5.9.3
Head Teacher/Site Supervisor End of Month Checklist
The End of Month Checklist is designed for Head Teachers (HT) and Site Supervisors (SS) to complete at the end of each month. The HT/SS will complete checklist monthly and turn into the Area Manager (AM) by the 5th of each month. At the top of the form, please indicate who the HT/SS is, the center name, the AM, and the team number. Each center can find their checklist in the M Drive → Center Name → EOM_Reporting → Current Program Year. The HT/SS will maintain one checklist for each program year. Be sure to save your work each month.
Use the appropriate forms to summarize the following information for the month:
Child Supervision Monitoring Checklist
The HT/SS will notify the AM immediately when a plan of action is created. Scan the completed Child Supervision Monitoring Checklists to the Child Supervision folder and email the form to your AM. Keep the original form on-site with the copies of monthly paperwork. If any question was answered “No”, keep the form in the supervision binder to use for follow-up.
Current Mileage Forms and Current Insurance
Mileage may be turned in separately from End of Month paperwork. The HT/SS will ensure that staff have provided a current insurance card that covers the employee during the documented mileage.
Site Meeting Content
Site meetings will be conducted monthly with center staff. Site meeting agenda information will be collected from HT/SS meetings, SHS emails, and center specific items. Site meetings are an opportunity for HT/SS to bring new information to their site staff. At site meetings staff will be provided with a Training Attendance Log to document training hours. HT/SS will assign a staff member to take the meeting minutes. At the end of the month, HT/SS will scan and place agenda, minutes, and training log into their center’s M Drive → Center Name → EOM_Reporting → Current Program Year → the folder for the month you are reporting. HT/SS will scan the Training Log to HR folder.
Safety Checklist
The HT/SS will utilize the Safety Checklist: Housekeeping quarterly prior to their safety meeting. The purpose of this checklist is to minimize center injuries and ensure a safe working environment. Before safety trainings, staff will be provided with a Training Attendance Log to document training hours. The HT/SS will email checklist to AM and scan to HR folder.
Parent & Licensing Boards
Parent and licensing boards are to be maintained and updated monthly to meet regulatory posting requirements. Parent and licensing boards are to encourage parent participation, parent education, and provide upcoming information to families. Depending upon space, the information listed on the Head Start/Early Head Start Center Start Up Checklist must be posted on the board. Some information can be posted on the corkboard and others can be placed in the wall-mounted flip charts.
Parent Calendar/Newsletter
The Parent Calendar/Newsletter needs to be completed and approved by the Area Manager no later than the 25th of each month prior to providing a copy to parents/guardians. Parent Calendar/Newsletter should be handed out to each family at the beginning of each month. The Calendar/Newsletter provides upcoming activities and reminders to families.
Field Trip Planning Form
Field trips are a fun and exciting way to give real life experiences to the objectives you are currently focusing on with the children you work with. To ensure the proper safety and planning measures have been taken prior to your field trip, use the Field Trip Request Form from the Planning Activities SOP to plan your trip and turn it in to your Supervisor & Area Manager no less than one month prior to your trip.
Review Family Worker EOM Paperwork
The HT/SS will review Family Worker to do lists, dashboards, and reports listed on Family Worker Monthly Summary Report Form each month.
Review Cook Temperature Logs
The HT/SS will review Cook temperature logs monthly to ensure that temperatures are being documented. The completed temperature logs should be located on the fridge and freezer at each center.
Check-In with Staff Going Through the Foundations of the Teaching Pyramid
The HT/SS/AM will check in with staff monthly who are participating or supervising classroom staff navigating the Foundations of the Teaching Pyramid. Supervisors will use the Foundations of the Teaching Pyramid Supervisors Edition to coach staff.
Plan of Actions
The HT/SS/AM will review Children’s POA monthly (found on ChildPlus) and observe that plans are being followed in each classroom. HT/SS will observe that visuals, materials, and strategies stated in each plan are being used throughout the day for children with a POA. For more information on children’s POA, refer to the Child Plan of Action SOP.
Lesson Plan(s)
The SS/AM will review classroom curriculum. After reviewing classroom curriculum SS/AM will initial approved curriculum. SS/AM will observe monthly curriculum is being followed in each classroom. Curriculum will be turned into supervisor at least one week in advance of implementation. Head Teachers should email their lesson plans to their AMs for review. For more information on lesson plans, refer to the Planning Activities SOP.
Teaching Pyramid Snapshot
The SS/AM will utilize the Teaching Pyramid Snapshot in January and April each year to supervise and coach classrooms. SS/AM will observe a classroom for exactly 20 minutes and score each item as present by marking “yes” or absent by marking “no”. Once complete, scan to the Education Dept.
Resources
- Mileage Reimbursement Claim Form
- Safety Checklist: Housekeeping
- End of Month Checklist
- Child Supervision Monitor
- Training Attendance Log
- Site Meeting Agenda
- COVID-19 Workplace Inspection
- Head Start/Early Head Start Center Start Up Checklist
- Field Trip Request Form
- Family Worker Monthly Summary Report
- Foundations of the Teaching Pyramid Supervisor’s Version
- Teaching Pyramid Snapshot