eceap program m document checklist contractor s name … · record the name of your document(s) ......
TRANSCRIPT
ECEAP PROGRAM MONITORING DOCUMENT CHECKLIST CONTRACTOR’S NAME
The ECEAP Pre-K Specialist will review this document with you on the planning call that they will schedule with you soon. On this call, they will answer questions and clarify expectations. Based on a study done in 2012 sites on the Head Start/ECEAP pathway sites are awarded 45 points. As part of aligning ECEAP and Early Achievers monitoring ECEAP will monitor items that are part of the Early Achievers reciprocity points. These items are indicated on the checklist as Early Achievers requirements and highlighted in yellow. During this monitoring cycle, we will not show these items as out of compliance. Following this planning call, you complete this checklist:
Collect the documents related to each ECEAP contract provision or Performance Standard identified on the checklists.
Highlight or flag the part of each document that demonstrates compliance with the related contract provision or standard. If this step is not completed documents will be returned to the contractor.
Record the name of your document(s) on the checklists.
Name the document with the specific ECEAP contract provision, Performance Standard or Early Achievers Requirement. (A—6 Policy Council)
Email the completed checklist and all the highlighted related documents to DEL ECEAP by XXXXXXX, 2017.
Label each email with the specific ECEAP contract provisions, Performance Standards or Early Achievers Requirements. (A—6 Policy Council)
Send electronically to: [email protected]
Please note: if you subcontract, send copies of your monitoring records that show subcontractor compliance with the related ECEAP contract or performance standard; do not send copies of subcontractor documentation. TERMS USED:
SOW= Statement of Work
T&C= Terms and Conditions
EA=Early Achievers
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
SOW 13.2 ECEAP Contract: Child Safety The Contractor must ensure that managers, board members, employees and volunteers of the ECEAP program who will or may have contact with ECEAP children complete training on child abuse and neglect, including reporting procedures, within two weeks of initial association with ECEAP and annually thereafter. Training may consist of viewing the DSHS PowerPoint: “Child Protective Services: Guidance for Mandated Reporters” that is available on the DSHS website at https://www.dshs.wa.gov/sites/default/files/CA/csp/documents/MandatedReporterTraining.pdf . The Contractor must retain a statement signed annually by each person participating in this training, acknowledging their completion of training and duty to report child abuse and neglect.
Copies of signed statements for:
Managers
Board members
Employees and
Volunteers Label by position
☐Met ☐ Not met
☐ Needs further review
Notes:
SOW 14.1 Nutrition and Physical Activity Contractors must create a policy on the promotion of physical activity and removal of potential barriers to physical activity participation.
Copy of the policy ☐Met ☐ Not met
☐ Needs further review
Notes:
SOW 16.1 Subcontract Requirements All subcontracts for ECEAP services must include: Number of slots for ECEAP children. Funds per slot A list of deliverables the Subcontractor must
submit to the Contractor, with due dates. A description of how the Contractor will monitor
the Subcontractor for compliance with all the provisions of this Contract, including Exhibit E: ECEAP Performance Standards and fiscal components.
Copies of all signed subcontracts for the
2017-18 school year
☐Met ☐ Not met
☐ Needs further review
Notes:
SOW 16.6 Subcontract Requirements The Contractor must not subcontract ECEAP in an unlicensed child care center or a child care center that is not in good standing with DEL child care licensing.
Copy of document that shows how you monitor that licensed subcontractors are in
☐Met ☐ Not met
☐ Needs further review
Notes:
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
good standing with DEL child care licensing.
SOW 19 ECEAP Contract: Use of DEL logo Contractors must include the DEL or 1012 DEL ECEAP logo, provided by DEL, on ECEAP publications intended for an audience outside of the Contractor’s ECEAP program, such as marketing materials, recruitment flyers or annual reports. The full-color or Black-and-white DEL or DEL ECEAP logo must appear in its entirety without modification.
Samples of your marketing materials with DEL logo. Please send no more than 4 examples. (Intended for an audience outside of your program)
☐Met ☐ Not met
☐ Needs further review
Notes:
A-1 Continuous Improvement System Contractors must have a continuous improvement system which ensures compliance with ECEAP Performance Standards. This system must include monitoring, recordkeeping, and timely follow-up.
Copies of monitoring records and follow-up. When monitoring is completed multiple times during the year choose a monitoring visit that resulted in needed follow up.
☐Met ☐ Not met
☐ Needs further review
Notes:
A-5 Health Advisory Committee Contractors must establish a Health Advisory Committee (HAC) composed of staff; ECEAP parents; and professionals in medical, dental, nutrition, public health, and mental health fields; to: Offer input on policy and planning related to
health, nutrition, and mental health. Address issues and concerns about health
service delivery. Provide opportunities for parent empowerment
and leadership skill development. The HAC must meet a minimum of once per
year and more often as community health or ECEAP needs arise.
Contractors must maintain a roster of participants and minutes of HAC meetings.
Participant roster with
ECEAP parents
highlighted
The past 12 months of
meeting minutes
☐Met ☐ Not met
☐ Needs further review
Notes:
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
A-6 Parent Policy Council Contractors must establish a Parent Policy Council, composed primarily of current and former ECEAP parents, and separate from an agency board of directors. Council members may serve no more than three
consecutive years. The Council works with the contractor to make
decisions about ECEAP administration, including, but not limited to:
o Service delivery plan (A-3). o Community assessment (A-7). o Self-assessment of ECEAP Compliance
(A-8 o Program review (A-9). o Complaint resolution (A-10). o Budget. o Program policies. o Recruitment of families (B-7).
Contractors must maintain minutes of Parent Policy Council meetings.
Participant Roster with ECEAP parents highlighted The past 12 months of meeting minutes
☐Met ☐ Not met
☐ Needs further review
Notes:
A-7 Community Assessment Contractors must conduct a Community Assessment of their service area at least every three years. The assessment process must involve staff, parents, and community partners. The Community Assessment must estimate the number of ECEAP-eligible children in the service area and determine the need for future services based on:
Location.
Race/ethnicity, including Native Americans living on and off
Copy of your most recent community assessment or a working electronic link to the assessment.
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
reservation.
Home language.
Seasonal or migrant farmworker status.
Homelessness.
Developmental delay or disability.
The Community Assessment must also analyze the community capacity to meet the needs of ECEAP children and families in the areas of:
Education.
Medical and dental health.
Nutrition.
Mental health.
Social services.
A-10 Community and Parent Complaints Contractors must develop a written procedure for handling parent and community complaints. The procedure must address: How to register a complaint. Steps and timeline for investigating a complaint. Documentation of complaints, including
resolution of substantiated complaints.
Copy of procedure ☐Met ☐ Not met
☐ Needs further review
Notes:
A-13 Confidentiality Contractors must write a policy to ensure the security and confidentiality of all child and family information. This includes: Obtaining written, informed parent consent
before releasing verbal or written information, except as required by law.
Providing parents access to child and family records.
Copy of policy ☐Met ☐ Not met
☐ Needs further review
Notes:
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
Disposing of written records in a secure manner. Securing electronic records.
C-1 Staffing Patterns Contractors must maintain accurate job descriptions.
Copies of current job descriptions for staff in the role of: lead teacher assistant teacher family support
specialist Early Achievers
Coach
☐Met ☐ Not met
☐ Needs further review
Notes:
C-2 Staff Recruitment and Selection
Contractors must have written policies and procedures for recruitment and selection of staff.
Copy of policies and procedures
☐Met ☐ Not met
☐ Needs further review
Notes:
C-2 Staff Recruitment and Selection
Contractors must advertise all position openings to the public.
Copies of job advertisements for the past 12 months (no more than 1 per job classification)
☐Met ☐ Not met
☐ Needs further review
Notes:
C-2 Staff Recruitment and Selection
Contractors must document staff recruitment procedures, including evidence of any labor pool shortage.
Copies of staff recruitment procedures and documentation related to any labor pool shortages
☐Met ☐ Not met
☐ Needs further review
Notes:
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
C-14 Health Consultant Qualifications The health consultant must meet one of the following qualifications:
Licensed in Washington State as a registered nurse (R.N.) or as a physician (M.D., N.D, D.O.); or A bachelor’s or higher degree in public
health, nursing, health education, health
sciences, medicine, or related field.
Copy of health Consultant qualifications (License or degree)
☐Met ☐ Not met
☐ Needs further review
Notes:
C-16 Nutrition Consultant The nutrition consultant must meet one of the following qualifications:
Registered Dietitian (R.D.) credentialed through the Commission on Dietetic Registration (CDR), the credentialing agency for the Academy of Nutrition and Dietetics (formerly the American Dietetic Association); or
A Washington State certified nutritionist under RCW 18.138.
Copy of credential or certification
☐Met ☐ Not met
☐ Needs further review
Notes:
C-18 Mental Health Consultant Qualifications Contractors must maintain documentation that the mental health professional meets one of the following qualifications: Licensed by the Washington State Department
of Health as a mental health counselor, marriage and family therapist, social worker, psychologist, psychiatrist, or psychiatric nurse; or
Approved by the Washington State Department of Health as an agency-affiliated or certified counselor, with a master’s degree in counseling, social work or related field; or
Credentialed by the Washington State Office of the Superintendent of Public Instruction as a school counselor, social worker, or psychologist
Copy of license or credential
☐Met ☐ Not met
☐ Needs further review
Notes:
11.4 Contract Early Achievers Coach 1. 1. Copy of qualifying ☐Met ☐ Not met
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
Qualifications All persons serving in the role of coach
must meet the following qualifications:
Bachelor’s degree in Early
Childhood Education or related
field or a bachelor’s degree with
the equivalent of 30 college quarter
credits in early childhood
education. These 30 credits may be
included in the degree or in
addition to the degree.
A minimum of two years working
with young children in a group
setting and experience as an early
learning coach, consultant, mentor
or trainer.
If the best candidate for the position is not
fully qualified, the contractor must ensure
the newly hired staff person has an
Associate’s degree in Early Childhood
Education or related field, and is on a
Professional Development Plan (PDP) to
fully meet the qualifications of their role
within five years from date of hire. The
Contractor must monitor progress on all
PDPs and ensure the staff make yearly
progress to meet the required
qualifications.
2. transcript 3. Documentation
two years working with young children
4. Copy of PDP when needed
☐ Needs further review
Notes:
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
C-19 Staff Training Program
Contractors must plan a training program, with involvement of staff and parents, to support the personal and professional development of ECEAP staff. The training plan must include: Engaging, interactive training activities. Financial support, as available, for staff training
costs, such as release time, substitutes, per diem, and travel.
Academic credit, whenever possible. A training evaluation system. A recordkeeping system to track individual
training.
Copy of: 1. Training plan, 2. Training evaluation
system, 3. Training tracking
system
☐Met ☐ Not met
☐ Needs further review
Notes:
C-21 Volunteer Training and Background Check Contractors must ensure that persons who volunteer with children are directly supervised by ECEAP staff at all times. Contractors must plan and implement training for all volunteers on: Their roles and responsibilities. Relevant ECEAP Performance Standards and
program policies.
Copies of volunteer records, training and hours, such as sign-in sheets, agendas, training logs, certificates or other records.
☐Met ☐ Not met
☐ Needs further review
Notes:
C-21 Volunteer Training and Background Check (non-licensed sites only) Persons who volunteer on a weekly or more frequent basis with ECEAP children must: Obtain a criminal history background clearance. Obtain a TB test as described in C-2. Complete training on preventing, identifying,
and reporting child abuse and neglect. Contractors must maintain records of volunteer
hours and completed training.
Verification that regular volunteers receive: 1. Background
checks, 2. TB tests, 3. Training in child
abuse and neglect.
☐Met ☐ Not met
☐ Needs further review
Notes:
D-1 Health and Safety Planning Contractors must develop a plan, in partnership with their Health Advisory Committee (A-5), to implement and monitor health services including:
Copies of documentation that demonstrates how you
☐Met ☐ Not met
☐ Needs further review
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
All requirements in Section D: Health, Safety,
and Nutrition. Confidentiality protocols (A-13). Classroom health curriculum (E-4, E-5). Parent education (F-6).
work with HAC to: 1. Implement and 2. Monitor health
services
Notes:
D-3 Health and Safety Policies and Procedures (non-licensed sites only) Contractors must have written health and safety policies and procedures on: Child abuse and neglect prevention, detection,
and reporting. Child allergies. Disaster plan for emergencies such as fire,
earthquake, flood, tsunami, volcanic eruption, or lock-down, as applicable based on location, including practice drills.
Exclusion of sick children. Handling medical, dental, and poisoning
emergencies (D-18). Infectious disease prevention (C-21, D-13, D-14,
D-18). Medication management (D-11). Monitoring of health and safety practices. Pesticide/herbicide management in accordance
with RCW 17.21, preventing children’s exposure, and using the least hazardous means to control pests and unwanted vegetation (D-6).
Transportation, if applicable (D-21).
Copy of each required health and safety policy/procedure listed in this performance standard.
☐Met ☐ Not met
☐ Needs further review
Notes:
D-6 Parent Notifications (non-licensed sites only) Contractors must maintain documentation that they: Notify parents that staff are mandated reporters
of suspected child abuse and neglect in accordance with RCW 26.44 (D-3).
Notify parents, employees, and any other interested parties 48 hours in advance of the application of pesticides in accordance with RCW 17.21. Notification is not required if children will be out of the facility for two consecutive days after application.
Copies of documentation of these requirements
☐Met ☐ Not met
☐ Needs further review
Notes:
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
Notify parents that children have been exposed
to infectious disease and parasites in accordance with WAC 170-295-3010.
D-14 Food Sanitation (non-licensed sites only) Comply with WAC 246-215 and WAC 246-217 at locations where food is prepared, stored, and served. Family child care homes are exempt from this requirement.
Copies of kitchen inspection records
☐Met ☐ Not met
☐ Needs further review
Notes:
D-15 Meals and Snacks Contractors must: Provide a variety of nutrient-dense foods which
are rich in whole-grains, fruits, and vegetables and low in salt, fat, and sugars.
Limit the amount of highly processed foods served to children.
Include parent input in menu planning. Use and post menus approved by a registered or
certified dietitian (C-16, C-17). Incorporate cultural dietary preferences in
menus. Plan for individual allergy and dietary
restrictions.
SOW 14.4 Nutrition and Physical Activity Plan meals and snacks that: Serve whole grain breads, cereals and pastas at
least once a day. Serve a variety of vegetables and whole fruit,
rather than juice. When serving juice, ensure it is 100 percent juice without added sweeteners and only serve at meal times.
Ensure drinking water is available for self-service, indoors and outdoors.
Limit highly processed foods such as fried and breaded meats, fried potatoes, and other foods with saturated fats or high fat content.
Limit salty foods such as chips and pretzels. Limit carbohydrates high in sugar and fats such
Copy of at least six months of menus Highlight examples of 1. Parent input and 2. Cultural dietary
preferences
☐Met ☐ Not met
☐ Needs further review
Notes:
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
as muffins, cakes, pop tarts, and French toast sticks.
Avoid sugar including, but not limited to sweets such as candy, sodas, sweetened drinks, fruit nectars and flavored milk.
D-18 Safe Facilities Contractors must monitor the health and safety of their indoor facilities and maintain records of these inspections.
Copies of health and safety inspections of indoor facilities
Copies of documentation showing site is free from exposed lead-based paint. Copies of classroom documentation of regular inspections of smoke detectors, fire alarms and fire extinguishers.
☐Met ☐ Not met
☐ Needs further review
Notes:
D-20 Playground Safety Contractors must monitor the health and safety of their outdoor facilities and maintain records of these inspections.
Copies of health and safety inspections of playgrounds
☐Met ☐ Not met
☐ Needs further review
Notes:
D-21 Transportation If contractors transport children in non-school district vehicles, they must: Maintain a written transportation policy to
ensure the safety of children. File current copies of all drivers’ licenses. File current copies of vehicle insurance meeting
Department of Licensing insurance requirements.
Ensure that signed medical releases and emergency contact forms for each child are readily accessible.
Document daily visual vehicle safety checks. Document a regular schedule of vehicle safety
inspections.
If applicable, Copies of transportation policy (if not sent with documents for D-3) Copies of daily visual safety checks Copies of vehicle safety inspections
☐Met ☐ Not met
☐ Needs further review
Notes:
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
E-5 Curriculum Planning Contractors must ensure that staff plan early learning experiences, maintain written curriculum plans, and document emergent learning experiences. The planned curriculum must support kindergarten readiness and address the following domains of the Washington State Early Learning and Development Benchmarks: Physical Well-Being, Health and Motor
Development Social and Emotional Development Cognition and General Knowledge Language, Communication, and Literacy The planned curriculum must encompass: Each component of the daily routine Enrolled children’s learning styles, interests,
special needs, and goals including Individualized Education Program (IEP) goals
Information gained form child observation and assessment (E-11)
Parent ideas for the curriculum
Samples of written
curriculum plans. (PKS
will determine how
many sites will be
included) Include at
least 4 plans for each
site requested.
Highlight and label
activities that are:
Emergent learning
experiences
Individualized to
meet learning
styles, interests,
specialist needs,
IEP goals
Parent ideas
☐Met ☐ Not met
☐ Needs further review
Notes:
E-6 Kindergarten Transition Contractors must develop a written kindergarten transition plan, with activities to assist children and families in the transition from ECEAP to kindergarten.
Copy of plan ☐Met ☐ Not met
☐ Needs further review
Notes:
E-8 Child Guidance
Contractors must write a child guidance policy which incorporates this ECEAP Standard.
Copy of policy ☐Met ☐ Not met
☐ Needs further review
Notes:
E-9 No Expulsion Contractors must write and implement a policy to address the needs of children with challenging
Copy of policy ☐Met ☐ Not met
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
behaviors and prohibit expulsion. The policy includes strategies appropriate to the community served and timeframes for implementation. These four topics must be addressed: Supporting classroom teachers. Planning to meet individual needs of child. Engaging community resources. Choosing an alternative schedule or setting.
☐ Needs further review
Notes:
F-4 Resources and Referrals EA requirement
Examples of resources shared with families. Early Achievers Requirement: Send at least 3 examples of community based resources available in in each language represented by enrolled families.
Notes:
F-6 Parent Education Contractors must provide written materials to parents, such as a parent handbook or calendar, to inform parents of program opportunities and policies.
Contractors must offer parent education opportunities, based on families’ interests and needs, and developed in collaboration with parents. Topics may include:
Child development and learning.
Positive child guidance.
Communication.
Balancing work and family.
Copy of written materials provided to parents Copies of agendas, flyers and sign in sheets. EA Requirement: Evidence of the parent educator completing the training criteria
☐Met ☐ Not met
☐ Needs further review
Notes:
ECEAP REQUIREMENT TYPES OF DOCUMENTS TO
SEND TO DEL
NAME OF THE DOCUMENT THAT YOU
SEND TO DEL
THIS COLUMN FOR DEL USE
Family health, safety, and nutrition.
Personal safety and prevention of child abuse and neglect.
Child and adult literacy.
Kindergarten.
Leadership and advocacy skills. EA Requirement- Parent educator has completed the training criteria recommended by the evidence-based parent education program
recommended by the parent education program provided.
G-2 Administrative Documents: Conflict of interest policy
Conflict of interest policy
☐Met ☐ Not met
☐ Needs further review
Notes:
G-2 Administrative Documents: Personnel policies
Personnel policies to include: attendance, conduct, pay, benefits, professional development, and performance evaluation.
☐Met ☐ Not met
☐ Needs further review
Notes:
Organizational Chart Send a copy of your organizational structure as it relates to ECEAP
Staff Trainings and Certifications Form
Name Role/Site All Staff Staff working with children:
Staff working with children
All Lead Teachers & Family Support Specialists
All staff hired after 6/30/06
At least one staff in each classroom
All Lead Teachers
Enter date rec’d
Enter expiration date of certifications
Enter date of most recent training
Enter date of training
Enter total hours this year
Enter date completed
Enter expiration date
Enter date of training
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Name Role/Site All Staff Staff working with children:
Staff working with children
All Lead Teachers & Family Support Specialists
All staff hired after 6/30/06
At least one staff in each classroom
All Lead Teachers
Enter date rec’d
Enter expiration date of certifications
Enter date of most recent training
Enter date of training
Enter total hours this year
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