Program Name: The Parent Resource Place RCDT Number: 00-000-0000-00 Date: 10-10-15 Fiscal Year: 2016 HOVRS A+ Date: 10-10-15 Prevention Initiative Compliance Checklist (PICC) PI Compliance Checklist Number Non-Compliance Issue (All PI Programs) Action Steps/Resources/ Professional Development to address issues Person Responsible Timeline Follow Up – to be completed in subsequent In Process Action Step Update Met 1 Identification of the prevention initiative program framework. (1.2.1, 1.2.2) The program does not have a valid documented reason for offering limited services in the summer months. 1. The supervisor will develop a budget that will be sufficient enough to deliver full year (12 month services) as defined by our chosen program model. 2. The program will write for more funds during the next ISBE PI competitive application to be able to implement full year (12 month services). 1, 2 Jane Jones, Program Supervisor 1 January 2017 2 When the next competitive RFP is released by ISBE 2 Identification of the program model implemented for parent education. (2.1) The program has not identified and implemented an evidence-based program model for parent education. 1. The supervisor will research home visiting program models implemented in Illinois. (e.g. Baby TALK, Parents as Teachers) 2. The supervisor will instruct on how to register for chosen program model training through the Ounce of Prevention Fund or Baby TALK. (as soon as possible) 3. The supervisor and all applicable staff will attend the program model training(s), including administrators, supervisors, home visitors, 1, 2, 3, 4, 5 Jane Jones, Program Supervisor 2, 3, 4, 5 Home Visitors and any staff that need training 1, 2 November 2015 3 January 2016 4, 5 February 2016
Reporting Child Abuse: Training for Mandated Reporters. 2. The program supervisor will train staff how to implement the new policies and procedures. 3. The program will implement the policies and procedures and gather feedback over the next 12 months during staff meetings and administrative and reflective supervision meetings. Revisions will be implemented as needed. February 2017 8 Eligibility screening procedures include all required documentation and are found in each child's file as applicable. (8.5) The program does not utilize the weighted eligibility system developed by the program to enroll children. The program does not enroll children based on having the most points on the weighted eligibility criteria measure. (8.6) The program does not utilize the weighted eligibility system developed by the program to prioritize children on the waiting list. (8.5, 8.6) 1. The program will develop a centralized enrollment system and utilize the weighted eligibility criteria measure and align the parent interview form. (PIIM Pages 23-27, 430-433) The program will account for all children screened and prioritize them on an enrollment list or waiting list based on screening results generated on the weighted eligibility criteria measure. The program supervisor will assign families as applicable. Policies and procedures will be developed and added to the Policies and Procedures Manual. 2. The program supervisor will train staff on how to implement the policies and procedures. 3. The program will implement the policies and procedures and gather feedback over the next 12 months during staff meetings. (8.5, 8.6) 1, 2, 3 Jane Program Supervisor 2, 3 All staff (8.5, 8.6) 1 January 2016 2 February 2016 3 February 2017
Revisions will be implemented as needed. 9 The program adheres to the program recommended frequency and intensity of services. (9.3.1) The program does not offer groups monthly. 1. The program will plan 12 groups. One group will be provided each month for 12 months. The groups will be available for all participants to attend. Transportation will be available to families if needed. Onsite childcare will be offered during parent workshops. 6 Groups will be parent child interactions (offered every other month) 6 Groups will be parent workshops (offered other month) 1 Jane Jones, Program Supervisor 1 Kim Li Home Visitor and Group Facilitator 1 December 2015 10 Developmental screening procedures include all required documentation. The program uses a developmental screening instrument and activities that measure all aspects of the child’s development. (10.1.9) The program does not have a procedure to document that the child’s developmental screening results are shared with parents. 1. The program will develop written procedures and revise current to support the implementation of sharing screening results with parents. 2. The supervisor will staff how to implement the procedures and complete the revised forms. 3. The program will implement the procedures and gather feedback over the next 6 months during staff meetings and administrative supervision chart reviews. Revisions will be implemented as needed. 1, 2, 3, Jane Jones, Program Supervisor 2, 3, All 1 January 2016 2 February 2016 3 August 2017 11 Developmental monitoring procedures include immunization and well child visit updates and hearing (11.5, 11.5.1) The program does not have evidence authentic assessment is used to guide instruction and the Individual Family Service Plan (IFSP). (11.5, 11.5.1) 1. The program will develop policies and procedures to support implementation of documenting how authentic assessment is being used to guide (11.5,11.5.1) 1, 2, 3 Jane Jones, Program Supervisor (11.5, 11.5.1) 1 January 2016
and vision screenings. The program implements developmental monitoring using a research-based screening instrument and activities that measure all aspects of the child’s development. Evidence appears in each child’s/family’s file. instruction and the IFSP (goal planning) when applicable. The procedures will include sharing the child developmental screening results with parents then working with parents to decide which developmental domains they would like to focus planned activities around. This will be documented on the visit record. If the screening suggests the child needs to be monitored or referred for further screening, this will be noted on the visit record and recorded on the IFSP. Sample language will be part of the guidance. 2. The supervisor will train staff how to implement the new policies and procedures and how to complete the visit record or IFSP. 3. The program will implement the policies and procedures and gather feedback over the next 12 months during staff meetings and administrative supervision file reviews. Revisions will be implemented as needed. 2, 3 All Home Visitors 2 February 2016 3 February 2017 12 The program partners with families to complete a Family Centered Assessment and an Individual Family Service Plan (12.1.2, 12.2.1) The program does not update the Family Centered Assessment (FCA) or the Individual Family Service Plan (IFSP) at every six months. (12.1.2, 12.2.1) 1. The program will develop policies and procedures to support implementation of updating the FCA and IFSP at least every 6 months. 2. The supervisor will train staff how to implement the new policies and procedures. (12.1.2, 12.2.1) 1, 2, 3 Jane Jones, Program Supervisor 2, 3 (12.1.2, 12.2.1) 1 January 2016 2 February 2016
4. The program will implement the FWV curriculum. 5. The program will gather feedback from staff and families at two intervals over a 12 month period to determine the success of the implementation. At 6 months and 12 months families and staff will be asked to complete a survey. Revisions will be implemented as needed. April 2017 15 Identification of supplemental curricula and services being implemented. These curricula are aligned with the Illinois Early Learning Guidelines. (15.5, 15.6) The program is not documenting references to the IELGs in visit plans or group lesson plans. (15.5, 15.6) 1. The program will develop policies and procedures to guide staff as they implement the IELGs and document implementation. ISBE suggested IELG reference guide: 2. The supervisor will train staff how to implement the new policies and procedures. 3. The program will implement the policies and procedures and gather feedback over the next 12 months during staff meetings and administrative supervision file reviews and group agenda reviews. Revisions will be implemented as needed (15.5, 16.6) 1, 2, 3 Jane Jones, Program Supervisor 2, 3 All Home Visitors (15.5, 15.6) 1 January 2016 2 February 2016 3 February 2017 16 Program has developed a comprehensive, utilized referral system to ensure families are referred to community resources and services as applicable. (16.2.1) The program does not have a common practice of beginning transition plans at 2 years, 6 months for scheduled transitions (such as from a B-3 to a 3-5 program). 1. The program will develop written policies and procedures to support the implementation of transition activities beginning at 2 years, 6 months. The policies and procedures will include what specific activities should occur and when they should occur. Forms 1, 2, 3 Jane Program Supervisor 1 Dan Smith, Program 1 January 2016 2 February 2016
will be developed to support this process. 2. The supervisor will train staff how to implement the policies and procedures and complete the newly created forms. 3. The program will implement the policies and procedures; and the supervisor will in with the staff for 12 months during staff meetings, administrative supervision file reviews and reflective supervision. Revisions will be implemented as needed. Support Staff 2, 3 All Home Visitors 3 February 2017 17 The program has a plan that guides collaboration with other programs in the community that are concerned with the education, welfare, safety and health of young children. (17.1, 17.1.1, 17.1.2, 17.1.3, 17.1.4) The program does not have a written plan that outlines how the program will coordinate with programs in the area. (Education, welfare, health, and safety are not addressed at this time.) 1. The program will form a workgroup to develop a written plan that explains how the program will coordinate with other programs in the area. These may include, but are not limited to, PI programs, PFA programs, Early Head Start, Head Start, Child Care Centers, Early Intervention, Special Education Services, Public Aid, WIC, Public Health Department, Hospitals, Easter Seals, Physicians that accept the medical card, Red Cross, local mental health providers, Local Child Care Resource and Referral program, domestic violence shelter, Crisis Nursery, University of Illinois Cooperative Extension, American Heart Association, public libraries, YMCA/YWCA, Boys and Girls Clubs, homeless shelters, public housing, police and fire 1 All Staff 1, 2, 3, 4, 5 Jane Program Supervisor 1 November 2015 2 January 2016 3 February 2016 4 March 2016 5 April 2016
from staff. It will be available by June 30, 2016 and will include the program service descriptions and outcomes. In FY17 the program will develop the written annual evaluation from MIS Data, family surveys, staff surveys, the chosen model’s annual program report, and the chosen model’s It will be available by June 30, 2017 and will include the program services’ descriptions and outcomes. The program will develop written policies and procedures to the annual report process. Jane Jones, Program Supervisor 19 The program conducts staff development assessments and ongoing professional development. (19.1) The program does not have written policies and procedures to guide staff assessment regarding professional development (PD) or PD activities and plans. 1. The supervisor will develop written policies and procedures to guide staff PD assessment and procedures for accessing needed PD activities. The policies will include the number of times per year assessment will take place, the forms to be completed, and the person/people responsible for staff assessment. The program will implement guidance from the program model implemented. 2. The program will implement the new staff professional development procedures and plans during the December reflective supervision meetings. 1, 2 Jane Jones, Program Supervisor 2 All staff 1 November 2015 2 January 2016 Assessment.
The supervisor will check in with staff during staff meetings and reflective supervision. supervisor will schedule an opportunity to practice conversations through role play midway through the book study and at the end of the book study. The supervisor will observe home visits with all home visitors. 3 August 2017 4 October 2017 A4 Referrals and A4. 2. Home visitors need to have a comprehensive understanding of community resources and capacity, and have established working relationships with staff at various agencies. Home visitors help families access available resources. 1. The program will update the current program resource guide. 2. The program will review the services of 4 programs at each meeting throughout the fiscal year to make sure staff has accurate and applicable information regarding community resources. Staff will share their contacts and discuss referral procedures. 3. The program will facilitate a community meet and greet for community agencies to network and share resources. 1, 2, 3 Jane Program Supervisor 1, 2, 3 Dan Smith, Program Support Staff 1, 2, 3 All 1, 2, 3 July 2016 Program Service Delivery B1 Program recruitment and enrollment B1. 4. Home Visitors are not initiating regularly scheduled home visits with a reasonable amount of time enrollment. Regularly scheduled visits should begin at least within one month (or sooner) from the time of enrollment. The PI supervisor will review the current policies and procedures with all The PI supervisor will follow up with assigned staff regarding all new families enrolled in the program during administrative and reflective supervision for at least 6 months to learn more about the issues involved with scheduling visits. 1, 2, 3, 4. 5 Jane Jones, Program Supervisor 1, 2, 5 Home Visitors 1 November 2015 2 May 2016 3 June 2016 4
The supervisor will review and revise policies and procedures if needed then provided a new training. The supervisor will begin a new documentation system to chart when families begin receiving regularly scheduled visits. The supervisor will review the results with staff at least every six months or as needed. 2015 5 July 2016 B2 Prenatal Enrollment Not Scored for ISBE Monitoring Not Scored for ISBE Monitoring Not Scored for ISBE Monitoring B3 Frequency and length of service B3. 2. Percentage of intended home visits completed does not indicate quality, as defined on the PIQRI. The supervisor will review the definition of completed home visits as defined by the program model with the staff. The supervisor will provide information on the current status of completed home visits by the program and explain the goal of the program. The supervisor will set reasonable goals for the program to strive for including timelines. The supervisor will develop a tracking system to chart completed home visits and update it monthly. The supervisor will review the status of completed home visits with each home visitor during administrative supervision at monthly. The supervisor will provide updates on the program’s status 1, 2, 3, 4 Jane Jones, Program Supervisor 1, 3, 4 Home Visitors 1 November 2015 2 December 2015 3 July 2016 4 July 2016
The supervisor will evaluate data at six months and one year and make changes as needed. B5 Transition plans B5.1 Program has informal and insufficient policies and procedures for transitions The program supervisor will research Best Practices regarding Transition Plan policy and procedures. The program supervisor will Transition Plan Policies and Procedures. The program supervisor will seek feedback from applicable community collaborators and discuss the development of MOUs. The program supervisor will seek feedback from program The program supervisor will finalize the Transition Plan Policies and Procedures. The program supervisor will draft and execute MOUs with applicable community collaborators. The program supervisor will provide the version of the Transition Plan Policies and Procedures and provide appropriate training to staff. The program supervisor will check in on the implementation of the Transition Plan Policies and Procedures during staff meetings, administrative supervision and reflective supervision. 1-8 Jane Program Supervisor 3,7,8 All 1 January 2016 2 February 2016 3 2016 4 March 2016 5 May 2016 6 June 2016 7 June 2016 8 July 2016 – June 2017 Program Characteristics
Fund or Baby TALK technical assistance specialist to obtain support until they become a more seasoned program supervisor. The supervisor will participate in the program model learning community offered regularly in Illinois. November 2015 3 July 2016 D3 Work environment D3. 2. The program staff indicates morale is low. The supervisor will research how to maintain high moral in the workplace. The supervisor will inquire about the issues causing low morale in the current program workplace and ask staff to provide suggestions about how to address the issues. The supervisor will contact the Ounce of Prevention Fund or Baby TALK technical assistance specialist to obtain support throughout dealing with this issue, including developing an action plan. The supervisor will begin to have team meetings that focus on work assignments that emphasize coordination and collaboration of staff. The supervisor will set up a time to celebrate the accomplishments of the staff. 1, 2, 3, 4, 5 Jane Jones, Program Supervisor 2, 4, 5 All Staff 1 November 2015 2, 3 December 2015 4, 5 June 2016 D4 Written policies and guidelines for program administration D4. 2. The program does not have a system for reviewing policies and procedures or The administrator and supervisor will develop policies and procedures that will include the introduction or review of the 1 Kim Lee, Program Administrator 1 December 2015
documenting the completion of this activity. policies and procedures manual with staff and a way to document that each staff member participated in this activity. 1 Jane Jones, Program Supervisor D5 Supervision D5. 1. The program offers weekly supervision but does not track or monitor the individual supervision sessions. The supervisor will research if any guidance is available from the program model regarding tracking and monitoring of administrative or reflective supervision. The supervisor will develop a documentation system that will and monitor weekly supervision. The supervisor will implement the documentation system with staff. The supervisor and administrator will evaluate the system at three months, six months, and one year and revise as needed. 1 , 2, 3, 4 Jane Jones, Program Supervisor 1, 4 Kim Lee, Program Administrator 3 All Staff 1 December 2015 2 January 1016 3 February 2016 4 February 2017 D6 Community Networks D6. 2. The program needs to develop formalized relationships with school districts and community/public service providers to be able to provide comprehensive services to the children and families served. A system for sending and receiving referrals needs to be included in our formalized agreements. The supervisor will join local Early Childhood collaboration(s) in the community. The supervisor will contact the school districts and service providers they regularly interact with and develop formalized written agreements (MOU), including Early Head Start/Head Start and other Birth to Three Home Visiting Programs. The program supervisor will review each of these MOUs with the program staff, including the 1 , 2, 3, 4 Jane Jones, Program Supervisor 3 All Staff 1 December 2015 2 March 2016 3 April 2016 4 June 2016
system for sending and receiving referrals. The supervisor will develop policies and procedures for reviewing the MOUs at least annually with the local school districts and service providers. E1 Program monitoring E1. 1. The program has minimal data regarding family functioning and program implementation. The supervisor will research home visiting Management Information Systems (e.g. Baby Tech, Penelope, and Visit Tracker) and purchase services to implement an online management information system (MIS). The program will develop a model as suggested in the Prevention Initiative Implementation Manual on PIIM pages 15 – 20. The supervisor will include the staff in the development of the model. The program will develop policies and procedures to guide the plan, implement, review, revise process (plan, do, check, action) including timeframes/schedules. 1 , 2, 3 Jane Jones, Program Supervisor 2 All Staff 1 February 2016 2 June 2016 3 June 2016 E2 Staff monitoring E2. 1. The program does not have professional development plans for every staff member (including management and home visiting staff) that are reviewed and updated every 6 months. The supervisor will make sure the professional development planning policies and procedures of the agency are implemented. The agency policies include documenting goals and recording progress toward these goals and schedules for developing and 1 , 2, 3 Jane Program Supervisor 3 All 1 December 2015 2 November 2015