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Waldo CAP Early Childhood Program
Early Head Start Program Services Timeline Processes
Program Year: 2018 - 2019
• Classroom Attendance / Meal Count
PROCEDURE: For center based programs: each classroom teacher will be responsible for maintaining daily attendance. At the point of service children who are participating in a meal are checked off on the meal count section of the attendance. At the end of each day (best practice) this information is to be entered into childplus. For programs who use a paper attendance sheet, data may be entered weekly if necessary. Also see attendance manual for further guidance and tools used
For home based program: attendance is logged into childplus by entering weekly/monthly home visits and socialization events.
DUE DATE: Daily
SUBMIT TO: Family Service staff or FS Coordinator
RESPONSIBILITY: Teachers
• Child Observations
PROCEDURE: Skills in each developmental/domain area will be observed and documented utilizing the Add Documentation tab under the Assess tab. Observations must directly link to Individual Child Plans, and TSG lesson plan. Information from observations will be used for individualizing weekly lesson plans, Socialization plans and for completing child assessments. Within each area of Development and Learning (Domain areas), each Objective will have a minimum of THREE observations directly linked to associated Dimensions before checkpoint assessments may be finalized. There are 36 objectives/38 when including English Language Acquisition. When entering observations tag all relevant objectives/dimensions and set Preliminary Levels. Enough documentation must be collected to guide instructional decisions.
Tip: Each day, each center-based teacher will choose 1 targeted child to observe. The next day 1 more child. This cycle will continue each day of the week.
Important:
Teachers and Home Visitors must use TSG Documentation Status reports at least every other week to monitor documentation/observations to ensure all objectives are being covered. Teachers and Home Visitors must come up with a system that works for them to continuously monitor and reflect on child progress in order to individualize for each child effectively.
DUE DATE: Observations will be entered into TSG weekly and Prelim Levels selected. Documentation should be monitored weekly/monthly by teachers/home visitors and site supervisors.
SUBMIT TO: Online Only
RESPONSIBILITY: Teachers/Home Visitors
• Volunteer In-Kind
PROCEDURE: Teachers review and initial Volunteer In-Kind Sheets weekly. Family Service staff review, approve and track in-kind. Home Visitors collect in-kind while on home visits from families who list activities which supports developmental goals which are targeted. Teams are responsible for meeting in-kind goals monthly. Also see volunteer manual for further guidance and tools used
DUE DATE: Last day of each week
SUBMIT TO: Family Service staff – last day of each week Family Service staff submits to Office Clerk weekly
RESPONSIBILITY: Teachers, Home Visitors and Family Service staff
• Health/Safety Activity
PROCEDURE: Health & Safety activities (includes Pedestrian Safety) must be noted on lesson plan
DUE DATE: Last day of each week – prior to implementation
SUBMIT TO: Lesson plan
RESPONSIBILITY: Teachers & Home Visitors
• Pedestrian Safety Activity
PROCEDURE: Plan classroom activity on lesson plan. Complete PS activity with family at initial education home visit. This also applies to all new children who enroll throughout the program year. Pedestrian Safety should be noted on Individual Child Plans in addition to TSG Lesson Plan.
EHS-Home Based completes the Pedestrian Safety form only – with their families.
DUE DATE: 30 days from program enrollment date
SUBMIT TO: Lesson plan-classroom activities: center based options / client file-pedestrian safety form: home based & center based options
RESPONSIBILITY: Teachers & Home Visitors
• Nutrition Activity
PROCEDURE: Center based: follow planned nutrition activity on menu or for other activity - contact Nutrition Coordinator one week prior to implementation.
Home-based home visitors: provide nutrition activities either at individual home visits and/or at socialization events.
DUE DATE: Monthly or for other activity contact Nutrition Coordinator one week prior
SUBMIT TO: Lesson Plan
RESPONSIBILITY: Teachers, cook-(if necessary) & home visitors
• Weekly Lesson Plans: EHS center-based classrooms
PROCEDURE: Teachers complete TSG online weekly lesson plan one week prior to implementation.
❖ Individual Child Plans (developmental) are completed as part of the TSG Weekly Planning Format under the Teach tab. All planning must be completed one week prior to implementation. Please see Individualization guidance below for TSG Individual Child Plans.
❖ Individual Care Plans for routines are updated online as each child’s needs change. Initial planning begins at the initial home visit when families complete all sections of the “Individual Care Plan-Family Information Form.” (not required for home-based program)
DUE DATE: Plan is posted by Friday of the week PRIOR to implementation.
SUBMIT TO: Submit electronically via TSG website weekly and file a copy in Lesson Plan Binder. A copy of the individual care plan – family information form is given to the family and the original is filed in the client file
RESPONSIBILITY: Teachers & Home Visitors
Weekly Lesson Plans: EHS home-based (Home Visit Plans)
PROCEDURE: Individual home visits plans are completed weekly in partnership with the enrolled family. Home visitors and families identify a variety of goals and objectives in response to the child’s individual needs.
DUE DATE: Weekly
SUBMIT TO: Home visit plans are entered into childplus, a copy is filed in the client file, and the supervisor periodically reviews random sampling
RESPONSIBILITY: Home Visitor
• INDIVIDUALIZATION: Individual Child Plans (part of weekly lesson plan format under the Teach tab)
PROCEDURE: Teachers/home visitors will complete TSG Individual Child Plans monthly for each child, targeting individual developmental goals, which are based on the children’s strengths, needs and interests and will be reflected in weekly individual child observations. TSG Individual Child Plans are accessed via the TSG weekly lesson plan format under the Teach tab where the “Intentional Teaching Experiences/Opportunities” form may be selected and then select “Add to Plan.” Each child will have individual child goals targeted no less than 2x monthly.
Children with an Individual Family Service (IFSP) will also have 1 targeted goal based on this plan documented a minimum of 1x monthly on Individual Child Plan. Observations linked to an IFSP will be tagged, IFSP.
❖ Note: Select a few children each week to create Individual Child Plans for and note evidence in corresponding weekly observations. Do not wait until the end of the month to individualize for all the children in your class/or caseload! Individual Child Plans must be submitted prior to the week of implementation as planning cannot be submitted after-the-fact.
EXAMPLE #1: 8 children total enrollment divided into 4 weeks would mean 2 different children w/Individual Child Plans each of those weeks (1 for each teacher or 2-3 for each home visitor). Two goals for each child would be targeted during that week with outcomes assessed via observation of child participating in corresponding planned learning opportunity. Observations linked to Individual Child Plan will be tagged, ICP.
EXAMPLE #2: Teachers/home visitors may also complete Individual Child Plans for all children at the beginning of the month. The same goals guidance in example #1 applies to this planning approach.
Individualization is the first step in planning or before adjusting lesson plans.
DUE DATE: Individual Child Plans & Individual Care Plans-routines, will be monitored weekly/monthly by teachers/home visitors and site supervisors.
SUBMIT TO: Online Only
RESPONSIBILITY: Teachers/Home Visitors
• Monthly Newsletters
PROCEDURE: Each center and the early head start home visiting program will create a newsletter for families 1x per month to include information on curriculum, classroom or socialization experiences, field trips, family engagement and other applicable information. Information must clearly link to School Readiness goals and describe related learning concepts. Additionally, family engagement activities will be directly related to upcoming curriculum encouraging families to link the learning from school to the home. Once reviewed and approved by the staff of the sending site, the family service staff will forward the newsletter on to the family service coordinator for feedback. The FSC will forward on the newsletter to the leadership team and cc the Family Service staff. All newsletters must be approved by at least 2 members of the Leadership Team before being sent to parents. Once approved, the Family Service staff will publish and send a copy to the main office for tracking
DUE DATE: Last Friday of each month, to be distributed to families by the following Friday.
SUBMIT TO: Family Service Coordinator
RESPONSIBILITY: Teachers and Family Service staff
• Family & Program Communication – Family Engagement
PROCEDURE: Complete the “Family & Program Communication” form. Describe recent outcomes from the lesson plan activities. Next, describe the lesson plan activities and educational concepts as related to School Readiness goals for the upcoming month. Ask the family group for any support you may need such as volunteers, special visitors, donated items for classroom use, etc. Teachers will rotate this responsibility. Staff members then use this form to solicit further ideas and feedback from families.
DUE DATE: One week prior to scheduled monthly Parent/Family Group meeting
SUBMIT TO: Family Service staff, once complete by both education staff and parent/family group input, a copy is displayed next to the posted lesson plan in each classroom; file originals in Parent Group Binder.
RESPONSIBILITY: Teachers, Family Service staff and Parent/Family Group officers
• EHS Home Visiting Socialization Events
PROCEDURE: Home Visitors will plan bi-monthly socialization events based on the needs and interests of families and children. Planning is done collaboratively utilizing the PIWI implementation guidelines.
DUE DATE: 2 events per month with potential for 2 of 24 excused, for a total of 22 annual required
SUBMIT TO: Enter event in Childplus under individual attendees. Report to FSC monthly
RESPONSIBILITY: EHS Home Visitors
• Developmental Screening-Early Head Start (ASQ-3)
PROCEDURE: Administer the ASQ-3 in accordance with standardized instruction and methods.
DUE DATE: By 45 days from enrollment and as needed for re-screening
SUBMIT TO: Education and Special Services Coordinator, once completed and scored; original is placed in the Child File
RESPONSIBILITY: Education Team
• Early Head Start Home Visits
PROCEDURE: EHS – child & family home based home visits: take place in the client’s home unless educational planning or family requests an alternate location. Each visit is approximately 90 minutes and the home visitor partners with the family to provide screenings, assessments, planning, meeting developmental and family goals using everyday routines and the home as the learning environment.
EHS – Prenatal & postpartum home visits: Prenatal and postpartum home visits are based in the family’s needs and goals. Support is given in the form of education, resources and information using a comprehensive framework for prenatal and postnatal strategies and planning.
Home-based home-visiting curriculum used: Primarily Partners for a Healthy Baby which is supplemented by Creative Curriculum Learning Games
DUE DATE: EHS HB-HV’s Child & Family – weekly for a total of 90% participation
EHS HB-HV’s Prenatal – once monthly, third trimester up to once a week following the periodicity of prenatal doctor visit schedule
EHS HB-HV’s Postpartum – within two weeks of when the baby is born
SUBMIT TO: All EHS Home Based Home Visits are entered into Childplus immediately following. Original document is filed in the client file. Random review is conducted by the Family Service Coordinator monthly
RESPONSIBILITY: Home Visitors
• Education Home Visits (center based program options)
PROCEDURE: Initial Education Home Visits take place prior to the first day of school for all newly accepted children and no later than within the first 30 days of enrollment for returning HS children. Teachers must make every effort to visit newly accepted children/families before the first day of school/enrollment.
NOTE: EHS-Center Based only– complete the Individual Care plan – Family Information form
Second Education Home Visits take place in February.
Visits are scheduled by telephone, note or in person. Send a reminder of scheduled visits or call to remind. Please document all attempts to schedule visits and all missed or cancelled visits. All home visits will be done in the home, but will be conducted at the site when the 30-day deadline is in danger of being missed. Every effort must be made to conduct home visits in the home. Utilize the “Initial Home Visit” form and complete all sections.
At the second Education Home Visit teachers will review the child’s progress utilizing data from the winter Development & Learning Report as related to School Readiness goals and 2 TSG suggested home activities will be shared with the parent. Activities can be found under the Family tab.
DUE DATE: Initial Education Home Visits are due prior to enrollment for newly enrolled children and any transfers. For returning children, they are due within first 30 days of enrollment (Relationship Building)
2nd Education Home Visit by 2/15/19. For later enrollment – 1 week from checkpoint completion
(Update child’s progress utilizing 2nd Checkpoint assessment data, Transition/Transfer Plan & Timeline is started)
*Summer/Full Year Classrooms- returning children will receive summer assessment information at the Initial Home Visit in September.
SUBMIT TO: Initial Education Home Visit: A signed and dated copy (both parent & staff signatures-date of visit) of the Initial Education Home Visit form is given to the parents and the signed original goes in the child’s file.
2nd Education Home Visit: The 2nd Education Home Visit form (signed and dated-both parent & staff signatures) is given to the parents and the signed original goes in the child’s file. A signed copy of the Development & Learning Report is given to the parents and the original is placed in the child file. Two (2) parent/child activity ideas will be shared with the family. Activity resources are found under the Family tab.
Family Service staff enters completed home visit information into childplus
RESPONSIBILITY: Teachers & Family Service staff
• DECA – Devereux Social-Emotional Screen/Assessment (all program options)
PROCEDURE: Teachers, home visitors and parents will complete the DECA screen/assessment for each child within the First 45 days of enrollment. The DECA assessment will be done on ALL children (includes returning children) in the fall and spring. A child must be enrolled at least 4 weeks prior to the assessment. The second Teacher/parent rating will be completed in the spring. At each rating teachers will encourage parents to complete a Parent Rating form within a week of the teacher ratings. Teachers enter all rating results in the e-DECA data base and generate individual reports for online submission. Assessments are to be used for planning and referral purposes (following the referral process) and for teachers to set goals for those children who have areas of concern. When referrals are indicated, the Special Services Coordinator will be notified.
DUE DATE: 1st Ratings entered into e-DECA by 10/11/18
2nd Ratings entered into e-DECA by 3/22/19
** If a child enters the program late in the year complete DECA within the 45 day deadline (after being enrolled for 4 weeks)
SUBMIT TO: Parent Individual Child Report to Child File and Home Strategies shared with the family when applicable.
Teacher Individual child report will be submitted to eDECA only.
RESPONSIBILITY: Teachers
• M-CHAT autism screening (EHS ONLY)
PROCEDURE: The Modified Checklist for Autism in Toddlers (M-CHAT) is a validated developmental screening tool for toddlers. It is designed to identify children who may benefit from a more thorough developmental and autism evaluation. The teacher or home visitor completes the assessment with the child and the family as appropriate. The teacher or home visitor consults with the Education & Special Services Coordinator once the report is complete.
DUE DATE: For children between the ages of 16 – 30 months (1 time only)
SUBMIT TO: Education & Special Services Coordinator, enter completion data into childplus, file in client record
RESPONSIBILITY: Teachers & home visitors
• Teaching Strategies Checkpoint Assessments – 3x per year/part year programs and 4x per year/full year programs
PROCEDURE: Checkpoints are based on Widely Held Developmental Expectations for children of the same age. Teachers complete Checkpoint Assessments on each child 3 times per year for part year programs and 4 times per year for full year programs. Completion due dates will be adjusted for children who enroll at different points in the year and will be determined on a case-by-case basis.
DUE DATE: Fall due date: 10/26/18
Winter due date: 1/25/19
Spring due date: 4/26/19
Summer due date: 7/26/19
SUBMIT: Online Only-TSG checkpoint data (please see PALS guidance below)
RESPONSIBILITY: Teachers
Important: later enrolling children who enroll one month prior to checkpoint due date will be included in the current assessment period. Follow the periodicity thereafter.
TSG Class Profile Reports-online only-used for planning no less than 2x per month (Ex., small groups)
• Family Services Home Visit
PROCEDURE: Strengthen family engagement by offering to meet individually with each assigned family to introduce the programs family service options: discuss strengths & needs of the family, provide resources and/or referrals, set family driven goals, build actions steps, be a support to the whole family and more. See Family Engagement policy
DUE DATE: On or before the child’s 45th day
SUBMIT TO: Family Service staff completes, enters into childplus, logs in client file
RESPONSIBILITY: Family Service staff
• Child & Family Case Conference
PROCEDURE: Follow the guidance on the back of the Child & Family Case Conference form
DUE DATE: 60 days after Initial Education Home Visit and 30 days after 2nd Education Home Visit
SUBMIT TO: Family Service staff enters completion into childplus, original in client file
RESPONSIBILITY: Teachers & Family Service staff
• PFCE Outcomes
PROCEDURE: The PFCE Outcomes grid is completed as our family assessment. Family Service staff completes assessment either with the family’s input or without.
DUE DATE: 1ST round is completed on or before 90 days from enrollment & 2nd round by the end of April
SUBMIT TO: Entered into childplus
RESPONSIBILITY: Family Service staff
• IFPA – Individual Family Partnership Agreement (family strengths, needs and goals)
PROCEDURE: Family Service staff offers to build an IFPA with each assigned family. When we serve shared families-(enrolled in EHS & HS) the EHS Family Service Staff takes the lead. Also see Family Partnerships policy for further guidance
DUE DATE: Introduced and initiated by 90 days from enrollment, followed up at a minimum of every 30 days thereafter
SUBMIT TO: Family Service staff enters into childplus, files in client file. Updates are added to each documentation location as received or entered into childplus then updates printed to be filed
RESPONSIBILITY: Family Service staff
• TSG Family Conferences / TSG Development and Learning Reports
PROCEDURE: Schedule conferences at least a week prior to actual conference due date. Conferences should be 20 – 30 minutes in length. Data from home visits, DECA, PALS, child observations and Teaching Strategies Development and Learning Report should be discussed. The Development and Learning Report allows teachers to inform parents of what their child (ren) is currently able to do in relation to selected objectives/ dimensions and outlines what to expect next in the child’s development. Teachers will complete the Teaching Strategies Family Conference Form in partnership with parents.
The Family Conference Form must include documentation that demonstrates parents and staff members have partnered to set goals together for the child’s Individualization. This would occur during the Family Conference after review of assessment data and the goals are then hand written at the bottom of the form with the date of the conference & signatures.
NOTE: later enrollment family conference form is used when not enough data has been able to be gathered to present checkpoints
DUE DATE: Fall conferences completed by 11/16/18
Spring conferences and Transition Process completed by 5/17/19 for part year programs
A copy of the Transition/Transfer Plan & Timeline to be given to parents each time and the original remains in the child’s file.
Summer/Full Year Classrooms:
➢ Children transitioning to K and transitioning from EHS to preschool programs will receive a Family Conference in August.
➢ *Returning children will receive summer assessment information at a Home Visit in September.
SUBMIT TO: A signed copy (both parent & teacher signatures with date of completion) of the Family Conference Form is given to the parents; the original goes in the child’s file. A signed copy of the Development and Learning Report will also be given to the parents, with a minimum of 2 parent/child activity ideas to be shared from the activity resources under the Family tab. Original Development and Learning Reports are filed in the child file. The Family Service staff enters family conference completion data into childplus
RESPONSIBILITY: Teachers & home visitors
• Transition Plan & Timeline
PROCEDURE: Completed progressively with each child’s family to support individuals’ transition process. Also see Transition Plan & Timeline procedure
DUE DATE: Is started when the child turns 30 months.
SUBMIT TO: Family Service staff enters data as completed into childplus
RESPONSIBILITY: Teachers & Family Service staff
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