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Commentary is additional information for instructors.

The Registry Administrator Credential

Preparing your Portfolio Instructor’s Commentary Revised 2014

http://www.the-registry.org/


The Registry | Last Revised February 2014

Read this Booklet Carefully and Completely

Before Beginning Your Credential Portfolio

Definition of Terms

Portfolio: how you package all the pieces required for commission; an organized assembly of

the Introductory and Project section pieces. Portfolio can be digital, DVD/CD, or actual binders.

Project: Each student will prepare a unique, culminating project. Your final project is more than a

written document of what was covered in the classes. It is a demonstration of how you apply the

acquired skills to increase the successful operation of your program. The project needs to be broad

enough to include 2-5 objectives from each course.

Explanation/Narrative: the application and/or demonstration of how you applied and used the

knowledge and skills you learned from the courses to complete your project. Consider this the

‘story’ of your project and your journey to completing the project.

Elements/Samples: documentation of the Explanation/Narratives; if you change something,

include the old and the new.

COMMENTARY

Be sure you are discussing the project and portfolio throughout the courses. Refer students the

Student Project Preparation Guide early and often. Consider making it available in each of the

credential courses along with a link to the Registry website: http://www.the-registry.org/

Reasons for Creating a Portfolio:

1. It gives you, the student, a chance to present an example of your comprehensive knowledge gained from the credential courses

2. It gives you a chance to reflect as you write an autobiography and a personal philosophy. These will express your general beliefs and attitudes in regard to working as an Administrator

3. It offers you an opportunity to start, continue, or change your resume and Professional Development Plan




4. You complete a project that is relevant to your work as an Early Childhood/Youth professional

COMMENTARY

Throughout the courses, encourage students to be thinking about what concepts or ideas are

brought up that make them think ‘I need that at my program’, or ‘We should do that in our

classrooms’, etc. These ideas will plant the seeds to a final project that will be large enough in

scope to meet the Registry requirements as well as complete or change a much needed

project/system etc. in their program.

Students on the TEACH Scholarship will need contact their TEACH counselor regarding payment

of the Commission fee ($300).

You may also want to make available early in the final course the ‘Student Request for

Commission’ 30 days prior. This form can be found on the Registry website.

If you, or your school, will be offering the Commission, you will need to complete the ‘Instructor

Request for Commission’ 60 days prior and submit to The Registry.

Portfolio Checklist

Introductory Section

Autobiography Personal Philosophy Statement Professional Development Plan Resume One financial work sample

Project Section

Overview of the Project and Project Agreement (page 13) Explanation/Narrative for Course One: Administration and Supervision Explanation/Narrative for Course Two: Operations Management Explanation/Narrative for Course Three: Financial Management Explanation/Narrative for Course Four: Marketing and the External Environment Explanation/Narrative for Course Five: Best Practices List of Resources and References



Appearance of Your Portfolio

Assemble your Portfolio in the same order as the checklist on page 3 of this booklet or identify in some

manner where the materials that correspond to each class are located. Strive to make your project

creative and attractive. Your written work needs to be clear, legible, descriptive, grammatically correct

and without spelling errors.

Your Project must be the development of an individual plan or strategy for quality improvement that

incorporates many aspects of program management.

Your project plan requires the approval of the instructor and your director/administrator. Refer to page 13

Your project must incorporate applications of theory and/or practice from each preceding course

Your project must include a narrative describing the project and a list of references and resources.

If you have questions regarding the Portfolio or the topic of your Project, you can contact your

instructor or The Registry for assistance.

COMMENTARY

If the student is the Director/Administrator, he/she does not need additional approval beyond

the instructor.

Be sure to ask your students early in the final course to write a short summary of their project

for your approval. You may use the form at the end of this document.

Explanation of the Introductory Section

The Autobiography: Your autobiography should reflect the life experiences that influenced you to

pursue a career in early childhood. It may reflect your life from childhood to the present or address only

the areas of your life that directly influenced your career path. This has a two page maximum.

A Personal Philosophy Statement on Child Care Administration: You may wish to write this early in

your classes (in course one or two) and then revise it in course six. This process demonstrates how your

experiences in your classes have influenced your professional philosophy. Writing your philosophy early

in the classes is not required for the project but can be an interesting way to reflect on how you have

been influenced during the classes and credential process. This is a one page maximum.



A Professional Development Plan that includes:

1 Present professional level (Registry level and professional degree). 2 Self-assessment that identifies your strengths and areas for growth. 3 Goal statement(s) that identify your plans for future development that are directly related to areas

that you wish to strengthen.

Your Resume: Your campus may have resources for developing a professional resume. There are many

online resources as well.

One financial work sample: This must be a document (spreadsheet) that you have created that demonstrates proficiency from the financial management course using actual program figures such as, but not limited to: (spreadsheet)

Budget (program, project, start-up, line item, etc.) Break even analysis Cash flow analysis

COMMENTARY

These documents can be completed during the final course; although many colleges and

universities spread them out into the previous 5 courses. Students then simply update these

documents in the final course and include in the Introductory Section of their portfolio.

For the Financial Work Sample, the instructor may decide which assignment in the Financial

course will be used or the instructor may let the students choose from a list of possible

assignments. The goal is that the assignment is one the student created rather than one the

instructor created and the student simply filled in.

Explanation of the Project Section

Overview of the Project and Project Agreement: Your project overview is a brief statement of what the

project is. You should include why you selected this project and how it will benefit your program. (Refer

to page 12)

Explanations/Narratives from previous 5 courses: Include in your written narrative, how you met the

competencies/objectives of each course within your project. The project is something that you have

done during the courses or that are well in the process of completing. It is not something that you plan

to do. The exception would be if you are opening a new program or building a center or major

construction project. In that case, there should be blueprints, drawings, models and other documents



that clearly demonstration your progress. The explanations/narratives tell the story of your journey to

project completion.

Elements/Samples: Be sure to include elements/samples of your project to support the

explanation/narrative, such as, models, materials, photos, blueprints, etc. that reflect the content of

your project. You do not need to include an element/sample for each course, however, be sure to fully

develop your portfolio to reflect and support the narratives. For example, if you state in your narrative

that you created a flier for a fundraiser, consider including a copy of the flier as your documentation

(element/sample).

There are certain specific requirements that must be met in order to complete The Registry

Administrator Credential. The final portfolio will be presented to a Registry Commissioner who will

determine if you will be awarded the credential. The following pages will provide you with the required

information that must be included in your portfolio.

COMMENTARY

You will notice that course 6 is not included in the list. This is because the objectives and

concepts in the final credential course are embedded throughout the final project and portfolio

process.

Most instructors include the project and portfolio as an assignment in the final course and have

developed their own rubric to score this large assignment.

The Explanation/Narratives: encourage students to choose 2-3 objectives from each course and

explain how that objective informed their work on the project. The narratives should explain

what they did, how they did it, and why they did it that way.

Guidelines for Your Final Portfolio

1. Make a copy of the printed materials before submitting your portfolio to the Commissioner if you are mailing it.

2. If you are submitting videos, attachments, and support materials, be sure that they are securely attached to the written documentation so they are not separated or lost if mailed or transported.

3. Clearly mark all parts and pieces of your project with your name. The commissioner usually receives the projects in a large container. Be sure that any items that are part of your project can be identified as part of your project.

4. Notify the commissioner of materials that may require equipment in order to review it, such as VCR, CD-ROM, or tape recorder.



5. Label or color-code the sections of your project that identify each course. Dividers and color coding sections are commonly used to identify course content areas of the Project.

Electronic Portfolio (ePortfolio)

1. Consider backing up ALL your documents onto a secure drive (flashdrive, etc.) 2. Be sure your electronic portfolio has your full name on it. 3. If you choose not include sensitive financial documents within your electronic portfolio (for

confidentiality reasons) be sure to send your financial documents in a separate email to your commissioner.

4. Email your electronic portfolio link to the commissioner no later than the given due date.

COMMENTARY

It is expected at instructors read through the projects prior to students submitting them to the

Registry. Consider chunking the project so students are required to submit drafts or sections

throughout the course.

Although Weebly, LiveBinders and other websites are an effective and easy way to collect

documents and present portfolios, they are public websites. Information and documents are

available to anyone. Therefore, private financial and personal information should be avoided or

sent separately. Check with your campus if there is another portfolio system that allows you to

collect and share information with the commissioner.

ePortfolios are an option based on the local instructor’s preference.

Knowledge and Skills to Integrate into the Project

The Registry Administrator Credential final Project will demonstrate your ability to integrate and apply

the knowledge and skills taught in the first five courses. The knowledge and skills that should be used as

a basis for the project include:

1 Organizational management theory and practice. 2 Importance of family friendly and family centered environment and programming. 3 Multi-cultural and anti-bias considerations related to the project. 4 Relationship of program quality to the fulfillment of both legal requirements and accreditation

standards. Use the NAEYC accreditation standards or other national standards as they relate to your program. (For example: AMS or AMI Standards may applied to your school if is a Montessori Program).

5 Role relationships of parents, staff and board (or other management structure) in all aspects of program, including decision making and effective communication among these groups.



6 Relationship to short term and long term planning consistent with the mission and strategic plan of your program.

7 Principles and practices of participatory management as they relate to children’s programs. 8 Sound financial planning and management, acquisition of funding, if needed for the project. 9 Development of new organizational systems, if needed, for the project. 10 Assessment of the external factors which may impact on the project such as: community need; local,

regional and national political climates, community collaboration. 11 Use of appropriate means to evaluate the effect of the project on the total program.

COMMENTARY

The list of knowledge and skills is not included in the Student’s Portfolio Preparation Guide. The instructor’s role is to encourage and support students throughout the credential courses to understand how they will integrate these concepts into a project. Within each course instructors may encourage students to undertake activities and/or assignments relevant to their specific project. Instructors are encouraged to require students to address 2-3 objectives from each course in

their narratives.

One: Administration and Supervision

Students will demonstrate the following:

1 Knowledge of basic concepts of organizational management theory and practice. 2 Understanding of the relationship of leadership, sound business practices and child growth and

development principles to program quality for children and families. 3 Familiarity with the diverse models of early care and education programs. 4 Familiarity with basic state licensing concepts and accreditation standards applied to early childhood

centers, school-age programs, and family child care homes. 5 Ability to identify the various roles and responsibilities of administrators, executives, managers,

coordinators, and supervisors in early care and education programs in various settings. Also the role relationship between different sectors of a program including families, teaching staff, support staff, and boards or other management structures.

6 Understanding of ways to ease administrative overload and ability to apply that understanding to time management, delegation and role negotiation

7 Knowledge of how to develop policies and mission statements to maintain and improve program quality.

8 Overview of the basic principles and practices in formulating personnel policies, recruiting and working with teaching and non-teaching staff.

9 Labor laws 10 Developing personnel policies 11 Equal opportunity guidelines, effective advertising and recruiting



12 Assessing qualifications and interviewing candidates 13 Understanding of the rationale and methods for involving staff in decision making. 14 Overview of the rationale and procedure for determining what families need from their child care,

and offering families a variety of options for involvement in the program, including decision-making.

Two: Operations Management


1 Understanding of the basics of system theory and the ability to apply that understanding to the operation of quality early care and education programs

2 Understanding that there is a body of knowledge on management theories as it relates to children’s programs

3 Understanding of standard operating practices and when they are needed 4 Understanding of the relationship of systems to quality in programs for children and families 5 Ability to design and implement systems within child care program. Following is a list of examples: 6 Scheduling for staff and children’s program, consistent with principles of child growth and

development 7 Scheduling services for families 8 Scheduling of calendar and development of annual tasks 9 Development of salary schedules and reward processes 10 Development of staff appraisal procedures 11 Teaching and learning aspects of the program 12 Nutrition plans and food service 13 Building and grounds maintenance and security, including emergency preparedness 14 Develop organizational methods for the program, such as project management 15 Maintenance of health, safety aspects of the program 16 Effective communication 17 Risk management system 18 Purchasing

Three: Financial Planning


1 Understanding of the basic principles of sound financial planning and management 2 Understanding of the relationship between financial management and program quality 3 Understanding of budget use and management including

O Utilization factors

O Deviation analysis

O Functional cost analysis



4 Ability to develop a basic line item budget 5 Ability to develop a cash flow projection, monthly for one year 6 Ability to develop a staffing plan and project costs for 3 years 7 Understanding of breakeven concepts and applications and the ability to develop a breakeven chart 8 Ability to balance the budget, including principles for cutting and revenue enhancement 9 Ability to develop salary policies and scale 10 Understanding of fair salary policies 11 Understanding the cost of staff turnover 12 Understanding of basic customer orientation for marketing and cost of losing customers 13 Ability to spread costs across programs to derive program budgeting 14 Ability to spread costs across functions in order to analyze costs by function 15 Ability to compare budgeted expenditures to actual expenditures and to analyze differences 16 Ability to read and understand financial reports 17 Ability to develop a fee policy and sliding fee scale

Four: External Environment


1 Knowledge of the external factors and relationships that affect children’s programs 2 Knowledge of licensing laws and regulations, other legal requirements and approvals, funding

requirements and incentives, accreditation standards, and the ability to incorporate these requirements and incentives into program planning

3 Knowledge of current research findings on quality in early care and education and the ability to apply these findings to program development and implementation

4 Ability to analyze data to assess the community supply and demand for early care and education programs

5 Knowledge of basic concepts of marketing and the ability to apply them to program strategies 6 Knowledge of the configuration of community agencies and government officials at the local level,

including resource centers, family support centers and rationale for collaboration 7 Ability to identify prospective funding sources, including new funding sources, to become familiar

with effects of funding requirements on program policy 8 Awareness of skills needed to write proposals for funding 9 Knowledge of the role of administrators in policy leadership and community collaboration 10 Understanding of the relationships between the vision, mission, strategy, and culture, goals and

objectives of an organization

Five: Best Practice


1 Knowledge of child development theories and principles and the ability to apply them to quality programming



2 Knowledge of curriculum standards and early learning standards 3 Knowledge of licensing, funding and accreditation requirements for quality programs and the ability

to apply them to program planning 4 Knowledge of professional and ethical guidelines for best practice in early care and education

programs and the ability to apply them to program planning 5 Ability to plan for the development of the whole child physically, socially, emotionally, intellectually

and artistically 6 Ability to plan for and implement a family-centered child care community 7 Understanding of diverse cultures of families served, and the ability to apply this understanding to

recruitment, staff development, organizational relationships and program planning 8 Knowledge of how to establish and maintain good communication and partnerships with families,

and to promote strong and meaningful family involvement in the program 9 Ability to plan for integration of a competent curriculum, materials and activities into all aspects of

the program 10 Ability to choose developmentally appropriate supplies and equipment for early care and education 11 Knowledge of design principles and practices for the use of space in early care and education

programs 12 Understanding of program evaluation and the ability to apply it for program improvement 13 Knowledge of environmental rating scales-ITERS, ECERS

Receiving The Registry Administrator Credential

When you have successfully completed the courses required for a Registry Credential and your portfolio/ project is complete, the final requirement is to present your project to a Registry Commissioner. The Commission process steps are explained below:

1. Candidate completes the portfolio/project. 2. Candidate submits a completed Request for Commission form with payment to The Registry. 3. The Registry sends a confirmation letter including the Commission details with a payment

receipt. 4. Candidate makes delivery arrangements for their portfolio/project based on the instructions

received from The Registry or the Instructor. 5. Candidate attends the designated Commission. 6. Commissioner notifies The Registry of successful completion of Commission. 7. If official documentation and payment have been received, The Registry sends a Credential

Certificate to the candidate.

COMMENTARY

It is the Instructor’s responsibility to make arrangements with The Registry a minimum of 60

days in advance by completing the Instructor Request for Commission

Remind students:

• at beginning of course – about $300 Commission Fee

• to send in their Student Request for Commission a minimum of 30 days in advance



• those who are on T.E.A.C.H. Scholarship to ask for T.E.A.C.H. code for commission fee

• deadline for portfolio to arrive to Commissioner is 14 days prior (plan ahead for mailing

time)

• inform students early about location of commission – if travel involved, student will need

to make arrangements for travel

• attendance at a Commission is required in order to complete

The Registry posts available/upcoming Commissions. If your group is small (less than 10

students) you might want to consider joining a Commission event with another program.

The timeline for receiving official documentation from The Registry may vary, depending on

completeness of documentation and requirements.

Request for Commission

Commissions will be convened throughout the state several times each year. Candidates who have completed all the course work and their portfolio may submit a “Student Request for a Commission” to The Registry. In most cases, the instructor from your campus will schedule the Commission; however, you may join a scheduled Commission if you are not part of a class. Visit https://www.the-registry.org/Credentials/Overview.aspx to view the list of upcoming Commissions.

You must submit a “Student Request for Commission” form with the required fee in order to be admitted to a Commission. The “Student Request for Commission” form may be accessed at https://www.the-registry.org/ResourceCenter.aspx

Mail your Request for a Commission form to:

The Registry 5900 Monona Drive #205

Madison, Wisconsin 53716 ATTN: Credentials

The following requirements must be completed when submitting the Student Request for Commission form:

Registry Membership: All credential candidates must have a Registry Membership or must apply to The Registry prior to Commissioning. You do not need to include a copy of your certificate; The Registry will confirm your record in the system. Standard application processing time is 6-8 weeks.

https://www.the-registry.org/Credentials/Overview.aspx

https://www.the-registry.org/Credentials/Overview.aspx

https://www.the-registry.org/ResourceCenter.aspx



o If you have never applied: Visit our website at www.the-registry.org to apply online or download an application. We will verify if your application has been submitted when we receive your “Request for Commission” form.

o If you have applied but never received a Certificate because you were not eligible or your Application was incomplete/unpaid: You must submit a one-year renewal with the applicable renewal fee and any documentation that was missing previously. Visit our website at www.the-registry.org to renew online or download an application.

Course Documentation: Please note that your credential will not be processed until The Registry receives a complete official transcript that verifies completion of all six courses. While photocopies of official transcripts are acceptable, documents printed from the Internet or School Registration System are not. You must receive a C or better in each course to be eligible for the Credential.

Commission Fee:

Each student is required to pay a $300 Commission fee. Payment in full must be included with the “Request for Commission” form. The Registry will send you a payment receipt with your confirmation letter including the Commission details. This fee covers the processing of the Credential and administration of the Commission system. If you are a T.E.A.C.H. scholarship recipient, contact your T.E.A.C.H. counselor for information on the reimbursement process.

COMMENTARY

Students must successfully complete (with at least a C-) the previous 5 courses BEFORE they

can take the final credential course. If a student did not take all 5 courses with your institution,

consider requesting proof of completion prior to enrollment into the final course.

Student will need to submit an official transcript to The Registry before they receive their

Administrator Credential Certificate. This means students will be eager to get their final course

grade from the instructor.

The Registry Credential Commissioners

Registry Commissioners are early childhood professionals who have been trained to objectively evaluate your portfolio using the assessment tool designed for each specific Credential. Each Commissioner has completed at least one of The Registry Credentials. The Commissioner has presented a portfolio and has participated in a Commission.





The Commission Process

Your portfolio will be reviewed by the Commissioner(s) prior to the date of the Commission. Please review the portfolio assessment form available at https://www.the-registry.org/ResourceCenter.aspx to ensure you have included all of the required elements. If you have visuals, such as display/picture boards, samples, blueprints, or scale models do not submit them with the written portion of your project. You may share these with the Commissioner at the Commission. Visual are not required.

There are two parts to the Commission: the Presentation and the Individual Meeting with the Commissioner.

1. The Presentation: Your classmates and other Commission candidates will be present during your presentation. You will have approximately 5-10 minutes to do the following:

Discuss your favorite category

Present and explain any supporting materials

Discuss a category or part of your portfolio that you found challenging

2. Individual Meeting with the Commissioner(s): You will meet with the Commissioner to discuss your individual portfolio. This is an opportunity for the Commissioner to ask you any questions s/he may have about your portfolio. The Commissioner will give you feedback and comments about your portfolio. You will be informed if you have successfully completed the Commission during your individual meeting with the Commissioner.

If your Commission portfolio is not complete, the Commissioner will advise you of what you need to do to complete it. If you are asked to submit additional materials, you will submit them directly to the Lead Commissioner.

COMMENTATARY

Instructors may be present during the presentations, however, instructors are not to attend the

individual meetings.

It is advised to prepare your students for this commission process by reminding them of the

expectations. The Commission process is a requirement of The Registry to receive their

Credential.

Appeal Process

You may send a letter to The Registry if you do not agree with the results of your Commission. The letter will be reviewed by The Executive Director or designated qualified staff. You will receive a letter indicating The Registry’s decision within 30 days of the receipt of your letter. If your concern has not been resolved to your satisfaction, you may request that The Board of Directors review your project and

https://www.the-registry.org/ResourceCenter.aspx



your letter of appeal. The Board of Directors will review your appeal at the next regularly scheduled meeting. The Registry Board meets three times per year.

Awarding the Credential

You will receive your Credential Certificate within thirty (30) days of the Commission, if you have done the following:

o Successfully completed the Commission process. o Submitted copies of official transcripts for all 6 courses to The Registry. o Paid the Commission fee in full. o Received a Registry Career Level Certificate or submitted a complete application for

membership. If your first-time application is put on “Incomplete” status, you will not receive your Credential Certificate until the necessary fee or information is received and the “Incomplete” status is resolved.

Graduation Celebration

This annual state-wide event celebrates your professional achievement. Information is available at http://www.the-registry.org or 608.222.1123.

COMMENTATARY

Instructors are highly encouraged to attend the Registry Graduation Celebration each spring, as

well as to encourage your students to attend.

Instructors of the Credential are strongly encouraged to attend the Registry’s Annual Faculty

training each spring to gain new information, to learn about changes, to ask questions and to

network with others.




PROJECT OVERVIEW AND CENTER AGREEMENT

Student Name:

Title of the Project:

Purpose (how the project will be used in the program) of the Project:

I have reviewed the project proposal and agree to support __________________ in completing the

project by providing materials and information as needed. I further agree that this project will be of

benefit to the program.

Signature of Student: _______________________________________

Signature of Owner/Administrator/Director: ___________________________________

Date: ____________________________________

I have reviewed the project proposal and approved it for development.

Signature of Instructor: _____________________________________________

Date: __________________________________

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