mental Health Referrals

· Mental Health Training (Parent and Teachers)

· Individual Child Observations

ERSEA & Monitoring

ERSEA compliance across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the ERSEA Coordinator supported by the Compliance Manager. The Home Visiting Program Manager and Partner Network Support Services Manager are responsible for monitoring compliance in assigned program options on an ongoing basis and collaborating with the ERSEA Coordinator and Compliance Manager to ensure full contract compliance.

The following areas will be monitored for compliance in the ERSEA component:

· Content of enrollment file

· Eligibility calculation

· HSEVs matching proof of income

· HSEVs signed and completed

· Attendance

· Recruitment efforts

· Enrollment Process

· Selection Criteria

· Waitlist

Human Resources & Monitoring

Human Resources compliance across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Head Start Human Resources Specialist. In the Partner Network program option, the Partner Network Support Services Manager supports compliance monitoring at the time that new partners are added or that partners add or move Head Start or Early Head Start staff.

The following areas will be monitored for compliance in the Human Resources component:

· Content of HR file

· Accuracy of data in CARES and Early Bird HRHR

· Complete documentation in CARES and Earlybird eDocs

· Background check prior to hire

· Accuracy of site files for licensing

Family Support Specialist & Monitoring

Social Service compliance is measured across all program options by the Family Support Specialist. Social Service files, family Support case load recruitment are monitored on a monthly basis to ensure funder compliance. The Following Areas will be monitored for compliance in Social Service:

· Case Notes

· Transitions

· Family resources

· Recruitment efforts

· Family referrals

· Completion of goals

· Completion of family partnership agreements

· Content of social service file

· Completion of needs assessments

Associate Directors & Program Monitoring

Contract compliance will be monitored on an ongoing basis by the Associate Director of Compliance. The Following Areas will be monitored for contract compliance.

· Program Data entry

· Program Contract (food, nurse, etc.)

· Internal Salesforce

· Funder Database Systems CARES and Earlybird

· PIR Summary

· Grantee Contract Compliance