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Home My WebLink AboutMINUTES - 06032014 - C.165RECOMMENDATION(S): ACCEPT and APPROVE the corrective action plan response to 2014 program year annual Head Start self-assessment as submitted and as recommended by Employment & Human Services Director. FISCAL IMPACT: None BACKGROUND: The Head Start Act of 2007 (Section 641A (g)(1)(2)(B)) requires Board approval of the Head Start Grantee corrective action plan in response to the annual self-assessment completed by the Department. During the period of February 24, 2014 through March 7, 2014, the Community Services Bureau completed the required self-assessment wherein internal processes were examined and evaluated for efficacy. The Head Start Performance Standards [CFR 1304.50(d)(1)(vii) and 1304, Appendix A] require that the Board of Supervisors approve the program's corrective action plan once all of the corrections have been certified by program staff. CONSEQUENCE OF NEGATIVE ACTION: If not approved, Department will not be able to submit required documents to federal agency. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 06/03/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: C. Youngblood, 313-1712 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: June 3, 2014 David Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie L. Mello, Deputy cc: Cassandra Youngblood, Kristin Cooke C.165 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:June 3, 2014 Contra Costa County Subject:2014 Head Start Corrective Action Plan / Self-Assessment CHILDREN'S IMPACT STATEMENT: The Employment & Human Services Department Community Services Bureau supports three of Contra Costa County’s community outcomes - Outcome 1: “Children Ready for and Succeeding in School,” Outcome 3: “Families that are Economically Self-sufficient,” and, Outcome 4: “Families that are Safe, Stable, and Nurturing.” These outcomes are achieved by offering comprehensive services, including high quality early childhood education, nutrition, and health services to low-income children throughout Contra Costa County. ATTACHMENTS Head Start Report Corrective Action documentation 2014 Self‐Assessment Report Contra Costa County EHSD Community Services Bureau February 24 – March 7, 2014 Self‐Assessment 2014 Report Page 1 CCC EHSD CSB Overview The 2014 Self‐Assessment was conducted from February 24th through March 7, 2014 by a team of 68 people, including Grantee and Delegate staff, board members, parents, and community partners. Sixty‐ five (65) classrooms, 2 home educator groups and 2 administrative offices were reviewed. Two areas of non‐compliance were identified. Instruments Two instruments were used to assess the program: 1. The Classroom Assessment Scoring System (CLASS™); and 2. The Office of Head Start Monitoring Protocols The Results The Office of Head Start Monitoring Protocols: The FY 2014 Office of Head Start Monitoring Protocols were used to assess the program in accordance with the Head Start Performance Standards and other regulations. Strengths: Strengths noted during the self‐assessment were:  Very strong systems and documentation around monitoring activities, program planning, record‐keeping and reporting and communication. Documentation was easily accessible to all.  Fiscal staff have strong communication between the Grantee and Delegate.  The Delegate's documentation verifying children's eligibility was clear, concise, and consistently organized. The Delegate's documentation verifying a child's categorical eligibility is combined with selection criteria points on one document, making for a very consistently organized filing system.  Family style dining and conversation during mealtime was excellent.  Well organized and thorough files. FBHS nurse signs document to indicate that she has reviewed and all forms are in place for children with a known, suspected health, dental or developmental problem.  Direct communication between teacher and family services staff at the Delegate regarding family goals. Parents are happy about support and resources provided.  Partner agency home visiting staff implements the Ages and Stages Questionnaire (ASQ) for ongoing observations of children including ongoing assessments of children's progress and insights from each family. These results are all incorporated into goals and planned experiences that respond to each child's individual characteristics, strengths, and needs. 2014 Self‐Assessment Report Contra Costa County EHSD Community Services Bureau February 24 – March 7, 2014 Self‐Assessment 2014 Report Page 2 CCC EHSD CSB Non‐Compliances: There were two areas of non‐compliance identified during this year’s self‐assessment – one at the Grantee and one at the Delegate: Governance, OHS Monitoring Protocol Key Indicator #2.3: The governing body exercises Fiscal and legal responsibility and oversight and reviews and approves all major program policies. 642(c)(1)(E)(iv)(V)(aa); 642(c)(1)(E)(iv)(V)(bb); 642(c)(1)(E)(iv)(V)(cc); 642(c)(1)(E)(iv)(VII)(aa); 642(c)(1)(E)(iv)(VII)(bb); 642(c)(1)(E)(iv)(VII)(cc); 642(c)(1)(E)(iv)(VII)(dd); 642(c)(1)(E)(iv)(VIII); 642(c)(1)(E)(iv)(IX). Although updates to the program’s personnel policies were made in 2013, there is no evidence that these updates were brought to the Delegate Local Policy Committee (LPC) or Board for review and approval. Child Health and Safety, OHS Monitoring Protocol Key Indicator #4.7: Effective dental hygiene is promoted among children. 1304.23 (b)(3). At one Grantee center, children in several classrooms were brushing their teeth after breakfast, rather than after lunch, which did not afford the opportunity to all children. Corrective Action Plan: Corrective Action Person Responsible Timeline for Completion Verification of Completion Board and Local Policy Committee approval of FBHS 2013 personnel policies and procedures. Delegate Executive Director 3/4/14 3/10/14 Delegate BOD Meeting motion form dated 3/4/14. Delegate LPC Meeting motion form dated 3/10/14. Corrective Action Person Responsible Timeline for Completion Verification of Completion Revised teeth brushing schedule to afford all children the opportunity. Assistant Directors/Site Supervisors 4/1/14 Staff meeting agenda and sign‐in sheet dated 4/25/14. Revised classroom daily schedules. The Classroom Assessment Scoring System (CLASS™): The CLASS™ Assessment is an observational tool that provides a common lens and language focused on what matters—the classroom interactions that boost student learning.. Eleven classrooms at CSB’s directly operated centers, partner centers, and the Delegate agency were assessed using this instrument. Figure 2, below, demonstrates that CSB and First Baptist Head Start (FBHS), exceeded than 2014 Self‐Assessment Report Contra Costa County EHSD Community Services Bureau February 24 – March 7, 2014 Self‐Assessment 2014 Report Page 3 CCC EHSD CSB the National average in Instructional Support and were slightly below the National average in Emotional Support and Classroom Organization (‐0.21, ‐0.31 respectively). Both agencies scored higher than the Designation Renewal (DRS) trigger of the bottom 10% of Grantees nation‐wide in 2013. Figure 2: CLASS Results for Eleven Assessments Recommendations: Several recommendations were made as a result of the self‐assessment:  Additional training for staff as to how to articulate which curriculum(s) is used.  The annual evaluation of teaching staff at one partner center needs to formally incorporate a professional development plan for the year. Teachers are encouraged to participate in professional growth opportunities outside of work and they may receive a stipend from their employer; however, these activities are not formally tracked/encouraged.  Some staff need assistance in articulating due dates for parent/teacher conferences.  Additional training for Grantee staff regarding appropriate use of Family Partnership Agreement (FPAs) ratings is needed.  Additional reminders and follow up to ensure Grantee staff are documenting all referrals and services appropriately.  Both Grantee and Delegate should be more diligent when inputting data into tracking system and when using the “dot system”, which indicates special circumstances.  Date‐stamp to be used by both Grantee and Delegate to indicate the date the program obtained a determination from the health professional regarding whether the child was up to date on a schedule of age‐appropriate preventive and primary health care (including EPSDT). 5.785.323.115.995.632.725.545.062.110 1 2 3 4 5 6 7 Emotional Support Classroom Organization Instructional Support CSB/FBHS/Partner Agencies National Average Federal DRS Trigger (lowest 10%) 2014 Self‐Assessment Report Contra Costa County EHSD Community Services Bureau February 24 – March 7, 2014 Self‐Assessment 2014 Report Page 4 CCC EHSD CSB  Delegate should strengthen documentation showing development of plans for addressing attendance issues when centers and Family Child Cares fall below 85%.  Delegate should add a clear statement to ERSEA Procedure #7: Fees, which states fees charged are never for Head Start services. Currently states that fees are for state services.  Suggest tracking sources of incoming communication in addition to outgoing communication, which is already tracked.  Communication of information from other programs, such as LIHEAP, to ensure all updates are shared with center staff and parents should be increased/strengthened. Evaluation A Plus/Delta Evaluation was conducted at the end of the Self Assessment as follows: Plusses (Things that Went Well) Deltas (Things to Change for Next Time) The training was clear with nice materials Nice cross‐section of participants (parents, staff, partners, board members) The tele‐conference debrief meetings – no driving! The two‐week timeframe The parents were great The welcoming atmosphere at the sites None noted