5.12
Ongoing Monitoring
Agencywide Ongoing Monitoring
Ongoing monitoring is an essential part of the Program Planning Cycle. It helps our program ensure effective implementation of Head Start Program Performance Standards (HSPPS), California State regulations; Community Care Licensing (Title 22), State Preschool and State Child Care (Title 5), and Child and Adult Care Food Program (CACFP) as well as progress on agency goals and objectives through a systematic review of internal and external data. Shasta Head Start uses ongoing monitoring to measure staff performance and overall program performance, identify training needs and areas of concern, and make immediate program corrections, when needed.
Monitors are typically completed through on-site observation and documentation review by program department staff, Site Supervisors, or Area Managers. Monitors may be conducted according to a shared schedule or be unannounced depending on regulations and needs. Monitoring results are shared with the relevant staff and supervisor within 10 business days of completing the monitor. Results include whether each item is Met or Not Met, an overview of strengths and recommendations, and an action plan for any items that were Not Met. Parameters for whether an item is considered Met or Not Met are outlined individually for each monitor. The monitoring process should also provide staff with an opportunity to ask questions and seek support from department staff in areas that they would like to improve. Site Supervisors, Head Teachers, and Area Managers receive written copies of all monitoring reports.
Monitor Tracking and Reporting
All monitoring reports are entered into ChildPlus in the Health or Internal Monitoring Modules by the Data Systems Coordinator or other trained staff. All Not Met items will have an action plan that includes what steps need to be taken, due date for completion, and staff member(s) responsible for completion.
Supervisors and department staff will review the Monitoring Follow Up To-Do List monthly to ensure action plans are completed and entered in a timely manner. Once the action plan is complete, department staff will update the action plan and close the event, so it no longer appears on the To-Do List. The Monitoring Follow Up To-Do List will also be reviewed at least monthly during management meetings with all managers and directors to identify any issues and plan for additional support as needed.
For monitoring tools such as CLASS or ITERS that include a scoring system, scores are entered in ChildPlus to allow program departments to aggregate and analyze scores at the agency level or other preferred grouping.
Program Managers complete a Final Monitoring Outcomes Report to document the overall outcomes of monitors for each program year. Monitoring outcomes data is analyzed to determine agency trends and plan for continuous quality improvement including training and SOP updates.
Shasta Head Start Board of Directors and Policy Council receive a monthly progress report on the completion of ongoing monitors and final monitoring outcomes reports.
Center staff and supervisors are encouraged to use monitoring tools as needed to complete self-assessments to ensure they are meeting standards. Supervisors will use monitoring outcomes to inform staff evaluations and professional development plans.