chicago early learning standards manual · in addition to the standards associated with all cel...

CHICAGOEARLYLEARNINGSTANDARDSMANUAL

VERSION2.0

The Chicago Department of Family & Support Services

Working with community partners, we connect Chicago residents and families to resources thatbuild stability, support their well-being, and empower them to thrive.

The Chicago Department of Family and Support Services (DFSS) works to assist those most in need,beginning at birth through senior years. The department works to promote the independence andwell-being of individuals, support families, and strengthen neighborhoods by providing directassistance and administering resources to a network of community-based organizations, socialservice providers, and institutions. It manages and coordinates programs that include emergencyservices, and services for the homeless, survivors of domestic violence, veterans’ resources,workforce development for ex-offenders, youth, seniors, and children. It manages the city’scommunity service and senior centers.

DFSS priorities include:

• Delivering and supporting high quality, innovative, and comprehensive services that empowerclients to thrive;

• Collaborating with community partners, sister agencies, and public officials on programs andpolicies that improveChicagoan’s lives and advance systemic change;

• Informing thepublic of resources available to them through DFSS and its community partners; and• Stewarding DFSS’ resources responsibly and effectively.

DepartmentofFamily&SupportServices

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A.Introduction.................................................................................................................6

1.CollaborativeGovernance...........................................................................................8

2.ProgramManagement&QualityImprovement.......................................................22

3.DataManagement.....................................................................................................43

4.ProgramStructure......................................................................................................47

5.Eligibility,Recruitment,Selection,Enrollment,Attendance(ERSEA)......................53

6.Education&ChildDevelopment...............................................................................68

7.ServicesforChildrenwithDisabilities.......................................................................81

8.HealthServices...........................................................................................................96

9.MentalHealthServices............................................................................................107

10.NutritionServices..................................................................................................117

11.SafetyPractices......................................................................................................125

12.Family&CommunityEngagement........................................................................134

13.Transportation........................................................................................................144

AppendixA:DelegatePartnerImplementationGuideAppendixB:EarlyHeadStartPregnancyPolicyPacket.

TableofContents

AbouttheseStandards

TheChicagoEarlyLearningStandards(CELS)ManualincludesthepoliciesandproceduresrequiredbytheChicagoDepartmentofFamilyandSupportServices(DFSS)forallDFSS-fundedChicagoEarlyLearning(CEL)programsinaddition tootherstandardsandrequirementsthatarerequiredbystateandfederal law.TheCELSdonotreplacetheseotherstandardsbutareinadditiontothem.

AllCELprograms:

InadditiontoChicagoEarlyLearningStandards(CELS),allCELprogramsmustfollow:

IllinoisDepartmentofChildrenandFamilyServices(IDCFS)LicensingStandardshttps://www2.illinois.gov/dcfs/aboutus/notices/documents/rules_407.pdf

IllinoisEarlyLearningStandardshttps://www.isbe.net/Documents/early_learning_standards.pdf

ExceleRateIllinoisStandards.http://www.excelerateillinoisproviders.com/docman/resources/13-overview-of-charts/file

HeadStart-fundedCELPrograms:

InadditiontothestandardsassociatedwithallCELprograms,programsthatreceiveHeadStart,EarlyHeadStart,and/orEarlyHeadStart-ChildCarePartnershipfundsmustfollowallrequirementsassociatedwiththesefundingstreams,including:

HeadStartProgramPerformanceStandards(HSPPS):https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii

TheImprovingHeadStartforSchoolReadinessActof2007(HeadStartAct):https://eclkc.ohs.acf.hhs.gov/publication/public-law-110-134-improving-head-start-school-readiness-act-2007

TheFederalOfficeofManagementandBudgets’UniformAdministrativeRequirements,CostPrinciples,andAuditRequirementsforFederalAwards(UniformGuidance):https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl

PFA/PI-fundedCELPrograms:

InadditiontothestandardsassociatedwithallCELprograms,programsthatreceivePreschoolforAlland/orPreventionInitiative(PFA/PI)throughtheStateEarlyChildhoodBlockGrantmustfollow:

IllinoisStateBoardofEducation(ISBE)AdministrativeRules.https://www.isbe.net/Pages/Rules-Currently-in-Effect.aspx

Introduction

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AboutthisEdition

These arethefinaldraftoftherevisedCELS2.0,pendingreviewandapprovalbytheChicagoCommitteeonUrbanOpportunityandtheCitywideParentPolicyCouncil.Thefinal,approvedversionwillbereformatted,postedontheDFSSwebsite,anddistributedtoDFSSdelegatesandstakeholders.

TheywillgointoeffectandreplacethecurrentCELSSeptember1,2019.

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I.Definition

Collaborativegovernanceconcernstherelationshipofthegoverningbodies(boardofdirectors,boardorboardoftrusteesasapplicableforprograms)andpolicyandparentcommitteesandprogrammanagement.ThissectioncoversthestructuresandprocessesrequiredbyHS/EHS/CCPfundedagencieswhoprovideprogramstoensureaccountability,transparency,participation,andprogrammanagementoversight.

II.ChicagoEarlyLearningStandard

A. Generalpurpose– Collaborativegovernanceisdesignedtoensurethatprogramshaveanestablishedgoverningbodyandpolicygroup(s)thatshareresponsibilitiesforoverseeingthedeliveryofhigh-qualityservicesforchildrenwithprogrammanagement.Boththegoverningbodyandpolicygroup(s)havecriticalanddistinctresponsibilitiesinoverseeinganddecision-makinginCELSprograms.Therelationshipofthethreecomponentsofcollaborativegovernance(Board,PolicyGroup,andManagement)isillustratedbelow:

Board

ManagementPolicyCouncil/

Committee

OperationsSettingDirection

LegalandFiscalResponsibility

a. Allcity-fundeddelegateagenciesthatprovideearlylearningprogramsareexpectedtohaveactive,functionalboardsthathavelegalandfiscalresponsibilityfortheprogram.Managementmustengagetheboardinprogramandfiscalplanningandoversight.

b. Itisconsideredbestpracticetoengageparentsinprogramplanningactivities.HS/EHS/CCP-fundedagencieshavespecificrequirementsassociatedwithengagingparentsinpolicygroupsasdetailedbelow.AlthoughPFA- andPI-fundedagenciesarenotexpectedtohaveactiveparentcouncilsorcommittees,theyshouldstrivetoengageparentsinprogramdecisions,asthisbestpracticesupportsthedevelopmentofparent/guardiansaschildren’sfirstteacherandprimaryadvocate.

c. HS/EHS/CCP-fundedagenciesmusthaveanactiveboardofdirectors,policycommitteeandparentcommittees.

1.CollaborativeGovernance

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i. Minutesmustbetakenforallboardandparentmeetings.Minutesmustbedated,accurateandcaptureproperapprovals.MinutesmustberetainedandaccessibletoDFSSstaff.

ii. HSpartnersitesmustconvenemonthlyparentmeetingsandhaveanelectionprocessthatallowsforparentstoserveontheagency’spolicycommittee.TheseelectedparentsmustbeparentsorguardiansofchildrenenrolledintheHeadStartprogram.

B. GoverningBodya. Boardbylawsshouldbereviewedannuallyand/orupdatedasneededtoreflect

currentboardpracticesandchanges.Boardbylawsshouldstatetheprocessofamendmentforitsbylaws.

i. ThecontentofboardbylawsshouldfollowparliamentaryauthorityasdefinedinsuchresourcesastheRobert’sRuleofOrderNewlyRevised11th Editionorother,asdecidedbytheagency’sboard.Ataminimum,boardbylawsmust:

1. Describethegroup’spurpose.2. Spelloutthequalificationsandmethodsofselectionof

membersandtermlimits.3. Provideforofficers,committees,andmeetings,includingthe

quorum.4. Maysetupanexecutiveboardorboardofdirectors.5. Describestheprocessofvotingonactionitemsthatwillsupport

meetingtheHeadStartrequirementsthathavetobeapprovedbytheboard.

6. Conflictofinterestanddisclosurepolicylanguage.ii. UpdatedbylawsmustbesubmittedtheAgency’smonitoringteam

supervisorwithin45calendardaysofboardapproval.b. Membership

i. EachHS/EHS/CCP-fundedagency’sboardmustinclude,butisnotlimitedto,thefollowingcompositionofexpertise:

1. Atleastonememberwithabackgroundandexpertiseinfiscalmanagementoraccounting.

2. Atleastonememberwithabackgroundandexpertiseinearlychildhoodeducationanddevelopment.

3. Atleastonememberwhoisalicensedattorneyfamiliarwithlegalissuesthatcomebeforethegoverningbody/board.

ii. Exceptionstotheexpertmembershiprequirementsshallbemadeformembersofagoverningbody/boardwhenthosemembersoverseeapublicentityandareselectedtotheirpositionswiththepublicentitybypublicelectionorpoliticalappointment.

iii. Governingbodies/boardsmayuseconsultantstomeettherequiredareasofexpertise;however,consultantsmaynotprovideservicestoboththeboardandtheagency.

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iv. AdditionalmembersshallreflectthecommunitytobeservedandincludecurrentorformerHeadStartparents.

v. PFA/PIboardsareencouragedtorecruitmemberswiththeseareasofexpertisetoadviseandsupportintheoversightoftheprogram.

vi. Boardmemberscannot:1. Haveafinancialconflictofinterestwiththedelegateagency.2. Receivecompensationforservingonthegoverningboardor

providingservicestotheagency.3. Beemployednorhaveimmediatefamilymembersbeemployed

bythedelegateagency;followthenepotismimplementationsoftheagency’sDFSScontract.

c. Boarddutiesandresponsibilities(thesestandardsapplytoallDFSSdelegateagenciesunlessotherwisenoted):

i. Agencyboardshavelegalandfiscalresponsibilityovertheprogram,includingresponsibilityfortheadministration,oversight,andforensuringcompliancewithfederal,stateandlocallaws;adheringtotheDFSScontractualagreements;andmaintainingwrittenstandardsofconductandformalproceduresfordisclosing,addressing,andresolvingconflictsofinterest.

ii. Agencyboardsareresponsibleforimplementingtheearlylearningprogramwithguidanceandfeedbackfromprogramdata,suchascommunityassessments,self-assessment,programgoalsandobjectives,andanyotherapplicabledata.

iii. Agencyboardsmustestablish,review,andupdateannually,complaintproceduresthatdescribehowitwillhandlecomplaintsbroughtagainsttheprogram.Theseproceduresshouldincludeanyapplicableinvestigationprocess.Thecomplaintproceduresshould:

1. Haveawrittensystemthatexplainswherecomplaintscanbesent.

2. Identifytowhomthecomplaintshouldbeaddressedattheagency.

3. Allowfortheboard,andifHS/EHS/CCPfunded,thepolicycommittee,todiscussandprovideresolutionforthecomplaint.

4. Resolutionsshouldcontainnextsteps,asapplicable,andtimeframestorespond.

5. Documentactionstakenandresolutionsmade.iv. HS/EHS/CCP-fundedagencyboardsmustparticipateinthedevelopment,

review,and/orapprovalofthefollowingmajoractivities,policies,andprocedures:

1. Approvaloftheannualself-assessment,audit,and,asapplicable,correctiveactionplans.

2. Approvalofagencyprogressincarryingoutprogrammaticandfiscalgoals.

3. Approvalofpersonnelpoliciesandprocedures,anychangestotheprocedures,includingthestandardsofconductforstaff,

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3 . xcontractors,andvolunteers,andthecriteriafortheemploymentanddismissalofstaff.

4. Approveordisapprovethehiringofkeystaff,includingtheexecutivedirector,HS/EHS/CCPdirector,chieffiscalofficer,andotherpersonsinanequivalentpositionwithintheagency.

5. Reviewandapprovefundingapplicationsandamendments.6. Reviewandapprovefinancialandaccountingpoliciesand

procedures.7. Developandupdateannuallyproceduresforthe

selection/electionofPolicyCommitteemembersandthedeterminationofthecompositionoftheCommitteetoensurerepresentationofprogramoptions,models,andclassrooms.

8. Programplanningprocedures.9. Review,revise,asneeded,andapproveannuallythecriteriafor

recruitment,selection,andenrollmentofchildrenbetweenMarch-Juneforthenextprogramyear.

10. Datamanagementproceduresthatensurethecollection,sharing,anduseofqualitydatawhileprotectingtheprivacyofchildrecords.

11. Reviewandusethefollowingreportsanddata,asapplicable,tomakeinformedprogramdecisions:

a. Quarterlychildoutcomesreports/schoolreadinessdatab. Programsummariesc. Programandfiscalmonitoringreportsd. Monthlyfiscalreports,includingcreditcardexpenditures

andin-kind/non-federalsharereportse. MonthlyUSDAmealandsnackreportsf. Monthlyenrollmentandattendancereportsg. Self-assessmentreportandrelatedimprovement

plans/areasforenhancementh. FederalProgramInformationReport(PIR)datai. Annualprogramreportj. Communityassessmentk. Annualfiscalauditreportsandcorrectivemeasures,as

applicablel. Correspondence,asapplicable,fromHHS/OfficeofHead

StartandDFSSm. Humanresourcesreportsn. Otherreports,asdeemedappropriate

d. AgencyResponsibilityvis-a-vistheboard:i. Theagencymustmaintaindocumentationoftherequiredcompositionalmake-

upoftheboard.ii. Theagencymustmaintainanorganizedsystemthatcontainssupporting

documentsofboardmeetings,minutes,applicablehandouts,boardorientation/training,boardpoliciesandprocedures,andapplicablereportsprovided.

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iii. ResponsibilityoftheCEO1. EachHS/EHS/EHS-CCPagency’sChiefExecutiveOfficerand/orPresidentmust

ensureandsupportagencyoversight,includingthefiscalresponsibility,sustainability,functionality,andengagementofthegoverningbody.

2. TheHS/EHS/CCPagency’sexecutivedirectorisresponsibleforensuringtheboardisinformedofapplicableissuesandconcernswithcompliancewithfederal,state,andlocallaws.

iv. BoardProcedures.Eachprogramshouldhavethefollowingsystemsinplacetoensureanactive,well-informedboard:

1. Datamanagementprocessinplacethatdescribeshowandwhenpolicycommitteeandboardmemberswillreceivetheabovereferencedreport(E.c.11.a-n).

2. Structureofregularmeetings.Maintainingastrongboardispartlyachievedthroughwellorganizedandstructuredmeetings.Thishelpstoengageboardmembers,givingthemasenseofaccomplishmentandstrengtheningtheoverallteamforthelongterm.

3. Record-keepingsystemthatstoresgoverningbodypoliciesandprocedures,meetingminutes,applicableinsurances,andevidenceofHS/EHS/CCPapprovals,datasharingreports,andtrainingandtechnicalassistsupport.

C. PolicyGroups—DFSSanditsagenciesmaintainathree-tieredsystemforimplementingtheparentpolicygroupoversightofitsHeadStart/EarlyHeadStart/ChildCarePartnershipgrantandprograms.DFSS(thegrantee)convenestheCitywideParentPolicyCouncil(CPPC)thatconsistsofrepresentativesfromeachHS/EHS/CCPdelegateagency.EachdelegateagencyconvenesaPolicyCommitteethatconsistsofrepresentativesofeachofitssites(directlyownedorpartnersite).Lastlyeachsiteshouldhaveanactiveparentcommittee.

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a. PolicyCouncil--DFSSisresponsiblefortheadministrationoftheCitywideParentPolicyCouncil(CPPC).

i. Bylaws– bylawsupdatedannuallybyCPPC,asdirectedbyparenthandbook.

ii. CPPCMembership1. TheCPPCconsistsofadelegaterepresentativeandan

alternativerepresentativefromeachofitsHS/EHS/CCPdelegateagencies.Inadditiontodelegateagencyrepresentatives,theCPPCincludescommunityrepresentatives,whomaybeformerHeadStartparents,PFA/PIparents,ormembersdrawnfromthecommunity.

2. CPPCmembersareseatedinJanuaryofthecalendarandmayserveuptofive,one-yearterms,aslongastheirchildrenareenrolledinHS/EHS/CCPandtheyareelectedorre-electedtoserveby theirpolicycommitteepeers.

3. TheCPPCOfficers/ExecutiveCommitteea. CPPCOfficers/ExecutiveCommitteeincludes

Chairperson,ViceChairperson,Secretary,AssistantSecretary,Parliamentarian,AssistantParliamentarians,andoneelectedcommunityrepresentativewhoisaformerHS/EHS/CCPparent.

b. TheCPPC’sExecutiveCommitteemembersareelectedinDecember.

iii. TheCPPCMeetingStructure1. TheCPPCmeetsquarterlyduringthemonthsofFebruary,May,

AugustandNovember;workshopsandtrainingsessionsareprovidedaspartofthemeetingstructure.

2. CPPCOrientationandrequiredtrainingsessionstypicallyoccurinJanuary,MarchandJune.

3. TheCPPCDutiesandResponsibilitiesmirrorthosedescribedbelowinsectionC.b.

b. PolicyCommittees-- EachHS/EHS/CCPfundeddelegateagencymusthaveafunctioningPolicyCommitteethathelpssettheprogramdirectionatthedelegate-agencyleveloftheHS/EHS/EHS-CCPprogram,inpartnershipwithkeyprogramstaffandtheagency’sgoverningbody.

i. GeneralOperations– Eachagencymusthavewrittenpoliciesandproceduresthatcoverthefollowingrequirements:

1. PolicyCommitteesmustbeestablishedannuallyandearlyintheprogramyear,preferablybetweenSeptemberandNovember.

a. Agenciesmusthaveawrittensystemthatsupportseducation/informing,nominating,andelectingPolicyCommitteemembersfromtheagency’sparentcommittees,includingparentsfromdirectlyoperatedandpartnersites.

b. TheagencyisresponsibleforretainingaquorumofPolicyCommitteememberstoensurethatanactive

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b . xPolicyCommitteeisavailabletoconductHS/EHS/CCPbusinessandobtainneededapprovals.

c. Agenciesmustannuallysubmitthenamesoftheagency’sPolicyCommitteeandParentCommitteemembershiplistsusingthePolicyMembershipFormtoitsMonitoringTeamSupervisorandthenamesoftheelectedCPPCdelegateandalternateusingtheCPPCLetterofCertificationtotheDFSSCPPCcoordinatorbyNovember30th.

d. AgenciesaretonotifyDFSSintheeventthatPolicyCommitteemembersarenolongerabletoserveorfulfilltheirtermsofsubmittingupdatedCPPCLetterofCertificationandaPolicyCommitteemembershiplist.

2. AgenciesmustprovideanoverviewofPolicyCommitteepoliciesandproceduresintheirPolicyCommitteeorientationand/orleadershiptrainingduringtheirfirstquarterofthenewPolicyCommitteeservice/programyear,nolaterthanNovember30.

3. Agenciesmustensurethatparentsunderstandthepurposeandprocessforservingontheagency’sPolicyCommittee.InformationshouldbeprovidedrelatedtothisattheannualparentorientationandParentCommitteemeetings.

4. AgenciesareresponsibleforplanningandimplementingmeaningfulandintentionalopportunitiesfortheirPolicyCommitteestobeengagedinhelpingtosetthedirectionoftheearlylearningprogramandbeinvolvedinprogramplanning.AgenciesmustengagetheirPolicyCommitteesatvarious,plannedentrypointstosharetimelyandaccurateinformationsothePolicyCommitteecanmakeinformeddecisionsontheactionitemsforwhichtheyareresponsible.

5. AgenciesmustmaintainPolicyCommitteerecordsinanorganizedsystem,includingpoliciesandprocedures,meetingminutes,evidenceofapprovals,datasharingreports,trainingandtechnicalassistsupport,andotherapplicableinformation.

6. Agenciesmusthaveareimbursementpolicythatincludesthefollowingelements:childcarereimbursementproceduresandrates;mealreimbursementprocedures(local);andtransportationsupportfortraveltopolicygroupmeetingsandactivities.

7. Agenciesmustdevelopincollaborationwiththeirgoverningbody/boardandPolicyandParentCommittees,PolicyCommitteepolicyandprocedures,andensurethatthesearereviewed,updated,andapprovedbyboththegoverningbody/boardandPolicyCommittee,atleastannually.Policiesandproceduresmustinclude:

a. PolicyCommitteebylaws,withselection/electionprocessesforPolicyCommitteemembersandParent

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a. xCommitteeofficersb. Conflictofinterestpolicyc. Standardsofconductforvolunteers;refertheProgram

Managementsectionofthismanuald. Impasseresolutionprocedurese. Confidentialitypolicyf. Parents’rolesinhumanresourcesg. PolicyCommitteereimbursementpolicyh. Complaintprocedure

8. AgenciesmusthavesystemsandproceduresinplacetosupportPolicyandParentCommitteesinimplementingtheirresponsibilities,including:

a. Advisingstaffindevelopingandimplementinglocalprogrampolicies,activities,andservices,toensuretheymeettheneedsofchildrenandfamilies.

b. EnsuringaprocessforcommunicationwiththePolicyCouncilandPolicyCommittee.

c. ParticipatingintherecruitmentandscreeningofHS/EHS/CCPemployees,withintheagencyguidelines.

ii. PolicyCommitteeMembership1. Membershipmustbecomprisedofamajorityof

parents/guardiansofchildrencurrentlyenrolledintheHS/EHS/EHS-CCPprogram,withrepresentationfromeachHS/EHS/EHS-CCPprogramoption/modeloperatedbytheagency.

2. Membershipmustalsoincludecommunityrepresentativesdrawnfromthecommunity,includingformerHS/EHS/EHS-CCPparentsand/orPFA/PIparents.

3. PolicyCommitteemembersmustbeelectedorre-electedannuallybytheirpeersfromParentCommittees.ElectionsshouldoccurbetweenSeptemberandNovember.

4. ThePolicyCommitteemustadheretoprogramconfidentialityandconflictofinterestpolicies.PolicyCommitteemembersmustsignaconfidentialityandconflictofinterestdisclosureattheirorientationtrainingorattheirfirstmeeting,iftheydidnotattendorientation.

5. AgenciesmusttrackPolicyCommitteemembershiptoensurethatelectedparentmembersandcommunityrepresentativesservenomorethanfiveone-yeartermsonthePolicyCommittee.

6. Thefollowingbestpracticesarerecommendedtosustain,mentor,andsupportPolicyCommitteemembersandmembership.

a. MembersshouldremainactiveonthePolicyCommitteeuntilthenewlyelectedmembershavebeenseated.

b. NewmembersshouldbeallowedtoshadowcurrentlyseatedPolicyCommitteemembersbeforeassuming

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b . xtheirroleonthecommittee.c. Membersshouldcommittoservetheentireyear,andif

unabletocontinuetoserve,shouldnotifyprogramstaffandareencouragedtomakerecommendationforreplacementmembers.

7. NoDFSSstaff,delegatestaff,ormembersoftheirimmediatefamiliesmayserveonthePolicyCommittee.

8. PolicyCommitteememberscannotbepaidforservicesrenderedtotheprogram.

iii. PolicyCommitteeLeadership/Officers– PolicyCommitteeleadershipmustincludethefollowingofficers:chairperson,vicechairperson,secretary,CitywideParentPolicyCouncil(CPPC)delegateandalternate(CPPCdelegateandalternatemustbemustbeparentsofcurrentlyenrolledHS/EHS/CCPchildren),andanoptionalassistantsecretary.

iv. PolicyCommitteeDutiesandResponsibilities– PolicyCommitteeisresponsibleforreviewingandapprovingthefollowingitems:

1. ParentactivitiesthatsupporttheinvolvementofparentsinsupportingprogramoperationsincludingpoliciestoensurethattheHS/EHS/CCPservicesareresponsivetocommunityandparentneeds.

a. Theparentactivityfundshouldbeusedtocoverplannedparentactivities,PolicyCommitteeactivities,CPPCoutofareatravel,andchildcarereimbursementpolicy.Agenciesmusthavewrittenpoliciesgoverningtheuseoftheparentactivityfund,includingpoliciesandproceduresconcerningparenttraveltolocalandoutoftownconferencesandeducationalevents.

b. Parentactivitiesshouldbeplannedannuallyduringlatesummerorearlyfall.

c. Agenciesmustsubmitparentactivitycalendarsandbudgetstotheagency’sMonitoringTeaminOctober/NovemberwiththeirapprovedHS/EHS/EHS-CCPcontractdocuments.

2. Criteriafortherecruitment,selection,andenrollmentofchildren– Tobereviewed,revisedasneeded,andapprovedannuallybetweenMarchandJuneforthenextprogramyear.

3. ApplicationsandamendmentsforfundingHS/EHS/EHS-CCPprograms

a. AgenciesmusttrainPolicyCommitteesonthegrantapplicationprocess,includingprogramgoalsandobjectives.

b. AgenciesmustshareapplicableprogramdatawiththePolicyCommitteetojustifyprogramandbudgetnarratives.

c. AgenciesmustsubmitappropriatePolicyCommitteedocuments,includingPolicyCommitteemeetingminutes

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4 . xandthePolicyCommitteestatementlettersignedbythechairperson,withgrantapplicationsandbudgets.

4. Budgetplanningforprogramexpenditures,includingpoliciesforreimbursementandparticipationinPolicyCommitteeactivities.Toprepareforthisresponsibility,thePolicyCommitteeshouldbetrainedonthedesignoftheparentinvolvementactivitybudgetplanandthecostcategoriesinthelineitembudgetfortheoverallgrantapplicationandbudget.

5. Keypersonnelactions,including:a. Agencypersonnelpolicies,includinganychangestopersonnel

rules.Personnelpolicies mustincludeproceduresforstandardsofconductfor staff,contractor,andvolunteersandthecriteriafortheemploymentanddismissalofprogramstaff.

b. Keyagencyhiresconsistentwiththeboard as citedinHSACT642(c)(1)(E)(iv)(IX):(ExecutiveDirector,HeadStart/EarlyHeadStartDirect/EHSCCPDirector,DirectorofHumanResources,ChiefFiscalOfficer,andotherpersonsinaequivalent policyor decisionmakingrole).

c. Standardsofconductforstaff,contractors,andvolunteers(refertotheProgramManagementsectionofthismanual).

6. Recommendationsontheselectionofsitesandpartnersandtheserviceareasforsuchagencies,asapplicabletodelegateagencies.

v. PolicyCommitteeMeetings:1. Meetingsmustbesetatanagreedupondateandtime,inpartnership

withthePolicyCommitteeandasreflectedinthebylaws.Bestpracticesindicatethatregularmeetingsshouldbeheldonthesamedayofthemonthandtimetomaximizemembershipparticipationandconsistencyforplanningpersonalandworkschedules.ThePolicyCommitteebylawsmustindicateinstancesandexpectationsforspecialmeetingsessions

2. Meetingsshouldincludeawrittenagendawithinformationalandactionitemstobediscussedduringthemeeting.Otheragendaitemscaninclude,butarenotlimitedtoprogramupdates,fiscalreports,ParentCommittee/CPPCcommitteereports,directorreports,trainingpresentations,etc.

3. AgenciesareencouragedtotraintheirPolicyCommitteestouseamodifiedparliamentaryagenda,includingforexample:calltoorder,rollcall,reviewandapprovalofminutes,actionitems,committeereports,specialreports,oldorunfinishedbusiness,andnewbusiness.

4. Informationshouldbemailedand/oremailedtoPolicyCommitteememberspriortomeetingsandpostedwhereparentscanseethem.Thisinformationmightincludemeetingnotices,agendahighlights,meetingminutesandmaterials.Justpriortothescheduledmeeting,agencystaffshouldprovideCommitteememberswithremindercalls/notices.

5. Agenciesshouldsendoutreports,data,anditemstobeapprovedpriortothemeetingdate,sothatmemberscanremainupdatedonandmakeinformeddecisionsonprogramprogress,issues,andconcerns.The

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a. xfollowingreportsanddatamustbesharedwithPolicyCommitteemembers:

a. Quarterlychildoutcomesreports/schoolreadinessdatab. Programsummaries.c. Programandfiscalmonitoringreports.d. Monthlyfiscalreports,includingcreditcardexpendituresandin-

kind/non-federalsharereports.e. MonthlyUSDAmealandsnackreports.f. Monthlyenrollmentandattendancereports.g. Self-Assessmentreportandrelatedimprovementplans/areasfor

enhancement.h. FederalProgramInformationReport(PIR)data.i. Annualprogramreport.j. Communityassessment.k. Annualfiscalauditreportsandcorrectivemeasures,as

applicable.l. Correspondence,asapplicable,fromHHS/OfficeofHeadStart

andDFSS.m. Humanresourcesreports.n. Otherreports,asdeemedappropriate.

c. ParentCommitteesi. ParentCommitteesconsistofallparents/guardiansatasiteandmembershipis

opentoallparents/guardiansofchildrenenrolledintheprogram.ii. Allparentsmaynotbeavailableorchoosenottoparticipate,however,all

meetingnoticesandagendasmustbeavailabletoallparents/guardians.iii. ParentCommitteesshouldactivelyengageparents/guardiansinprogram

planningandleadership.iv. ParentCommitteesmustbeestablishedearlyintheprogramyearateachofan

agency’sdirectlyoperatedandpartnersites.v. MonthlyParentCommitteemeetingsmustbesetandheldatanagreedupon

dateandtime,inpartnershipwiththeparents.Theannualmeetingschedulemustbeprovided toparentsandpostedwhereparentswillseeit.

vi. ParentCommitteesshouldbeintroducedatannualparentorientationheldateachsite.

vii. ParentsCommitteeoperationsshouldmirrortheprocessforthePolicyCommitteeasmuchaspossible.

viii. ParentCommitteepoliciesandprocedurescanbeembeddedinthePolicyCommitteebylawsorcanbeastand-alonedocument.ParentCommitteewrittenpoliciesandproceduresshouldinclude,attheminimum:

1. GeneralrolesandresponsibilitiesoftheParentCommittee2. ParentCommitteemembership3. ExplanationoftheParentCommittee’srelationshiptothePolicy

Committee4. Theprocessthatsupportsandensuresthenominationandelection

processforparentselectedasofficersoftheParentCommitteeandasparentrepresentativesonthePolicyCommittee

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5. Meetingfrequency(monthly)ix. EachsitemusthavestaffassignedtoworkwiththeParentCommitteetosupport

itsfunctions,meetings,andactivities.EachsitemustmaintainanorganizedrecordkeepingsystemthatstoresParentCommitteepoliciesandprocedures,meetingminutes,agendas,sign-insheets,trainingrecords,etc.

d. AgencyStaffRoleinPolicyandParentCommittees—Inadditiontotheagencies’responsibilitiesoutlineabove,agenciesmustensurethatstaffareassignedtothefollowing:

i. ProgramdirectorsmustdesignatestafftoattendmonthlyParentCommittee/PolicyCommitteemeetingsandprovideassistancetoParentCommittees.

ii. RecruitmenttoandcommunicationaboutPolicyandParentCommitteesshouldbeagency-wide.Teachersandhomevisitors,whereapplicable,andotherdesignatedstaffwill:

1. ActivelyrecruitfamiliestoattendParentCommittee/PolicyCommitteemeetingsfromallprogramoptions.

2. ActivelytalkwithfamiliesaboutParentCommitteemeetingfliersandpostthemwhereparentscanseethem.

3. ActivelysignfamiliesuptoattendParentCommittee.4. ActivelytalkaboutParentCommitteeandPolicyCommitteemeetingdates

andtimeswiththeparentswhoserveinaparentleadershiprole.5. IncludeParentCommitteedatesandPolicyCommitteemeetingdatesin

monthlynewsletters.6. ProceduresforInitialParentCommitteeOrientation/OfficersMeeting.

iii. Program/sitedirectorsordesigneeswill:1. Reviewprogramcalendarandscheduleinitialmeetingdatesandtimesfor

allParentCommittees/PolicyCommittees,alongwithallappropriatestaffandmanagers.

2. Ensurethatanorientationmeetingisheldwithinthefirst45daysofnewprogramyear.

3. EnsureparentnotificationoftheorientationandprovidetrainingforappropriatestafftoensurethattheywillbeabletosuccessfullymanagetheParentCommittees.

4. EnsurethateachParentCommitteehasthepropermaterialstobeeffective.

5. AttendtheinitialParentCommitteeorientationofficermeetings,asfeasible.

6. ExplainthepurposeandstructureoftheParentCommitteesandPolicyCommitteesandclarifytherolesandresponsibilitiesofParentCommitteeofficersandthePolicyCommitteedelegateandalternate

7. EncourageparentstoparticipateintheParentCommitteeasanofficer.orasaPolicyCommitteerepresentativeoralternate.

8. Generateadatabaseofofficersandkeepitcurrent.9. MaintainupdateddemographicsforParentCommitteeofficersandPolicy

Committeemembersforthepurposeofcommunication,oversight,fillingvacantpositionsandensuringtrainingforparentleaders.

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10. Appropriate/designatedfamilysupportandhomevisitingstaffwillsupporttheparentorientationandallParentCommitteemeetings

11. Notifyfamiliesofmeetingdatesandtimes;postflierswherefamiliescanseethem

12. Assistwithlogisticsforthemeetingandattendthemeetingandtranscribeminutesofallmeetings,asneeded

iv. StaffroleatMonthlyParentCommittee/PolicyCommitteeMeetings:1. Sitedirectorordesigneewillattendandmakereportsonmonthlyand

futureprogramactivities;ensurethatallclassroom/homevisitorreportsareprovided tothegroup.

2. Reportonparentactivitiesandsolicitideasforfutureactivities,includinganendoftheyearfamilyengagementactivity.

3. Ensurethatallpositionsremainfilled.

D. MonthlyandPeriodicDataReportstotheGoverningBodyandPolicyCommitteea. Agenciesmustshareandprovidetimely,accurate,andregularinformationfortheuseby

thegoverningbody/boardandPolicyCommittee,includinginformationaboutprogramplanning,policies,andoperations.Atminimumthefollowinginformationmustbeshared

i. Monthlyfinancialstatements,includingcreditcardexpendituresandin-kind/non-federalsharereports

ii. Monthlyprogramsummariesiii. Programenrollmentreports,includingattendancereportsforchildrenwhose

careispartiallysubsidizedbyanotherpublicagencyiv. MonthlyUSDAmealandsnackreportsv. Financialaudits,includingfindingsvi. Annualself-assessmentreports,includingfindingsvii. Communityassessmentandplanning,includingupdatesviii. CommunicationandguidancefromtheHHSSecretaryix. ProgramInformationReports(PIR)

b. Agenciesmusthaveadatamanagementsysteminplacethatwilladdresshowthesegroupswillreceivethisinformationtohelpthemcarryouttheirresponsibilitiestoensurequalityprogrammingtochildrenandfamilies.

c. Theprocedure forsharingthesereportsandinformationtothePolicyCommittee,thegoverningbody,andstaffshallbedocumentedandmaintained.Agencystaffpersonswhoareresponsibleforprovidingthereports/informationincludetheexecutive/programdirector,financialofficer,humanresourcesdirector,ordesignees.

E. ProceduresforImpasseResolution-- Animpasseoccurswhenpartiescannotagreeonacourseofaction,giventheirrespectiveresponsibilitiespursuanttoapplicableregulations.HS/EHS/EHS-CCPdelegateagenciesmusthavewrittenimpasseresolutionpoliciesandproceduresembeddedintheirgoverningbody/boardandPolicyCommitteeby-laws.Theprocessshouldinclude,attheminimum,thefollowingsteps:

a. Intheeventofanimpasse,theHS/EHS/EHS-CCPdelegateagencyboardofdirectorsandPolicyCommitteewillconveneameetingbetweentheboardandPolicyCommitteechairpersonsandthedelegateexecutive/programdirector.

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b. Themeetingwilltakeplacewithin10workingdaysafterreachingtheimpasse.c. Purposeofthemeetingwillbetodiscusstheissueandtoseekaresolution,subjectto

theapproval,ifapplicable,ofthePolicyCommitteeandthegoverningboard.d. Ifthepartiesareunabletoreachanagreement,anarbitrationteamwillbeselectedand

givencleardirectionsregardingexpectations,procedures,timelines,andreportformat.e. Thearbitrationteamwillreviewandresearchalldocumentsandinterviewallkeyparties,

inorder tomakeanobjectivedecision.f. Allpartiesintheimpassewillprovidethearbitrationteamwiththenecessaryand

requesteddocumentationrelatedtotheissueswithin10workingdaysoftherequest.Thismayincludeminutesofmeetings,tapeddiscussions,interviews,programdocuments,andanyotherpertinentinformation.

g. Thearbitrationteamwillconveneahearingwithin10workingdaysafterreceivingallnecessarydocumentation.TheboardandPolicyCommitteechairpersonsanddelegateexecutive/programdirectormaybepresentatthehearingtopresentevidence.

h. Thearbitrationteamwillissueawrittenrulingwithin10workingdaysaftertheconclusionoftheevidentiaryhearing.Therulingwillbebindingonallparties.

F. RequiredTrainings-- HS/EHS/CCP-fundedagenciesmustprovidethegoverningbodyandpolicycommitteewithappropriatetrainingandtechnicalassistancesotheyunderstandtheinformationreceivedandcaneffectivelycarryouttheirresponsibilities.

a. Trainingtopicsmustcover,butarenotlimitedto:i. EligibilityRulesii. HeadStartProgramPerformanceStandardsiii. Orientation/leadershiptocollaborativegovernanceiv. Personnelproceduresandexpectationsv. Fiscalvi. Grantapplication/budgetprocess,vii. Parentactivityfundbudget,contractscopeofservices,viii. Meetingprotocolanddecorumix. Howtousedataforplanninganddecisionmakingx. Annualprogramself-assessment

b. Trainingsessionsshouldbeprovidedinatimelymannerthroughouttheprogramyeartosupportmembersincarryingouttheirresponsibilities.

c. NewlyseatedPolicyCommitteeandboardmembersmustreceivetheeligibilityruletrainingwithin90-120daysofseatingthenewPolicyCommitteeandinterviewtraining.Theeligibilityruletrainingshouldbeintegratedintotheboardsandparenttrainingplan.

G. OngoingMonitoringofCollaborativeGovernance—DFSSrecommendsthatHS/EHS/CCPagenciessetupinternalmonitoringprocedurestoensure:

a. ParentandPolicyCommitteesareestablishedandmeetingsarebeingheld.b. PolicyCommitteeandboardrecordkeepingsystemsaremaintained.c. PolicyCommitteeandboardapprovalsareobtainedanddocumentedinmeetingminutes

withsupportinghandouts.d. PolicyCommitteeandboardarereceivingtimelyandaccuratedatareports.e. CompositionofthePolicyCommitteeandboardadheretostandards.f. Board,PolicyandParentCommitteesreceiveongoingandrequiredtraining.

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g. Collaborativegovernancepoliciesandproceduresareinplaceandimplemented.h. Agencystaffmustcertifytheapprovalofkeystaffbyenteringhires,dates,andcriminal

backgroundchecksintoCOPA.

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A . XB . X

C . XD . XE. XF. X

G . XH . XI. X

I. Definition

Managementsystemsprovideaframeworkforpolicies,processesandproceduresusedbyanorganizationtoensurethatitcanfulfillallthetasksrequiredtoachieveitsprogramgoalsandobjectives.Theprogrammanagementandqualityimprovementsectiondescribesthesystemsprogramsmusthaveinplacetosupportthedeliveryofqualityprogramming.Programmanagementisresponsibleforpoliciesandproceduresusedbyanorganizationtoensureitcanmeettheseexpectations.Thesesystemsinclude,butarenotlimitedto,programplanning,communication,reporting,recordkeeping,monitoring,trainingandprofessionaldevelopment,andhumanresources.

II.ChicagoEarlyLearningStandards

A. GeneralPurpose – Allprogramsareexpectedtoputinplacemanagementsystemsthatsupportqualityprogrammingacrosstheirsitesandprogrammodelsandcontinuousimprovement.

B. ManagementSystemsRequirements– Allmanagementsystemsmust:a. Ensureaprogram,fiscal,andhumanresourcestructurethatprovideseffective

managementandoversightofallprogramandfiduciaryresponsibilities,includingpoliciesandprocedures,personnelpolicies,andariskmanagementplan.TheriskmanagementplanisrequiredbyDCFSlicensingstandards407.70(k)(1-8).

b. Provideregularandongoingsupervisiontosupportindividualstaffperformance,professionaldevelopment,andcontinuousprogramqualityimprovement.

2.ProgramManagementandQualityImprovement

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A . XB . X

C . XD . XE. XF. X

G . XH . XI. X c. Ensurethatbudgetandstaffingpatternspromotesoundoutcomesforenrolledchildren

andfamiliesandallowsufficienttimeforstafftoparticipateinappropriatetrainingandprofessionaldevelopment.

d. Maintainaccountingandrecordkeepingsystemsthatareadequateforeffectivedocumentation,datamanagementandanalysis,andoversight.

e. Maintainwrittenpoliciesandprocedures.ForHS/EHS/CCPfundedprogramsthesemustbeapprovedbythegoverningbodyandpolicycommittee.

f. Setprogramgoalsandobjectives,incoordinationwiththegoverningbodyandparentcommittee,asexplainedbelow.

g. Agenciescanalsodevelopotherplans,coordinatedwiththeirprogramgoalsandobjectives,astheyseefitinordertoensurequalityimprovementand/orastheirownagencystructuresorboardsmayrequire.

C. ExceleRate – AllprogramsmustparticipateinExceleRate,theIllinoisearlychildhoodqualityratingandimprovementsystem.ProgramsareexpectedtoachieveandsustainGoldCircleofQuality.

D. ProgramGoals&Objectivesa. Agenciesmustdevelopstrategiclong-termgoalsforensuringthattheirCELprograms

remainresponsivetothecommunityservedandmeetthedevelopmentalneedsofchildrenandfamilies.Specific,measurable,attainable,relevant,andtimely(SMART)objectivesmustbetiedtoeachgoal.

b. Programgoalsmustbesetcollaborativelybyagencyleadership,staff,governingbodies,andPolicyCommittees,asapplicable.Agenciesmustcreateprogramgoalsthataddress:

i. Highqualityandcomprehensiveearlychilddevelopmentcareandhealthservicesthatsupportschoolreadinessgoalsandchildoutcomes.

ii. Strongandeffectivefamilyandcommunitypartnershipsandengagementthatsupportsfamilyoutcomes,includingtheenhancementoffamilyliteracy.

iii. Effectiveprogrammanagementandcontinuousqualitysystems.iv. Servicestochildrenandfamilieswithdifferingabilitiesanddiverselinguistic

backgrounds.v. Programoptionsthatmeettheneedoffamiliesfromdiverseeconomiclevels,

asthisappliestocommunitiesserved.vi. Aggregation,analysis,anduseofprogramdata,includingbutnotlimitedtochild

andfamilyoutcomesdata,toimproveservices.c. Goalsettinginvolvesthereviewof:

i. Theneedsofthecommunitiesserved,includingannualcommunityassessmentandparentsurveys.

ii. PIRinformation.iii. Childoutcomesandfamilyneeds.iv. DFSSannualperformancereview.v. Agencyphilosophyandmission.

d. AfterSMARTgoalsaredeveloped,objectivesmustbeidentifiedforeachgoal,andactionplansmustbedeterminedforeachobjective.

e. Asystemofgoalandobjectivemonitoringandtrackingmustbeusedtoevaluatetheprogress.

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A . XB . X

C . XD . XE. XF. X

G . XH . XI. X f. Theoutcomesofsuccessfulgoalsshouldberecognized,andunmetgoalsmustbe

analyzedandrevisitedforimprovement.g. GoalsandobjectivesshouldbeincludedintheHS/EHS/CCPagencies’annualgrant

applicationsaccordingtobaselineand/orcontinuationguidelines.PFA/PIagenciesmustsubmitgoalsandobjectivestotheprograms’monitoringteamannuallyasdirected.

h. ProgramsshouldusetheXXXXX form.

E. ProgramPlanningCyclea. Allprogramsareexpectedtointentionallyplanandimplementthemenuofservicesthey

willprovideforchildrenandfamiliesbasedondatafromthecommunityassessment,self-assessment,andchildandfamilyoutcomes.TheDFSSplanningcycleinvolvesintegratedactivitiesonthepartoftheDFSSanditsagenciesandisalignedwiththeDFSSannualmonitoringcycle.Themajorpartsofthiscycleincludethecommunityassessment,self-assessmentandactionplan,updatedgoalsandobjectives,andmonitoringevents.

b. CommunityAssessment-- Agenciesshouldusethecommunityassessment,incoordinationwithchildoutcomesandotherdata,inthecreationofgoalsandpracticestodeliverqualityservicestothechildrenandfamiliesofthecommunity.

i. EachHS/EHS/CCPfundedagenciesmustconductafullcommunityassessmentonceeveryfiveyearsandupdateitannually.PFA/PIfundedagenciesshouldconsulttheDFSScommunityassessmenttoensuretheirprogramsalignwithcommunityneeds.

ii. Inthefullcommunityassessment,datamustbeusedtodescribecommunitystrengths,needs,andresources,andtodocumenttheneedsofspecialpopulations.

1. AgenciesshouldfollowtheHeadStartProgramPerformanceStandardsinconductingtheirfullcommunityassessment.

2. DFSSwilltrackeachHS/EHS/CCPagenciesfive-yearschedule.3. AgenciesmustsubmittheirfullcommunityassessmenttotheDFSS

planningteamintheAdministrativeUnitandtheirmonitoringteamiii. DFSSissuesguidancefortheannualupdatethatalignswiththeHS/EHS/CCP

grantapplicationrequirements.iv. DFSSprovidesresourcesforagenciestoaccesstocompletetheircommunity

assessment,includingbutnotlimitedtotheDFSSQuinquennialReport,web-baseddatabases,includingYoungChildreninChicago,EarlyChildhoodSupplyandDemand,andtheCommunityNeedsAssessmentTool

c. Afterwriting/reviewingthecommunityassessment,theprogramdirectorordesigneeshouldreview

i. theprogram’sstructureandlocationsforcenter-based,familychildcarehome,home-based,andchildcarepartnershipmodelstoreassessanddetermineiftheagencyisservingtheneediestchildreninthemannerthatbestsupportsthecommunity.

ii. Theprogramscollaborativeagreementsandpartnershipstoensuretheyhaverelationshipsthatsupporttheneedsofchildrenandfamiliesserved

iii. Theprogramsgoalsandobjectivestoensuretheyalign,whenappropriate,withtheneedsofthecommunityserved.

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A . XB . X

C . XD . XE. XF. X

G . XH . XI. X d. Self-Assessment-- Allagenciesmustconductaprogramself-assessmentbetween

FebruaryandtheendofMarch.ResultsmustbesubmittedtotheDFSSplanningteamandtheagency’smonitoringteamusingtheSelf-AssessmentReportTemplateandtheSelf-AssessmentSummaryToolbyApril16annually.HS/EHS/CCP-fundedagenciesmusthavethefinalreportandactionplanapprovedbythegoverningbodyandpolicycommitteeandshareresultswithstaffandparents.

i. Agenciesshoulddeterminethetypeofassessmentthatwillbeconducted,withinDFSSparameters,andusetoolsthatsupportaqualityandcomprehensivelookatalloperationsandthatwillgivethemtheneededinformationforadequatereporting.Programself-assessmenttoolsshouldcoverthebreadthoftheagency’sfundedprograms.

ii. Examplesofstandardprogramself-assessmenttoolsorprocessesinclude:thecurrentfederalOfficeofHeadStartmonitoringprotocol,NationalAssociationfortheEducationofYoungChildrenaccreditation,theEarlyChildhoodandInfantToddlerEnvironmentalRatingScales,andtheProgramAdministrationScale,usedaspartofExceleRate.

iii. Agenciesmustformaself-assessmentteamtoconductingtheself-assessment.HS/EHS/CCPself-assessmentcommitteesshouldincludePolicyCommittee/ParentCommitteemembersand/orotherparents,governingbodymembers,staff,andcommunitypartners

iv. Assessmentmethodsmayincludereviewingrecord,andfiles,analyzingdata,observingprogramoperations,andinterviewingstaff.

v. Assessmentteammembersareassignedtoareasofresponsibilityandshouldbetrainedontheirrolesandresponsibilities.Trainingshouldincludetheprocess,reviewmethods,andtheinstrumenttobeused.

vi. Agenciesshoulddraftaqualityimprovementactionplanbasedontheresultsoftheirself-assessment

e. ActionPlans-- Afterprogramself-assessmentreportsarefinalized,DFSSagenciesshoulddevelopimprovementplansthataddressprogramareaswherechangesareneeded.Theagencyimprovementplansoutlinestepsandstrategiestobetaken,responsiblestaff,timeframes,andresourcesneededtobringabouttherequiredchanges.Draftimprovementplansshouldbebroughttoagencyround tables,aspartoftheannualplanningandmonitoringcycle.

F. Communicationa. AnessentialelementofqualitymanagementisthegoodcommunicationamongDFSS,

agencies,governingbodies,asapplicable,families,andstaff.Communicationistheeffectiveexchangeofmeaningorunderstandinginformalandinformalcommunication.Itappliestocommunicationup,down,andacrosstheorganization.Everyoneintheorganizationisaccountablefortheeffectivenessofhisorherowncommunication.Eachdelegateagencyneedstohaveawritteninternalcommunicationplani.e.includingboard,parents,governingbodies,andstakeholders.

b. CommunicationwithDFSS--DFSSwillensureallagenciesreceiveallregulations,policies,memorandums,instructions,andotherpertinentinformationinatimelymanner.

i. Communicationwithagenciesoccursthroughavarietyofmethods,including,

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i. Xbutnotlimitedtomailandwrittencorrespondence,fax,email,DFSS/CSDwebsiteposts,COPAposts,Telephone,in-personevents,includingmeetingsandsitevisits,includingroundtables,monitoringvisits,TandTAvisitsandevents.

ii. AgenciesshouldensurethatkeyleadershipstaffissignedupforCSDUpdates,DFSS’weeklyemailthatincludeskeyinformation.

iii. Agenciesshould,onanasneededbasisoratleastonceannually,submittheCommunicationsteam,anAgencyKeyManagementContactsForm.

iv. ExecutiveandProgramDirectorMeetingsoccuratleastquarterly,onthethirdThursdayofthelastmonthofthequarter.

v. CalendarsforalleventsarepostedontheDFSSwebsite.c. CommunicationwithBoardofDirectors/GoverningBodies—Agenciesmustmeetregularly

withtheirboardofdirectors/governingbody,tomeetHSSPSandHeadStartActcollaborativegovernancerequirements.Atthesemeetings,programdirectorsortheirdesigneesshouldgiveprogrammaticandfinancialreportsandupdatesdeterminedbyongoingoversightdata,ataminimumsemi-annually,includingchildandfamilyoutcomedata.HS/EHSagenciesmustincludecreditcardchargesinthesereports.InHS/EHSagencies,communicationneedstoflowbetweentheboardandthePolicyCommittee.OnewayforthistohappenistoassignaboardliaisontoattendPolicyCommitteemeetings.MoreinformationcanbefoundintheCollaborativeGovernancesectionofthismanual.

d. CommunicationwithPolicyCommittees-- HS/EHS/CCP-fundedagenciesmustensurethatinformationisprovidedregularly,nolessthansemi-annually,tothePolicyCommitteeincluding,butnotlimitedto:reportsdeterminedbyongoingoversightdata,includingchildandfamilyoutcomedata;proceduresandtimetablesforprogramplanning;policies,guidelines,andothercommunications;programandfinancialreports;programplans,policies,andprocedures;andfederalgrantapplications.MoreinformationcanbefoundintheCollaborativeGovernancesectionofthismanual.

e. CommunicationwithEnrolledFamilies– Agenciesmustkeepparentsandfamiliesabreastofprogramactivities,childprogress,andopportunitiesforparent-involvement.

i. Thismustinclude,ataminimum:ii. Annualparentorientationsmustbeofferedatallsites.Attheorientations,

parents/guardiansshouldreceiveaparenthandbook,meetstaff,andreviewoverallprogramoperationsandparentengagementopportunities.

iii. Agenciesshouldalsodistributefamilynewslettersandotherwrittenoremailcommunicationsthatcaninclude:classroom/homevisitinginformation;fieldtripsandotheractivities;curriculum;mealplanningandmenus;activitiesforparentstodowiththeirchildren;agency/centernews;surveystogaininformationfromparents;etc.

iv. Teaching/homevisitstaffmustsharechildscreening,assessment,andoutcomeinformationwithparentsregularlythroughouttheyearviahomevisitsandindividualemailsornotices.

v. AllDFSSagenciesmaintainanopen-doorpolicywithfamiliestoaddressneedsastheyariseattheconvenienceofthefamilies.Ifadesignatedstaffpersoncannotmeetwithafamilymemberimmediately,thestaffpersonmustexplainthesituationandsetupanappointmentthatwillbeconvenientandtimelyforthatfamilymember.

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vi. ForfamiliesthatspeakaprimarylanguageotherthanEnglish,neededliteratureandmaterialwillbetranslatedintotheirprimarylanguage,asmuchasisfeasible.Interpreters/translatorsareprovided,whenneeded.BilingualfamilysupportstaffpersonsareassignedtofamilieswhospeakaprimarylanguageotherthanEnglish,wheneverpossible.

vii. Homevisitsandparent/teacherconferencesandothercontactsbyvariousagencystaffalsoprovideavenuesforcommunication.

f. CommunicationwithStaff-- Regularcommunicationmustoccuramongallstafftofacilitatequalityoutcomesforchildrenandfamilies.

i. Allagencies,includingDFSS,areexpectedtoholdmanagementandstaffmeetingsmonthlyoronaschedulethatmeetstheneedsofthestaffandprogramoperations.

ii. Staffreceiveanddistributemail,memos,andemailsdaily,andasneeded,toinformeachotheraboutprogramissues,meetings,trainings,etc.

iii. Urgentannouncementsandbulletinsaresentviaemail.

G. RecordKeeping&Reportinga. Agenciesmustmaintainrecordkeeping&reportingsystemsthatareadequatefor

effectivequalityprogramoperationsandoversightandcomplywithallrecordretentionandconfidentialitylawsandregulations.Recordkeeping&reportingfacilitatethemonitoringofprogramservicesbydocumentingchildandfamilyinformation,servicesprovided,trainingandtechnicalassistance,andotherkeyactivitiesrequiredtoensureprogramcomplianceandquality.

b. Agenciesmustmaintainwrittenrecordkeepingandreportingpoliciesandproceduresthatincludebutarenotlimitedto

i. Fileretentioninstructions,ii. Childconfidentialitypolicyconcerningtheprotectionofchildandfamily

personalidentifyinginformation,andiii. HS/EHS/CCP-Makingrequiredreportstotheboardandpolicycommittee(HS)

c. DFSSandagencyrecordkeepingsystemsandstrategiesforprogramoperationinclude,butarenotnecessarilylimitedto,thefollowingelements:

i. TheCOPAdata-base.AgenciesareexpectedtokeepCOPAup-to-datewithchild,family,personnel,andotherprogramoperationdata,asdetailedintheCOPAmanual.

ii. TeachingStrategiesGOLD/MyTeachingStrategieswebsitetomonitorchildoutcomeprogress.

iii. On-sitefilesforstaffpersonnelandchildren/familiestodocumentandtrackstaff,child,family,andprogramoperationsdata.Monitoringchecklistsforrequiredon-sitefilecontentsareincludedintheappendix.

1. Childfilesmustbekeptonsiteinalockedfilecabinetatthelocationwherethechildreceivesservices.ForHome-based/home-visiting,childfilesmustbekeptinalockedfilecabinetattheagency’sadministrativeoffice.

2. Personnelfilesmustbekeptatthemainoffice.iv. Meetingsign-insheets,agendas,andnotes,and/orminutesapplicabletorecord

theirrespectivemeetings.

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v. TrainingSign-inSheetsandagendas.vi. Othersystemsagenciesmayuse.

d. StaffshouldusereportsdrawnfromtheCOPAandTeachingStrategiesGOLDsystems,aswellaspersonnelandchild/familyfilesto

i. Monitoragencyperformanceanddeterminetrainingandtechnicalassistanceneeds.

ii. Trackqualityindicators.iii. Reporttofundersonprogramservicesandchildprogress.iv. Informprogrammaticdecisions.

e. ReportingtogoverningbodyandPolicyCommittee—HS/EHS/CCPfundedagenciesareexpectedtoreportregularlytotheirgoverningbodyandPolicyCommitteeasoutlineintheHSPPS.SeetheCollaborativeGovernancesectionofthismanualformoreinformation.

f. ReportingtoDFSSi. RegularProgramReports

1. AgenciesareexpectedtokeepCOPAdatacurrentandwillbemonitoredmonthly

2. QuarterlyAttendanceanalysisshouldbesubmittedtoERSEAmonitorontheagency’smonitoringteam

3. Health,nutrition,mentalhealth,anddisabilitiesservicesreportsshouldbesubmittedtothehealthmonitorontheagency’smonitoringteam.

4. AnnualSelf-AssessmentReportandSummaryTool(seedetailsabove).5. HS/EHS/CCP--AnnualReport.AgenciesshouldfollowtheHeadStart

ProgramPerformanceStandardsandbestpracticestocompletetheannualreportandsubmittotheagency’smonitoringteamannually. Theannualreportshouldincludetheactivityoftheagency’spartnerprograms,ifapplicable,andmustincludethefollowingelements:

a. Generalinformationabouttheagency.b. Asummaryofthemostrecentcommunityassessment.c. Thetotalamountofpublicandprivatefundsreceivedandthe

amountfromeachsource.d. Anexplanationofbudgetaryexpendituresandproposedbudget

forthefiscalyear.e. Thetotalnumberofchildrenandfamiliesserved,theaverage

monthlyenrollmentasapercentageoffundedenrollment,andthepercentageofeligiblechildrenserved.

f. Theresultsofthemostrecentfederalmonitoringreviewandthefinancialaudit.

g. Thepercentageofenrolledchildrenthatreceivedmedicalanddentalexams.

h. Informationaboutparentinvolvementactivities.i. Theagency’seffortstopreparechildrenforkindergarten.

6. PFA/PI-- AnnualparentinvolvementandeducationreportsforISBEmustbesubmittedviaCOPAorasotherwisedirectedbyDFSSandbythedeadlinedeterminedbyDFSS.

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7. DFSSmayrequestotherreportsfromtimetotimetofacilitateprogrammonitoring,programqualityimprovement,orattherequestofprogramfunders.

ii. ImmediateReportingtoDFSS--Agenciesmustreportanyandallofthefollowingwithin24hoursofoccurrencetotheirassignedmonitoringteamsupervisor/liaisonatDFSS.:

1. Significantincidentsaffectingthehealthandsafetyofprogramparticipants

2. Circumstancesaffectingthefinancialviabilityoftheprogram,includingreceiptofanaudit,auditreview,investigation,orinspectionreportfromtheagency’sauditor,astateagency,orthecognizantfederalauditagency,containingadeterminationthattheagencyisatriskofanongoingconcern

3. Breachesofpersonallyidentifiableinformation4. Missingand/ordamagedfiles5. Programinvolvementinlegalproceedings6. Casesofcommunicablediseaseorotherserioushealthissues7. Anymattertheagencyisinvolvedinthathasbeenreportedtostateor

localauthorities8. Incidentsregardingagencystafforvolunteernon-compliancewithfederal,

state,tribal,orlocallaws9. Occurrencesinvolvingchildabuseandneglect,orlawsgoverningsex

offenders,afterobligationtocallDCFSasamandatedreporterisfulfilled10. Incidentsthatrequireclassroomsorcenterstobeclosedforanyreason11. DisqualificationfromtheCACFP12. Revocationofalicensetooperateacenterbyastateorlocallicensing

entity13. Debarmentfromreceivingfederalorstatefundsfromanyfederalorstate

department14. PartnersofDFSSdelegateagenciesmustreportthesametotheirdelegate

agencywithin24hours,andtheagencymustreportittoDFSSasspecifiedabove.

iii. Agenciesmustsubmitawritten,followupreportwithin24hourstothemonitoringteamsupervisordescribingthedetailsoftheincident.

iv. Within24hoursofreceiptofanyofthesereports,DFSSwillcontacttheagencytorequestdocumentation,additionalinformation,and/orclarification.

v. DFSSwillconductadditionalmonitoring,ifwarranted.

H. MonitoringProgramPerformance&ContinuousImprovementa. DFSSanditsagenciesuseanongoingprocessofmonitoringprogramperformanceto

ensurecompliancewithallregulations,theachievementofgoalsandobjectives,andforcontinuousprogramsupportandqualityimprovement.Dataanalysesareusedtoidentifyprogramstrengthsandneedsandasanintegralpartofmonitoring.On-goingmonitoringaddressesbothDFSS’smonitoringofagencyperformanceandhowanagencyself-monitorsorensuresthatdataiscorrectandbeingmonitoredwithinagiventimeframe.

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b. MonitoringSystemOverview-- DFSSanditsagenciesuseanintegrated,consultativeapproachtomonitoringtomeetagencyneeds,maximizemonitoringresources,andsupportagenciesinimprovingquality.

i. DFSSemploysintegratedservicesmonitoringteamstoreviewandevaluateprogramoperationsonanongoingbasis.

ii. TheDFSSprocessincludesreviewingbothsystemsandservices.iii. DFSSmonitorsagenciesforimplementationofallthepoliciesandproceduresin

everysubjectmattersectioncontainedinthismanual,otherstandards,suchasfiscal,andforprogressonprogramgoalsandqualityoutcomes.

iv. DFSSagenciesarerequiredtoestablishinternalongoingmonitoringproceduresthatarealignedwiththeDFSSconsultativeprocess.

c. DFSSMonitorsitsagenciestoaddressprogramkeyareastodetermine:i. Achievementofprogramgoalsandobjectives,includingchildandfamily

outcomesachievementandimprovementii. Theeffectivenessoftheuseofdatainprogramimprovementiii. Compliancewithstateandfederalperformancestandardsandregulationsinall

contentareasiv. Thequalityofbudgetmanagementv. Thequalityofstaffcontinuityandperformancevi. Theuseofeffectiveorganizationalstructurestoexecutetheworkwithfamilies

andchildrenvii. Whetherornotenrollmentslotsarefilled,andattendanceisregularviii. Whetherornotcenters/classroomsarewell-supplied,organized,andsafeix. Thequalityandconsistencyoffamilyengagementactivitiesandtheservices

beingprovidedorarrangedtomeetchildandfamilyneedsx. Ifchildrenwithspecialneedsarebeingservedandhowtheyarebeingservedxi. Thequalityanddepthofprogramandindividualprofessionaldevelopment.xii. Thequalityofthecontinuityofrelationshipssystem,if/whenimplementedxiii. TheeffectiveuseoftheCOPAsystemprotocols

d. MonitoringMethods--Allagencies,includingDFSS,usethefollowingmethodstomonitorprogramperformance:

i. Deskaudits.TheseincludesreviewingwrittenreportsandCOPAdata.ii. Sitevisits.Thisinvolvesstaffvisitingagenciestovisuallyobserveoperationsand

reviewrecords.Sitevisitsmaybebothannouncedandunannounced.iii. Interviews.Thismethodinvolvesreviewerstalkingwithstaffandfamiliesabout

theirexperiencesintheprogramandthequalityandeffectivenessofprogramoperationsfromtheirperspectives.

e. MonitoringEntranceVisits—DFSSconductsentrancevisitswithnewagenciesandsites.Theentrancevisitsinvolve:

i. WelcomingtheagencytotheDFSSCSDmonitoringsystemii. Meetingkeymembersoftheagency(orpartnerswhenapplicable)andlearning

theirrolesiii. Gaininganunderstandingoftheagency’sareasofstrengthandopportunities

forgrowthembeddedwithin:1. Opendialogueofagencyspecificationsandlayout2. GrantApplicationgoalsandobjectives

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3. AgencyActionPlan(s)4. UnderstandingofDFSSmonitoringteamsandtheirrole.

iv. Renewalentrancevisitsmayberequestedbyeitheragenciesormonitoringteams.

f. MonitoringFollow-up-- SubsequenttoDFSSmonitoring,agenciesareinformedofthemonitoringresults,bothareasofstrengthandareasforimprovement.

i. Theintegratedservicesmonitoringteamcommunicateswithdesignatedagencyleadershipandstafftoinformthemofstrengths,weaknesses,andtrendsseeninmonitoring.

ii. DFSSplanscollaborativelywithagenciestoassistinaddressinganyissues,includingwhatsupport,training,technicalassistance,andresourcesmightbeneeded.Insomecases,agencystaffingmeetingsandenhancedtechnicalassistancemethods,includingfollowup,maybeneeded.

g. DFSSInternalStaffings—DFSSconductstwointernalstaffingsannuallyofitsagencies,typicallyinthefallandspringquarters,duringwhichmonitoringteamsformallymeettodiscussandreviewagenciessystemsandassessagencies’strengths,challenges,andmajorprogramtrends.Thisinformationisusedtoidentifytrainingandtechnicalassistanceneedsandthetop3-5recommendedpriorityareasforeachagency.Afterthespringstaffing,agenciesreceiveaperformancereviewmemothatlistsstrengths,areasforgrowth,priorityareas,andnextsteps,includingmonitoringroundtabledateandtime.

h. DFSSMonitoringRoundTables—Duringannualmonitoringroundtablesinlatespring,DFSSteamsmeetwithagencyleadershiptodiscussprogramperformanceandjointlyplanforthecomingyear.Discussiontopicsinclude,butarenotlimitedto,programstrengthsandchallengesand,progressongoalsandobjectives.Thegoaloftheroundtableistosetactionplangoalsandprogramprioritiesforthecomingyear.

i. MonitoringTeamsreviewagencyself-assessmentsbeforeroundtables.ii. DFSSandagencycollaborateonidentifyinggoalstobeincludedintheagency’s

annualactionplan.

I. DataandContinuousImprovement– Agencyleadershipanddesignatedstaffmustmeetregularlytoanalyzedatatotrackprogressonprogramgoalsandobjectivesandotherqualityindicators.Thisincludestrackingdata/reportsfromCOPA,TeachingStrategiesGOLD,CLASS,and5Es,andusingittoinformprogramplanningandtrackprogramimprovement(seeTheDataManagementSectionofthismanualformoreinformationofdatatobetracked).Continuousimprovementofprogramqualityandperformanceinvolvesthefollowing:

a. HS/EHS/PFA/PIprogramsmustdevelopgoals,objectivesandexpectedoutcomesandmonitorandevaluateprogresstowardthegoals,bothprogramandschoolreadiness.Newprogramsbeginatcommunityassessment,collectingandanalyzingdatatoinformgoalsetting.Existingprogramsbegintheprocesswithself-assessment,takingstockofupdatedcommunityassessmentdata,datagatheredthroughongoingmonitoringandotherrelevantdatatoplanandrevisittheirfive-yearprogramgoals.

b. Goalsaresupportedandfurtherdefinedbyshorttermobjectiveslinkedtoexpectedoutcomes.Anannualactionplanisdevelopedwhichisadefinedsetofstepsthatoutlineswhatanagencywilldotoaccomplishgoalsandobjectives.Theactionplanis

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b . xsupportedbyabudgetthatisalignedwiththegoalsandobjectives.Astheagencyimplementstheplan,itcollectsdatathroughitsrecordkeepingandreportingsystem.

c. Theagencycontinuallyevaluatesprogresstowardsitsgoalsandobjectivesbyreviewingdatagatheredthroughtheongoingconsultativemonitoringsystem.Effectivemonitoringenablesagenciestotrackprogresstowardstheirgoalsandobjectivesandensurequalityandcompliance.

d. Basedonongoingmonitoringresults,programscontinuetoimplementtheiractionplanaswrittenandmakecoursecorrections- theinnercircleofthecycle- thatmayrequirechangesinagencyactivitiesorlevelsofeffort.Finally,theagencycomesbacktotheannualself-assessment– backtotheoutercircle- overallcycle.

e. DFSSanditsagenciesusedatatoidentifyprogramstrengthsandneeds,developandimplementplansthataddressprogramneeds,andcontinuallyevaluateprogresstowardachievingprogramgoalsandoutcomes,aswellascompliance.Dataisaggregated,analyzed,andcomparedinsuchawaythatitassistsDFSSanditsagenciesinidentifyingrisksandinformsstrategiesforcontinuousimprovementinallprogramserviceareas.

f. TSGOLD-- DFSSanditsagenciesaggregateandanalyzechildleveldatafromTeachingStrategiesGOLDatleastthreetimesayearforallchildren.Thisdataisusedincombinationwithotherprogramdata,includingongoingmonitoringandself-assessment,teachingpractices,andfamilydatatodirectcontinuousimprovementrelatedto:curriculumandimplementation;teachingpractices;professionaldevelopment;programdesignandotherprogramdecisions;andidentificationofprogramneedsanddevelopactionplans.

g. Otherdatausedtoinformdecisionmakingincludes:i. Communityassessment.Dataontheneedsandresourcesofeligiblefamilies,

theprogram,andthecommunity;dataisanalyzed,conclusionsshared,andresultscommunicated.

ii. Self-assessment.Progressinachievinggoalsandobjectives,effectivenessofsystemsandservices,trendsandpatterns;resultscommunicatedtointernalandexternalaudiences.

iii. Monitoring.Dataaggregatedandanalyzedmonthlyforoveralltrendsbycenter,optionorposition;conclusionsandfindingsusedtoinformprogramqualityandimprovement.

iv. Recordkeepingandreporting.Systemsusedcontinuouslytocollectdataandcheckitsintegrity;rawdatareportsinformanalysis.

J. EnhancedTechnicalAssistanceProcessforAgenciesatRiska. Incaseswhere,basedoncollaborativemonitoring,itisnecessarytofocusmoreclosely

onprogramconcernsthataredifficulttosolve,staffingmeetingsmaybeusedbyDFSSwithitsagenciesorbyagencieswiththeirpartnerstoaddressissuesinimprovementplansforwhichadequateprogressisnotevident.

b. Inthisprocess,designatedDFSSand/oragencyleadershipreviewandanalyzepertinentinformation,includingbarrierstoprogressandstrategiesemployed.

c. Additionalactionstepsarecreatedwiththeagency/partnerandtheresultsarecompiledforfurthertrackingandfollow-up.Anyactionsresultingfromthestaffingaremonitoredclosely.Inthisprocess,DFSSand/oragencyleadershipreviewthefundamentalreasonswhyconcernshavenotbeenaddressed.

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d. Thisprocessisseparatefromandanenhancementtotheannualstaffingprocessdescribedinthesectionofthismanualdescribingtheformalroundtableprocess.

e. ThesestaffingmeetingsmayoccuranytimeduringtheprogramyearorduringthemonitoringcycleandmayberequestedbyDFSSorbytheagency.

f. HS/EHSdelegateagencypartnersmayrequestastaffingmeetingtotheirdelegateagency.Whenagenciesareunabletosuccessfullyaddressconcernsbyusingtheirinternalresources,theymayrequestenhancedtechnicalassistancefromDFSS.Inthisprocess,theagencyisassignedtoasupporttrackorprogramdesignedbyDFSSthatwillassisttheagencyinregainingviability.DFSSwillmeetwiththeagency’sexecutivestaff,governingbodies,andlegalentities,asapplicableandifnecessary,todiscusstheissuesandsolutions.Thesupportswillbeestablishedwithspecifiedtimelinesforresolution.AnyfurtherdecisionsabouttheagencywillbedeterminedbyDFSSleadership.

K. HumanResourceManagement-- PersonnelPoliciesa. Eachagencymusthavewrittenpersonnel/humanresourcespoliciesandprocedures.

i. Personnelpoliciesandproceduresmustbeavailabletostaffatalltimes.ii. Personnelpoliciesandproceduresmustinclude,butneednotbelimitedtojob

descriptions,compensationandbenefits, paydates,SocialSecurity,worker’scompensation,unemploymentinsurance,holidays,sickleave,vacations,probationaryperiods,grievanceprocedures,promotions,staffdevelopment,discipline,terminationofemployment,andperformanceevaluation.

b. StaffHealthandWellnessi. PerDCFSandCitylicensingstandards,newlyemployedstaffshallsubmita

reportofaphysicalexamination,completednomorethan6monthspriortoemployment,thatprovidesevidencethattheyarefreeofcommunicabledisease,includingactivetuberculosis,andphysicalormentalconditionsthatcouldaffecttheirabilitytoperformassignedduties. ThisexaminationshallincludeatestfortuberculosisbytheMantouxmethod.

ii. Staffmusthavephysicalre-examinationsevery2yearsandwheneverthepresenceofacommunicablediseaseorillnessissuspected.

iii. Astaffmemberexperiencingfever,sorethroat,vomiting,ordiarrheashallnotberesponsibleforfoodhandlingorthecareofchildren.

iv. Agenciesmustmakereasonableaccommodationsforstaffwithdifferingabilities.

v. Agenciesmustmakementalhealthandwellnessinformationavailableforstaffregardingissuesthatmayaffecttheirjobperformance,includingprovidingstaffwithregularlyscheduledopportunitiestolearnaboutmentalhealth,wellness,andhealtheducation.

c. Hiring&CriminalRecordsCheck(CRC)si. NewHirePolicy--Agenciesmustensurethatallstaff,includingcontractors,

completethefollowingstepspriortofinalhire1. Interview2. Referencecheckverification3. Sexoffenderregistrycheck4. Statecriminalcheck,includingfingerprintchecks5. FBIcheck,includingfingerprintchecks6. IDCFSChildAbuseandNeglectcheckorStatewideAutomaticChild

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5 . xWelfareInformationSystem(SACWIS)ii. ChildSupervision-- Untilthesechecksarecleared,anemployeeorcontractor

cannothaveunsupervisedaccesstochildren.AgenciesmustincludeintheirHRPersonnelPolicieslanguagetothateffect.

iii. ConditionalHiringPolicies.Ifanyagencyoptstohirebeforeallbackgroundchecksarecleared:

1. Itcannotputthehireonthebudgets/chargetotheirCELcontractuntilallrequiredbackgroundchecksareclear.

2. ItmustincludepoliciesthatgovernconditionalhiringinitsHR/Personnelpolicies.

3. Iftheagencydoesnothaveconditionalhiringpolicies,itsHR/Personnelpoliciesmustsayso.

iv. On-LineSearch.Ifanagencyuseson-linesearches,itcanbeasupplementtoanagency’spre-hiringorconditionalhiringprocess,butitdoesnotsubstituteforstepsc.i.1-6aboveforrequiredfinger-printing.

1. Theuseofon-linesearchesmustbestatedinanyagency’sHR/Personnelpolicies.Ifanagencydoesnotuseon-linesearches,itmustbestatedintheHS/Personnelpolicy.

2. Nopre-hiresearchesshouldbeuploadedinCOPAedocs.v. Volunteers.Regularvolunteersmusthavebackgroundchecks(stepsc.i.3-6).

Volunteerscanneverhaveunsupervisedaccesstochildren.vi. Thecompletebackgroundcheckabovemustbeconductedonallemployees/

contractorsatleastonceevery fiveyears(stepsc.i.3-6).1. Agenciesmusthaveapolicythatrequiresexistingemployeesor

employeesnewlytransferredtoCELprograms,tohaveabackgroundcheck,followingstepsc.i.3-6,everyfiveyears.

vii. ExecutiveLevelStaffBackgroundCheckPolicy– AllagencystafffundedinwholeorinpartbyChicagoEarlyLearningPrograms(HS/EHS/CCP/PFA/PI)orwhooverseeCELprogrammingoradministrativework,musthaveacompletedbackgroundcheckbasedontheagency’snewhirepolicy(stepsc.i.3-6),andmustbere-conducted,atleastonce,everyfiveyears.

viii. Consultants/AuxiliaryStaff– Consultants/AuxiliaryStaffmustfollowthesamepolicyasexecutivelevelstaff.Anagency’sprocurementandcontractingpolicymustincludelanguagerequiringstaffworkingonaCELfundedcontracttocompleteallbackgroundchecks(stepsc.i.3-6).

ix. DocumentationofbackgroundchecksinCOPA—PleaserefertotheCriminalRecordCheckDocumentation– PolicyClarificationforguidanceonenteringCRCinformationinCOPA.

d. StandardsofConducti. Agencystaff,consultants,contractors,andvolunteersmustabidebythe

followingstandard,ofconduct.1. Nomaltreatmentorendangermentofthehealthorsafetyofchildren,

including:a. Nousecorporalpunishmentorisolationtodisciplineachildand

nophysicalabuseofanychild.b. Nobindingortyingachildtorestrictmovementortapinga

child’smouth.

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c. Nousingorwithholdingfoodasapunishmentorreward.d. Nouseoftoiletlearning/trainingmethodsthatpunish,demean,

orhumiliateachild.e. Nouseofanyformofemotionalabuse,includingpublicor

privatehumiliation,rejecting,terrorizing,extendedignoring,orcorruptingachild.

f. Nouseofanyformofverbalabuse,includingprofanity,sarcasticlanguage,threats,orderogatoryremarksaboutthechildorchild’sfamily.

g. Nouseofphysicalactivityoroutdoortimeasapunishmentorreward.

h. Useassessmentresultsonlytodeterminepunitiveactionsforstaffidentifiedasneedingsupport,withoutprovidingtimeandresourcesforstafftoimprove.

2. Respectandpromotetheuniqueidentityofeachchildandfamilyanddonotstereotypeonanybasis,includinggender,race,ethnicity,culture,religion,disability,sexualorientation,orfamilycomposition.

3. Complywithprogramconfidentialitypoliciesconcerningpersonallyidentifiableinformationaboutchildren,families,andotherstaffmembers.

4. Nochildisleftaloneorunsupervisedwhileundertheagency’scare.ii. StandardsofconductmustbeincludedintheagenciesHR/Personnelpolicies

andpoliciesmustincludeappropriatepenaltiesforviolatingthem.Thismustincludeappropriatepenaltiesforstaff,consultants,contractors,andvolunteerswhoviolatethestandardsofconduct.

iii. Thestandardsofconductmustincludeprocessfordealingwithinfractionsagainsttheagency,programstaff,familiesandotherprogramvolunteersorconsultants.

iv. DFSSrecommendsthatallagenciesusethestandardsofconductmandateswrittenbythefederalOfficeofHeadStartbecausetheydenotebestpractices.HS/EHS:Theparenthand-bookmustincludethestandardsofconductrequiredbytheHSPPS.ThestandardsofconductmustbeapprovedbyPolicyCommitteesandgoverningbodies.

v. Standardsofconductshouldbeincludedinparenthand-book.

L. HumanResources--JobDescriptionsandCredentialsa. DFSSagenciesmustmaintainjobdescriptionsandqualificationsforallstaff.DFSSworks

toassureallstaffcanfulfilltherolesandresponsibilitiesoftheirpositionstoensurehighqualityservicestochildrenandfamilies.

b. RequiredCredentials:Untilthesystemfortranscript/qualificationsreviewisimplementedwiththeGatewaystoOpportunity,allstaffcredentialsshouldbeuploadedintotheCOPAHRModule.

c. Jobdescriptionsmustbereviewedannuallyandupdated,asneeded,bymanagement;changesinHS/EHS/CCPfundedprograms,ifany,mustbecommunicatedtothexgoverningbodyandthePolicyCommittee.

d. Directorsmaynotbeclassroomstaff.Allteachersarefulltimeclassroomstaffand

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d . xcannotholdanadministrativeroleoutsidetheclassroom.e. Allcenter-basedprogramsareexpectedtohaveanon-sitedirector.f. ManagementCredentials

i. Program/SiteDirector/Principal.Minimumbaccalaureatedegreeandexperienceinsupervisionofstaff,earlychildhoodbackground,fiscalmanagementandadministration(hiredafterNovember7,2016)andGatewaysIllinoisDirectorsCredentialLevel2orhigher.

ii. FiscalOfficer.Certifiedpublicaccountantorhas,ataminimum,abaccalaureatedegreeinaccounting,business,fiscalmanagement,orarelatedfield(hiredafterNovember7,2016).

iii. Family,Health,andDisabilitiesManagement.Staffresponsibleformanagementandoversighthas,ataminimum,abaccalaureatedegree,preferablyrelatedtooneormoreofthedisciplinestheyoversee(hiredafterNovember7,2016).

iv. EducationManagers/Coordinators.Baccalaureateoradvanceddegreeinearlychildhoodeducation,orabaccalaureateoradvanceddegreeandequivalentcourseworkinearlychildhoodeducationwithearlyeducationteachingexperience.

v. Home-VisitingSupervisor.Baccalaureateoradvanceddegreeinsocialworkorrelatedfield

vi. BirthtoThreeSupervisor/InfantToddlerSpecialist.StaffresponsibleforoverseeingservicesforinfanttoddlerprogramsmusthaveGatewaystoOpportunityInfantToddlerCredentialLevel5orabove.

vii. HS/EHSChildDevelopmentSpecialist(requiredforFamilyChildCareoption).StaffresponsibleforoverseeingFamilyChildCareHomeNetwork.ByAugust1,2018,minimumbaccalaureatedegreeinchilddevelopment,earlychildhood,orrelatedfield.

g. TeachingStaffCredentials,pre-schoolaged(3-5)i. PreschoolTeachermusthaveaGatewaystoOpportunityEarlyChildhood

EducationLevel5ii. PreschoolTeacherAssistantTeachermusthaveaGatewaystoOpportunityEarly

ChildhoodEducationLevel4iii. PFA-funded:PreschoolTeachermusthaveaProfessionalEducatorLicensurewith

anendorsementinEarlyChildhood(PEL).DFSSpoliciesabidebytherecentIllinoislawfortemporaryallowanceofateacherinaPreschoolforAllfundedclassroomtohaveaGatewaystoOpportunityEarlyChildhoodEducation(ECE)Level5(untilJuly2023).AllteachersinthePFAclassroomwiththiscredentialmustactivelybepursuingaPELandevidencetowardsachievingthismustbedemonstrated.

h. TeachingStaffCredentials,BirthtoThree(0-3)i. BirthtothreeTeachermusthaveaGatewaystoOpportunityInfantToddler

CredentialLevel5(by2024)ii. BirthtoThreeTeacherAssistantmusthaveaGatewaystoOpportunityInfant

ToddlerCredentialLevel4(by2024)iii. Credentialsforallbirthtothreecenter-basedclassroomsmustmatchExceleRate

IllinoisGoldCircleofQualityby2024.Programsneedtoprovideproofanddocumentationthattheteachersareworkingtofulfillthisrequirement.

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iv. Includehereforstaffworkingtowardcredentialagencymustfollowsamerequirementsaswaiver.

i. FamilySupportandHome-VisitingStaff,birthtofive(0-5)i. FamilySupportSpecialistmusthavetheGatewaysFamilySpecialistcredentiallevel

5by2024.1. Intheinterim,forHS/EHS/CCPfundedprograms,within18monthsofhire,

minimumcredentialorcertificationinsocialwork,humanservices,familyservices,counseling,orarelatedfield.

2. Intheinterim,forPI-fundedprograms,musthaveabaccalaureateinfamilyconsumerscience,socialwork,orpsychology.

ii. Home-VisitormusthaveGatewaysFamilySpecialistcredentiallevel5by2024.1. Intheinterim,forHS/EHSfundedprograms,musthaveMinimumofa

home-basedCDAorcomparablecredentialorequivalentcourseworkaspartofanassociate’sorbaccalaureatedegreeanddemonstratedcompetencyinplanningandimplementinghome-basedlearningexperiencesthatensureeffectiveimplementationofthehomevisitingcurriculumandpromotechildren’sprogressacrossthestandardsdescribedintheHeadStartEarlyOutcomesFramework:AgesBirthtoFive,includingforchildrenwithdisabilitiesanddual-languagelearners,asappropriate,andtobuildrespectful,culturally-responsive,andtrustingrelationshipswithfamilies.

2. Intheinterim,forPIprograms,musthaveabaccalaureateinfamilyconsumerscience,socialwork,orpsychology.

iii. Followactionplan/PDtraining(?)j. FamilyChildCareHomeProvider,birthtofive(0-5)—

i. aFamilyChildCareCDAorGatewaystoOpportunityFamilyChildCareLevel2credential;orassociate’sorbaccalaureatedegreeinchilddevelopmentorearlychildhoodeducation.

k. SubjectMatterExperts—Staff,contractors,orconsultantsusedinasubjectmatterexpertcapacitymusthavefield/discipline-specificcredentials,includingbutnotlimited:

i. EducationalCoaches.Minimumofabaccalaureatedegreeinearlychildhoodorarelatedfield.

ii. MentalHealthConsultants.ThecredentialrequirementsformentalhealthconsultantslocatedintheMentalHealthSectionofthismanual.

iii. Nutrition.Stafforconsultantswhosupportnutritionservicesmustberegistereddieticiansornutritionistswithappropriatequalifications.

iv. Health.Appropriatehealthlicensesandcertifications.l. Proceduresforrequestingawaiver

M. HumanResources-- SalaryMinimumRequirements -- ThefollowingsalaryminimumsmustbemetforallteachersinCELcommunity-basedprograms.

a. Center- Basedi. Preschool

1. TeacherwithaPELwiththeEarlyChildhoodEndorsement- $47,0002. TeacherwithaGatewayslevel5ECE- $45,0003. TeacherassistantwithaBachelordegreeandGatewayslevel4ECE- $35,000

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4. TeacherassistantwithanAssociatedegreeandlevel4InfantToddler-$32,000

ii. BirthtoThree1. Supervisoroutsideoftheclassroom- withaGatewaysLevel5orabovein

InfantToddler- $50,0002. TeacherwithaGatewaysLevel5InfantToddler- $45,0003. TeacherwithaBachelordegreeandGatewaysLevel4InfantToddler-

$42,0004. TeacherwithanassociatesandGatewayslevel4InfantToddler- $38,0005. TeacherassistantwithanAssociatedegreeandGatewaysLevel4infant

Toddler- $35.0006. TeacherassistantwithanAssociatedegreeandGatewaysLevel3Infant

Toddler- $32,0007. TeacherassistantwithaChildDevelopmentAssociate’sCredential(CDA)

- $30,000iii. AllAgeGroups

1. FamilySupportSpecialistswiththeGatewaysFamilySpecialistsCredentiallevel5- $45,000

2. FamilySupportSpecialistswiththeGatewaysFamilySpecialistsCredentialLevel4- $40,000

c. Home-Based/Home-Visitingi. HomeVisitors

1. HomeVisitorwiththeGatewaysFamilySpecialistsCredentialLevel5-$45,000



N. HumanResources– FilesandReportinga. PersonnelFiles—Original,officialpersonnelfilesmustbekeptattheagency’shome

officeandcopiesmustbekeptatthesitewherestaffislocated.Allfilesareconfidentialandcontainatleast,butarenotlimitedtocopiesofthefollowing:employee'sapplication,jobdescription,emergencyinformation,professionaldevelopmentplan,documentationofrequiredtrainingsandcertifications,criminalbackgroundcheckresults,andallperformanceappraisals.

b. AgenciesmustnotifyDFSSofstaffresignations/terminationsnolaterthanthefinaldayofemploymentviaCOPA.Agencieshavesixweekstoreplacestaff.

c. HumanResourcesReporting-- AllChicagoEarlyLearningprogramsarerequiredtosubmitDFSSamonthlyAgencyHumanResourceReport.PleasenotethatthisagencygeneratedreportreplacestheCertificationofPersonalActiontemplatepreviouslyused.

i. Theagencyhastheflexibilityofformattingitsownreportthatcanalsobeusedtoreporttotheagency’spolicycommitteeandboard.AReportTemplateisavailableintheFormsAddendumtothismanual

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ii. Thereportmustcontaintheelementslistedbelow.1. Nameofagency.2. NameofStaff,Title/Positionandsalarysource(s).3. TypeofPersonnelAction:Hire,terminationforcause,terminationfor

layoff,resignations,retirements,demises.4. IncludeDateofHire,promotion,terminationforcause,terminationfor

layoff,resignations,retirements,ordemise.5. Staffseparationfromemployment:includedatethestaffwasmarked

inactiveinCOPA;andasapplicable,includewhenstaffaccesstoCOPAandTeachingStrategiesGOLDwasdeactivated.

6. Criminalbackgroundrecordsclearancedatesfornewstaff/promotions.a. Indicateyesornoiftheemployee’sCRCdateshavebeen

enteredintotheemployee’sCOPAHRfile.b. IndicateyesornoiftheCRCswereclearedbeforehire.

7. Includepolicycommitteeandboardapprovaldatesforhiringofkeystaff(HS/EHS/EHSCCPOnly):HRDirector,CFO,ExecutiveDirector/HeadStartDirector;otherkeystaffwithpolicyanddecision-makingresponsibilitiesfortheprogram.

8. Reportstaffvacancies:a. Title/Siteb. Lengthofvacancy

a. Forteachingpositions:listthesitenameandclassroomc. Planofactiontohire/hiringprocessstatus.d. Arethereanyvacanciesfromtheproceedingmonth’sreport?

Pleaseexplain.iii. Thereportmustbesubmittedwhethertherearepersonnelactionsornot.

1. Indicateonagencyletterheadthattherewerenopersonnelactionsthisforthemonthofandincludetheyear.

2. Updatesonvacanciesshouldbeincluded.iv. ThereportmustbesignedanddatedbytheHRDirectororassigned.v. Thereportmustbesubmittedbythe7th ofeachmonth.vi. Usethefollowingfilenameconventionwhensavingthedocumentanduploading

ittoCOPAeDocs:1. FileName/MonthYear2. Example:HRRJan2019

vii. UploadingtoCOPAeDocs–1. Gotocys.mycopa.come– thistakesyoutotheCOPAhomepage2. EnteryourUserNameandPassword.Clickcontinue.3. ClickoneDocstab.4. ClickonAgencythenLinkAgencyID;theUploadDocumentpage

appears.5. ClickonBrowsetabtolocatethehumanresourcereportsavedtoyour

computer/selectthereporta. Whensavingyourdocumentremembertousethenaming

convention:FileName/MonthYearb. Example:HRRJan2019

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6. UnderDocumentTypeselectCertificationofPersonnelActions7. SelectUploadbuttontouploadthehumanresourcesreport

O. Volunteers– DFSSagenciesmustensurethatregularvolunteershavebeenscreenedforappropriatecommunicablediseases.Illinoismandatesaphysicalandbackgroundcheckforeachregularvolunteer.Aregularvolunteerisdefinedasapersonvolunteeringthreehoursormoreaweek.Agenciesmustensurethatchildrenareneverleftalonewithvolunteers.

P. ProfessionalDevelopmentSystemsa. Agenciesmusthavewrittenpoliciesandproceduresthatdescribetheirsystemfor

ensuringthatorientation,training,andprofessionaldevelopmentopportunitiesareavailableforstaff.Agenciesmustestablishandimplementasystematicapproachtostafftrainingandprofessionaldevelopmentdesignedtoassiststaffinacquiringorincreasingtheknowledgeandskillsneededtoprovidehighquality,comprehensiveserviceswithinthescopeoftheirjobresponsibilitiesandthatisattachedtoacademiccredit,asfeasibleandappropriate.

b. Agenciesmustprovideanorientationtoallnewstaff,consultants,andvolunteersthatfocuses,ataminimum,onthegoalsandunderlyingphilosophyoftheprogramandthewaystheyareimplemented.

c. Agenciesmustdesigntheirmodelsfortrainingandcontinuingprofessionaldevelopmentforallstaff,includingfamilysupportstaff,toincreaseknowledgeandskills,fosterteamwork,andimproveprogramquality.

i. Activitiescouldincludebrownbaglunchworkshops,learningcommunities,webinars,staffpresentations,outsidetraining,andothers,asfeasible,tomaintainprogramoperationalintegrity.

d. Allstaffmusthaveindividualprofessionaldevelopmentplansandaccesstoprofessionaldevelopmentopportunitiesthatarerelevanttotheirworkandthathaveapositiveimpactonoverallprogramquality,outcomes,andtheexperiencesforthechildrenandfamiliesserved.

i. Individualprofessionaldevelopmentplansmustinclude,ataminimum:1. goals,tasks,andtimelinesforgoalcompletion,createdduringtheannual

evaluationperiod,andmonitoredduringsupervisionsessions.2. Anoutlineoftheresourcesandactivitiestofulfilltheplan.3. Elementsthatsupportthetransferofknowledgetopractice.

ii. ProfessionaldevelopmentplansandexperienceswillbemonitoredbothbyagenciesandDFSS.

iii. Wheneverpossibleorrelevant,agenciesandstaffshoulduseGatewaystohelpdevelopindividualprofessionaldevelopmentplan.

iv. ProfessionaldevelopmentplansmustbeavailableforreviewbyDFSSmonitoringstaff.

v. ProfessionaldevelopmentplansmustbeuploadedintoCOPA,asdirected.e. EducationStaffProfessionalDevelopment&Training

i. Agenciesmustensurethatalleducationstaff,includingeducationsupervisors,sitedirectors,andcoordinatorreceivestandardizedtrainingonthecurriculumandassessment,includinginterraterreliability,andthatinterraterreliabilityiskeptcurrent.Agenciesshouldhavewrittenproceduresthatdocumentthe

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i. xstepsstaffshouldtaketoaccessandcompleteInterraterReliabilityTraining,includingbutnotlimitedtotrainingstobetaken,timelinesforcompletions,protectedtimetocompletetrainings,andtrainingsupervisors.

ii. EducationtrainingmustalignwiththeGatewaystoOpportunityRegistry.Atthecompletionofallworkshops,participantswillreceiveaGatewayscertificate,andthetraininginformationwillbeenteredintotheirprofessionaldevelopmentrecord.AllstaffmustberegisteredintotheGatewaysRegistrySystemandkeeptheirmembershipuptodate.

iii. Teachingstaffmustmeetthelicensingrequirementof15hoursofannualprofessionaldevelopment

iv. Teachingstaffmustcompletev. Teachingstaffwillbeprovidedwiththreelevelsofprofessional

development/trainingopportunities:1. Basic.Workshopsthataredesignedtoprovideinformationonchild

developmentandstrategiesthatsupportageappropriateactivitiesforchildrenbirthtoagethreeandpreschool.Includedarebasicareassuchasbehaviormanagement,environment,literacy,math,andscience.Basicworkshopsaregearedtonewteachers.

2. Level1.Workshopsthatprovideamorein-depthlookathowchildrenlearnanddevelop,andhowtoplanforlearnerswithdiverseneedsandexperiences.

3. Level2.Workshopsthatfocusonintentionalteaching,differentiatedinstruction,workingwithsmallgroups,coaching,andmentoring.

vi. CoachingforEducationStaff1. Agenciesmustimplementapractice-andresearch-basedcoaching

model.Practice-BasedCoachingoccurswithinthecontextofacollaborativepartnership.Thecoaching-cyclecomponentsinclude:

a. Establishingsharedgoalsandactionplanning,b. Engaginginfocusedobservation,andc. Reflectingandreceivingfeedbackaboutteachingpractices.

2. DFSS,inpartnershipwithitsagencies,implementsaresearch-based,coordinatedcoachingstrategyforeducationstaffthat:

a. Assessesalleducationstafftoidentifystrengthsandareasofneededsupport.

b. Identifieswhichstaffwouldbenefitmostfromintensivecoaching.

c. Ataminimum,providesopportunitiesforintensivecoachingtoeducationstaffidentifiedthroughtheprocess,includingopportunitiestobeobservedandreceivefeedbackandmodelingofeffectiveteacherpracticesdirectlyrelatedtoprogramperformancegoals.

d. Ataminimum,providesopportunitiesforeducationstaffthatarenotidentifiedforintensivecoachingtoreceiveotherformsofresearch-basedprofessionaldevelopmentalignedwithprogramperformancegoals.

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e. Ensuresintensivecoachingopportunitiesforstaffthatalignwiththeprogram’sschoolreadinessgoals,curricula,andotherapproachestoprofessionaldevelopment;usesacoachwithadequatetrainingandexperienceinadultlearningandinusingassessmentdatatodrivecoachingstrategies;providesongoingcommunicationbetweenthecoachandappropriateagencystaff;andincludesclearlyarticulatedcoachinggoalsinformedbyprogramgoals.

3. DFSSusesthecoachingsystemandassessmentresultstoprovidestafftheneededsupporttime,strategies,andresourcestoimprove.

4. IfanagencychoosestonotparticipateintheDFSScoordinatedmodel,itcanimplementitsown,aslongasitmeetsthecriteriasetforthbytheOfficeofHeadStart,includestrainingandtechnicalassistance,andisapprovedbyDFSS.

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I. Definition

TheDataManagementsectioncoversthetypeofdatamanagementsystemsagenciesmusthaveinplacetoensurethatdataiscollected,aggregatedandanalyzedeffectivelytosteerprogramdecision-making,recordkeeping,andreporting.


A. GeneralPurposea. Examiningdataisakeystepinplanningfor,assessing,andcommunicatingaboutthe

qualityofservicesaprogramprovides.Recordkeepingandreportingsystemsdependoneffectivedatamanagement.Thesetwomanagementsystemsunderscoretheimportanceofbuildingandmaintaininginstitutionalmemorythroughwell-designedreportsandeffectiverecordkeepingactivities.Accessiblerecordsfacilitatethedesignanddistributionofreportsthatinformstaff,programleadership,andexternalcommunitypartners.

b. Efficientandeffectiverecordkeepingenablesprogramstoreportaccurateandtimelyinformationregardingchildren,families,andstaff–ensuringappropriateconfidentialityofinformation.Directorsandmanagersmustplayanimportantroleincreatingaculturethatsupportsstaffatalllevelstomanageprogramdataintheirdayto-daywork.

c. Managementofprogramdataincludeseffectivelysupportingtheavailability,usability,integrity,andsecurityofthedata.Aprogrammustestablishproceduresondatamanagementinareassuchasqualityofdata,effectiveuseandsharingofdata,whileprotectingtheprivacyofchildrecords.

B. GenerallyAcceptedRecordkeepingPrinciples®a. Theprinciplesbelowconstituteagenerallyacceptedglobalstandardthatidentifiesgood

practicesfordatamanagement– definedbyARMAInternationalasa“strategic,cross-disciplinaryframeworkcomposedofstandards,processes,roles,andmetricsthatholdorganizationsandindividualsaccountablefortheproperhandlingofinformationassets.Informationgovernancehelpsorganizationsachievebusinessobjectives,facilitatescompliancewithexternalrequirements,andminimizesriskposedbysub-standardinformation-handlingpractices.”

i. PrincipleofAccountability– Aseniorexecutive(orapersonofcomparableauthority)shalloverseetheinformationgovernanceprogramanddelegateresponsibilityforrecordsandinformationmanagementtoappropriateindividuals.Theorganizationadoptspoliciesandprocedurestoguidepersonnelandensurethattheprogramcanbeaudited.

ii. PrincipleofIntegrity – Aninformationgovernanceprogramshallbeconstructedsotheinformationgeneratedbyormanagedfortheorganizationhasareasonableandsuitableguaranteeofauthenticityandreliability.

iii. PrincipleofProtection – Aninformationgovernanceprogramshallbeconstructedtoensureareasonablelevelofprotectionforrecordsandinformationthatareprivate,confidential,privileged,secret,classified,oressentialtobusinesscontinuityorthatotherwiserequireprotection.

3.DataManagement

1GenerallyAcceptedRecordkeepingPrinciples®©2017ARMAInternational,www.arma.org

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iv. PrincipleofCompliance – Aninformationgovernanceprogramshallbeconstructedtocomplywithapplicablelawsandotherbindingauthorities,aswellaswiththeorganization’spolicies.

v. PrincipleofAvailability – Anorganizationshallmaintainrecordsandinformationinamannerthatensurestimely,efficient,andaccurateretrievalofneededinformation.

vi. PrincipleofRetention – Anorganizationshallmaintainitsrecordsandinformationforanappropriatetime,takingintoaccountitslegal,regulatory,fiscal,operational,andhistoricalrequirements.

vii. PrincipleofDisposition – Anorganizationshallprovidesecureandappropriatedispositionforrecordsandinformationthatarenolongerrequiredtobemaintainedbyapplicablelawsandtheorganization’spolicies.

viii. PrincipleofTransparency – Anorganization’sbusinessprocessesandactivities,includingitsinformationgovernanceprogram,shallbedocumentedinanopenandverifiablemanner,andthatdocumentationshallbeavailabletoallpersonnelandappropriateinterestedparties.

C. Withashifttowardsamore“data-drivendecision-making”culture,programsareexpectedtousedatainmoremeaningfulwaystoplanandmakedecisions.Thisinvolvesusingacombinationofqualitativeandquantitativedata.Qualitativeinformationcomesfromsourcessuchasinterviews,open-endedquestionnaireitems,andfocusgroups,andcanberepresentedinnarrativeformoranecdotes.Qualitativedataareexpressedinnumericalterms.

D. TheFourDataActivities

Preparingandcollectingdataarecloselytiedtorecordkeeping.Toprepareforeffectiverecordkeeping,youragencymustdecidewhattypesofrecordstocollectandkeepforyourrecordkeepingsystem.Throughaggregatingandanalyzingthedata,organizationsformnarrativesthatwillbethebasisofreportssharedwithinternalandexternalstakeholders.

E. KeyData&Reportsa. Agenciesmusthavesystems,andpoliciesandproceduresinplacetoensurethatthe

followingdataiscollected,aggregatedandanalyzed,andreportedtostaffandinternalandexternalstakeholders.Aggregateddataandreportsshouldbeusedforplanningontheclassroom,site,program,andagencylevel.AdditionalReportsandtheirroleinProgramMonitoringandQualityImprovementcanbefoundintheProgramMonitoringandQualityImprovementSectionunderRecordKeeping&Reporting.

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i. xKeydataandreportsinclude:i. CommunityAssessmentData&Reportii. EnrollmentData&Reportsiii. AttendanceData&Reportsiv. Home-BasedVisitingDatav. ChildAssessmentDatavi. SchoolReadinessDatavii. FamilyEngagementDataviii. HealthDataix. ProfessionalDevelopmentDatax. MonitoringDataxi. HumanResourcesDataxii. ProgramInformationReportDataxiii. Self-AssessmentData

F. DataUseforContinuousImprovement– Agenciesmustimplementaprocessforusingdatatoidentifyprogramstrengthsandneeds,developandimplementplansthataddressprogramneeds,andcontinuallyevaluatecompliancewithfederalandstatestandards,aswellasprogresstowardachievingprogramgoals.Thisprocessmust:

a. Ensuredataisaggregated,analyzed,andcomparedinsuchawayastoassistagenciesinidentifyingrisksandinformingstrategiesforcontinuousimprovementinallprogramserviceareas.

b. Ensurechildlevelassessmentdataisaggregatedandanalyzedatleastthreetimesayear,includingforsubgroupssuchasduallanguagelearnersandchildrenwithdisabilities.Thispracticeensurescontinuousimprovementrelatedtocurriculumchoiceandimplementation,teachingpractices,andprofessionaldevelopment.

G. MaintenanceofProgramData– Agenciesmustmaintainchildrecordsforsevenyears.a. Aslongastherecordsaremaintained,agenciesmustmaintainwithchildrecords

informationonallindividuals,agencies,ororganizationstowhomadisclosureofpersonalidentifiableinformationfromthechildrecordswasmadeandwhy,withtheexceptionofprogramofficialsandparents.

b. Ifaprogramusesaweb-baseddatasystemtomaintainchildrecords,theprogrammustensuresuchchildrecordsareadequatelyprotectedandmaintainedaccordingtocurrentindustrysecuritystandards.

H. ProhibitionsonUseofScreening&AssessmentDataa. Screeningandassessmentitemsanddatamaynotbeusedforranking,comparing,or

otherwiseevaluatingindividualchildrenforpurposesotherthanresearch,training,ortechnicalassistance.

b. Screeningandassessmentitemsanddatamaynotbeusedforthepurposeofprovidingrewardsorsanctionsforindividualchildrenorstaff.

c. Screeningandassessmentitemsanddatamaynotbeusedtoexcludechildrenfromenrollmentorparticipation.

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I. SharingofDataSystems– DFSSanditsagencies,totheextentpracticable,willintegrateandsharerelevantdatawithstateeducationandExceleRatedatasystems,ifinreturn,theycanreceivesimilarsupportandbenefitsasotherparticipatingearlychildhoodprograms.

J. UseofDFSSDataManagementSystem&Websitea. DFSSprogramdataismanagedthroughChildOutcomes,PlanningandAssessment

(COPA)system.i. COPAisusedtomanagealldata,includingenrollment.ii. COPAshouldbeusedbyagenciestomonitoraggregateanalyzeenrollment,

attendance,andprogrammaticactivities.iii. COPAcalculatestheannual,federalProgramInformationReport(PIR).This

federalself-reportisusedtohighlighttheprogramstatusonindicatorsinallcontentareasatanytimeduringtheyear.

iv. COPAisthetoolforagenciestonotifyDFSSofprogrammaticchangesandrequestapprovals,suchas:

1. ChildOver-IncomeRequestformtoobtainapprovaltoenrolloverincomechildren.

2. GeneralInformationRequestformtorequestnewCOPAuser.3. Enrollmentrequestform,usedwhenachildisalreadyinCOPAand

changessites;permissionisneeded.4. COPAAttendanceAdjustmentRequest,usedifachildisnotentered

within10daysofattendance;arequestisneededtoenterthechildinCOPA.

5. SupplementaryPIRform,usedwhentherearedataconflicts.6. ISBEcertificationforteacherPELandendorsements,enteredand

neededtotrackcompliancewithISBEregulations.v. ProceduresontheuseoftheCOPAsystemisonthewebsiteat

https://cys.mycopa.com/b. DFSSChildOutcomesdataismanagedthroughTeachingStrategiesGOLD.

i. TSGolddatashouldbemonitored,aggregated,andanalyzedregularlyonaclassroom,site,program,andagencybasistoplanforchildlessonsandprofessionaldevelopment.

ii. ChildOutcomesdatamustbeaggregatedandanalyzedatleastthreetimesayearatfall,winter,andspringcheckpoints.

iii. SeeEducationSectionofthismanualformoreinformation.

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I. Definition

ProgramStructurereferstothecompositionofprogramdelivery,includingsetting,groupsize,staff-childratios,serviceduration,andquantityofhome-visitsand/orparentconferences.

II. ChicagoEarlyLearningStandards:

A. GeneralRequirements—ProgramOptionsa. Programmodelsandoptionsmustmeettheneedsofthechildrenandfamiliesinthe

communitiesserved.Programstructurestandardsarebasedonresearchthatdemonstratesthemosteffectivecompositionanddosageofprogramstosupportchilddevelopmentandoutcomes.

b. Programsmayoperateoneormoreofthefollowingprogramoptions:center-based,familychildcare,home-based/home-visiting,charter/privateschool,oranapproved,locallydesignedorinnovativeoption,basedonthefundingstreamstheyareusingtofundaclassroomorcohortofchildren/families:

Table4.1:Funding&ProgramOptions

4.ProgramStructure

BirthtoThreeYearsOld ThreetoFiveYearsOldFunding Funding

PreventionInitiative(PI)

EarlyHeadStart(EHS)

EarlyHeadStartChildCarePartnership(EHS-CCP)

PreschoolforAll(PFA)

HeadStart(HS)

ServiceDeliveryModels ServiceDeliveryModelsCenter-Based

Center-Based Center-Based Center-Based Center-Based

Home-Based(Home-Visiting)


CharterSchools/PrivateSchools

CharterSchools/PrivateSchools

FamilyChildcareHomes




c. ProgramsmustreceiveapprovalfromDFSStoconsideralocally-designedorinnovativeoption.

B. ProgramOptionApprovala. Aspartofthegrantapplicationprocess,HS/EHS/CCP-fundedprogramsindicatethe

programoptionstheyprovideandjustifyhowthoseoptionsmeettheneedsoftheirfamiliesandcommunities.

b. Ifaprogramwishestoprovideanoptionotherthantheone(s)itcurrentlyprovides,itmust:

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i. Reachouttoitsmonitoringteamandhaveapreliminarydiscussionofthereasonsforwantingtoexpand/changeitsprogramoption,andhowitmightaffectitscurrentprogramoptions.

ii. Ifthereispreliminaryevidencetosupportaprogramoptionchange,themonitoringteamleaderwillasktheprogramdirectortosubmitaformalrequesttochangeitsprogramoptions.Theformalrequestmustincludearevisedprogramscheduleandanarrativejustification,usingcommunityassessmentandenrollmentdata,tosupportthechangedoptions.

iii. RequestsforchangesinprogramoptionsshouldbesubmittednolaterthanMay,inanticipationofthenextprogramyear.

c. Approvalforchangesinprogramoptionswillbeprovidedbeforethenextgrantapplicationduedate,sothatprogramscanaddresstheprogramoptionchangeinitsprogramnarrative,schedule,andbudget.

C. Center&School-BasedOptionsa. Inthecenter-based/school-basedoption,educationandchilddevelopmentservicesare

deliveredprimarilyinaclassroomsetting.b. AllDFSSfundingstreamscanbeusedtosupportcenter-basedandschool-basedoption.c. Allcenter-basedandschool-basedsettingsmustmeetstatelicensingrequirements.d. Allcenter-basedandschool-basedsettingsmustachieveGoldlevelQRIS.e. Collaborationfundingisallowedincenterbasedandschool-basedoptions.HS-PFAor

EHS/EHS-CCP-PIcollaborationfundingmaybeused,withorwithoutChildCareAssistanceFunding.Programsusingcollaborationfundingmustmeetthestrictestprogramperformancestandardsandrequirements.

f. ContinuityofCare/RelationshipsModelrequirementi. PreventionInitiativecenter-basedprogramsmustimplementthecontinuityof

relationshipmodeldescribedintheEducationSection.ii. EHS-CCP-fundedcenter-basedprogramsmustimplementthecontinuityof

relationshipsmodeldescribedintheEducationSectionby2023.g. Duration,groupsize,staffing,andfamilyengagementrequirementsoutlinedinTable

4.2.h. Additionalstaffingrequirements

i. Twoqualifiedteachersarerequiredinallclassroomsatalltime,regardlessofchildenrollmentorattendance.

ii. Naptime1. In HSfundedclassroomsduringnaptime,oneteachingstaffmember

maybereplacedbyonestaffmemberortrainedvolunteerwhodoesnotmeettheteachingqualificationsrequiredfortheage.

2. InEHS/CCPfundedclassroomstheremustbetwoteachersatalltimes.3. PFA/PIfundedclassroomswillfollowDCFSlicensingstandardsforthe

appropriateagegroupforstaffingatnaptime.iii. TeacherCredentialrequirementscoveredunderHumanResourcesinthe

ProgramManagement&QualityImprovementSection.iv. Site-basedfamilysupportspecialist.Allcenter-basedsites,includingpartner

sites,musthaveafamilysupportspecialistassignedtooron-sitetosupport

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iv. xfamilieswhilemeetingthecaseloadmaximums.i. ChildCare-Onlyfundedclassroomsmustmeetstateguidelines.j. AddingSites.ProgramsmustrequestpermissionfromDFSStoopenaDFSS-fundedsite

duringtheprogramyear.i. ProgramsdonotneedpermissionfromDFSStoaddsitesthatdonotreceive

fundingfromDFSS.k. AddingClassrooms.ProgramsmustrequestpermissionfromDFSStoopenaDFSS-

fundedclassroomduringtheprogramyear.i. ProgramsdonotneedpermissionfromDFSStoaddclassroomsthatdonot

receivefundingfromDFSS;however,centersmustrespectcontinuityofrelationshipspolicieswhenopeningclassrooms.

Table4.2:Center-Based&School-BasedCare

BirthtoThreeYearsOld ThreetoFiveYearsOldEarlyHead

StartEarlyHead

Start-ChildCarePartnership

PreventionInitiative

HeadStart Pre-SchoolforAll

DurationFullDay 7.5hours/day

5days/week240days/year

10hours/day5days/week240days/year

7.5hours/day5days/week

240days/year

7.5hours/day5days/week240days/year

HalfDay(HSonly)

N/A --4YOs3.5hours/day,5days/week,180days/year

--3YOs3.5hours/day,4/week,180days/year--3-4YOsDoubleSession:3.5hours/day,4

days/week,180days/year.

GroupSize*FullDay 8 Predominantage4YO—20

Predominantage3YO--17HalfDay N/A 17

Staffing*Staff:ChildRatio

1:4 1:10

TeachersperClassroom

2 3 2 2

FamilyEngagementHomeVisits 2 2 N/AParentConferences

2 2

*Licensingmayfurtherlimitclasssizeandratiosbasedonthephysicalsizeoftheclassroom.

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D. FamilyChildCareHomeOptiona. IntheFamilyChildCareHomeoption,educationandchilddevelopmentservicesare

deliveredprimarilyinalicensedchildcarehomesetting.b. HeadStart,EarlyHeadStart,andEarlyHeadStart-ChildCarePartnershipcanbeusedto

supportthefamilychildcarehomeoption.c. FamilyChildCareHomeNetworks

i. Agenciesareencouragedtocreateanetworkoffamilychildcarehomes.ii. Agenciesmuststaffapositionthatfunctionsasafamilychildcarenetwork

coordinatorwiththeresponsibilityofensuringthatallhomesareincompliancewithCELSandHSPPS.

iii. AgenciesmaystructuretheFCCHoptiononeoftwoways:eithertheagencyhasalegally-bindingagreementwithoneormoreFCCHprovidersthatclearlydefinestheroles,rights,andresponsibilitiesofeachpartyortheagencyhirestheFCCHproviderdirectly.

d. Allfamilychildcarehomesettingsmustmeetstatelicensingrequirements.Allcenter-basedandschool-basedsettingsmustachieveGoldcircleofqualityinExceleRateIllinois.

e. Collaborationfundingisallowed.HS-ChildCareorEHS/EHS-CCP-ChildCarecollaborationfundingmaybeused.Pre-SchoolforAllandPreventionInitiativefundingmaynotbeusedinthisoption.Programsusingcollaborationfundingmustmeetthestrictestprogramperformancestandardsandrequirements.

f. ContinuityofCare/RelationshipsModelrequirementi. FamilyChildCareHomesareencouragedtoprovideservicesforchildrenbirthto

fivetopromotecontinuityofrelationships.ThecontinuityofrelationshipsmodelisdescribedintheEducationSection.

g. Duration,groupsize,staffing,andfamilyengagementrequirementsareoutlinedinTable4.3.

h. ProvidercredentialsarecoveredunderHumanResourcesintheProgramManagement&QualityImprovementSection.

i. AddingHomes.ProgramsmustrequestpermissionfromDFSStoopenaDFSS-fundedfamilychildcarehomeduringtheprogramyear.

i. ProgramsdonotneedpermissionfromDFSStoaddhomesthatdonotreceivefundingfromDFSS.

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A . X

Table4.3:FamilyChildCareHomesBirthtoThreeYearsOld ThreetoFiveYearsOld

EarlyHeadStart

EarlyHeadStart-ChildCarePartnership



DurationFullDay 7.5hours/day

5days/week240days/year

10hours/day5days/week240days/year

N/A 7.5hours/day5days/week240days/year

N/A

GroupSizeFullDay 1:6(includingprovider’schildren)

2:12withassistantN/A 1:6(includingprovider’s

children)2:12withassistant

N/A

AgeRequirements

nomorethan2ofthe6under24monthsold;maycareforupto4youngerthan36monthswithmaxgroupsize4&nomorethan2

under18monthsold

nomorethan2ofthe6under24monthsold;maycareforupto4youngerthan36monthswithmaxgroupsize4&no

morethan2under18monthsold

StaffingStaff:ChildRatio

1:6 N/A 1:6 N/A

TeachersperGroup

1:6 N/A 1:6 N/A

FamilyEngagementHomeVisits 2 N/A 2 N/AParentConferences

2 N/A 2 N/A

E. Home-basedandHomeVisitingOptionsa. Inthehome-based/home-visitingoption,educationandchilddevelopmentservicesare

deliveredprimarilyinthechild’shome.b. HeadStart,EarlyHeadStart,andPreventionInitiativecanbeusedtosupportthehome-

based/home-visitingoption.c. Collaborationfundingcannotbeusedforthehome-based/home-visitingoption.d. Duration,groupsize,staffing,andfamilyengagementrequirementsoutlinedinTable4.4.e. Additionalcaseload,frequency,andgroupsocializations/sessionguidelines

i. Socializationareasforlearning,playing,sleeping,toileting,preparingfood,andeatinginfacilitiesusedforgroupsocializationsinthehome-basedandhome-visitingoption,mustmeettheDCFSsafetystandardsandfollowthesafetystandardsintheSafetyPracticesSection.

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A . X

Table4.4:HomeVisiting/Home-Based

F. LocallyDesignedandInnovativeProgramOptionsa. Agenciesmayrequesttooperatelocally-designedorinnovativeprogramoptions,includinga

combinationofprogramoptions,tobettermeettheuniqueneedsoftheircommunitiesordemonstratealternativeapproachestoprovidingprogramservices.

i. Locally-designed/innovativeprogramsoptionsmustdeliverthefullrangeofservicesand

ii. Demonstratehowtheirprogramdesignisconsistentwithachievingprogramgoalsb. Agenciesmustsubmitarequesttooperatealocally-designed/innovativeprogramoptionand

haveaDFSS-approvedplanandbudgetbeforeusingDFSSfundingtosupporttheprogramoption.Seetheproceduresforrequestingachangeinprogramoptionaboveforhowtosubmitanapplicationtoprovidealocally-designedorinnovativeprogramoption.

c. ApprovalforlocallydesignedoptionsthatuseHS/EHS/EHS-CPPfunding,mustbeappliedforbyDFSSandapprovedbytheAdministrationforChildrenandFamiliesandmayberevokediftheoptionfailstomakeprogressonprogramgoalsormonitoringresults.

BirthtoThreeYearsOld ThreetoFiveYearsOldEarlyHead

StartEarlyHeadStart-Child

CarePartnership



DurationOnceaweek(weekly)

visitsfor90minuteseach

visit

N/A Twiceamonthvisitsfor1houreachvisit

Onceaweek(weekly)visitsfor90minutes

each

N/A

GroupSizeforhomevisitor12peronehomevisitor

N/A 24peronehomevisitor

12peronehomevisitor

N/A

Socializations&ParentMeetings

Socializations

2permonth NA 1permonth 2 N/A

ParentMeetings

1permonth NA 1permonth 1permonth N/A

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G. ServicesforPregnantWomen—Frequency&Durationa. PI-fundedprogramsthatprovideservicestopregnantwomenmustfollowtheduration,

groupsize,staffing,andfamilyengagementrequirementsoutlinedinTable4.4above.ProgramsmustprovidetheservicecomponentsoutlinedinFamily&CommunityEngagementSectionII.J.a-f.

b. EHS-fundedprogramsthatprovideservicesforpregnantwomenshouldestablishaschedulebasedontheneedsandwantsofthepregnantwomenandrelevantfamilymembers.ProgramsmustprovidetheservicecomponentsoutlinedinFamily&CommunityEngagementSectionII.J.a-f.

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I. Definition

Eligibility,recruitment,selection,enrollment,andattendance(ERSEA)referstothestandardsandactivitiesrelatedtofindingchildrenandfamilieswhoareeligibleforCELprograms,determiningtheirtypeofprogrameligibility,prioritizingtheirenrollment,andensuringtheyattendprograms.Eligibility,recruitment,selection,enrollment,andattendance(knownasERSEA)isakeycomponentofprogrammanagement.


A. GeneralPurpose--Programsmustprioritizetheenrollmentoftheneediestchildren,maintainfull-fundedenrollment,maintainarobustwaitinglist,practiceyear-roundrecruitment,andencouragepracticesthatsupportregularchildprogramattendance.

B. Recruitment-- Robustrecruitmentpracticesarecriticalformaintainingfullenrollmentthroughouttheprogramyear.RecruitmentistheprimaryresponsibilityofprogramswithsupportfromDFSS.

a. DFSSRecruitmentSupportsi. CommunityAssessment--Communityassessmentdatacanaidinrecruitmentby

providingprogramswithinformationconcerningchildandfamilydemographicsandneeds.Everyfiveyears,DFSSconductsathoroughcommunityassessmentandreleasesaquinquennialreportonthestateofyoungchildreninChicagoandtheirandfamilies.Communityassessmentdataisupdatedannuallyandavailableon-linethroughtheweb-basedCommunityNeedsAssessmentTool(CNAT).

ii. CitywideRecruitment--IncoordinationwiththeCityofChicago’sMayor’sOfficeandCPS,DFSSimplementsanannualmarketingcampaigntosupportprogramrecruitmentandenrollment.ThecitywidecampaignincludesaCELpresenceatcommunityeventsandCEL-brandedmaterials.CEL-brandedmaterialsincludebanners,brochures,etc.MaterialsareavailableinEnglish,Spanish,andotherlanguages,dependingoncommunityneedandrequest.Translatedmaterialswillbeprovidedwheneverpossible.SomeitemsmaybecustomizablewiththeCELagencynameandphonenumber.

iii. TheRecruitmentCorneroftheCSDUpdateisthemainvenueforsharinginformationconcerningthestatusofcitywiderecruitment.InformationregardingthefollowingitemswillbepostedintheCSDUpdate:

1. ThecalendarofcommunityeventstobeattendedbyCELrepresentatives.Thecalendarwillberevisedandrepostedasadditionalcommunityeventsareconfirmed.

2. Announcementofwhenrecruitmentpackageswillbereleasedtoagencies.

3. Formsforrequestingandcustomizingrecruitmentmaterials.b. RecruitmentPolicies&Procedures-- Programsmusthavepoliciesandproceduresthat

indicatewhichstaffhaveleadresponsibilityforthetasksandactivitiesassociatedwithrecruitment,includingcreatingandimplementingtherecruitmentplan,conductingthecommunityassessment,conductingoutreach,managingcommunitypartnerships,

5.Eligibility, Recruitment,Selection,Enrollment&Attendance

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b . xsettingupandmonitoringtheonlineapplication,managingtheagencywaitinglist,andmanagingrecruitmentmaterials,etc.

c. RecruitmentPlan-- Programsmustdevelopasystem-widerecruitmentplanbasedonseveralfactors,includingbutnotlimitedtotheirenrollmenthistoryandseatallocation,andcommunityassessment.DFSS’sand/ortheirowncommunityassessment(seeSection2.II.F.b).Therecruitmentplanshouldincludeattheminimum:

i. Thenumberofseatstofillinthenextprogramyearbasedontransitioningchildren.

ii. Theserviceareasinwhichtheyintendtorecruit.iii. Themainstrategiestheywillusetorecruithighestneedchildren,including

homelesschildren,childrenwithdisabilitiesandsystem-involvedfamilies.iv. Communitypartnershipsthataidtheminrecruitment.v. Materialsneededforrecruitment,includingprojectedneedsfromDFSS.vi. Languagescommonintheirserviceareaandtheirstrategytoensurethat

recruitmenthappensinallservice-arealanguages.vii. Trainingplantoensurethatallstaffwhosupportparentrecruitmentand

enrollmentareknowledgeableonenrollingchildrenintheprogram,includinghowtosupportfamiliesuseoftheonlineapplication.

viii. Scheduleofrecruitmenteventsandbenchmarks.ix. Allrecruitmentefforts,forcenter-based,home-based/home-visiting,orfamily

childcarehomesshouldbedocumented.x. Therecruitmentplanshouldbesubmittedto/mustbeavailabletotheagency’s

DFSSMonitoringteam.d. TipsforEffectiveRecruitment--DFSSstronglyrecommendsthatagenciesintegratethe

followingstrategiesintotheirrecruitmentplan:i. Scheduleregularrecruitmentactivitiesintheprogramcalendar,includingopen

housesorotherevents.ii. Collaboratewithothercommunityagenciesforreferralsinmarketingthe

program.iii. Identifyandsetuprecruitmentspaceatcommunitylocations,events,and

affiliatedprograms.iv. Identifystrategiestoincludeandrecruitchildrenwithdisabilities,include

settinguprelationshipswithlocalhospitals,pediatricians,clinics,WICoffices,andChildFamilyConnectionagencies.

v. MakeuseofDFSSrecruitmentmaterialsandsupplementthemwithotheritemsthatmarkettheprogramatcommunityevents.

vi. Makeuseofmedia,includingsocialmedia,printmedia,radio,andotherplatforms.

vii. Useagencywebsitestoshowcaseprogrambenefits,bringpotentialfamiliesintothecenterthroughphotos,videos,andotherinteractiveprogramming.

viii. Ensurethatallrecruitmentmaterialsareavailableinrelevantlanguagesforthelocalcommunity.

e. Recruitmentisasharedresponsibilityamongallprogramstaffandprogramstakeholders,andstaffshouldbeencouragedto:

i. RecruitchildrenandfamilieswhoareeligibleforCELprogramsintheserviceareaonanongoingbasis.

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ii. Informallfamiliesinthetargetedserviceareaandlocalcommunityoftheavailabilityofservices,asoutlinedinthecommunityassessment.

iii. Postfliersinlocalbusinessesviacommunityinformationboardsand/orinplacespotentiallyeligiblefamiliesfrequent.

iv. Brainstormandbringtoleadershipotherrecruitmentstrategiesandideas.v. Beanambassadorinthecommunityforthecenter,theagency,andthe

program.f. Thefollowingstrategieshelpsupporttherecruitmentofchildrenintohome-

based/home-visitingprograms:i. Buildcommunitypartnershipstoexpandrecruitmentofnewfamilies.Create

andmaintainalistofcommunityagencies,contactsmade,andtheresults.ii. Scheduleregularrecruitmentevents,astimeandcaseloadsdictate.iii. Ifahomevisitor’scaseloadisfewerthan12families,acceleraterecruitment

effortsatvaryinglocationsanddocument.iv. Documentallinterestedfamilies’information,suchasname,address,and

contactinformation.v. Followupwithallfamiliesbyprovidingthemwithanapplicationformandany

pertinentinformationpertainingtothehome-basedprogram.vi. Assistfamiliesincompletingtheapplicationpacket.

g. Thefollowingstrategieshelpsupporttherecruitmentofchildrenwithdisabilities:i. Collaboratewithcommunityagenciesservingchildrenwithdisabilitiestorecruit

childrenforallprograms.ii. CreatecommunitypartnershipswithlocalChildFamilyConnections,Early

Interventionproviders,Hospitals,andclinics.iii. Monitorthenumberofchildrenintheprogramwithdisabilities.

C. ApplyingforaCELPrograms-- Familiesandguardianscanapplyforprogramsfor0-3yearoldsorpregnantwomeninpersonandfor3-5yearoldsinpersonorthroughtheonlineapplicationatchicagoearlylearning.org.Ifafamilyappliesinpersonfor3-5yearoldprograms,agenciesshouldstillcompletetheonlineapplicationwiththefamily.Failuretodosomayresultinasmallerseatallocationthantheagencyrequires.

a. HowtoapplyforCELprogramsfor3-5yearolds:Allprogramsserving3-5yearoldsmustusetheonlineapplicationsystemasthepointofentryforenrollingchildreninpre-schoolagedprograms.Pre-schoolagedchildrenmayapplyfortheprograminoneoftwoways:1)Thefamilymayapplythroughtheonlineapplicationsystemandbeofferedaplacementataprogramatacommunity-basedsettingthatdirectsthefamilytoanagency’ssiteforfollowup;or2)thefamilymayapplyinpersonatanagency’ssite,withhelpofstaffinmediatingtheonlineapplication.Programsmustensurethatfamiliesthatapplyin-personareaccountedforintheonlineapplicationsystem,toensurethattheagency’ssitecapacitystaysup-to-dateandthatDFSSanditsstakeholdersunderstandcitywidesupplyanddemand.

b. Overviewoftheprocessofusingtheonlineapplication:Ataglance,theprocessofapplyingforpreschool-agedprogramsviatheonlineapplicationsystemisasfollows:

i. Research.Familiesmayvisitchicagoearlylearning.org,acommunity-basedprogram,oraFamilyResourceCentertolearnmoreaboutCELprogramsand

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i. xcomparetheiroptionsforearlychildhoodeducation.Theymayalsocall312-229-1690forassistance.

ii. Apply.FamiliescanapplyforCELprogramsonlineontheirownatchicagoearlylearning.org orwithassistanceofaFamilyResourceCenterorothersocialserviceagency,orin-personatacommunity-basedprogramsite.Familieswhowanttoapplyonline,butwhohaveproblemsaccessingtheapplication,cancall312-229-1690toreceiveassistance.

iii. Verify.Familieswhoapplyonlinewillbegivenapreliminaryofferorplacement,andthenmustcometotheplacementsiteorcenterwiththeireligibilitydocumentation.Programscanmonitortheonlineapplicationtotrackfamilieswhohavereceivedoffersattheirsitesandfollowupwithfamilieswhohaveyettobringindocumentation.

iv. Enroll.Whenthefamilies’eligibilitydocumentationhasbeenreceivedandverified,programscanenrollchildrenbyplacingthemonthewaitinglist/recruitmentlistinCOPA.

c. SettinguptheOnlineApplicationforRecruitment:Programsmustsetupandmaintaintheirportionoftheonlineapplication.ThefailuretomaintaintheonlineapplicationwillleadtofewerreferralsforenrollmentandmayresultinasmallerDFSSslotallocation.

i. Programsshouldcalculatewithinthefirstquarteroftheprogramyearandreassessinearlyspringhowmanychildrenitanticipateswilltransitionoutorreturntoitspreschoolprograminthenextprogramyear(fall)andthenumberofseatsitwillwanttofill.

ii. Portionsofthisnettotalofavailableseatsareallocatedtodifferentpointvalues,inaccordancewithfundingrequirements.PointvaluesaresetbyCELprogramsandshouldalignwiththeprogram’sselectioncriteria.

iii. IfthenettotalofnewchildreninaprogrammeetsHSeligibilitystandards,thentheentireportionofthenettotalofnewstudentswouldbeallocatedtoapplicantswhosepointvaluematchHSeligibility.

iv. Basedonfamilyresponsestoriskfactorquestionsontheonlineapplicationandtheirprogramchoice,parentswillreceiveapreliminaryoffertothemostrestrictiveapportionmentofseatstowhichtheyqualify.Iftheydonotmeetthemostrestrictiveapportionment,thesystemwillattempttoslotthemintothenextmostrestrictiveapportionment.Oncea“match”isfoundinthismanner,a“preliminaryplacement”isoffered.Ifnomatchisfound,theapplicantisplacedonaprogram’swaitlist.

D. Selectiona. EstablishingSelectionCriteria(allages).Allprogramsmustannuallyestablishwritten

selectioncriteriaforallagesofchildrenintheirprogramthatensuresthatneediestchildrenareprioritizedforenrollment.

i. Selectioncriteriashouldbedevelopedincoordinationwithrecruitmentplans,fundingstreams’eligibilityrequirements,andthecommunityassessment,toensurethatitistargetingforenrollmentchildreninitsserviceareawhoareneediest.

ii. ProgramsmayusethecategoriesoutlinedbelowinTable1andaddadditionalcategoriestobestrepresentthepopulationstheyserve.

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iii. Pointvalueshouldbeassignedacrosscategories,sothatapplicationsforbirthtothreeandin-personpreschoolapplicationscanbeassessedandprioritizedforenrollment.

1. Pointsareusedtoprioritizechildrenforplacementandenrollment.Forexample,ifthereare20spacesavailableforchildrenand100childrenhaveappliedandmeettheeligibilityrequirements,theprogrammusthaveapointsystemsetupthatprioritizesplacementandenrollmentamongthose100families.

2. Pointsshouldbesite-based.iv. Preschool-agedselectioncriteriashouldalignwiththepointsystemtheprogram

entersinitsonlineapplicationslotmatrix.v. HS/EHS/CCP-fundedprogramsmustensurethatselectioncriteriaaredeveloped

withpolicyandparentcommitteesandfinalcriteriamustbeapprovedbytheBoard.

vi. Programsshouldprioritizetheenrollmentofchildrenandfamiliesexperiencinghomelessnessorinsecurehousing,incomeeligiblechildrenwithdiagnoseddisabilities,andincome-eligiblechildrenwithchronichealthconditions,regardlessofthetypeofconditionorlevelofseverity.

b. Pointsareassignedbyagenciesacrossthefollowingcategories:

Table5.1SelectionCriteria/OnlineApplicationPointCategoriesReturningStudent 1yes(household)– Non-EnglishSpeakingFosterChildorWardoftheState Age4Homeless/StudentinTemporaryLivingSituation(STLS) Age3

TANF TeenParentatTimeofChild’sBirthSSI TeenParentatTimeofFirstBirthTeenParentatTimeofApplication RecentImmigrantorRefugeeFamily>75%FederalPovertyLevel(FPL) HistoryofDCFSorLegalInvolvement75%-100%FPL DeathinImmediateFamily(parent,child,sibling)100%-162%FPL HistoryofChild/FamilyAbuseorNeglect162%-200%FPL HistoryofAlcohol/DrugAbuseinFamily

OverIncome(over200%FPL)

ADHD/ADD,Diabetes,HeartCondition,ConditionsRequiringMedications(asthma,eczema,seizure),TraumaticBrainInjury,High-RiskPregnancies,LowBirthWeight/FailuretoThrive,Other

AllHouseholdAdultsAttendSchoolorWork CaregiverhasMentalIllnessChildhasIEP ParentIncarceratedNon-EnglishSpeakingChildandHousehold(HH) PrimaryCaregiverdidnotCompleteHighSchool

1yes(child)– Non-EnglishSpeaking CaregiverOtherthanParentRaisingChild

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c. SelectionCriteriaandtheOnlineApplication—Allagenciesmustsetupselectioncriteriapointsintheonlineapplicationforpre-schoolagedchildren.

i. Whenfamiliesapplyusingtheonlineapplication,theycompleteahouseholdassessmentaspartoftheirfamilyprofile.Thisassessmentwilldeterminethefamily’stotalpointscore.Familiescanscoreamaximumof300pointswhenapplyingtoapreschoolprogramintheonlineapplication.Thefamily’spointsmayvarybasedontheprogram’ssite,fundingstream,andprojectedvacancy.

ii. Pointsareawardedaccordingtoeachsite’sonlineapplicationselectioncriteriaandleadtoplacementatspecificprogramsandsites.Itisimportantthatprogramscalibrateandrecalibratetheirpointcategoriesthroughouttherecruitmentseasontomaximizepotentialplacementsattheirsitesandmeettheirenrollmentgoals.

iii. DFSSprovidesguidanceandapprovalofallpointassignmentsandtheirvaluechangesovertime,tobestmeetandaddresstheneedsofspecificprogramsandtosatisfyfundingrequirementsandrules.

1. DFSSworkswithagenciestosetuptheironlineapplicationpointmatricesinthespringinanticipationofthecomingprogramyear.

2. DFSSmustapproveallpointmatricesbeforetheygolive.3. AgenciesseekingachangetoapointmatrixmustcontactDFSS.

E. Eligibility—AllchildrenenrolledinChicagoEarlyLearningprogramsmustbeageeligiblefortheprogramtheyareenrolledinandincomeorcategoricallyeligibleforthefundingthatsupportsthem.Allprogramsareresponsibleforensuringthattheyhaveon-siteproofofeligibilitydocumentationandthatithasbeenenteredinCOPA.

a. DeterminingAgeEligibilityforFundingi. CELpreschoolprogramsareopento

1. Allchildrenage4onorbeforeSeptember1oftheprogramyear,regardlessofincomeorothercategoricallyeligibility,andnotfiveyearsoldonorbeforeSeptember1oftheprogramyear;However,programsmustprioritizeenrollmentbasedontheirselectioncriteriaandavailablefundingsources.

2. Childrenage3onorbeforeSeptember1oftheprogramyear,whoareincomeand/orcategoricallyeligible.

ii. CELprogramsforchildrenbirthtoage3areopento1. Childrenbirthtothreewhoareincomeand/orcategoricallyeligible

iii. CELprogramsforpregnantwomenareopento1. Pregnantwomenwhoareincomeand/orcategoricallyeligible

b. DeterminingIncomeandCategoricalEligibilityi. DFSSprovidesfundingtosupportchildrenenrolledinCELprogramswhomeet

incomeand/orcategoricaleligibility.CELprogramsmaylayerfundingtosupportCELenrollmentchildrenifthechildmeetstheincome/categoricaleligibilityrequirementofeachfundingstreamsupportingher/him.ProgramsmustmeetaminimumleveloffundedenrollmentforHeadStartandPFA.Programsareencouragedtocostallocatefundingstreamstomaximizeclassroomenrollment.

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ii. ChildrenmaybechargedtoHSandchildrenandpregnantwomenmaybechargedtoEHSfundingstreamsiftheyare:

1. Ageeligible;and2. Thefamily’sincome isequaltoorbelowthefederalpovertyline;or,3. Thefamilyiseligibleforor,intheabsenceofchildcare,wouldbe

potentiallyeligibleforpublicassistance,includingTANFchild-onlypayments,or

4. Thechildisconsideredhomeless,asdefinedinHSPPS- Part1305andSection725(2)oftheMcKinney-VentoHomelessAssistanceAct;or

5. Thechildisinfostercare.iii. ChildrenmaybechargedtotheEHS-CCPfundingstreamiftheyare:

1. AreeligibleforHS/EHS,and2. Thefamilyiseligibleforor,intheabsenceofchildcare,wouldbe

potentiallyeligibleforpublicassistance,includingTANFchild-onlypayments.

iv. ChildrenmaybechargedtothePFA,andchildrenandpregnantwomenmaybechargedtoPIfundingsteamiftheyare:

1. Ageeligible;and2. ThechildlivesinthecityofChicago;and3. Thefamily’sincome isequaltoorbelow200percentofthefederal

poverty line;or,4. Thefamilyiseligibleforor,intheabsenceofchildcare,wouldbe

potentiallyeligibleforpublicassistance,includingTANFchild-onlypayments,or

5. Thechildisconsideredhomeless,asdefinedinHSPPS- Part1305andSection725(2)oftheMcKinney-VentoHomelessAssistanceAct;or

6. Thechildisinfostercare

F. VerifyingEligibility—Eligibilitymustbeverifiedanddocumentedforallfamilies.Familieswillapplyeitheron-lineorinperson.Iftheyapplyonlinethroughtheonlineapplicationandreceiveaplacementforaprogram,theyaredirectedtobringeligibilitydocumentationtotheprogram/site.Ifafamilycomestoapplytoaprogram/sitein-person,theycannotbeenrolleduntiltheycompletetheonlineapplicationandbringineligibilitydocumentation.

a. Programsmusthavewrittenpoliciesandproceduresforverifyingfamilyincomeandkeepingthedocumentationofverificationonsite.

i. AgenciesmusthaveawrittenpoliciesandproceduresthataddressstaffwhointentionallyviolateeligibilitydeterminationproceduresandwhoenrollpregnantwomenandchildrenwhoarenoteligibletoreceiveCELprogramservices.Theproceduresshoulddescribewhatstepswillbetakenbytheprogramforstaffwhoviolatetheeligibilitydeterminations.

ii. Incomeeligibilitymustbedeterminedusingthemostcurrentfederal povertyguidelines.

b. Programeligibilityverificationproceduresshouldfollowthesesteps:i. Conductanin-personinterviewwitheachfamilywhowishestoapplyforthe

program.Thisisconsideredintake.Duringintakeverifychildage,residency,and

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1 . xincome.ThestaffpersonwhoconductsintakemustcompleteandsignHS/PFAEVform.

1. Verifyage– Ensurethattheagerequirementfortheprogramandprogrammodel/option.

2. Reviewthechild’sbirthcertificateforageeligibility.a. Ifabirthcertificateisnotavailableand/orcreatesabarrierfor

thefamilytoenrollthechild,anothersourceofbirthverification,suchasahospitalbirthrecord,canbeusedorthestaffcanworkwiththefamilytosecureaduplicatebirthrecord.

b. Thechild’sbirthcertificatemustbecollected,maintainedinafile,anddocumentedascollectedinCOPA.

c. IfthechildwasbornoutsidetheUnitedStates,abirthcertificateorotherformofidentificationshowingthebirthdateisacceptable.

d. Ifthefamilyisidentifiedasrefugees,USDepartmentofHomelandSecuritydocumentationforthechildandtheparentareacceptable.

e. InaccordancewithIDCFSdaycarelicensingstandards,achildbornintheUnitedStatesmustsubmitabirthcertificatetothesitewithin30daysofenrollment.

f. Ifaparentcannotproduceabirthcertificate,heorshemustprovideareasonwhy,andtheagencymustworkwiththefamilytoobtainthedocument.

g. BirthcertificatescanbeobtainedfromtheBureauofVitalStatistics,OfficeoftheCookCountyClerk,118NorthClarkStreet,Chicago,Illinois60602,telephone(312)603-7790.

h. Birthcertificatesmayalsobeobtainedatlocalcurrencyexchangesforafee.ForbirthsoutsideCookCounty,birthcertificatescanbeobtainedfromthelocalcountyclerk’sofficeordepartmentofvitalstatistics.

i. Programsshouldsupportfamiliesinobtainingbirthcertificatesbycreatinglinkageswiththeseentities.

3. Verifyresidency– ChicagoresidencyisonlyrequiredforPFA/PI.Verifyresidencybyusingautilitybillorotherdocumentationofaddressinthefamily’sname.

4. Verifyincome– Verifyfamilyincomebyusingthemostrecentindividualtaxforms,W-2forms,two/fourcurrentpaystubsnoolderthantwomonthsold,SSI,writtenstatementsfromemployers,ordocumentationshowingcurrentstatusofpublicassistance,fostercarestipends,childsupport,oranyotherproofofincome,includingself-employment.

a. Lettersfromemployersshouldbesignedanddated,withcontactinformationofasupervisorormanagernoted.Pleasemakesurethedateofemployment,salary,date,andsignatureisincluded.Centerstaffwillcalltoverifyinformation.

b. Noincome– Familieswhostatetheydonothaveincomemustdocumentandsignadeclarationof“noincome”:

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a. X

i. Onasheetofpaper,theparent/guardianshouldwriteastatementdescribingtheirsituationandwhytheyhavenoincomeandsignit.

ii. Onthesamepaper,theparent/guardianshouldwriteanotherstatementindicatingathirdpartywhocanverifytheir‘noincome’statusandsignaconsentforthestafftocontactthatthirdparty.

iii. Staffcontactthatpersonandwriteaverificationofthecontactonthesamepaper.Iftheparent/guardiandoesn’thaveanyonetheyarecomfortablegivingconsenttocontacttoverify,theywritethatstatementinlieuofthecontactinformationforthethirdpartyandsignit.Staffwritesastatementtheyhavediscussedwiththeparentandsigns.

iv. Agencypre-writtenformsofnoincomedeclarationsarenotacceptable.

5. Whenthedesignatedstaffpersonhasreviewedandapprovedtheverificationdocuments,she/hesignsanincomeverificationform(HSEV/HSPFAEV)statingtheyhavereviewedalldocumentsrelatedtoincomeeligibility.Whenthechild’seligibilityisapproved

a. Forpreschoolchildrenwhohavealreadyappliedthroughtheonlineapplication,theonlineapplicationgeneratesaletterastoplacementorwaitliststatusthatissenttothefamily.

b. Forpreschoolchildrenwhoareapplyinginperson,thedesignatedstaffpersonwhohasreviewedandapprovedtheverificationdocumentsandsignedtheHSEV/PFAEV,shouldcompletethefamily’sonlineapplicationtoensurethatthechild’sstatusisrecordedintheonlineapplicationsystem,anditwillgeneratealetterastoplacementorwaitliststatusthatissenttothefamily.

c. Forinfant,toddler,andpregnantmothers,thefamilyisnotifiedofeligibilitystatusonsiteatthetimeofincomeverification.

6. AllchildeligibilitydatamustberecordedinCOPA,andacompanionpaperfilemustbecompleted.Recordsofeachenrolledchildmustberetainedforthreefullyears,includingfilesforchildrenwhohavedroppedfromtheprogram,agedoutoftheprogramwhileonthewaitlist,orhavecompletedtheprogram.

G. Enrollment–Enrollmentinvolvesseveralstepsandendswhenthechildbeginsattendingtheprogramregularly.

a. Intake/Pre-Enrollment—Intakereferstotheactivitiesthatoccurwhilethefamilyisenrolling,rangingfromprovidingfamilieswithprograminformationandpoliciestocollectingdocumentsconcerningeligibilityandmedicalanddentalhistory.ForHS/EHS/CCP/PIthismayincludecompletinginitialhomevisits.

i. Thefollowingstepsmustbetakenbeforeachildisenrolled:

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1. Parent/guardiancomestositewitheligibilitydocuments.2. Parent/guardiansitswithagencystaff.3. Staffreviewdocumentationforeligibility(seerequirementsforeligibility

verificationabove).4. Onceeligibilityhasbeenverifiedpointsareassignedaccordingtofamily

profileandselectioncriteria(seeSelectionprocessabove).5. Thechildisputonawaitinglist.TherearetwowaitinglistsinCOPA:pre-

eligibilityverificationwaitinglistandpost-doc/acceptablewaitinglist.Onceonawaitinglist:

a. Achildcanmoveintoavacantseatrightawayorb. Moveintoavacancyatrollover.

ii. Tipsforintake--Successfulintakesetsuptherelationshipbetweenprogramandfamiliesforchildsuccess.Intakeisanopportunityforprogramstointroducethemselvesandtheirprogramrequirementsandgettoknowthefamilyandtheirdesiresandconcernsabouttheirchildren.Programscanbegintoworkwithparentstoobtainmedicalanddentalhomes,getphysicalsandimmunizationrecords,andaccessotherservicesthefamilymightneed.

iii. IntaketoEnrollmentTimeline-- DFSShasestablishedatimelineofnolongerthan15daysbetweenafamily’sintakeandenrollmentapplication.

b. Enrollment--Enrolledmeansachildhasbeenacceptedandattendedatleastoneclassforcenter-based,school-based,orfamilychildcareoption,oratleastonehomevisitforthehome-basedoption.

i. AllsectionsofCOPAmustbecompletedaccuratelyandenteredintotheCOPAsystemtoensurethatthechildiscorrectlyenrolledandreceivesaCPSidentificationnumberfromthesystem.

ii. DFSShasestablishedatimelineofwithin15calendardaysofenrollment,andnottoexceed30calendardays,forthefollowingsteps:

1. Completefamilyassessment.2. Center- andschool-basedprogramoptions:Informfamiliesaboutfamily

supportservicesavailableonsite.3. IdentifyandenterintoCOPAataminimumonegoal,referral,andcase

note(seeFCESectionfordetails).4. HS/EHS/CCP/PI:Schedulethefirsthomevisitwiththefamily.

c. FullEnrollment--Allprogramsareexpectedtobefullyenrolledduringtheiroperatingyear.Programsareexpectedtorecruityear-roundandmaintainup-to-datewaitinglistsinCOPAtoensurefullenrollment.PFA/PI-fundedprogramsareexpectedtomaintainatleast80%expectedenrollment.

d. Vacancies.HS/EHS/CCP-fundedprograms:Whenavacancyoccurs,enrollmentslotscanbereservedforupto30daysforpregnantwomen,familiesexperiencinghomelessnesswithyoungchildren,and/orchildreninvolvedinthechildwelfaresystem.Iftheslotisnotfilledafter30days,itisconsideredvacantandmustbefilledwithin30days.Nomorethan3%oftheprogram’sfundedenrollmentslotsmaybereservedforthesehighneed,highpriorityfamilies.

e. UnderEnrollment.Ifprogramshaveunder-enrollmentfortwoconsecutivemonths,theirmonitoringteamswillworkwiththemtocreateanactionplantoaddressenrollment,

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e. xwhichmayincludeaplanforreducingthefundedallocationandcapacity.f. ChildrenwithDisabilities:Allprogramsshouldprioritizetheenrollmentofchildrenwith

disabilitiesandreferchildrenforevaluationwhenwarranted.HS/EHS/CCPprograms:10%ofchildrenenrolledmusthaveadiagnoseddisability.(SeeEducationSectionandServicesforChildrenwithDisabilitiesSection).

H. EnrollmentofOverIncomeChildren--Programsmayenrollfamilieswhoseincomeismorethan100%ofthefederalpovertylevelinHS/EHS/CCP(overincomefamilies),providedtheirchildrenwouldbenefitfromservicesandtheseparticipantsonlymakeupto10%oftheHS/EHS/CCPenrollment.ProgramsmustrequestapprovaltoenrollthemfromDFSS.

a. Childrenareacceptedforover-incomeenrollmentunderthefollowingcircumstances:i. ThechildisageeligibleforHS/EHS/CCP.ii. Theagencyhasnotreached10%enrollmentofoverincomechildren,calculated

accordingtothePIRReport999inCOPA,asthenumberofoverincomechildrenservedtakenasapercentageoftotalcumulativeenrollmentfortheprogramyear.Forexample,aprogramwhosecumulativeenrollmentfortheyearis100thathasserved5over incomechildrenisat5%.

iii. Thereisnotamoreeligiblechildwaitlistedforthesameprogrammodelandoptionatthesite.

iv. Typically,familieswhosefamilyincomeisover185%FPLwouldnotbeapprovedtohavetheirchildrenenrolled.Whenanagencysendsrequeststoenrollchildrenwhosefamiliesareoverincometotalingmorethan10%oftheircumulativeenrollment,preferenceisgiventothelowestincomechildren.

v. Therearetwoexceptionstothis:amongover-incomeapplicants,preferenceinacceptingchildrenisgiventochildrenwithIEPsandtosiblingsofcurrentlyenrolledchildrenatthesite.

b. Torequestoverincomeapproval,programsshould:i. Openthe“OverIncomeRequestForm”inMSWordandselectSAVEASto

createanewfilenamingitwithchild’sname,suchasOIRMariaSanchez.ii. Completeallsectionsoftheform,includingcompletefamilyincome.No

signatureisrequiredonthisdocumentsinceCBOswillmaintainthoseontheHSEVtheyretainintheiragencyfiles.

iii. EmailthiscompletedformasanattachmenttotheDFSSdatateam.iv. DFSSresponse:

1. Ifthecaseisapproved,DFSSwilladdpointstothefileonthewaitinglistsothatthechildcanbeenrolledinCOPAandwillfaxanapprovallettertothe.agency/sitefaxnumberprovided.

2. Ifthecaseisdenied,DFSSwillnotifytheagency,offeringanexplanation

I. EnrollmentandFees.Agenciesmustnotchargeeligiblefamiliesafeetoparticipate.Paymentofanyfeecannotbeaconditionforaneligiblechild’senrollmentorparticipationintheprogram.

a. Programscannotchargeforfieldtrips,food,diapers,supplies,transportation,oranyotherserviceassociatedwiththefamilies’enrollmentinHS/EHS/CCP/PFA/PIfundedprogramming.

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b. ProgramscanonlyacceptfeesfromfamiliesofenrolledchildrenforservicesthatareinadditiontotheservicesfundedbyHS/EHS/CCP/PFA/PI,suchaschildcareco-paymentsorsupporttochildrenfromdiverseeconomicbackgroundsbeforeorafterfundedHS/EHS/CCP/PFA/PIhours.

c. Forcenter-based,school-based,andFCCHfull-day,programsmustnotchargefor7.5hoursofserviceandforhalf-day,3.5hoursofservice.

J. PlanningforNextYear’sEnrollment--Inthespringofeachyear,programsmustdeterminehowmanyoftheircurrentlyenrolledchildrenwillbereturning.Thisinformationshouldbeusedtoascertainifchildren’seligibilitymustberedetermined,planforrecruitment,andsetuptheonlineapplicationforthecomingprogramyear.Programscanbeginmakingtheseassessmentsearlyintheprogramyear.

a. Re-determinationforenrollmentrollover--OnlychildrentransitioningintoaHS-fundedprogrammustbere-determinedforeligibility.PI-fundedchildrenremaineligibleforPFA-fundedprogramswithoutredeterminationofeligibility.FamilieswhowishtoenrolltheirchildrenforathirdyearinHSmustbere-determinedaswell.Incomeandthechild’sphysicalanddentaldocumentscannotbeolderthanoneyear.Toredetermine HSeligibility,followthesesteps:

i. DesignatedagencystaffwillbeginthetransitionplanforEHS/CCPparentsbeforethechildturns2yearsand6monthsold.

ii. Aspartofthetransitionplan,staffwillworkcollaborativelywithHSstafftosetupanintakeappointmentforthetransitioningfamily.

iii. Staffwillsupportparentsastheyregistertheirchildrenforthenexteducationalplacement.

iv. NamesofEHS/CCPchildrentransitioningtoHSwillbesharedwiththeappropriatestaff.

v. HSstaffwillbegintheregistrationprocessfortransitioningEHS/CCPfamiliesbyusingthefollowingsteps:

1. Providefamilieswitharegistrationpackettocomplete,includingalistofrequireddocumentationtobringinatthetimeofascheduledregistrationappointment.

2. Aftertheregistrationprocessanddeterminingeligibility,EHSstaffbringsallnewregistrationstotheenrollmentteamorotherdesignatedstaff.

3. IfCOPAisincomplete,staffisgiveninstructionsandmakesanappointmenttocompleteandupdatethefile.

4. AllEHSorEHS-CCPchildrenareplacedinthewaitliststatusinCOPA,thenre-enrolledinCOPA.

5. Makecontactwithfamilyviaphoneandmailtogivethemanupdateontheirchildfileandmailastatuslettertothem.

6. Sendthefamilyoftheenrolledchildanenrollmentletterindicatingthedate,time,andlocationoftheofficialstartday.

7. Setupanappointmentwithallenrolledfamiliestogooverthepartnershipagreement,familyassessment,andfamilyengagementoutcomes.

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b. Re-determinationshouldbedonemid-yearwithallreturningfamilies;thirdyearreturningfamiliesmustverifyincome.

c. PlaceallchildandfamilydataintoCOPA.d. Agenciesmustsetuptheonlineapplicationforre-enrollment/roll-over:

i. Identifyreturningchildrenandthosetransferringout.ii. Determineclassroomcapacity.

e. Transferringbetweenprograms—Parentsmaytransferchildrenbetweenthesameprogrammodelfromoneagencytoanother,undertheincomeandothercriteriaestablishedattheirinitialenrollmentintheiroriginalagency.Totransferfiles,submitatickettotheDFSSDataTeam.

K. SlotReallocation—DFSSmayre-allocateslotsduringtheprogramyeartomeetenrollmentbenchmarksandensureresourcesaredirectedtothecommunitieswiththemostneed.Programscanrequesttoeitherincreaseordecreasetheirfundedslots,orifaprogramhasbeenchronicallyunder-enrolled,DFSSmayre-allocatetheirslotstoaprogramwithanup-to-datewaitinglist.

a. Requestingslottr-allocation:Agenciesinterestedincreasing/decreasingslotsmustsubmitaslotre-allocationrequestform totheirmonitoringteam.

b. Slot-reallocationpriorities:Agenciesthatcandemonstrateproofofthecapacitytoimmediatelyservere-allocatedslotsinhighneedareas,willhavetheirrequestsprioritizedifslotsbecomeavailable.Proofofcapacityincludes:

i. Incenter-based,school-based,andFCCHprogramoptionsproofofcompliancewithages,ratios,class-size,teacherrequirements,andlicensing.

ii. Forhome-based/home-visitingprogramoptionsproofofcompliancewithages,ratios,cohort-size,andhomevisitorrequirements.

L. Attendance--Attendanceisimportant.Improvingchildattendanceislikelytorequireachildbychild,familybyfamilyapproach.

a. Programsmustcreatestrongmechanismsforparentinvolvementtoensureconsistencyinchildren’sattendance.Informationregardingtheimportanceofattendancemustbediscussedintheparenthandbook,duringtheparentorientation,andinparentworkshops.

b. Dailyattendanceprocedures:i. Forcenter-based,school-based,andFCCH,classroomattendancewillbetaken

dailyanddocumentedinCOPAandintheclassroomattendancebook.Absenceswillbenoted,withaqualitativeexplanationfortheabsenceenteredintoanecdotalrecords.

ii. Ifthechildisabsentandtheparent/guardianhasnotcontactedagencystaffwithinonehourofthestarttimeoftheprogram,staffmustcontacttheparenttoensurechild’swell-beingandmakenoteofthereasonforthechild’sabsence.InformationshouldbedocumentedinCOPA.

1. Parents/guardiansshouldbecontactedasearlyinthedayaspossible.DFSSrecognizesthatforextendeddayprograms,childrenmayarriveatvariousintervalsbetweenthecenteropeningandthebeginningofwhattheagencymightconsidertheprogramhours.Therefore,eachagency

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1 . xwilldeterminewhatthebenchmarkisfor‘starttime’forthisstandard.Bestpracticeistocontactallfamiliesthathavenotreportedtheabsencewithintwohoursofthisstarttime.

iii. Whenachildisabsentandtheparentcontactsthesitestatingthereasonfortheabsence,notesaboutthereasonfortheabsenceareenteredinCOPA.

iv. Ifthechildhasnotreturnedtoschoolbythethirdday,thedesignatedagencystaffwillcontactthefamilytofollowuponhowthechildisdoing.

v. Ifthereareunexplainedabsencesthatexceedstwoconsecutivedaysormore,agencystaffwillmakeaspecialphonecalltothefamilytoassessthereasonforabsenteeismandtodiscusstheimportanceofschoolattendanceasapplicable

vi. Ifcontactstothefamiliesareunsuccessful,mailoremailanattendancelettertothehome.Ifthereisnoresponsetophonemessages,emails/texts,orletters,attemptahomevisit.

vii. Ifabsenteeismcontinues,staffwillworkwiththeparenttodevelopappropriatefamilyengagementinterventionstrategiestoencourageregularattendance.Possiblesupportsmayalsoincludeworkingwiththeprogram’smentalhealthconsultantorsocialworker.

viii. Ifachildceasestoattend,theprogrammustmakeappropriateeffortstoreengagethefamilytoresumeattendance,includingprovidinginformationaboutthebenefitsofregularattendance,supportingfamiliestopromoteregularattendance,andconductinghomevisitsormakingotherdirectcontactswiththechild’sparentsifthechildhasmultipleunexplainedabsences.

ix. Incircumstanceswherechronicabsenteeismpersistsandafterallfamilyengagementeffortshavebeenexercisedtoimproveattendance,thechild’sslotwillbeconsideredanenrollmentvacancy.

x. Alleffortsmustbedocumented.c. Withinthefirst60daysofprogramoperationandongoingthereafter,agencyleadership

ortheirdesigneesshouldassessindividualchildattendancedatatoidentifychildrenwithpatternsofabsencethatputthematriskofmissing10%ofprogramdaysperyearanddevelopappropriatestrategiestoimproveindividualattendanceamongidentifiedchildren,suchasdirectcontactwithparentsorintensivecasemanagement,asappropriate.

d. Excusableabsencesincludeillnessorseriousinjury,hospitalization,communicabledisease,deathinthechild’sfamily,medicaltreatmentortherapy,temporaryfamilysituations,andhazardousdrivingconditions.Questionsofjointcustodyandparentalvisitationwillbeconsideredonanindividualbasis.

e. Ifachildwithadisabilityorspecialneedisunabletoattendtheprogramonaregularbasis,buttheprogramplacementisconsideredtobebeneficial,theagencymaychoosetooverenroll,therebyallowingthechildtoattendasable.Inthesecases,theagencymustdiscussitsplanwithitsDFSSeducationliaisonontheassignedmonitoringteam.

f. Programsmustensureappropriatemeasuresaretakenforevaluation,documentation,andimprovementoftheattendanceforchildrenorclassroomswhoseattendancefallsbelow85%.Aspartofitsconsultativemonitoringprocess,DFSSwillverifyattendancethroughregularreviewofmonthlyattendancereports.

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M. ERSEAManagingandMonitoring--StaffshouldmakesurealldataisrecordedinCOPAandmonitoredbythesite/programdirectorortheirdesignee.Eligibility,selection,andenrollmentdatawillbemonitored.

a. Thefollowingtasksaretobecompletedbyagencyleadershiporassignedtodesignatedstaff:

i. Developwrittenselectioncriteriabasedontheaboveprioritiesandtheneedsofthefamilies,asderivedfromthecommunityassessment.

ii. Determineafamily’seligibilitybasedontheselectioncriteria/pointsystemandrankingguide.

iii. Maintaindocumentationusedintheselectioncriteriatodetermineenrollmentandplacement.

iv. Createawaitinglistandmaintainitthroughouttheyear.WaitlistfilesaremaintainedinCOPA.

b. Agencyleadershipshoulddesignateappropriatestafftoreviewandmonitorthat:i. Eligibility,recruitment,selection,andenrollmentrequirementsarefollowed.ii. Eachchild’sfileforcompletionandaccuracy,includingexaminingchild’sage,

familyincome,family’saddress,andchild’shealthinformation.Instructtheappropriatestafftomakecorrections,ifthefileisnotcomplete;giveatimelineforcompletionandreviewagainafter.

iii. HS/EHS/CCPoverincomerecordstoensureappropriateapprovalsfromDFSSandthatthe10%limitisnotexceeded.

iv. ThebalanceintheageofchildrenenrolledineachHSclassroom.v. Thatappropriateenrollmentproceduresarefollowedandthatfunded

enrollmentismaintainedinHS/EHS/CCPandatleastat80%inPFA/PI.vi. Masterclasslistsofallchildrenenrolledintheprogramtoensuretheyareupto

dateandtaggedinCOPAwiththeappropriateprogramoptionsandfundingstreams.TheCOPA970Reportshouldbereviewedagainstprogrammodel,programoption,andfundingstreamoraccuracy.

vii. Allmonthlyrecruitmenteffortsandreportsummariestoappropriateagencyleadershipandfollowup.

viii. Waitinglistsareuptodate.

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I. Definition

Educationandchilddevelopmentreferstotheactivities,experiences,andpracticesthatsupportchilddevelopmentacrossdevelopmentaldomains.

II.ChicagoEarlyLearningStandards:

A. Programservicesarepremisedonthephilosophythattherelationshipbetweenthechild,family,andcaregiversiscentraltochildren’slearningandhealthygrowthanddevelopmentandthatprogramservicesmustbedevelopmentallyappropriateandindividualizedforeachchild.

B. TeachingandLearningEnvironmenta. Earlyeducationandchilddevelopmentservicesmustensurethatteachersandother

relevantstaffprovideresponsivecare,effectiveteachingandcare,inanorganizedlearningenvironmentthatpromoteshealthydevelopmentandchildren’sskillgrowth.

b. Learningenvironmentsandeducationstaffaresupportedbyregularandongoingsupervisionandasystemofindividualizedandongoingprofessionaldevelopment.

c. Programsmustbeinclusiveofchildrenwithspecialneeds,EnglishLanguageLearners,andotherspecialpopulations.

C. School-ReadinessGoals--Allprogramsmustestablishschoolreadinessgoals.Ataminimum,goalsmustbeestablishedineachofthefollowingdomains:languageandliteracydevelopment,cognitionandgeneralknowledge,approachestowardlearning,physicalwell-beingandmotordevelopment,andsocialandemotionaldevelopment.School-readinessgoalsmustalignwithDFSSSchool-readinessgoals,theHeadStartEarlyLearningOutcomesFramework(HSELOF),theIllinoisEarlyandDevelopmentStandards,theIllinoisEarlyLearningGuidelines,theprogram’scurriculumandassessmenttools.

a. Programsmustsubmitschool-readinessgoalstoDFSSthroughtheirmonitoringteamsandannualgrantapplicationasrequested.

b. Programsmusttrackquarterlyandannualprogressonschoolreadinessgoals.c. Schoolreadinessgoaldatashouldbeusedtoplanforannualtraining,supervise

educationstaff,anddevelopgroupandindividuallessonplans.d. HS/EHS/CCP-fundedprogramsarerequiredtoconsultwithparentsinestablishingschool

readinessgoals.D. Curriculum--ProgramsmustuseaDFSS-approved,research-basedcurriculumandimplementit

withfidelity.a. Center-based,school-based,andfamilychildcarehomesprogramoptionsmustusethe

CreativeCurriculumastheirprimarycurriculumb. HS/EHSfundedhome-basedprogramoptionmustuseParentsasTeachersorBabyTalk

asitsprimarycurriculum;PIfundedhomevisitingprogramoptionmustuseParentsasTeachers,BabyTalk,orHealthyFamiliesasitsprimarycurriculum.

c. ServicesforPregnantWomenmustfollowthesamecurriculumrequirementsasthehome-based/homevisitingprogramoption.

d. ProgramsmayrequestpermissionfromDFSStouseasupplementalcurriculum.Anysupplementalcurriculummustberesearch-basedandbeabletobemonitoredwithfidelity

6.Education&ChildDevelopment

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i. Toapplyforpermissiontouseasupplementalcurriculum,programsshouldsubmitamemototheirmonitoringteamoutlining

1. Thejustificationforthesupplementalcurriculum2. Howtheagencywilltrainstaffonthecurriculum(CurriculumTraining

Plan).Thismustincludestart-uptraining,on-goingtraining,andtrainingfornewstaff.

3. Howtheagencywillmonitorthecurriculumwithfidelity.4. Howtheagencywillpayforthesupplementalcurriculum.5. HS/EHS/EHS-CCP-fundedprogramsmustgetdocumentedPolicy

Committeeapprovale. CurricularEnhancements—Programsmayneedtoadaptthecurriculumtomeetthe

needsofindividualchildrenorspecialpopulations.Theseadaptationsmustbejustified,approvedbyDFSS,andmeetstandards/expectations.

i. Anexternalearlychildhoodeducationcurriculumorcontentareaexpertmustbeconsultedtodevelopsignificantadaptations.

ii. AdaptationsmustcontinuetomeetCELcurriculumstandardsandexpectationsaswellasthosestandardsattachedwiththeprogram’sfundingstreams.

iii. AdaptationsmustbeapprovedbyDFSS.Programsmustfirstseekpermissiontoadapt/enhancethecurriculum,andthengetapprovalofthecurriculumadaptation/enhancements:

1. Permissiontoadapt/enhancethecurriculum:Programsshouldsubmitamemototheirmonitoringteamoutliningthereasonfortheneedforanadaption/enhancement,includingwhythecurrentcurriculumdoesnotmeetanindividualorgroupofchildren’sneeds.Subjectmatterexpertsmaybeconsultedinexplainingwhythecurrentcurriculumdoesnotneedindividual/agroupofchildren’sneeds.

2. IfitisdeterminedbyDFSSthatanadaptation/enhancementisneeded,programsshouldsubmitamemototheirmonitoringteamthatincludes:

a. Adescriptionoftheadaptationsand/orenhancementsthatwillbemadeandhowtheymeetthechild’sneedsandupholdthegeneralstandardsassociatedwiththisCELSsection(i.e.HSELOF,IELS,ExceleRate).

b. WhichSubjectmatterexpertswereconsultedinadapting/enhancingthecurriculumandtheirqualifications.

c. Howtheagencywilltrainstaffonthecurriculumadaptations/enhancements(CurriculumTrainingPlan).Thismustincludestart-uptraining,on-goingtraining,andtrainingfornewstaff.

d. Howtheagencywillmonitorthecurriculumadaptations/enhancementswithfidelityandaproposalofhowDFSSshouldmonitorthecurriculumadaptations/enhancements.

e. Howtheagencywillpayforthealternativeand/orsupplementalcurriculum.

f. HS/EHS/EHS-CCP-fundedprogramsmustgetdocumentedPolicyCommitteeapproval.

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f. StaffSupporttoImplementCurriculawithfidelity--DFSSanditsagenciessupportstaffineffectivecurriculaimplementationusingvariousstrategiesandcontexts,including:

i. Trainingduringorientationandongoingopportunitiesthroughouttheyearforallstaffthatareresponsibleforimplementingthecurriculum.

ii. Observationsoftheclassroomorhomeatleastthreetimesayeartodeterminefidelityofimplementation,usinganyavailabletoolsdesignedfordeterminingfidelity.

iii. DFSSagenciesuseCreativeCurriculumCoachingtoFidelity.Staffpersonsareaffordedopportunitiestoreceivetimelyfeedbackfromtheseclassroomobservations.

iv. Asystemofongoingsupervisionandprofessionaldevelopmentforalleducationstaffthatincludesopportunitiesforreflection,developmentofskillsovertime,andsupportforcontinuousimprovement.

v. OnlineprofessionaldevelopmentviaTeachingStrategiesonthecurriculaandassessment.

E. DevelopmentalScreenings—Programsmustadministerorobtainacurrentdevelopmentalandsocial-emotionalscreeningwithinin45daysofthechild’sfirstprogramattendanceorhome-visitfortheprogramyeartoscreenfordevelopmentaldelaysorconcerns.

a. ScreeningsforreturningchildrencanbecompletedasearlyasJuly1andbecountedasmakingthe45-daydeadlinefortheprogramyear.

b. ChildrenwithacurrentcertifiedIFSP/IEParenotrequiredtobescreened,butitisrecommendedshoulditbesuspectedthatadditionalservicesmayneedtobeaddedtoachild’sIFSP/IEP.

c. Screeningsmustbeconductedwithwrittenparentorguardianconsent.d. Familiesmustbeprovidedwithinformationonthepurposeofthescreeningandonhow

theresultsofthescreeningwillbeused.e. Screeningsmustnotbeusedforranking,comparing,orotherwiseevaluatingindividual

childrenforpurposesotherthanresearch,training,ortechnicalassistance.Screeningitemsand/ordatamustnotbeusedforthepurposeofprovidingrewardsorsanctionsforindividualchildrenorstaffortoexcludechildrenfromenrollmentorparticipation.

f. Programsmustusethefollowingresearch-baseddevelopmentalscreeningtoolsaccordingtoitsspecifiedfrequency:

i. Infanttothreeprograms:Ages&StagesQuestionnaire,ThirdEdition(ASQ-3)andAges&StagesQuestionnaire:Social-Emotional,SecondEdition(ASQ:SE-2).

1. ASQ-3a. Classroomteacher/FCCHprovidershouldcompleteoneASQ-3

questionnairetogetherwiththeparent.Ifnotpossible,classroomteacher/FCCHprovidershouldcompleteaquestionnaireinadditiontosupportingtheparentincompletingone.

b. Iftwoarecompleted,teacher/providermustreviewparent-completedquestionnaireandfollowuponanyscoresinthegreyorblackandanyconcernsnotedintheoverallresponsesection.

c. Homevisitorsdonotspendenoughtimewiththechildtocompleteoneontheirownandsomustsupporttheparentincompletingthequestionnaire.

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d. Frequency:accordingtothescreeningtooldesign2. ASQ:SE-2

a. Classroomteacher/FCCHprovidercompleteaquestionnaireandtheparentmustcompleteaquestionnaire.Thisisdonebecausechildrencanbehavedifferentlyindifferentenvironmentsandtheperceptionofthepersoncompletingthescreeningisimportant.Aparentorteachermayneedsupportaroundabehaviorthatiseithernotobservedorisnotseenaschallengingintheotherenvironment.

b. Teacher/providermustreviewparent-completedquestionnaireswiththeparentandfollowuponscoresabovethecutofforanyconcernsnotedintheopen-endedquestions.

c. Homevisitorsdonotspendenoughtimewiththechildtocompleteoneontheirownandsosupporttheparentincompletingthequestionnaire.

d. Frequency:accordingtothescreeningtooldesign.ii. ThreetoFiveprograms:EarlyScreeningInventory-Revised(ESI-R)andASQ:SE-2.

1. ESI-Ra. Classroomteacher/FCCHprovidercompletesquestionnaire.b. ParentsmustcompletetherequiredESI-Rparentquestionnaire

foreachinstrumentwithinthesametime-periodastheESI-R.c. Developmentalscreeningsshouldbeadministeredinthechild’s

homelanguage.IfanagencyservesachildwhospeaksalanguageotherthanEnglishorSpanish,theprogrammustadministerthescreeningthroughthesupportofanadultinterpreter(stafforfamilymember)inthechild’shomelanguage.Programsshouldindicateatthetopofthescreeningthatitwasadministeredwiththehelpofaninterpreterandwhatthechild’slanguagehomelanguageis.Iftheprogramishavingdifficultylocatinganadultwhoissufficientlyproficientinbothlanguagestointerpret,theyshouldcontacttheirDFSSmonitoringteamforsupport.

d. Frequency:annually2. ASQ:SE-2

a. FollowInstructionsabove.g. ScoreInterpretation--Forallscreenings,regardlessofresult,ifaparentorteachernotes

aconcern,follow-upisneeded.Shouldaparentexpressaconcernthatindicatestheneedforreferralpriortocompletingascreening,itisnotnecessarytowaitforthescreeningtobeginthestepsforareferral.

i. Ages&StagesQuestionnaire-ThirdEdition--ScorethescreeningaccordingtotheASQ-3User’sGuideandtransferscoresandresponsestotheoverallquestionstotheInformationSummarypage:

1. Iftwoscreeningswerecompleted(byparentandteacher)thescoresfrombotharetakenintoaccountwhendeterminingfollow-up.InCOPA,informationfrombothscreeningsneedstoberepresented.

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2. Anyconcernsnotedintheoverallquestionssectionrequirefollowupwithparent.

3. Forscoreswellabovethemonitoringzone(inthewhite)inallareaswithnootherconcernsnotedbyparentorteacher:

a. Nofollow-upisneeded,andchildcanbenextscreenedaccordingtofrequencynotedabove.

b. InCOPA,thechild’sscreeningresultwillberecordedas“Passed”andscreeningdecisionas“OK”.Undercomments,writethatallscoreswereinthewhiteareainadditiontoanyothercomments.

4. Forscoresinthemonitoringzoneinoneormoreareas(shadedgrey):a. Onescoreinthegreyarea/monitoringzone:childtobe

rescreened,withtheappropriatetoolfortheirage,in6– 8weeks.

b. InCOPA,thescreeningresultwillbe“NeedsRescreen”andthedecisionwillberecordedas“Rescreen”.Inthecommentsnotewhichareasfellinthegrey.

5. Twoormorescoresinthegrayarea/monitoringzone,ortwoconsecutiverescreenresults:

a. Indicatesaneedforreferral,andthereferralstepsshouldbefollowedasoutlinedintheDisabilitiessection.

b. InCOPA,recordthescreeningresultas“NeedsRescreen”andthedecisionas“Refer”.Inthecommentsectionnotewhichareasfellinthegrey.

c. IfthechildistoooldforanEarlyInterventionreferral(lessthan45daysbeforechild's3rdbirthdayoralready3),anESI-RshouldbeadministeredforapossibleCPSreferral.

6. Oneormorescoresbelowthemonitoringzone(shadedblack):a. Indicatesaneedforreferral,andthereferralstepsshouldbe

followedasoutlinedintheDisabilitiessection.b. InCOPA,recordthescreeningresultas“NeedsReferral”andthe

decisionas“Refer”.Noteinthecommentsectionwhichareasfellintheblackorgrey.

c. IfthechildistoooldforanEarlyInterventionreferral(lessthan45daysbeforechild's3rdbirthdayoralready3),anESI-RshouldbeadministeredforapossibleCPSreferral.

ii. EarlyScreeningInventory-Revised(ESI-R)-- FollowtheprotocolintheESI-RManualtoscoretheinstrument.Ifachildrefusesonfour(4)ormoretasks,thenthescreeningcannotbescored.Aftertwotothreeweeksscreenagain,afterthechildhasadjustedtotheclassroomenvironmentoranyanxietyorillnessheorshemaybeexperiencing.ContinuedrefusalsmaybeanindicationofaneedforaMentalHealthorCPSreferralafterconsiderationofallsourcesofinformation.ThescreeningdecisionsfortheESI-RareOK,Rescreen, orRefer.

1. OKwithnootherconcernsnotedbyparentorteacher:a. Nofollow-upisneeded,andchildcanbenextscreened

accordingtofrequencynotedabove.

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b. InCOPA,thechild’sscreeningresultwillberecordedasPassedandscreeningdecisionasOK.

2. Rescreen:a. Childtoberescreened,withtheappropriatetoolfortheirage,in

6– 8weeks.b. InCOPA,recordthescreeningresultasNeedsRescreenandthe

decisionasRescreen.3. Refer orasecondRescreen:

a. Indicatesaneedforreferral,andthereferralstepsshouldbefollowedasoutlinedintheDisabilitiessection.

b. InCOPA,recordthescreeningresultasNeedsReferralandthedecisionasRefer.

c. InCOPA,forasecondRescreenresult,recordthescreeningresultasNeedsRescreenandthedecisionasRefer.

iii. Ages&StagesQuestionnaire:Social-Emotional,SecondEdition--ScorethescreeningaccordingtotheASQ:SE-2User’sGuideandtransferscoresandtheresponsestotheoverallquestionstotheInformationSummarypage.

1. Anyconcernsnotedinthecommentsoroverallquestionssectionrequirefollowup.Thescoresandcommentsonboththeparent- andteacher-completedscreeningsaretakenintoaccountwhendeterminingfollow-up.

2. Scoresbelowthecutoff(whitezone),onboththeparent- andteacher-completedscreenings,withnoothernotedconcerns:

a. Nofollow-upisneeded.b. InCOPA,recordthescreeningresultasPassed andscreening

decisionasOK.3. Scoresnearorabovethecutoff(greyorblackzone)ononeorboththe

parent- andteacher-completedscreenings:a. ScheduleanSRTmeetingwiththeteacherandparentstodiscuss

nextsteps.b. ConsiderafollowupmeetingwithMentalHealthConsultant,

andpossiblyoutsidereferrals,forsupport.SeetheMentalHealthsectionformoreinformation.

c. Forbirthtothree,areferraltoEarlyInterventionisindicated.SeetheDisabilitiessectionforstepstotake.

d. Forthreetofive,areferraltoCPSmaybewarranted,iftheissuesareadverselyaffectingthechild’s,orotherchildren’sabilitytolearnorparticipate.SeetheDisabilitiessectionforstepstotake.

e. InCOPA,recordthescreeningresultasNeedsReferralandthedecisionasRefer.

F. ChildAssessments—ProgramsmustusetheTeachingStrategiesGOLD,anongoing,observation-based,authenticassessmentsystem,toassesschildprogressalongdevelopmentallyappropriateandindividualizetrajectories,exceptingPIHome-visiting.

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PIHome-visiting programsmayusetheassessmenttoolinitsparentengagementcurriculum.a. TeachersandprovidersmustbeTSGOLDinter-raterreliable.b. TeachingStrategiesGOLDdatashouldbeusedbytheprogramtoinformand

adjuststrategiestobettersupportindividualizedlearningandtoimproveteachingpracticesincenter-basedandfamilychildcarehomesettings,aswellastoimprovehome-visitstrategiesinhome-basedmodels.

c. Programsmusthavea(documented)systemto:i. EnsuringthateducationstaffareTeachingStrategiesGOLDinter-rater

reliable.ii. ConductobservationsandanalyzeTeachingStrategiesGOLDchild

outcomedatatosupportindividualandgrouplearning.iii. AggregateandanalyzeTeachingStrategiesGOLDoutcomedataacross

classroomsandsites,tostrengthenteacherpracticesandchildren’slearningandoutcomes.

iv. Aggregate,analyze,andreportTeachingStrategiesGOLDoutcomedataatthreeannualregularcheckpointstoDFSS(fall,winter,andspring).SubmittoDFSSmonitoringteam.

d. PIHome-visitingusesongoingassessmentandscreeningtoolthatispartoftheparentengagementcurriculum,ortheASQdevelopmentalandASQSE,oranotherapprovedassessmenttool,ifcompletedregularlyeveryfourmonths.PIhome-visitingprogramsmusthaveadocumentedsystemto:

i. Ensurethathome-visitingstaffaretrainedinusingtheongoingassessmentandscreeningtool.

ii. Conductobservationseveryothermonthandanalyzingassessmentstosupportindividuallearning.

iii. Aggregateandanalyzeassessmentdataacrosscasestostrengthenhome-visitorpracticesandchildren’slearningoutcomes.

iv. Aggregate,analyze,andreportdataatthreeregularcheckpoints(fall,winter,andspring)toDFSS.

G. LessonPlanning– Programsmustdevelopanddocumentanintentionalprocessforlessonplanning,groundedintheHSELOFandotherstandards,forallprogramoptions,includinghome-visitsandsocializationactivitiesassociatedwithprogramoptions.

a. Programsshoulddesignateaprotectedregulartimeeachweektodevelopandevaluatelessonplans.

b. Plansshouldbedevelopedincollaborationamongtheteachingteam.c. LessonplanformsshouldexecutetheCreativeCurriculum(andothercurricula)with

fidelity.d. Intentionalityinlessonplansshouldbepracticedbyfollowingaregularplanningcycle

thatisinformedbyreflectivechildobservations.e. Lessonplansshouldbeindividualizationtorespondtoindividualchildren’sneedsas

documentedinTeachingStrategiesGOLDobservations.

H. ApproachestoRest,Meals,Routines,andPhysicalActivity

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a. DFSScenter-basedprogramsmustimplementanintentional,ageappropriateapproachtoaccommodatechildren’sneedtonaporrest.Infantsleep/naptimesaredictatedbythechild’sownbiologicalrhythms.

b. Inclassroomsforpreschoolagechildrenthatoperatefor7.5hoursorlongerperday,aregulartimeisprovidedeverydayduringwhichchildrenareencouragedbutnotforcedtorestornap.

c. Snackandmealtimesmustbeimplementedinwaysthatsupportchildren’sdevelopmentandlearning.

i. Bottlefedinfantsmustbeheldduringfeeding,andfeedingmustbeondemandratherthanatsetmealtimes.

ii. Fortoddlersandpreschoolchildren,mealsandsnacksshouldbeservedfamilystyle.Thismeansthatchildrenandstaffsittogetherandeatandthatchildrenareallowedtoservethemselvesasappropriatefortheiragewithsupportfromstaffasneeded.

iii. Snackandmealtimesaretobeengagingandusedaslearningopportunitiesthatsupportstaff-childinteractionsandfosterintentionalcommunicationandeducationalconversationsthatcontributetoachild’slearning,development,andsocialization.

iv. Programsmustprovidesufficienttimeforchildrentoeat,mustnotusefoodasrewardorpunishment,andmustnotforcechildrentofinishtheirfood.

v. SeetheNutritionSectionoftheCELSforfurtherrequirementsd. Routines,suchashandwashing,diapering,andtransitionsbetweenactivities,are

opportunitiesforstrengtheningdevelopment,learning,andskillgrowth.Thisisespeciallyimportantforinfantsandtoddlers,sinceitisthebasisforlearninganddevelopment.

e. Programsmustintegrateintentionalmovementandphysicalactivityintocurricularactivitiesanddailyroutinesinwaysthatsupporthealthandlearning.Physicalactivityisneverusedasarewardorpunishment.Teachersandprovidersmustengagewithchildrenduringphysicalactivities.

f. Programsmustprovideanenvironmentofacceptancethatsupportsandrespectsgender,culture,language,ethnicity,andfamilycomposition.Toensurethisresult,multiculturalexperiencesmustbewovenintoalldevelopmentalareas.Programsshouldbuildlessonsonexperiencesonchildren’scultureandfamiliarizethemwiththeheritagesofothergroups.Programactivitiespromotepride,culturalawareness,positiveself-image,andindividualstrengths.

I. ContinuityofRelationships(COR)– Allcenter-basedandschool-basedPreventionInitiative-fundedprogramsmustimplementsite-basedcontinuityofrelationshipmodel.AllEHS/CCPfundedprogramsusingcenter- orschool-basedprogramoptionswillberequiredtoimplementsite-basedcontinuityofrelationshipdesignmodelbyProgramYear2024.Inthismodel,thechildrenandteachingteamstaystogetherfromenrollmentthroughtransitiontopreschool(three-yearmodel)orthroughtransitiontokindergarten(five-yearmodel).Preschoolclassroomsshouldalreadybepracticingcontinuityofrelationships,withchildrenandteachingteamsstayingtogetheruntilthechildrentransitiontoKindergarten.InordertoimplementCOR,programsmust:

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a. Committokeepinggroupsofchildrenandteachingteamstogetherfromentryintothebirth-to-threeprogramuntilenrollmentofpreschool.

b. Choosetodolooping,mixed-age,oracombination.c. HaveaplantoIntroducetheprogrammodeltothefamilies.d. Amendprogramsystemsforenrollmentandrecruitment.e. Adjustprogramenrollmenttomatchbirthdaydeadlinesforentryintopreschool.f. Completeanenvironmentalassessmentandevaluateifequipmentandmaterialsneedto

bepurchased,oriftheclassroomspaceneedsalicenserevision.g. Providestaffdevelopmentopportunities,includingtimespentwithdifferentagegroups

ofchildren.h. Documentselectedmodelanditsimplementation.i. Implementatransitionplanforgraduallyorientingthechildintothenewclassroom

culturewithparentsinattendance.

J. EnglishLanguageLearners– ProgrammustidentifyEnglishLanguageLearnersatenrollmentandprovidestaffingandindividuallessonplanstomeettheneedsofEnglishLanguageLearners.

a. ProgramsmustdevelopacoordinatedapproachtosupportingEnglishLanguageLearnersthatincludes:whatplannedlanguageapproachwillbeusedintheclassrooms/homevisiting,howbilingualismandbiliteracywillbesupported,andhowinstructionwillbeindividualizedforchildren.

b. HS/EHS/CCP/PI:Ifthemajorityofchildreninaclassorhome-basedprogramspeakthesamelanguage,atleastoneclassstaffmemberorhomevisitormustspeakthatlanguage.

c. PFA:Bilingual/ESLServices.ChildrenwhoareeligibleforbilingualorESLservicesareclassifiedasELLs.IfaPFAprogramhasoneormoreELLs,thatprogrammusthaveanESL-orbilingual-endorsedteacherservingtheELLsandtoestablishapreschoolbilingualorESLprogram.TherequirementsforprovidingservicesforPFAchildrenwhoaredeterminedtobeELLsare:

i. Ifacenterhas20ormorechildrenwhohavethesamehomelanguageandaredeterminedtobeELLsbythePre-IPTOralTestthenthechildrenmusthaveELLservicesbyateacherwhohasboththePEL/ECEcertificationandthebilingualcertificationinthathomelanguage.TheteachermustofferlanguageandcontentinstructioninbothEnglishandthechild’shomelanguage.Inaddition,teachersmustalsoprovideESLservicestotheirELLsanduseappropriateELLstrategiesandsupportswhentheyteachinEnglish.

ii. Ifacenterhasfewerthan20childrenwhohavethesamehomelanguageandaredeterminedtobeELLsbythePre-IPTOralTest,thenthechildrenmusthaveESLservicesataminimumbyateacherwhohasboththePEL/ECEcertificationandtheESLendorsement.TheteacherwillberequiredtoteachallothersubjectsusingappropriateELLstrategiesandsupports.

iii. DeterminingChildELLstatus:1. Allfamiliesmustcompletethe HomeLanguageSurveyatenrollment.2. Ifafamilyanswersyestoanyquestion,theprogrammustadministerthe

Pre-IPTOralTest,anEnglishlanguageproficiencyscreener.

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ThePre-IPTOralTestmustbeadministeredbyappropriatelytrainedandcertifiedteacherwithin30daysoftheHSL/enrollment.TheresultofthePre-IPToralTestwillindicatewhetherthechildisconsideredanELL.

iv. ProgramsmusthaveadocumentedsystemforcollectedPre-IPTOralTestresultsatthebeginningoftheprogramyearanddeterminingthetypeofBilingual/ELservicesrequiredatthesite.

v. TheHLSandthePre-IPTOralTestshouldbedocumentedinthechild/familyfile.vi. Pre-IPTtrainingisonline:www.ballardtighetraining.com/iptinservice/.

K. UseofClassroom&TeachingAssessments--DFSSusesavarietyofclassroomandteachingassessmentstoevaluateCELprogramsandidentifyprofessionaldevelopment,training,andtechnicalassistanceneeds.Assessmentsmayinclude:

a. Age-appropriateCLASStoolsforallprograms.ThisincludestheCLASSforinfants,CLASSfortoddlers,andtheCLASSforPre-K.DFSSalsoprovidesCLASSassessorsforitsagenciesandensurestheyunderstandtherelationshipbetweenthecurriculumusedandCLASSscores,suchasthevarianceswhentheMontessoriapproachisused.

b. AgeappropriateEnvironmentalRatingsScalesforallprograms.ThisincludestheEarlyChildhoodEnvironmentalRatingScale,theInfant-ToddlerEnvironmentalRatingScale,theFamilyChildCareEnvironmentalRatingsScale,andtheSchool-AgedEnvironmentalRatingsScale.

c. ProgramAdministrationScale(PAS)d. Agenciesmayconducttheirownprogramevaluationsandassessmentsinadditionto

thoseconductedbyDFSSoritsagents.IfusingDFSSfunding,agenciesmustensureevaluatorsareinter-raterreliableandprovideDFSSwithresultstopreventduplicationofeffortanddata.

L. BehavioralConcerns—ExpulsionandSuspensionPolicya. Childrenmustnotbeexpelledorsuspendedunderanycircumstances.b. Agenciesmusthaveinplacepoliciesandprocedurestosupportchildrenwhoexhibit

challengingbehaviorandstaffwhoworkwiththem.c. AgencypoliciesshouldincludeclearguidelinesofwhentocontactitsDFSSmonitoring

staffaboutongoingbehavioralchallenges.d. Agencypoliciesmustincludethefollowingprocedurestoconformtostateandfederal

measurestoembedpositivebehavioralsupportstrategiesinallareasoftheprogram:i. Developwrittenproceduresandaplanofactionthataddresseschildbehaviors

usingpositivebehaviorinterventionsandsupports.Thementalhealthconsultantorotherprofessionalshouldbecontactedtohelpdeveloptheplans.

ii. Ensurethatrepeatedactsofchallengingbehavioraremonitoredandthatteachersareprovidedappropriateandmeaningfulsupportsandstrategies.

iii. Ensurefollowuptodeterminethefidelityofimplementationofplannedstrategies.

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iv. Aninter-disciplinarystaffingforthechildandfamilywillbeheldbeforefinaldecisionsaremadeaboutachild’scontinuedparticipationintheprogram.Theplandevelopedcanincludeattendancemodificationasastrategyandshouldincludeaplanforthechildtoreturntofulltimeparticipationornotesonthefeasibilityofthis.Theplanmayalsoincludearecommendationforshorttermexclusion(nolongerthanaweek)whileotherstrategiesorevaluationsarebeingimplemented.

v. Mentalhealthconsultant,families,andappropriatestaffshouldbeengagedtodevelopactionplansandsafetyplans.

vi. MakereferralsforIFSP/IEPotherservices,aswarrantedandappropriate.vii. Beforeanotherplacementisfound,theagencymustsendadocumentationof

allactionstakenandsupportgiventoitsDFSSliaisonontheassignedmonitoringteamforreview.Thedocumentationshouldclearlyindicatesupportsgiventothefamily.Ifthemonitoringteamorsupervisorhasconcernsabouttheextentofthedocumentation,adiscussionmayberequestedwiththeagency.

viii. Agenciesmustdocumentalleffortstakentoaddressissuesandassistthechildandfamilytoremainintheprogram.

ix. HS/EHS/CCPprogramsensureappropriatemeasuresweretakenforevaluation,documentationandimprovementforchildrenorclassroomswhoseattendancefellbelow85andmonitorthis.Aspartofitsconsultativemonitoringprocess,DFSSwillverifyattendancethroughregularreviewofmonthlyattendancereports.

M. FamilyEngagementinEducationServices--Parentandfamilyengagementiscenteredonbuildingrelationshipswithfamiliesthatsupportfamilywell-being,strongrelationshipsbetweenparents/guardiansandtheirchildren,andongoinglearninganddevelopmentforboth.Programsmustbestructuredtorecognizeparents’andguardians’rolesaschildren’slifelongeducatorsandtoencouragethemtoengageintheirchild’seducation.Agenciesshouldhavewrittenpoliciesandproceduresthatensurethat:

a. Theprogram’ssettingsareopentoparentsduringallprogramhours,andparentshaveaccesstotheirchild’sclassroomatalltimes.

b. Teachersregularlycommunicatewithparentstoensuretheyarewellinformedabouttheirchild’sroutines,activitiesandbehavior.

c. Allcommunicationsarerespectfulofthefamily’sbeliefs,valuesandculture,andstrengths-based.

d. Parentshavetheopportunity tolearnaboutandprovidefeedbackonselectedcurriculaandinstructionalmaterialsusedintheprogram.

e. Parentsandfamilymembershaveopportunitiestovolunteerintheclassandduringgroupactivitiesandoutings.

f. Teachersinformparentsaboutthepurposesofandtheresultsfromscreeningsandassessmentsanddiscusstheirchildren’sprogressduringparentconferencesandhomevisits.

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N. ParentConferences--Parentconferencesareavaluableopportunityforpersonalcontactandrelationshipbuildingwithfamilies.Thegoalofconferencesistoenhancestaffandparents’understandingoftheirchildren’seducationalanddevelopmentalprogressandknowledgeofprogramactivitiesanddevelopmentalexpectations.Programsmustfollowtheseguidelinesforparentconferences:

a. Conferencesmustbeheldasneeded,butnolessthanthreetimesperyearafteroutcomecheckpoints.

b. Conferencesmustbeofferedattimesthatareconvenientforparents.c. Sufficienttimemustbeallottedforparentinput,questions,andplanningfortheir

children’sdevelopmentalgoals.d. Anyinformationordatathatissharedmustbeexplainedandsharedinaformatthatis

understandableanduser-friendly.e. Parentsareprovidedwithinformationonhowtheycanhelptheirchildrenmeettheir

goalsandstaffasksfamiliesabouttheirobservationsoftheirchildrenathome,inordertogainaricherdevelopmentalpictureofeachchild.

O. HomeVisitsandDocumentation—Homevisitsareakeycomponentindevelopingtrusting,respectfulrelationshipswithfamiliesandaddressingtheirneedsandtheirchildren’sdevelopment.Homevisitsrequirementsmaybeindividualizedbyagencies,dependingonthefamilyneeds,culture,andpreferences:

a. Programsarestronglyencouragedtohavefamilysupportworkersaccompanyteachers,tostrengthenthedepthofthehomeschoolconnection.

b. Ifavisittoachild’shomeisnotanoptionbecauseoffactorssuchashomelessnessorextremesafetyconcerns,parentsandteachersmaymutuallyagreetomeetatanalternativelocation.

c. Thegoalsofeducationhomevisitsinclude:i. Engagingtheparentsinthechild’slearninganddevelopment.ii. Gaininginsightintoparent-childinteractions.iii. Identifyinglearningopportunitieswithinthehomeenvironment.iv. Gainingadeeperunderstandingofafamily’sculturalbeliefsandpractices.v. Betterunderstandingchildren’sdevelopmentandbehaviorinthecontextof

theirfamily,culture,anddailylife.d. DocumentationofhomevisitsforallprogramsshouldberecordedinCOPA.e. HS/EHS/CCP/PI-fundedcenter-based,school-based,andFCCHprogramoptions:Teachers

mustconductatleasttwohomevisitsperprogramyearforeachfamily,includingonebeforetheprogramyearbegins,iffeasible.

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7.ServicesforChildrenwithDisabilities

I. Definition

Thissectioncoverstheexpectationsforprovidingservicesandsupporttochildrenwithsuspectedandidentifieddisabilitiesandtheirfamilies.

II.ChicagoEarlyLearningStandards:

A. GeneralRequirements--InalignmentwithfederalIndividualswithDisabilitiesEducationAct(IDEA),thelawgoverningservicestochildrenwithdisabilities,allDFSSprogramsmustbeacceptingandinclusiveofallchildren,regardlessoftheirabilities.

a. Programsmustensurethatenrolledchildrenwithsuspectedandidentifieddisabilities andtheirfamiliesreceiveallapplicableservicesdeliveredintheleastrestrictiveenvironment.

b. UnderPartCofIDEA,theEarlyIntervention(EI)program,administeredbyIllinoisDepartmentofHumanServices(IDHS),isresponsiblefortheevaluationandprovisionsofservicestochildrenbirthtoagethree.ThepointofentryintotheEIprogramisthelocalChildandFamilyConnections(CFC)office.UnderPartBofIDEA,thelocaleducationagency(LEA),whichinChicagoistheChicagoPublicSchools(CPS),isresponsiblefortheevaluation,eligibilitydeterminationandprovisionofservicesforchildrenagesthreetofive.

c. Onanannualbasis,allprogramsmustdevelopacoordinatedapproachforthefullandeffectiveparticipationofallchildrenwithdisabilitiesandtheirfamilies,consistentwithsection504oftheRehabilitationActandtheAmericanswithDisabilitiesAct(ADA).Thecoordinatedapproachmustincludeprovisionsforrecruitment,enrollment,screening,transitionandaccommodationthroughfacilities,materials,instruction,staffingandpartnerships.

B. Recruitment-- Allprogramsmustincludestrategiesforrecruitingchildrenwithdisabilitiesintheirannualrecruitmentplans.Recruitmentmaterialsmustindicatethatallchildren,includingthosewithdisabilities,arewelcomeinCELprograms.

C. EnrollmentofChildrenwithDisabilitiesa. Agenciesmustnotdenyenrollmenttoachildbasedonhisorherdisabilityoritsseverity.b. HS/EHS/CCP-fundedprogramsareresponsibleforensuringthatatleast10%oftheirtotal

fundedenrollmentslotsarefilledbychildreneligibleforservicesunderIDEA.TheDisabilitiesStatusReportTipSheet providesguidanceondocumentingandtrackingprogresstowardsmeeting10%enrollmentofchildrenwithdisabilitiesforeachgrant.

c. Inordertoenrollachildwithaneducationaldisabilityfromanover-incomefamily,theOverIncomeRequestFormmustbesubmittedtoDFSSforapproval(SeeERSEAsection).

d. Programsmustincludepreparationofstaffandparent/guardianfortheenrollmentofchildrenwithsuspectedoridentifieddisabilitiesunderIDEA,asdocumentedonanIFSPforchildrenfrombirthtoage3andonanIEPforchildrenages3to5.Bestpracticeshouldincludeapre-attendancemeetingwiththeparent/guardian(s),teacher(s),andagencystafftoidentifythechild’sspecificneedsandtoensuretheaccommodationsandmodificationsareinplacebeforethefirstdayofattendance.

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D. DevelopmentalScreening/ScoreInterpretation--SeeEducationSectionfordevelopmentalscreeningproceduresandscoreinterpretation.

E. ReferralProcessforEarlyIntervention(ChildrenBirthtoAgeThree)a. EarlyIntervention(EI)isresponsibleforthereferralsandevaluationsofchildrenfrom

birthupto45daysfromtheirthirdbirthday.Programsmust,withparent’s/guardian’sconsent,promptlyandappropriatelyreferthechildforaformalevaluationtoassesschildeligibilityforservicesunderIDEAassoonastheneedforreferralisevidentbasedonanyorallofthesefactors:ASQ-3andASQ:SE-2results,informalorformalobservations,medicalreports,riskfactors,orparent/guardianrequest.

b. Ifthechildismorethan45daysawayfromhis/herthirdbirthday,referthechildtoEarlyIntervention.Ifthechildis45daysorlessawayfromhis/herthirdbirthdayortheyarealreadythree,andtheidentifiedconcernsarenegativelyimpactingthechild’sorotherchildren’sabilitytolearnorparticipate,followthestepsforareferraltoChicagoPublicSchools(CPS)outlinedbelowinDisabilitiesSectionG.ReferralProcessforChicagoPublicSchools(ChildrenAgesThreetoFive).TheCPSreferralpacketisthensenttotheassignedCPS-DFSSSubjectMatterExpert(SME).

c. StepsforreferringachildtoEI:i. StarttheProceduresforReferraltoEarlyIntervention-BirthtoThreePrograms

form.Thisformshouldbeusedasguidethroughoutthereferralprocessandshouldbekeptinthechild’sdisabilityfile.

ii. COPADataEntry:1. Ensuretheresultsofthedevelopmentalandsocial-emotionalscreenings

foreachchildhavebeenenteredinCOPAunderthe“Developmental”tab.

2. Enterreferralinformationonthechild’s“Referral”tab.Besuretoselect“Disabilities”astheserviceareaforthereferral.

3. Enterthechildashavingasuspecteddisabilityonthechild’s“Disability”tab.

iii. Withinfivedaysoftheidentifiedneedforareferral,designatedagencystaffmustbeinformed.

iv. Priortomeetingwithparent/guardian,designatedstaffmustmeetforaninternalstaffingtoreviewscreeningresults,shareotherrelevantinformation,discussreferraloptions,andplanfortheScreeningReviewTeam(SRT)meetingwithparent/guardian.DesignatedstaffshouldalsodeterminewhichCFCservesthefamily,basedonthechild’shomezipcode.TheCityofChicagoisservedbyCFCs8,9,10,and11.

v. Within15daysoftheidentifiedneedforareferral,designatedstaffmustconveneaScreeningReviewTeam(SRT)meetingwiththeparent/guardianstodiscussscreeningresults,classroomobservations,child’sstrengths,parent/guardianrightsunderIDEA,theEIevaluationandeligibilityprocess,andtheprovisionofservices.Parent/guardiansneedtobeinformedthatservicesareprovidedinthenaturalenvironment,whichcanbeinthechild’shome,communitysetting,orearlychildhoodclassroom/FCCH.Itistheparent’s/guardians’preferenceastowhichofthenaturalenvironmentsischosenandcanbeacombinationofhomeandtheclassroom.

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1. Iftheparent/guardianagreestothereferral:a. Designatedstaffshouldsupporttheparent/guardiantocallthe

assignedCFCduringthemeeting.Ifthecallisnotmadeatthattimeandtheparent/guardianhasagreedtothereferralandsignedtheEarlyInterventionReferral&AuthorizationtoReleaseInformation,staffcancalltheCFCtoinitiatethereferral.ItisbesttocontacttheCFCtodeterminetheirpreferredmethodforreceivingreferrals.Thisformcanbemailed,faxed,oremailedtotheCFC.ItisrecommendedtocallbeforeandafterfaxinganydocumentstotheCFCtoensuretheyarereceived.Itisnotrequiredtosendscreenings,medicalreports,andobservationnotes,butthesemaybeincludedinthereferral,ifappropriate.

b. Designatedstaffwillcommunicatewithparent/guardiantoseeifCFChascontactedthemtoscheduletheevaluation.Ifparent/guardianhavenotbeencontactedwithin10daysofthereferral,staffwillassisttheparent/guardianincontactingtheCFC.

2. Ifparent/guardianchoosesnottohavethechildevaluatedbyEI:a. Theymustsignanddatethedeclinesectiononpage2ofthe

‘ProceduresforEarlyIntervention-BirthtoThreePrograms.’Agencystaffshouldcontinuetosupportthefamilyandchildandinformtheparent/guardianthattheymayrequestanEIevaluationupto45dayspriortothechild’sthirdbirthday.DesignatedstaffshouldcontinuetosupportEHS/PIteachersandhomevisitorsinmeetingthechild’sneeds.

3. Iftheparent/guardianrefusesthereferral,andtheagencywouldliketoconductfurtherobservationstosupporttheteachers,theymustacquireanagency-createdsignedconsentfromtheparent/guardian.

F. EarlyInterventionEligibilityandIFSPDevelopmentProcesses--Allprogramsshouldpartnerwithparent/guardiansthroughouttheformalEIevaluationprocess.

a. OncetheCFCreceivesthereferral,itwillassignaservicecoordinatorwhocontactsthefamilytoscheduleinitialintake,initialevaluationandIFSPmeetingconferences.Oftentheseconferencesareheldonthesameday.

b. TheCFCmustcompleteallevaluationsandIFSPeligibilitydeterminationswithin45calendardaysoftheinitialreferraldate.

c. EIinitialevaluationsareplay-based,usingstandardizedassessmenttools,andareconductedinthechild’snaturalenvironment,whichincludesthechild’shome,communitysetting,orearlychildhoodprogram.Itistheparent/guardian’sdecisionwhichlocationisusedfortheevaluation.

d. Withparent/guardian’sconsent,agencystaffpersons,includingthechild’sclassroomteacherorhomevisitor,arestronglyencouragedtoattendandactivelyparticipateintheEIconferences,includingtheIFSPmeeting,toprovidetheIFSPteamwithrelevantinformationfromscreenings,assessmentsandobservations.

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e. IfclassroomteacherorhomevisitorisunabletoattendanIFSPconference,itisrecommendedthattherebeaprocessinplacefortheresultstobedocumentedandsharedwiththeclassroomteacherorhomevisitor.

f. InordertobedeterminedeligibleforIFSPservices,achildmustmeetoneormoreofthefollowingeligibilitycategories;refertoEligibilityCriteriainIllinois.

i. Demonstratesthatalevelofdelayof30%orgreaterexistsinoneormoreofthefollowingareasofchildhooddevelopment,alsoknownasdomains:cognitive,physical(includingvisionandhearing),communication,socialoremotionaloradaptive,asconfirmedbyamultidisciplinaryteam.

ii. Isdiagnosedwithaneligiblemedicalormentalcondition.iii. Isatriskofsubstantialdevelopmentaldelay,basedoninformedclinicalopinion,

duetospecifiedriskfactorsasoutlinedbyIDHSintheireligibilitycriteria.g. IfthechildisfoundeligibleforIFSPservices,theagencyisrequiredtomaintainacopyof

theIFSPinthechild’sdisabilitiesfolderandshareitwithteachersforindividualization.Aparent/guardiansignedconsentisneededtoobtainacopyoftheIFSP.

h. PertheIFSP,theEIservicecoordinatorwillassigntheappropriateserviceproviderswithin30daysoftheIFSPmeeting.

i. IFSPserviceswillbeprovidedinthechild’snaturalenvironment,whichincludesthechild’shome,communitysetting,orearlychildhoodclassroomasmandatedbyPartCoftheIndividualswithDisabilitiesEducationAct(IDEA).Ifservicesareprovidedwithintheearlychildhoodprogram,alleffortsshouldbemadetoworkwiththechildinsidetheclassroomwhereteacher,peers,andfamiliarclassroommaterialscanbeusedinthetherapeuticprocess.

j. IfIFSPservicesarebeingprovidedonsiteattheagency,programsarestronglyrecommendedtodevelopaprocessaroundwelcomingprovidersintotheircenters,checkingidentification,providingatherapysign-inloganddiscussingappropriatetherapytimes.

k. ProgramsareexpectedtopartnerwithEIproviderstointegratetherapystrategiesintoclassroomroutinesandencourageparent/guardianparticipation,wheneverpossible.

l. IfIFSPservicesarebeingprovidedoffsite,DFSSstronglyrecommendsthatagencystaffdevelopaprocesstoensureIFSPstrategiesandoutcomesaresharedwithteachingstafftobeincorporatedintolessonplans.

m. IfthechildisfoundeligibleforIFSPservicesandtheparent/guardiandeclines,staffmustdocumenttheparent/guardianrefusaldateandreasonforrefusalinCOPAunderthe“Disability”tab.Appropriateagencystaffshouldcontinuetosupporteducationstaffandhomevisitorsinmeetingthechild’sneeds.Withparent/guardianconsenttheagencyshouldseeksupportfromtheirDisabilitiesSME.

n. Staffshouldcontinuetohaveconversationswiththeparent/guardianaboutthechildreceivingIFSPservices.Iftheparent/guardianagrees,theparent/guardiancancontacttheCFCtoreopenthecaseandtheCFCwilldetermineifanewevaluationisnecessary.

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o. IfthechildisfoundineligibleforIFSPservices,theagencymustcontinuetosupportthechild’sneedsanddetermineifanotherreferraliswarrantedatthetimeofthenextdevelopmentalscreening.Appropriatestaffshouldcontinuetosupporteducationstaffandhomevisitorsinmeetingthechild’sneedsandwithparent/guardianconsentshouldseeksupportfromtheirDisabilitiesSME.Theprogrammustpartnerwithparent/guardiantohelpthefamilyaccessservicesandsupportsthroughthechild’shealthinsuranceorthroughsection504oftheRehabilitationAct.Whennoothersourcesoffundingareavailable(mustbedemonstrated),EHS/CCP/PI-fundedprogramsmayuseEHSprogramfundsforsuchservicesandsupports.

p. Duringtheevaluationandeligibilityprocess,programsmustprovideindividualizedservicesandsupportstothemaximumextentpossibletomeetthechild’sneeds.

G. ReferralProcessforChicagoPublicSchools(ChildrenAgesThreetoFive)-- UnderIDEA,CPSistheofficiallocaleducationagency(LEA)responsibleforevaluating,determiningeligibility,andprovidingservicesforchildrenwithdisabilities.Thefollowingproceduresapplytochildreninbothbirthtothree(45daysorlessbeforechild’sthirdbirthdayoralreadythree)andthreetofiveprograms.

a. Thereareseveralwaysinwhichchildren,agesthreetofive,areidentifiedasinneedofareferralforevaluationbyCPS.Theseinclude:

i. Developmentscreeningsii. Social-emotionalscreeningsiii. Parent/guardianand/orteacherconcernsiv. Pediatricianorotherprofessionalreferralv. EItransitionsbyCFCs

b. EHS/PI-fundedchildrenarereferredbytheDisabilitiesServiceCoordinatorwiththesupportoftheDFSSbirthtothreedisabilitiesSME(EriksonTeam).

i. AJointScreeningReferralConsentForm (JSRCF)iscompletedandemailedtotheCPSODLSSSchoolEntrySupportSpecialist(SESS)assignedtothechild’sCFC.TheJSRCFgivestheCPSSESScurrentcontactinformationfortheparent/guardianandconsentfortheprogramtocommunicatewithCPS.

ii. Observations,checklists,andothersupportingdocumentationshouldalsobesenttoprovidetheCPSassessmentteamwithinformationabouthowthechildisperformingintheclassroom.

iii. ProgramsmayrequestanindividualobservationbytheirDFSSbirthtothreedisabilitiesSMEtoincludeinthedocumentationwithparent/guardianapproval.Asignedparent/guardianconsentisrequiredforconductingindividualobservations.

iv. Withparent/guardian’sconsent,agenciesmayalsoincludeanyadditionalreports,suchasamedicaldiagnosticreport,thatmaynotbepartofthepacketsentbytheCFC.

c. Allotherchildrenagesthreetofivearereferredthroughthefollowingsteps:Assoonastheneedforreferralisevident,theagencymustholdaninternalstaffingandsubsequentScreeningReviewTeam(SRT)meetingwiththeparent/guardianstoreviewtheresults.Theindicationthatthereisaneedforreferralmustbebasedonanyorallofthefollowingfactors:ESI-Rscore,ASQ:SE-2results,informalorformalobservation(s),medicalreportsand/orparent/guardianrequest.

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d. Withtheparent/guardian’sconsent,theagencymustpromptlyreferthechildtoCPSforaformalevaluationtodetermineeligibilityforservicesunderIDEA.Thereferralproceduresareasfollows:

i. EnterreferralinformationintoCOPAonthechild’s“Referral”tab.Besuretoselect“Disabilities”astheserviceareaforreferral.Casenotesshouldbeenteredinanongoingmannerthatdocumentseachstepcompletedwithregardtothechild’sreferralprocess.Thechildshouldalsobeenteredashavingasuspecteddisabilityonthechild’s“Disability”tab.

ii. Withinfivedaysofidentifyinganeedforreferral,whichmaybedeterminedthroughascreeningoutcomeorotherindicationforreferral,theDisabilitiesServiceCoordinatormustholdaninternalstaffingwiththechild’sclassroomteacherandotherrelevantparticipantstodiscusstheresultsofthescreeningandanyotherpertinentinformationaboutthechild’shealthhistory,presentlevelsofperformance,aswellasidentifiedconcerns.Thisinternalstaffingisconductedinordertoprepareforameetingwiththechild’sparent/guardian(s).

iii. Within15daysofthescreeningoutcomeoranotherindicationoftheneedforareferral,theDisabilitiesServicesCoordinatorordesignee,theteacherandotherdesignatedstaffmustconveneaScreeningReviewTeam(SRT)meetingwiththeparent/guardian(s).TheSRTTeamshouldconsistoftheparent/guardian,appropriatestaff,andmentalhealthconsultant,ifappropriate.TheobjectiveoftheSRTmeetingistodiscusstheconcernsandcometoanunderstandingaboutthechild’sneeds.Therefore,themeetingshouldbeaconversationamongthestaffandparent/guardians,inwhichtheparent/guardians’inputissolicitedandrespected.Themeetingshouldconsistofthefollowingsteps:

1. TheProceduresforCPSReferralandServicesAgesThreetoFive formshouldbeusedasaguidethroughouttheSRTmeetingandreferralthroughservicesprocess.Thisformshouldbekeptinthechild’sdisabilityfolder.

2. Reviewandexplainthechild’sscreeningresultsandthedevelopmentalconcernsthatthechildisexhibiting.

3. Reviewteacher/staffobservations,assessments,andworksamplesfromtheclassroom,FCCH,orhomevisits.

4. Solicitparent/guardian’sconcernsandobservationsabouttheirchild’sdevelopment.

5. ExplaintheCPSreferral,evaluation,andeligibilityprocesses.6. ReviewtheIDEASummaryofParentRightsdocument,whichoutlines

theirrightsandresponsibilities;obtaintheirsignatureonthisdocumentandprovidetheparent/guardianwithacopy.

7. Assureparent/guardiansthatagencystaffwillsupportthemthroughouttheevaluationprocess,iftheychoosetopursueanevaluation.

8. Ifparent/guardianscomplete,date,andsigntheParentInvitationLetterform,agencystaffwillattendtheIEPconferencetoprovidesupport.

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e. Iftheparent/guardiansdeclinethereferraltoCPSforevaluation,theymustsignanddatethe“Decline”sectiononpagetwoofthe‘ProceduresforCPSReferralandServicesAgesThreetoFive’form.Staffshouldcontinuetosupportthefamilyandchild.Theparent/guardiansareinformedthattheymayrequestaCPSevaluationatanytimeinthefuture.Designatedstaffshouldcontinuetosupportteachersandhomevisitorsinmeetingthechild’sneedsandwithparent/guardianconsentcanseeksupportfromtheDisabilitiesSubjectMatterExpert(SME),agencyDisabilitiesCoordinatororotherdesignatedstaff,orassignedsocialworker.

f. Ifparent/guardiansagreetothereferral:i. The“JointScreening/Referral/ConsentForm(JSRCF)”iscompletedattheSRT

meetingbythedesignatedstaffandthenreviewedwiththeparent/guardian.Theparent/guardianmustsignanddatetheJSRCFinordertoproceedwiththereferral.

ii. Thedesignatedstaffcompilesalldocumentsforthereferralpacketaccordingtothe‘DFSS-CPSReferralPacketChecklist’formandemailsthescannedreferralpackettotheirassignedDisabilitiesSubjectMatterExpert(SME).Ifthechildmeetsthecriteriaforhomelessness,theagencyaddresscanbeusedontheJSRCF.

iii. TheDisabilitiesSubjectMatterExpert(SME)reviewsthescannedreferralpacketwithin72hoursofreceipt.Referralpacketsmissingdocumentationwillbereturnedtotheappropriateagencystaffviaemailidentifyingthecorrectionsneeded.

iv. Whenthereferralpacketiscomplete,theDisabilitiesSMEsubmitsitelectronicallytoCPSforregistrationandreferralintheCPSsystem.TheDisabilitiesSMEwillworkcloselywiththeagencytocommunicatethestatusofthechildintheCPSsystemandwilltakeanynecessaryfollowupsteps.TheDisabilitiesServiceCoordinatorordesigneewillworkwiththeparent/guardian(s)toensuretheircontactinformationiscurrent(i.e.,address,telephonenumber)andtheyreceivewrittenandphonecommunicationsfromCPSwithregardtoschedulingoftheevaluation.TheDisabilitiesServiceCoordinatorordesigneewillenterthechangestothechild’sreferralstatusontheChild’sCOPADisabilitiespageandwillalsocasenoteallstepscompletedintheprocess.

g. Iftheevaluationiswarranted,theCPS-DFSSDisabilitiesTeamwillcontacttheparent/guardianstosetuptheevaluationdate,timeandlocation.Programsshouldcommunicatewithparent/guardiansaboutthestatusofthechild’sevaluationmeetingsandcontacttheDisabilitiesSMEiftherearequestionsorconcerns.Ifthefamilyisunabletokeeptheirscheduledappointmentforevaluation,theparent/guardian(s)willcontacttheCPSCitywideAssessmentTeam(CAT)viatelephonetoinformthemofthisconcernassoonaspossible.ThetelephonenumbertocallisindicatedonthewrittenCPSNoticeofConference(NOC)thattheparent/guardian(s)receivesviaU.S.mail.

h. Iftheevaluationisunwarranted,theparent/guardianwillreceiveawrittennoticefromCPSviaU.S.mailwithin14calendardaysofthereferralstatingthattheevaluationisnotwarrantedandindicatingthereasonswhyitisnotwarranted.

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i. Agencyprogramstaff,specifically,theteacherandtheDisabilitiesServiceCoordinator,arestronglyencouragedtoattendtheeligibilitydeterminationmeeting,withtheparent/guardian’spermission.ItisrecommendedthattheteachermostfamiliarwiththechildattendtheIEPmeetingtoprovidecurrentinputaboutthechild’sdailyperformanceandthereasonforthereferral.TheDisabilitiesServiceCoordinatorshouldprovidesupporttotheparent/guardian(s)astheyadvocatefortheirchild.

H. CPSEvaluationProcess-- AtCPS,evaluationsarestreamlinedandconductedby theCPSCitywideAssessmentTeam(CATs).Theconsent/assessmentplan,consentforevaluation,evaluation,eligibilitydetermination,andIEPdevelopment,ifadisabilityhasbeenidentified,occursduringasinglevisitunlessare-conveningisdeemednecessary.

a. AssessmentPlan:Theconsent/assessmentplanisconductedtodeterminetheareasofconcernandassigntheappropriatecliniciansthatwillconducttheevaluations.

b. Consent:Onceconsent/assessmentplanningiscompletedandagreedupon,theparent/guardianmustsigntheCPSConsentforEvaluation form.CPSmustthencompleteallevaluations,eligibilitydetermination,anddeveloptheIEPwithin60schooldaysfromthedateofthesignedconsentform.TypicallyCPSwillconducttheevaluationonthesameday.

c. Evaluation:Theevaluationsarecompletedusingstandardizedassessmenttools,parent/guardianandteacherreports,andreviewofrecords.Iftheassessmentteamdeterminesthatthechildhasadisability,asdefinedbyoneofthe14categoriesunderIDEA,thechildwillbedeterminedeligibleforspecialeducationservicesandanIEPmeetingwillbeheld.

d. IEPDevelopment:AnIndividualizedEducationPlan(IEP)isdevelopedforthechildbasedonthechild’suniquedevelopmentalneeds.

e. IfthechildisfoundeligibleforIEPservices,programstaffwhoattendedtheIEPmeetingshouldrequestapapercopyoftheIEPfromtheparent/guardianandretainitinthechild’sdisabilityfolder.parent/guardianshave10daystoacceptorrefuseservicesfromCPS.Copiesofachild’sIEPshouldremainconfidentialandshallnotbedisclosedtoanyotherperson,incompliancewithfederalandstatelawsandregulations,includingIDEAandFERPA.Agenciesmaydisclosepersonallyidentifiableinformationinastudent’seducationrecords,includingthestudent’sIEP,toagencyandDFSSstaffandserviceproviderswithlegitimateeducationalinterests.

f. IfthechildisfoundeligibleforIEPservicesandtheparent/guardiandeclinesIEPservices,agencystaffmustdocumenttheparent/guardianrefusaldateandreasonforrefusalinCOPA.Programsmustcontinuetosupportthefamilyandchildandinformtheparent/guardianthattheymayrequestanotherevaluationatanypointinthefuture.Designatedstaffshouldcontinuetosupporttheagencyteachersinmeetingthechild’sneedsandcanseeksupportfromtheDisabilitiesSubjectMatterExperts(SMEs).

g. Duringtheevaluationandeligibilityprocess,programsmustprovideindividualizedservicesandsupportstothemaximumextentpossibletomeetthechild’sneeds.

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I. CPSSchoolAssignmentsandTransportationServices--IftheIEPrequiresaCPSschoolassignment,theCPSschoolassignmentteamwillidentifytheschoolthatisclosesttothechild’shomeaddressthatcanimplementtheIEP.Aschoolassignmentletterwillbemailedtotheparent/guardianwithin14calendardaysinformingthemofthechild’sschoolassignment.parent/guardiansmustfollowtheinstructionsontheschoolassignmentlettertoenrolltheirchildattheassignedschoolwithin10daystopreventthelossoftheassignedseat.Programsshouldworkwithparent/guardianstoensurethattheyfollowthroughontheenrollmentoftheirchildintheassignedschool.

a. ChildrenwhoqualifyforaCPSschoolassignmentcanbeduallyenrolledinbothCELprogramsincommunity-basedsettingsandCPSschools.DisabilitiesCoordinatorsshouldinformparent/guardianstorequestahalf-dayschoolassignmentatCPS,iftheywishfortheirchildrentobeduallyenrolled.

b. IftheIEPrequirestransportationasarelatedservice,CPShasagreedtoprovidetwo-waytransportationtoandfromeitheracommunity-basedsettingorthechild’shomeforchildrenwhorequireIEPservicesinaninclusive(blended)orinstructionalmodel.TheCPS“PURPLEFORM”/BusStopChangeRequestforEligibleStudentswithDisabilities isonlytobecompletedwhenanIEPTeamhasdeterminedthatastudentwithdisabilitiesiseligiblefortransportationasarelatedserviceANDrequiresapickupand/ordropofflocationotherthanthestudent’shomeinorderforastudenttoreceiveaFreeAppropriatePublicEducation(FAPE).ThisformshouldbecompletedoncethechildisenrolledatCPS.TheprogramcanassistthefamiliesinexpeditingtheprocessbycompletingandprovidingthiscompletedformtotheCPScasemanager.

c. TheCPScasemanagerisresponsibleforrevisingtheIEPwiththeparent/guardians’permissiontoincludeaFAPE-basedstatementastowhythechildrequiresanalternatepickupand/ordropofffromthehomeinordertoaccessaFAPE.TheCPScasemanagershouldalsoincludethepick-upanddrop-offlocationsunderSection15(TransportationServices)oftheIEPandensurethataDistrictRepresentativehasapprovedthetransportationservices.

d. TheDisabilitiesServiceCoordinatorsordesigneeshouldworkwiththeschoolcasemanagertoensuretheschoolhasalltheinformationneededtobeginthechild’stransportationservices.Thismayincludehelpingtoobtainthechild’sphysicalmeasurementsofweightandheightinordertoreceiveanappropriatesafetyvestorcarseatforthechild’sbustransportation.

e. Ifanyissuesarisewithregardtochildrenaccessingtheirtransportationservicesthatcannotberesolvedbytheparent/guardianattheschoollevel,theDisabilitiesServiceCoordinatorshouldcontacttheDisabilitiesSMEfortechnicalassistanceandsupport.

J. AccesstoIEPServices-- Childrenmaybeplacedinahalf-dayorfull-dayclassroomatCPS.Ifthereareconcernsregardingachild’sclassroomplacement(e.g.halfdayversusfulldayplacement),programsshouldassistthefamiliesincontactingtheCPScasemanagerregardingtheseconcerns.

a. Ifthereareconcernsregardingachild’sschoolassignment,programsshouldsupportthefamiliesincontactingtheCPSSchoolAssignmentDepartmentMessageCenterat773-553-1847.TheSchoolAssignmentDepartmentwillresearchtheissueandrespondtothefamilyviatelephone.

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b. IfanyaccessissuesorquestionsarisethatcannotberesolvedattheschoollevelorviatheSchoolAssignmentDepartment,theDisabilitiesServiceCoordinatorordesigneeshouldcontacttheDisabilitiesSMEforassistance.TheSMEwillprovidetechnicalassistanceandsupporttoresolvetheseissuesinatimelymanner.

K. IfthechildisfoundineligibleforIEPservices,theagencymustcontinuetosupportthechild’sneedsanddetermineifanotherreferraliswarrantedatthetimeofthenextscreening.

a. Appropriatestaffshouldcontinuetosupporteducationstaffandhomevisitorsinmeetingthechild’sneedsandshouldseeksupportfromtheirDisabilitiesSMEandmonitoringteams.

b. Ifitisdeterminedthatthechildhasasignificantdelayinoneormoreareasofdevelopmentandwasfoundineligiblebecausethosedelaysdidnotresultinanadverseeffectonthechild’sabilitytolearn,theprogrammustpartnerwithparent/guardianstohelpthefamilyaccessservicesandsupportsthroughthechild’shealthinsuranceorthroughsection504oftheRehabilitationAct.

c. Whennoothersourcesoffundingareavailable(mustbedemonstrated),HS/PFA-fundedprogramsmayuseHSprogramfundsforsuchservicesandsupports.

L. IFSP/IEPImplementationSupportandIndividualization--Programsmustprovideanynecessarymodificationstothecurriculumand/oraccommodationstotheenvironmenttoensuretheindividualneedsofchildreneligibleforservicesunderIDEAaremetandtheyhaveaccesstoandcanfullyparticipateinthefullrangeofprogramactivitiesandservices.Agenciesshouldimplementthefollowingstrategiestosupportinclusivepracticesthroughouttheirprogram:

a. ForchildrenbirthtoagethreewithIFSP,workcloselywithEIproviderstoensure:i. Alleligibleservicesaredelivered,pertheirIFSP.ii. ChildrenareworkingtowardtheirIFSPoutcomes.iii. IFSPsarereviewedandrevisedontheappropriateschedule.iv. Servicesareprovidedinthechild’snaturalenvironmentchosenbythe

parent/guardianinaccordancewithPartCofIDEA.v. Documentmodifications,accommodationsandindividualizationstrategieson

lessonplans.vi. Appropriatestaffreviewthechild’sIFSPwithteachersannually,andasupdates

occur,toutilizeinindividualizationandacopyiskeptinthechild’seducationfileforreference.

vii. Ensureclassroomenvironmentsandmaterialsareorganizedandarrangedsoallchildrenhavefullaccessandareabletoparticipatealongsidetheirtypicallydevelopingpeers.

viii. Ensureclassroomsareequippedwithanyspecialadaptiveequipment,furnitureandmaterials.

ix. ThetransitionfromEItoLEAisplannedstartingthreemonthspriortothechild’sthirdbirthdayandimplemented.

b. ForchildrenagesthreetofivewithIEPs:i. Acopyofthechild’sIEPisobtainedwiththewrittenconsentofthe

parent/guardiantobereviewedwithpertinentagencystaff.ii. TheIEPdocumentisconfidential,filedintheDisability/Educationfolder,and

storedinalocked/securedcabinet.

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iii. DisabilitiesService/EducationCoordinatorsordesigneeshouldseektocollaboratewiththeCPSspecialeducationteamandrelatedserviceproviderstoensurethatservicesaredeliveredperachild’sIEP.IEPannualreviewsandserviceimplementationaretheresponsibilityofCPS,wherethestudenthasbeenassignedandenrolled.

iv. Teachers,incollaborationwithDisabilitiesandEducationCoordinators,shouldbeembeddingmodificationsandaccommodationsintolessonplansanddailyactivitiestoensurethechild’sfullparticipation,stayawareoftheIEPgoalsthechildisworkingtowardstoplanindividuallyforthatchild.Theclassroomteachershouldutilizethechild’sIEPtoplanandimplementeducationalactivitiesandtoensurethattheappropriateaccommodationsandmodificationsareinplacetosupportthechildinhis/hereducationalenvironment.Thecommunity-basedclassroomteacherisnotrequiredtodirectlyimplementthegoalsoftheIEP,however,considerationshouldbegiventothechild’sIEPgoalswhendevelopinglessonplansandplanningactivities.

v. Teachers,incollaborationwithDisabilitiesService/EducationCoordinatorsensureclassroomenvironments,activitiesandmaterialsareorganizedandplannedsoallchildrenhavefullaccessandareabletoparticipatealongsidetheirtypicallydevelopingpeers.

vi. Teachers,incollaborationwithDisabilitiesService/EducationCoordinatorsensureclassroomsareequippedwithanyspecialadaptiveequipment,furnitureandmaterials.

vii. EnsurethatdailyschedulesandstaffsupporttheneedsofthechildbyimplementingmodificationsandaccommodationsasindicatedontheIEPandassistwithaccessingCPStransportation.

M. Transitions--ProgramsmustplanandimplementtransitionservicesforchildrenwithIFSPsandIEPsandtheirfamiliestoensuresmoothtransitionsbetweenprogrammodelsandcontinuationofdisabilitiesservices,asneeded.

a. EarlyInterventiontoCPS--servicesendonachild’sthirdbirthdayandthechildistransitionedforanevaluationatthepublicschooltodetermineeligibilityforcontinuingservicesthroughearlychildhoodspecialeducation.

i. ChildandFamilyConnections(CFC),theagencythatprovidesEIinIllinois,sendsaCFCreferralpackettoCPSwithparent/guardianconsent.TheCFCreferralpacketincludesacopyoftheIFSPandthemostrecentevaluationfromtheCFCprovider(s).

ii. Theparent/guardianisthencontactedbyaCPSODLSSSchoolEntrySupportSpecialist(SESS)toscheduleanappointment.

iii. IncollaborationwiththeCFCs,DFSSagenciesmustsupportthetransitionprocessfromEItoCPSstartingwhenthechildis2years6monthsofagetoensuretheproperstepsareimplementedinatimelyandappropriatemanner.

iv. ThedeadlineforCPStocompletetheevaluationanddeterminethechild’seligibilityunderPartBofIDEA,ispriortothechild’sthirdbirthday.

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v. CFCEIServiceCoordinatorsandCPSODLSSSchoolEntrySupportSpecialistsareresponsibleforconveningatransitionmeetingwiththeparent/guardiantoexplaintheCPSevaluation,eligibility,andIEPdevelopmentprocess,anddiscussanyquestionsorconcernstheymayhave.Thistransitionmeetingistypicallyheldviaphone.DesignatedstaffpersonsarestronglyencouragedtoparticipateinthistransitionmeetingandmaintainclosecommunicationwiththeEIServiceCoordinatorandparent/guardianthroughouttheprocesstoensureasmoothtransition.

vi. Designatedstaffscheduleameetingwiththeparent/guardians/guardianstopreparefortheEItransitionandshouldalsoincludeteachers,providers,orhomevisitorstoreviewthechild’sIFSPprogressandensurethattheparent/guardians/guardiansunderstandthetransitionprocess.

vii. RefertotheEligibilityandIEPDevelopmentProcessforChildrenThreetoFiveinthissectionfortheremainingproceduresoncethechildisscheduledforanevaluationatCPS.

b. TransitionsfromHS/PFAtoKindergarten--Tosupportasuccessfultransitiontokindergarten,transitionstrategiesmustbeimplementedthroughouttheyearpriortokindergarten.Agenciesmustpartnerwithparent/guardians/guardianstoensurethattheyaresupportedinthefollowingareas:

i. UnderstandingkindergartenoptionsandinformationregardingenrollmentproceduresatCPS.

ii. Appropriatetransferofschoolrecords,includingacurrentcopyoftheIEPandanyotherdocumentationthatwillassistthekindergartentransition.

iii. ParticipationintransitionIEPmeetingconferences.iv. Providesupporttotheparent/guardianinrequestingIEPservicesattheir

assignedschool.

N. Confidentiality-- Incompliancewithfederalandstatelawsandregulations,includingIDEAandtheFamilyEducationRightsandPrivacyAct(FERPA),IFSP/IEPsareconfidentialandmustbestoredinasecured/lockedlocation.IFSP/IEPscannotbedisclosedtonon-agencystaffwithoutsignedparent/guardianconsent.Agenciesmaydisclose“personallyidentifiableinformation”inastudent’seducationrecordstoagencyandDFSSstaffandserviceproviderswithlegitimateeducationalinterests.

a. ConsistentwithFERPA,agencieswill:i. ProtecttheconfidentialityoftheIFSP/IEPsatcollection,storage,disclosure,and

destructionstages.Copiescanbemaintainedinthechild’sdisability/educationfile.

ii. Protectanyinformationaboutthechild’sdisabilityortheserviceshe/shereceives;e.g.donotpostthisinformationonbulletinboards,lessonplansorsharethisinformationinpublicareas.

iii. EnsureallpersonscollectingorusingtheIFSP/IEPsreceivetrainingorinstructionregardingFERPArequirements.

iv. Ensurethatteachers,relatedserviceproviders,andotherswhotheagencydeterminestohavealegitimateeducationalinterestandwhoreceiveacopyoftheIFSP/IEPreturncopiesoftheIFSP/IEPattheendofeachprogramyeartotheagency.

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O. InteragencyAgreements– DFSSmaintainscitywide-interagencycollaborativeagreementswithEICFCsandamemorandumofagreement(MOA)withCPSODLSS.TheseagreementsarereviewedandrevisedasneededtoimproveservicedeliverytochildreneligibleforservicesunderIDEA,includingthereferralandevaluationprocess,provisionofservicesintheleastrestrictiveenvironment,andtransitionservices.Programsarestronglyencouragedtocreateandworkcollaborativelywithothercommunityagenciesthatserveandsupportchildrenwithsuspectedandidentifieddisabilitiesforrecruitment,stafftrainingandparent/guardianeducation.

P. FamiliesasAdvocates--Programsmustcontinuallypartnerwithparent/guardianofchildrenwithsuspectedandidentifieddisabilitiestoensuretheneedsoftheirchildrenarebeingmetbyprovidingparents/guardiansinformationandskillstobetterunderstandtheirchild’sdisabilityandsupportingthemtobecomeadvocatesfortheirchildren’seducationalneeds.

a. Agenciesmustsupportparent/guardianofchildrenwithsuspectedandidentifieddisabilitiesinthefollowingareas:

i. Accessingresources.ii. Understandingthereferral,evaluation,andservicetimelines.iii. ParticipatingineligibilityandIFSP/IEPdevelopment.iv. Understandingthepurposesandresultsofevaluationsandservicesprovided

underanIFSP/IEP.v. Ensuringtheirchildren’sstrengthsandneedsareidentifiedinandaddressed

throughanIFSP/IEP.vi. Accessingservicesandsupportsavailablethroughtheirchild’shealthinsurance

orotherentities.b. Resourcesforfamilies.

i. ISBEparent/guardianRightshttps://www.isbe.net/Pages/Special-Education-parent-Rights.aspx

ii. FamilyResourceCenteronDisabilities https://frcd.org/iii. ResourceCenterforAutismandDevelopmentalDelays

https://cfl.uic.edu/programs/resource-center-for-autism-and-developmental-delays/rcadd-services/

Q. ParaprofessionalSupport– HS-fundedprogramsreceivefundingforparaprofessionals. Paraprofessionalsareemployedfulltimetoserveasadditionalsupportinclassroomswithenrolledchildrenwithdisabilities.TheycanbeassignedtooneormoresitesbaseduponthenumberofchildrenwithIEPsandtheirspecificneeds.Theparaprofessionals’maingoalistoassisttheteacherinsupportingchildrenwithdisabilitiestoensuretheyareincludedinthefullrangeofprogramactivities. Incollaborationwiththeclassroomteacher,paraprofessionalsimplementaccommodationsandmodificationstotheenvironment,materials,activitiesandcurriculum,basedonchildren’sIEPs.

a. DFSS’expectationsforallparaprofessionalsareoutlinedintheDFSSParaprofessionalOrientationPacket. Someoftherolesandresponsibilitiesincludethefollowing:

i. AttendDFSSmonthlymandatorytraining.ii. Maintaincurrentprofessionaldocumentationrelatedtotheirposition,i.e.,

maintaina“DFSSParaprofessionalBinder”containingcurrentcertificatesandevidenceoftheirattendanceatDFSStrainings.Theinformationshouldbecurrentandthebindershouldbeaccessibleuponrequest.

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iii. Reinforcelearninginsmallgroupswhiletheteacherworkswithotherstudents.iv. Reinforcetheteacher’sinstructionbyfollowingtheteacher’sguidanceand

plannedactivities.v. Assisttheteacherwithclassroommanagement.vi. Assistinpreparationand/orproductionofinstructionalmaterials.vii. Assiststudentsincompletingactivitiesthathavebeeninitiatedbytheteacher.viii. Assistteacherinsupervisionoffreeplayactivities(indoorandoutdoor).ix. ParticipateinScreeningReviewTeam(SRT)meetingsforchildrenwith

suspecteddisabilitiesalongwiththeagency’sDisabilitiesServiceCoordinator(DSC)andclassroomteacherswithparent/guardianapprovalandwhendeemedappropriate.

x. Promotefullinclusionofchildrenwithdisabilities.xi. Assistthedelegateagencyandsitewithrecruitmentactivitiesasitrelatesto

recruitingchildrenwithdisabilities.b. TheDFSSParaprofessionalshouldnot:

i. Besolelyresponsibleforaclassroomoraprofessionalservice.ii. Beresponsibleforpreparinglessonplansandinitiatinginstruction.iii. Beusedasubstituteteacher.iv. Serveasanindividualaide.v. Beresponsibleforanyotherdutiesthatarenotrelatedtoclassroomactivities

(e.g.actingasthereceptionist,acookorfoodaide).vi. Beleftaloneatanytimeintheclassroomwithchildren.Inaccordancewith

licensingstandards,paraprofessionalsshouldnotbeleftalonewithchildrenatanytimeintheclassroom.

vii. Serveasbusaides.Theyshallnotridethebuswithstudents.Theycan,however,assistwithloadingchildrenontothebusandreceivingchildrenoffofthebuswhenthechildrenaretransportedtoandfromtheirCPSspecializedservices.

viii. Serveasadedicatedaideorexclusivepersonfortoileting,toothbrushingand/orcleaning.

ix. AssumetheroleoftheDisabilitiesServiceCoordinator(DSC)e.g.,incompilingreferralpackets,contactingCPSmanagers,participatinginIEPmeetingsasthesoleagencyrepresentative,screeningchildren,and/orenteringinformationintoCOPA)

x. EnterinformationintoTeachingStrategiesGoldAssessmentasthisistheteacher’sresponsibility

R. SubjectMatterExperts(SMEs)– DFSSmaintainssupportservicecontractstohelpagenciesmeetstandardsassociatedwithservicesforchildrenwithdisabilities. Agenciesshouldcontacttheirmonitoringteamand/ortheSMEstoaccesstrainingandtechnicalassistancefromtheSMEs.

S. ServiceswithDisabilitiesMonitoring– ProgramsareresponsibleforenteringandupdatingCOPAreportsandCOPAchildcasenotes.

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a. ThefollowingCOPAreportsareusedbyDFSSforinternalanalysesandmonitoringpurposes.DFSSrecommendsthesereportsbegeneratedbi-monthlytoensureadequateinternalmonitoring:

i. #411DisabilitiesStatusii. #451DisabilitiesReferralTrackingiii. #456DevelopmentalScreeningiv. #456SDevelopmentalScreeningStatisticsv. #459OverallReferralTracking(filteredfordisabilities)vi. #701:Transportationvii. #999:PIR

b. HS/EHS/CCP-fundedprogramsmustsubmittheDelegateAgencyDisabilitiesEnrollmentStatusReport formbythe10thofeachmonthtotheirDFSSSupportServiceCoordinatorforEducationandDisabilities,aswellastheagency’sassignedSubjectMatterExpert(SME)forDisabilities.

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I. Definition

Thehealthsectioncoversthepracticessupportiveoforconditionsrelatedtochildren’sphysicalanddentaldevelopmentandwell-beingandthemeansoftrackingthem.


A. GeneralRequirements– Physicalanddentalhealthandwell-beingarethecornerstoneofchilddevelopmentandanecessarycomponentofschool-readiness.Allprogramsshouldbuildcollaborativerelationshipswithparents/guardiansthatallowforongoingcommunicationaboutchildren’shealthandwell-beingandallowprogramstoconnectparents/guardianstoresourcesthatsupporttheirchildren’saswellastheirfamilies’physicalanddentalwell-being.

B. MedicalRequirementsa. WellBabyExamandPhysicalExaminationRequirements

i. Allinfantsandtoddlers(birthto36months)musthaveacomplete,up-to-datephysicalexaminationsignedanddatedbyaphysicianoranadvancepracticenurse(APN)priortoattendance.

1. TheexamsandscreeningmustbeperformedaccordingtotheEarly,PeriodicScreening,DiagnosisandTreatment(PSDT),AmericanAcademyofPediatrics,andtheStateofIllinoisLicensingStandardsforDayCareCenters.Forchildrenolderthan24months,thephysicalexaminationmustbecompletedwithinsix(6)monthspriortothechild’sactualattendanceintheprogram.

2. ChildrenunderthreeyearsofagemusthavethehearingandvisionportionoftheSystemReviewsectionoftheStateofIllinoisCertificateofChildHealthExaminationformattestingthatasassessmentofvisionandhearinghasbeendoneatthe6,12,and24monthinterval.

ii. Allpre-schoolaged(3to5)childrenenrolledinprogramsmusthavecomplete,up-to-datephysicalexaminationsignedanddatedbyaphysician,andadvancedpracticenurse(APN),oraphysicalassistant,priortoattendance.Tobecompleteandup-to-datethephysicalmustinclude:

1. Thename,addressandtelephonenumberofthepractitionermustbeincludedonthephysicalform,andtheprovider’sstampwiththisinformationmustbevisible.

2. InaccordancewiththeCityofChicago’sHealthRequirementsforChildCareCentersandtheIllinoisCertificateofChildHealthExaminationCode,thephysicalexaminationmustbecompletedwithinsix(6)monthspriortothechild’sactualattendanceintheprogram.

b. HealthHistoryRequirementi. TheHealthHistorysectionofthephysicalexaminationformmustbecompleted

andsignedbytheparentandreviewedbythesigninghealthcareprovider.ii. TheHealthHistorysectionofCOPAmustbecompletedforeachchild.iii. X

c. ImmunizationRequirement--Childrenmusthavetheminimumrequirementsofimmunizationsfortheirageatthefirstdayofattendance.Animmunizationrecordmust

8.HealthProgramServices

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a. xbeincludedinthephysicalexamandonfileatenrollment.i. Ifthechildisbetweentheagesof2monthsand11months,atleastone(1)of

eachofthefollowing:HepatitisB(HepB),Diphtheria,Tetanus,Pertussis(DTaP),InactivatedPolio(IPV),Pneumococcal13(PCV13)andHemophilusInfluenzatypeb(Hib).Theseimmunizationsmusthavebeengivenwithinthepast8weeks.

ii. Ifthechildis12monthsorolder,heorshemustadditionallyhave,inadditiontotheimmunizationslistedunder8.B.c.i,atleastone(1)ofeachofthefollowing:Measles,Mumps,Rubella(MMR)andVaricella(chickenpox).

iii. Thereafter,childrenmustobtainappropriatedosagesasrequiredforimmunizationsequencesinaccordancewiththeRecommendedChildhoodImmunizationScheduleapprovedbytheAdvisoryCommitteeinImmunizationPractices(ACIP),AmericanAcademyofPediatrics(AAP),andAmericanAcademyofFamilyPhysicians(AAFP).

iv. Aphysician’swrittenplanforadministeringtheremainingvaccinesshouldbekeptonfile.

v. Notethatthreeothervaccines(Influenza,HepatitisAandRotavirus)arenotrequired,butarerecommendedforchildreninout-of-homecaresuchasearlychildhoodprograms.Theinfluenzavaccinationisarecommendedvaccinationforallchildrenages6monthsandolder,accordingtotheCentersforDiseaseControlandPrevention(CDC).TwodosesofthehepatitisAvaccinesarerecommendedandmustalsobeadministeredatleastsixmonthsapart,beginningatoneyearofage.Aninitialdoseofrotavirus(RV)maybeadministered6weeksthrough14weeks,followedbyaseconddoseand,ifnecessary,thethirddoseby8monthsold.(TheRotavirusvaccineisnotrecommendedforchildrenolderthan8monthsold.)Foroneoftherotavirusvaccines,Rotarix,onlytwodosesarenecessary.

vi. Forchildrenwhosevaccinationsarebehind,startlate,orhavebeendelayedfortheirages,childrenmustbebrought,andkept,up-to-datefortheirages.CDCnotesthatavaccineseriesdoesnotneedtoberestarted,regardlessofthetimethathaselapsedbetweendoses.RefertoCDC’scatch-upschedulesandminimumintervalsdosesforchildren.

vii. ReligiousExemption:Obtainguidancefromappropriatestaffiftheparent/guardianinalicensedcenter-basedprogramhasareligiousexemptiontotheimmunizationrequirements.Parent/guardiansmustsubmittheIllinoisCertificateofReligiousExemptiontoRequiredImmunizationsand/orExaminationsform,completedbythephysician,asrequiredbylicensing.Acopyofthecertificatemustbekeptinthechild’sfile.Appropriateagencystaffshouldmeetwiththeparent/guardianaboutanyexemptionatleasteverysixmonths.

d. EPSDTScreeningsandRiskAssessmentRequirements-- Allprogramsmustobtainthefollowingscreeningspriortoattendance,typicallyaspartofrequiredphysicalorwell-babycheck,andannuallyfromthedateoftheinitialscreening:

i. Hemoglobinorhematocritscreeningforanemiariskstartingbetween6and12monthsold,andthenannually.Thelevelsofscreeningforchildrenatriskfor

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i. xanemiaareeither1)hematocritoflessthan33percent,or2)Hemoglobinoflessthan11.0gm/dl.Ifthescreeningdeterminesthatthechildisatrisk,followupmustoccur.

ii. Leadscreening,startingbetween6and12monthsoldandthenannually.Abloodlevelof5.0microgramsperdeciliter(mcg/dL)orgreaterisconsideredunsafeandrequiresfollow-up.

iii. Growthmeasurementsforallages,includingheightandweight,headcircumferenceforchildrenunderage24months.

iv. Bloodpressurebeginningat3yearsofage(interpretedbythehealthcareprovider).

v. Diabetesscreening(RiskAssessment)beginningatthreeyearsofage.vi. Subjectivehearingscreeningmustbeassessedandcompletedatthetimeof

(andbasedon)thephysicalexamination.Healthprovidersmustbecertifiedtoprovidedevelopmentallyappropriatescreeningforchildrenthreeyearsandolder,utilizingapuretoneaudiometerwithairconductionasmandatedbytheIllinoisDepartmentofPublicHealth(IDPH)regulations.

vii. Subjectivevisualacuityandstrabismusscreeningmustbedoneatthetimeofthephysicalexamination.HealthprovidersofchildrenthreeyearsandoldermustbecertifiedtoadministerdevelopmentallyappropriatescreeningsuchastheMichiganPreschooltest(TumblingE)orHOTVasmandatedbytheIDPHregulations.

e. VisionandHearingScreenings-- VisionandhearingscreeningmustbeplannedandimplementedtoensurethatallchildrenreceivescreeningsaccordingtotheEPSDTandIllinoisDepartmentofPublicHealthschedule.VisionandHearingscreeningsshouldbeadministeredbynursesorlicensedtechnicianscertifiedbytheIDPH.

i. Infantsandtoddlers(birthto36months):HearingandVisionscreeningsshouldbeconductedduringthebabywellcheckandwithin45daysofenrollmentintotheprogramforeveryEHS/CCPinfantandtoddlerandannuallyforallotherinfantsandtoddlers.Screeningsmustbeconductedannuallyforallreturningchildren.Childrenwhotransitionfrombirthtothreeprogramstopre-schoolprogramsmustobtainrequiredhearingandvisionscreeningwithin45daysoftheirtransition.

ii. Pre-school-agedchildren(age3-5):DFSSHearingandVisionTechnicianswillconductscreeningsonnewlyenrolledandreturningchildren.HSfundedchildren/programsmustbescreenedwithin45daysofenrollment.PFA/CCfundedchildrenmustbescreeningannually.ProgramsmustinformtheDFSSHearing&VisionTeamwhentheyenrollnewchildrenorunscreenedchildrentoarrangeforscreeningtomeetthe45-dayrequirementortomeetthescreeningwithintheprogramyearrequirement.

iii. Screeningswillbeconductedannuallyforallreturningchildren.iv. Childrenwhofailthescreeningsshouldbereferredtoaphysician(healthcare

provider)forfurtherassessment.v. TheHearingandVisionProcessforall3-5Programsisasfollows:

1. DFSSHearingandVisionTechswillcallagencies/sitestocoordinateascheduledscreeningdatewithin4-6weeks,inadvance,oftheinitialscreening.

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2. DFSSHearingandVisionTechswillcallagencies/sitestocoordinateascheduledscreeningdatewithin4-6weeks,inadvance,oftheinitial screening.

3. Ascreeningpacketwillbeprovidedtotheagencycontaining:aletterofnotificationofscreeningdate,classlist,instructionsonhowtoplaythepracticegame,healthcardconsenttoscreen,parentpostingofscreeningdate,andteacherconcernformnotifyingtechsofchildrenwithpotentialimpairments.

4. Ifthechildhasaknownhearingorvisionimpairment,documentationmustbecontainedinthechild’shealthfileforreviewandacopymustbeprovidedtotheassignedDFSStechnicianuponarrivalofscreening.

5. Ifthechildwearsglassesorhashearingaids,theDFSStechnicianwillfollowappropriateprocedurestochecktheglassesorhearingaids.AgencystaffwillrequestannualIDPHexaminationreportfromthechild’sparentand/ormedicalhome.

6. Agencymustensureparent/guardianconsentisobtainedbeforescreening.7. Classroomstaffshouldpracticeactivitiesinadvanceofthescreeningtohelp

preparechildrenforscreening.8. Afterinitialscreeninggiveparents/guardiansadvancednoticeandremindersfor

attendanceonthedatesofscreenings.9. Designatedagencystaffwillprovidewrittenresultsofscreeningto

parents/guardians.10. Staffwillexplainnextstepsforhearingorvisionresultsof“unable”or“fail/refer”

toparents/guardians.11. DFSSTechswillschedulearescreendateuponexittopickupanychildrenwho

wereabsentorunable/failtheinitialscreeningandnewlyenrolledchildren12. Childrenwhoreceiveareferralshouldbesenttothemedicalhomeforadditional

followup,asneeded.13. Agencywillfollowupwiththefamilyontheprogressofreferrals,monthlyor

untilcompleted.14. Date-stampallmedicaldocumentationwhenreceived.15. DocumentallresultsinCOPAwithin7daysofreceipt.

a. X

b . Xc. Xd . X

e. X

f. TuberculosisAssessmentRequirement– ATuberculosis(TB)Pediatric&AdolescentRiskAssessmentQuestionnaireisrequiredannuallybeginningatoneyearofagewiththephysicalexam.Thechild’shealthcareprovidermustadministertheTuberculosis(TB)Pediatric&AdolescentRiskAssessmentQuestionnaire.

i. ChildrendeterminedtobeathighriskforexposuretoTBwillberequiredtohavetheTSTortheTBbloodtest.

ii. ChildrendeterminedtobeatlowriskforexposuretoTBneednofurthertesting,asindicatedontheCertificateofChildHealthExamination form.

iii. Newpreschoolenrollees,includinginfant/toddlerchildrentransitioningintopre-schoolagedprograms,arerequiredtobeassessedforriskofTBexposureusingtheTBPediatric&AdolescentRiskAssessmentQuestionnaire.TheresultswillbeindicatedontheCertificateofChildHealthExaminationform.

g. HeightandWeight– Allprogramsarerequiredtoincludechildheightandweightasapartofthephysicalexamination,beforeenrollment.

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i. Xii. X

a. Xb . Xc. Xd . X

e. Xf. X

i. Forchildren2to5yearsold,twogrowthassessmentsarerequired.1. HeightandweightassessmentsmustbeplottedusingtheBodyMass

Indexchart(BMI2to20years)foundinCOPA.Thisfirstassessmentistakenfromthechild’sphysicalexaminationrecordatthebeginningoftheyear.Iftheheightandweightwerenotavailableontheexamreportfromthephysician,thenthesitestaffmusttakethesemeasurementsonsiteandrecordtheresultsinCOPAfor“priortoenrollment.”

2. OnsiteassessmentstakeplaceagaininFebruaryandMarchandchartedontheCOPAsystem.

3. Acopyofeachreportisplacedinthechild’shealthfolder.ii. Forchildrenundertwoyearsold,height,weight,andheadcircumferencemust

becompletedforeachchildpriortoenrollment.Theseassessmentsaretobeconductedandrecordedonthescheduleofthewell-babyvisits.

1. Theweightforage,heightforage,weightforheight,andheadcircumferencegraphsinCOPAistobeusedtoassessinfant/toddlergrowth.

2. Thechartsmustbeprintedandacopyplacedinthechild’shealthfolder.h. ScreeningResults-- Thenumericalresultsofthefollowingscreeningsarerequired:blood

pressure,hemoglobinorhematocrit,headcircumference,heightandweight,andleadscreening.

i. Theactualresultsornumericallevelsofscreeningmustbedocumentedonthephysicalexaminationform.

ii. Thefollowingscreeningresulttermsarenot acceptableandrequirefurtherdocumentation:Untestable/Notdone,Uncooperative/NotApplicable(N/A),Tooyoung/Incomplete,Noresults,Pending(resultsmustbeobtainedwithin45days).

iii. ProgramsmustdatestamptheStateofIllinoisCertificateofChildHealthExamination formwhenitisreceivedandplaceitinthechild’shealthrecord.

iv. COPAautomaticallydetermineswhetherachildisup-to-datewiththeperiodicityschedulebasedontheEPSDTrequirements(SeeCOPAReport406).

v. Follow-upforabnormalresultsisrequiredwithin45daysorbyadoctor’srecommendation.

A . xB . X

C. DentalHealthRequirements(HS/EHS/CCPfundedprogramsonly)a. Adentalexaminationbyadentistmustbeobtainedwithin45daysofenrollment,and

annuallythereafter,forchildrenage12monthsandolder.Thedentalexammaybenoolderthansixmonthsattimeofenrollment.

b. Dentalprophylaxis(cleaning)andfluoridearerequiredforchildrenagestwoyearsandolder.Underagetwo,thedentalprofessionalmaydetermineappropriatecare.

D. HealthCommunication&Collaboration– Allprogramsmustcollaboratewithparentsaspartnersinthehealthandwell-beingoftheirchildreninalinguisticallyandculturallyappropriatemannerandcommunicatewithparentsabouttheirchild'shealthneedsanddevelopmentconcernsinatimelyandeffectivemanner.

a. Priortoenrollment/attendanceifpossible,oratenrollment,programstaffshouldmeetwithparents/guardiansto:

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i. Reviewtheagency’spoliciesandproceduresforprovidingfirstaidandobtainingemergencycareandobtainwrittenauthorizationfromparents/guardianstoadministerfirstaidandobtaincriticalcareinanemergency.

ii. Discussthepurposeofandtheproceduresforadministeringhealthanddevelopmentalscreenings,includingvision,hearing,andgrowthscreenings.

iii. Obtainwrittenauthorization(consent)fromparents/guardians,asapplicable.Authorizationsforscreeningsmustbeobtainedbeforethescreeningsareconducted.

iv. Informparents/guardiansthatresultsofallscreeningswillbegiventothem,alongwithoptionsorrecommendationsforfurthercare.

v. Iftheparent/guardiangivesauthorization,staffdocumentstheconsentinCOPAandplacesthepaperauthorizationinthechild’sfile.

vi. Iftheparent/guardianrefusesauthorization,agencystaffwilldocumenttherefusalinCOPAandinformtheappropriateotherstaff.Iftheparentrefusestosignanauthorizationformforanyhealth-relatedscreenings(hearingandvision,healthservices,otherdevelopmentalscreenings),staffwillprovideeducationtoparents/guardiansaboutthebenefitsofthescreeningandinformthemthattheywillbeaskedagaininthreemonthstoseeiftheywillgiveauthorizationatthattime.

b. MedicalHome&insurancei. Allchildrenmusthaveamedicalhome,dentalhome,andhealthinsurancethat

willallowthefamilytoaccessappropriatemedicalanddentalcareforthechild.Thismeansthatthechildwillhavearegular,identifiedpediatrician,dentist,andhealthinsurance,thatisdocumentedinCOPA.WhilePFA/PIchildrenarenotrequiredtohaveamedicalhome,dentalhome,orinsurance,itisconsideredbestpracticetodocumenttheservicesthefamilyandchilddoeshaveandmakereferralsforthemtoobtaininsuranceandanongoingsourceofcare.

ii. Duringin-takeorwithin30daysofenrollment,programstaffwillmeetwiththeparents/guardianstoaccomplishseveralobjectives:

1. CollectanddocumentinCOPAinformationaboutthechild’smedicalhomeanddentalhome,includingprovidernames,andthetypeofmedicalinsurancethefamilyhas.Seeproceduresbelowforreferralsifthechilddoesnothaveamedicalhome,dentalhome,ormedicalinsurance.Ifthefamilydoesnothaveausualsourceofmedicalhome,dentalhome,orhealthinsurance,agencystaffwill:

a. Refertheparent/guardiantoMedicaid,AllKids,orotherinsurancecarriers,asappropriate.

b. Assistthefamilytoaccesslistsofmedicalanddentalprovidersthatareintheirinsurancecoverageplans.ThismayincludehelpingthefamilytoaccesshelpthroughGetCoveredIllinois.

c. Checkwiththefamilyonprogressforobtainingmedicalinsurance,medicalhome,anddentalhomemonthlyuntilobtained.

d. Developgoalswithfamiliesrelatedtohealth,asappropriate.e. Documentgoalsand/orreferrals/servicesinCOPA,aspartofthe

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e. xFamilyPartnershipAgreement(FPA)/IndividualizedFamilyGoalPlan(IFGP)process(seeFCE12.E-F).

f. DocumenttheinformationinCOPAwhenthefamilydoesobtainamedicalhome,dentalhome,ormedicalinsuranceafterenrollment.

g. Provideresourcesformedicalhomesanddentalhomesifthechild/familyisnoteligibleformedicalinsurance,includingusingprogramfundstopayforneededmedicalordentalservices.

h. Conductaninterviewwiththeparent/guardianusingtheCOPAHealthHistoryandNutritionAssessment.SeetheNutritionsectionofthismanualforconductingtheDFSSInfant/ToddlerNutritionAssessment.

i. Asktheparent/guardiantoindicateanysafetyorspecialneeds,includingmedical,dental,mentalhealth,disabilities,ormedicationrequirements.

j. Informotherappropriateagencystaffofthesesafetyorspecialneeds.

E. OngoingHealth-relatedRequirementsforAllProgramsa. AnnualPhysicals-- EnsuringtheChild’sHealthStatusisUp-to-Date

i. Childrenmusthaveanannualphysicalthatincludesanup-to-datescheduleofage-appropriatepreventiveandprimarymedicalandoralhealthcareandimmunizations.ProgramsshouldreviewthehealthscreeninginformationinCOPAmonthlytoensureitisaccurateandup-to-dateandtomakeplansforfollowupcaresteps.

ii. ForcenterslicensedbyIDCFS,theIDHS/IDCFSCertificateofChildHealthExaminationmustbenoolderthansixmonths,unlessthechildistransferringfromanotherDCFS-licensedcenter-basedprogram,inwhichcaseanoriginalphysicalexamfromthepreviouscentercanbeusedifitislessthanoneyearold.

iii. ForDCFS-licensedfamilychildcarehomes,thephysicalexammustbenoolderthansix(6)months.

b . X

iv. CPSschool-basedhealthcenters,CDPHclinics,andotherresourcesareavailableandshouldbeusedtosecurechildren’sscreeningsandkeepthemup-to-dateontheirhealthstatusschedules.

v. COPAreport#406shouldbeusedbyprogramstomonitorongoinghealthrequirements.

vi. DFSSwillpostcurrenthealthrequirementsguidanceandchanges,withdetailedinformationaboutcompleteandup-to-datephysicalexams,healthscreenings,andimmunizations,onitswebsiteanddistributenotificationtoagenciessotheycanreviewtheirownproceduresandrevise,asneeded.

b. OngoingCare-- Toensurethanchildrenremainup-to-dateonascheduleofage-appropriatepreventiveandprimarymedicalanddentalhealthcare,designated/appropriateagencystaffshould:

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i. Developareminderscheduleforallmedicalexams,healthscreenings,dentalexams,andimmunizations,accordingtothechild’sageandtheCELShealthrequirements.

ii. Giveparents/guardianswrittenadvancednoticeofrenewalsneeded.Additionalverbalnoticemayalsobegiven.

iii. Informparents/guardiansofinfantsandtoddlersofthewell-childexamandimmunizationscheduleduringtheenrollmentprocess.

iv. Provideresourcesandreferralswhenfamiliesencounterchallengesinmeetingtherenewalrequirements.

v. Placecopiesofremindernoticesinthechild’sfile.vi. DocumenteffortstoobtainrenewalsinCOPA.vii. Date-stampallmedicaldocumentationwhenreceived.viii. Whenrenewalsarereceived,documentinCOPAwithin30daysofreceipt.ix. Inviteparents/guardianstoshareobservationsofthechild’sstrengths,interests,

andneedsduringhomevisitsandparentconferences.x. Provideinformationaboutmedical,dental,hearing,orvisionresultsthatmay

indicateaneedforfurtherevaluation.xi. Obtainguidancefromtheagencyleadershipordesigneeswhen

parents/guardiansorstaffhaveconcernsaboutachild’shealth,growth,ordevelopment.

xii. Anyneworrecurringconcernwillbedocumentedandfollowupprovided.c. ExtendedFollowUpCare-- Allprogramswillensurethatchildrenwhohavehealth

conditionswillreceiveappropriatefollow-upcare.Designated/appropriateagencystaffwill:

i. Followuponchildrenwith“unable”or“fail/refer”visionorhearingscreeningsorany“abnormal”resultsonhealthscreeningsaccordingtothecurrentDFSSannualhealthrequirementsguidance.

ii. DocumenteffortsinCOPA.iii. Date-stampallmedicaldocumentationcopieswhenreceived.iv. DocumentnewresultsinCOPAwithin30days.

d. Forchildrenwithspecialmedicalconditionsorneededfollowup:i. Programsmusthaveaspecialcareplanforchildrenwithhealthconditions

requiringspecialmanagementoraccommodationduringprogramhours.1. Thecaremustbeadministeredasrequiredbyaphysician,subjectto

receiptofappropriatereleasesfromtheparent/guardian.2. Medicalconsultationshallbeavailabletothestaff,asneededforthe

healthandmedicalneedsofthechildrenserved.ii. Toensurethatthespecialcareplanmeetstheneedsofthechildren,

designated/appropriateagencystaffwill:1. Involveparent/guardianandchild’shealthcareproviderinthe

developmentoftheplan.2. Ensureallappropriatestaffreviewtheplanandreceiveappropriate

informationandtrainingintheimplementationoftheplan.3. Supportappropriatestafftoassistparents/guardiansinobtaining

resourcestocarryoutplan.

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A . X

B . XC . XD . XE. X

F. TeethBrushing/OralHealthPractices-- DFSSpromoteseffectiveoralhygienebecausetoothdecayispreventableandisthemostcommondiseaseinchildren.Programswilluseacomprehensivesystemofhealtheducationandcarethatincludestoothbrushingforallchildrenthathaveteeth.

a. Childrenmustbrushtheirteethatleastonceperday.Toothbrushingshouldincludemeaningfulteacher-childinteractionsfollowingCLASSguidanceforinteractions,transitions,andclassroomorganization.

b. Programswillexecuteanintentionalfamilyhealtheducationprogramthatincludesastronghometoschoolconnectiontoestablishadentalhomeforthefamily,goodoralhygieneathome,andoralhygieneeducation,includingtheconnectionbetweenoralandgeneralhealth.

c. Programswillexecuteanoralhealthprogramthatincludeswipinggumswithoralhygienegumwipes.

G. ShortTermExclusionofChildren-- AllprogramswillfollowIDCFSlicensingandIDPH/ChicagoDepartmentofPublicHealth(CDPH)rulesandguidanceforexcludingchildrenshorttermduetosymptomsofillness.

a. Everyagencymusthavepoliciesandproceduresinplaceforaddressingsuchevents.ProceduresmustincludereportingsucheventstoDFSSupontheiroccurrenceandtoCDPHasguidedbythatagency.

b. PerIDCFSlicensingstandards,center-basedchildrenshallbescreeneddailyuponarrivaldailyforanyobvioussignsofillness. Ifsymptomsofillnessarepresent,staffshalldeterminewhethertheyareabletocareforthechildsafely,basedontheapparentdegreeofillness,otherchildrenpresent,andfacilitiesavailabletocarefortheillchild.

c. Childrenwithdiarrheaandthosewitharashcombinedwithfever(oraltemperatureof101ºForhigherorunderthearmtemperatureof100ºForhigher)shallnotbeadmittedtothecenterwhilethosesymptomspersistandshallberemovedassoonaspossibleshouldthesesymptomsdevelopwhilethechildisincare.

d. Childrenneednotbeexcludedforaminorillnessunlessanyofthefollowingexists,inwhichcaseexclusionfromthecenterisrequired:

i. Illnessthatpreventsthechildfromparticipatingcomfortablyinprogramactivities.ii. Illnessthatcallsforgreatercarethanthestaffcanprovidewithoutcompromising

thehealthandsafetyofotherchildren.iii. Feverwithbehaviorchangeorsymptomsofillness.iv. Unusuallethargy,irritability,persistentcrying,difficultybreathingorothersignsof

possiblesevereillness.v. Diarrhea.vi. Vomitingtwoormoretimesintheprevious24hours,unlessthevomitingis

determinedtobeduetoanon-communicableconditionandthechildisnotindangerofdehydration.

vii. Mouthsoresassociatedwiththechild'sinabilitytocontrolhisorhersaliva,untilthechild'sphysiciandocumentsthatthechildisnoninfectious.

viii. Rashwithfeverorbehaviorchange,unlessaphysicianhasdeterminedtheillnesstobenon-communicable.

ix. Purulentconjunctivitis,until24hoursaftertreatmenthasbeeninitiated.x. Impetigo,until24hoursaftertreatmenthasbeeninitiated.

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xi. Strepthroat(streptococcalpharyngitis),until24hoursaftertreatmenthasbeeninitiatedanduntilthechildhasbeenwithoutfeverfor24hours.

xii. Headlice,untilthemorningafterthefirsttreatment.xiii. Scabies,untilthemorningafterthefirsttreatment.xiv. Chickenpox(varicella),untilatleast6daysafteronsetofrash.xv. Whoopingcough(pertussis),until5daysofantibiotictreatmenthavebeen

completed.xvi. Mumps,untilninedaysafteronsetofparotidglandswelling.xvii. Measles,untilfourdaysafterdisappearanceoftherash.xviii. Anyothersymptomsthatmaybeindicativeofoneoftheserious,

communicablediseasesidentifiedintheIDPHControlofCommunicableDiseasesCode(77Ill.Adm.Code690).

A . x

B . XC . XD . X

E. XF. XG . X

H. HealthServicesAdvisoryCommitteesa. HS/EHS/CCPagenciesmustestablishaHealthServicesAdvisoryCommittee(HSAC).The

purposeoftheHSACistoadvisetheprogramonhealth-relatedpoliciesandplans,includingaddressingthe healthissuesaffectingtheagencyanditsfamilies.TheHSACmust:

i. Consistofparents,medicalanddentalprofessionals,andastaffcoordinator.Additionalmedicalprofessionalsandvolunteersfromlocalhealthinstitutionsmayalsoparticipateinthecommittee.

ii. MeetatleastonceannuallybeforethemonthofJune.iii. Alistofmembersandthedate(s)ofmeeting(s)mustbecompletedusingthe

AgencyHealthAdvisoryForm.TheformmustbesignedbyaBoardrepresentative,executive/programdirector,andthePolicyCommitteerepresentativeandsubmittedtotheprogram’smonitoringteam.

b. PFA/PIagenciesmayparticipateintheDFSSgrantee-levelHSAC.

I. Postings-- Allprogrammusthangthefollowingposters:a. ChokingHazardsb. EmergencyNumbersc. FirstAidforDentalemergenciesd. GlovingPostere. HandwashingPosterf. TipSheetg. Handwashingprocedureh. Diaperingi. MandatedReporterj. NoSmokingk. NoDrugsl. NoAlcoholm. NoWeaponsn. Putthestopsigndailyhealthchecko. WeatherWatch

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i. XA . XB . X

C . XD . XE. X

F. XG . XH . XI. X

a. Xb . X

J. FiscalRequirementstosupporttheprogram:a. HS/EHS/CCPfundedprogramsmustprovidediapersforenrolledEHS/CCPchildrenduring

theprogramday.b. HS/EHS/CCPfundedprogramsmayuseHS/EHS/CCPfundingtoprovideneededmedical

ordentalservicesforenrolledchildrenifallotherresourceshavebeenexhausted.Programsshouldbudgetthesefunds,lookingatthelastthreeyearsofexpendituresfortheseusesastrends

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I. Definition

Mentalhealthreferstothepracticesandconditionsrequiredtosupportchildren,familyandstaffsocialandemotionalwell-beingandpromotehealthyrelationshipsthatarethefoundationsofchildren’slearning.Mentalhealthservicesaredesignedtoassistchildrenintheiremotional,cognitiveandsocialdevelopment,towardanoverallgoalofsocialcompetenceandschoolreadiness.


A. GeneralRequirements– Allprogramsshouldcultivateanagency-wideculturethatpromoteschild,family,andstaffwell-beinginallprogramcomponentsandlevels,includingtheclassroom,handbooks,meetings,discussiongroups,familyassessments,andhomevisits.Suchacultureincludesanenvironmentofmutualrespectamongstaffandfamilythatwelcomesandsupportsdiversecultures,languages,traditions,andexperiences;thatstrivestobuildlong-term,stablerelationshipswithstaff,families,andcommunity;andthatprovidesaccesstoresourcesthatsupportchild,family,andstaffemotionalandphysicalwell-being.

B. Mentalhealthservicesareanintegralpartoftheearlychildhooddevelopmentandhealthservicesprogramsthatprovidedirectsupporttochildren,parentsandstaff.Mentalhealthservicesshouldbedesignedto

a. Assistchildrenintheiremotional,cognitive,andsocialdevelopment,towardanoverallgoalofsocialcompetenceandschoolreadinessandidentifyproblemsthatmayinterferewiththedevelopmentthereof.

b. AssistparentsandstaffandcaregiversindevelopingpositiveattitudestowardMentalHealthservicesandinacquiringthenecessaryskillsandknowledgetounderstandandtodealmoreeffectivelywithcommondevelopmentandbehaviorproblemsseeninchildren.

c. Providestaff/caregiversandparentswithanunderstandingofchildgrowthanddevelopment,anappreciationofindividualaswellascultural/ethnicdifferences,andtheneedforasupportiveenvironment.

d. Provideforprevention,earlyidentification,andinterventionofproblemsthatmayinterferewithchildandfamilysocialfunctioning/relationships.

e. Supportparents,staff,caregivers,andchildreninimplementingthegoalsoftheIndividualEducationProgram(IEP)orIndividualFamilyServicePlan(IFSP).

f. Providechildrenwithdisabilitiesandtheirfamilieswiththementalhealthsupportiveservicestoensurethatthechildrenandfamiliesachievethefullbenefitsofparticipationintheprogram.

g. Provideassistanceandinterventiontofamiliesincrisis.h. Provideassistanceandinterventiontostaffincrisis.

C. MentalHealthServicesPlan--Programsmustdesignandimplementanannualmentalhealthservicesplaninconsultationwithaconsultantfromamentalhealthprovider.Theplanmustinclude:

a. InitialPlanningSession–i. Aplanningsessionmustoccurbetweenthementalhealthproviderandthe

9.MentalHealthServices

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i. xagencystaffpriortorenderingofservices.Thepurposeofthisintroductorysessionisto:

1. Establishtherelationshipbetweentheconsultantfromtheprovideragencyandtheagencystaff.

2. Discussandidentifythementalhealthserviceneedsoftheprogramanditschildrenandfamilies.

3. Plantheannualscheduleofmentalhealthrelatedactivitiesforchildren,families,andstaff,includingparentorientationandmentalhealth/emotionalwellnessworkshopsforparents

a. Orientationandworkshopsshouldbeconductedintheparentbody’smajoritylanguage.Interpretationserviceswillnotbereimbursed.Simultaneousinterpretationispermitted.

4. Outlinethereferralprocessforchildrensuspected/identifiedashavingspecialsocial/emotionalormentalhealthneeds.

5. Outlinethestrategiesforworkingwithchildrenwithchallengingbehaviors.

ii. Thesessionistooccurnolaterthan60daysofthestartoftheprogramyearandshouldincludeatleasttwoparentrepresentativesfromtheparentcommittee.

iii. Duringtheplanningsession,theMentalHealthActivityRecord(DFSS2569A)istobecompletedthatincludes/showshowandwhenthementalhealthservicesplanwillbeimplemented.

iv. Duringtheplanningsession,theParentMentalHealthActivityRecord(DFSS2569B)istobecompletedandsignedbytheappropriateagencystaff,theconsultant,andthetwoparentrepresentatives.ThesignedParentMentalHealthActivityRecord(DFSS2569B)shouldbepostedontheparentbulletinboard.

b. ParentOrientation--AnorientationtomentalhealthservicessessionmustbeconductedforfamiliesbytheendofOctober.Thesessionmustincludeadiscussionofand/orinformationon:

i. Emotionalwellness,mentalhealthservicesanddisabilities.ii. Thesortsofinterpersonal,behavioral,orotherproblemsthatchildrenand

familiesmayreceiveareferralforindividualconsultationfor.iii. Thereferralprocessforindividualconsultationservicesforchildrenand

families.iv. Theavailabilityofandhowtoaccessresourcesinthecommunity.v. Developmentalscreenings.vi. EarlyInterventionandCPSreferralprocessforchildrenwithspecialneeds

and/ordisabilities.vii. Topicsforfutureparentworkshopsrelatedtomentalhealthandemotional-

wellness.Parentsshouldmakerecommendationsforfutureworkshops.c. ParentandStaffEducation/Training

i. Thementalhealthprovidershouldprovideeducationandinformationtostaffandparentsonthefollowingtopicsandothers,asdeterminedbytheagencyxandcommunityneed:

1. Purposeofthescreeningprocessandresults

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2. Understandingchangesindevelopmentalstages,typicalandatypicaldevelopment

3. Childobservations4. Appropriatedevelopmentalguidance5. Aggression/otherexternalizingbehaviorsandwithdrawal/other

internalizingbehaviors6. Themeaningofmentalwellness7. Copingwithstress8. Limit-setting,disciplines,andfamilydynamics9. Languageandliteracydevelopment10. Dealingwithviolenceinthehomeandinthecommunity11. Earlydetection,identification,andfollow-upofspecialneedsinyoung

children12. Recognizingdisabilitiesinyoungchildren13. Problemsolving,friendshipskill,emotionalmanagement,andcopingwith

anger14. Stagesoflearning,teaching,andembeddingopportunitiesforsocial-

emotionalskilldevelopmentii. Thiseducationandinformationmaybedeliveredthroughavarietyofmethods,

includingbutnotlimitedtodiscussiongroups,meetings,trainings,workshops,andinformationalmaterials/newsletters,basedonresourcesandtheneedsoftheorganizationandtargetaudience.

d. GeneralClassroomObservationandConsultation/Feedbacki. MentalHealthconsultantsmustprovidegeneralclassroom/childobservationsfor

infants,toddlers,andpreschoolersasneeded.ii. Aftereachobservationtheremustbeconsultations,discussionsorstaffingwiththe

teacher,networkcoordinator,home-visitor,and/orcaregivertoreviewtheresults,discussconcerns,anddevelopplansfortherestoftheyear.

iii. Reportsontheclassroom/childobservationshouldinclude,butarenotlimitedto,thefollowinginformation:

1. Center/familychildcarehomeorclassroom/groupculturesandatmosphere,includingwhenpossibledynamicsandinteractionsbetweencaregiverandchildandtheirfamilies,parentandchild,teacherandchildren,childrenwitheachotherandingroups,andadultswitheachother.

2. Practicalsuggestionsandstrategiesformanagingtheclassroom,group,FCCH,orhome.Thesesuggestionsandstrategiesmustaddresshowtobuildonthestrengthsofchildrenandtheirfamiliesaswellassupportchildrenwhomayappearanxious,displayaggression,arewithdrawn,orpresentsensoryconcerns.Inaddition,thereportmustaddresshoetofosterappropriateinteractionsbetweenchildrenandadultcaregiversandprovideanoverallassessmentoftheobservation.

3. Iftheconsultantsuspectspossiblechildabuseandneglect,thentheconsultantismandatedtoreportthesuspectedabuse/neglecttotheIDCFShotline(1-800-25-ABUSE).

4. Consultantsarerequiredtoassistinformulatingaplanofactionbasedon

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4 . xtherecommendationsand/orsuggestionsmadetoteachers,homevisitors,andcaregivers.Theplanmustbespecifictoaddressindividualaswellasclassroom/groupneeds,classroomstrategiesformanagingbehaviorandsupportingsocial-emotionaldevelopment,andactivitiestobeimplementedaswellastimetablesforcompletion.Childreninneedoffurtherindividualobservationmaybeidentifiedatthistime.

e. Social-EmotionalBehaviorIFSP/IEPConsultation– Forchildrenwithemotional/behavioraldisorderthathaveanIFSPorIEP,thementalhealthprovidermustsupporttheclassroomstaff,homevisitor,caregivers,andparentstoensurethatthechildren’ssocial-emotionalneedsarebeingmet.Thissupportmayincludebutisnotlimitedtothefollowing:

i. Reviewingtheplanwiththeteacherorcaregiver,supportstaff,andparents.ii. Discussingwaysofsupportingthestaffandcaregiverwhensupportstaffisnoton

site.iii. Adaptingtheenvironmentwhennecessarytoaccommodatechildren’sspecial

needsiv. SupportingchildrenandfamilieswiththeCPSandEISystemCFCwhenconcerns

aresuspectedoridentified.f. IndividualObservation– Anindividualobservationconsistsofthementalhealthconsultant

observingachildintheclassroomorothergroupsetting.Thesearetobeconductedonchildrenwhohavenotbeendiagnosed/referredasdisabledbutwhodisplaybehaviorthatmayindicatespecialneedsorconcerns.

i. Anindividualobservationcanbeinitiatedattherequestof thecenterstaff,networkcoordinator,parent/guardian,and/or consultantbasedonthegeneralclassroomobservation,reviewofrecords,anddiscussionwithstaff.

ii. Inthecaseofinfant/toddler,observationoftheparent/childinteractionisimportant.Everyeffortmustbemadetoobservethechildinthemostnaturalsettingsuchasinthechild’shome,thefamilychildcarehome,orthecenterwhentheparentispresent.

iii. Thefollowingproceduresapplytoindividualobservations:1. Theprogrammustobtainasignedreleaseformfromtheparent/guardian

priortoconductinganyindividualchildobservation.Parent/guardianmustbeconsultedandgiveconsentbeforeachildisreferredforanindividualobservation.UseParentConsentforIndividualObservationformDFSS2954.Thisconsentisvalidfor60days.

2. TheMentalHealthConsultantistoreviewthechild’srecordspriortoobservingthechild.

3. Anindividualobservationmustbeconductedwithintwoweeksofeitherthedateofthegeneralobservationinwhichachildwasidentifiedasneedingfurtherobservationorfromtherequestoftheparentand/orcenterstaff.Theindividualobservationcannotbeconductedonthesamedayasthegeneral/groupobservation.

4. Followinganindividualobservation,amentalhealthconsultationstaffingmustoccurwithparent/guardianandappropriatestaffwhichmayincludecenter-basedteacher,homevisitors,FamilyServiceWorkers,FCCHproviderandcontentareacoordinatorstodiscusstheresultsofthe

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4 . xobservation.5. Ifamentalhealthconsultantrecommendsachildforfurther

services,thecenterstaffhomevisitor,ornetworkcoordinatormustfollow-upandensurerecommendationsandorreferralshavebeencompleted.Parent/guardianinputmustbeobtainedintheplanningprocess.

6. Allmentalhealthconsultantsmustcompleteawrittensummaryoftheobservationsandrecommendationsforchildrenindividuallyobserved(onappropriateformsCYS1115).Acopyoftheindividualobservationreportshouldbeincludedinthechild’smentalhealthrecord.Toprotecttherighttoprivacyaswellaspreserveconfidentiality,theproviderandthecenter/homemayrefertothechildeitherbyusingacodeorthechild’sinitials.

7. Thereportsontheindividualobservationshouldinclude,butnotbelimitedto,thefollowinginformation:

a. Presentingproblems,child’sbehaviorsandoverallassessmentfromthatspecificobservation.

b. Attheendoftheindividualobservation,includerecommendationswithreferencetothoseresponsibleforimplementinganyreferraland/orrecommendations.

g. ParentConsultation–Parentsmayobtainindividualassistancethroughouttheprogramyear.Whileanopportunity shouldbeprovidedforparentstodiscussindividualproblemsregardingthechildorfamily,theemphasismustbeplacedonreferral,suchasconnectingthefamilyandchildtoaprovideragencyforshort/longtermservices.Itshouldbenotedthatcrisisinterventionservicesarecarriedoutonavery limitedbasis.

h. CrisisInterventionCounseling—i. Afamilyincrisiswillbereferredtoamentalhealthproviderafterprogramstaff

havedeterminedthatthefamilyrequiresprofessionalpsychologicalsupportandintervention.Crisisinterventionwillconsistofnotmorethanthreesessions.Anassessmentwilltakeplaceduringthefirstsessions.Interventionandgoalsettingwilltakeplacewiththefamilyoverthenexttwosessions.Iffurtherassistanceisneeded,areferraltocommunity-based,longtermassistancemustbemade.

ii. Onsitementalhealthconsultationwillalsobeavailabletostaffwhomaybeexperiencingcrisis,suchasemotionalchallenges,issuesofloss,domesticorcommunityviolence,mentalhealthissues,trauma,etc.

iii. Ante- andPost-PartumAssessmentforPregnantMothers—Anassessmentofpregnantmotherstodeterminewhethersheshouldbereferredformedicalevaluationisrequired.Anappropriatelyvalidatedandreliabletool,suchastheEdinburghPostnatalDepressionScalemustbeusedtoconducttheassessment.Thementalhealthconsultantmayassistintheprocessofassessmentandreferral.

iv. Agenciesservedconductquarterlymeetingwithmentalhealthserviceprovidertocheckinonservices,includingprovidingnecessaryfeedbackonservices,issuesandconcerns.

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D. StrategiestofulfilltheMentalHealthServicesplan—a. Makethescheduleofmentalhealthconsultantservicesavailabletostaffandparents.b. Meetwithstaffandparentsonaregularbasistodiscusschildren’schangingneeds.c. Developwell-beingactivitiesforstaffandparents.d. Reviewreferralsforchildrenthatresultfrombehavioralscreenings.e. Fosterthedevelopmentofawarmandwelcomingclassroom,center,andhome

environment,wherechildrenfeelsafetoexpresstheirfeelingsanddevelopastrongsenseofself.

f. Ensureparentsareincludedasapartofthechild’steamindiscussionsaboutchallengesbeforeitisdeterminedthatinterventionsareneeded.

g. Discusschild’sstrengthsaswellasconcernswithparents,e.g.,typicaldevelopment,howchildrespondstostressfulsituations.

h. Developappropriateresponsestoaddresschallengingbehaviors,andstrategiestostrengthenresults.

i. Recognizeandaddressthedifficultieswithseparationandattachmentforchildandparent.

j. Supporthealthychildrearingpractices.k. Helpchildrenadjusttochangesinfamilycircumstances.l. Addressdomesticviolencesituations.m. Promotestressreduction.n. Facilitatesupportgroupsorotheractivitiesthatmeettheneedsoftheprogramchildren,

families,staff,andcommunity.o. Solicitinformation,includingfromparents,aboutallaspectsofchildren’sdevelopmentin

ordertoplanindividualprograms.Thisinformationcanbegainedfromthefollowingsourcesandevents,amongothers:

i. Child’sorientationvisits.ii. Dailycontactsduringdrop-offandpick-ups.iii. Conversationsanddiscussionsaboutthechild’sstrength,needs,special

interests,typicalandatypicaldevelopment,healthissues,andanyconcernsaboutthechild’smentalhealth.

iv. Homevisits.v. Screeningandassessmentresults.vi. Healthandnutritioninterviews.

E. MentalHealthConsultants– HS/EHS/CCPfundedprogramsarerequiredtocontractwithamentalhealthconsultant.PFA/PIfundedagenciesmaymakeuseoftheDFSSxmentalhealthsupportservicecontractsubjectmatterexpert(SME).Thementalhealthconsultant,incollaborationwithdesignatedstaff,performsatleastthefollowingfunctionsforprogramoperations:

a. Designappropriateactivitiesfor:i. Classroommanagement.ii. Methodsforsupportingchildren’sstrengths.iii. Strategiesforsupportingchildrenwithchallengingbehaviors,bothinternalizing

andexternalizingproblems,andothersocial,emotional,andmentalhealthconcerns.

iv. Strategiestofosterappropriateinteractionsbetweenchildrenandadults.

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v. Overallassessmentsandobservations.b. Providegeneralclassroomobservationsforinfantsandtoddlersandpreschoolersas

needed,aswellasotherindividualobservationsorconsultationrequiredbytheprogramstafforparents.Aninitialobservationisrecommended,ifwarrantedorrequested,within60daysafterthechildenterstheprogram,andasecondasdeemedappropriate.

c. Providefeedbackontheclassroomcultureandatmosphere,i.e.,dynamicsandinteractionsbetweentheteacherandchildren,childrenwitheachother,andadultswitheachother.

d. Sharefindings,concerns,andrecommendationsfromobservationswithteachingandotherdesignatedstaff.

e. Conductindividualchildobservationsattherequestofthedesignatedstaff,parents/guardians,orbasedongeneralclassroomobservations,reviewofrecords,anddiscussionwithcenterstaffandparent/guardian.

f. AssistindevelopinginterventionsandmodificationsforchildrenwithbehaviorissueswhomaynothaveanIEPorIFSPintheclassroomandthehome.

g. Assistinmakingreferralsforfurthermentalhealthassessment/evaluation.h. Meetwithstaffandleadershipfrequentlytodiscusscenter,classroom,homevisiting,

familychildcarehome,child,family,team,orindividualneeds.i. Thementalhealthconsultantprovideseducationandinformationtostaffandparentson

thefollowingtopicsandothers,asdeterminedbytheagencyandcommunityneed.Thiseducationandinformationmaybedeliveredthroughvariousmethods,i.e.,discussiongroups,meetings,workshops,informationalmaterials/newsletters,trainingsandothers,basedontheresourcesandneedsoftheorganizationandtargetaudiences.

i. Thepurposeofthescreeningprocessandresults.ii. Understandingchangesindevelopmentalstages,typicalandatypical

development.iii. Childobservation.iv. Appropriatedevelopmentalguidance.v. Aggression/otherexternalizingbehaviorsandwithdrawal/otherinternalizing

behaviors.vi. Themeaningofmentalwellness.vii. Copingwithstress.viii. Limitsetting,discipline,andfamilydynamics.ix. Languageandliteracydevelopment.x. Dealingwithviolenceinthehomeandinthecommunity.xi. Earlydetection,identification,andfollow-upofspecialneedsinyoungchildren.xii. Recognizingdisabilitiesinyoungchildren.xiii. Childabuseandneglect.xiv. Problemsolving,friendshipskills,andemotionalmanagement.xv. DomesticandCommunityViolence.

j. Thementalhealthconsultantworkswithstaffandparentstoencouragethedevelopmentofnurturingrelationshipsandenvironmentsby:

i. Promotingsecureattachmentrelationshipsbetweenparentandchild.ii. Promotingconstructivefamilyrelationshipsbyhelpingtheagencyprovidean

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ii. xenvironmentwhereallfamilymembersarewelcometolearnaboutthechild.iii. Linkingfamiliestocommunityresources,actingasaliaisonbetweenthe

agenciesandparents,andservingasadvocateforthechild.iv. Designingactivitiesforparentstouseathome.v. Providingshorttermcrisisintervention,andreferringfamiliestocommunity

servicesforfurtherlongtermassistance.vi. Encouragingparentstopartnerwithteachersregardinghowtodealwiththe

child,whileteachersobservethechildinpreparationforasmoothertransition.k. Parentswillbeassistedbyagencies,informedbymentalhealthconsultants,with:

i. Supportthroughtheprocessoftheirchild’sevaluation.ThementalhealthconsultantandstaffshouldattendtheIEP/IFSPconferencewiththeparents,whenappropriate.

ii. ImplementationofthespecialeducationgoalsforchildrenwithIEPs.iii. Activitiesthatpromotementalwellness,e.g.,exerciseprograms,educational

opportunities,regularbreaks,familyfunactivities,etc.iv. Decisionsaboutthetypeofinterventionsthatwouldbeprovided totheirchild.v. Understandingandaccessingneededservicesandcommunityresources.

l. Incollaborationwithprogramstaff,thementalhealthconsultantmayconsultindividuallywithstafforfamiliesaboutmentalhealthconcernsandplansforongoingcare,asneeded,affordable,andascannotbecoveredbyothercommunityresources.MentalHealthconsultantsmaymakereferralstostaffandfamiliesforongoingservicesandcare.

F. CooperativeAgreementswithMentalHealthConsultants--HS/EHS/CCP-fundedprogramsmustestablishCooperativeAgreementswithmentalhealthproviderstoaccessmentalhealthconsultations.

a. Cooperativeagreementsshouldinclude,attheminimum,thementalhealthrolesandresponsibilitiesincludedinthissection.

b. Requirementsformentalhealthprovidersandconsultants:i. Providersmustsubmitresumes,diplomas,andcertificationsforapprovaltothe

agencyforthoseindividualsidentifiedtorenderservicesunderthementalhealthservicescontract.

ii. ProgramsshouldscananduploadsignedcopyofthecooperativeagreementalongwithresumeandcredentialstotheDFSSelectronicfilecabinet.

iii. DFSSwillprovideorientationandtrainingtonewproviders.iv. Requiredconsultantcredentials:

1. HoldaPh.D.inPsychology,EarlyChildhoodSpecialEducation,orBehavioralSciencesrelatedtoPsychologysuchasGuidanceCounselingandaLicensedClinicalSocialWorker(LCSW)orLicensedClinicalProfessionalCounselor(LCPC);or

2. WorkingunderthesupervisionofaPh.D.,LCSW,orLCPC,holdamaster’sdegreein SocialWork,Psychology,EarlyChildhoodSpecialEducation,orBehavioralSciencesrelatedtoPsychologysuchasGuidanceCounseling;anddemonstratedexperienceof1yearworkingwithinfant/toddlersandpreschoolchildren(oneofwhichisinamentalhealthsetting)andfamilies;or

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3. WorkingunderthesupervisionofaPh.D.,LCSW,orLCPC,holdamaster’sdegreein SocialWork,Psychology,EarlyChildhoodSpecialEducation,orBehavioralSciencesrelatedtoPsychologysuchasGuidanceCounseling;anddemonstratedexperienceof1yearworkingwithinfant/toddlersandpreschoolchildren(oneofwhichisinamentalhealthsetting)andfamilies;or

4. WorkingunderthesupervisionofaPh.D.,LCSW,or,LCPC,holdabachelor’sdegreeorhigherinSocialWork,Psychology,EarlyChildhoodSpecialEducation,oraBehavioralSciencesrelatedtoPsychologysuchasGuidanceCounseling;anddemonstratedexperienceof2yearsworkingwithinfant/toddlersandpreschoolchildren(oneofwhichisinamentalhealthsetting)andfamilies;

and

4. Goodcommunicationskills,oralandwritten,andexperiencesconductinggroupworkshops;

5. Certified,registeredandIllinoislicensedasapplicable.

G. TheGranteeMentalHealthSubjectMatterExpert(SME)/Consultanta. TheRoleofthegranteementalhealthSME/consultant--Thegrantee’smentalhealth

SME/consultantisresponsibleforcapacitybuildingatprogramsandsupportingprogramsindeliveryofservicesthatsupportthesocial,emotional,andmentalhealthneedsofchildren,families,andstaff.

b. ConsultationfromtheSMEisavailabletoallagenciestoi. Assistprogramswithestablishingprogrammaticgoalsforchildren,families,and

staffrelatedtomentalwellness.ii. Addressanyissuesaffectingprogramsoutcomesastheypertaintoearly

childhoodhealthandmentalhealth.iii. Providetrainingandtechnicalassistanceonintegratingbestpracticestosupport

child,family,andstaffmentalwellnessc. ConsultationwiththegranteementalhealthSMEisavailabletoPFA/PIfundedprograms.

Theyshouldconsultwiththeirmonitoringteamtodetermineneededservices.

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I. Definition

TheNutritionSectioncoversstandardsandpracticesrequiredtosupportchildren’shealthydevelopmentthroughnutrition,intheformofprogrammeals,activities,andchildandfamilyeducation.


A. GeneralPurpose– Programsenhancechildren’swellnessbyprovidingnutritionservicesthatsupplementandcomplementthoseofthehomeandcommunity.Consumingnutritiousfoodshelpschildrengrow,develop,dowellacademically,andfeelgoodaboutthemselves.Goodnutritionhelpsprevent,obesity,dentalcavities,andiron-deficiencyanemia.Programsassistfamiliesinmeetingeachchild’snutritionneedsandestablishinggoodeatinghabitsthatnurturehealthydevelopmentandpromotelifelongwell-being.

B. Allcenter-basedandfamilychildcarehome-basedprogramsmusthaveactivefederalChildandAdultCareFoodProgram(CACFP)contracts.ProgramsmustfollowallmealservicerequirementsoftheChildandAdultCareFoodProgram(CACFP),cityandstatelicensing.

a. Agencyleaderswillensurethatdesignatedstaffatallsites:i. Entermealcountsinmeals-countworksheetsweekly.ii. Reconcilemealcountswithattendanceandsign-in/sign-outsheets,as

necessary.iii. Verifytheaccuracyoftheclaimbycomparingsign-insheets,attendance,and

mealcounts.iv. Reviewdataentrytoensureinformationiscompleteforthemonthlyfood

programclaim.v. Preparethemonthlyfoodprogramclaim.

C. NutritionPracticesa. Fulldayprogramsmustprovidechildrenmealsandsnacksthatmeetatleastone-halfto

two-thirdsofthechild’sdailynutritionalneedsandfeedingrequirements.b. Infantsandtoddlersmustbefedaccordingtotheirindividualdevelopmentalreadiness

andfeedingskills.Infantsandtoddlersarefedondemand.Bottlefedinfantsmustneverbeplacedinacriborrestingpositionwithabottle.

c. Allchildrenmustbeofferedbreakfastorasnackuponarrival,includingthosechildrendeemedlate.

d. Forhome-based/home-visitingprograms,healthysnacksandmealsareprovidedtochildrenduringvisitsandsocializationsessions.

e. Infant/toddlerprogramsmustpromotebreastfeedingbymakingavailablei. coldstorageineveryclassroom,ii. lactationroomsorprivateplacesavailableforbreastfeedingparents,andiii. counselingfromtheagency’sorgrantee’snutritionist/nutritionconsultantto

supportparentsmakingthisoption.f. Cleandrinkingwatermustbemadeavailabletochildrenatalltimesduringservice

hours.

10.Nutrition

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D. IdentificationofNutritionalNeedsa. Duringtheintakeprocess,programstaffmustmeetwithparents/guardiansand

completeanutritionassessmentinCOPAbeforethechildcanattendtheprogram.i. Forchildrenunderagetwo,theCOPAinfanttoddlernutritionalassessment

form(3171)shouldbeused.ii. Forchildrentwoyearsandover(2years+oneday),thenutritionalsectionon

theCOPAhealthhistory(section7)formshouldbeused.b. ProgramswillusethenutritionassessmentinCOPAtohelpidentifythe

parent/guardian’snutritionalconcernsandneeds.Theopportunityshouldbeusedtodiscussthefamily’scultural,religious,ethical,orpersonalfoodpreferences,suchasvegetarianismormedicallyprescribeddiets.Duringtheassessmentthefollowinginformationshouldbegathered:

i. familyeatingpatterns,includingculturalpreferences.ii. specialdietaryrequirementsforchildrenwithnutrition-relatedhealth

problems,andiii. feedingrequirementsforinfantsandtoddlersiv. specialrequirementsforchildrenwithdisabilities.

c. NutritionassessmentsaredocumentedinCOPAand“followupsneeded”arecompletedwithin90daysofthestartoftheprogramyear.AssessmentsonreturningchildrenshouldbeupdatedinAugust.Forpregnantwomen,prenatalassessmentsareconductedatintakeandpostpartumassessmentsareconductedatthetwo-weekpost-deliveryvisit.

d. HeightandWeight----AssignedstaffmustrecordheightandweightforeachchildtwiceayearinoraboutOctoberandFebruaryanddocumentinCOPA.

e. NutritionandBMIAssessmentFollow-up:i. Designatedagencystaffthatrevieweachchild’scompletedhealthinformation

updateform,physicalexam,etc.shouldalsoreviewthechildren’snutritionalassessmentandBMItodetermineifthereisaneedforspecialaccommodations,follow-ups,and/orreferrals.

ii. Ifthereareconcernsaboutthechild’snutrition,programsshouldconsultwithon-staffnutritionistornutritionconsultanttoensuretheymeetchildren’sspecialdietaryrequirementsandmakereferralsforfurtherfollow-upbylicensedprofessionals.

1. Programsmusthelpparentsobtainorarrangefurtherdiagnostictesting,examination,andtreatmentbyanappropriatelicensedorcertifiedprofessionalforeachchildwithanobservable,known,orsuspectednutritionalproblemanddevelopandimplementafollowupplanforanyconditionidentifiedsothatanyneededtreatmentisbegun.Nutritionproblemscanincludeobesity,irondeficiency,failuretothrive,orfoodallergies,amongother.

2. IfchildrenpresentwithBodyMassIndex(BMI)valuesbelowthe5th andabovethe85th percentiles.Thisinformationwillbedocumentedonchildren’snutritionassessmentsandplacedinCOPA.Childrenunderthe5th percentilearetobereferredtoaphysician.

3. Forinfantsandtoddlers,anynutritionconcernsmustbereferredtothepediatrician

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4. Thenutritionconsultantwilldesignanindividualnutritionplanwiththeparent,ifdeemednecessary.

iii. AgencydirectorswilldesignatestaffthatwillgenerateCOPAreportstotrack,monitor,andfollowuponchildrenwithidentifiednutritionconcernstoensurethatnecessarytreatmentisarranged.

f. Agenciesmusthavedesignatedstaffwhoworkwiththeirinfant/toddlerprogramstoassessinfants’andtoddlers’currentfeedingschedules,amountsandtypesoffoodprovided,mealpatterns,newfoodsintroduced,foodtolerancesandpreferences,voidingpatterns,andobservationsrelatedtodevelopmentalchangesinfeedingandnutrition.(ongoing,maybeshouldbemoved)

g. Ifthereareconcernsaboutthechild’snutrition,programsshouldconsultwithon-staffnutritionistornutritionconsultanttoensuretheymeetchildren’sspecialdietaryrequirements.

E. DailyNutritionalPracticesa. MenuPlanning

i. Menusshouldincludeavarietyoffoodsthatconsiderculturalandethnicpreferencesandboardedchildren’sfoodexperience.

ii. Menusshouldbeculturallyappropriate.iii. Menusmustbedistributedtoeachsitemonthly.iv. Thenutritionistanddesignatedstaffand/orfoodvendorsmustdevelopmenus

usingtheUSDepartmentofAgriculture(USDA)CACFPmealpatternstodeterminethetypesandamountsoffoodgroupstobeservedeachday.

v. Anutritionistmustanalyze,approve,signoffanddatemenustoensurethatallfoodcomponentsareservedintheproperamountusingUSDACACFPguidelinespriortothestartofthemenu.Documentationshouldincludechildnutrition(CN)labels,standardizedrecipes,andproductformulation.

vi. HS/EHS:ProgramsmustmeetwiththeParentCommitteequarterlyandrequestinputandrecommendationsforfuturemenus.(Nutritionparenteducationrequirementsaddtoanothersection)

b. ImplementationProcedures.Programsmusti. Postmenumonthlyinclassrooms,ontheparentbulletinboard,socialization

spacesforhome-visiting,andinthekitchen.ii. Distributemenustoallparents/guardians.iii. Providemealslistedonmenutoallchildrenincenter-basedsettings.iv. Changestomenumustbeposted.v. Servemealsandsnacksthatprovide2/3ofachild’sdailynutritionalneeds.vi. FulldayProgramswillservetwomealsandatleastonesnackperday.vii. Serveeachinfantandtoddlerfoodappropriatetohisorhernutritionalneeds,

developmentalreadiness,andfeedingskills,asrecommendedintheUSDAmealpatternornutrientstandardmenuplanningrequirements.

viii. Allprogramsmustimplementanooutsidefoodundergeneralcircumstances/nopeanut/nut-basedpolicy.

ix. Providechildrenwithdisabilitieswithadaptiveequipment,modifiedmenus,and/oradditionalassistanceatmealtime,asneeded.

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c. DietaryAllowances --AgencieswillusetheRecommendedDietaryAllowances(RDAs)oftheNationalResearchoftheNationalAcademyofSciencestoestablishthenutritionalneedsofchildren.GuidelinesforthemealpatternsoftheCACFPandtheCityofChicagoJointResolutionwillbeusedtoofferavarietyofoptions.

d. AllowedandUnallowedFoods—i. Allprogramsmustimplementanooutsidefoodundergeneralcircumstancesii. Allprogramsmustimplementanopeanut/nonut-basedfoodpolicy.

1. Shouldstaffdiscoveraproductintheclassroomcontainingpeanutoranytypeofnutasaningredient,theywillfollowthestandardproceduresforhandwashingandsanitizingsurfaces.

iii. Perthe2011jointresolutionforChicagochildcarestandards,programsmustprovideunflavoredlow-fatmilkandcheeseforallchildrenolderthan2yearsofageandwholemilktoallchildren1-2yearsold.

iv. Allprogramsmustimplementanojuicepolicy.v. Watershouldbemadeavailableatalltimeandofferedduringmealsand

snacks.vi. Reducesaltincookingandlimithighersodium,processedfoods.vii. Programsareencouragedtoofferavarietyoffreshslicedfruit,cannedfruitin

itsownjuice,andfreshvegetables.viii. Programsmustnotputsugar,salt,butter,ormargarineontables.ix. Programsmustnotofferthefollowingfoodstochildrenage4andunderto

preventchoking:1. Firm,smooth,orslipperyfoodsthatslidedownthethroatbefore

chewing,suchasa. Hotdogs,chunksofmeat,orsausageroundsb. Wholegrapes,cherry/grapetomatoes,berries,melonballs,or

cherriesc. Wholenuts(alsoduetonutallergypolicy)

2. Small,dry,orhardfoodsthataredifficulttocheworswallow,suchas:a. Popcorn,hardpretzels,chipsb. Smallpiecesofrawvegetable,suchasrawcarrotrounds,baby

carrots,stringbeans,celery,orotherraw/partiallycookedvegetables

c. Wholepiecesoffruitwithpitsorseeds,suchasapples3. Stickyfoods,suchas:

a. Spoonfulsofseedbuttersb. Marshmallows,chewinggum,orcandiesc. Driedfruits,suchasraisinsd. Largechunksofcheese

x. Programsmustreducetheuseoffoodshighinfatsandincreasetheamountofwholegrains,fruits,andvegetablesserved.

xi. Programsmustavoidsweetandstickyfoods,especiallythosehighinrefinedsugar

1. PerDCFSlicensingstandards,ifanypartofthenutritionalrequirementsisdesignatedasdessert,itshallbeservedasanintegralpartofthemeal.

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1 . xIcecreamormilk-basedpuddingmaybeusedoccasionally.2. Cake,pastries,cookiesorotherfoodswithhighsugarand/orfatcontent

shallnotbeservedtochildrenenrolledintheprogram.3. Seebelowforpoliciesrelatedtoculturalandbirthdaycelebrations.

F. MealServicea. Programswillprovidethefollowingelementsintheirmealservice:

i. MealservicemustfollowCACFPstandardsii. Serveallmealsandsnacksfamilystyleaccordingtothepostedtimesin

classrooms.1. Familystyleserviceisdefinedasallchildrenandteachingstaffsittingat

thetableatthesametimeforthesamemeals.2. Pre-schoolagedchildrenareencouragedtobeindependent,settheir

ownplacesatthetable,servethemselves,pourtheirownmilk,andcleanofftheirowndishes,etc.Toddlersshouldbeencouraged,ifready.

3. Mealsprovidetimeforsocialization.Staffshouldinitiatenatural,meaningfulconversationswithchildrenduringmealtimes

4. Mealsshouldberelaxedandunhurried.Programsshouldallow,attheminimum,approximately30minutesforlunchand15minutesforbreakfastandsnacks.Eachmealservicesshouldallowsufficienttimeforthechildrentoeat.

iii. Agencydesignatedstaffmustcompleteaccuratedocumentationofmealsservedtoeachchildatpointofserviceduringmealtimeseveryday.Thisincludes

1. Reviewmealcountsattendanceandsign-in/sign-outsheetattheendofeachworkdayforaccuracy.

2. Reviewthemenutobesureallitemsareserved.3. Reviewandpostfoodsubstitution/allergyliststoensurefoodsare

servedcorrectlytochildrenwithspecialdietaryneeds.iv. Childrenmustbeofferedamealorsnack,iftheyarriveatschoolafterthe

classroommealtimehasbeencompleted.v. Foodmustneverbeusedasapunishmentorrewardforanychild.vi. Classroomvolunteersareencouragedtointeractwiththechildrenandprovide

positiverolemodelsduringmealtimesandeatwithchildrensamemeal.vii. Agenciesoperatinghome-basedoptionsmustprovideappropriatesnacksand

mealstoeachchildduringgroupsocializationactivities.AppropriatemealsandsnacksservedmustbeapprovedbytheagencynutritionistorfollowtheCACFPrequirements.

G. MenuModification/AccommodationforMedicalNeedsa. Thenutritionconsultantwillworkwiththeappropriatestaffandparents/guardiansto

modifymenusforchildrenwithdisabilitiesaccordingtotheirIEPsorIFSPs,orsignedPhysician’sStatementforMealAccommodations.Modificationofmenusforchildrenwithdisabilitiesorforchildrenwithspecialmedicalordietaryneedsisalwaysundertakeninconsultationwiththechild’sprimaryhealthcareproviderandtheassistanceofaqualifiednutritionistorregistereddietitianwhohasthequalificationsof

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H . xcontentareaexpertsinnutrition.

H. MealServiceforClassroomCelebrationsandOtherActivitiesa. PerIDCFSLicensingStandards(407.330),allfoodconsumedbychildrenunderthe

supervisionofacentershallbeprovidedbythecenter,except:i. Parentsmayprovidefoodforinfantsnotyetconsumingtablefoodorforany

childrequiringaspecialdietthatcannotreasonablybeprovidedbythecenter.Thistypicallyincludesbreastmilkandhome-madebabyfood

1. Ineachcase,programsarerecommendedtohaveaparentsignawaiver,grantingtheprogrampermissiontoadminister/feedthechildthedesignatedfood.

ii. Uponagreementofthestaff,parentsmaybringincommerciallypreparedfoodsoccasionallyaspartofholidayorbirthdaycelebrations.FoodbroughtinforthispurposemustarriveunopenedaspackagedbythebakeryormanufactureroritshallnotbeacceptedandmustcomplywithcurrentlicensingandUSDAguidelines

1. Ifprogramsopttoexerciseabove,theymusta. Providenutritioneducationtofamiliesandchildren,andb. Createapolicytoensurethatallchildren,includingthosewhose

parentsmaynotormaynotbeabletobringincommerciallypreparedtreatsforthem,haveanopportunityforacelebrationwithacommerciallypreparedtreat.

I. FoodServicestoPregnantWomen– seetheEarlyHeadStartPregnantPolicyPackagefornutritionservicesforpregnantwomen.

J. FoodSafetyandSanitationa. Agenciesmustonlycontractwithfoodservicevendorsthatarelicensedinaccordance

withstateorlocallaws.b. Inaccordancewithbestpractices,designated/appropriatestaffwill:

i. ImplementallCACFP,cityandstatemealserviceguidelines.ii. Cleanandsanitizetablesbeforeandafterallmeals.iii. Washhandswithsoapandrunningwaterforatleast10-15seconds.iv. Turnoffsinkwithcleanpapertowel.v. Dryhandswithcleanpapertowel.vi. Throwusedpapertowelintotrashcan.vii. Disinfectsinkifusedforhandwashingbeforemeals.viii. Ensurehandsarecleanwhenservingfood.ix. Rinsealldishes,metalpans,andcontainers,andsendtothecaterer.x. Sanitizemilkpitchers,cuttingboards,knives,andsaladtongs,etc.Usechlorine

bleach,refertothemanufacturer’slabelforhowtomaketheappropriateconcentration.

xi. Checkthethermometerinsidetherefrigeratorandfreezerdailyanddocumentthetemperaturedailyonthefreezer/refrigeratortemperaturerecord.

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vii. EnsurethatfreezerisalwaysatzerodegreesFahrenheitandtherefrigeratorat40degreesFahrenheit.Haveaworkingthermometerinboththefreezerandtherefrigerator.

viii. Keepperishablefooditemsintherefrigerator.ix. Sanitizetherefrigeratorweekly.x. Storeleftovercannedfruitsinaseparatecoveredcontainerwithalabeland

date.Keepleftoverfreshfruitandbreadinsidetherefrigeratorforlateruse.PerUSDA,leftoverscanbekeptintherefrigeratoruptothreetofourdays.

xi. Discardleftovermilkfromsmallpitchers;donotpourbackintothemilkcartonorinsidetherefrigerator.

xii. Disposeofunsafeperishablesdaily.xiii. Placefoodsfromcatererdirectlyinpreheatedfoodwarmersandcold

refrigerators/freezers.xiv. Takehotandcoldfoodtemperaturesdailybeforeservingandrecordthe

temperatureonthefoodtemperaturelog.xv. Ensurethatthesitehasacalibratedthermometertousefortakingfood

temperatures.xvi. RefertoUSDA’sbasicsofhandlingfoodsafelyhandoutforadditionaldetailson

safestepsinfoodhandling,cooking,andstorageessentialtopreventfoodborneillnesses.

xvii. UsenoStyrofoamdishes

K. NutritionInformationandTraininga. Programsmustconductweekly,nutritionrelatededucationalactivities,whichmay

includefoodexperiencesb. HS/EHS/CCPfundedProgramsmustholdtwiceannualnutritionworkshopswith

parents/guardiansandappropriatestaff.c. Nutritionist/nutritionconsultantwillprovideaparentnewsletternutritionarticle

monthly,offeringnutritionadviceandinformationtoallparentsandfamilies.

L. OngoingMonitoring--DFSSwillmonitorthefollowingtoensurecompletionofnutritionactivities:a. TheproperdocumentationofnutritionservicesintheCOPAsystem.b. ThreeCACFPmonitoringreviewsperyearpercenter(breakfast,lunch,andsnack)to

assurefoodhandling,sanitation,foodsubstitutes,mealserviceprocedures,portionsizes,nutritionalvalue,etc.,areincompliance.

c. Mealservices.d. Allspecialdietaryaccommodationsdaily.Ifachild’sspecialdietaryrestrictionsarenot

followed,thenutritionconsultantwillcontactdesignatedstafftoworkwiththevendortoensureproperdeliveryoffood.

e. Weeklynutritioneducationexperiences,includingtheimplementationofclassroomfoodexperiences.

f. Nutritionfollowupandreferrals.g. Foodhandlercertification(mustbeobtained30daysafternewlyhiredandrenewed

everythreeyears).h. HS/EHS/CCP-fundedprogramswillhavethefollowingmonitored:

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i. Nutritionneedsassessment,andcooperativeagreements(July).ii. ApprovalsandsignaturesfortheCACFPcontract(August).iii. Nutritionconsultantcontract,includingcredentials,oron-staffnutritionist

credentials(September).iv. Nutritionbudget(November).v. Nutritioncommunityassessment(December).vi. Bi-yearlyparentnutritionworkshops.vii. GoverningbodyandpolicycommitteemonthlyCACFPreports.

M. SystemforContactingSubjectMatterExperts(SME)a. HS/EHS/CCPfundedagenciesmusthireorcontractwithacertifiednutritionist.Name

andcredentialsmustbesubmittedtotheagency’smonitoringteam.b. PFA/PIcanaccessDFSSnutritionsubjectmatterexperts/consultants.

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I. Definition

Thissectionconcernspracticesrequiredtomaintainthehealthandsafetyofchildren,family,andstaffatChicagoEarlyLearninglocations.


A. GeneralRequirementsa. Programsmustestablish,trainstaffandvolunteers,implement,andmonitorasystemof

healthandsafetypracticestoensurethatchildrenandstaffaresafeatalltimes.b. Whendevelopingpoliciesorprocedurestoensurechildren’shealthandsafety,programs

mustconsultCaringforOurChildrenBasics(CFOCB)availablefromtheUSDepartmentofHealthandHumanServicesAdministrationforChildrenandFamilies andCaringforOurChildren(CFOC)availablefromtheNationalResourceCenterforHealthandSafety.

c. Becauseeffectivehealthandsafetypracticesarecriticalformaintainingchildren’ssafety,programsthathaveasafetyviolationmustcreateandimplementanactionplanimmediatelytoaddresssafetyviolationsandensuretheissueisresolved.

B. Facilitiesa. LicensingStandards

i. AlllicensablefacilitiesusedforCELprogramsmustbelicensedbyIDCFSandtheCityofChicago,includingsocializationspacesforhome-basedandhome-visitingprograms.

ii. Alllicense-exemptfacilitiesusedforCELSprograms(typicallyarchdiocesesandcharterschools)mustholdacurrentIDCFSexemptionletter.

iii. Allprogramsarerequiredtoprovidecopiesofrequiredlicenses/letters/certificatestoDFSSinthemanner,andbythedeadlinedesignatedbyDFSS,preferablyviaCOPAeDocs.

b. GeneralRequirementsforFacilities-- Standardsandproceduresinthissectionrefertobothindoorandoutdoorareasofearlylearningfacilities.Programsmustensurethatallfacilitiesusedforchildservices:

i. Arecleanandfreefrompests.ii. EmploypestcontrolpracticesthatmeetDCFSlicensingstandards.iii. Arefreefrompollutanthazardsandtoxinsthatareaccessibletochildrenand

couldendangerchildren’ssafety.iv. Havehazardousmaterialstoredinoriginalcontainerswithlegiblelabelsina

lockedareaoutofchildren’sreach.v. Aretestedforradoneverythreeyears.vi. Donothaveorusetoxicorleadpaintsorfinishesonwalls,windowsills,beds,

toys,oranyotherequipment,materials,orfurnishingsthatmaybeusedbychildrenorwithintheirreach.

vii. Keephazardousitemsinaccessibletochildren,includingsharpscissors,plasticbags,knives,cigarettes,matches,lighters,flammableliquids,drugs,sharpinstruments,powertools,cleaningsupplies,andanyothersuchitemsthatxmightbeharmfultochildren.Hazardousitemsforinfantsandtoddlersalso

11.SafetyPractices

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i. xincludecoins,balloons,safetypins,marbles,plasticfoam,similarproducts,sponge,rubber,orsoftplastictoys.

viii. Aredesignedtopreventchildinjury,andfreefromhazards,includingchoking,strangulation,electrical,drowninghazards,hazardsposedbyappliances,andallothersafetyhazards.

ix. Havewindowcoverings,andcordsthataredesignedtoprevent strangulation.x. Arewell-lit,includingemergencylighting.xi. Areequippedwithsafetysuppliesthatarereadilyaccessibletostaff,including

appropriatefiresafetysupplies.xii. Aredesignedtoseparatetoiletinganddiaperingareasfromareasforpreparing

food,cooking,eating,orchildren’sactivities.xiii. Havedrug-freeandsmoke-freeworkplacepostersvisibletovisitors.xiv. Postevacuationroutesattheentry.xv. Postasafetysign(NoGunsticker)ateachsiteatallentrancesandexits.PertheIL

FirearmConcealedCarryAct (430ILCS66/65.Sction65),allfirearmsarebannedinschoolsandchildcarefacilitiesatalltimes.

c. PreventativeMaintenance– Sitedirectorsortheirdesigneesmustimplementaneffective,ongoingsystemofpreventivemaintenanceforthefacility.Thesystemshouldinclude:

i. Preventivemaintenancetasks,timelines,andresponsibilities.ii. Regularinspectionsbylicensedprofessionals,asappropriate,forheating,cooling,

plumbing,electrical,firesafety,etc.iii. Financialresourcesformaintenance,repair,andreplacement.iv. Documentationofthesystem.v. Evidencethatanyissueshavebeencorrected.

d. Thesitedirectororhisorherdesigneemusthaveaccesstorecordsofpreventivemaintenancesystemforthefacility.

i. Recordsmaybekeptbyfacilitystafforothermanagementstaff.ii. Thesitedirectororherorhisdesigneemustreviewpreventivemaintenancetasks

everyothermonthtoensuretheyarecompleted.iii. Thesitedirectororhisorherdesigneemustmonitorcompletionofrepairsatleast

weeklyuntilanyissuesareresolved.e. SafetyChecklists– Programdirectorsortheirdesigneesmustensurethefacilitieschecklist

forhealthandsafetyisconductedanddocumentedatleastannuallybutareencouragedtoconductthischeckmoreoften.Sitedirectorsshouldimplementdailyandweeklysafetychecklistsoffacilities

C. ClassroomSafetya. Postings – Allclassroomsshouldhavethefollowingresources/postersand/orprocedures

posted:emergencyphonenumbers,medical/dentalemergencyprocedures,CPR/firstaid,emergencyevacuation,proceduresforwhattodoifsomeoneischoking;foodallergy,handwashing,diapering/toileting,gloving,storageofhazardousmaterials,andmandatedreporter.

b. FirstAidKits– Eachclassroommusthaveafirstaidkitandthecenterneedstohaveatravelkitforoutings.

i. Kitsmustbeequippedwithsafetysuppliesthatarereadilyaccessibletostaff,

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i. xincluding,ataminimum,fullyequippedandup-to-datefirstaidkits.ii. Thesuppliesforeachfirstaidkitshallbestoredinaclosedcontainerthatis

clearlylabeledasfirstaidsupplies.iii. Firstaidkitsmustbestoredinaplacethatisaccessibleandvisibletostaffatall

times,butoutofthereachofchildren.iv. Sitedirectorsortheirdesigneesmustconductanddocumentfirstaidkitand

classroomsupplyinventorychecksmonthlyandafteranyuseofanykit.v. On-sitefirstaidkitsshallcontainataminimumthefollowingsupplies:

1. Disposablelatexgloves2. Scissors3. Tweezers4. Thermometer5. Bandagetape6. Sterilegauzepads7. Flexiblerollergauze8. Triangularbandage9. Safetypins10. Eyedressing11. Pen/pencilandnotepad12. Coldpack13. Adhesivebandages14. CurrentAmericanAcademyofPediatricsorAmericanRedCross

standardfirstaidtextorequivalentfirstaidguide.15. Disposablenon-latexglovesandadhesivebandages.

vi. Travelfirstaidkits.Programsmustuseatravelfirstaidkitwhenoffsite,includingneighborhoodwalks,tripstooffsitelocations,andsocializationsifitisnotinaprogramcenter.Travelfirstaidkitsmustcontaintheabovesupplies(firstaidchartmayreplacetherequiredtext),plusthefollowingadditionalitems:

1. Water2. Soap3. Telephonenumberofthecenter,preferablyonalaminatedcard,

emergencycontactinformation,andemergencycontactinformationforchildren.

a. X

b . X

c. EquipmentandMaterialsi. Indoorandoutdoorplayequipment,cribs,cots,feedingchairs,strollers,and

anyequipmentusedinthecareofenrolledchildrenmustmeetstandardssetbytheConsumerProductSafetyCommissionortheAmericanSocietyforTestingandMaterialsInternational.

ii. Materialsandequipmentmustbeage-appropriate.Noknownunsafechildren’sproductsmaybeonthepremises.Theprogrammustdisplayinformationaboutunsafechildren’sproductsinareasaccessibletoparents.

iii. Sitedirectorsortheirdesigneesmustberesponsibleformonitoringunsafechildren’sproducts.Oneormoreofthefollowingmethodsmaybeused:

1. Subscribetoaservicethatreportsunsafeproductssuchas

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https://cpsc.gov/Newsroom/Subscribe/, orhttp://www.kidsindanger.org/

2. Searchwebsitesfornewunsafeproductlistingsatleastquarterlyhttp://srs.dph.Illinois.gov/webapp/SRSApp/pages/,orhttps://www.saferproducts.gov/Search/default.aspx.

3. Completeproduct-registrationcardsiftheyareavailable.4. Donotpurchaseusedmaterialsorequipment.Ensurethatallpurchases

arethroughknownvendorsthatcanmonitorthesafetyorrecallsoftheirproducts.

5. Inspectthepremisesatleastannually,andimmediatelydisposeofanyunsafechildren’sproductsdiscovered.TheprogrammustkeeparecordforreviewbytheDCFSlicensingrepresentative.

iv. Allequipmentandmaterialsmustbeappropriatelycleaned,sanitized,anddisinfected:

1. Toysandequipmentthatareplacedinchildren’smouthsorareotherwisecontaminatedbybodysecretionsorexcretionsshallbesetasidetobecleanedwithwateranddetergent,rinsed,sanitized,andair-driedbeforehandlingbyanotherchild.Machine-washableclothtoysmaybeusedandshouldbemachine-washedatleastweeklyandwhencontaminated.

2. Watertablesandtoysusedinwatertablesshouldbeemptieddailyandcleanedwithamildgermicidalsolutionbeforebeingair-dried.Childrenandstaffshouldwashtheirhandsbeforeandafterusingthewatertable.

3. Allcookingandfeedingutensilsshouldbewashedandsanitizedaftereachuse.

4. Programsmustdevelop,implement,andmonitorascheduleforcleaning,sanitizing,anddisinfectingforclassrooms,materials,thefacility,andfoodservice.

d. AppropriateSupervision.Classrooms,equipment,andmaterialsmustbedesignedtoensureappropriatesupervisionofchildrenatalltimes.Roomsmustbearrangedtoensurevisualsupervision.

D. GeneralRequirementsforStaffa. SafetyorientationandTraining-- IDHSCertification

i. Allstaffwithregularchildcontactmusthaveinitialsafetyorientationtrainingwithinthreemonthsofhireandongoingtraininginallagency,local,state,federal,andDFSSprogramhealth,safety,andchildcarerequirementstoensurethesafetyofchildrenintheircare.

ii. StaffrequiredtoregisterinGatewaysshouldself-reportallhealthandsafety-relatedtrainingsinGateways.

iii. Thedefinitionofallstaff“withregularchildcontact”includesataminimum:1. Allclassroomstaff,includingmasterteachers,leadteachers,co-

teachers,teachers,assistantteachers,teacheraides,regularsubstitutes,andregularfloaters.

2. Allbusmonitors.

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3. Allhomevisitors/parenteducators.4. Allfamilysupportstaff.5. Alleducationsupervisors,e.g.,educationcoordinatorsormanagers,

curriculumspecialists,andcoaches.6. Sitedirectors/managers.7. Regularvolunteers8. Kitchenstaff

iv. Ataminimum,thefollowingtopicsmustbeincludedintrainingforallstaffwithregularchildcontactwithinthreemonthsofhire:

1. Preventionandcontrolofinfectiousdiseases.2. Preventionofsuddeninfantdeathsyndrome(SIDS)anduseofsafe

sleepingpractices;GatewaysSIDS/SUID/SafeSleep;SIDStrainingisrequiredwithin30daysofhireandmustberepeatedeverythreeyearsforIDCFS.

3. Administrationofmedication,includingparentalconsent.4. Preventionandresponsetoemergenciesduetofoodandallergic

reactions;CPR/firstaidwithcontentforEpiPenandallergicreactions.5. Buildingandpremisessafety,includingidentificationofandprotection

fromhazards,bodiesofwater,andvehiculartraffic.6. Preventionofshakenbabysyndrome,abusiveheadtrauma,andchild

maltreatment;GatewaysAPreventableTragedy:ShakenBabySyndrome(SBS/TraumaticBrainInjury).

7. Emergencypreparednessandresponseplanningforemergencies;GatewaysEmergencyPreparedness.

8. Handlingandstorageofhazardousmaterialsandtheappropriatedisposalofbio-contaminants.

9. Appropriateprecautionsintransportingchildren,ifapplicable.10. Firstaidandcardiopulmonaryresuscitation.11. Recognitionandreportingofchildabuseandneglect.Allstaffmust

completetheonlineIDCFSmandatedreportertrainingannually.Programsmayplanforadditionalprofessionaldevelopmentrelatedtochildabuseandneglectasneededfortheirparticularprogram.https://mr.DCFStraining.org/.

v. Allstaffwithnoregularresponsibilityfororcontactwithchildrenmusthaveinitialorientationtrainingwithinthreemonthsofhire,aswellasongoingtraininginallagency,local,state,federal,andDFSSandagencyhealthandsafetyrequirementsapplicabletotheirwork.Thedefinitionofallstaffwith“noregularchildcontact”includesataminimum:

1. Anystafforsupervisorsnotincludedinthelistofstaffwithregularchildcontactabove.

2. Enrollmentstaff.3. Administrativeassistants,receptionists,andothersupportstaff.4. Busdrivers(seetheTransportationsectionforothertrainingrequiredfor

busdrivers).5. Maintenancestaff.

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vi. Ataminimum,thefollowingtopicsmustbeincludedintrainingforallstaffwithnoregularchildcontactwithinthreemonthsofhire:

1. DFSSandagencyhealthandsafetyrequirementsapplicabletotheirwork.

2. TrainingintheDFSSandagencyemergencyanddisasterpreparednessprocedures.

3. Recognitionandreportingofchildabuseandneglect;allstaffmustcompletetheonlineIDCFSmandatedreportertrainingannually.Programsmayplanforadditionalprofessionaldevelopmentrelatedtochildabuseandneglectasneededfortheirparticularprogram.https://mr.DCFStraining.org/.

vii. Programdirectorsortheirdesignees,incollaborationwithagencyhumanresourcesstaff,mustmonitortrainingforstaffandensureallrequiredtrainingandcertificatesrelatedtochildsafetyareuptodate.

E. SafetyPracticesa. Allstaffandconsultantsmustfollowappropriatepracticestokeepchildrensafeduringall

activities,includingataminimum:i. Reportingofsuspectedorknownchildabuseandneglect,includingthatstaff

complywithapplicablefederal,state,andlocallaws.AllstaffmustcompletemandatedreportertrainingfromIDCFS.

ii. Implementationofsafesleeppractices,includingensuringthatallsleepingarrangementsforchildrenunder18monthsofageusefirmmattressesorcots,asappropriate,andthatsoftbeddingmaterialsortoysarenotusedforchildrenunder12months.

1. Staffthatcareforinfantsmusthavesafesleeptrainingwithin30daysofhire,accordingtoIDCFSlicensing.Thetrainingmustberepeatedeverythreeyearsasrequiredby IDCFS.Safesleeppracticesmustbeincludedinclassroomobservationsbyallsupervisors.Feedbackandcorrectivetrainingmustoccurasnecessary.Alltraining,observations,andfeedbackmustbedocumented.

iii. Usingappropriateindoorandoutdooractivesupervisionofchildrenatalltimes.1. ActiveSupervisioninvolvesintentionalobservationofallchildrenincare

atalltime,includingensuringthatsightlinesareunobstructed,thatregularchildcountsoccur,andthatchildren’sbehaviorisanticipatedandplannedfortoensuresafety.

2. Childsupervisionpracticesmustbeincludedinobservationsbyallsupervisors.Feedback,updatestopoliciesandprocedures,andcorrectivetrainingmustoccurasnecessary.Alltraining,observations,andfeedbackmustbedocumented.

iv. Releasingchildrenonlytoauthorizedpersons,aged13andover.1. Programsmusthavewrittenpoliciesandproceduresforthereleaseof

childrentopredesignatedpersons.2. ReleaseproceduresmustincludestepstomeetDCFSrulesforlateor

xno-showatpick-uptime.

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A . XB . X

C . XD . XE. XF. X

G . X

F. HygienePracticesa. Allstaffmustsystematicallyandroutinelyimplementhygienepracticesthatata

minimumensure:i. Appropriatetoileting,handwashing,anddiaperingproceduresarefollowed,

accordingtoIDCFSDayCareLicensingStandards- 407.340forcentersand406.14forfamilychildcarehomes.

ii. Safefoodpreparation.iii. Appropriateactionsifexposuretobloodandbodyfluidsoccurs.Handlingmust

beconsistentwithstandardsoftheOccupationalSafetyandHealthAdministration.

b. Staffmustbetrainedonpoliciesandproceduresforhygienepracticesatorientationwithinthreemonthsofhire,andthenannually.Hygienepracticesmustbeincludedinobservationsbyallsupervisors.Alltraining,observations,andfeedbackmustbedocumented.

c. Thefollowinghygiene-relatedpoliciesarerequiredofallprograms:i. Handwashingproceduresii. Handwashingposteriii. Diaperingprocedures(ifservingchildrenbirthtoage3)iv. Universalprecautions

d. Thefollowinghygiene-relatedpostingsarerequiredofallprograms:i. Diapering(ifservingchildrenbirthtoage3)andglovingpostersorstepsshould

bepostedintheclassrooms.

G. GeneralSafetyRequirementsforFoodHandlingandServicesa. FoodHandlerTraining-- Allstaffwhoworkwithunpackagedfood,equipmentorutensils,

orfood-contactsurfacesmusthavefoodhandlertrainingthatisapprovedbyIDPH.i. Staffthathaveacurrentfoodservicesanitationmanagercertificateandunpaid

volunteersarenotrequiredtohavefoodhandlertraining.ii. Thefoodhandlertrainingmustbecompletedeverythreeyears.iii. Proofoftrainingmustbedocumentedandkeptonsiteatthelicensedfacility.

b. FoodServiceSanitationManagerCertificationi. Eachsitethatservesmealsmusthaveatleastonepersononsiteatalltimes

whoholdsacurrentIDPHandCDPHfoodservicesanitationmanagercertifications.Thisincludesfamilychildcarehomesites.

H. AdministrativeSafetyRequirements–- Programsmustestablish,follow,andpractice,asappropriate,proceduresincluding,butnotlimitedto,thefollowingsituations:

i. Emergencies.ii. Firepreventionandresponse.iii. Protectionfromcontagiousdisease,includingappropriateinclusion/exclusion

policiesforwhenachildisill,aninfectiousdiseaseoutbreakoccurs,includingappropriatenotificationsofanyreportableillness.

iv. Handling,storage,administration,andrecordingofadministrationofmedication.

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v. Maintainingproceduresandsystemstoensurechildrenareonlyreleasedtoanauthorizedperson.

vi. Childspecifichealthcareneedsandfoodallergiesthatincludeaccessibleplansofactionforemergencies.Forfoodallergies,aprogrammustalsopostindividualchildfoodallergiesprominentlybutconfidentiallywherestaffcanviewwhereverfoodisserved.

I. DisasterPreparednessPlan– Programsmustdevelopandexecuteallhazards/emergencymanagement/disasterpreparednessandresponseplansformoreandlesslikelyevents,includingnaturalandmanmadedisastersandemergencies,andviolenceinornearprograms.

a. Programsmustconductmonthlyfiredrillsandtornadodrillsbi-annually.b. Programsmusthaveanalternatelocationwherechildrenandprogramswillbemoved

incaseofemergency.

J. ReportingofSafetyIncidents– Programsmustreportanysignificantincidentsaffectingthehealthandsafetyofprogramparticipantstotheirassignedmonitoringteamwithin24hoursofoccurrence.Significantincidentsinclude,butarenotlimitedto:

a. Chemicalspillsb. Activeshooterc. Heating,gasleaksd. Floodinge. Staffinvolvedchildabuse– DFSSshouldbecalledafterDCFSasrequiredbymandated

reportingf. Structuraldamageg. Utilityfailuresh. Unsupervisedchildincident

K. RiskManagementPlans– DCFSrequiresawrittenriskmanagementplan.TherequiredDCFSriskmanagementplanwillmeetmanyoftherequirementsfortheHSPPSadministrativesafetyprocedures.ProgramsshouldconsultCaringforOurChildrenBasics forbestpracticesfortheseplansandprocedures.Thefollowingspecifictopicsarerequired:

a. Training,includinguniversalprecautionsisprovidedtostafftoidentifyandminimizerisks,particularlyasitrelatestothecareandsupervisionofchildren.

b. Thedesignandmaintenanceofthebuildingandanyvehiclesusedindaycare.c. Maintenanceandstorageoffood-serviceandmaintenanceequipment,chemicals,and

supplies,includinganintegratedpest-managementplaninaccordancewithDCFSlicensingstandards.

d. Selection,maintenance,andsupervisionofeducationmaterials,toys,pets,andplaygroundequipment.

e. Foodservicesanitation.f. Cleanlinessofthebuildingandgrounds.g. Meansofreceivinginformationtoalertthecenterofsevereweatherconditionsor

otheremergencysituationsthatmayaffectthesafetyofthechildren.h. Emergencyanddisasterpreparednessplans,includingfiredrillsandevacuationplans.

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L. ReleaseofChildrena. Eachagencymustensurethatchildrenareonlyreleasedtoaparentorlegalguardianor

otherindividualidentifiedinwritingbytheparentorlegalguardian.Thisregulationappliesatalltimes.

b. Agenciesmustmaintainlistsofthepersonsauthorizedtopickupeachchild,includingalternatesincaseofemergency.Dailyup-to-datechildrostersmustbemaintainedatalltimestoensurethatnochildisleftbehindthroughoutthedayiftakingafieldtriporattheendoftheday.

c. DFSSrequires:i. Parentsmustidentifypersonswhoareauthorizedtopickupchildrenand

provideupdatedinformationaschangesoccur.ii. Parentsmustprovideemergencycontactinformationforchildrenandprovide

updatedinformationaschangesoccur.iii. Attendancemustbetakenintheclassroompriortoleavingitduringthedayfor

outdooractivities,walks,playgroundtrips,orothertrips.d. Attheendoftheday,avisualcheckoftheclassroomandacheckofthesign-outsheets

mustbeconducted.

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I. Definition

Thissectioncoversthepractices,activities,andpoliciesprogramsmustimplementtofosterparentandfamilyengagementwiththeirchildren’sdevelopmentandcultivatefamilywell-beingandconnectthemtocommunity.


A. GeneralRequirements– Programsmustintegrateparentandfamilyengagementstrategiesintoallsystemsandprogramservicestosupportfamilywell-beingandpromotechildren’slearninganddevelopment.DFSS’sstrategytowardFamilyandCommunityEngagementisshapedbyTheHeadStartParent,Family,andCommunityEngagementFramework.HS/EHS/CCP/PIfundedprogramsmustimplementtheHeadStartParent,FamilyandCommunityEngagement(HSPFCE)Frameworkacrossthefourframeworklevels:programfoundations,programimpactareas,familyoutcomes,andchildoutcomes.PFAfundedprogramsareencouragedtouseHSPFCEtoguideparentengagementstrategiesacrossprogramareas.

12.FamilyandCommunityEngagement

B. FamilyEngagementOutcomesa. Allprogramsshouldplanfamilyengagementstrategiesthatleadtopositivefamily

outcomes.Thesestrategiesshouldincludepracticesthatresultini. Familywell-being: parentsandfamiliesdeveloptrustingrelationshipsthat

nurturetheirchild’slearninganddevelopment.ii. PositiveParentChild-Relationship:Positiveparent-childrelationshipsarebased

onsensitive,responsive,andpredictablecarethatprovidesthefoundationforchildren’slearning.

iii. Familyaslifelongeducators: parentsandfamiliesparticipateintheeverydaylearningoftheirchildrenathome,school,andcommunities.

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iv. Familiesaslearners:parentsandfamiliesaddresstheirownlearninginterestthrougheducation,training,andotherexperiences.

v. Familyengagementintransitions:parentsandfamiliessupportchildren’slearningastheytransitionfrominfant/toddlertopreschool-agedandkindergartenprograms,andthroughelementaryschool.

vi. Familyconnectionstopeersandcommunity:connectionsaremadewithpeersandmentorsthroughbothformalandinformalnetworksthatenhancesocialwell-beingandcommunitylife.

vii. Familiesasadvocatesandlearners:participationinleadership,decision-making,programpolicydevelopment,andcommunityandstateorganizingactivitiestoimprovechildren’slearningexperience.

a. X

b. Programsareexpectedtobeabletoarticulatethestrategiestheyusetoengagefamilies/parents/guardianswithintheframeworkandhowthosestrategiesleadtopositivechildandfamilyoutcomes,suchasschoolreadiness,stablefamilies,parentsasadvocates,andparentcivicengagement/communityengagement.

A . x

C. ParentEngagementandEngagementCurriculum—Allprogramsmustadaptaresearch-based,DFSS-approvedparentengagementcurriculumalignedwiththeHSPFCEFramework.

a. ProgramsmayuseeitherParentsasTeachers(PAT)orBabyTalkcurriculaforparenteducationinallprogramoptions.

b. Touseadifferentcurriculum,agenciesshouldfollowtheproceduresoutlinedintheEducationsectionforrequestingpermissiontouseasupplementalcurriculum.

D. Site-basedFamilySupportSpecialist/FamilyServiceWorker– Center-based,School-based,andFCCHProgramOptions

a. EachDFSS-fundedearlylearningsite,regardlessoffundingstream,musthaveaFamilySupportSpecialist.

b. FamilySupportSpecialistmusthaveaGatewaysfamilyspecialistcredentiallevel5byPY2024.

c. FamilySupportSpecialist/FamilyServiceWorkerhavethefollowingdutiesandresponsibilities,ataminimum:

i. Engagefamiliesatintakeandenrollment.ii. Providefamilysupportinobtainingphysicals,immunizations,etc.requiredfor

enrollment.iii. ImplementtheFamilyEngagementCurriculum.iv. EngageFamiliesintheFamilyPartnershipAgreement(FPA)/IndividualFamily

GoalPlan(IFGP)process.v. Makemonthlycontactwithfamiliesontheircaseload:

1. Allcenter-basedprogramoptionsforchildrenbirthtothreewillhaveafamilysupportspecialistwithacaseloadofnomorethan32families.

2. Allcenter-basedandschool-basedoptionsforpre-schoolagedchildrenwillhaveafamilysupportspecialistwithacaseloadofnomorethan34families.

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i. MeetmonthlywiththeirfamiliesengagedintheFPA/IFSPoraccordingtoacurriculum/familysetschedule.

ii. FollowupwithfamiliesontheircaseloadwhoareexperiencingchronicabsenteeismasdefinedinERSEAsections.

iii. EnterfamilyengagementdatainCOPA.iv. Otherdutiesasassigned.v. ForFCCHprogramoption,theNetworkCoordinatormayserveastheFamily

SupportSpecialistandcarryoutthedutiesandresponsibilitiesassociatedwiththistitle.x

A . XB . X

E. FamilyEngagement&PartnershipBuildingProcessa. Thefamilypartnershipbuildingprocessbeginsatintakeandincludesmanyactivities,

suchastheenrollmentprocess,familyassessment,homevisits,andthefamilypartnershipagreementprocess.Buildingpartnershipswithenrolledfamiliesentailslearningtheirgoalsfortheirchildren,families,andthemselves,throughtheestablishmentofacollaborativerelationship.Familypartnershipbuildingcontinuesthroughoutthefamily’senrollmentintheprogram.Bybuildingpositiverelationshipswithfamilies,programscanbetterimplementtheFamilyCommunityEngagementFrameworkandtheFamilyEngagementCurriculum.

b. Programsshouldstrivetoengagefamiliesinfamilygoalsetting,eitherthroughFamilyPartnershipAgreements(FPA)forHS/EHS/CCP-fundedprogramsorthroughIndividualizedFamilyGoalPlan(IFGP)forPI-fundedprograms.

i. AllHS/EHS/PIfundedprogramsmustofferallparentsopportunitiestodevelopandimplementindividualFPAs/IFGPsthatdescribetheirfamily’sgoals,includingresponsibilities,strategies,andtimetablesforachievingthem.Theprocessdependsonthefamily’sreadinesstoengageinestablishingapartnershipagreement/goalplan.TheFPA/IFGPisadocumentthatmustbeupdatedwiththefamilythroughoutthefamily’senrollmentintheprogram.

ii. Forparentswhomaynotbereadytoenterintoanagreement,theremustbedocumentedcontactwiththeparentstoencouragetheirparticipationintheprocess.Returningfamiliescanbuildupontheirexistingagreementsfromthepreviousyear,however,theymusthaveacurrent/updatedFPA/IFGPonfile.

iii. WhilePFA-fundedprogramsarenotrequiredtoengageintheFPAorIFGPprocessforfamilygoalsetting,itisencouraged.

iv. Thereareseveralstepstocreatingafamilygoalplan:1. FamilyAssessmentFollow-Up-- Atorwithinthefirst60daysof

enrollment,staffmustofferthefamilytheopportunitytoenterintoaFamilyPartnershipAgreement(FPA)orIndividualizedFamilyServicePlan(IFSP)andsetgoal(s).Home-based/home-visitingstaffmustoffertheopportunitywithin30days.

2. FamilyAssessment--DFSSrequiresallprogramstocompleteonefamilyassessmentinCOPAperenrolledfamily.Thefamilyassessmentcanbecompletedatthetimeofintakeorlaterafterenrollment.AllareasintheCOPAfamilyassessmentshouldbeaddressedwiththeparentsduringtheinterviewprocess,andtheCOPAfamilyassessmentshouldbecompleteduponenrollment.Whendeterminingaprioritystatusfor

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i. Xii. X

2 . xeachthemedheader,i.e.,education,budget,etc.,asktheparenttoratehis/herstatus,e.g.,thriving,safe,etc.Documentanyandallfollow-upinformationfromthefamilyassessmentinthecasenotessectioninCOPA.

3. Thefamily’sdecisiontodeclineorpursueFPA/IFSPmustbedocumentedinCOPAandtheFPA/IFSPsignaturepagemustbeprinted,dated,andsignedbythefamilyandstaffandplacedinthefamilyfile.

4. FamiliesmaydeclinetoparticipateintheformalFPA,butstillrequestareferralforservices,orhaveadiscretegoalorgoals.ThisshouldbedocumentedinCOPA.

5. AfterthefamilyassessmentandinitialrequestforFPA/IFGP,allfamiliesshouldbeengagedatleastmonthly,ifnotmore,dependingonfamilyneeds,engagementlevel,andwishes.

6. Thetypeofmonthlyengagementdependsonthefamilyandtheirengagementlevel.Allengagementshouldbegearedtowardbuildingapositiverelationshipwithfamilies.Attheminimum,thereneedstobesomedocumentationinCOPAthatcommunicationhasoccurred.

7. ThePFA/IFGPshouldbeupdatedattheminimumofevery6monthsv. Tomeetthesegoalsfamiliesmayneedtobereferredforadditionalservicesto

helpthemintegratenewpracticesintotheirdailylife,etc.Theroleofthefamilysupportspecialististosupporttheparent/guardian/familyintheachievementofhis/her/itsself-determinedgoals.

vi. Xvii. X

viii . Xa. Xb . X

c. EngagementwithallfamiliesisexpectedregardlessofwhethertheyengageintheFPA/IFGPornot.Engagementshouldbegearedtowardbuildinganongoingrelationshipwiththefamily.Engagementtopicsmightrangefromreferralsforservicesandfollow-up,tocheckinginwithfamily’ssatisfactionwiththeprogram,aroundtheirchildren’sdevelopment,children’shealthandsocial-emotionalwell-being,towhat’shappeningwithyourfamily,lettingfamiliesknowwhattheprogramisofferingwithparenteducationopportunities,parentcommitteemeetings,trainings,volunteeropportunities,etc.

A . x

B . XC . XD . X

F. FamilyPartnershipAgreements(FPA)/IndividualizedFamilyGoalPlan(IFGP)Completiona. FPA/IFGPgoalsmustbesetcollaborativelywithfamiliesandincludedescriptionofgoal,

steps,supportneeded,responsibilities,strategies,andrealistictimeframesthatsupportfamiliesinachievingtheirgoals.TheAgreement/Planmustinclude:

i. Datesonfamilygoalswhentheactionstepsareexpectedtobecompleted.ii. Strategies,steps,andresourcesforachievinggoals.iii. Documentedprogressofgoalachievement.

b. PIhomevisitingandcenterbasedprogramsarerequiredtosetatleastonegoaleachforchildren,forparents,andfortheparent-childrelationship.

c. Designatedagencystaffshouldfollowupmonthlywithfamiliesonthestatusorprogressinachievingtheirstatedgoals,referrals,andservices,anddocumentthecontactinthecasenotesonamonthlybasis.

d. AllFPAs/IFGPsmustbecurrentandreflecttheprogramyear.FPAs/IFGPsmusthavetheoriginalsignaturesoftheparentsandstaff.DesignatedagencystaffshouldprovideparentswithacopyoftheFPA/IFGP.

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Xa. X

b . Xc. X

e. DFSSrecommendsthatagenciesholdfamilychildreviewsorimplementanothersimilarprocessforallchildrenoratleastforthosethatneedmorecasemanagement.

f. Pre-ExistingPlans: Totheextentfeasible,programsshouldcoordinatewithfamiliesandotheragenciestosupporttheaccomplishmentofgoalssetinpreexistingplansfamiliesmayhaveinplacewithotheragencies,e.g.,TANF,IDCFS,IEPs,EIIFSPs,etc.

i. Theaccuracyoftheinformationdocumentedinthepre-existingplan,includingname,address,andcontactinformationoftheorganizationand,ifavailable,thespecificpersonwithwhomthefamilyisassignedtowork,andtypeofservicesreceived.

ii. Documentationofthereleaseofinformationforthepurposesofcollaboration,coordination,andprovisionofservices.

iii. Ensuringthepermissionoftheparentandconfidentialityoftheirdocumentation.

iv. Trackingpre-existingplansinCOPA,asisfeasible.A . XB . XC . X

D . XE. X

G. DocumentationofFamilyServicesa. Familyservicestaffmustofferavarietyofopportunitiestomeetandinteractwiththe

parents/guardians/familiesthroughouttheyear.Duringthesemeetings,workersmustcontinuallyassistthefamilyinidentifyingandaccessingservices.FamilyassistanceandsupportmustbedocumentedinCOPA.

i. Dependingonthefamily’sneeds,servicesmaybeidentifiedunderoneormoreofthefollowingthemes:education,familyrelationship,communication,employment,housing,budget,health,transportation,domesticviolence,legalassistance,andsubstanceabuse.

ii. Designatedagencystaffshouldmakeappropriatereferralsforfamiliesinatimelymanner.Staffshouldfollowupwithfamiliesfirsttodetermineifthereferralwasreceivedandifitmetthefamily’sexpectations.Additionaldetailsshouldbemadeinthefamily’scasenotesinCOPA.FamilyservicesinformationmustbedocumentedmonthlyinCOPA

iii. AgenciesprovidingHS/EHSserviceswilladheretothefollowingtimelinesanddocumentservicesinCOPA

1. Documentevidenceofatleast50%offamiliesreceivingservicesbyNovember15eachyear.

2. Documentevidenceofatleast75%offamiliesreceivingservicesbyFebruary15eachyear.

3. Documentevidenceofatleast90%offamiliesreceivingservicesbyMay15eachyear.

H. ParentActivitiestoPromoteChildLearningandDevelopmenta. Programsshouldconductactivitiesthatpromotetheparents’roleasthefirstand

primaryteachersoftheirchildren.Theseactivitiesmayinclude,butarenotlimitedtoi. ImplementingaDFSS-approved,research-based,parenteducationcurriculum

(ParentsasTeachersandBabyTalk).ii. Holdingparentengagementworkshops,trainings,andfamilyengagement

events.

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a. Xb . X

c. Xd . X

i. Xii. X

iii. Followingupwithfamiliestoprovidesupportandstrategieswhenconsistentabsencesoccur(seeERSEASection).

iv. Holdingintentionalmaleengagementinitiatives.v. Familysocializationsthatfocusonfamilyneeds.vi. UsingthefamilyassessmentdatatoengagefamiliesinPFCEoutcomesandgoal

setting.vii. ImplementingmeaningfulFPAsandIFGPs.viii. Implementingparentactivitiesandorgroups,includingthosewiththemental

healthconsultant,focusingonsupportingtheparent-childrelationship.ix. Conductingteacherandfamilyengagementmeetingswithparents.

A . xB . XC . X

D . XE. XF. X

G . X

I. CommunityPartnershipsa. Thepurposeofcommunitypartnershipsistoensurethatearlychildhoodprograms

collaboratewithothercommunityserviceproviderstomeettheneedsofchildrenandfamiliesandcreateasystemofprovidersthathasaccountabilitytovulnerablechildrenandfamilies.

i. DFSSsupportsprogramsbyimplementingwrittencommunitypartnershipagreementswithotheragenciescentrallyasmuchaspossibleandsupportingagencieswheretheyhavelocalcommunitycollaborativeagreementsforservicesthatfamiliesneedand/orthatenhanceprogramservices.

ii. DFSSrequiresHS/EHS/CCP/PIfundedprogramstocreatewrittencommunitypartnershipagreementswithlocalagenciesandorganizationsthatprovideservicesthatsupportthefamiliestheagencyserves.Agreementscanincludesharingofinformation,shareddeliveryofservices,asappropriate,accessandreferralstoservices,collaborationindevelopmentofnewservices,etc.

iii. Aspartofcommunitypartnershipbuilding,programsmust1. developformalandinformalnetworkswithanextensivevarietyof

communityserviceprovidersincluding,butnotlimitedto,thefollowing:a. TANFb. DomesticViolencec. HousingSupportd. SubstanceAbusee. FamilyLiteracyf. AdultEducationg. WorkForceDevelopmenth. Post-secondaryeducationinstitutionsi. Librariesj. Museumsk. Financialliteracy

2. Protectfamilies’confidentiality.3. Participateincommunity-widecouncilsorserviceeffortstomakesure

theprogram’sobjectivesandinterestsarerepresentedincommunityplanning.

4. Partnerwithagenciesthatprovideservicestochildrenwithdisabilities.5. Partnerwithfamilypreservationandsupportsystems,aswellaschild

protectiveservices.

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6. Collaboratewithculturalinstitutions,includinglibrariesandmuseums.7. Encourageparentsandcommunityrepresentativestovolunteerintheir

programs.8. Providetransitionservicestosupportsuccessfultransitionstopre-

schoolprogramsandkindergarten.9. CollaboratewiththeLEA(CPS)andEICFC.

J. MaleEngagement–Allprogramsmustmaintainmalefriendlyenvironmentswithineachsetting.Programswillensure:

a. Maleengagementeventsareexecutedthroughouttheyear,locations,days,andtimesappropriatetoaccommodatepotentialparticipants.

b. Someeventsshouldbebothmaleandfemaledirectedandappropriatefortheentirefamily.

c. Variousadvertisingstrategiesareusedforrecruitmentofparticipants.d. Strategiesareexecutedtogaugeareasofneedandinterestforthemaleengagement

events.e. Appropriatestaffisinvolvedinplanningandfacilitatingmaleengagementevents.f. Methodsareusedtoevaluatetheeventforfutureplanning.g. Stafftrainingoccursontheimportanceofmaleengagementinchildren’slivesand

development.h. Emphasisonmaleinvolvementissensitivetofamilieswhomaynothaveamalerole

modelinthehome.

K. ServicestoEnrolledPregnantWomen– ForEHSandPIfundedprogramsthatenrollpregnantwomenthefollowingrequirementsapply:

a. Designatedagencystaff(home-visitorsorfamilyserviceworkers)willensurethatwithin30daysofenrollmentpregnantwomenhaveanongoingsourceofcontinuous,accessiblehealthcareandhealthinsurance.Ifapregnantwomandoesn’thaveeither,stafffacilitateandassistthewomaninfindingandaccessingconsistent,ongoingcarethatmeetsherneeds,assoonaspossible.

b. Designatedagencystaff(home-visitorsorfamilyserviceworkers)willfacilitateenrolledpregnantwomen’saccesstocomprehensiveservicesthroughreferralsthatinclude,butarenotlimitedto,nutritionalcounseling,foodassistance,oralhealthcare,mentalhealthservices,substanceabusepreventionandtreatment,and,incasesofdomesticviolence,emergencyshelterortransitionalhousing.

c. Designatedagencystaff(home-visitorsorfamilyserviceworkers)willusetheParentsasTeachersand/orBabyTalkcurriculumtoguideservicesforpregnantwomenandrelevantfamilymembers.

d. Designatedagencystaff(home-visitorsorfamilyserviceworkers)willengagepregnantwomenandrelevantfamilymembersintheFamilyEngagement&PartnershipBuildingProcess(FCESectionII.E)andFamilyPartnershipAgreement/IndividualizedFamilyGoalPlanning(FCESectionII.F).THEFPA/IFGPshouldincludeplanstotransitionthenewborninfantintoEHSorPI-fundedCELprograms.Thisplanshouldberevisitedanddiscussedatthetwo-weekpost-partumvisit.

e. Programsmustprovideanewbornvisittomotherandbabyscheduledwithintwoweeksafterdeliveryoftheinfantbyahealthprofessional.

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f. Agenciesarerequiredtoofferfamilieswithpregnantwomen(includingfathers,partners,orotherrelevantfamilymembers)referralstoeducationservicesthataddress,maternalchildhealthincluding,

i. Fetaldevelopment.ii. Theimportanceofnutrition.iii. Therisksofdrugs,alcohol,andsmoking.iv. Laboranddelivery.v. Postpartumrecovery.vi. Depressionasaparent.vii. Safesleepandcareforinfants.viii. Benefitsofbreast-feeding.ix. Reproductivehealth.

L. TransitionofChildrena. Transitionsareeasierwhenchildrenhavetimetogetusedtonewthings.Transitions

involvenotonlychildrenandfamilies,butalsoeducation,health,andfamily-communityengagementstaff.Transitionsshouldbeacoordinatedeffortofmultipleprogramcontentareas.Agenciesmustsupportsuccessfultransitionsforenrolledchildrenandfamiliesfrompreviouschilddevelopmentprogramsorhomesintotheirprograms,andfromtheirprogramsintoothersettings.

i. Thetransitionprocessforeachchildandfamilyenrolledintheprogramincludes:

1. Coordinatingthetransferofrecordswiththechild’snextsettingandparents.

2. Encouragingcommunicationamongcurrentstaff,stafffromthechild’snextsetting,andparentstofacilitatecontinuityofprogramming.

3. Initiatingmeetingsinvolvingparents,teachingstaff,andotherdesignatedstafffromthecurrentandnextsetting.

4. Initiatingjointtransitiontrainingforallappropriatestaffandparents.5. Implementingthecontinuityofrelationshipsmodel(seeEducation6.K)

ii. Transitioningtopreschool—Agenciesmustconducttransitionplanningbeginningsixmonthspriortothechild’sthirdbirthday.

1. Teachersincludetransitionactivitiesintheirlessonplanning.Transitionplanningbeginsevenearlier,asneeded,andisanongoingprocessthatisintegratedintothefamilypartnershipplans.

2. Children’stransitionplansincludethestepsbeingtakentotransitionthemfrominfant/toddler/twoyearoldprogramstopreschoolsettings.WhenchildrenwithdiagnoseddisabilitiesagesbirthtothreehaveanIFSP,transitionservicesareprovidedasstatedinthatplan.

iii. Transitioningtokindergarten-- Programsservingchildrenwhowillenterkindergarteninthefollowingyearmustimplementstrategiestosupportasuccessfultransitiontokindergarten,thatincludes:

1. Arrangingavisittothenewschoolaheadoftimetomeettheteacherandtoseetheclassroom.

2. Role-playingdailyroutinessochildrenknowwhattoexpectandarepreparedtohandletheirnewsurroundings.

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M. ServingFamiliesExperiencingHomelessness(familiesintemporarylivingsituations)withYoungChildren-- Programsmustprovidethefollowingsupportsforfamiliesexperiencinghomelessnesswithyoungchildrenandthestaffwhoservethem:

a. Providestafftrainingonthenatureandproblemsofhomelessnessforchildrenandparents,thepressuresofbeingahomelessparent,andavailablehousingoptions,includingshelters,andtransitionalhousing.

b. Enactrecruitmentstrategiesthatreachandprioritizefamiliesexperiencinghomelessness,includinggivingthempriorityinenrollment,recruitingfromhomelesssheltersandotherhomelesslivingareas,andhelpingparentscompleteformsandworkthroughotherbarriersthatpreventthemfromenrollingchildren,e.g.,depression,exhaustion,grief,andachaoticlife.

c. Adapthealthstrategiestomeettheneedsofhomelessfamilieswithyoungchildren,includingconductingearlyhealthassessmentonchildren,settingdifferenttimelinesforhomelesschildrenduetopotentialtransportationproblems,providingextrahelptofamiliesinusingandaccessinghealthcaresystems,andbringinghealthservicestosheltersandotherplaceswherefamiliesare.

d. Providetransportation,asnecessary,especiallytoservicessuchashealthanddentalappointments,etc.

e. FacilitatePaperwork/documentationrequirements,includingenrollingchildrenwithoutimmunizationrecords,establishingagraceperiodtogetadditionalpaperwork,exceptphysicals,andthenprovidingservicestofamiliesimmediatelythroughhomevisitsandreferralsandfacilitatingexpeditedhealthservices.

f. Adjustprogramdesignifservingahighvolumeofhomelessfamiliesbyapplyingforalocaldesignprogramoptionthatmightincludeflexibleprogramming,suchas:

i. Reduceclasssizes.ii. Operateclassroomsinshelters.iii. Offerfullday/yearservicessoparentscanlookforhousing,training,andwork.iv. Arrangesupervisionforchildrenatshelters.v. Combinehome-based/center-basedmodeltoprovidemoreintenseparenttime

andactivitiesandstillhavesocializationforchildren.vi. Providinginfant/toddlerservices.vii. Makeotheradaptationsthatallowprogramtobetterservefamilies

experiencinghomelessness.g. Understandtheeffectsofhomelessnessonattendancepatternandprovidesupportsfor

familiestoimproveattendance,asneeded.h. Havetransition/specialgoodbyeroutinesreadilyavailabletoimplementquicklyif

childrenleavesuddenlywithoutmuchadvancednotice,suchassongs,books,classroomdiscussionsaboutmoving,andphotobooksofchildren,teachers,andclassmatestogivetochildrenwhentheyleave;offertoextendtransitionactivitiessofamiliescanstayinvolvedtohelpensurefamilystability.

i. Addressbarrierstoparentinvolvementthatmayincludetransportation,childcare,andmealsateventsandfindalternatewaystoshareinformation,e.g.,brochures,calendars,andvideos.

j. Strengthenfamilysupportbyensuringmorefrequentcontactsandasoundreferralprocess,helpingfamiliesnavigateotheragencies,settingupbuddyprogramswithother

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j. xfamiliesasappropriate,establishingmentoringprograms,providingfamilysupportgroupswithmentalhealthandotherconsultants,reducingfamilyservicecaseloads,andenactingstrategiesthatbuildfamilies’supportandrelationshipsystems.

k. Collaboratewithpartnersandotheragenciestorecruitfamiliesandcoordinateandprovideservicestothem.Ifappropriate,useinteragencyorco-locatedcasemanagementandcasestaffing,identifyingprimarycontactsatotheragenciestohelpexpeditereferrals.Thisincludescollaboratingwithotheragenciestosetupchildren’sareasandparentresourcecentersatsheltersandtrainingshelterandotherstaffonchilddevelopmentandfamilysupport.

l. Workwithcommunitybasedandhousingadministratorstofindaffordablehousingforthefamiliesandcoordinate/providetransportationforparentstovisitpossiblelocationsandmeetrealtors;helpfamiliescompletehousingforms;providereferenceletters;andenlistlegalsupport,ifrequired.

N. ParentandFamilyEngagementinHome-based/Home-visitingmodel—Inthehome-based/home-visitingprogramoption,thehome-visitortakesontheroleofteacherandfamilysupportspecialist.

a. PIHome-Visiting-- Familysupportspecialist/serviceworkersmustprovideatminimumonceamonth,agroupsession/meetingfortheparentsofchildrenagesbirthtothree.Thecontentofthegroupsmusthaveafocusonchilddevelopment,parentingandparenteducationcurriculumtopics

b. Familyserviceworkersmustprovideatminimumonceamonth,agroupsession/meetingfortheparentsofchildrenagesbirthtothree.Thecontentofthegroupsmusthaveafocusonchilddevelopment,parentingandparenteducationcurriculumtopics.

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I. Definition

Transportationcoverstheactivitiesandproceduresthatmustbefollowedwhentransportingchildren.


A. GeneralRequirements– Agenciesmustprovidereasonableassistance,suchasinformationaboutpublictransitavailabilityandothertransportationresources,tothechildren’sfamiliestoarrangetransportationtoandfromprogramactivities.

a. Center-basedandFamilyChildCareHomeprogramsmaynotprovidetransportationtoandfromservices.

b. Transportationoptioninformationmustbeincludedinrecruitmentannouncements.c. Programsshouldmakeareasonableefforttocoordinatetransportationresourceswith

otherhumanserviceagenciesinitscommunitytocontrolcostsandimprovethequalityandavailabilityoftransportationservices.

B. PedestrianSafety– trainingisrequiredforallcenter-basedandfamilychildcarehomesprogramoptionsannuallywithinthefirst30daysoftheprogramyearandasneededfornewenrollees.Allenrolledparentsandchildren,fromwalkingageandabove,mustreceivetraining.Staffmustreceiveannualsafetytraining.

a. Thetrainingprovidedtochildrenmustbedevelopmentallyappropriateandanintegralpartofprogramexperiences.Theneedforanadulttoaccompanyachildwhilecrossingthestreetmustbeemphasizedinthetrainingprovidedtoparentsandchildren.

b. Safetytrainingforparentsshouldoccuratthefirstparentmeeting/orientation.c. Staffsafetyeducationtrainingshouldoccuratpre-service.d. Pedestriansafetytrainingforchildrenandparentsmustinclude:

i. Safetywhilecrossingthestreet,including1. walkingwithinthecrosswalk2. Obeyingtrafficsignals3. Lookingbothwaysbeforecrossingthestreet4. Beingmindfulofstrollerpositionwhilewaitingatcrosswalk5. Makesurechildrenwalkoninside,notcurbside

ii. Exitingvehicles1. Childrenshoulddisembark/exitvehicleoncurbside

iii. Emphasizetheimportanceofescortingtheirchildrentothevehiclestopandtheimportanceofreinforcingthetrainingprovidedtochildrenregardingvehiclesafety.

e. Agenciesshouldsubmitpedestriantrainingcertification,usingthepedestriancertificationform,totheirmonitoringteam,withinthefirst30daysoftheprogramyear,andthenprovidefollow-upasneededfornewenrollees.

f. HS/EHSfundedprogramsshouldsubmitcertificationformsforalltheirsitesandhomes,includingpartnersiteswhohavePFA/PI.PFA/PIfundedcenter-basedprogramsshouldsubmitcertificationsdirectlytotheirmonitoringteam.

13.Transportation

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C. BusEvaluationDrills– EveryHS-fundedprogrammustconductthreebusevacuationdrillsperyear.EveryPFA-onlyfundedprogramthatintendsonusingbustransportationforfieldtripsmustconductabusevaluationdrillpriortoeachbus-transportationfieldtrip.

a. HSfundedprograms,sitesandclassroomsi. DFSSfundstwostand-aloneevacuationsdrills,andthethirdmaybeincludedin

theDFSS-fundedfieldtrip.ii. Thefirstbusevacuationdrillshouldoccurinthebeginningoftheyear,priorto

thefirstfieldtriporwithinthefirstthreemonthsofprogramoperation.iii. Twomoreshouldbeofferedinreasonableintervalsafterthefirstandbefore

theendoftheprogramyeartoaccountfornewlyenrolledfamiliesandchildren.iv. Seeinstructionsbelowforschedulingbusevacuationdrillsandfieldtripsv. Reportingonbusevaluationdrills:

1. DocumentationofallevacuationdrillsmustbeplacedinCOPAeDocsunderthesitetab.

2. HSfundedprogramsshouldsubmitbusevacuationcertificationformsforalltheirsitesandhomes,includingpartnersiteswhohavePFA.PFAonlycenter-basedprogramsshouldsubmitcertificationsdirectlytotheirmonitoringteam.

vi. Busevacuationdrillsshouldbedevelopmentallyappropriateforchildrenandanintegralpartofprogramexperiences.Itshouldinclude

1. Saferidingpractices.2. Safetyproceduresforboardingandleavingthevehicle.3. Safetyproceduresincrossingthestreettoandfromthevehicleatstops.4. Recognitionofthedangerzonesaroundvehicles.5. Emergencyevacuationprocedures.6. Theimportanceofescortingtheirchildrentothevehiclestopandthe

importanceofreinforcingthetrainingprovidedtochildrenregardingvehiclesafety.

b. PFA-onlyfundedprogramsandsitesi. EveryPFA-onlyfundedprogramthatintendsonusingbustransportationfor

fieldtripsmustconductabusevaluationdrillpriortoeachbus-transportationfieldtrip.

D. BusMonitoringTraininga. Duringpre-servicetraining,programsmustprovidebusmonitoringtrainingforstaffthat

accompanychildrenonfieldtripsinvolvingbustransportation.Allprogramsmustensurethatanypersonaccompanyingchildrenonbusesforfieldtripsreceivestrainingpriortotransportation,andatleastannually.

b. Programsmustconductatrainingfortheupcomingyear.HS/EHS: InAugust,allbusmonitorsmustparticipateinatransportationsafety/evacuationtraining.Eachmonth,programsshouldreviewthenumberofbusmonitorstrained.

c. DocumentationofthetrainingmustbeplacedinCOPAeDocsunderthesitetab.d. BusMonitorTrainingmustincludethefollowingtopics:

i. Childboardingandexitingproceduresii. Howtousechildrestraintsystemsiii. Completinganyrequiredpaperwork

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iv. Howtorespondtoemergenciesandemergencyevacuationproceduresv. Howtousespecialequipmentvi. Childpick-upandreleaseproceduresvii. Howtoconductpre- andpost-tripvehiclechecksviii. Cardiopulmonaryresuscitationandfirstaid

E. TransportationforFieldTrips– Programsmayneedtoprovidetransportationservicesforfieldtrips.Iftheydo,theymustuseDFSS-approvedbuscompaniesforpreschool-agedchildren.

a. OnlyDFSS-contractedbuscompaniesareequippedandapprovedtoprovideservicesforpreschoolagedchildren,agethreeandabove.Infantsandtoddlersmaynotbetransported.Statelawpreventsthetransportationofchildrenunder18months.

b. Becauseoftherestraintequipment,busescanonlyseat34children.c. HS-fundedprogramsarerequiredtoconductthreebusevacuationsdrillsperyear,

regardlessofwhethertheyplanonusingbustransportationforfieldtrips.PFAonlyfundedprogramsneedonlyconductbusevacuationfieldtripspriortobustransportedfieldtrips.

d. DFSSfundsbus-transportationforone fieldtripperyearperHSclassroom.Ifaprogramneedsbustransportationforadditionalfieldtrips,theprogrammustcoverexpensesoutofitsbudget.

e. DFSSwillpayforonefieldtripperHS-fundedclassroom,butprogramsmust requestthetriptobeDFSSfundedwhenscheduling.

f. Thefollowingstepsneedtobefollowedwhenschedulingafieldtriprequiringtransportation,regardlessofwhethertheprogramisHSorPFA-onlyfunded.

i. SubmitthecompletedformtoDFSStransportationcontactasstatedatthebottomofformatleastXXweeksbeforethedesiredfieldtrip.Makesuretheagencyandsitehascompletedbusmonitortraining.

ii. MakesuretoindicateontheformwhetherthiswillbeDFSS-fundedfieldtriptransportationorprogram-fundedfieldtriptransportation.

iii. DFSSwillconfirmwiththeagencyforDFSSfundedbustransportationiv. Thebuscompanywillconfirmdirectlywiththeprogramforprogram-funded

bustransportation.v. HSpartnersitesmustsubmitbustransportationrequeststotheirdelegate

agencies,whointurn,shouldsubmittherequesttoDFSS.a. Bustransportationconfirmationwillbesentdirectlytothe

partner/center-basedsites.g. PFA-onlyfundedprogramsandsitesshouldfollowthesamestepsasHSfundedsitesin

requestingbustransportationforfieldtripsandreceivingconfirmation.Theyshouldfollowthestepsandproceduresforprogram-fundedbustransportation.

h. Invoicingforbustransportationforfieldtrips.1. IfthebustransportationisDFSS-funded,theprogramshouldfollowthesteps

underf.vi.2. Ifthebustransportationisprogram-funded,thebuscompanywillprovidean

invoicetothesiteduringinteractiononthedayofthefieldtrip,andtheprogramisresponsibleforpayingforthebustransportation.

3. Ifthebustransportationisprogram-funded,itstillmustcompletestepf.vi postfieldtrip.

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i. TransportationSafetyChecklist-- Beforetakingchildrenonbustransportedfieldtrips,programstaffmustcompletetheDFSSTransportationSafetyChecklist.Thechecklistoutlinestheitemsthatneedtobecheckedbeforeafieldtrip.

j. TransportationDuringFieldtripsi. Safetyduringbustransportedfieldtrips.Allprogramsmustensurethat:

1. Eachchildisseatedinachildrestraintsystemappropriatetothechild’sage,height,andweight.

2. Baggageandotheritemstransportedinthepassengercompartmentareproperlystoredandsecuredandtheaislesremainclearandthedoorsandemergencyexitsremainunobstructedatalltimes.

3. Up-to-datechildrostersandlistsoftheadultseachchildisauthorizedtobereleasedto,includingalternatesincaseofemergency,aremaintainedandnochildisleftbehind,eitherattheclassroomoronthevehicleattheendoftheroute.

4. Thereisatleastonebusmonitoronboardatalltimes,withadditionalbusmonitorsprovidedasnecessary.

5. Thebusaislesarekeptclearatalltimesandemergencyexitsareunobstructed.6. Staff,children,parents,andvolunteersareseatedandwearingappropriate

restraintsanytimethebusisinmotion.7. Allaccidentsinvolvingvehiclesthattransportchildrenarereportedinaccordance

withapplicablestaterequirements.8. Attendancemustbetakenintheclassroompriortoboardingthebus.9. Aheadcountmustbeconductedafterboardinganduponreturntothesiteto

ensurethatallchildrenhavebeenaccountedfor.10. Busmonitorsanddriversmustdoavisualcheck,includingunderbusseats,to

ensurethatallpassengershaveexitedthevehicle.11. Aworkingcellphonemustbeavailableonallfieldtrips.

ii. ProgramsmustcompletetheFieldTripChecklistformpriortoleavingforfieldtrip.k. Post-fieldtrip--Afterthetrip,programsshouldcomplete,scan,andsubmittotheirmonitoring

teamthefollowingcompletedforms:1. TripVerificationForm2. FieldTripChecklist3. Evacuation,ifapplicable

F. TransportationforChildrenwithDisabilities– especiallythosechildrenwhohaveadiagnoseddisabilitywhentheirIEPspecificallyrequiresorrecommendstransportationservices

a. Eachagencymustspecifyanyspecialtransportationrequirementsforachildwithadisabilitywhenpreparingthechild’sIEPorIFSPandensurethat,inallcases,specialtransportationrequirementsinachild’sIEPorIFSParefollowed,including:

i. Specialpick-upanddrop-offrequirements.ii. Specialseatingrequirements.iii. Specialequipmentneeds.iv. Anyspecialassistancethatmayberequired.v. Anyspecialtrainingforbusdriversandmonitors.

G. Home-visitingandhome-basedareexemptfromtransportationrequirements.

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I. ExecutiveSummary

In2017-2018,theDepartmentofFamilyandSupportServices(DFSS)ChildrenServicesDivision(CSD),aleadinginnovatorinthefield,continuedtheimplementationphaseoftheconsolidationthatitbeganin2016.Theconsolidationofitscommunity-basedearlylearningprogramsunderoneagencywasintendedtostreamlinebettercoordinateresourcesandalignadministrativerequirementsforitsnetworkofdelegateagenciesandpartners.ThesuccessofthisconsolidationistheadministrationoffederallyfundedHeadStart(HS),EarlyHeadStart(EHS),andEarlyHeadStart-ChildCarePartnership(EHS-CCP)programming,community-basedstate-fundedPreschoolforAll(PFA)andPreventionInitiative(PI).DFSSisalsoasite-administeredcontractorfortheChildCareAssistanceProgram(CCAP).Thismedleyofprogrammingprovidesacontinuumofsupportstopregnantwomenandchildrenagesbirthto5andschool-ageyouthages6-12.

CSDacknowledgesthereisstrongrationaleforthedelegateagency-partnermodelandhasdevelopedthisimplementationguidetocontinuetoencouragesuccessfulpartnershipswithintheChicagoEarlyLearningsystem.DelegateagenciescontractingwithearlylearningpartnersallowstheCSDnetworktoextendservicestoatargetpopulationofchildrenandfamiliesthatischaracteristicallyverymobilewithoutneedingtoinvestinlarge-scalecapitalprojects.PartnershipsalsoallowCSDtomaximizecommunityresources,sinceearlylearningpartnersarevaluableassets.Partnersareexperiencedpeerserviceproviders,stronglygroundedinthecultural,linguisticandsocialneedsofthefamiliesandtheirlocalcommunitiesanddedicatedtothechildrenandfamiliestheyserve.

II. Introduction

ThisGuideisdesignedtoassistCSDdelegateagenciesandcommunity-basedpartnerorganizationstoexecutesuccessfulpartnershipagreementsthatprovidehighqualityandconsistentservicestochildrenandfamilies.Atthefoundationofthisguideistheunderstandingthatestablishingmutuallybeneficialrelationshipsisvitaltoanysuccessfulpartnerarrangement.CSDacknowledgesthatrelationshipsrootedinstrengths-basedapproaches,encouragesopendialog,consistentcommunicationandcollaborativeagreementsthatleadtosuccessfuloutcomes.

III. DescriptionofGrantee/Delegate/PartnerRelationships

Evidence-basedresearchidentifiesfourcriticalcapacitiesassociatedwithstrengths-basedrelationshipdevelopment.TheseserveasthecontextfortheCSDdelegateagency-partnerframeworkandtheprocessoutlinedinthisguide.Thefourcapacitiesare:Membercapacity(programexpectations);Relationalcapacity(leveloftrust);Organizationalcapacity(theorganization'sskills,experience,andresources);andProgrammaticcapacity(methodofoperation).

Twoessentialprinciplesthatgovernpartnershipdevelopmentandareusefulfordeterminingdelegateagencies’andpartners’readinessforenteringintopartnershipsarehighlevelsoftrustandclearexpectationsbetweenbothpartiescenteredondeliveringintendedresults.

AppendixA:DelegatePartnerImplementationGuide

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Inadditiontothecriticalfoundationofsuccessfulpartnerships,CSDrecognizesthatalevelofconsistencyinoperationsmustbeachievedinitssystemtoensurehighqualityservicesthroughoutandtoallowforeffectivesupportandmonitoringfromCSDforthepartnershipsacrossChicago.Towardthisend,thisguidedetailsmodelsoroptionsthatdelegateagencieswillchoosefromwhencreatingorrefiningtheirpartnerstructures.

Byimplementingthisguideandoptionsrequirements,CSDacknowledgesitsresponsibilitytodevelop,clarifyandenhanceprocedures,protocolsandtoolsdesignedtoguide,govern,andenrichthedelegateagency-partnerrelationship.CSDwillcontinuetoworkcloselywithdelegateagencies,whointurnworkcloselywiththeirpartnerstoformalizemutuallybeneficialpartnershipagreements.

Terminology

ThefollowingdefinitionsaccuratelydescribeandclarifythetermsanddesignationsusedinthisguideandotherCSDdocuments.

1. Grantee referstotheChicagoDFSS,thelegallyresponsibleentityreceivingagrantawardtoadministertheHS/EHS/EHS-CCPprogram,whichitdoesthroughitsCSD.TheChicagoPublicSchoolsisthegranteeorrecipientforthestateEarlyChildhoodBlockGrant(PFA/PI)fundingandgrantsthecommunity-basedportionofthatfundingtoDFSSthroughanintergovernmentalagreement.


PartnerCompetencies

MemberCapacity

RelationalCapacity

OrganizationalCapacity

ProgrammaticCapacity

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2. Delegateagencyreferstoaprivateornonprofitorganization,includingacommunity-basedorganization,towhichagranteehasdelegatedallorpartoftheresponsibilityforoperatinganearlylearning/childdevelopmentprogram.InthefederalUniformAdministrativeRequirements,adelegateagencyisalsoreferredtoasasub-recipientthatreceivesasub-awardfromagranteeorrecipienttocarryoutapartofafederal/stateprogram.Adelegateagencyorsub-recipientmayalsobearecipientofotherfederal/statefundingdirectlyfromafederal/stateawardingagencyandthereforeconsideredagranteeforthatfunding.

3 . xDFSSCSDisthesub-recipientforthePFA/PIfunding.

3. Partners aredefinedascontractors.Acontractorisalegally-recognizedentitythatreceivesacontractforthepurposeofprovidinggoodsandservices,asspecifiedinawrittenandsignedcontractualagreement.Thecontractcreatesaprocurementrelationshipwiththecontractor.IntheCSDsystem,thedelegateagencycontractswiththepartnerorganizationtoprovideearlylearningservicesunderthedelegateagency’soversightandwithinitsresponsibilitytothegrantee.

4 . xWhilepartnersaresubordinatedtodelegateagenciesintheircontractualrelationships,theyarecolleagueserviceprovidersonequalfootingwithdelegateagenciesinthecommunity.SomeDFSSdelegateagencypartnersareinthecontractororpartnerstatuswiththedelegateagencyfortheHS/EHSfundingandsimultaneouslyinthedelegateagencystatuswithDFSSCSDforthePFA/PIfunding.


Note:DFSSdefinesallofits

contractorsasDelegateAgencies

Note:Arecipientorsub-recipientis

notanindividual,but

alegally-recognized

organizationinacontractualrelationshipwiththegrantee.

CSD,itsdelegateagencies,andtheirpartnersengageinaformal,hierarchicalrelationshipthatiscontractuallybound,withaccountabilityforresultsflowingfromgranteetodelegateagenciesandfromdelegateagenciestoitspartner.Atthesametime,theheartofthedelegateagency-partneraffiliationistherespectandrecognitionofthevitalroleofpartnersintheexpandedservicesacrossChicago.Thisguideacknowledgesthecomplexityofdelegateagency-partnerrelationshipsandunderscorestheimportanceofsystematizingandsupportingthemthroughouttheChicagoEarlyLearningsystem.

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IV. DiscussionofPartnerships

AcrossChicago’searlylearningsystem,existingdelegateagency-partnerrelationshipsaremulti-facetedandunique,necessitatedbytheindividualityoftheagenciesinthesystem.Delegateagency-partnerrelationshipbuildingfollowspredictablestagesthatyieldthedesiredoutcomeswhenproperlynavigated.Thesestagesarelikenedtothetraditionalphasesthatanygoodrelationshipencountersinbuildingastrengths-basedfoundationoftrustandrespect.ThisimplementationguideincludesbothaquickstartguideandthenarrativepointsoftheSixStagesofPartnership asatooltoassistDelegateswhoareconsideringdevelopingpartnershipsorimprovingcurrentpartnershiprelationships.

ThisguideisorganizedaroundtheSix(6)StagesofPartnerships fromQualityinLinkingTogether(QUILT),whichwasacollaborationprojectjointlyfundedbythefederalOfficesofChildCareandHeadStart.TheSixStagesofPartnership serveasastructureforunderstandinghowearlylearningpartnershipsprogressthroughaseriesofphasedstepsalongthepartneringpath.(AppendixA)Introduction

PlanningforSuccessfulPartnerships– TheContractualRelationship

Thepurposeofthepartnershipistoprovideanddelivercomprehensiveearlylearningservices,reflectingqualityenvironmentsthatbenefitchildrenandfamilies.Acarefullythoughtoutwrittenpartnershipagreementorcontractiscriticaltothesuccessofformalizingthepartnership.

AllCSDdelegateagencypartnershipsmusthaveawrittencontractagreement,signedandauthorizedbybothparties.CSDrecognizesthateachcontractorwithinitsdelegateagencynetworkhasadifferentmanagementandorganizationalstructure.However,CSDinthisframeworkhasoutlinedthekeycomponentsofacontractformatwithstandardizedboilerplate,outliningminimalprogramparticipationrequirements.

Minimummandatorycontractprovisions include:• Aminimummonthlycostperchildreimbursementforchildcarepartnersbasedonenrollment,

notattendance*ORMinimumpercentage funding(seeOptionsGuide)• Directions,training,andongoingsupportforpartnerorganizations’accesstoCOPAtoensure

timelydataentry.• Rulesgoverningthemovementandre-contractingofpartnersamongdelegateagencies.• Minimumorientationandtrainingrequirementsforpartnerleadershipandstaff.• Curriculum,AssessmentandScreeningtoolsandfrequencyrequiredforcompliance.• Guidelinesforminimumorbaselinequalificationsandwage/compensationrequirementsforHead

Start/EarlyHeadStartstaffemployedinpartneragencies.

ThePartnerRelationshipFrameworkand

QuickStartGuideaccompanythismanual

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CSDdelineatesbaselinerequirementsfordelegateagenciesinitscontractswiththem.Delegateagenciesmustalsoensurethatservicesatthepartnersitereflectthehighestlevelofqualityandmustfundatalevelthatsupportsthisquality.AllCSDHS/EHSagenciesmustimplementtheparenteducationcurriculum,whichwhenimplementedtofidelityrequirescertaincaseloadsandactivitiesandsodifferentlevelsoffamilyengagement(FE)staff.

CSDhasreviewedanddeterminedtoensurethehighestlevelofqualitythatminimumrequirementsforbothSlotAllocationandReimbursementRatesmustbesetandsystematizedacrossthecity.Anypartnershipmustadheretothefollowing:

• MinimumSlotAllocationo 0-3Minimumofonegroupof8o 3-5Minimumofonegroup15

• MinimumreimbursementratemustfollowtheguidanceoutlinedintheOptionsChart

CSDwillworkwithagenciestooutlineclassroomstructuresatpartnersitesensuringcontinuityofrelationshipsandacontinuumofcareacrossagesandprogramstructures.CSDunderstandsthatotherchildrenwhoarealsoenrolledintheprogramwillbenefitfromtheenhancedservicesandsupportmadeavailablethroughthepartnershipasaresultofbeinginclassroomswithfundedchildren.However,directfundingcannotbeusedonservicestochildrenorfamiliesnotenrolledintherelatedprogram.

FiscalGuidanceQuestions:

ChildrenServiceDivision’sGuidelinesandProvisionsforDelegateAgencyPartnerContracts

TheprovisionsforCSDdelegateagencypartnershipcontractsmustinclude:1. Basiccontractconditions,suchas:

a. Term/lengthoftheagreementb. TerminationClauseandmustbespelledoutwithaspecifictimeframeandprocessc. Confidentialityanddatasharingrequirementsd. Close-outprocess,includingdispositionofpurchaseditems,ifthepartnershipendse. Astatementdefiningallowableandnon-allowablepartnershipcosts

TIP:Fiscalmanagementquestionsforpartnerships• Whatspecific,existingfiscalresourcesdotheorganizationsbringtothepartnership?• Howwilltheorganizationsbecomefamiliarwitheachother’sfiscalpolicies?• Howdoesthedelegateagencysupportpartnerstomaximizeallavailablefundingtosupportthe

partnership?• Arethereanin-kind/match,administrativecap,orotherrestrictionsandrequirementsandhow

willtheybemet?• Isthereaplanforthedelegateagencyorpartnertoseekadditionalfundingfromothersources?

Whichpartnerwilltakethelead?• Whatfiscalprovisionsareinplacetoensurecontinuityofcareifafamily’schildcaresubsidyis

terminated,sinceHS/EHS/EHS-CCPchildrencannottobedroppedfromtheprogramforthisreason?

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2. Paymenttermsandconditions,includingthetimeframefordelegateagencypaymentstopartnersandtheprocessbywhichsuchpaymentsarebilledandauthorized.

3. Enrollmentexpectationsandhowtheseaffectpayments,ifapplicable.4. Goalsofthepartnership,alongexpectationsofoutcomes,howprogresswillbemonitoredand

howalackofprogresswillbeaddressed.5. Rolesandresponsibilitiesrelatedtoservicestobeprovidedinthepartnership,includingthe

timeframesandexpectationsforimplementationofservices,deliverables,andactionplans.6. Budgetforthetermofthecontractagreementontheformproscribedbythedelegateagency

andanarrativethatdescribeshowallbudgetedcostsareallowable,allocable,andreasonableandhowtheysupportprogressonprogramgoalsanddeliverables.

7. Anyfiscalorprogramtrackingrequirementsandformsnecessaryfordocumentingservicesandexpenditures.

8. Reporting,communication,andmonitoringrequirements,rolesandresponsibilities,withadescriptionofthefrequencyofreports,includingfiscal,tobegeneratedandwhoreviews,analyzes,andactsonsuchreports.

9. Astatementonauditrequirementsandsharingauditreports,asappropriate.

DFSSCSDDelegateAgencyCriteria– PartnerBaseline

Principals/ParametersforAll CSDDelegateAgency-PartnerAgreements

• PertheUniformGuidance(§45CFR75),delegateagenciesaresub-recipientsofCSDandpartnersarecontractorsofdelegateagencies;familychildcarehomeprovidersarenotemployeesbutratherareindependentcontractors

• Somepartnersmayalsobesub-recipientsofCSDfortheirPFA/PIfunding,beingdirectcontractorsofCSD

• Alldelegateagencypartnershipsmusthaveacurrentwrittencontract/agreementinplace• Termsshouldbeconsistentacrosscontracts,asspecifiedinthisImplementationGuide• Beyondtherequiredterms,delegateagency-partnercontractsshouldbetailoredtomeeteach

agency’sneeds;theydonotneedtobe‘onesizefitsall’• Ataminimum,partnersareexpectedtofollowallprogramstandardsforapplicablefundingand

theChicagoEarlyLearningStandardsImplementationManual• LossofCCAPfundingcannotbethebasisfordis-enrollingaHS/EHS/EHSCCPchildwhoisalready

enrolledintheprogram• DFSS/CSDpaysitsdelegateagenciesbasedonenrollmentandoperationalbudgets;delegate

agenciesareexpectedtopassthissamefundingbasisontotheirpartners.

Delegateagenciesshouldensurethatcitizenshipandimmigrationstatusverificationrequirementsdonotapplytotheservicescoveredinthepartnership,i.e.,thosechildcareservicessubjecttotheHeadStartProgramPerformanceStandardsandsupportedbyCCAPandHS/EHSfunding,perACF-PI-CC-98-08andCCDF-ACF-PI-2008-01

PartnershipApplication/Approval ProcessCSDdelegateagenciesmustreceiveapprovalfromCSDpriortoonboardingapartnertodeliverHS/EHS/EHS-CCPservices.ThisPartnershipImplementationGuideandaccompanyingFrameworkand

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QuickStartGuidedocumentsexplainindetailtheprocessCSDexpectsalldelegatestofollowinsuccessfullydevelopingandselectingpartnerssothattheywillachievetheirgoalsandchild/familyoutcomesindeliveringservicesviathepartnerships.

Afteralltheassessment,partnershipprocessandselectionactivitieshaveoccurred,thebasicsoftheapprovalprocesswithCSDisasfollows:

1. Submitthepartnershipapplication(PleaserefertoAppendixE)forreviewandrequireddocumentstoCSDforapprovalvia (emailbeingcreatedforthispurpose)

2. CSDreviewsthedelegateagency’spartnerapplicationandcriteriaforpartnerselection,theprocessthedelegateagencyusedtoarriveattheselection,andallaccompanyingdocumentation.CSDwillholdaPre-Certificationmeetingwithin60daysandpriortoonboardingtoensureallrequirementsaremet.

3. CSDconfirms,throughsitevisitsanddiscussions,thatboththedelegateagencyandpartnerareingoodstandingwithDFSSandallfunders,thatbothorganizationsaresolvent,andthattheydemonstratethecapacityfordevelopinganearlylearningpartnership.

4. CSDchecksSAM.gov toverifythepartnerisnotbarredfromreceivingfederalfunds.5. CSDprovideswrittennotificationapprovingthepartnershiptothedelegateagency within20

daysofreceiptofapplication. .6. Thedelegateagencyformallyapprovesthepartner,communicatesthisactiontostakeholders

frombothorganizations,andentersintoacontract.

PartnerAgenciesSharedbyTwoorMoreCSDDelegateAgencies

SomeagenciesarepartneringwithmorethanoneCSDdelegateagency.Inthesecases,thefollowingisexpectedofthedelegateagencies.

1. Delegateagencyexecutiveand/orprogramdirectorsmeettoshareinformationabouttheservicesprovidedbythepartnerfortheirrespectiveagenciesandwhichoptiontheyareusing.

2. ThetwoormoreCSDdelegateagencyexecutiveorprogramdirectorsareresponsibleforalertingCSDaboutthesharedarrangementviaemail (createdforthispurpose).

3. Thedirectorsdiscussremediesforpointofduplicationthatareinevitablewiththisarrangement.4. ThesharedagreementmustbeplacedonagencyletterheadanddirectedtotheDeputy

Commissioner.5. Delegateagencyandpartnerexecutiveand/orprogramdirectorsthenmeettodiscusswhat

coordinationwillbeneeded,ifany,andhowthiswilloccur.Apointpersonfromeachorganizationisdesignatedincaseissuesarise.

6. Theagencypartnershippointpersonsmeet,asneeded,toresolveissuesandcoordinatesupportforthepartneragency.

7. Annually,thedirectorsreconvenetoevaluatetheyearrelatedtoservicesdelivered,analyzeissuesthatarose,andplanforimprovements.

CSDwilltrackallsharedpartnershipsintheCSDSite/Locationtrackingsystem(createdforthispurpose)tohelpensureservicesandsupportarenotduplicatedandtherearenogapsinservice.

155

PartnerAgenciesMovingfromOneCSDDelegateAgencytoAnother

Delegateagenciesmustimmediatelyadvise andprovidewrittennotificationtoCSDwhenapartnerisrelievedoforoptsoutoftheirHS/EHS/EHS-CCPservices.IfapartneragencyleavesaCSDdelegateagencyandwantstobecomepartofanotherdelegateagency’ssystem,theseconddelegateagencymustapplytohavethatpartnerapprovedbyCSD.

TotransferapartneragencytoanotherCSDdelegateagency,theapplicationmustspecifyclearlywhythepartnerleftthefirstorpriordelegateagency.Theapplicationmustalsojustifywhythepartnershouldbetransferredtoanotherdelegateagency.

CSDwillreviewthemonitoringrecordsofapartnertryingtoreturnormovetoanotherdelegateagency.Thesewillberequestedfromthepriordelegateagency.CSDtracksandanalyzespartnermovementwithintheCSDSite/Locationtrackingsystem(createdforthispurpose)forthepurposesofplanning,reducingpartnermovement,andimprovingthesystembystabilizingservicestochildrenandfamilies.

CSDPartnershipOptions

TheOptionschartAppendixFdepictsthepartnershipoptionsfromwhichCSDdelegateagenciesmustchoose.TheseoptionsarechosenbytheDelegateagencyandwillbeidentifiedonthepartnershipapplication.(AppendixE).

Differentfundingconfigurationsincludedifferenttypesofsupport;thepartnershipoptionsdesignatedbyCSDaccountforthat.ACSDagencythatprovidesHS/EHS/EHSCCPservicesthroughpartnershipsmightusedifferentCSDoptionswithinitsownsystembasedonthefundingsourcesthatitreceivesandpassestoitspartners.

*Note:PFA/PIfundingdoesnotallowpartnershipsandisthereforeexemptfrominformationcontainedinthisimplementationguide.

*Note:AllCSDdelegateagencieswithpartnershipsfundedbytheEHS-CCPgrantarerequiredtopasson50%oftheir$10,693childfundingbasetothepartner/partnerservices,perthefederalrequirementsofthatgrant;maximumfamilyservicecaseloadsforthisgrantare1:40.

156

OptionAPartnerorganizationhasHSand/orEHS;noPFAorPI

FundingBase* Agencyprovides75%ofthecostperchilditreceivesfromCSDtothepartnerorganization

StaffingandFECaseloads o Delegateisresponsibleforcoordinationandmonitoringofcomprehensiveservices;adedicatedcoordinationstaffpersonmustbeassignedforevery5partners/10sites.

o Partner/siteisresponsibleforimplementationandmonitoringownservices;staffmustbeidentifiedatthepartnerleveltocoordinate/overseecomprehensiveservices;mustbeaddedtothejobdescriptions.

o Minimumonesite-basedFEstaffhiredtobeateachsiteatleast3days/week;FEstaffingleveltobeconsistentwithparenteducationcurriculum

o SpecificprogramandfinancialplaninplacetoworktowardFEcaseloadsof1:40.

o MonthlyFEcontactswithfamilies– homevisits,conferencesatsite,etc.;inadditiontoParentCommitteemeetings.

Monitoring o Level1:partnermonitorsalloperationsandprovidesmonthlyreportsandcorrectiveactionplanstodelegate.

o Level2:Delegatereviewsmonitoringreports&COPA;monitorson-siteonceperquarterandrandomly,ifissuespresent.

Reporting;Communi-cation

o Monthly:Partnerreportsonoperations,goalachievement,issues/plans,andanythingelsethedelegateagencyrequests.

o Atleastmonthly:meetingsareheldbetweendelegateandpartnerleadershipandsubjectmattermanagerstoplanandresolvechallenges.

COPA Sitelevelaccessanddataentry;delegatemonitorstoensuretimelinessandaccuracy.

Training/Prof.Devt.

o Delegatemeetswithpartnertocompleteanannualtrainingplanbysite;delegateincludesinitsannualplan.

o PartnercompletesindividualPDplansforallstaff;delegatestaffprovidessupportandassistance.

o Delegateagencyassistswithsubs.

OptionsGuide

157

OptionBPartnerorganizationhasPI/EHSand/orHS/PFA

FundingBase* Agencyprovides50%ofthecostperchilditreceivesfromCSDtothepartnerorganization

StaffingandFECaseloads o Delegatelevelcoordinationandmonitoringofcomprehensiveservices.

o Partner/siteresponsibleforimplementationandmonitoringownservices.

o Minimumonesite-basedFEstaffhiredtobeateachsiteatleast3days/weekforHS/PFA;staffmustbeidentifiedatthepartnerleveltocoordinate/overseecomprehensiveservices;mustbeaddedtothejobdescriptions.

o PIstaffedperDFSScontractscope;allFEstaffingleveltobeconsistentwithparenteducationcurriculum.

o SpecificprogramandfinancialplaninplacetoworktowardFEcaseloadsof1:40fornon-PI

o PIcaseloadmaintainedat1:36.o MonthlyFEcontactswithfamilies– homevisits,conferences

atsite,etc.;inadditiontoParentCommitteemeetings.Monitoring o Level1:partnermonitorsalloperationsandprovidesmonthly

reportsandcorrectiveactionplanstodelegate.o Level2:Delegatereviewsmonitoringreports&COPA;

monitorson-siteonceperquarterandrandomly,ifissuespresent.


o Monthly:Partnerreportsonoperations,goalachievement,issues/plans,andanythingelsethedelegateagencyrequests.

o Atleastmonthly:meetingsareheldbetweendelegateandpartnerleadershipandsubjectmattermanagerstoplanandresolvechallenges.

COPA Sitelevelaccessanddataentry;delegatemonitorstoensuretimelinessandaccuracy.

Training/Prof.Devt.

o Partnercompletesanannualtrainingplanbysiteandsubmitstodelegateagencyforjointplanning;includedinitsannualtrainingplan;staffcoveragefortrainingisincludedinplanning.

o PartnercompletesindividualPDplansforallstaff;delegatemonitors.

158

OptionCFamilyChildCareHomes(ONLY)

FundingBase* Agencyprovides30%ofthecostperchilditreceivesfromCSDtothehomes

StaffingandFECaseloads o FEstaffcoordinatescomprehensiveservicesatthedelegatelevel.

o Delegatehiresacoordinatorwhenthenetworkincludesmorethan5homes.

o Childdevelopmentspecialistassignedtoagroupofhomesattheleveltoperformthefunctionsin§1302.23(e);1:5homes.By8/1/2018,thisspecialisthasbachelorsinCD/ECEorrelated.

o OneFEstaffassignedtohomes,caseloadnottoexceed50.o MonthlyFEcontactswithfamilies– homevisits,conferences

atsite,etc.;inadditiontoParentCommitteemeetings.Monitoring o DelegateassumesallmonitoringandTAresponsibility.

o Networkcoordinatorprovidesreportsandworkswithsubjectmattermanagerstoensurecomprehensiveservicesdelivered.


o Monthly:Networkcoordinatorreportsonoperations,goalachievement,issues/plans,andanythingelsethedelegateagencyrequeststoleadershipteam.

o Atleastmonthly:meetingsareheldbetweennetworkcoordinatorandhomes.

COPA DelegateworkswithFCCHtoensuretimelyandaccuratedataentry.

Training/Prof.Devt.

o DelegateagencydevelopsindividualPDplansforhomeprovidersandincludeshomesinitsannualtrainingplan.

o Delegateagencyinviteshomestotrainingsandprovidesappropriatetraining;assistswithsubs.

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Item PointValues

PointsAssigned

A. StateofIllinoisandCityofChicagoChildCareLicensesNOTE:Ifthefacilityorhomeisnotlicensed,donotproceedwiththisreview

0

B. USDAContract.5 pointsforcurrentcontract;0pointsfornocontract 0or5

C. Capacity. 5pointsifspaceiscurrentlyavailable(specifyagegroup);2pointsifnospaceavailablebutproviderwantstobecomeapartner. 2or5

D. TeachingStaffCredentialsInfants/Toddlers• 10pointsforCDA/higherwithinfant/toddler focus• 5pointsforCDA• 0pointsforhighschool/unrelatededucationPreschool• 10pointsforBA/BS/higherinECE• 5pointsforAAinECE• 3pointsforCDA• 0pointsforhighschool/unrelatededucation

Variesby#ofstaff

E. ProgramInformation• 5pointsforstaffparticipation/registrationinGatewaysto

Opportunity• 5pointsforappropriatedailyschedule,includingoutdoors• 5 pointsforparentcommunication• 5pointsforproactivehealth/safetystrategies• 5pointsforhighneedgeographicalservicearea

Upto25

F. Management/FiscalStructure*• 5pointsforincorporation,ifapplicable• 5pointsforboardmemberswhoreflectserviceareaand

provideprogramareaexpertise• 5pointsforrecentauditwithnofindings• 5pointsformultiplefundingstreams• 5pointsforcomputerizationoffiscalandprogramrecords

Upto25Mayvarywithfor-

profits

G. On-siteObservation

• Enterscoreof theITERS/ECERS/FDCERS(1-7points)1to7

Totals

ReviewFormforPotentialPartners

NameofAgency/Site:AgeGroup:

Completeoneanalysisperclassroom.

*Note:Managementstructuremayvaryinafor-profitorganization;pointsshouldnotbedeductedforthisifaboardorincorporationisnotrequired.