Development Creative Curriculum (environment, schedule, routines, materials, community in the classroom) TL, CM, ACM, EHSPM or designee Weekly SRCS, MHS, SSCS, ELPM SRC (support only) Bi-monthly and as needed Environmental Checklist, Label Protocol Monitoring Follow-Up Plans, Team Staffing As Needed As Needed TS GOLD TL, CM Weekly SRCS, MHS, SSCS, ELPM SRC (support only) Weekly, at checkpoints, per home visit and as needed Lesson Plans, TS GOLD Observations, Fam. Conf. Form, Ind. Child Report, Final Checkpoint Report, Snapshot Report, Child Profile Report TS GOLD Reports 3 X per year 3 x per year Teacher/Child Interactions TL, CM, ACM, EHSPM, FA Ongoing SRCS, MHS, ELPM, SSCS SRC (support only) Weekly to monthly as needed CR Observations, CLASS Cr. Curriculum Observations, notes, Monitoring Follow-Up Plans, CLASS Scores Quarterly or sooner if needed 2 x per year Screenings TL, CM, EHSPM, FA Ongoing SSCS, HNCS, SRCS, MHS SRC (support only) 15-20 days midpoint check, 45 days, as needed ASQ, ASQ-SE, Plus, ASQ Online System, Home Lang Survey Child Plus Reports, ASQ Report, ASQ and ASQ-SE Result Form, Demographic Report, Team Staffing Team Staffing, Checkpoint Periods Checkpoint Periods
Classroom Data Reviews TL, CM Checkpoint or as needed SSCS, SRCS Checkpoint or as needed Lesson Plans, TS GOLD, Child Plus, File Reviews, Observations Lesson Plans, TS GOLD, Child Plus, Monitoring File Review Form Checkpoint Periods 3 x per year CLASS/ HOVERS TL, CM, HV, SRCS, ELPM SRC (support only) 2 X per year CLASS scores, Class Rating System, HOVER Rating System CLASS Twice per program 2 x per year Team Staffing CM, As Scheduled SRCS, ELPM, HSD, EDEL, SSCS, MHS, FECS, HSDM, HNCS As Scheduled Lesson Plans, TS GOLD, Child Plus, Observations, CLASS, File Reviews, Family Visits, Environmental Checklist, HOVERS, Overall Team Status TS GOLD, Plus, CLASS, HOVERS As Scheduled As Needed Parent Conference Completion TL, CA, FA, CM, HV, EHSPM 4 x per year / 46 per year (EHS) SRCS, FECS, HNCS As Scheduled Home visit, Child Plus documentation, Home Visit Checklist, Home Visit Observations, Yearly Calendar, PAT, CC Resources Child Plus Home Visit Forms Team Staffing Monthly Parent Input into Curriculum FA, TL, EHSPM, CM or other staff as needed HV timeline and ongoing SRCS, ELPM, HSD, EDEL, SSCS, MHS, Ongoing Notes from family nights and Parent PPC Minutes Monthly
FECS, HSDM, HNCS Policy Council, HV Documentation Parent Resources for Kindergarten Transition CM, TL, FA, Spring and/or Summer depending upon program SRCS, ELPM Spring and/or Summer depending upon program Kindergarten Transition Plans, Resources from school districts, Transition events Child Plus, TS GOLD Annually Annually P-3 Alignment Activities CM, TL Ongoing SRCS, ELPM As Scheduled Meeting Alignment Plans and Activities NA As Needed NA Continuous Improvement Cycle for Classroom/ Child Outcomes KEY ACM= Assistant Center Manager, BA= Budget Analyst, BD= Bus Driver, CA= Classroom Assistant, Ck= Cook, CM= Center Manager, CR=Classroom, CS= Custodians, EDEL= Executive Director of Learning, EHSPM= Early Head Start Program Manager, ELFOS= Early Learning Facilities and Operations Supervisor, ELPM= Early Learning Program Manager, EPIC ED= EPIC Executive Director, FA= Family Advocate, FECS= Family Engagement Content Specialist, FML= Facilities Maintenance Lead, HNCS= Health and Nutrition Content Specialist, HSD= Head Start Director, HSDM= Head Start Data Manager, ELN= Early Learning Nurse, HSSS= Head Start Support Specialist, HSSSIK= Head Start Support Specialist In-Kind, HV= Home Visitor, TL= Team Lead, MHCS= Mental Health Specialist, RECS= Recruitment and Enrollment Coordinators, RS=Receptionist, ERSEA Health Coordinators and Enrollment
Coordinators, SSCS= Special Services Content Specialist, SRC=School Readiness Coach, SRCS= School Readiness Content Specialist, TM= Transportation Managers, USDAM= USDA Manager Disabilities Developmental Screening Results CR, CM 30 days for migrant, 45 days of first child day (HS, EHS); ongoing for late enrollees MHCS, SRCS, SSCS Ongoing as needed Child Plus ASQ ASQ-SE ASQ Online Child Plus ASQ Online Monthly Monthly Referral Process CR, CM 3 days from signed referral and Ongoing MHCS, SSCS Ongoing as needed Child Plus Referral Packet Screening Results Teacher Observations ASQ Online Child Plus ASQ Online Monthly Monthly IEP/IFSP Interventions CR, CM, EC Ongoing and as defined in IEP SSCS Ongoing as needed Child Plus TS GOLD Portfolio Labels IEP Observation Notes Child Plus, IEP Monthly Classroom Support CR, CM Ongoing SSCS Ongoing as needed IEP Additional Classroom TS GOLD Monthly
KEY ACM= Assistant Center Manager, BA= Budget Analyst, BD= Bus Driver, CA= Classroom Assistant, Ck= Cook, CM= Center Manager, CR=Classroom, CS= Custodians, EDEL= Executive Director of Early Learning, EHSPM= Early Head Start Program Manager, ELFOS= Early Learning Facilities and Operations Supervisor, ELPM= Early Learning Program Manager, EPIC ED= EPIC Executive Director, FA= Family Advocate, FECS= Family Engagement Content Specialist, FML= Facilities Maintenance Lead, HNCS= Health and Nutrition Content Specialist, HSD= Head Start Director, HSDM= Head Start Data Manager, ELN= Early Learning Nurse, HSSS= Head Start Support Specialist, HSSSIK= Head Start Support Specialist In-Kind, HV= Home Visitor, TL= Team Lead, MHCS= Mental Health Specialist, RECS= Recruitment and Enrollment Coordinators, RS=Receptionist, ERSEA Health Coordinators and Enrollment Coordinators, SSCS= Special Services Content Specialist, SRC=School Readiness Coach, SRCS= School Readiness Content Specialist, TM= Transportation Managers, USDAM= USDA Manager Family Partnerships Family Goal Setting/ Family Needs Assessment/ Family Outcomes Child Profiles FA, ACM or Designee Monthly FECS, ELPM As needed, Team Staffing Family Services Referrals, Child Plus*, Family Outcomes, Team Staffing Child Profile Family Services Referrals, Child Plus, Family Goal Report, PIR Team Staffing and as needed Annual Self Assessment Documentation of contacts and services with families, including referrals FA, TL, EHSPM, ACM or Designee Ongoing as needed FECS, SRCS, ELPM As needed, Team Staffing Family Services Referrals, Child Plus*, Communication Log, Team Staffing Child Profile Family Services Referrals Tool, Child Plus Team Staffing and as needed N/A Home Visit Completion FA, HV, EHSPM, ACM or Designee Monthly, Periodic Observations conducted by ACM or CM FECS, ELPM As needed, Team Staffing Home visit notes, Child Plus*, Completed Home Visit Form, Child Profile Child Plus Team Staffing N/A
KEY ACM= Assistant Center Manager, BA= Budget Analyst, BD= Bus Driver, CA= Classroom Assistant, Ck= Cook, CM= Center Manager, CR=Classroom, CS= Custodians, EDEL= Executive Director of Learning, EHSPM= Early Head Start Program Manager, ELFOS= Early Learning Facilities and Operations Supervisor, ELPM= Early Learning Program Manager, EPIC ED= EPIC Executive Director, FA= Family Advocate, FECS= Family Engagement Content Specialist, FML= Facilities Maintenance Lead, HNCS= Health and Nutrition Content Specialist, HSD= Head Start Director, HSDM= Head Start Data Manager, ELN= Early Learning Nurse, HSSS= Head Start Support Specialist, HSSSIK= Head Start Support Specialist In-Kind, HV= Home Visitor, TL= Team Lead, MHCS= Mental Health Specialist, RECS= Recruitment and Enrollment Coordinators, RS=Receptionist, ERSEA Health Coordinators and Enrollment Coordinators, SSCS= Special Services Content Specialist, SRC=School Readiness Coach, SRCS= School Readiness Content Specialist, TM= Transportation Managers, USDAM= USDA Manager Community Resources Community Outreach FECS, HNCS, ELN Ongoing Minutes and agendas from community meetings Meeting minutes Monthly Service Area Agreements and MOU’s, LEA’s MHS, SSCS, FECS, HNCS, ELPM, HSD, EDEL Each Spring and Ongoing Service Area Agreement Tracking MOU and LEA tracking forms Tracking PIR Annually N/A KEY ACM= Assistant Center Manager, BA= Budget Analyst, BD= Bus Driver, CA= Classroom Assistant, Ck= Cook, CM= Center Manager, CR=Classroom, CS= Custodians, EDEL= Executive Director of Early Learning, EHSPM= Early Head Start Program Manager, ELFOS= Early Learning Facilities and Operations Supervisor, ELPM= Early Learning Program Manager, EPIC ED= EPIC Executive Director, FA= Family Advocate, FECS= Family Engagement Content Specialist, FML= Facilities Maintenance Lead, HNCS= Health and Nutrition Content Specialist,
HSD= Head Start Director, HSDM= Head Start Data Manager, ELN= Early Learning Nurse, HSSS= Head Start Support Specialist, HSSSIK= Head Start Support Specialist In-Kind, HV= Home Visitor, TL= Team Lead, MHCS= Mental Health Specialist, RECS= Recruitment and Enrollment Coordinators, RS=Receptionist, ERSEA Health Coordinators and Enrollment Coordinators, SSCS= Special Services Content Specialist, SRC=School Readiness Coach, SRCS= School Readiness Content Specialist, TM= Transportation Managers, USDAM= USDA Manager Food Services/Nutrition USDA: Classroom Mealtime Sanitation TL, CM Daily 3 x per year ELN HNCS USDA Review Ongoing 3 years OSPI Site Review for Site Compliance As Needed Share results of USDA Review As Needed USDA: Classroom Mealtime Family Meals TL, CM USDAM Admin Coordinators Daily 3 x per year HNCS ELPM USDA Review Ongoing Every 3 years OSPI Site Review for Site Compliance As Needed results of USDA Review As Needed Kitchen Mealtime CK, USDAM Daily 3 x per year USDA Review Every 3 years As Needed As Needed USDA Meal Counts & Classroom Mealtime Scanning TL, CM USDAM, Admin Coord. Daily 3x per year USDA Mgr. USDA Review Ongoing Every 3 years Child Plus Meal Form Scanner Bubble Sheet OSPI Site Review for site Compliance Child Plus Monthly As needed Share results of USDA Review Monthly As needed USDA Operating Standards USDA Coordinator 3 x per year Ongoing Ongoing as needed Observation and Form Monitoring As Needed As Needed Food Service Staff Training USDAM Annually Ongoing as needed Sign in sheets, agendas, meeting minutes HR staff training records, training minutes Annually Annually
Coordinators, SSCS= Special Services Content Specialist, SRC=School Readiness Coach, SRCS= School Readiness Content Specialist, TM= Transportation Managers, USDAM= USDA Manager Health Health Screening and Accurate Documentation (paper and electronic) ACM or Designee Monthly HNCS, ELN Initial 30 day, 45 day, monthly Plus, Team Staffing Child Plus, Team Staffing, PIR, Self Assessment Monthly, Team Staffing, Self Assessment Monthly, Self Assessment Health Status & insurance coverage, Assessment and Accurate Documentation (paper and electronic) FA, ACM or Designee Initial 60 days, Monthly HNCS, ELN Ongoing as needed Child Plus, Team Staffing Child Plus, Team Staffing Team Staffing, Self Assessment Self Assessment Referral and Follow-up on Child Health Needs, Accurate Documentation (paper and electronic) FA, ACM or Designee Monthly HNCS, ELN Ongoing as needed, Team Staffing Team Staffing, Child Plus, Child Profile, NCV Report Team Staffing, Child Plus, Child Profile, NCV Report Quarterly, Team Staffing Well Child Exam, Dental Exams and Accurate Documentation FA, ACM or Designee Initial 60 day and monthly HNCS, ELN Ongoing as needed Child Plus, Child files, Child Profile, Team Staffing, NCV Report Plus, files, Child Profile, Team Staffing, NCV Report Monthly, Self Assessment, PIR Monthly, Self Assessment, PIR
(paper and electronic) Child Immunizations FA, ACM or Designee Monthly ELN Ongoing Child Plus, Child Profile, Child Files, State Immunization Form, NCV Report, Licensor Report Child Plus, Child Profile, Child Files, State Immunization Form, NCV Report NA NA Special Health Needs (CHCP, Medication, Medical Alert, Food Allergies, First Aid Protocol) FA, ACM or Designee, USDAM Prior to First Day, Ongoing ELN, HNCS Ongoing Classroom Postings, Emergency Binder, NCV Report, Licensor Report Classroom Postings, Emergency Binder, NCV Report As Needed NA or Child Incidents/ Accidents Staff, ACM, or CM Team Staffing EPIC Executive Director Ongoing Team Staffing Team Staffing Team Staffing NA Classroom Health & Safety Practices TL, CM Prior to child start, on-going HNCS, ELN Ongoing Checklists HDN #32 As Needed As Needed
KEY ACM= Assistant Center Manager, BA= Budget Analyst, BD= Bus Driver, CA= Classroom Assistant, Ck= Cook, CM= Center Manager, CR=Classroom, CS= Custodians, EDEL= Executive Director of Early Learning, EHSPM= Early Head Start Program Manager, ELFOS= Early Learning Facilities and Operations Supervisor, ELPM= Early Learning Program Manager, EPIC ED= EPIC Executive Director, FA= Family Advocate, FECS= Family Engagement Content Specialist, FML= Facilities Maintenance Lead, HNCS= Health and Nutrition Content Specialist, HSD= Head Start Director, HSDM= Head Start Data Manager, ELN= Early Learning Nurse, HSSS= Head Start Support Specialist, HSSSIK= Head Start Support Specialist In-Kind, HV= Home Visitor, TL= Team Lead, MHCS= Mental Health Specialist, RECS= Recruitment and Enrollment Coordinators, RS=Receptionist, ERSEA Health Coordinators and Enrollment Coordinators, SSCS= Special Services Content Specialist, SRC=School Readiness Coach, SRCS= School Readiness Content Specialist, TM= Transportation Managers, USDAM= USDA Manager Transportation Bus Mileage and Time of Route TM, BD Daily reports HSD Ongoing pre-trip sheet Bus Ride Observation Tool Quarterly OSPI Mileage Report 1021 As Needed As Needed Driver Requirements: CML, CPR/First Aid, In-Service Training Endorsements TM, HR to Nov 1st Prior to Transporting Children (specific trainings) OSPI Driver Data Base Random Drug Screens OSPI School Bus Driver Compliance Report 1799, OSPI Training Record 1650 As Needed As Needed Evaluation of Driver Ability & Knowledge of Rules/Road TM Within first 90 days for new employee and annually as needed Driver Evaluation Report Behind the Wheel Training Record As Needed As Needed Maintenance of Buses TM, BD Ongoing 2,500 A Service 5,000 B Service Daily pre-and post-check with Maintenance Report Form (NCR) As needed As Needed
maintenance report Child Safety Check Seatbelts and Harness TM, BD Daily HSD As Needed Seatbelt on Daily Pre trip As Needed As Needed Pick Up and Drop Off Procedures and Practices TM, BD Ongoing HSD As needed Loading and unloading procedures, ride along, ID check, Route sheets As Needed As Needed Evacuation Drills and Safety Procedures TM, BD Monthly HSD As Needed Maintenance Folder Evacuation Checklist Medication Procedures As Needed As Needed Children w/ Disabilities TM, BD Annual Training As Needed HSD As Needed Annual Disability Training Health Care Plans Training on Assistive Technology on Buses (lifts) Emergency Procedure Training As Needed As Needed Health Practices (sanitation, medication, HCP’s, Medical Alerts TM, BD Annual Training & as needed HNCS, ELN As Needed Annual training checklists, HCP’s, Medical Alerts As Needed As Needed
Fire Prevention CS, CM, ACM, EHSPM or designee Monthly, 6 months, Annually and ongoing ELFOS, FML, HSD Ongoing Fire & Safety Checklist, Sprinkler System Check, Fire Marshall, Fire Prevention Training Fire Marshall Report, Monthly Facilities Forms, Online Maintenance Direct System Monthly and as needed Self-Assessment or as needed Fire Extinguisher Training HR CM and EHSPM Annually ELFOS, FML, HSD Ongoing as needed Sign in sheets Training Report, Sign in sheets, Child Plus Annually Self-Assessment or as needed Fire Extinguisher Service CM, CS Checked Monthly, Serviced Annually ELFOS, FML, HSD Ongoing as needed Fire and Safety Checklist Fire and Safety Checklist Annually Self-Assessment or as needed Playground Safety CS, CM, TL, ACM Daily and Ongoing FML, HSD Ongoing as needed Daily Playground Inspection Checklist Daily Playground Inspection Checklist Monthly Self-Assessment or as needed Classroom Safety TL, CM, ACM or Designee Monthly or as needed ELFOS, HNCS, FML Ongoing as needed Monthly Facility Review Checklist, Monthly Classroom Health and Safety Checklist, Safety & Sanitation Checklist, Backpack, First Aid Checklists, Team Staffing, and Licensor report Checklist for monthly monitoring, Team Staffing, Licensor Report Monthly or as needed, Team Staffing Self-Assessment or as needed Kitchens CK, CS, CM, ACM Monthly ELFOS, FML, USDM Ongoing as Needed Monthly Checklist, Monthly Checklists, As needed Self-Assessment or as needed
KEY ACM= Assistant Center Manager, BA= Budget Analyst, BD= Bus Driver, CA= Classroom Assistant, Ck= Cook, CM= Center Manager, CR=Classroom, CS= Custodians, EDEL= Executive Director of Learning, EHSPM= Early Head Start Program Manager, ELFOS= Early Learning Facilities and Operations Supervisor, ELPM= Early Learning Program Manager, EPIC ED= EPIC Executive Director, FA= Family Advocate, FECS= Family Engagement Content Specialist, FML= Facilities Maintenance Lead, HNCS= Health and Nutrition Content Specialist, HSD= Head Start Director, HSDM= Head Start Data Manager, ELN= Early Learning Nurse, HSSS= Head Start Support Specialist, HSSSIK= Head Start Support Specialist In-Kind, HV= Home Visitor, TL= Team Lead, MHCS= Mental Health Specialist, RECS= Recruitment and Enrollment Coordinators, RS=Receptionist, ERSEA Health Coordinators and Enrollment Coordinators, SSCS= Special Services Content Specialist, SRC=School Readiness Coach, SRCS= School Readiness Content Specialist, TM= Transportation Managers, USDAM= USDA Manager Eligibility and Recruitment Income Eligibility FA, EHSPM, ACM or Designee At enrollment and ongoing FECS, HSDM Team Staffing Income Verification, Child Plus, Team Staffing, Google Drive Google Enrollment Tracking form by Individual FA and Master by Center Management, Child Plus* Team Staffing Monthly Percentage of Over Income FA, ACM, EHSPM or Designee Weekly during enrollment, monthly throughout year FECS, HSDM Ongoing as needed, Team Staffing Child Plus, Team Staffing, Google Drive Plus*, FECS Master List As Needed, Team Staffing Monthly Recruitment Information FA, EHSPM, RECS, HV, ACM, CM or Designee Ongoing, Spring/ Summer FECS Ongoing as Needed, Team Staffing Recruitment log on Google Drive Recruitment log on Google Drive Team Staffing Monthly Enrollment FA, ACM, EHSPM, or Designee Monthly FECS, HSDM Monthly, Team Staffing Monthly Enrollment Reports Child Plus* Google Drive Enrollment Tracking Form by Individual FA and Master by Monthly Monthly
Fiscal Federal Receivables CFO, BA, HSD, EDEL As needed HSES and Grant Solutions Budget Reports Ongoing Receivables HSD, CFO, EDEL As needed HSES and Grant Solutions Budget Reports Ongoing Partner Purchases Controller Monthly HSD, CFO As needed FinWeb Monthly Monthly ESD Purchases HSD, BA Monthly EDEL, CFO, BA Monthly Monthly Budget Analysis and Monitoring FinWeb Monthly Monthly Partner Expenditures Controller Monthly HSD, CFO As needed FinWeb Monthly Monthly ESD Expenditures HSD, BA Monthly EDEL, CFO, BA As needed Monthly Budget Analysis and Monitoring FinWeb Monthly Monthly Partner In-kind Controller, Fiscal Monthly HSD, HSSSIK As needed In-kind reports, ESD Server Monthly in-kind reports Monthly Monthly ESD In-Kind HSSSIK Monthly BA As needed In-kind reports, ESD Server Monthly in-kind reports, Child Plus Monthly Monthly Partner Inventory Controller, CM, Fiscal Monthly HSSSIK As Needed Inventory Report Inventory Report Quarterly As Needed (Surplus Only) ESD Inventory HSSSIK Monthly HSD As Needed Inventory Report Inventory Report Quarterly As Needed (Surplus Only) Partner Employee Travel Controller, Fiscal, CM Monthly HSD As needed Travel requests, mileage Travel requests, mileage Monthly Monthly ESD Employee Travel HSD Monthly EDEL As needed Travel requests, mileage Travel requests, mileage Monthly Monthly
Use of data for safe facilities outcomes There is no process in place to track safety protocols or facility issues. There is a process in place to track and monitor progress on safety protocols and facility issues. There is a process in place to track and monitor progress on safety protocols and facility issues. There is a process in place to ensure staff understand and follow safety procedures. is a process in place to track and monitor progress on safety protocols and facility issues. There is a process in place to ensure staff understand and follow safety procedures. Data is shared regularly at the center and program level. Use of data to track staff training needs There is no process in place to track staff training needs. is a process in place to track staff training needs, and this system gets updated regularly. There is a process in place to track staff training needs which gets updated regularly. Staff training goes beyond basic requirements and is based, in part, off of student outcomes. There is a process in place to track staff training needs which gets updated regularly. Staff training goes beyond basic requirements and is based, in part, off of student outcomes. Staff have input into training offerings. Use of data for program planning There is no data used in annual self-assessment, planning, and goal setting process. Compliance data is reviewed annually as part of self-assessment, and is considered as part of annual goal setting process. Compliance and outcomes data are reviewed at quarterly, and they are a key part of annual and planning process. Compliance and outcomes data are used for self-assessment and planning throughout the year, and drive annual goal setting process, which includes targets for progress on key measures.