5.9.1.2

Supervising ChildPlus To-Do Lists

Shasta Head Start utilizes agency wide To-Do Lists to track Health, Education, and Social Service requirements. See SOP Using Childplus To-Do Lists for more information regarding individual To-Do Lists.  For details on individual event procedures, refer to the specific SOP for each event.

Supervisors are expected to monitor all five To-Do Lists weekly and communicate with their staff on an ongoing basis as questions arise.

• 01_SHS Incomplete Requirements To-Do List
• 02_Follow Up Needed To-Do List
• 03_Expired Events To-Do List
• 04_Immunizations Due To-Do List
• 05 Monitoring Follow-Up

During their monthly staffing meeting, Supervisors are also expected to review To-Do lists with their staff and to acknowledge their efforts related to data collection and entry, and to discuss any discrepancies and concerns regarding the data within these To-Do Lists, and to identify tangible next steps to address discrepancies and concerns.  Supervisors will communicate major concerns to their Area Manager for troubleshooting and support.

Do not filter by “Responsible Staff” as this will not give you the most accurate data.  Some individuals find it helpful to print To-Do Lists to support monitoring efforts. To print, click the 3 horizontal dots in the upper right corner of the screen and select Print.

Upon receiving or completing a requirement, staff have 3-5 business days to enter these events into ChildPlus.

The 01_SHS Incomplete Requirements To-Do List is used to track events that are tied to 30/45/60/90-day timelines. 

• What are you looking for?
  • Incomplete or soon to be incomplete Needs and Service Plan.  If there are any incomplete Needs and Service Plans the supervisor will follow-up with the FW and PCG to ensure the Needs and Service Plan is completed and entered into ChildPlus by end of business day.
  • Past due or soon to be past due Health Packet (HDNA).  Health Packet (HDNA) are a high priority as it is a California State Licensing requirement that within 30 days of entry into the program a child must have a current Well Child exam or have an appointment (and keep the appointment) to get a current Well Child Exam. The Well Child Exam is part of the Health Packet(HDNA).  Any children not meeting these criteria must be excluded until this is met.  Staff must consult with their Area Manager and Health Manager before excluding a child based on these criteria. See 30/45/60/90 Day SOP (30 day requirements sections) for more information regarding Well Child Exam and exclusion. LINK
  • Incomplete Events that can be completed in-house, by the Family Services Staff and Education staff include:  Hearing and Vision Screening, ASQ 3 and ASQ SE, TB Risk Assessment, Growth Assessment, FA and FPA (Family Goal).  Since these can be completed in-house, Supervisors should focus on addressing these requirements before they are past due.
  • Any events that are incomplete must have a current non-compliance entry to document why the event was incomplete and what is being done to fulfill the requirement.  See Documentation of Non-Compliance SOP for more information.
  • For completed items that are still showing up on the To-Do List, Family Services Staff should follow-up with the appropriate Program Department for troubleshooting.

The 02 Follow Up Needed To-Do List is used to identify children that have failed events that require follow-up and/or treatment.

• What are you looking for?
  • Failed events with no follow-up.  For children with failed events, Family Service Staff are to conduct follow-up to ensure the concern has been addressed.  “Follow-up” is anytime the staff is addressing the failed event with the child’s parents (i.e., calling to confirm when the child’s next appointment is, calling to find out if appointment was completed and follow-up was completed, etc.) or contacting a service provider to request documentation (faxing the doctor, etc.). The purpose of conducting and documenting follow-up is to ensure that families are supported to address health and disability concerns. Supervisors are to determine (1) has any follow-up with the family occurred to address the failed event, (2) when was the last attempt to follow-up with the family, (3) how can the Supervisor provide support to staff to help them connect with and support children that need follow-up and/or treatment? To do this, Supervisors should:
    • Run ChildPlus Report #3065 to check for follow-up on failed events.
    • Check individual failed events on the To-Do List for current follow up actions and notes.  See Childplus SOP’s for follow-up to the different events for more information.
  • Failed ASQ-3 and ASQ-SE events that are close to or more than 30 days past the date listed on the To-Do List and/or scheduled Follow Up Actions for an ASQ-3 or ASQ-SE that are due in the next week or are past due according to the date listed on the To-Do List
    • Click on the event or action in the To-Do List to see if there are any current notes about the event or action.
    • If there are no current notes or clear explanation of the planned next steps, follow up with the Family Worker and Teacher or Primary Caregiver to determine what next steps need to be taken to complete the rescreen or referral and when they will be completed. Ensure the Family Worker knows to add updated notes in Child Plus.

Note: Adding follow-up actions will not remove the event from the To-Do List.  Only after receiving treatment will the failed event drop off the To-Do List.  When treatment is complete, certain events (Hearing and Vision) will be entered and closed by center staff while other events (Dentals) are entered and closed by the program department staff.

The 03 Expired Events To-Do List is used to track events that met the initial timelines (30,45, 90) requirements but have or will expire during the school year.

• What are you looking for?
  • Expiring Needs and Service are a requirement of Community Care Licensing and must be completed before the expiration date.  Staff must complete the Needs and Service Plan with the parent before the child can be signed in on the day of expiration.
  • Expired Physical/WBC and Dental Exams.  These Health events have a window of time to be completed after expiration.  Expired Physical/WBC and Dental Exams should be completed as soon as possible but before the end of the school year.
    • Expired dental and physicals must have a reminder event as soon as 30 days before the expiration date and every 2 months thereafter.
  • Expired Health Events that can be completed in-house, by the Family Services Staff include:  Hearing and Vision Screening, TB Risk Assessment, and Growth Assessment.  Since these can be completed in-house, Supervisors should focus on addressing these requirements as soon as possible.

The 04 Immunization Due To-Do List is used to track immunizations that are due or that are upcoming as due to stay current. Refer to Immunization Requirements for more information regarding immunizations.

• What are you looking for?
  • Children that are due or past due on their immunizations.  Children’s immunizations are tracked in this To-Do List by exclusion date. The child must get the immunization that is due before the date or be excluded. See  Prior to Day 1 SOP for more information about immunization expirations.  Family Services staff should be putting parent contact information in the immunization notes section of ChildPlus for any children that are due for immunization.
  • This list is only for enrolled children; accepted children are not on this list.  Family Services Staff will be responsible for checking the registry before entry and entering the required immunizations before the child starts.
  • All Family Services Staff have access to the California Immunization Registry which is the platform used to get proof of immunizations.  Supervisors may request registry access as needed from the Health Manager.

The 05 Monitor Follow-up To-Do List is used to track monitoring follow-up results from all the following monitors: Safe Environments, CLASS, ECERS, ITERS, FCC Health and Safety, Child Development Record Keeping , Child File Monitor, Foodservice.

• What are you looking for?
  • Monitors that need follow-up.  If you received a “Not Met” in one of the rating sections on any monitor, you will receive a “Plan of Action” with a date the follow up is due to the department that completed the monitor.
  • For any upcoming or past due plans of action, follow up with the appropriate center staff and submit proof of completed follow-up to the appropriate department. If the plan of action has not been completed, define a plan for completion including a due date with the appropriate staff.