Program strengths and areas of improvement

20122013 GENEVA CITY SCHOOL DISTRICT Head Start Self-Assessment and Improvement Plan Head Start Child and Family Services, Inc. | Confidential
20122013  GENEVA CITY SCHOOL DISTRICT  Head Start Self-Assessment and Improvement Plan  Head Start Child and Family Servic...
2 1. Why Continuous quality improvement is central to Head Start programs. A program wide self-assessment ensures our agency is meeting Performance Standards and moving toward program excellence for serving children and families in the Ontario County area. Performance Standards clearly state that at least once each program year, with the consultation and participation of the policy council, and as appropriate, other community members, grantee agencies must conduct a self-assessment of their effectiveness and progress in meeting program goals and objectives and in implementing federal regulations. 2. What do we do with the results? The self-assessment has little value unless the program uses the information to drive program improvements. The self-assessment results are used as a driving force to develop program goals, desired outcomes and action plans. 3. How Staff, parents, community members and board members from the Grantee and Delegate program participate in the annual program self-assessment that occurs each year in December through February. To guide the our procedure of measuring the program effectiveness we utilized our 2012-13 Program Improvement Plan along with SelfAssessment Toolkit for Head Start. Team members observe in classrooms, review documents, interview people and record and summarize their findings. The selfassessment process gives participants an opportunity to:     Learn more about the Head Start Performance Standards See the Performance Standards in practice Recognize many areas of program strength Contribute to ongoing program improvement Geneva City School District Head Start Program Grantee
2  1. Why Continuous quality improvement is central to Head Start programs. A program wide self-assessment ensures our age...
3 Personnel Responsible Self-Assessment Team Members Program Design Management Trina S. Newton, Executive Director Jeanette Vaughn, Program Director Education and Early Childhood Development/ Disabilities Karissa Schutt Education/Disability Coordinator All- Policy Council All- Board Members All – Head Start Staff Jeanette Vaughn- HS Director Steve Kruger, HR All- Policy Council All – Head Start Staff Eileen Halling - Board Member Liaison Fiscal Management David Gleason, Assistant Supt. of Business Family Community Partnerships Toby Kayser, Family Service & Mental Health Susan Gray– CBO Deputy Treasure All- Policy Council ERSEA Kimberly Davis, ERSEA Coordinator Health Services Nutrition Services Safe Environments Kristine Echols, LPN Health and Nutrition Coordinator ALL- Policy Council All – Head Start Staff Casey Woody, President Eileen Halling - Board Member Liaison All- Policy Council All – Head Start Staff Eileen Halling - Board Member Liaison All- Policy Council All – Head Start Staff Eileen Halling - Board Member Liaison 4. Approvals Approved By: ___________________________________________________ Date Board President ___________________________________________________ Date Policy Council Chair Person ___________________________________________________ Date Head Start Director Geneva City School District Head Start Grantee
3  Personnel Responsible  Self-Assessment Team Members  Program Design Management Trina S. Newton, Executive Director Jean...
4 Table of Contents Health and Nutrition Services……………………………………………………………………………….…5 Safe Environments /Transportation………………………………………………………………………. 5 Special Services………………………………………………………………………………………………………6 Family Community Partnership…………………………………………………………………………….6,7 Education and Early Childhood Development………………………………………………………..8,9 Enrollment, Recruitment, Selection, Eligibility, and Attendance…………………………..10,11 Program Design and Management…………………………………………………………………………11 Fiscal……………………………………………………………………………………………………………………12 Goals for Program based on the Self-Assessment……………………………………………………12 Geneva City School District Head Start Program Grantee
4  Table of Contents  Health and Nutrition Services                                                                       ...
5 HEALTH AND NUTRITION SERVICES; SAFE ENVIRONMENTS/TRANSPORTATION The Health Self-Assessment was led by Kristine Echols, LPN, Health and Nutrition Coordinator and Karissa Schutt Education/Disability Coordinator. The areas that were assessed included Health Services, Nutrition Services, and Safe Environments. Below is a list of weaknesses found during the self-assessment and the corrective action plan developed to address these concerns. Strengths Updated two pieces of health equipment (scale for weight & BMI) Tracking and meeting 45 day deadline for required screenings Consistent communication of classroom Health and Safety instruction Maintain accurate up-to-date health records of students The program is very effective in providing a safe environment. Staff and volunteers are working together and even the children are involved in safety practices. Each area that was addressed had a positive answer. We are very confident in the program’s effectiveness in providing a safe environment. The program has created and had Policy Council review for acceptance, new policies regarding: Hand Washing, Tooth Brushing, Toileting and Diapering, First Aid Kits, Illness Exclusion, Medication Administration Weaknesses Health Services:  An updated written Health and Nutrition Safety Plan  No written Security Plan Nutrition Services and Safe Environments:  No weakness were found Transportation:  Funding for busing for our delegates Corrective Action Plan Geneva City School District Head Start Grantee
5  HEALTH AND NUTRITION SERVICES  SAFE ENVIRONMENTS TRANSPORTATION The Health Self-Assessment was led by Kristine Echols, ...
6  Develop a written Health and Nutrition Safety Plan  Develop a written Security Plan SPECIAL SERVICES Mental Health Continued use of the DECA –The DECA is a tool used to focus on three protective factors-attachment, self-control, and initiative which are all closely related to social and emotional development. Parents are able to share and complete an observation form regarding their child’s mental health and behavior concerns. Four weeks later the child’s teacher completes the same observation form. Strengths  The DECA results are summarized in individual and classroom profiles that are used to plan strategies to encourage children’s social and emotional strengths. The classroom teachers also utilize the Second Step Curriculum to strengthen the social and emotional skills of all students in the classroom.  The DECA data is utilized on developing Buddy Time & Social Skills Groups. These groups meet on a weekly basis with students who have been recommended and approved by child’s teacher and parent/caregiver. Weaknesses   Continues professional development for all staff Mental Health Service providers FAMILY COMMUNITY PARTNERSHIP The areas that were assessed were promoting parent and family engagement, building and maintaining community partnerships, and transportation. Strengths The strengths found at the self-assessment are as follows: The program builds trusting relationships with parents and family members which begin during the intake process. Family Services implemented a new Family Partnership process this program year. This process helps the staff and family to intentionally focus on child and family outcomes connected to family life practices, support for families, family self-sufficiency, and Geneva City School District Head Start Program Grantee
6       Develop a written Health and Nutrition Safety Plan       Develop a written Security Plan  SPECIAL SERVICES Mental ...
7 support for children and families. Our Staff Family Partnership Agreement helps build a relationship between the staff and families by assisting families with the opportunity to acknowledge their strengths and identify and accomplish their goals. The program identifies and responds to family needs through daily contact, parent committee meetings, an interest training survey, home visits, parent teacher conferences, and providing guest speakers at the parent meetings. This year we continued the parent volunteer training program. With our programming plans and efforts we have had a substantial increase in dad/father-figure participation with children in program. When a family is in need of services we assist the family by referring them to an agency in the community that can provide those services. We follow up on the referrals and their goal setting process through daily communication with the families. The program communicates with families who may not speak English by providing one of our bi-lingual family workers at the intake process and offering the intake paperwork in their language. Also, we provide a translator at parent meetings, and all information is relayed to families in their own language. The Community Resource Book has been updated and translated into Spanish. In the area of promoting parent and family engagement, the agency is providing opportunities to parents to grow as a parent and as the child’s first teacher. Parents receive communications through home visits, parent teacher conferences, in-kind goals and ongoing daily contact. The parents have many literacy skill building opportunities through literacy referrals, the agency literacy center, read at home programs, and parent meeting guest speakers. Education Advisory meetings are available to parents and focus on the understanding of educational development. Weaknesses  Making that shift with utilizing the case management system in Merlin (computerize) system to document, help families identify goals, strengths, and necessary services/supports to formulate a family partnership agreement, and establish policies & procedures for Family/Community Engagement.  Improving the monitoring and supervision in the family service area  Revise interagency policy and guidelines to have agreements updated every Three (3) years.  Develop surveys for all stakeholders that will provide information that can be used to drive, develop and assess program needs Corrective Action Plan  A Family Service family partnership and interagency policy and procedure will be written and submitted to the policy council and board of directors for their approval Geneva City School District Head Start Grantee
7  support for children and families. Our Staff Family Partnership Agreement helps build a relationship between the staff ...
8  Developing surveys and completing  Continue the implementation of the Merlin, trainings for case management entry, and supports to formulate a family partnership agreement EDUCATION AND EARLY CHILDHOOD DEVELOPMENT SERVICES/EARLY INTERVENTION The areas that were assessed were school readiness, Education and disabilities areas, and building and maintaining staff morale. Strengths  The Parent Center in Galileo was introduced to families in group and individual settings. Training was provided along with setting up accounts so each family has personalized access to their child’s continuous learning development  The full implementation of the ATI (Galileo) Assessment Data System at the grantee and delegate sites has allowed us to be more efficient with the use of student outcome data to drive professional development  Data review meetings occurring with education/disability coordinator, teacher, director, support staff and family aid advocates to review class Galileo outcomes. Meetings provide time for the whole interdisciplinary team to talk and set goals for each benchmark  Implementation of the Scholastic Big Day Pre-K curriculum (grantee)  Trainings to support and align the curriculum as we work with the Framework and the NYS Common Core  Community relations to support school readiness and active participation in teacher meetings/trainings and Education Advisory Committee  Active participation from West Street School Kindergarten teachers as well as support from the CPSE office (LEA), the county Public health office (children with developmental disabilities) as well as data support from professor at Hobart and William Smith College  Professional learning community cultivated by having monthly classroom team meetings (teaching staff, coordinators, and director), teacher coaching meetings Geneva City School District Head Start Program Grantee
8      Developing surveys and completing     Continue the implementation of the Merlin, trainings for case management entr...
9 to provide on-going support with Education/Disability Coordinator and Psychologist meet to set goals, look at data (ex: Galileo data & Get Ready to Read Assessment data) approximately every 4-6 weeks Weaknesses  Time to continue to develop and document our School Readiness Plan  Document procedures and timeline for systematic approaches to synthesizing, and analyzing student outcomes data  Develop policies and procedures for Family Service Staff to ensure and continue to support families understanding IEP Goals, setting goals to support their child  Staff reaches burn out at a higher rate than that of past employees. Today’s family has more profound social, behavioral and socioeconomic issues and problems which in turn affect a child’s behavior and ability to learn in a classroom setting Corrective Action Plan  Participate in Clusters School Readiness Cluster training, work with assigned ECE Specialist, and prepare & attend quarterly Regional (Program Specialist & ECE Specialist) phone conferences  Develop and document procedures with a timeline for systematic approaches (each site & county-wide program) to synthesizing, and analyzing student outcomes data  An Education and Early Childhood Development and Early Prevention policy and procedure will be written and submitted to the policy council and board of directors for their approval  Motivational speakers will be scheduled for in-service training mid-year as well as trainers that make learning new things for their classroom fun and engaging Geneva City School District Head Start Grantee
9  to provide on-going support with Education Disability Coordinator and Psychologist meet to set goals, look at data  ex ...
10 ENROLLMENT, RECRUITMENT, SELECTION, ELIGIBILITY, AND ATTENDANCE The self-assessment for the Enrollment, Recruitment, Selection, Eligibility and Attendance component consisted of team members from the policy council, board and staff. Attendance, enrollment process, enrollment reports, and recruitment efforts were reviewed as part of the self-assessment process. Strengths  Yearly ERSEA System Planning Calendar and ERSEA plan for grantee and each delegate being used throughout the year to monitoring progress and drive program  Improved attendance on Fridays  Increased parent and Policy Council involvement with ERSEA committee  Increased HS staff knowledge of ERSEA standards  Monitoring capability with (Galileo) system allows ERSEA manger, coordinators and director to identify accurate attendance and enrollment at each site  Two day level 3 ERSEA Systems Management training attended by Family Facilitator/ERSEA manager  New Intake application is more efficient  Appropriate documentation and verified income documents in each chart  Improved monitoring of delegates  Created and implemented quality assurance/PRISM chart review used to monitor  Compliance with Head Start ERSEA standards Weaknesses  The creating and documenting of policy and procedures for QA review plan. Create QA forms for full chart review and PRISM audit – include monitoring of delegates and staff responsibilities  Not all Family Service staff understand eligibility requirements Corrective Action Plan Geneva City School District Head Start Program Grantee
10  ENROLLMENT, RECRUITMENT, SELECTION, ELIGIBILITY, AND ATTENDANCE The self-assessment for the Enrollment, Recruitment, S...
11  Continue to document ERSEA policy and procedure  On-going ERSEA Professional Development for staff PROGRAM DESIGN AND MANAGEMENT The program design and management self-assessment was conducted using board members, policy council members and staff. The Program Design and Management consist of the program governance, program governance policies and training, program governance duties and responsibilities, and program governance reporting to governance groups. GCSD Human Resource Director, reviewed Human Resources staffing, structure, developing and implementing personnel policies, training and professional development. Strengths  Strong Policy Counsel engagement and involvement  Documented systematic approaches to problem solving  Increased avenues of communications  Intentional and systematic approaches to all staff training and development  Updating and creating program policies Weaknesses  The need for training for GSCD Human Resource office on the Head Start Regulations  Development of New Governing Board (Board of Education) and Policy Council/or Committee members manual  Update of policy and procedures on trainings for Governing Board (Board of Education) as well as Policy Council/Committees Corrective Action Plan     The Director will write a written standard of conduct for Board Members. The Family Service Coordinator (FSC) will document and provide training for the Policy Council/Committees The GCSD Head Start Director and Executive Director will provide training for the Governing Board (Board of Education) and Human Resource office Reviewing the budget to maximize the appropriate staffing needs Geneva City School District Head Start Grantee
11       Continue to document ERSEA policy and procedure       On-going ERSEA Professional Development for staff  PROGRAM ...
12 FISCAL We continue to find creative ways to work to give our children and families the best comprehensive service with no increases to our budget. Strengths  The documentation of our Head Start Fiscal policies and procedures  The continued use of the Wayne Finger Lakes CBO to support our fiscal procedures has been working out well for us. As a result, we are starting to develop sound fiscal systems Weaknesses  The need for more monies to continue to build our program Corrective Action Plan Continuous fiscal evaluations and searching (writing) for grants GOALS FOR OUR PROGRAM BASED ON THE SELF-ASSESSMENT 2012-2013 ARE IDENTIFIED IN OUR 13-14 PROGRAM I MPROVEMENT PLAN Geneva City School District Head Start Program Grantee
12  FISCAL We continue to find creative ways to work to give our children and families the best comprehensive service with...