Eligibility, Recruitment, Selection, Enrollment and Acceptance



|Monitoring Tool |Purpose |Frequency |Staff Responsible |

|Eligibility, Recruitment, | | | |

|Selection, Enrollment and | | | |

|Acceptance | | | |

|Child Plus 2025 |EHS program must have a formal |As openings become available |FES, PSC |

|Enrollment Priority Listing |process for establishing selection| | |

| |criteria and selecting children | | |

| |and families for enrollment | | |

|Child Plus 2110 |Family Info- address, phone, etc. |As needed |CFS, FES, PSC |

|Master List of Participants |Reflects changes on change of | | |

| |status form | | |

|Child Plus 1001 |Home visit completion rates | |PSC |

|Home Visit Attendance | | | |

|Child Plus 2125 |Tracks availability of over income| |DMT, Manager |

|Alpha List |slots | | |

|Child Plus 2002 |Shows distribution of eligible |Monthly |Manager |

|Application Status |children | | |

|Child Plus 2003 |Ages of enrolled children |Monthly |Manger |

|Enrollment Demographics | | | |

|Child Plus 2005 |Ensure openings filled within 20 |Monthly |Manager |

|End of Month Enrollment |days | | |

|*Need- Attendance Report For |Classroom Attendance (must show | |CCSC? |

|Child Care Centers |85% despite varied cc schedules) | | |

| | | | |

|Child Health & Safety | | | |

|Home Safety Checklist |Checklist of home environment to |September/ minimum yearly |CFS or FES |

| |identify potential safety and | | |

| |health concerns | | |

|Socialization Plan |Provide safe/healthy socialization|Each socialization- due to PSC |CFS/FES to PSC |

| |environments |one week prior | |

|EHS Safe Environment Checklist |Create/provide safe socialization |Nov, March, July- in compliance |CFS/FES, on site PSC |

| |environments |at all times | |

|Creative Curriculum Checklist |Creating/maintaining an |Ongoing- reviewed 2x per year |CFS/FES to PSC |

| |appropriate and safe socialization| | |

| |environment | | |

|Child Report |Staff awareness in support of |Child Plus updated as needed |FES, CFS, PSC |

|Chronic Health |special health needs | | |

|Child Plus 3015 |Monitor health |Ongoing/monthly |FES, PSC, DMT |

|Health Requirements |requirements/progress & what’s | | |

| |due/past due | | |

|Child Plus 3060 | |Monthly |FES, PSC, DMT |

|Expired Health Events | | | |

|Child Plus 3065 |Health concerns, referrals, follow|Ongoing/Monthly |FES, PSC, DMT |

|Health Events Status |up, progress, issue resolved | | |

|Socialization Observation |Give PSC discussion points to help|Quarterly per team |PSC |

| |strengthen overall socialization | | |

| |quality | | |

|*Need- Mental Health Events |Track mental health referrals and | | |

|Status |progress | | |

| | | | |

|Education and Early Childhood | | | |

|Development | | | |

|GOLD |Ongoing child assessment data of |Ongoing documentation |CFS |

|Development and Learning Report |growth and development |Quarterly checkpoints of progress| |

|GOLD |Current developmental status of |Quarterly checkpoints |FES/CFS |

|Class Profile Report |all children in classroom | | |

| |Socialization Planning | | |

|Child Plus Report 3015 |Monitor due dates and status of |Monthly |CFS/PSC |

| |screenings: DECA I/T, ASQ 3 | | |

|Child Plus Reports 3520 |IFSP status and goals for children|Monthly |CFS/PSC |

|Disability Conditions |diagnosed with a disability | | |

|Child Plus Report 3510 |Referrals made/status of follow up|Monthly |CFS/PSC |

|Disability Concerns |on suspected delays | | |

|GOLD |Overview of developmental status |Quarterly checkpoints |PSC |

|Snapshot Report (by area) |of all enrolled children in | | |

| |specified region | | |

|GOLD |Growth trends of all children |Quarterly checkpoints |Manager |

|Growth Report |program-wide | | |

|GOLD |Programmatic overview of |Quarterly checkpoints |Manager |

|Snapshot Report (program) |developmental status of all | | |

| |enrolled children | | |

| | | | |

|Family Partnerships | | | |

|Family Interest Survey |Survey that gathers information |Beginning of program year/at |FES |

| |about the family’s interests |enrollment | |

| |regarding topics and scheduling of | | |

| |family engagement activities | | |

|Family Outcomes Survey |Needs assessment tool for enrolled |Fall and Spring Checkpoint |FES |

| |families |periods | |

|Family Plan |Supporting families in the goal |Minimum quarterly updates |FES in partnership with CFS and |

| |setting process and achievement of | |classroom if dual enrolled |

| |goals | | |

|Workshop Template |Outlines plans, purpose and parent |Monthly |PSC |

| |feedback for workshop events to | | |

| |assure quality | | |

|Socialization Plan |Outline plans, purpose and parent |Monthly |PSC |

| |feedback for socializations to | | |

| |assure quality | | |

|Child Plus Report 4110 |Family services history |Quarterly minimum |PSC |

| |Referrals/Goals/Status of goals | | |

|Child Plus Report 4130 |(may show goals more clearly) |Quarterly minimum |PSC |

|Parent Satisfaction Survey |Parents provide feedback by rating |Yearly (August) |Manager |

| |their experience with various | | |

| |aspects of EHS program | | |

|Child Plus Reports |Family and Program Level reports |Fall and Spring |Family Level-CFS & FES |

|4210- 4240 |that show growth over time from | |Program Level- |

| |FOS tool | |EHS manager & PSC |

|Management Systems and Procedure| | | |

|Job Description |Reference for monitoring job |Ongoing/ as needed | |

| |performance | | |

|Monthly Recaps (Team) |A team review of all program |Monthly |PSC/FES/CFS |

| |components updating info/data for | | |

| |caseload | | |

|Monthly Recaps (One on One) |An opportunity for one on one |Monthly |PSC/ FES or CFS |

| |recap with employee | | |

|Professional Development Plan |Establish and review progress of |APOT then quarterly review |PSC |

| |PD goals | | |

|Home Visit Rating Scale (HOVRS)|Objective, research based |Quarterly with each staff person |PSC |

| |observation tool to rate home | | |

| |visit quality for CFS role | | |

|FES HOVRS |Objective, research based |Quarterly with each staff person |PSC |

| |observation tool to rate home | | |

| |visit quality for FES role | | |

|Socialization Observation Tool |Assess the quality of all aspects |Quarterly |PSC |

| |of socialization experience | | |

|APOT Review Checklist |Ensure all employee requirements |Start of program year, new hires |Supervising Staff Person |

| |are met and up to date |Ongoing/Updates as needed |e.g. PSC/Manger |

|File Review |Ensure that all required documents| |CFS/FES/PSC |

| |are complete and in child/family | | |

| |files | | |

|Agency Employee Evaluation |Measurement of employee job |Annually/ quarterly during first |Supervising Staff Person |

| |performance. Establish goals |year of employment |e.g. PSC, Manager |

| |relative to performance | | |

|Disciplinary Documentation |Establish work plan for employee |As needed |PSC/Manager & HR Support |

| |that is not meeting job | | |

| |expectations | | |

|Office of Head Start Monitoring |Assure program alignment with |Each program year and upon the |Manager |

|Protocol |performance standards |release of an updated protocol | |

|Program Information Report (PIR)|Report of all information required|August- to DMT |Manager |

| |by OHS about basic program stats | | |

| | | | |

|Community Partnerships | | | |

|NMCAA Community Partnership |To jointly recognize the | |FES/PSC |

|Agreements |importance of a collaborative and | | |

| |integrated approach to building a | | |

| |community network of support for | | |

| |families | | |

|NMCAA Community Connections |To illustrate where we are |Each program year and as needed |Attending staff member |

| |connected to community | | |

| |collaborative groups and determine| | |

| |where there are gaps | | |

| | | | |

|Facilities, Materials and | | | |

|Equipment | | | |

|EHS Safe Environment Checklist |Create/provide safe socialization |Nov, March, July- in compliance |CFS/FES, on site PSC |

| |environments |at all times | |

|Creative Curriculum Checklist |Creating/maintaining an |Ongoing- reviewed 2x per year |CFS/FES to PSC |

| |appropriate and safe socialization| | |

| |environment | | |

|Employee Center File Checklist |Assure that all staff files are |Ongoing compliance |PSC |

| |onsite and include all needed | | |

| |documents for licensing | | |

| |requirements | | |

8/14 p/hs/ehs/staff monitoring/data plan

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