Monitoring & Systems

Ongoing Monitoring Rationale

Ongoing monitoring addresses both GHC monitoring of its internal agency and its partner agencies, which includes the agency's internal monitoring system to ensure that data is correct and monitored within a given timeframe.

Monitoring System Overview: GHC and its agencies use an integrated, collaborative approach to monitoring to meet agency needs, maximize monitoring resources, and support agencies in improving quality. GHC employs integrated services monitoring teams to review and evaluate program operations continuously.

The GHC process includes reviewing both systems and services:

GHC monitors its programs based on the GHC, DFSS, and Chicago Commons compliance standards for quality programs, progress on program goals and quality outcomes, and other standards dictated by the agency funding stream, including the HSPPS and the Head Start Act, Illinois State Board of Education (ISBE) Administrative Rules, and ExceleRate Illinois.

CSD Monitoring Cycle

Monitoring Process

Content Managers are responsible for the ongoing monitoring of operations, systems, and services to ensure federal, state, agency, and program regulations are being effectively implemented and to maintain quality programs and accountability. Managers assess, review, and document program strengths and weaknesses and identify areas for growth. Gads Hill Center has developed a systematic approach toward internal monitoring and data collection. All Content Area Managers conduct monthly monitoring visits to each partner and directly operated site. During these visits, monitoring forms and action steps for continuous improvement are completed. Content Managers also coach direct service staff through modeling, demonstrating the skills staff should practice in their positions. Content area monitors should provide immediate support and technical assistance

Teaching—by sharing expertise about child and family development and different program option
Planning--by contributing to the design and continuous improvement of the program
leading—by setting the tone for how the staff interacts with families and with other staff members
advocating for the needs of the family and the staff; ongoing assessment to ensure families receive quality services; and providing feedback on a formal and informal basis.

Principles to Monitoring

GHC monitors its internal systems and partner agencies to determine the following:

Achievement of/progress on program goals and objectives, including child and family outcomes achievement and improvement.
The effective use of data in program improvement.
Compliance with state and federal performance standards and regulations in all content areas.
The quality of budget management.
The quality of staff continuity and performance.
The use of effective organizational structures to execute the work with families and children.
Full enrollment and regular attendance.
Well-supplied, organized, and safe centers and classrooms.
The quality and consistency of family engagement activities and services provided or arranged to meet child and family needs.
Children with special needs and the appropriateness of services provided to them.
The quality and depth of the program and individual professional development.
The quality of the continuity of the relationships system, if /when implemented.
The effective use of the system protocols.
Monitoring Methods—All agencies, CSD manual, GHC program policies procedures, program performance: Desk audits. These include reviewing written reports and CARES/Early Bird data. Site visits. This involves staff visiting agencies to observe operations and review records visually. Site visits may be both announced and unannounced.

Approaches to Monitoring

Health & Safety Monitoring Health

Health across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Health and Safety Manager, supported by the Health Aide. The program Manager and Site Managers are responsible for monitoring compliance in assigned program options on an ongoing basis and collaborating with Health and Safety Manager to ensure full contract compliance.

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 COPA.

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

· Content of health and mental health files

Safety & Facilities :

All sites must maintain building compliance as it relates to safety and facilities. In addition to the internal center base facility monitoring Facilities Checklist, The Health and Safety Manager or Health Aide is responsible for the monthly monitoring of all program facilities. This monitoring must be documented through the completion of a signed facilities form, and the health and safety monitoring form. Classroom environments and common spaces and areas should be monitored during Health and Safety monitoring visits.

Family Engagement Monitoring

Family and Community Partnerships

Family and Community Partnerships 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 Partner Network Support Services Manager, Home Visiting Program Manager, and Site Manager are responsible for monitoring compliance in assigned program options on an ongoing basis and collaborating with Compliance Manager to ensure full contract compliance.

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

· Completion of goals

· Completion of family partnership agreements

· Completion of needs assessments

· Content of social service file

Family and Engagement binders:

All CSD programs and center-based sites are required to plan, track and record all family engagement opportunities provided during each program year. These activities should be based on the program's annual calendars for literacy, social-emotional, civic engagement, math, and general engagement. All calendars must be submitted to the Family Engagement coordinator at the onset of the program year and recorded in the site Family Engagement Binder. All Center-based programs are required to send home weekly developmentally appropriate family engagement activities to be sent home from teachers to parents. These activities should be documented inside the family engagement binders located at the site level. The Family Engagement Coordinator is responsible for monitoring All family engagement binders.

Parent Meetings & Parent committees: All CSD programs and Center Based sites are required to host monthly parent meetings that are open to all enrolling parents and caregivers. In Addition, all CSD programs and Center Based sites are required to establish and hold site-elected Parent Committee meetings. These meetings must be documented through established meeting agendas, meeting documented meeting minutes, monthly information packets, and recorded attendance. Parent Program Committee meetings must also maintain a financial ledger of all expenditures related to the program committee. These records will be monitored monthly by the Family Engagement Coordinator.

GHC Data Collection & Evaluation

GHC is committed to provide the best programs possible by using data-driven results in order to measure the impact each program has on the families it serves. In order to continue having a strong impact, we consistently improve our outcomes through research-based methods, which allow staff to develop a strong, client-centered environment that focuses on the needs of the community. We have internal quality assurance procedures that ensure data is tracked, evaluated and performance measures, outcomes, and developmental assets are regularly reported. We are committed to providing the best programs possible by using data-driven results to measure each program's impact on the families it serves. To continue having a solid impact, Gads Hill Center consistently improves our outcomes through research-based methods, allowing staff to develop a robust ancient-centered environment that focuses on the community's needs. Staff is trained in essential database management, data collection, and outcome analysis. All staff is trained on how to use the database management system, the importance of data collection and accuracy in reporting, and how to administer assessments properly. Program staff collects and enters demographic information and program assessments in our three databases –CARES/Early Bird, TSG, and Salesforce--to track progress. Reports are created throughout the year to inform staff of participant progress. Program managers review the data and identify areas for improvement and areas of strength to assess best practices.

Our EHS-CCP programs develop goals, objectives, and expected outcomes and monitor and evaluate progress toward programmatic and school readiness goals. Staff completes a comprehensive community assessment through data collection and analysis every five years to inform goal setting. Each year, an annual self-assessment is completed, taking stock of updated community assessment data, thus ensuring modifications are made for continuous improvement. Staff and program managers regularly enter data in CARES/Early Bird.

Reviews are conducted three times a year by the Compliance Director and Quality Assurance Specialist. Leadership is provided with a thorough report each quarter. The compliance manager completes monthly PIR summaries to check for program progress and ensure enrollment, health, and family partnerships are current with program goals. The PIR summary is sent to the Board of Directors' Program Committee—in which the Quality Assurance Specialist also serves-- and is reviewed with the Parent Policy Committee. Salesforce keeps track of demographics, enrollment, and gold scores. Our Human Resources department ensures staff qualifications adhere to DFSS requirements. Official personnel files are confidential and contain employee applications, job descriptions, emergency information, professional development plans, documentation of required training and certifications, criminal background check results, and all performance appraisals.

GHC Data informed Planning

GHC Executive Leadership uses data provided by the monitoring tracking system to tell the program planning team of the need for quality programming. Leadership meets bi-weekly with the fiscal team and other executive members to discuss program needs and develop a budget and staffing pattern specifically designed to cover a high-quality program's components. The budget is constructed to allow for adequate coverage for release time for staff to participate in supervision, training, professional development, and coaching, and there must be staffing for management positions and direct service across all areas of the EHS-CCP/EHS-EXP program models, to ensure these services are coordinated and delivered to families. The Children's Services Director, Associate Directors, and Site Managers are involved in an annual budget planning exercise. This planning exercise allows program staff to intentionally plan for coverage licensing ratios and staffing participation in training and professional development.

Disabilities

Disabilities services across the Early Head Start and Head Start program options will be monitored monthly by the Mental Health and Disabilities Manager. The Partner Network Support Services Manager, Home Visiting Manager, and Site Manager are responsible for ensuring that the Gads Hill Center Disabilities process and procedures are carried out to fidelity by program staff. Compliance with assigned program options on an ongoing basis and collaborating with Mental Health and Disabilities Manager to ensure complete contract compliance. The Disabilities and Mental Health Manager will track and submit all the referrals related to Mental Health and Disabilities. The following areas will be monitored for compliance with the disability component:

· Timeliness of referrals in COPA
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
Mental Health Parent orientations and training
Mental Health staff orientations and training
Twice yearly Mental Health classroom observations of Head Start and Early Head Start
All ongoing internal Mental Health Referrals

ERSEA

ERSEA compliance across the Early Head Start and Head Start program options will be monitored continuously by the ERSEA Manager, supported by the Compliance Manager. The Home Visiting Program Manager Partner Network Support Services Manager and Site Managers are responsible for ensuring that all enrolment, attendance, and eligibility requirements are met and carried out with fidelity to the head start model compliance in assigned program options on an ongoing basis and collaborating with the ERSEA Manager and Compliance Manager to ensure complete contract compliance.

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

Content of enrollment file
Eligibility calculation
HSEVs matching proof of income
HSEVs signed and completed
Program Attendance
Tracking of all Program recruitment efforts

Human Resources

Human Resources is maintained for compliance across the Early Head Start, and Head Start program options will be monitored continuously by the Head Start Human Resources Assistant. In the Partner Network program option, the Partner Network Support Services Manager supports compliance monitoring when new partners are added or when 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 COPA HR
· Complete documentation in COPA eDocs
· Background check before hire
· Accuracy of site files for licensing

Director of Early Childhood Programs

Compliance across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Director of Compliance

The following areas will be monitored for compliance in the Early Childhood Programs component

All CSD Program Structures and Program Management
All Program participant engagement
All compliance measures related to external funders
All community engagement-related initiatives
All initiatives related to GHC mission through CSD programs
General program compliance
All Children Service department Federal, State, and Local Grants and funding

Associate Director of Center Based Program Quality and Operations

Compliance across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Associate Director of Early Childhood Programs

The following areas will be monitored for compliance in the Early Childhood Programs component

All CSD Hiring Processes
All city and state licensures
All program accreditations NAEYC, Excelerate, etc...
Education-related procedures administered services

Associate Director of Compliance

Compliance across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Associate Director of Compliance

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

All systems related to both federal and internal Health and safety compliance
All systems related to both federal and internal ERSEA compliance
All systems related to both federal and internal Disabilities & Mental Health compliance
All systems Related to both federal and Internal Childcare & ERSEA Subsidy

Site Manager's

Compliance across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Director of Compliance

The following areas will be monitored for compliance in the Early Childhood Programs component

All DCFS compliance Measure
Daily physical environments
Staff and Child ratios
Day-to-day operations of site staff
Site Staff schedules
Site Staffs
Follow-up of Content area monitoring reports
All GHC external and external policies and procedures related to compliance

Video Monitoring:

All site administrators of programs serving children are required to review Gads Hill Center video footage of each classroom or pod within their centers at least twice weekly for a period of at least 15 minutes. Logs/records must be kept on site by the site administrator, of times, dates and a brief description of what was observed. The following criteria must be met:

A. Site administrators should access the GHC video surveillance for their assigned programs, as noted above, bi-weekly.

B. Each classroom or child common area should be viewed for a minimum of 15 minutes twice week.

C. Date, time, and a description should be documented on the observation log/record.

D. Both staff and child names should be used in the description in the event suspect behavior is observed.

E. If there are findings of inappropriate behavior or behavior violating policy, the viewing administrator must take appropriate action immediately, up to and including reporting all incidents to management and appropriate authorities. If it is unclear who reports should be submitted to, administrators should seek clarification from their immediate supervisor.

F. The Direct supervisor must immediately report the incident to the Director of Programs.

G. The Director of Programs will report any incidents to the Chief Operating Officer within 24 hours of the initial report.

In the event of the absence of an administrator for any reason trained back must be assigned the viewing and reporting of video in that person’s absence.

Video Monitoring Form (Read only)(2).docx

Video Monitoring Log

Home Visiting Managers

Compliance across the Early Head Start and Head Start program options will be monitored on an ongoing basis by the Director of Compliance

The following areas will be monitored for compliance in the Early Childhood Programs component:

Site Staffs

Follow-up of Content area monitoring reports
All GHC external and external policies and procedures related to compliance
Day to Day operations
Funding requirements

Education

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 and Education Manager

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 COPA

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

Family Support

Social Service compliance across the Early Head Start and Head Start program options will be monitored continuously by the Family Support Specialist Manager, supported by the Site Managers, Home Visiting Manager, and Partner Network Manager. The Home Visiting Program Manager, Partner Network Support Services Manager, and Site Managers are responsible for ensuring that all social service components (Referrals, case notes, goals) requirements are met and carried out with fidelity to the Head Start model.

The following areas will be monitored for FSS compliance:

Completion of goals Family Goals follow-up and assessments
Provided support for Family Goals & resources
Completion of family partnership agreements
Completion of Family needs assessments
·Family referrals (documented in COPA as a RECEIVED service)
· Family case notes that documents interaction with parent (minimum 1 case note per month)
· Content of social service file based on the checklist
· Clinical observations and feedback

Partner Network coordinator

Compliance across the Early Head Start and Head Start program options will be monitored continuously by the Director of Compliance. The following areas will be monitored for compliance in the Early Childhood Programs component

Follow-up of Content area monitoring reports related to Partner Network Sites
All city and state licensures related to Partner Network Sites
Funding Requirements as it relates to Partner Network Sites
Service delivery to and from Partner Network Sites

Monitoring & Systems

General Site Monitoring Form