Head Start Program Self-Assessment



Monroe County School DistrictHead Start Program Self-Assessment2017-2018Russell, Marla3/30/20186506313600743The Monroe County School District, Head Start Program offers a part day/part year program and our funded enrollment is for 180 students. Head Start offers a 3 1/2 - 5 hour day with a blended VPK extended day. The Head Start Program follows the school calendar offering 180 days of instruction and services.As a grantee, we are on year four of the 5-year non-competing continuation grant period. The objectives of the Head Start program are to promote the school readiness of eligible children ages 3 to 5 and engage families and the community in the well-being and success of young children.Two of our sites are located in Key West, mile marker 0, the middle keys has one site at mile marker 48, and Key Largo in the upper Keys, closest to the mainland, at mile maker 105. Monroe County School District prekindergarten programs (Head Start, VPK and ESE) vision is to continually improve and ignite innovation in ‘school-readiness’ for all Pre-K students by educating all stakeholders, engaging families and community members, which will facilitate lifelong learning. ?Our mission is to collaboratively promote innovation, excellence and equity in education via comprehensive child/family services, while ensuring seamless transitions through the implementation of research-based practices and data driven decisions and to provide a high quality-learning environment in which ALL children can develop to their maximum potential.?00The Monroe County School District, Head Start Program offers a part day/part year program and our funded enrollment is for 180 students. Head Start offers a 3 1/2 - 5 hour day with a blended VPK extended day. The Head Start Program follows the school calendar offering 180 days of instruction and services.As a grantee, we are on year four of the 5-year non-competing continuation grant period. The objectives of the Head Start program are to promote the school readiness of eligible children ages 3 to 5 and engage families and the community in the well-being and success of young children.Two of our sites are located in Key West, mile marker 0, the middle keys has one site at mile marker 48, and Key Largo in the upper Keys, closest to the mainland, at mile maker 105. Monroe County School District prekindergarten programs (Head Start, VPK and ESE) vision is to continually improve and ignite innovation in ‘school-readiness’ for all Pre-K students by educating all stakeholders, engaging families and community members, which will facilitate lifelong learning. ?Our mission is to collaboratively promote innovation, excellence and equity in education via comprehensive child/family services, while ensuring seamless transitions through the implementation of research-based practices and data driven decisions and to provide a high quality-learning environment in which ALL children can develop to their maximum potential.?Monroe County School District Head Start ProgramProgram Self-AssessmentService Area and Sub-CategoriesService Area FacilitatorTeam MembersProgram Design & ManagementFinanceDavid Owens, Budget ManagerErin Robertson, Head Start Teacher; Karla Castro-Burns, Federal Program Asst. to Grant Mgr. II; Nancy Oleinik, Staff Accountant, Finance Dept.Date of Review: January, 2018 Date of Report: January 31, 2018Center/Sites: All (Monroe County School District) Planning and OperationsMarla Russell, Early Learning SupervisorInterviewed members of Leadership/Management Team: Nicholle Bennett, ERSEA/Family Service Area Manager, Jennifer Walker, Education/Disabilities Manager and Maintenance Department, Building Inspector Len RhodusStaff CredentialsJennifer Walker, Education/Disabilities Mgr.Jerian Winn. Dist. Certif. ernanceMarla Russell, Early Learning SupervisorSchool Board Members (surveyed) and Policy Council Parents and Community Members (Interviewed)Family and Community EngagementNicholle Bennett, Family/ERSEA Service ManagerIsabel Campanioni & Nichole Gelabert– Head Start Staff; Rashonda Mathis –Community Representative (ESE); Kenia Price-Pierre – Head Start Staff – Head Start Parents- Melissa Zielinski, Tania Anderson, Carmela Morales, and Kathleen Carrillo (parents via parent surveys)Eligibility, Recruitment, Selection, Engagement, and Attendance (ERSEA)Nicholle Bennett, Family/ERSEA Service ManagerIsabel Campanioni & Nichole Gelabert - Head Start StaffChildren ServicesHealth, Mental Health, and NutritionAshley Ravelo, Mental Health, Health, and Safety Nurse, RNLatrice Pla & Elizabeth Alvarez (Health); Kellie Niles (Mental Health); Brenda Huebscher (Nutrition) SafetyAshley Ravelo, Mental Health, Health, and Safety Nurse, RNLen Rhodus - Building Inspector for MCSB Maintenance Department, Ashley Quillen (Parent)Education/Individualization & DisabilitiesJennifer Walker, Education/Disabilities ManagerSarah Gentile – Head Start Teacher/Mentor; Lacee Wright – Head Start Teacher; Christina Williams – Head Start Teacher; Nichole Gelabert- Head Start Teacher/Mentor; Kym Momaly – ESE Teacher; Maidelin Kerr –Head Start paraprofessional/CDA; Elizabeth Alvarez – Head Start Site Coordinator; Latrice Pla – Head Start Site Coordinator; Ashley Ravelo – Head Start Nurse; Kate Berzina – Head Start Parent; ESE Staffing Specialist – Kellie Niles-398145140335Self-Assessment Team:The leadership/management team facilitates the self-assessment as noted above. The self-assessment is part of the planning cycle for the Head Start program. The following information and/or documentation were used: community assessment, previous self-assessment, data points, program goals, action plans, policies and procedures, existing reports, surveys, and student data. Each manager created and facilitated the teams outlined above. Information was shared with policy council and school board for input. It is posted on the district website and center bulletin boards. The information is shared at parent center meetings and interagency meetings.The self-assessment is a reliable way to gain needs assessment of the organization and create an action plan to prioritize and resolve concerns. Although multiple yearlong data are utilized the self-assessment committees were formed in November and the process ended in February. This will generally facilitate the beginning of next year’s planning, unless there are immediate concerns that need to be addressed.The following resources, evidences/data were used in each service area:Staff Credentials:Documentation of Employees and CredentialsGovernance:Goals, Standards, Workshop, Governance Screener, Policies and Procedures, Action PlanPlanning and Operations:Goals, Policies and Procedures, Action Plans, Monitoring Reports, Interview with Leadership Team, Interview with Jerian Winn - Human Resources representative, surveys Fiscal:Goals, Action Plan, and documented evidences, FOCUS district database, GABI, Non-Federal Share Report, Cost Allocation and other reportsFamily & Community Engagement:Goals, Action Plan, Child Plus, surveys, interviews, checklists, and evidencesHealth/Nutrition:Goals, Action Plan, PIR, Child Plus, evidences, interviewsSafety:Goals, Action Plan, Checklists, Safety ScreenerMental Health:Goals, Action Plan, Information from contracted mental health care providerDisabilities:Goals, Action Plan, Inter-agency agreement, Documented meetings and agendas for PD, ESE, and Child Find, Lesson Plans indicating differentiation, copy of Procedural Safeguards, copy of Referral process, responses to questions posed to ESE Dept. re: collaboration with Head Start, E-DECA, and Acu-screenEducation:Lesson plans, interview with teachers re: Teaching Strategies Gold (TSG) data, School Readiness goals, VPK Assessment data, Renaissance 3rd Grade Data, and classroom checklists, CLASS data, My Learning PlanAfter teams completed self-assessment, the data was summarized by service area, the leadership/management team and evidences were documented and shared with governing body and munity assessment updates include:A need for mental health services and related fields in our area.Pediatric dentistry or dentists willing to take Medicaid.More homelessness due to the impacts of Hurricane Irma.Preschool enrollment from community: Infants: 43, one-year-olds: 117, two-year-olds: 141, three-year-olds: 153, Fours (Non-VPK): 113, VPK: 140, five-year-olds: 24, after school: 102The self-assessment report reflects updates in all goal areas from the improvement plan. Each goal along with summaries are noted below.Goals/Strengths/Improvements#1. The program will continue to increase ‘school readiness’ with sustainability and grow as an organization by educating all stakeholders.Program goal #1, is an expectation of all Head Start grantees and will be incorporated in our service delivery moving forward. New guidance from the Office of Head Start requires different and “lofty,” goals. The goal centered above is supported by all services areas of the grant and updated in all goals. We have shown continuous improvement overall. #2. Staff Credentials Goal:For all Head Start Pre-K Providers/Teachers to attain a Bachelor’s in Early Childhood or the Equivalent.For Support Staff to earn an AS degree or higher in early childhood education.For Family Service Workers/Social Workers to earn a family credential or higher degree in field.For Fiscal personnel to work on higher degree in field. Strengths:Goal #2 was achieved by all lead teachers. This school year we have a total of 7 Bachelor level teachers and 2 Master level teachersTwo support staff teachers have an AA degree - one began and one will be completing a Bachelor’s Degree in Early Childhood. The other 7 are in compliance with a CDA certificationSite Coordinators/ (Family Service Workers) not “grandfathered” in must receive Family Childcare Providers Credential (FCCP) training. (Family Service Workers)FCCP - 2High school Diploma - 1CDA and/or Family Development Credential – 1AS not in related field – 1(Fiscal)Fiscal Manager holds a Bachelor’s Degree in Political Science.Areas Needing Improvement:Teacher retention and teacher salaries.Areas Needing Immediate Improvement:Hire a Head Start teacher in Key Largo.Recommendations/Comments:Current Managers for Fiscal are grandfathered in, but new hires must have a bachelor’s in accounting or related field and Family Manager new hire must have bachelor’s degree in social work or related field.Goal #2 has been met, but it will continue to be a program/grantee expectation.# 3. Parent, Family, and Community Engagement Goal:left316864Strengths: The goal was achieved see data below.Parents feel welcome and they feel their children are safe in our program Parents are aware of resources in the community Opportunities for parents and families to be involved in family activities/trainings Staff is supportive and helpful Great communication with staff Accessibility to parents and for parents Site coordinator have added a reminder app that notifies/remind parents of upcoming events/trainings/workshops/ meetingsContinuing Implementation of PFCE assessment for all enrolled families 00Strengths: The goal was achieved see data below.Parents feel welcome and they feel their children are safe in our program Parents are aware of resources in the community Opportunities for parents and families to be involved in family activities/trainings Staff is supportive and helpful Great communication with staff Accessibility to parents and for parents Site coordinator have added a reminder app that notifies/remind parents of upcoming events/trainings/workshops/ meetingsContinuing Implementation of PFCE assessment for all enrolled families To continually create an environment where families feel welcomed, valued and respected; engaging parents/guardians as equal partners to create respectful, trusting relationships with peers, staff, and community. (Community) Management Team and Site Coordinators are members of community agencies and boardsSome agencies are invited to workshops/trainings/ meetings and is included on the reminder appPartnership with community agencies are beneficial to mutual clientsCollaboration/Partnership with agencies help address what is and what may be needed in the community. Areas Needing Improvement:Continue to update and finalize policies and procedures to reflect new Head Start plete contracting and delivery of parent curriculum.Areas Needing Immediate Improvement:Reconnection with community agencies (after hurricane agencies are having a hard time reconnecting).Recommendations/Comments:Overall parents are very satisfied with the program.Improvement in teacher support is needed and to individualize new teacher training.Coordinate on grant needs with Student Health Advisory Committee (SHAC), such as dental.Family Outcomes: Self – Assessment Survey Data 2017-2018At the time of this survey, we had 174 families enrolled. 73 families completed the survey (not all families that completed the survey answered all questions, these percentages are based on the number that did answer the questions) Do you feel that _99 % Yes __0%_ No Your child is safe in this program _99 % Yes __0%_ No Your child is happy in this program _99% Yes __0%__No Your participation in the program is welcome *One family did not answer _95 % Satisfied _5 %_ not satisfied How the program staff communicate with you _93 % Satisfied _7%_ not satisfied Meeting the individual needs of your child Family & Community Engagement Date of review: 12/20/17 & 1/16/17 Date of Report: 1/12/18 & 1/16/17Date of Final Report: 1/18/17 Center/Sites: All (Monroe County School District) #4. Governance GoalTo establish, maintain, and train governing bodies (Policy Council & School Board) to be a part of a formal structure of shared governance; by having governing bodies participate and make informed decisions about the program.Strengths: Monthly reporting to school board with the following information: meals, average daily attendance, fiscal, enrollment, disabilities, and other data on dashboardTransparency is maintained by not only reporting monthly to the board, but by sending e-mails with information memorandums and program information when issued by Office of Head StartBoard trainings, workshops and updates evident in communications and board items.Areas Needing Improvement:Complete and implement new standards and update policies and procedures.Areas Needing Immediate Improvement:N/ARecommendations/Comments:The school board gives macro input and the policy council gives micro input. Policy council provides preliminary input/approval and school board gives final approval and provides input as needed.#5. Monitoring GoalTo monitor systematically and ensure a ‘high quality’ programStrengths: The Leadership/Management Team meets monthly to adhere to compliance regulations, review data and to promote school readiness goals; corrective action plans are created as necessary and followed up. This is evident via agendas and monthly reportsThe Leadership/Management Team monitors service areas by utilizing data points, reviewing documentation, and observations as outlined in action plans with timelinesThe governing bodies receive outcomes data during the self-assessment and the annual report twice a year at minimum.Areas Needing Improvement:Continue to revise policies and procedures according to new standards.Areas Needing Immediate Improvement:N/ARecommendations/Comments:This goal is an expectation of our grant and will be incorporated into each service area and other goals; as such monitoring will no longer be listed as a goal. #6. School Readiness Goals ?The school readiness goals are comprised of 5 domains as follows and all areas showed growth:Social and Emotional Goal: Children will acquire the social skills needed to be self-confident & successful learners by maintaining positive adult/child interactions and positive peer relationships.(TSG Meeting/Exceeding: Fall 23%, Winter 63%) Language and Literacy Goal: Children will acquire emergent literacy skills through parent engagement and curriculum that is aligned with Head Start and Florida standards. (TSG Meeting/Exceeding: Language: Fall 26%, Winter 61%; Literacy: Fall 30%, Winter 54%)Approaches to Learning Goal: The Pre-K Providers/Teachers, instructional staff will provide opportunities for proper classroom organization and emotional support. Cognition and General Knowledge Goal: Through research based best practices teachers will use standards based curriculum, which cover Head Start Standards and Florida standards while implementing a multi-tiered system of support strategies (MTSS). (TSG Meeting/Exceeding: Fall 25%, Winter 65%; Mathematics: Fall 33%, Winter 45%)Physical Well-Being and Motor Development: Children will build gross and fine motor skills needed for writing, balance, and body awareness through activities designed to promote health and safety.(TSG Meeting/Exceeding: Fall 23%, Winter 53%)?Strengths: By Spring 2018, Teachers meet with families four times per year (2 home visits, 2 parent conferences) to discuss student growthLiteracy and Language development are part of the daily routine in both small group and whole group activities. Classes participated in literacy based events such as Read for the Record and Just Read Florida Literacy WeekSites are housed at feeder schools. Transition activities and workshops are conducted for students and parentsOngoing assessment through TSG is aligned with the curriculum and with the Head Start Early Learning Outcomes Framework and student data entry has improved as evidenced by TSG Snapshot reports. (171 students reported in Fall)As evidenced by completed parent surveys, 59 of 60 parents are satisfied with school facilities, 57 of 60 are satisfied with their child’s teacher – 2 indicated concern regarding regular updates on progress and 1 indicated concern in receiving a return call in a timely manner; 59 of 60 were satisfied with educational services with 1 concern regarding input on curriculum. Technology services, 53 parents are satisfied, 3 are not satisfied but did not specify why, and four did not respondParent interviews conducted indicated parent activities, parent meetings, and workshops geared toward health, mental health, and social issues assist parents in supporting individualized child development. Areas Needing Improvement:Parent input and feedback on curriculum and lesson planning.Regular updates regarding student progress and services.Areas Needing Immediate Improvement:Continued Lesson Plan development incorporating how to use data and parent input and documentation of MTSS process in lesson plans.Recommendations/Comments:Professional Development in Teaching Strategies Gold and Developmental Learning Materials (DLM) Express Curriculum. #7. & #8. Combined: Individualization and Disabilties (Formerly - Dual Language Learners)All children, primarily those with disabilities or non- English speaking students, will be provided with extra support as determined by their learning needs.?Strengths: (Was the Goal Achieved?) Yes… See data below (Teachers)100% of students newly enrolled were screened using the Acuscreen and eDeca assessment tools within 45 days (with exception to Hurricane Irma evacuation days)Ongoing assessment through TSG is aligned with the curriculum and with the Head Start Early Learning Outcomes Framework and student data entry has improved as evidenced by TSG Snapshot reports. 14 Students with IEPSocial and Emotional Goal: Children will acquire the social skills needed to be self-confident & successful learners by maintaining positive adult/child interactions and positive peer relationships.(TSG Meeting/Exceeding: Fall 21%, Winter 43%) Language and Literacy Goal: Children will acquire emergent literacy skills through parent engagement and curriculum that is aligned with Head Start and Florida standards. (TSG Meeting/Exceeding: Language: Fall 21%, Winter 43%; Literacy: Fall 36%, Winter 50%)Approaches to Learning Goal: The Pre-K Providers/Teachers, instructional staff will provide opportunities for proper classroom organization and emotional support. Cognition and General Knowledge Goal: Through research based best practices teachers will use standards based curriculum, which cover Head Start Standards and Florida standards while implementing a multi-tiered system of support strategies (MTSS). (TSG Meeting/Exceeding: Fall 36%, Winter 43%; Mathematics: Fall 36%, Winter 43%)Physical Well-Being and Motor Development: Children will build gross and fine motor skills needed for writing, balance, and body awareness through activities designed to promote health and safety.(TSG Meeting/Exceeding: Fall 21%, Winter 43%)As evidenced by completed parent surveys pertaining to ESE Services, 52 parents were satisfied, two were not satisfied with information of services, and six commented N/A.Interviews were conducted with two teachers and one paraprofessional regarding information taken into account to individualize planning for each child: responses included: observation, anecdotal notes and children’s assessments are used to create lesson plans individualized for each child, use of data from snapshot, TSG, Acuscreen, and VPK Assessments. Family life is also taken into account for individualization. Parent interviews conducted indicated parent activities, parent meetings, and workshops geared toward health, mental health, and social issues assist parents in supporting individualized child development. As part of MCSD, our program has ESE services readily available on site, which allows students receive the required support while still being able to participate in the Head Start program. In an interview with an ESE Pre-K teacher, she stated she does not encounter any barriers with the student shared between programs. In regard to ESE services, parties involved are aware of the interagency agreements between the LEA and the program; policies and procedures in place; family involvement is evident in IEP planning and development, and a system is in place for tracking services. Areas Needing Improvement:Professional Development for teachers working with students with disabilities.Recruitment for students with disabilities.Areas Needing Immediate Improvement:Continued lesson plan development incorporating how to use data and parent input for individualized instruction.Recommendations/Comments:Same as improvement comments.As of February 2017:16 Students with an Individual Education Plan 10 students referred in the 2017/18 school year for additional screenings/evaluationsNo students moved to full time ESE. #9. CLASS Observation Tool - The Pre-K Providers/Teachers will be above the national average in each of the three class domains: emotional support, classroom organization, and instructional support? Strengths: (Was the Goal Achieved?) UnknownProgram Average CLASS Observation Scores: Fall – Emotional Support 5.31, Classroom Organization 5.19, Instructional Support 3.52. The following are national Thresholds for CLASSESCOIS20175.705.322.3020165.595.252.22At least one of the observation cycles is dual coded to ensure reliabilityThe program currently holds five certified CLASS observersProfessional development for review of the CLASS tool was completed during preserviceMaking the Most of Classroom Interactions (MMCI) train the trainer was completed in August 2017; professional development will begin in Spring 2018Implementation of MMCI training for teachers who volunteer.Areas Needing Improvement:Continued development and coaching in CLASS expectations.Areas Needing Immediate Improvement:Mentor teacher update on status of new teachers.Recommendations/Comments:This goal area will be embedded in monitoring and service delivery.#10. ERSEA (Eligibility, Recruitment, Selection, Enrollment and Attendance) Goals To follow policies/procedures in place to actively identify, recruit, select and enlist eligible children and families with the greatest need according to Head Start standards (including children with disabilities, children in protective custody /foster care, homeless children, and VPK guidelines via community outreach. ?To maintain full enrollment for Head Start & VPK by the first day of school and thereafter by on-going recruitment efforts and open enrollment in April; to maintain contact with wait list parents regularly.Offer summer VPK to those students who are unable to attend during the school year.Strengths: (Was the Goal Achieved?) Partially, see data below District will facilitate a summer prekindergarten program for students who qualifyMaintain full enrollment filling all vacancies within 30 days Program was advertised on the radio for recruitment Strong attendance policy – current ADA 90% Disability tracking/services has improved , provided additional support for Education/Disability managerKeeping families enrolled and engaged.Areas Needing Improvement:Continue to update polices/procedures to reflect new Program Performance StandardsContinue to ensure all staff is constantly actively recruiting Update selection criteria to reflect that we prioritize younger children to meet 1302.14 (a) (3) of the program standards.Areas Needing Immediate Improvement:Meeting HSPPS 1302.14 (b) – Ensuring at least 10% of total funded enrollment is filled with children eligible for services under IDEA – We are currently at 9%.Recommendations/Comments:Since Hurricane Wilma we have lost several families/students who have moved from the area; however, the wait list was used to fill vacancies.Families continue to struggle with storm recovery such as housing and employment.Enrollment Turn Overs 2017-2018SiteCurrent Turn Over’s Held for Replacement within 30 days underHHPPS(1302.15) Replace within 30 days HOB (60)604 N/A4GAE (40)40313SSE (40)40313KLS (40)401N/A1*We have a had a total of 11 turn over’s this year so far(in comparison to last year we had 22 students move)# 11. TransitionsWork with families, staff, and inter-agencies toward engaging families in transitions to effectively prepare them to transition children to new settings.Strengths: (Was the Goal Achieved?) Yes .The program works with MCSD staff and administrators to prepare students and families with helpful transitions for “Kindergarten Round-up” by informing parents and children of the expectations as measured by participation, as evidenced by documentation such as: calendar, sign-in, hand-outs and other?Education/Disabilities Manager and/or Site Coordinators work with Early Steps to provide transitions into Pre-K by attending meetings and facilitating, through communication, student and parent needs when entering the Head Start program, as evidenced by documentation such as: calendar, sign-in, etc.?Education/Disabilities Manger, Teacher/Pre-K Provider, and/or Site Coordinators attend regular IEP meetings to facilitate special needs and communicate those needs to the proper individual(s) as necessary, as evidenced by sign-inAreas Needing Improvement:Update polices/procedures to reflect new Program Performance StandardsCoordinating the transfer of records within Head Start, with schools, other agencies, and parentsAreas Needing Immediate Improvement:N/ARecommendations/Comments:Continue to encourage communication between all programs including Head Start, other child development programs and agencies, and Monroe County School District in collaboration with parents, to facilitate continuity of services across programs.Continue to initiate meetings involving parents, teachers, schools, and other child development programs.This goal will be continued under service delivery and no longer a program goal, but rather as an expectation.#12. Mental Health, Health & NutritionTo service the whole child (educationally, physically, and mentally), while assisting families with health and developmental services to become advocates for their health to facilitate child development and school readinessStrengths:Health Information and consents for services for all students are obtained at time of interview to ensure needs are identified and met. In effort to better understand and assist with each child’s individual needs, new forms created this school year to include well child form and child health history to better obtain information on our students’ physical health, developmental history and health history beginning from pregnancy/birth to presentHealth Screenings are done (within 45 and 90-day deadlines) in accordance with Head Start Program Performance Standards and EPSDT guidelines for students that have not had specific requirements completed by their medical provider. Communication with parents to inform the screenings that are missing to help facilitate communication with their medical provider in obtaining these required screenings/tests. All parents are notified of services provided, including notification of any abnormal results. Assistance with referrals provided as applicableFamilies are given the opportunity to learn and receive education on health services (i.e. home, vehicle and pedestrian safety, oral health, lead awareness, stress reduction) and offered workshops/training, activities and opportunities to obtain services, i.e. assistance with applying for health insurance, nutrition workshops, and family engagement activitiesWe have a dietician/nutritionist contracted to work with our staff, children and families. (This was an immediate need from previous self-assessment) Students are provided meals daily (breakfast and lunch) that are USDA approved, age appropriate mealsHealth and nutrition education is provided during instruction time, importance of healthy eating is discussed; a teacher commented they do a letter of the week pertaining to a healthy foodSchool counselors and/or administers will assist when needed with behavior needs and/or counseling needsBetter tracking system for mental health referrals and reports created with new forms. (This was an area of need from previous self-assessment) Teamwork in addressing child’s health needs.Areas Needing Improvement:Continue to update policies/procedures to reflect new Program Performance StandardsWellness programsSHAC has not reconvened due to the Hurricane - meeting set for the end of the month.Areas Needing Immediate Improvement:Due to our Mental Health Counselor resigning in August of 2017, every effort was made to contract with another mental health professional. She will be available for all of our sites from Key West to Key Largo. Contract in place as of January 2018.Recommendations/Comments:Health Transitions: Health Manager to communicate with the school nurses at end of school year to advise of the students with health needs so that they continue to meet the child’s needsCommunicate and assist families as needed of students that require any health services (i.e. immunizations, physicals) to help prepare for the transition to kindergartenParent Surveys for Health (57 completed): Out of 57 surveys, 53 stated they received information regarding health services that are available. 56 stated they received information on where to report health or safety concerns and complaints, 2 commented unsure. 55 stated they feel their child’s health concerns are addressed in a timely manner. 56 stated they have been notified of health services that has been provided. 55 state they feel the meals provided meet USDA requirements and are age appropriate with one comment stating “too much sugar and carbs” and one comment states “pleased with how health conscious the meals are.”#13. Safety GoalFoster and support an environment of safety by incorporating safe practices into child, staffand family daily activities, such as: OSHA/blood borne pathogen training and practice, bussafety, first aid training/kits, CPR training, hand washing kit, locked storage withchemical/medical hazard , ongoing supervision of children, emergency response andevacuation, management of communicable disease, and MCSD crisis response team.The program will ensure children are healthy and safe in our care by conducting a screening of the health and safety environment at each school within 45 days of the start of the program or school year.Strengths: (Was the Goal Achieved?) YesAll staff has completed OSHA/blood borne pathogen training upon hire with HRHealth and safety screening is conducted at each site within 45 days of the start of the school year and two additional times during the school yearHealth practice observations, playground and classroom safety observations and checklists are conducted on a daily basisFirst aid kits, gloves and handwashing supplies are readily availableStaff are CPR/AED and first aid trained and certified and re-certified every 2 yearsPolices in place for emergencies, evacuation drills conducted at each site, classroom emergency guidelines posted in each classroom, readily information of the child for emergencies and permission for designated pick up is located in the classrooms. Exit signs clearly postedAll classrooms have locked storage for chemical supplies, SDS sheets readily available Transportation conducts annual trainings, transportation handbook given to employeesStaff are trained on medication administration in the event school nurse, the designated office staff, or Head Start nurse are unavailable. All medications are in stored with the school nurseBus booklet has pertinent transportation information.Areas Needing Improvement:Continue to update policies/procedures to reflect new Program Performance Standards. Areas Needing Immediate Improvement:N/ARecommendations/Comments:When Switlik goes under construction, the Head Start classrooms will be moved to the recreation center.#14. Financial GoalsCompliance with Head Start Performance Standards, Federal cost principle requirements, and VPK regulations. Continually educate stakeholders on the systems approach to finance and how the budget is an integral part of the grant application, strategic plan, training, and all service areas.Strengths: (Was the Goal Achieved?) Yes , see data below Non-Federal Share report accurate and showed excess matchPayroll reports and timesheets were accurate and timelyGrant budget was sufficient to begin the year; a few amendments have been necessary to adapt to vacancies and changing needsPurchase orders and invoices processed satisfactorilyContracts satisfactory, approved, and signedExpenses posted to grant are verified as accurate and allocable to Head StartProjections regarding underspending generated in January and updated in FebruaryReview of monthly reports at Leadership Team and Policy Council meetings.Areas Needing Improvement:More timely purchase order requisitionsMore timely routing, approval, and execution of contractsMore timely approval and posting of purchase order requisitions and budget amendments.Areas Needing Immediate Improvement:NoneRecommendations/Comments:Some of the difficulties processing contracts is not under the control of Head Start, such as routing for approval by other internal departments and the Superintendent. Budget Manager will make extra effort to track routing items and issue reminders as neededImproved Fiscal processes due to new district software – FOCUS.#15. Staff Development /T&TA GoalsUtilize resources from within our organization for training and technical assistance, as well as allow for professionals and parents to attend conferences for networking and education.?Strengths: (Was the Goal Achieved?) Yes , see data below Our Head Start Program benefits from the support and resources of the Monroe County School District, such as the Finance, Purchasing/Property Control, Human Resources, Transportation, Legal, Information Technology, and Maintenance Departments. Construction Management assisted with new playground equipment selection and installation at Gerald Adams Elementary.The grant budget was sufficient to allow for more-highly-qualified new employees, who replaced those who ended employment last year. We were also able to accommodate increases for staff members who have achieved degrees.We are adapting to new software and processes, such as Time and Attendance, FOCUS school district software package, and the purchasing card.Fewer purchase orders are required, and they are processed much faster.From August through November, we underwent a comprehensive audit by the State of Florida. We were able to supply documents and information to the auditors much more quickly than in the 15-16 Head Start monitoring visit.In the 16-17 year, expense projections helped us to respond to unexpected needs, adapt to staff changes, and more fully utilize grant funds for the benefit of our students. We were able to provide sign language services for a student and replace several items that were in poor condition, such as activity rugs, reading center books and equipment, furniture, playground equipment, health testing equipment, and touchscreen boards.Although budget amendment preparation takes longer, once entered, they are processed and approved much more efficiently, and online. The overall process is faster.Expenses posted to the grant are verified as accurate and allocable to Head Start by reviewing a monthly report of all transactions. During one of these reviews, it appeared as if retirement had mistakenly been charged to a cost center whose employee is not eligible for Florida Retirement. An email was sent to Payroll for this to be corrected, but this employee was indeed eligible for retirement, due to a new law that took effect in July 2017. Funds were transferred to cover this expense, and the issue has been resolved.Continued review of monthly reports and current issues at Leadership Team, Policy Council, and School Board meetings keeps these groups up-to-date.Areas Needing Improvement:Personnel Activity Reports and semi-annual certifications as of September 2017 were not prepared after Hurricane Irma, but have now been prepared as of October 2017, since employees missed almost three weeks of work in September.More timely routing, approval, and execution of contracts. We were, however, able to begin routing earlier on two contracts this year.Continue to develop new procedures to adapt to capabilities of new programs for timekeeping, payroll, finance, and human resources. Take advantage of enhanced reporting or downloading features.Areas Needing Immediate Improvement:Encumbrances on some personnel cost line items, such as salaries, retirement, and benefits, are inaccurate, due to problems with the conversion to new software. Many corrections have been made since this first occurred, but a few still appear inaccurate. Although actual balances are accurate and timely, some available balances are incorrect. While Finance and Payroll are working on this with the vendor, we have used our own spreadsheet of employee salaries and benefits for accurate projections. When Finance Dept. encumbrances are correct, they may suffer from slight delays in updating, for example, when employees leave or when there are new hires. We expect this to be resolved when human resources and finance software packages are integrated.Group Insurance has mistakenly been charged to a cost center used only for a supplement. An email has been sent to the Group Insurance office and to Payroll for this to be corrected. No more postings have occurred, but incorrect entries need to be reversed. The amount is not significant (about $25.00).Recommendations/Comments:We hope to increase staff training by having more attendees at Region IV conferences and other events. We plan to offer on-site MMCI (Making the Most of Classroom Interactions) training for teachers.We appear to be on-track to more fully utilize grant funding this year.?Management Team Self-Assessment Planning Meeting held 11-09-17Management Team Self-Assessment Summary Meeting held 2-15-18 ................
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