Collaborative governance This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Begin Policy Committee recruit plans for the next program year. Conduct transition activities with parents of children transitioning from pre-k programs to kindergarten. Share community assessment with Policy Committee and board. Prepare for the next program year HS/EHS/CCP grant applications and budgets, provide training the Policy Committee and board on the grant application and budget process, and review the program approach and line item budget. Develop the HS/EHS/CCP grant applications and line item budgets in partnership with the board and Policy Committee, including program goals and objectives, program approach, and budget. Submit HS Eligibility Rule Training Certification for newly seated Policy. Committee & board members. Monthly: submit agency Human Resources Report to COPA edocs by 7th of the month. Prepare the scope of services, parent involvement activity budget plan, and budget in partnership with the policy committee and board. Conduct parent committee elections for site officers and policy committee members for the program year. Conduct Policy Committee elections for officers, CPPC Representatives, and community representatives.Provide Policy Committee orientation and leadership training session(s). This training should include providing the Policy Committee with an overview of the program governance policies and procedures that will govern them throughout the program year, HSPSS, fiscal training, understanding their roles in practices for interviewing, meeting decorum, etc. Finalize the scope of services, parent involvement activity budget plan, and HS/EHS/CCP budget in partnership with the Policy Committee and board. Self-assessment timeline and implementation plan developed in partnership with the Policy Committee and board. Submit approved scope of services, parent involvement activity budget. Plan, parent activity calendar, and budget to DFSS. Submit Letter of Certification and Policy Committee membership list of DFSS. Submit Parent/Policy Committee Tracking to DFSS. Present and provide agency’s annual report to the board and the Policy Committee. Monthly: submit agency Human Resources Report to COPA edocs by 7th of the month. Conduct board orientation/ training as needed. Review and update board policies and procedures (annually – must be completed according to the board’s schedule/plan). Present self–assessment timeline and action plan to the Policy Committee and board for approval. Support CPPC representative in running for office on the CPPC. Provide self-assessment training to the Policy Committee and board. Monthly: submit agency human resources report to COPA edocs by 7th of the month. Submit approved HS/EHS/CCP self-assessment action plan, grant applications, and budgets to DFSS. Review/revise collaborative governance policies and procedures, in partnership with the Policy Committee. Maintain evidence of approved collaborative governance policies and procedures that will govern the succeeding Policy Committee for the upcoming program year. Submit/upload governance Certification of Compliance for board approval of the organization’s financial and accounting policies and procedures. Maintain compliance evidence of the board’s annual evaluation of the executive director. Maintain evidence that the annual report, including all mandatory elements, was shared with the Policy Committee and board. Maintain evidence that the annual single audit process included selection and approval of the auditor by the board, that the audit report was shared with the board and Policy Committee, and the board approved any corrective action plans related to audit findings. Conduct an annual review of the following policies and procedures: whistle blowing, board bylaws, conflict of interest/disclosure, code of conduct/standards, personnel policies and procedures, fiscal and accounting policies and procedures. program management & quality improvement This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Certify all child and family data is entered in COPA by the last operating day of the month. Monthly: submit agency human resources report to COPA edocs by 7th of the month. Present and provide monthly and periodic reports to the Policy Committee and the board. Complete COPA HR Data entries for new staff. Conduct quarterly assessment of COPA PIR data to ensure accuracy for annual submission to HHS. Conduct quarterly systems check to ensure volunteer activity records are maintained and are complete and accurate. Certify proof of current liability insurance status, payments of federal and state taxes and fringe benefits and a copy of filed tax form 990 to board. Ensure PIR data is accurate, complete, and ready for submission to HHS (10-month HS/EHS/CCP programs). Update plans, policies, and procedures, including the internal monitoring system, and provide to board and Policy Committee for approval, as required (summer). Make revisions and submit final grant application to CSD (HS/EHS/CCP). Submit PIR reports. Review and verify all staff salaries, qualifications, and responsibilities; certify all staff records and current physical exams. Distribute the agency training agenda/calendar to staff and CSD. Certify PIR data is accurate, complete, and ready for submission to HHS (12 month HS/EHS/CCP programs). Complete final updates to COPA PIR for annual submission to HHS (by 2nd week in July). Conduct quarterly systems check to ensure volunteer activity records are maintained and are complete and accurate. Submit General Information Forms to CSD. Convene the community assessment committee. Ensure that all key staff, policy committee, and board members have completed agency training on grant application, program planning, and improvement processes. Submit supplemental funding request to CSD, as applicable. Submit self-assessment timeline and committee names to board, Policy Committee, and CSD. Monthly: submit agency Human Resources Report to COPA edocs by 7th of the month. Present and provide monthly and periodic reports to the policy committee and the board. Conduct quarterly assessment of COPA PIR data to ensure accuracy for annual submission to HHS.Review and update risk assessment and emergency preparedness plans. Conduct quarterly systems check to ensure volunteer activity records are maintained and are complete and accurate. Complete self-assessment process and submit report to board and Policy. Committee for approval and to CSD. Submit completed community assessment to board, Policy Committee, and CSD. Submit grant/contract updates and approvals to board, Policy Committee, and CSD for approvals, as needed, and including narratives and budgets, goals and plans. Ensure that PIR data in COPA is current and accurate. Monthly: submit agency Human Resources Report to COPA edocs by 7th of the month. Present and provide monthly and periodic reports to the policy committee and the board. Conduct quarterly assessment of COPA PIR data to ensure accuracy for annual submission to HHS. Conduct quarterly systems check to ensure volunteer activity records are maintained and are complete and accurate. data management This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
ERSEA This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Certification process: 1st and 3rd Fridays of September, ensure all child/family enrollment data is entered in COPA and age/class size are in compliance. Verify the completion of the income eligibility checklist in COPA. Provide eligibility training for family engagement specialists/ family service workers, Policy Committee, and board. Ensure eligibility, recruitment, enrollment, and selection plan and approved ranked waiting list. Document ERESEA criteria for defining priorities for these areas are approved by Policy Council and board. Submit age/class size documentation and teacher qualifications. Submit 1st Quarter attendance analysis report. Due 1st Monday in December. Submit 2nd Quarter attendance analysis report. Due 1st Monday in February Submit modified recruitment plans, as needed, to CSD. Submit 3rd Quarter attendance analysis report. Due 1st Monday in May. Review and update and/or establish selection criteria for enrollment, recruitment, eligibility. Obtain policy committee and board approval of the selection criteria policy. Ensure the criteria for defining recruitment, selection and enrollment priorities have been approved by the Policy Committee and the board. Submit 4th Quarter Attendance Analysis Report. Due 1st Monday in August. education This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Review lesson plans for appropriate curriculum planning and implementation. Ensure COPA and GOLD data is accurate for children and teachers and is properly assigned to classes and funding sources, age, class/grade, home language survey (ages 3 –5 only), primary language, & children with IFSP/IEPs. Collect, analyze, aggregate class, site and program outcome data for submission to DFSS. Share fall outcomes analysis report with board, parent, and policy councils. Implement improvements noted in FALL outcomes analysis report. Complete Parent Conferences/Review COPA # 705 for completion rates and address concerns. Conduct Classroom Fidelity Observation. Complete Observation at FCCH/HB/HV & Socialization and provide feedback. Complete and submit Outcome Analysis Report (including Readiness Report and analysis of Fidelity scores) for fall outcome analysis.• Finalize winter child assessment data. Review lesson plans for appropriate curriculum planning and implementation. Ensure COPA and GOLD data is accurate for children and teachers assigned to classes, funding sources, age class/grade, home language survey (ages 3-5 only) primary language & IFSP/IEPs. Review archive and prepare My Teaching Strategies GOLD for new program year. Schedule initial home visits for returning children.• Establish class list (returning children) to ensure teacher/child ratio & class size based on predominate age is met. Review and post daily schedule for all center base and FCCH (upcoming program year). Implement pre-service training ensuring education staff participate in Pedestrian/Transportation Safety/Evacuation training. Review lesson plans for appropriate curriculum planning and implementation. Conduct second home visit. Conduct second Parent Conference. Ensure COPA and GOLD data is accurate for children & teachers assigned to classes, funding sources, age, class/grade, home language survey (ages 3 –5 only) primary language, & children with IFSP/IEPs. Finalize spring child assessment. Complete and submit Outcome Analysis Report (including Readiness Report and analysis of Fidelity scores). Conduct and enter SCREENINGS in COPA within 45 days of enrollment. Review lesson plans for Beginning of the Year Teaching Guide. Conduct pedestrian/transportation safety education within first 30 days of program year. Conduct Classroom Fidelity Observations in Center Based programs. Complete observation at FCCH/Home-Based Home Visit & Socialization and provide feedback. Update GOLD Home Language Survey (ages 3-5) and verify language supports the survey score. Conduct first Home Visits and enter in COPA – parents establish School Readiness Goals during visit. HB/HV– Review COPA# 705 reports to ensure weekly home visits and bimonthly socializations are entered. Compare COPA to GOLD and ensure data is accurate for children & teachers assigned to classes,funding sources, age, class/grade, home language survey (3-5 only), primary language, andIFSP/IEPs. Review GOLD Documentation Report for quality of observation, objective & factual, related objectives, preliminary markings, etc. (Use Admin Fidelity Tool for monitoring). Verify staffing patterns/qualifications for education staff COPA 973 & edocs. Review GOLD Assessment Status Report for finalized data for all children/all program options. Finalize fall child assessment data by November. Collect, aggregate, and analyze class, site, and program outcome data; (incorporate COPA attendance analysis for each program option). Monitor & track progress in finalizing child assessment data using the GOLD Assessment StatusReport. disabilities This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Complete end of the year staffing on children with IFSP/IEPs; ensure transition planning. Compile list of anticipated returning children with IFSP/IEPs and use for planning recruitment. Monitor eligibility for CPS extended school year (ESY-summer school). Review/update delegate agency disabilities service plan. Complete parent orientation on disabilities serves and the EI/CPS referral process. HS/EHS/CCP: Meet 10% disabilities enrollment, as submitted the PIR. Prepare disabilities waiver documents, if required. Monitor disabilities referrals and that children with certified IFSP/IEPs are receiving services. Monitor training of staff on disabilities topics, per CSD policy. Recruit children with identified or suspected disabilities. Collaborate with education staff to ensure all children with IFSPs/IEPs are reflected in Teaching Strategies GOLD. Support early intervention to CPS transitions. Individualize using the curriculum for all children with IFSP/IEPs. Monitor current IFSP/IEPs in COPA.• Monitor CPS transportation services. health This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Complete and submit delegate agency certification of the Health Services. Advisory Committee meeting to assigned support service coordinator. Compile, complete, review, and update Health Services Resource information (policies & procedures, community linkages, parental consent/refusal forms, and resources. Complete Cooperative Agreements for medical and dental providers by area (site specific). Complete, review, and revise emergency postings. Review & Revise staff health certifications (CPR, First Aid, OSHA Blood-borne Pathogens, Mildly Ill). Prepare the health services transition packets for children transitioning. Distribute/Replace toothbrushes. Provide health requirements overview to enrolling parents. Prepare the health services transition packets for children transitioning. Distribute/Replace toothbrushes. Follow up on missing lab work, BMI status (specialized health care plan), case notes, resources/referral status. Prepare health services transition packets for children in HS/EHS/CCP. Prepare for DFSS PIR round table. Complete analysis of 3rd quarter PIR data (end of the month). Prepare health service transition packets for children transitioning. Distribute/Replace toothbrushes Mental health This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Complete analysis of 3rd Quarter PIR Data (End of Month). Complete third classroom observation for EHS (if needed). Review activity record to ensure all services are completed. Complete analysis of 4th Quarter PIR Data (End of Month). Complete mental health cooperative agreement(s). Conduct the Mental Health Planning Meeting. Complete Mental Health Planning Form and Mental Health Activity Record. Complete analysis of 1st Quarter PIR Data (end of month). Complete list of mental health consultants and submit to DFSS/CSD assigned support service coordinator. Conduct Parent Orientation/ Staff and Parent Workshops. Complete Mental Health Activity plans and Parent Mental Activity Record 2569b. Post Parent Mental Activity Record 2569b on parent board. Complete first classroom observation (if needed). Ensure for children identified as needing an individual observation, that parent consent is obtained and individual observation is scheduled within 2 weeks of identification. Schedule staffing for referred children for further evaluation. Complete required screenings on children within 45 days and record in COPA and ongoing for newly enrolled children. Complete list of mental health consultants and submit to DFSS/CSD assigned support service coordinator. Submit action plan on mental health services to CSD, governing body, and CBO management. Monitor mental health services in COPA. Review ASQ-SE 2 results in COPA for children needing follow-up. Follow up on referred children and update in COPA. Complete required child screenings on newly enrolled children and submit COPA information within 45 days. Complete analysis of 2nd Quarter PIR Data (End of Month).• Complete second classroom observation (if needed). Nutrition This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Complete nutrition community assessment. Document physical activities or IMIL implementation. Document food experiences two times per month.• Monitor nutrition services reports in COPA. Complete referral and follow up for children with identified nutritional needs and document in COPA. Complete 2nd growth assessment in COPA. Print and place copy in child’s file. Complete menus and nutrition program assessment, with parent input, and submit to governing body and agency management. Complete nutrition services cooperative agreements and submit as required to CSD, governing body and agency management. Complete updated nutrition assessments for returning children. Cycle menus are approved, distributed, and posted. CACFP contract is complete, approved, and submitted to (HS/EHS) governing body and agency management. Plan physical/IMIL activities for the upcoming program year. Complete a list of consultants assigned to sites and submit to your assigned support service coordinator. Complete Cooperative Agreement for Nutrition Services. Complete a list of consultants assigned to sites and submit to your assigned support service coordinator. Plan for parent nutrition workshops (at least 2 per year). Complete Cooperative Agreement for Nutrition Services. Follow up on nutrition assessments. Post and distribute approved and signed menus. Ensure all new applicable employees have complete the food handler certification within 30 days of hire and monitor to ensure all current applicable employees’ food handler certifications are not expired (good for three years). Complete Nutrition Community Assessment-March safety practices This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Conduct tornado drill* (only completed twice a year). Replace carbon monoxide and smoke detector batteries. Establish, implement and train staff on health and safety practices to ensure the safety of all children (consult the Caring for Our Children Basics booklet). Establish and implement health and safety policies to ensure all facilities, equipment & materials, safety trainings and hygiene practices are adequate ensure child safety. Replace carbon monoxide and smoke detector batteries. Conduct tornado drill (only completed twice a year). Review and revisit emergency preparedness plan. Conduct emergency preparedness drill by end of June. Ensure bi-annually Health and Safety Checklist is completed Ensure bi-annually Health and Safety Checklist is completed. family & community engagement This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Initiate an ongoing Family Partnership Agreement (FPA) process with parents, assist parents in identifying at least one goal, and document in COPA. Conduct parent orientation. Inform parents of monthly Parent Committee meetings and election of officers for Parent Committee and Policy Committee; conduct elections of officers. Conduct transition meetings for children transitioning out of HS/PFA to kindergarten; introduce/explain the Access and Enrollment Application and kindergarten requirements. Complete family assessments at enrollment. Ensure 50% of families have received at least one referral/service and this is documented in COPA. Review and print Case History Report for families. First Quarter PIR Data: 50% of families should have received at least one referral/service and must be documented in COPA. Conduct parent orientation (September and October). Provide parents with community resources and parent handbook. Complete and distribute ages of information to parents of children transitioning out of the program. Complete all new/ongoing/in progress goals and referrals. Begin the family partnership process as early as possible after enrollment; document efforts in COPA. Renew/develop linkage/ community partnerships agreements. Publish revised Parent Handbook and Community Resource Directory; distribute to parents. Identify children that will be age appropriate to transition out of the program. Complete plans for parents’ involvement activities and submit to governing body and agency management. Conduct the first home visit (home visits are conducted by classroom teachers—family engagement specialist/family services workers conduct home visits as needed. At enrollment, enter family strengths, needs, goals, referral, services, and case notes on all families in COPA; documentation must support families’ priorities and goals. Complete analysis of 4th Quarter PIR Data (end of the month). Review and print Case History for families. 4th Quarter PIR Data: 100% of families should have received at least one referral/service and must be documented. Complete analysis of 3rd Quarter PIR Data (end of the month). Review and print Case History Report for families. Third Quarter PIR Data: 90% of families should have received at least one referral/service and must be documented. Complete analysis of 2nd PIR Data (end of the month). Review and print Case History for families. Second Quarter PIR Data: 75% of families should have received at least one referral/service and must be documented. transportation This Content Area’s Milestones. DFSS agencies are required to establish internal ongoing monitoring procedures that are align with the milestones and ensure quality data is recorded, analyzed, and shared.
Conduct transportation and pedestrian safety training for enrolled children and parent within 45 days. Confirm date and time of first mandated bus evacuation drill with bus company. Conduct first mandated bus evacuation drill, prior to first field trip or occasion to transport children, and submit certification in COPA. Train all staff on transportation safety, submit certifications to CSD. Submit evacuation certification. Submit pedestrian safety training certification to CSD. Submit field trip certification(s). Certification Form is location on COPA Face Page under Transportation Resources. Conduct transportation and pedestrian safety training for children and parents enrolled since last training. Confirm date and time of second mandated bus evacuation drill with bus company. Conduct second mandated bus evacuation drill, prior to first field trip or occasion to transport children, and submit certification in COPA. Conduct transportation safety education for any new staff since the last training, submit certifications to CSD. Submit certification for newly trained staff and parents.• Submit any field trip certifications. Conduct transportation and pedestrian safety training for children and parents enrolled since last training. Confirm date and time of third mandated bus evacuation drill with bus company. Conduct third mandated bus evacuation drill, prior to first field trip or occasion to transport children, and submit certification in COPA. Conduct transportation safety education training for any new staff since the last training, submit certifications to CSD. Submit any field trip certifications. Certify that all staff with bus monitor responsibility has participated in transportation safety and evacuation training. Ensure that all bus evacuations have been completed, and certifications submitted. Submit any field trip certifications 
