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HomeMy WebLinkAboutMINUTES - 10101995 - C.57 C.57 THE BOARD OR SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on _October 10, 1995 by the following vote: AYES: Supervisors Rogers, DeSaulnier, Torlakson, Smith NOES: None ABSENT: Supervisor Bishop ABSTAIN: None SUBJECT: Appeal of United Council of Spanish Speaking Organizations The United Council of Spanish Speaking Organizations filed with the Clerk of the Board of Supervisors on September 29, 1995, an appeal of the decision of the September 12 , 1995, decision of the Contra Costa County Board of Supervisors to not renew UCSSO's Contract for 1996 to act as a delegate agency for the Head Start Program. IT IS BY THE BOARD ORDERED that receipt of the appeal is ACKNOWLEDGED and that October 17, 1995, is FIXED as the date for decision. I hereby certify that this is a true and correct copy of an action takon and entered on the minutes of the Boats of Supervisors on the date shown. ATTESTED: 16 PHIL BATCHELOR,Clerk of the Board of Supervisors and County Administrator 6Y �..Deputy cc: Director, CSD County Counsel County Administrator " :I � ' ,E I ' r / SEP" ,1995 -- , CLERK OARED OF -SUPERVISORS / GOi�€TRA COSTA C® September 29; 1995 � ,� aunkd 'tember I � I �- / i / L, + Rp V U — / Adminrstratrve Offices . I SEP/�2�`919 a O 837 Amold.Dr`,Suite]OO / i Y .Board of S upervis"ors a F fi CLE _ F ]sos I,lartmez CAi94553 / l `. \ / v(516')229=22 6', Cbntra,. Costal �'Ounty,� 7• �f_ t,ui�t�rrir Lu�I c 1 7 i s� Fax(510)229�o309' , 651, Fine, Street;'Room 1106 -,Martinez ta'lifor'nia ""94553 ' + I'�C6mmunity'Centers. O 837 Arnold Dr Suite 100 ✓ �` r �� \V Martinez;CA,94553; �� RE:/ , �AppeaY.of�Decision, to Nonrenew, .contract,of` nig v a r (510)229�1600, _ C' ��� 7< — G� n �` U ted Council :o.f� Spanishl� Speaking Organizations /to- Act,-'�'" "�; , , ,0„1 s?9th stieet� _ ' � _ r , � ,�u � � , "f / � as\ �D.elegate Agency for Head Start Program or° �Rrchmond,CA 94804 \p t 1 - (5`10)232-6050. ".796 Iv, "y O 501 Railroad A,ee. Pittsbur CAS 94565 ;p . v (510)439-75151 � v,- bear,-Boardv Members-.” ' 6/O 120nakStteet, �� �� ��� " A a< �� 1. " 7/: /� ;� V I d� Brentwood,,&A 945 3 ;I I NT R O D'U CT 10=N (510)634-6144 I� / Yi �// i it i jI 1 �' o This=�docurnEnt-vand `its��attached exhibits constitute , they r. 1 � Head'Start.� - "/ �/ � n. � � ' f i A`dmuiistrahveotfice appeal, of 7the United -Con'cil vofySpanish�' S"peaking Orgara,izationsv l , �t f'. �; �,.. ���� 0` 1206akStreet �' ;� ( UCSSO,).� ,to�'-the, Boards decision of September 1,12,, 1995 to / Brentwood CA 94513 ��'(510)516-2060;' ,, not" renew IUCSSO's�COnt�ract- for'' 'F�9 �t0 �a ,� ' ct as a' delegate / ' Fick(510)516-0762- i t , agenc',y� for t the Headj�Start,<Program and, the `Board's related ,r % �. J 1 �'decision �to reject' �arid�/ return ' UCS s, a� ��- - ' r _ pplication ,for 1.996 i, r �,\ it r.,, ui r. r Nutrition Programs r� Head -Start' fundin This , ' " t appeal �is� submitted pursuant, to 9• O. 1-00 Village Dr. / I y 1 l r / Brent w6od CA�94513 'tederal;, regulation .45 ,C.F.A, 1303 '20 ,"which vgiven a- delegate \(510)634y5640 �/ e� i titoa eal 4'I � �/ ' � - agency/ tfi >�righ, pp to a .Head 'Start grantee a decision-of vthe,�grantee -which -,terminates, the;operations--of '-'a delegat&,'v` r �Priv4TPateIndustryCouncil �,agency,,w;iihin ,1'0 workfdays .of;receiving notice/`'of; the"decision. b_120 oak street `UCS80 received notice 1 in ;the form sof�_a letter from Joan= Brentwo6'd,CA 94513 i�) V 0 / n V ` ' Co v �� ��'� (510)6342195 Sparks, Director of�� the, County, Community, Services % l ;, / . s ' '0epartment 'dated�Septembe'r; 13, '19'95 with attachments\ 'by' ', y _ - u r x , cl �f �, r/ i y!e, ,certified mail on Friday;(` September" 1�5,. "�1�995 ("This',appeal is�, timely,, as, evidenc6dv� by Il,'a , letter from -Scott -'Tandy,_ Chief; '. ' Assistant) County' ;Administrator,, ,`to /J Arnold � 'Flores''r,daced ; 7 �- �T / y �, a ,/ ✓ �/' L �. ��I / 1 /� �' I �/. > September 25:; "1,995. ''� '+ ; Pursua ivto 45 `CF.R.,,1303.21 a dele ate-ageric-y which is, dissatisfied�,with�/ the;` decision .�Of�� thee' ra ,fir r' - g tee ega ding: ;the _ y Yr tT1h , L �= ,yl Al Board of Supervisors September 29, 1995 Page 2 appeal may appeal to the responsible Health and Human Services Department ("HHS") official. Please be aware the UCSSO intends to pursue this option if necessary. II . NOTICE BY COUNTY WAS DEFECTIVE UCSSO contends that the notice of the Board's decision provided by County did not meet the minimum requirements of 45 C.F.R. 1303.20(c) which requires that the grantee "explain the reasons" for its decision. The September 13, 1995 letter from Joan Sparks states merely that UCSSO's contract is being terminated "due to its failure to perform as a Delegate Agency, including its noncompliance with Federal Rules and Regulations." This conclusory statement clearly does not provide UCSSO with an explanation of reasons which could allow the UCSSO to prepare a meaningful appeal. UCSSO is entitled to an enumerated list of reasons clearly set forth in one document. This was not done. Despite a request from UCSSO for the County to provide greater specificity. On September 25, 1995, UCSSO received a letter from Scott Tandy indicating that no further specificity would be provided. Moreover, the inclusion with the notice of materials from the Board agenda packet of September 12, 1995 does not cure the defective notice. UCSSO is entitled to receive a specific explanation of each of the reasons for contract termination. The Board packet materials, in particular a September 12, 1995 memorandum from Phil Batchelor, County Administrator, fail in this regard by referring in a conclusory manner to four unresolved corrective action notices and to twenty-six outstanding non-compliance issues listed in the Federal Report without further explanation. While attachment E to the Board packet materials contains some explanation of the reasons why 15 of the 26 items were found to be noncompliant, the County has provided no explanation for 11 of the items other than "Delegate Agency response not acceptable." Accordingly, even if the Board finds the notice provided by UCSSO to be sufficient generally, it must disregard UCSSO's ,alleged noncompliance in those 11 areas because the County has failed provide UCSSO with sufficient information Board of Supervisors September 29, 1995 Page 3 to allow it to formulate a meaningful appeal as to those 11 items. Evidence in support of this argument is attached as Exhibit A. III . ADDITIONAL GROUNDS FOR APPEAL Not withstanding the objection as to notice, UCSSO has additional grounds upon which it bases its appeal. Federal regulations [45 C.F.R. 1303.20(e)] set forth the limitations of a grantee's ability to terminate or nonrenew a contract of a Head Start delegate agency: A grantee may not reject the application or terminate the operation of a delegate agency on the basis of defects or deficiencies in the application or in the operation of the program without first: (1) Notifying the delegate agency of the defects and deficiencies; (2) Providing, or providing for, technical assistance so that defects and deficiencies can be corrected by the delegate agency; and (3) Giving the delegate agency the opportunity to make appropriate corrections. Persuant to the above standards, the remainder of this appeal will refute each of the reasons for contract termination set forth in Phil Batchelor's September 12, 1995 memorandum to the Board of Supervisors. UCSSO's contentions on appeal as to why the Board's decision violated 45 C.F.R. 1303.20(e) may be summarized as follows: 1. UCSSO is in substantial compliance with the applicable federal regulations. The County has misidentified defects and deficiencies which do not exist or has persisted in maintaining the position that a defect or deficiency exists long after UCSSO has corrected the problem. 2. To the extent that UCSSO remains out of compliance with applicable federal regulations, the noncompliance is due to the County's (a) failure to provide timely and effective notice of deficiencies and (b) failure to provide effective technical assistance Board of Supervisors September 29, 1995 Page 4 and advice to assist UCSSO in coming into compliance. 3. The County has discriminated against UCSSO by holding it to a higher standard of compliance than it has other delegate agencies. Additionally, the County's decision was motivated by personal bias and animosity against UCSSO by interested county officials rather that by an objective and dispassionate consideration of the relevant facts. The reasons for contract termination will be refuted in reverse order of their placement in Phil Batchelor's September 12, 1995 memorandum. A. No Conflict Of Interest Exists In The Composition Of UCSSO Board And Even If A Conflict Existed The UCSSO Board Would Still Have A Quorum Available To Act On Policy Matters. , On August 18, 1995;. UCSSO received its first written notification that the County considered Kristi Rodelo's simultaneous membership on the UCSSO Board of Directors, UCSSO Local Policy Committee, and grantee Policy Council to constitute a prohibited conflict of interest under federal regulations. However, the only regulation cited by the County does not support its position that a prohibited conflict of interest exists. 45 C.F.R. Part 1304, Appendix B, Chart A, Special Notes #5 states simply: 5. Every corporate board operating a Head Start program must have a Policy Committee or Council as defined by HHS. The corporate body and the Policy Committee or Council must not be one and the same. This provision does not state that individuals cannot simultaneously serve on both the corporate board and the local policy committee; rather, it merely states that the same governing body cannot fulfill both functions. Moreover, this provision contains nothing forbidding simultaneous membership on the local policy committee or corporate board and the grantee Policy Council. In fact, simultaneous membership on the local Board of Supervisors September 29, 1995 Page 5 policy committee, the corporate board and the grantee Policy Council would appear to be encouraged under 45 C.F.R. Part 1304, App. B, section (c)(2)(a). This provision states that one of the primary functions of the local policy committee is to "serve as link between public and private organizations, the grantee Policy Council, the Delegate Agency Board of Directors, and the community it serves." Regardless of whether a prohibited conflict of interest exists, the inclusion of this issue as a reason for contract termination is premature. The County has not issued a corrective action notice in connection with this matter nor has it provided UCSSO with technical assistance in the form of information to substantiate its position which would justify the UCSSO taking the drastic action of removing any members of its Board of Directors. Lastly, it should be noted that even if a conflict of interest were to exist, this situation would not imperil the UCSSO's ability to perform its fiduciary responsibilities. The County implies that because UCSSO's nine member board currently has only five seated members that it may not be able to establish a quorum needed for official action with only four nonconflicted members. However, Section 7 of the Bylaws of UCSSO clearly state that a quorum is composed of a fifty-one percent (51%) majority of the seated members, not 51% of the total seats on the Board. Evidence in support of this argument is attached as Exhibit B. B. Contract Termination For Failure To Submit Reimbursement Demands is Premature Moreover Mitigating Factors Exist Which Make The Sanction Of Contract Termination Unjustly Severe. The County asserts that UCSSO's delay in submitting the appropriate documentation for its reimbursement demands for May and June 1995 until September is a reason justifying contract termination. However UCSSO was not notified of this problem until August 1 , 1995 and was able to resolve the matter within a month. No corrective action notice was ever issued in connection with these alleged deficiencies. Thus, sanctioning Board of Supervisors September 29, 1995 Page 6 UCSSO for these deficiencies is premature. In addition, during the period of time in question; mitigating factors existed which make the sanction of contract termination unjustly severe. From June through September 1995, UCSSO staff was overburdened with requests from the County relating to the new preaudit requirements, the reconciliation of 1994 demand claims to the general ledger and other information requested by Susan Hanson, the CPA brought in by the grantee. All of this work was being done by one staff person, the Accountant, because the Accounting Clerk resigned without notice on June 26, 1995 and the UCSSO was unable to fill the position until August 30, 1995. C. The First Ouestioned Cost For Allegedly Unauthorized Accounting Services In The Amount Of $13.213 Occurred` Prior To County Rendering Technical Assistance In Accounting r d r And Remains Unresolved Only Because Of Inaction Of County. The Second Ouestioned Cost Concern Of County Regarding[ The Alleged Closure Of A Classroom Which Was Used In Connection With A $24.922 Grant Is A Nonissue Because UCSSO Immediately Reopened Classroom Upon Notification From County And Classes Were Combined For A Total Of Only Two Days. The County asserts that two unresolved unauthorized cost issues are reasons supporting nonrenewal of the contract. The first issue involves a $13,213 expense for unauthorized accounting services and the second involves the alleged unauthorized closure of a classroom which was being used in connection with a $24,922 grant to operate a summer Head Start program. 1. As to the allegation of unauthorized accounting services, 45 C.F.R. 1303.20(e)(3) requires that a delegate agency be given an opportunity to make appropriate corrections to its operations after receiving technical assistance from the grantee. These expenses were incurred in the fall of 1994 prior to the County completing its technical assistance to UCSSO in the area of accounting practices. Therefore, Board of Supervisors September 29, 1995 Page 7 UCSSO may not be punished for this alleged error because at the time the expense was incurred the County had not provided UCSSO with a full opportunity to correct its accounting operations. The County has not alleged that there are any questioned or disallowed costs for 1995 which followed completion of the County's technical assistance in this area. That this matter remains unresolved is due to inaction on the part of County which indicated to UCSSO staff that a final determination as to the allowability of the costs and the amount that may need to be repaid would be forthcoming. To date, UCSSO has not received such a determination. If the expenses are disallowed, UCSSO is prepared to enter into a repayment plan with County. For the record, UCSSO records indicate that the amount of the questioned cost is $11 ,312.85 rather than $131213. 2. As to the alleged unauthorized closure of a classroom, the facts clearly show that UCSSO has done nothing to jeopardize any portion of the $25,000 grant for operation of a summer extension program at the Bridgemont Center in Antioch. The action at issue involves not the "closure of a classroom" but rather the combining of two classes using the same classroom at different times into one class. When significant attrition began to occur in July, 1995 due to students who were subject to year-round schooling entering kindergarten on the July track, UCSSO staff proposed to parents of the remaining students that the two classes be combined into one. Receiving parent assent to do this, on July 10, 1995 the classes were combined. On that same day, Donna Thornton, UCSSO Head Start Director, spoke to Daneen Cali, County Acting Head Start Program Manager, who informed Ms. Thornton that this action would require UCSSO Board and LPC approval. She did not inform Ms. Thornton that this action required grantee and regional office approval and would require a minimum of 45 days to accomplish. In any event, Ms. Thornton immediately ordered the classes to be split back into two separate classes and thus the "status quo" would be maintained pending the approval process. The classes were combined for only one day. Board of Supervisors September 29, 1995 Page 8 Proceeding according to Ms. Cali's instructions, Ms. Thornton obtained the approval of both the UCSSO Board and the LPC to combine the classes and on July 31 , 1995 the classes were again combined. On that same day, Ms. Thornton spoke to Ms. Cali. For the first time, Ms. Cali informed Ms. Thornton that this action would constitute a major change in program requiring additional approvals by the grantee and regional office. Ms. Thornton immediately ordered the classes separated into two classes for the remainder of the program. In totak the classes were combined for two days. UCSSO responded quickly and decisively in response to information provided by grantee in a good faith attempt to comply with applicable regulations. Any technical violation of federal regulations was de minimus and would not lead to a disallowance of federal funds received. As this issue is also the subject of one of the four unresolved corrective action notices, we will address here two other issues the County raised in discussions regarding Corrective Action Notice No. 2 ("CAN 2"). in CAN 2, the County asserts that UCSSO violated federal regulations by failing to maintain an Average Daily Attendance ("ADA") of 85% in each classroom at the Bridgemont Center and by failing to maintain a waiting list that is at least 10% of total enrollment. This assertion is without merit. The Comments contained in the Federal Register issued in October 1992 which explain the federal regulation pertaining to Head Start attendance (45 C.F.R. 1305.8) state that it is not the intent of the HHS to require that an ADA of 85% be maintained. Rather, 85% is to be considered "a reasonable point of measurement below which Head Start Programs must review patterns of attendance to identify causes of absenteeism and formulate intervention strategies. In the case of this special summer program, the cause was readily apparent and identified -- children in the year round schooling system were enrolling in kindergarten prior to completing the summer Head Start Program. Moreover, UCSSO did maintain a wait list which exceeded 10% of the Board of Supervisors September 29, 1995 Page 9 ADA in these classes. Students were not enrolled off the wait list to fill vacancies in the program because less than 60 days remained in this special summer program. Pursuant to 45 C.F.R.1305.7(b), a Head Start program is not obligated to enroll new students when less than 60 days remain in the program. (See comments to 45 C.F.R. 1305.7, Federal Register, Vol. 57, No. 197, (1992), attached.) In sum, UCSSO violated no federal regulations in connection with the Bridgemont Center program and, accordingly, County's assertion that the federal funds used to support the program may be in jeopardy is meritless. Evidence to support this argument is attached as Exhibit C. D. Of The Four Outstanding Corrective Action Notices Three Were Issued By County For No Legitimate Reason And In Any Event Have Been Resolved From UCSSO's Point Of View. The Fourth involves Issues Of Noncorngliance With The Federal SRI Re rt Findings Which Is Addressed Se ap rately Below. 1.) CAN No. 2 involved the issue relating to the combining of classes at the Bridgemont Center which is addressed under Section III.C.2. above. 2.) CAN No. 3 involves noncompliance issues raised in the federal OSPRI report and is addressed separately below in Section E. 3.) CAN No. 4 - On August 22, 1995, UCSSO received a corrective action notice because of the County's review of a proposed plan to increase Head Start enrollment slots by three at the Brentwood expansion site and to decrease by three enrollment slots at the Antioch Fairgrounds site. One motivation for this plan was a desire to even out class size at the sites. Prior to the proposal, there were 20 slots in each of the Antioch Fairgrounds classes, and only 17 at the Brentwood site. Another motivation was the desire to Board of Supervisors September 29, 1995 Page 10 reduce class size at the Antioch site because of historical behavior problems at that site. When this plan was communicated to Daneen Cali, Ms. Cali informed Donna Thornton. that this proposal was. unacceptable. The proposal was dropped shortly thereafter and the change never implemented, yet the CAN was not withdrawn. The apparent reason for this refusal is that CAN No. 4 contained a demand that UCSSO immediately draft a training and outcome plan to deal with behavior issues at the Antioch Fairgrounds site within one week. This onerous demand bears little relation to the issue of moving of class slots and was not based on any identified deficiency in staff training. It was based solely on a comment by Ms. Thornton that students at that site tend to have more behavior problems than at others. The response from the County was unwarranted and unjustly punitive and is one example of the County's persistent failure to work cooperatively with UCSSO. 4.) CAN No. 5 - On August 18, 1995, UCSSO received CAN No. 5 from the County because of the County's discovery that the UCSSO had included as part of its "Parent Handbook" an "Admission Agreement" which asked parents to agree to various services and expectations of parental participation in apparent violation of federal regulations which require_ that parental participation be voluntary. UCSSO had used the objectionable form virtually since the beginning of its tenure as a delegate agency without objection from the County. It is believed that UCSSO was not the only delegate agency to use such an Agreement and that the use of the Agreement was widespread among delegate agencies. In fact, on September 11 , 1995, the County found it necessary to send a memorandum to all Head Start Directors informing them that the Parent Handbook should be purged from all programs and that the County would be providing a replacement handbook. In any event, UCSSO responded immediately to an August 16, 1995 conversation with Daneen Cali by removing all copies of the Admission Board of Supervisors September 29, 1995 Page 11 Agreement from current program files and application packets and assuring Ms. Cali that all Admission Agreements outstanding would be destroyed and that the Agreement would no longer be used. This action effectively resolved the situation without need of a corrective action notice, yet one was issued anyway. It is UCSSO's position that this matter is resolved as CAN No. 5 contains no request for a written plan of action. Evidence to support this argument is attached as Exhibit D. E. UCSSO Has Submitted A Compliance Plan ("CP") And A Quality Improvement Plan ("OIP") In Resl2onse To The Federal Noncompliance Findings In The OSPRI Report Which Deserve A Certification Of Compliance By County. Further, County Has Provided UCSSO With Inadequate Notice Of The Reasons For Noncom lip ance For The Eleven Items Contained 1n The QIP. To The Extent UCSSO May Be Out Of Compliance. Such Noncoml2liance Is Directly Attributable To County's Failure To Provide Agency With Adeguate Technical Assistance. On September 6, 1995, UCSSO submitted a QIP and CP to County in response to the 42 noncompliance and deficiencies issues which were identified in the Federal OSPRI report. After reviewing the plans, the County maintains that 26 of the 42 items remain out of compliance. As will be demonstrated, UCSSO is in compliance or in substantial compliance in these 26 areas. To the extent that UCSSO may not be in compliance, this situation is directly attributable to County's inadequate or nonexistent technical assistance. Note that the assertion in Mr. Batchelor's memo of September 12, 1995 that UCSSO failed to submit a QIP and CP on August 15, 1995, is factually incorrect. They were submitted on August 15, 1995, but were rejected by County and the date for resubmittal extended to September 6, 1995. First we will address each of the 15 items determined to be out of compliance in UCSSO's CP: Board of Supervisors September 29, 1995 Page 12 1. OSPRI No. 16 - The County rejected UCSSO's response to the finding of noncompliance in area of development of individualized lesson plans because a training session for teachers on 8/28/95 supposedly involved the use of a specific curriculum rather than on individualization of lesson plans. This is patently false. The training was indeed provided by a representative of "Creative Curriculum" but the instruction she provided was on the subject of stimulating ideas for individualization of instruction in the classroom not on implementation of a specific curriculum promoted by that organization. The agenda and teacher evaluations of that session are attached as Exhibit E. 2. OSPRI No. 027 - The County rejected UCSSO's response because no time frame was Fisted for fixing specific hazardous conditions. In fact, all hazardous conditions identified in the OSPRI report have been fixed. As of 5/3/95 all deficiencies at the Sunset Center were remedied as indicated in the attached certification from Community Care Licensing. Flooding problems at the Bridgemont Center were corrected on 4/3/95 and a specific memo informing Daneen Cali of this was sent on 6/30/95. The open trench at Los Nogales was remedied on 5/25/95 as indicated in the attached certification from Community Care Licensing. See Exhibit F. 3. OSPRI No. 028 - The County rejected UCSSO's response because it does not address how children would be prevented from leaving the supervised playgrounds. However, this was not an issue identified as noncompliant in the federal review. The OSPRI report merely noted that the playgrounds were not being used at each of the sites listed above. Correction of hazardous conditions in connection with No. 027 has also corrected this problem. 4. OSPRI No. 068 - The County rejected UCSSO's response because it supposedly fails to state how the agency will have an organized health curriculum. There is no explanation as to why UCSSO's lengthy response indicating numerous organized integrations of health staff and activities into the children's daily curriculum is not Board of Supervisors September 29, 1995 Page 13 sufficient. Documentation of these activities were included in the lesson plans and a draft written health curriculum is being developed. See Exhibit G. 5,. 6, and 7. OSPRI Nos. 073, 075, and 076 - The County rejected items 073 and 075 because there is no indication of the year in which the compliance was achieved. This petty observation is no reason to find the plan out of compliance as it is abundantly obvious that the year was 1995. Further, County rejected 073, 075, and 076 because the responses supposedly fail to discuss how the mental health component would assist in developmental screenings. Trainings by mental health personnel were performed to assist staff in making classroom observations and assistance in developmental screenings. Two mental health consultants were available to the program for the school year. See Exhibit H. 8. OSPRI No. 133 - County's notice as to reasons for noncompliance of UCSSO's 1-30/70.2 Parent Participation Plan is utterly deficient stating merely "The implementation plan of the 1-30 developed on 7/31/95 was rejected by the Grantee based on major flaws in the plan." UCSSO was not notified that its plan was deficient until 8/14/95, one day before the deadline for submitting the completed CP, by letter of Daneen Cali on that date. The UCSSO believes that the deficiencies in the plan identified in Ms. Cali's letter have been corrected and hereby attaches a copy of its revised 1-30/70.2 plan. See Exhibit I. 9. OSPRI No 137 - The County's rejection of UCSSO's response to this item is based solely on an unverified assumption that training sessions conducted with parents were deficient because County was not pleased with UCSSO's 1-30 plan. In fact, training was conducted on two occasions involving instruction in the Brown Act and Roberts Rules of Order among other topics. On August 1 , 1995, Ms. Thornton requested technical assistance on developing parental decision making training and to date has not received such assistance. Another training session for parents is scheduled for October 3, Board of Supervisors September 29, 1995 Page 14 1995, whether or not UCSSO receives the technical assistance requested. See Exhibit J. 10 and 11 . OSPRI Nos. 139 and 144 - Parental Confusion over the role of the Policy Committee in the classroom was the reason for noncompliance in No. 139. This confusion has been remedied. At center meetings when LPC members gave their reports, the role of the Policy Committee was explained repeatedly to parents. Again, technical assistance was requested by Donna Thornton on this issue on August 1 , 1995 and none was received. The County rejected UCSSO's response to No. 144 because it asserts that there is no documentation of presentations or information given to parents to encourage continued education opportunities. In fact, as indicated in the CP, numerous presentations were conducted and information given to assist parents in this regard. Documentation that this occurred is attached. See Exhibit K. 12. OSPRI No. 160 - County rejected UCSSO's response on the ground that it did not address the issue of steps to be taken to ensure that files would be locked at the Gehringer Center. In fact, UCSSO's response indicates that the agency's confidentiality policy including the importance of locked files was reviewed with staff of the Center on 3/10/95. See Exhibit L. 13. OSPRI No. 165 - The identified noncompliance issue involved failure of health component staff to be involved in assessment and follow- up process. A member of the health staff is present at every case conference and follow-up notes have been prepared by health staff. This is indicated in UCSSO's response. Thus, it is not clear why UCSSO has been found noncompliant on this issue. Further, efforts at fostering participation of parents of children with disabilities have been conducted at committee meetings and training classes offered. See Exhibit M. 14. OSPRI No. 166 - The identified noncompliance issue is that records Board of Supervisors September 29, 1995 Page 15 are not maintained to document assistance to parents at times other than the year.-end IEP. UCSSO has implemented a practice of documenting parental communications on progress reports and parental contact forms to comply with this requirement. See Exhibit N. 15. OSPRI No. 205 - The County rejected UCSSO's response on the ground that the "time frames could not be monitored" and because the response failed to discuss the use of volunteers. In regard to the time frame issue there was a typographical error in UCSSO's CP. UCSSO's response to item 1 a. should have been 3/14,15,16 and 4/11 , 4/12, 1995. As to the use of volunteers in the classroom, UCSSO first needed to identify how volunteers were being used in the classroom and documented this during the most recent Head Start program session. UCSSO next plans to use this information to develop a plan for the use of volunteers. UCSSO has made good faith progress on complying with this item for which a time frame of greater than 90 days is reasonably necessary. See Exhibit 0. As indicated in Section II, above, UCSSO responded to the remaining 11 noncompliance items in its QIP plan rather than the CP plan. County's analysis of these 11 items states merely "DA response not acceptable" for each item. This utterly fails to comply with the minimal notice requirements of 45 C.F.R. 1303.20(c) and renders UCSSO unable to respond in a meaningful manner on appeal to contest the reasons why its QIP was found noncompliant. No legitimate reasons for a finding of noncompliance are provided. Consequently, termination of contract may not be based on any of these alleged noncompliance issues and they must be excluded as reasons justifying contract termination. Notwithstanding the above, UCSSO will assume that the reasons these items were found noncompliant was that the schedules for coming into full compliance in these areas contain dates for completion which extend beyond the 8/15/95 due date and the 9/6/95 extended due date. In response, UCSSO notes that other delegate agencies had their plans approved with dates extending into September and even October, 1995. In particular, please see the plans submitted by the First Baptist Church Board of Supervisors September 29, 1995 Page 16 which were found acceptable by County. Moreover, UCSSO had the understanding that there was a distinction drawn by the HHS between items identified as "deficiencies" in their on- site monitoring review and items identified as "noncompliance" issues. Because identified deficiencies require more substantial changes than mere noncompliance items, UCSSO believed that the County and its delegate agencies were allowed up to a year to come into full compliance on deficiencies, whereas only 90 days were allowed for the noncompliance issues. This is supported by a May 17, 1995 letter to Supervisor Gayle Bishop from HHS. At no time during the County's efforts at technical assistance was this interpretation contradicted. See Exhibit P. UCSSO had an identified deficiency in the area of "Administration." The items identified in the OSPRI report with numbers of 185 and higher, with the exception of 205, relate to accounting and administration issues. UCSSO believed it had up to a year to verify compliance in these areas and consequently scheduled dates in October, November and December for compliance completion in the QIP. It was not until 8/15/95 that Daneen Cali informed Donna Thornton that the QIP was not acceptable because it had dates beyond 8/15/95 in it for compliance. All the "technical assistance" County asserts it provided did not reveal this supposed defect until it was too late. F. UCSSO's CP And OIP Were Subjected To Harsher Scrutiny The Plans Of Other Delegate, Agencies. The County Singled Out UCSSO For Punitive Treatment And Did Not Offer It A Fair OD12ortunity Through Cooperative Interaction To Come Into Comgliance With All AQolicable Federal Regulations. UCSSO further appeals on the ground that the County has discriminated against UCSSO by subjecting it to a higher standard of Compliance than it has other delegate agencies. Examples of this disparate treatment are reflected in the fact that County accepted the Compliance Plans of other delegate agencies which were not responsive to the federal findings of non-compliance. UCSSO answered and responded to Board of Supervisors September 29, 1995 Page 17 all of the federal findings included in the OSPRI report. However, the First Baptist Head Start Compliance Plan, which was accepted as compliant by the County, fails to respond at all to two identified noncompliance issues: OSPRI No.185 and OSPRI No.187. In contrast, UCSSO had identical issues and responded to them completely, yet UCSSO's plan was found noncompliant. Furthermore, in comparing the compliance plans of the other delegate agencies to UCSSO's compliance plan, there is clear evidence that UCSSO has complied with similar issues within a shorter period of time, yet was found noncompliant, whereas the other agencies were found to be compliant. Examples of other issues where UCSSO answered and responded similar to other delegate agencies yet was rejected include OSPRI No. 016, No. 027, No. 068, No. 073, No. 075, and No. 076. All of the responses to these issues were similar in both UCSSO's and First Baptist's plans. The following is a comparison of some of the responses. In OSPRI No. 016 and No. 027, both UCSSO and First Baptist, responded in an identical manner, yet UCSSO's plan was rejected. This was the case despite UCSSO completing its "corrective strategy" in a much shorter period of time. See Exhibit Q. In OSPRI No. 068 UCSSO's time frame is again completed in a shorter period of time than First Baptist. While First Baptist did address OSPRI item No. 068, they copied their response from OSPRI No. 018, which are two differently stated "reason for non-compliance" items. UCSSO completed its "corrective strategies" in February and March and followed up again in May. On the other hand, First Baptist, responded to their issues in August and September of 1995. See Exhibit R. The final example is in OSPRI No. 073, No. 075, and No. 076. UCSSO has a detailed plan and addresses these issues. First Baptist's plan is weak and not detailed. UCSSO also completes its corrective strategies in a shorter period of time. Furthermore, UCSSO met at least 40 times before the end of May of 1995 to ensure that there is general classroom observation and assistance in developmental screening and met with consultants during this time frame on the mental health program. .First Board of Supervisors September 29, 1995 Page 18 Baptist has a "draft of a mental health pattern plan" and will "develop a mental health staffing pattern plan with procedures." There are many examples of this type of discrimination and disparate treatment toward UCSSO. See Exhibit S. In addition it was apparent that Community Services Department had no desire to cooperate with UCSSO to assist it in coming into compliance with the federal regulations. This is supported by the attached letter of September 27, 1995, from UCSSO's Auditor who personally witnessed an expression of bias against the UCSSO by Joan Sparks. See also attached letter of September 28, 1995, to George Carathimas. See Exhibit T. It is also quite evident that Community Services Department had no intention of rendering technical assistance to UCSSO in coming into compliance with federal regulations regarding the administration and accounting requirements identified by the federal review. In fact, the Community Services Department hired an independent CPA that was to provide UCSSO with 50 hours of technical assistance in order to assist UCSSO in coming into compliance with the federal regulations in administration and accounting. However, the CPA was instructed by Community Services Department to monitor the UCSSO accounting records for the calendar year 1994. This review was completed the review on August 9, 1995. No technical assistance was provided. See Exhibit U. IV. CONCLUSION For all the foregoing reasons, UCSSO respectfully requests the Board to exercise fair judgement now that it has been apprised of UCSSO's position in this matter. We are hopeful that once you have considered all the facts you will reverse the decision to not renew our contract as a Head Start delegate agency. However, should the Board elect not to do so, UCSSO is confident that a federal official from HHS considering these facts will render a decision favorable to UCSSO at the next level of appeal. We hope it will not be necessary to pursue this matter at the federal level. Board of Supervisors September 29, 1995 Page 19 7 7i 7 7 4� Richard Lujan Executive President 110 o a Thornton Head Start Director Ar Id Flores ; Chair, Board of Directors September 29, 1995 Xh �iOARD OF SUPERVISORS , �'., ' Contra FROM: .�� f lV ta iPhil Batchelor, County Admini.stratar . ,.; Counter DATE: September 12, 1995 S SUBJECT. Status of Head Start Contract Compliance with Bayo Vista Child & Family Center, Inc. and United Council of Spanish Speaking �Dryaniz�xt:icaris SPECIFIC REQUESTO, )OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION RAPPQMMENDATIONS: 1 . ACKNOWLEDGE the value and necessity to parents and children of the Head Start Program and the Federal letter of August 24, 1995 to take actions necessary Lo remedy any compliance issues that jeopardize the program. 2 . chkc1'iFY that Bayo Vista Child & Fdnll.ly Center, Inc. is in compliance with Federal rules and regulations identified in the May 17, 1995 Federal letter detailing the results of the on-site monitoring review conducted on January 23-27, 1995 . 3 . NOTIFY United Council of Spanish Speaking Organizations (UCSSO) that, because of failure to perform as a DelegaLe Agency, including its non-compliance with Federal rules and regulations, the County will not renew its contract with UCSSO for 1996, and that UCSSo- s application to provide Head Start services for 1996 will not be considered. 4 . DIRECT staff -to give appropriate notice to UCSSO including its appeal rights to the Grantee and the Federal government. 5. SET October 10, 1995 as the date for the Grantee to review any appeal if filed by UCSSO pursuant to rules contained in the Code of Federal Regulations. _ CONTINUED ON AT1�'ACHMENT: K YES SIGNATURE: RECOMMENt'+ TION OF COUNTY ADMINISTRATOR RECOMMENDATION Of BOARD COMMITTEE APPROVE OTHER S1GN4'URE(S1t ACTIO~OF BOARD i5N APPROVED AS RECOMMENDED, OTHER Pei 04V brand fax transmittal mama 7671 #of Pari To /; From Ct all(rV L Dept. Phone# q V,9�7 Fax# Fax# VOTE OF SUPERVIS§AS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUGJADGENT ) AND CORRECT COPY or AN ACTION TAKEN AYES: - NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: _.--- --- --------ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN, ATTI:STEO Coritdct: PHIL BATCHEWR,CLERK OF THE BOARD OF cc: 5TZ LAST 'PAGE rIr1rr-nvtsonc Arlt]COUNTY ADMINIOTnATOn \� BY DEPUTY _1_ fx ki � 1 6 . DIRECT staff to prepare the 1996 Head Start grant application for the Antioch, Brentwoodr Oakley and Byron areas to reflect an interim Grantee Operated Program of both center based and home based options beginning January 1996 to ensure no interruption of services to families and children. BA Q KGROUND 4 Coi;ntra Costa County, the Grantee for Head Start, was informed by th,e Federal government on August 24, 1995 that when any Delogato Agfpncy such as Bayo Vista or UCSSO is out of compliance, then the Grantee is out of compliance thus jeopardizing services to children and families for the entire program (Attachmont A) . Sipce the Grantee was unable to certify compliance of all delegate agency subcontractors on August 17, our request for cortification oflthe Head start program by the Federal government was rejected on Aq,gust 24 . A :Head Start Grantee is required to ensure that all delegate a%ancies comply with applicable Federal rules and regulations. We capnnot alluw d delegate agency to fail to correct deficiencies witlthout being subject to charges of inadequate oversight. The Federal government has asked that we submit documentation that all pa'.rts of our Head start, prcyram are in compliance or indicate actions we are taking to remedy this situation without further de,Lay. Technical Assistance and Training for Delegate Agencies and GOP Uu'ring the federal Review Exit Conference on January 27, 1995, Co;ttmunity Services Department staff compiled detailed notes and au;4io taped the comments of the review team which were distributed to all Delegate Agency and Grantee operated Program (GOP) directors . This was done to begin taking action immediately rather tlkiiAn wait for the written comments detailing non-compliance contained in Federal letter that arrived on May 17, 1195 (4ttachment B) . Bio-monthly meetings were held with all directors beginning in February and continued up to the Federal due date (August 15) for the Grantee to certify that all components of the program were in compliance. Technical Assistance and County staff advice was offered and provided to every Delegate Agency and GOP director to assist them width their responsibility to ensure compliance with Federal rules and regulations. Six separate consultants were engaged to assist on, specific non-compliance issues for the Delegate Agencies and the GQP. Baiiyo Vista Child .& Family Center, Inc. B4Yo Vista Child & Family Center, Inc. Board of Directors have submitted documentation which supports their compliance with all nqn-compliance issues .identified in the Federal Review of January 73-27, 1.995. They state in this letter that the Bayo Vista Board will schedule as part of their regular agenda specific oversight of toe Compliance and Corrective Action issues (Attachment C) . In ao(dition, the Board has committed itself to a through review of the goperal management of the agency. Asp a result of the documentation submitted on soptombor 61 1995, t ;e Grantee is able to certify Bayo Vista as being in compliance w4h Federal. Rules and Regulations . �;SSO Dgp to the inability of UCSSO to corroct the serious contract deficiencies and its failure to come into compliance with federal roles and regulations, the agency has left the Grantee no choice bx4it to first recommend non-ronowal of its Head start contract for 19,96 . -2- �x T41io recommendation is made aftor ropoatod attempts to not only aEk,sist the agency but offering two . extensions of time to bring t4,,eir program into compliance. The County Administrator first met with the UCSSO Board Chair and staff on August 7 to discuss the i�portance of CoMpliance and cooperation. UCSSO was given an opportunity to correct and resubmit their compliance plan by a 5 p.jn. , August 15th deadline. They 'did not. Op. August 17th UCSSO requested and received Technical Assistance re�gardlng the essential elements of their plans that noodod aptentivn. UC330*z plans were rejected in Corrective Action Notice #3i on August 17th resulting in the Grantee's inability to certify UC!:SGO being in compliance with Federal rules and regulations for He�ltd Start. DiA,-p to the seriouoneas of the situation, the County Administrator melt again with two UCSSO Board Members and staff to understand tkair concerns. Qn August 30, UCSSO was granted a second extension ori Lime to provide a formal plan of action and evidence of compliance by September 6, 1995. UC�SSO giade an effort to respond with two detailed plans, one for Cypliance and the other for Quality improvement. The plans were th�)�roughly reviewed and analyzed (Attachment D) , but do not contain sufficient evidence Lu allow the Grantee to certify that all non- cqppliance issues have been corrected. ur the 42 UCS50 non-compliance issues listed in the Federal Report, 16� are now in compliance but 26 remain out of compliance, which include major deficiencies in the essential areas of shared derision making accounting and administration (Attachment E) . USSSO has received a total of five corrective action notices. only one has been resolved (by rescission) . Of the four remaining, one has a major implication for the entire Head Start program since it involves the Board of Directors ' inability to be in compliance with FeAeral rules and regulations as detailed in the may 17 letter from tq,p Regional Office of Head Start. UqSSOIs inability to document its compliance is the reason the Qrvxntee to unable to be certified. astioned and Disallowed Costs WhIlle we appreciate UCSSO's cooperation in adhering to the repayment schedule agreed to on July 19, 1995 for the $21, 150 of disallowed costs to date for 1994, at least two significant issues remain. The first involves a $13,213 charge in 1994 for an u#tguthorized expense for accounting counting services. The second involves tie unauthorized closure of a classroom intended for use in its s4mmer Head Start program with a special $24,922 grant. We have a continuing ntinuing concern in this area due to the agency's continued aopounting and audit deficiencies. R "imbursement Demands in spite of our attempts to provide technical assistance to UCSSO regarding fiscal administration, its monthly demands for May and Jqne reimbursement of Head Start expenses could not be processed unjtil September 8, UCSSO failed to submit adequate documentation un:der the pre-audit system. Further, their demand for July rq!imbursement, due August 20th, has not been received. C5unty staff has invested an enormous amount of time with UCSSO's ao!countant and independent auditor to develop adequate accounting syptems, procedures and documentation. Inadequate fiscal aa inistration and oversight jeopardizes program services to , lilies and children. CSt,nstitution of QCSSO Board jr 2 U�9SO bylaws call for a nino-mombor Board of Directors but has boon functioning with only five seated members. One of the five is a v 't o? ing member of its Local Policy Committee and of the Grantee's -3- Pol,licy Council which violates Federal rules and regulations. The apparent lack of a full Board of Directors raises significant qt�10stions regarding the ability of the agency to have a policy- ma Xing body that can carry out the fiduciary responsibilities and o`�Prsight required for a Head Start contract. tyl SO Request for County Procedures Per UCSSO's req4est for copies of County procedures, County Aqfditor-Controller Ken Corcoran and Community Services Director Jq[an Sparks have provided access to any available accounting, p4anning and purchasing procedures upon which to "model" the ajpncy's procedures. W41le we have accommodated this request for our procedures, we are* u#ulear what relevance they have to UCSSO. The County governmont is a subdivision of the State of California and responsible for a vAriety of programs and funding sources, while a community based oxt,ganization has a far more limited scope of responsibility. art D6,11j9pite repeated attempts to provide technical assistance and st�pport and work cooperatively to correct UCSSO's deficiencies, Bi�irious problems remain unresolved. The cumulative impact of U(SSO's uncorrected conditions now endanger the Grantee's entire Hqad start program and action by the Board of Supervisors is nqpessary to avoid jeopardizing the entire grant program and services to children and families. Cd;ntact: Scott Tandy 646-4087 cq: County Administrator Community Services Director Auditor-Controller County Counsel Bayo Vista Child a Family Center, Inc. UCSSO Eo itiftbi - 09-17-1995 09:54AM COHTRA CO'STJA HEAD START 1 510 646 5551 P.01 Community P'Services Department Contra un'io ueVeoF Hent sin-sVy4 Community Action 646-5544 i Administration Food Service 374-3994 ' 2425 BiSso Lane,Suite 120 Cosh Head Start 646-5540 Housing and Energy 646-5756 j Concord, California 94520-4830County Human Services Advisory Commission 646-5661 (510)646-5544 Fax,(510)646-5551 Joan V.Sparks, T{' Director September 13, 1995 r"=" Faxed: 9/13/95 _ > Sent by Certified Mail: 9/13/95 Arnold Flores, Chairperson and Members, Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Way, Suite 100 Martinez, CA 94553 Dear Mr. Flores and Board Members: Pursuant to action of the Board of Supervisors, in its capacity as the Head Start Grantee, United Council of Spanish Speaking Organizations (UCSSO)is notified that due to its failure to perform as a Delegate Agency, including its non-compliance with Federal Rules and Regulations, the Grantee will not renew its contract urith UCSSO for 1996, and further that the Grantee is rejecting and returning UCSSO's application for 1996 Head Start funding. Enclosed is a copy of the Board Order and materials contained with the Board Agenda packet of September 12, 1995. Pursuant to the Code of Federal Regulations(45CFR Subsection 1303.20) UCSSO can appeal the rejection of its application within ten work days (10) of receipt of this notice in writing to the Grantee. In the interest of families, children and staff we will continue to work closely with UCSSO to ensure that services are not interrupted. The Grantee will continue to provide support and Technical Assistance for the remainder of the contract year. If you have any questions, please contact me at 313-7350_ i Sincerely, oan V. Sparks 1 cc: Board of Supervisors County Administrator County Counsel Daneen Cali, Acting Head Start Program Manager Head Start Poliev Council John Kersey, Adininistration for Families and Children X A* bid -, � ANALYSIS OF UCSSO'S COMPLIANCE PLAN OF SEPTEMBER 6, 1995 IN RESPONSE TO FEDERAL REVIEW LETTER OF MAY 179 1995 SUMMARY: The last paragraph of the summary states that the compliance plan specifically addresses each of the non-compliance plan items identified in the OSPRI Report. However,the last sentence states that the corrective actions have eliminated all non-compliance items identified as a deficiency. This leaves a question,what does the compliance plan address? S EDUCATION: #016 Training provided on 8/28/95 was on creative curriculum in the classroom. The response-in the first two 1-a and 1-b would have been sufficient,however,the addition of 1-c called into question all the strategies since 1-c was a training on the use of a specific curriculum. This response did not address the non-compliance issue. #018 This response was sufficient, documentation of monitoring is required. #027 This agency was found out of compliance for specific hazardous conditions to children. There is no time frame indicated for fixing specific hazardous conditions. This response did not address the non-compliance issue. #028 This agency did not respond to the issue of how they would prevent children from leaving playgrounds. This response did not address the non-compliance issue. HEALTH: #068 This agency did not respond to how they would have an organized health curriculum. This response did not address the non-compliance issue. MENTAL HEALTH: #073 This agency did not indicate the years when compliance was achieved, and did not discuss how they would have the mental health component assist in developmental screenings. 1. t. This response did not address the non-compliance issue. O r #075 Same as#073 #076 This agency did not address this issue. 11 �n 1 e�"N f-pl- There is no response to this issue. NUTRITION: #106 In Compliance #108 In Compliance w:.:.;,�....e.,,......�:, :�..._ _., ........._ ..�...s.,..•..,..v..:...._ - ..._... .,._�._.."�_.2..•.u:=..cxs:c.x..u.., _ -..........,......:,..;.�...J...,.vs• =,.,.,,...icxiwur..,.., SOCIAL SERVICES: #118, #123, #125, #126 In Compliance PARENT INVOLVEMENT: #133 The implementation plan of the I-30 developed on 7/31/95 was rejected by the Grantee based on major flaws in the plan. This response does not address the non-compliance issue. #137 Based on 133, we.are reluctant to accept the agencies response because we do not believe the agency,has the ability to conduct appropriate and adequate training on shared decision making. This response does not address the non-compliance issue. #139 The issue of non-compliance and the strategies presented does not address the role of the LPC in the classroom. This directly relates to the rejection of the I-30 Implementation Plan. This response does not address the non-compliance issue. #144 This agency did not address the issue of documentation of presentations to encourage continued educational opportunities. This response does not address the non-compliance issue. DISABILITIES SERVICES: --------------- #155 In Compliance #160 This agency did not address the issue of lack of locked files. This response does not address the non-compliance issue. #165 This agency did not state how they would have health component staff involved in the assessment or the follow-up of children Nor did they address how they would foster the participation of parents of children with disabilities. This response does not address the non-compliance issue. #166 This agency did not address the non-compliance issue of how they would maintain records to document assistance to parents at other times and other aspects of transition. This response does not address the non-compliance issue. #178 In Compliance #179 In Compliance ADMINISTRATION: #185,#187,#189, #194,#195,#l96 Were not addressed in Compliance Plan, were however addressed in the Quality Improvement Plan. The analysis of this plan is in the attached document. STAFFING REQUIREMENTS AND PROGRAM OPTIONS: #205 This agency did not adequately address the non-compliance issues. The time frames could not be monitored and did not discuss the utilization of volunteers. This response does not address the non-compliace issue. #206 In Compliance. } ti ACCOUNTING: #217, #318, #219, #224,#226,#247, #248, #252 Were not addressed in the Compliance Plan, were however addressed in the Quality Improvement Plan. The analysis of this plan is in the attached document. F3 i rA A4bLz- OSPRI FINDING # 185 ACF Finding: UCSSO lacks written planning procedures. Proposed Completion Date: October 1, 1996. CSD Review: DA response not acceptable. OSPRI FINDING # 187 ACF Finding: UCSSO has no written procedures for program planning. Proposed. Completion Date: September 8, 1995. CSD Review: DA response not acceptable. 4 OSPRI FINDING # 189 ACF Finding: UCSSO's 1994 OSPRI was found to missing and could not be located. Proposed Completion Date: April 24, 1995. CSD Review: DA response acceptable with conditions. -1- OSPRI FINDING # 194 ACF Finding: Seven items were listed as missing from UCSSO's personnel policies and procedures. Proposed Completion Date: September 29, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 195 Y. ACF Finding: There was no evidence that personnel policies are implemented as written and approved. Proposed Completion Date: September 29, 1995. CSD Revidw: DA response acceptable with conditions. OSPRI FINDING # 196 ACF Finding: A file in record system shall be maintained. Proposed Completion Date: August 15, 1995. CSD Review: DA response acceptable with conditions. -2- k ib ;f A OSPRI FINDING # 217 ACF Finding: Grantee has no written accounting procedures. Proposed Completion Date: December 1, 1995. C$D Review: DA response not acceptable. OSPRI FINDING# 218 ACF Finding: There is no financial management system. Proposed Completion Date: September,9, 1995. CSD Review: DA response'not acceptable. OSPRI FINDING #219 ACF Finding: Written Procedures are in place to ensure allowability, allocability, and reasonableness of costs. Proposed Completion Date: December 1, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 225 ACF Finding: Financial data and records were used in preparing the 269's for the budget period. -3- Proposed Completion Date: September 9, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 226 ACF Finding: Previous audit deficiencies have not been corrected. Proposed Completion Date: November 30, 1995. CSD Review: DA response not acceptable. OSPRI FINDING #247 ACF Finding: Accounting records not set up to identify CCFP expenditures as budgeted. Proposed Completion Date: January 31, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 248 ACF Finding: USDA income guidelines were used in preparing the documentation submitted to USDA for application for Child Care Food Program. -4- Proposed Completion Date: September 15, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 262 ACF Finding; Problems with lack of procurement procedures, missing purchase documents. Proposed Completion Date: September 29, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 266 ACF Finding: There is no written evidence supporting ACF/ County procurement requirements. Proposed Completion Date: September 29, 1995. CSD Review DA response not acceptable. OSPRI FINDING # 266 ACF Finding: There is no property management system in evidence nor is there evidence of inventory practices. Proposed Completion Date: December 1, 1995. CSD Review: DA response not acceptable. TOTAL ADMINISTRATIVE AND ACCOUNTING OSPRI FINDINGS FOR UCSSO: 16 4 TOTAL NUMBER OF UCSSO RESPONSES ACCEPTABLE: 5 TOTAL NUMBER OF UCSSO RESPONSES UNACCEPTABLE: 11 -6- County Administrator Contra Board of Supervisors 1 Tom Powers C O^ta County Administration Building 1st District J L 651 Pine Street, 11th Floor Jeff Smith Martinez,California 94553-1229 (� ��, ra '" 2nd District (510)646-4080 County a F �-= 1� , Gayle Bishop FAX: (510)646-4098 3rd District F EAL Phil Batchelor Mark DeSaulnier County Administrator 4th District o,/ ;S Tom Torlakson x�. 5th District a° Sia coun`�'` September 25, 1995 Arnold D. Flores, Chairman UCSSO - Board of Directors 837 Arnold Drive, Suite 100 , Martinez, CA 94553 AxO( De es: This letter is in response to your letter of September 22, 1995, requesting technical assistance and clarification of the appeal process. - 1 . While I believe that sufficient "written notice" was provided via fax of September 13, 1995, I have no objection to receiving your written appeal materials on September 29, 1995. 2. The County has complied with the requirements of 45CFR 1303.20(b) by providing "... statement of the reasons for the (Board's) decision..." in the fax of September 1.3, 1995. 3. Regarding the appeal process to the grantee and HHS, as you can see from the enclosed copies of 45CFR 1303.20 and 1303.2 1, the only detailed descriptions of the appeal process are contained in those sections. 4. Regarding UCSSO's request for information on August 28, 1995, Joan Sparks has assured me that she has provided you with all the available documents on the issues raised un your request. However, I have asked Joan Sparks to contact you and determine if there are any other materials or documents you might want. x A 5. UCSSO should consider this letter as part of our technical assistance. We are prepared to offer further technical assistance in response to any specific requests. If I can be of further help, please contact me. Sincerely, SCOTT TANDY !Chief Assistant County Administrator ST:sr R cc: Board of Supervisors Joan Sparks County Counsel A. -- ............... § 1303.20 45 CER Ch. XIII (10-1-94 Edition) graph (g) of this section, those stipu- SUbpatt)_;r- @� or lated in a prehearing conference or Pros tfveZele9deAgencles those agreed to by the parties. (d) In addition to ACYP, the grantee, 1&0 pe ► ffcur and any delegate agencies which have a me: pt" Pte - " right to appear, the presiding officer ciee� +i�fe a olA 0 t1t i�..plim bn, may permit the participation in the failii Wl ft"t t n aaoi�ipp�i`aon or proceedings of such persons or organi- t, riin8tiRL 3W,*&k2Wact. zations as deemed necessary for aprop- and adequate consideration to applica- (a) A grantee must give prompt, fair er determination of the issues involved. Such participation may be limitedto tions submitted by current or prospec- those issues or activities which the tive delegate agencies to operate Head presiding officer believes will meet the Start programs. The failure of the needs of the proceeding, and may be grantee to act within 30 days after reto - limited to the filing of written mate- ceiving the application is deemed to be rial. a rejection of the application.. (e) Any person or organization that (b) A grantee must notify an appii- wishes to participate in a proceeding cant in writing within 30 days after re- may apply for permission to do so from ceiving the application of its decision the presiding officer. This application, to either accept or to wholly or sub- } which shall be made as soon as possible stantially reject it. If the decision is to after the native of termination, denial wholly or substantially reject the ap- of refunding or suspension has been re- plication, the notice shall contain a calved by the grantee, shall state the statement of the reasons for the deci- appliCant's interest in the proceeding, ca and a statement that the appli- the evidence or arguments the Sppli- cant has a right to appeal the decision cant intends to contribute, and the ne- within ten work days after receipt of the notice. If a grantee fails to act on cessity for the introduction of such evi- dence or arguments. the application by the end of the 30 day The presiding officer shall permit {f) period which grantees have to review applications, the current or prospective or deny such participation and shall give notice of his or her decision to the delegate agency may appeal to the grantee` in writing" within 15 work applicant, the grantee, and ACYF, and, days of the end of the 30 day grantee in the case of denial, a brief statement review period. of the reasons therefor. Even if pre- viously denied, the presiding officer (c) A;:grantee4inustmottom� zdeleg may subsequently permit such partici- �AteUto vr'itit�g,of tt• 9�c eio ter„- pation if, adnate its !epne�ltvithktjte:tielega : in his or her opinion, it isc�ug; e warranted by subsequent cir- dei inion s&Ud ha the,cleleg&te e GY cumstances. If participation is granted, } sthejhtYappeaithedejs4po the presiding officer shall notify allt2ie�le8hRY#�en w,P.rk day$-after i parties of that fact and may, in appro- priate cases, include in the notification (d)The grantee,-ha -20 days to�irev- a brief statement of the issues as todecd- which participation is permitted. the a�►ritten �appeaindae its Y._ s3ori: e� raiiteesustains its earlier (g) The Departmental Appeals Board termination>,of.AnAwoxd.,or-Ats..,e t- will send the responsible HHS official, tion:of an;applic, tian.s:4the'`tiitz nt�o Y a' the grantee and any other party a no- prospective5•delegate -.agency then tice which states the time, place, na- appeal j.dn¢writing, -to the,.responsib e ture of the hearing, and the legal au- HHS-official:~filie°'appeal'must.be aPb- ' thority and jurisdiction under which mitted>nhIto-the::responsible.HHS -OJI the hearing is to be held. The notice withit-en w6rk,1dQ s at`ttsr;the:recOPt will also identify with reasonable spec- of,the gftntee'-s!,Bmal;.decision. The #P' ificity and ACYF requirements which peal must'•fullyc eet-f9rth ;the grounds the grantee is alleged to have violated, forfthe=appeal. The notice wbe served and filed not (e) A grantee may not reject the aP- ill later than ten work days prior to the plication, or,;,termlnate the:-operations hearing. of a delegate,agency.on:.the-basis of:de- .: V § 1303.22 45 CFR Ch. XIII (10-1-94 Edition) u; (2) An informal meeting must be re- will arrive at his or her decision by quested by the current or prospective considering: delegate agency at the time of the ap- (1) The material submitted in writing peal. In addition, the grantee may re- and the information presented at any quest an informal meeting with the re- informal meeting; sponsible HHS official. If none of the (2) The application of the current or parties requests an informal meeting, prospective delegate agency; ; the responsible HHS official may hold (3) His or her knowledge of the grant- such a meeting if he or she believes it ee's program as well as any evaluations would be beneficial for a proper resolu- of his or her staff about the grantee's : tion of the dispute. Both the grantee program and current or prospective and the current or prospective delegate delegate agency's application and prior x agency may attend any informal meet- performance; and ing concerning the appeal. If a party (4) Any other evidence deemed rel- wishes to oppose a request for a meet- evant by the responsible HHS official. 4 Ing it must serve its opposition on the responsible HHS official and any other 11��� Decigioa on appe l;.A,:fi�,vor party within five work days of its re- of4Tanteet, ceipt of the request. (a) If the responsible HHS official (f) A grantee's response to appeals by finds in favor of the grantee, the appeal current or prospective delegate agen- will be dismissed unless there is cause cies must be submitted to the respon- to remand the matter back to the ` sible HHS official within ten work days grantee. _. of receipt of the materials served on it (b) The grantee's decision will be Bus- by the current or prospective delegate tained unless it is determined by the agency in accordance with paragraph responsible HHS official that the (a) of this section. The grantee must grantee acted arbitrarily, capriciously, serve a copy of its response on the cur- or otherwise contrary to law, regula- rent or prospective delegate agency. tion, or other applicable requirements. kl (g) The responsible HHS official shall (c) The decision will be made within notify the current or prospective dela- ten workdays after the informal meet- gate agency and the grantee whether ing. The decision, including a state- or not an informal meeting will be ment of the reasons therefor, will be in held. If an informal meeting is held. it writing, and will be served on the par- must be held within ten work days ties within five workdays from the date after the notice by the responsible HHS of the decision by the responsible HHS official is mailed. The responsible HHS official. official must designate either the Re- (d) If the decision is made on the gional Office or the place where the basis of written materials only, the de- current or prospective delegate agency cision will be made within five work- or grantee is located for holding the in- days of the receipt of the materials. formal meeting. The decision will be served on the par- k. (h) If an informal meeting is not ties no more than five days after it is held, each party shall have an oppor- made. tunity to reply in writing to the writ- ten statement submitted by the other §1303M,,--Me cision on%-appeaLAn;Ja r party. The written reply must be ofA'the"zcnrrent orproapectiy..e;de e- x sub- mitted to the responsible HHS official gat"gemw- within five work days after the notifi- (a) The responsible HHS official will cation required by paragraph (g) of this remand the rejection of an application . section. If a meeting is not to be held, or termination of an agreement to the notice of that fact shall be served on grantee for prompt reconsideration and the parties within five work days of the decision if the responsible HHS offi- receipt of a timely response to such a cial's decision does not sustain the request or the expiration of the time grantee's decision, and if there are is- for submitting a response to such a re- sues which require further development =_ quest. before a final decision can be made. (I) In deciding an appeal under this The grantee's reconsideration and deci- section, the responsible HHS official cion must be made in accordance wlth 224 ; 1 H l 81 A � x: Office of Human Development Services, HHS §1303.21 defYciencies lbiithe [ feces Ari... .. ipliaatlpn leged defects and deficiencies in the or''ins=tZieOpe�i+atiilntiot& ��taogrn+m delegate agency's application or in the : witlrbutmi— st: operation of its program prior to the (I)ANotitringAbo-Adelegat, gg,UPZ of grantee's rejection or termination no- M' -< edefectatleiYeiencies; tics; � (2) Prov 0 (2) Whether the grantee provided the ni = +s � c- delegate agency reasonable oppor- ficlenbieBftri rbhtb' ' he:dele- tunity to correct the defects and deft- gau agency,sand ciencies, the details of the opportunity (3?fifiiiv8 th�7e1g8aA - that was given and whether or not the portunity�t�o4ma + sapIpriac- grantee provided or provided for tech- nical advice, consultation, or assist- (f) An appeal filed pursuant to a ance to the current delegate agency grantee failing to act an a current or concerning the correction of the de- prospective delegate agency's applica- fects and deficiencies; tion within a 30 day period need only contain a copy of the application, the (3) What sups or measures, if any, date filed, and any proof of the date the were undertaken by the delegate agen- grantee received the application. The cy to correct any defects or defi- gra.ntee shall have five days in which ciencies; to respond to the appeal. (4) When and how the grantee noti- 4 (g),;Failurevto�appeal�A040a.4 r ee fled the delegate agency of its decision; regardinglits decisi:onA- *=efeatw nieap- (5)Whether the grantee told the dele- pliiia`tlsti� a�mi ;�For gate agency the reasons for its decision iailaretJpplldan $hall and, if so, how such reasons were com- bar ice► appeei'1illretaesptesibiS municated to the delegate agency and officiak what they were; (6) If it is the delegate agency's posi- 11303.21,; Procedur-es;;rfar, appe�.)c,-.,by tion that the grantee acted arbitrarily current ,gar=eve 74el to or capriciously, the reasons why the agencies #+�th0 - delegate agency takes this position; ficial'troaden' ' !VsuaieeS bftn aPpllrgttonbi� Iidr �i+igatk; nd,�n and application. (7) Any other facts and cir- cumstances which the delegate agency (a) Any current orTrasp Giye ,dele- believes supports its appeal. gate ager Wit. Wit $ with the decisi4u� 4 � T � ed (c)Z'h[re`grantee na� ; nbmit a written anfler i3os 20 -masa � o a re- e the alspl o prospecive dele`'"�,`at agency :NOmay-M—so -subrhit gponsible HHS�:official�whose;�tccirsian � X: ks-#final:and novappea-1, -.(mom- � st n ,wht&- it e : Mftdfdner--ACYF. Such an appeal must lievege eva�d#supportiv of is be in writing and it must fully set position: forth the grounds for the appeal and be (d),In°the'rase of an appeal`by a d@le- accompan.ied by all documentation gate tney =the rgrantec.must,submit Ghat the current or prospective dele- a=writtenC Btatement-to=°•the-responsible late agency believes is relevant and HI .QMc .::respanding;:.to-:the.,,ltemm Supportive of this position, including specifled„in!-paragraph. (b) of this pec- i411 written material or documentation do The--grantees must include, infor- Submitted to the grantee under the mationsrthat explains;zwhyft act8ti55:. procedures set forth in §1303.20, as well properly-is L arriving:at its ,deoisionr-or is a copy of any decision rendered by ,ie failing;to.ract�and.,any,,other�?facts ibe grantee. A copy of the appeal and an&circumstances which.-the granteeIX 111 material filed with the responsible b6lieve�"supports'it position. 3M official must be simultaneously (exl) The responsible HHS official served on the grantee may meet informally with the current '(b),In,:praviding::the- ipxzn&ton Vie- or prospective delegate agency if such (Wed,by-parairrsph(a}ioi t�h�s:,sectian, official determines that such a meeting W` 'agate-agencies=must s forth: would be beneficial to the proper reso- tI) Whether, when and how the grant- lution of the appeal. Such meetings : ,:advised the delegate agency of al- may be conducted by conference call. § 1303.20 45 CFR Ch. XIII (10-1-93 Edition) graph (g) of this section, those stipu- Subpart C—Appeals by Current or lated in a . prehearing conference or prospective Delegate Agencies " those agreed to by the parties. f� (d) In addition to ACYF, the grantee, §1303.20 Appeals to grantees by cur- and any delegate agencies which have a rent or prospective delegate aKen- right to appear, the presiding officer cies of rejection of an application, may permit the participation in the failure to act on. an application or proceedings of such persons or organi- termination of a grant or contract zations as deemed necessary for a prop- (a) A grantee must give prompt, fair er determination of the issues involved. and adequate consideration to applica- Such participation may be limited to tions submitted by current or prospec- those issues or activities which the tive delegate agencies.to operate Head presiding officer believes will meet the Start programs. The failure of the needs of the proceeding, and may be grantee to act within 30 days after re- limited to the filing of written mate- ceiving the application is deemed to be rial. a rejection of the application. (e) Any person or organization that (b) A grantee must notify an appli- wishes to participate in a proceeding cant in writing within 30 days after re- may apply for permission to do so from ceiving the application of its decision the presiding officer. This application, to either accept or to wholly .or sub- which shall be made as soon as possible stantially reject it. If the decision is to after the notice of termination, denial Wholly or substantially reject the ap- of refunding or suspension has been re- plication, the notice shall contain a ceived by the grantee, shall state the statement of the reasons for the deci- ' cion and a statement that the appli- applicant's, interest in the proceeding, the evidence or arguments the appli- cant has a right to appeal the decision cant intends to contribute, and the ne- within ten work days after receipt of cessity for the introduction of such evi- the notice. If a grantee fails to act on the application by the end of the 30 day dente or arguments. period which grantees have to review (f) The presiding officer shall permit or deny such participation and shall applications, the current or prospective delegate agency may appeal to the give notice of his or her decision to the grantee, in writing, within 15 work applicant, the grantee, and ACYF, and, days of the end of the 30 day grantee in the case of denial, a brief statement review period. of the reasons therefor. .Even if pre- (c) A grantee must notify a delegate viously denied, the presiding officer agency in writing of its decision to ter- may subsequently permit such partici- minate its agreement with the delegate pation if, in his or her opinion, it is agency, explaining the reasons for its warranted by subsequent cir- decision and that the delegate agency cumstances. If participation is granted, has the right to appeal the decision to the presiding officer shall notify all the grantee within ten work days after parties of that fact and may, in appro- receipt of the notice. priate cases, include in the notification (d) The grantee has 20 days to review a brief statement of the issues as to the written appeal and issue its deci- which participation is permitted. sion. If the grantee sustains its ear]ier (g) The Departmental Appeals Board termination of an award or its rejec- will send the responsible HHS official, tion of an application, the current or the grantee and any other party a no- prospective delegate agency then may tice which states the time, place, na- appeal, in writing, to the responsible ture of the hearing, and the legal au- HHS official. The appeal must be sub- thority and jurisdiction under which mitted to the responsible HHS official the hearing is to be held. The notice within ten work days after the receipt will also identify with reasonable spec- of the grantee's final decision. The ap- ificity and ACYF requirements which peal must fully set forth the grounds the grantee is alleged to have violated. for the appeal. The notice will be served and filed not (e) A grantee may not reject the ap- later than ten work days prior to the plication or terminate the operations hearing, of a delegate agency on the basis of de- 222 .a,X�.'x�,++�°,g��nc.a.as.*a•aw-,� '7 '§'1'Ra' � .�_<.s.,_. � �-,,i,... - _�.M,...._�.�.�.�.�v.,w.�.,.,......n«.,�......--_..... Office of Human Development SerVices, HHS §1303.21 fects or deficiencies in the application leged defects and deficiencies in the or in the operation of the program delegate agency's application or in the without first: operation of its program prior to the t (1) Notifying the delegate agency of grantee's rejection or termination no- the defects and deficiencies; tice; (2) Providing, or providing for, tech- (2) Whether the grantee provided the nical assistance so that defects and de- delegate agency reasonable oppor- >:. z ficiencies can be corrected by the dele- tunity to correct the defects and deft- gate agency; and ciencies, the details of the opportunity (3) Giving the delegate agency the op- that was given and whether or not the portunity to make appropriate correc- grantee provided or provided for tech- tions. nical advice, consultation, or assist- (f) An appeal filed pursuant to a ante ,to the current delegate agency grantee failing to act on a current or concerning the correction of the de- prospective .delegate agency's applica- fects and deficiencies; �. tion within a 30 day period need only (3) What steps or measures, if any, contain a copy of the application, the were undertaken by the delegate agen- cy filed, and any proof of the date the to correct any defects or deft- grantee received the application. The grantee shall have five days in which ciencies; .::. to respond to the appeal. (4) When and how the grantee nota . (g) Failure to appeal to the,grantee fled the delegate agency of its decision; y regarding its decision to reject an ap- (5) Whether the grantee told.the dele- plication, terminate an agreement, or gate agency the reasons for its decision failure o act on an.application shall and, if so, how such reasons were com- 3 bar any appeal to.the responsible HHS municated to the delegate agency and official. _ what they were; (6) If it is the delegate agency's post- ;, §1303.21 Procedures for appeal by tion that the grantee acted arbitrarily current or prospective delegate or capriciously, the reasons why the agencies to the responsible HHS of- delegate agency takes this position; ficial from denials by grantees of an application or failure to not on an and application. (7) Any other facts and -cir- cumstances Any current or prospective dele- gate agency that is dissatisfied with believes supports its appeal. the decision of a grantee rendered (c)The grantee may submit a written under §1303.20 may appeal to the re- response to the appeal of a.prospective sponsible HHS official whose decision delegate agency. It may also submit is final and not appealable to the Com- additional information which it be- missioner, ACYF. Such an appeal must lieves is relevant and supportive of its be in writing and it must fully set position. forth the grounds for the appeal and be (d) In the case of an appeal by a dele- accompanied by all documentation gate agency, the grantee must submit that the current or prospective dele- a written statement to the responsible gate agency believes is relevant and HHS official responding to the items supportive of this position, including specified in paragraph (b) of this sec- all written material or documentation tion. The grantee must include, infor- submitted to the grantee under the oration that explains why it acted procedures set forth in §1303.20, as well properly in arriving at its decision or as a copy of any decision rendered by in failing to act, and any other facts the grantee. A copy of the appeal and and circumstances which the grantee all material filed with the responsible believes supports its position. HHS official must be simultaneously (e)(1) The responsible HHS official served on the grantee. may meet informally with the current (b) In providing the information re- or prospective delegate agency if such quired by paragraph (a) of this section, official determines that such a meeting delegate agencies must set forth: would be beneficial to the proper reso- (1) Whether, when and how the grant- lution of the appeal. Such meetings R ee advised the delegate agency of al- may be conducted by conference call. 223 N btf R UMTED COUNCL OF SPAMSH SPEAMNG ORGANMATMNS , MCD CA 94553 w w � �� N �� � -� A -^ � / �� �� ��N �� � � A -:c �4, v personally or by telephone or telegraph. If sent by mail or telegraph, the notice shall be deemed to be delivered on its deposit in the mails or on its delivery to the telegraph company. Such notices shall be addressed to each director at his or her address as shown on the books of the corporation. Notice of the time and place ofholding anadjourned meeting need not bogiven toabsent directors ifthe time and place of the adjourned meeting are fixed at the adjourned and if such adjourned meeting is held no more than twenty-four (24) hours from the time of the original meeting. Notice shall be given of any adjourned regular or special meeting to directors absent from the original meeting if the adjourned meeting is held more than twenty-four (24) hours from the time ofthe original meeting. SECTION 4. CONTENTS OF NOTICE Notices of meetings not herein dispensed with shall specify the place, day and hour of the meting. The purpose nfany board meeting need not bespecified inthe notice. SECTION 5. WAIVER OFNOTICE The transactions of any meeting of the boord, however called and noticed or wherever ha/d, are as valid as though the meeting had been duly held after proper call and notice, provided a quorum, as hereinafter defined' is present and provided that either before or after the meeting each director not present signs a waiver of notice, o consent to holding the meeting, or an approval of the minutes thereof attends the meeting without protesting the \ook of notice before or at the beginning o f the meeting. The waiver need not specify the purpose ofthe meeting. All such waivers, consants, or approvals shall be filed with the corporate records or made apart ofthe minutes of the meeting. SECTION 5. COMPLIANCE WITH THE BROWN ACT THE UCSSO frequently is the recipient of public funds and often participates in publicly funded programs. Therefore, all meetings of the Board will boheld in full compliance with the Ralph M. Brown Act (Government Code Section 54950. et seq.) except where these bylaws impose stricter requirements on the conduct of the Board's activities. SECTION 7. QUORUM A fifty-one (5196) percent majority of the seated Board members will constitute a quorum. The directors present at o duly called and held meeting at which m quorum is initially present may continue to do business notwithstanding the loss of quorum atthe meeting due to o withdrawal of directors from the memting, provided that any action thereafter taken must be approved by at least a majority of the require quorum for such meeting or such greater percentage as may be required by law, or the Articles of Incorporation or Bylaws of this corporation. SECTION 8. VOTING 8YPROXY Voting by proxy or absentee ballots shall not be permitted by members of the Board of Directors. SECTION S. CONDUCT OF MEETINGS Meetings of the Board of Directors mhoU be presided over by the Chairperson of the Board, or, if no such person has been so designated or, in his or her absence, the Chairperson of the corporation or, in his or her absence, by the Vioo Chairperson of the corporation or, in the absence of each of these persons, by a Chairperson chosen by oma]ority ofthe directors present at the meeting. The Secretary of the corporation shall act as secretary of all meetings of the board, provided that, in his absence, the presiding officer shall appoint another person to act as Secretary of the Meeting. Meetings shall be governed by Roberts' Rules ofOrders, as such rules may barevised from time totime, insofar as such Pt. 1304, App. B 45 CFR Ch. XIII (10-1-93 Edition) other anti-poverty programs, helps bring 4. WORKING WITH THEIR CHILDREN IN about changes in institutions in the commu- COOPERATION WITH THE STAFF OF THE nity, and works toward altering the social CENTER. conditions that have formed the systems Each of these is essential to an effective that surround the economically disadvan- taged child and his family. Head Start program both at the grantee Project Head Start must continue to dis- level and the delegate agency level. Every cover new ways for parents to become deeply Head Start program must hire/designate a involved in decision-making about the pro- Coordinator of Parent Activities to help gram and in the development of activities bring about appropriate parent participa- that they deem helpful and important in tion. This staff member may be a volunteer meeting their particular needs and condi- in smaller communities. tions. For some parents, participation may 1. Parent Participation in the Process of begin on a simple level and move more complex levels. For other parents thea Making Decisions About the Nature and move- ment will be immediate, because of past ex- Operation of the Program periences, into complex levels of sharing and Head Start Policy Groups giving. Every Head Start program is obli- gated to provide the channels through which a. Structure. The formal structure by which such participation and involvement can be parents can participate in policy making and provided for and enriched. operation of the program will vary with the Unless this happens, the goals of Head local administrative structure of the pro- Start will not be achieved and the program gram. Itself will remain a creative experience for Normally, however, the Head Start policy the preschool child in a setting that is not groups will consist of the following: reinforced by needed changes in social sys- 1. Head Start Center Committee. This com- tems into which the child will move after his mittee must be set up at the center level. Head Start experience. Where centers have several classes, it is rec- This sharing in decisions for the future is ommended that there also be parent class one of the primary aims of parent participa- committees. tion and involvement in Project Head Start. 2. Head Start Policy Committee. This com- B.THE ROLE OF THE PARENTS mittee must be set up at the delegate agency Every Head Start Program Must Have Ef- level when the program is administered in fective Parent Participation. There are at whole or in part by such agencies. least four major kinds of parent participa- 3. Head Start Policy Council. This Council tion in local Head Start programs. must be set up at the grantee level. 1. PARTICIPATION IN THE PROCESS OF When a grantee has delegated the entire MAKING DECISIONS ABOUT THE NATURE Head Start program to one Delegate Agency, AND OPERATION OF THE PROGRAM. it is not necessary to have a Policy Council 2. PARTICIPATION IN THE CLASSROOM in addition to a Delegate Agency Policy AS PAID EMPLOYEES, VOLUNTEERS OR Committee. Instead one policy group serves OBSERVERS. both the Grantee Board and the Delegate 3. ACTIVITIES FOR THE PARENTS Agency Board. WHICH THEY HAVE HELPED TO DE- b. Composition. Chart A describes the com- VELOP. position of each of these groups. CH_.._T.A Organization Composition 1.Head Start Center Committee.................................................. 1.Parents whose children are enrolled in that center. 2.Head Start Policy C:+mmittee(delegate agency)..................... 2. At least 50% parents of Head Start children presently en- rolled in that delegate agency program plus representatives of the community., 3.Head Start Policy Council(grantee) ........................................ 3. At least 50% parents of Head Start children presently en- rolled in that grantee's program plus representatives of the community.2 +Representatives of the Community(Delegate Agency Well:A representative of neighborhood community groups(public and private) and of local neighborhood community or professional organizations, which have a concern for children of low income families and can contribute to the development of the program. The number of such representatives will vary depending on the number of organizations which should appropriately be represented.The Delegate Agency determines the composition of their committee (within the above guidelines) and methods to be used'in selecting representatives of the community. Parents of former Head Start children may serve as representatives of the community on delegate agency policy groups.All representatives of the community selected by the agency must be approved by elected parent members of the committee.In no case,however, should representatives of the community exceed 50%of the total committee. 238 Office of Human Development Services, HHS Pt. 1304, App. B 2 Representatives of the Community(Grantee Agency levief).A representative of major agencies(,public and private)and major community oust or professional organizations which have a concern for children o1low iroorne temples and can contribute to the program. a number of such representatives will vary.depending on the number of aganaations which should appropriately be Mood In.Thepplicant agency determines the composition of Ith oarnati(within the above guidelines)and the methods to ng representatives of the community.Parents of fomhr Head Start children may serve as representatives of the community on grantee agency policy grasps•A9 representatives of the canur><rrWy selected by the agency must be approved by elected parent members of the Committee.in no case,however.should nepresemta6ves of the community exceed 5096 of the total oommdtee or council. Special Notes negotiate for additional Junctions and a greater 1. All parents serving on policy groups share of responswity if all parties agree. All must be elected by parents of Head Start such agreements are subject to such limita- c,hildren currently enrolled in the program. tions as may be called for by HHS policy. & It is strongly recommended that the Questions about this should be referred to community action agency board have rep- your HHS regional office. resentation from the Head Start Policy (1)The Head Start Center Committee shall Council to assure coordination of Head Start cam out at least the following minimum re- activities with other CAA programs. Con- sponsibilities: versely,community action agency board rep- (a)Assists teacher, center director, and all resentation on the Policy Council is also rec- other persons responsible for the develop- ommended. meat and operation of every component in- 3. It is important that the membership of cluding curriculum in the Head Start pro- policy groups be rotated to assure a regular gram. influxof new ideas intq the program. For (b) Works closely with classroom teachers this purpose, terms of membership must be and all other component staff to carry out limited to no more than three years. the daily activities program. 4. No staff member (nor members of their (c) Plans, conducts.'and participates in in- families as defined in CAP Memo 23A)of the formal as well as formal programs and ac- applicant or delegate agencies shall serve on t ivit ies for center parents and staff. the council or committee in a voting capac- (d)Participates in recruiting and screening ity. Staff members may attend the meetings of center employees within guidelines estab- of councils or committees in a consultative lashed by HHS. the Grantee Council and non-voting capacity upon request of the Board. and Delegate Agency Committee and ouncil or committee.' ery corporate committee....—.---.,— a Head (2)The Head Start Policy Committee. Chart B Start program must have a Policy Commit- outlines the major management functions tee or Council as.defined by HHS. The con- connected with local Head Start program ad- pom body and the Policy Committee or ministered by delegate agencies and the de- Council must not be one and the same. gree of responsibility assigned to each par- r. Policy groups for summer programs ti In addsating group. present a special problem because of the dif- addition to those listed functions, the faculty of electing parent representatives in co tree shall: advance. Therefore, the policy group for one (a) Serve ss a link between public and pri- summer program must remain in office until va organizations, the grantee Policy Coun- its successors have been elected and taken cal, the Delegate Agency Board of Directors, and the community it serves. office. The group from the former program (b) Have the opportunity to initiate sug- should meet frequently between the end of gestions and ideas for program improve- the program and the election of new mem- menta and to receive a report on action bers to assure some measure of program con- taken by the administering agency with re- tinuity. These meetings should be for the gaM to its recommendations. purpose of(a) assuring appropriate follow up (c) Plan. coordinate and organize dgency- - of the children (b) aiding the development of wide activities for parents with the assist- the upcoming summer Head Start program, once of staff. (c) writing of the application, (d) hiring of (d) Assist in communicating with parents the director and establishment of criteria for and encouraging their participation an the hiring staff and, when necessary (e) orienta- program. tion of the new members. In short, the policy (e) Aid in recruiting volunteer services group from a former program must not be from parents, community residents and com- dissolved until a new group is elected. The munity organizations, and assist in the mo- expertise of those parents who have pre- bilization of community resources to meet viously served should be used whenever pos- identified needs. sible. (f)Administer the Parent Activity funds. c. Functions. The following paragraphs and (3) The Head Start Policy Council. Chart C cKgrts describe the minimum functions and outlines the major management functions degrees of responsibility for the various pol- connected with the Head Start program at icy groups involved in administration of the grantee level,whether it be a community local Head Start programs. Local groups may action or limited purpose agency, and the de- M9 Community Services DepartmentCon}rChild Development 374-3994 Contra I a Communty Action 313-7363 AdministrationCosta Food Service 374-3850 1220 Morello Avenue, Suite 101 Head Start 646-5540 Martinez, California 94553-4711 County Housing and Energy 646-5756 (510)313-7350 PATHS 427-8094 Fax: (510)313-7385 EE__r Joan V. Sparks, f =- Director August 18, 1995 srd couN`� _ Mr. Arnold Flores, Chairperson and Members of the Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Drive, Suite 100 Martinez, CA 94553 Subject: Responses to Issues Raised at August 7, 1995 Meeting Dear Chairperson Flores and Members of the UCSSO Board of Directors: This letter is in response to-the issues and concerns raised at the August 7, 1995 meeting with Mr. Phil Batchelor, County Administrator. Corrective Action Notice Number One-(Rescinded) Based on the additional information received from UCSSO and the Contra Costa County's Risk Management Office, Corrective Action Notice Number One is rescinded. Unbeknownst to the department was the fact that UCSSO had secured a new auto liability and umbrella policy to be effective June 30, 1995 so that there was no gap in coverage. We agreed that in the future UCSSO will submit written notice to the department at least 30 days prior to any cancellation of insurance coverage or change in its insurance carrier. Corrective Action Notice Number Two , The corrective action notice for the extended services at Bridgemont stands as submitted to UCSSO on July 31, 1995. UCSSO is out of compliance based on the agency's failure to comply with Federal Regulations with respect to(1)maintaining at least an 85% average daily attendance, (2) maintaining a wait list that is at least 10%of funded enrollment, and (3)major program and budget changes were implemented without prior Grantee and Regional Office approval. Any amount disallowed from the$25,000 grant will be discussed and*a rt payment plan developed. Affirmative Action/Equal Opportunity Employer exH Contract For Accounting Services Through our discussions of August 7, 1995, we learned that UCSSO did not employ an open competitive bid process before selecting the CPA firm of Carathimas, Bohren& Company for proposed accounting services. Review of the Federal Regulations appears to indicate that a lack of a competitive bid process may present a problem, given the existing Grantee contract. Further, it is the Grantee's position that the CPA's proposed services to UCSSO as both an independent auditor and as an accounting service provider is a conflict of interest We agreed to continue discussions with Mr. Carathimas regarding his services as both independent auditor and as a staff accountant. Once we review the scope of work for his accounting services,we will continue the Technical Assistance to UCSSO. In response to your memorandum dated August 17,on August 8, 1995,Al Prince sent a copy of Appendix H-Attachment O, "Procurement Standards"of OMB Circular A-110, "Grants and Agreement with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations"to Mr. Carathimas. LPC Member on UCSSO Board of Directors According to Federal Regulations 45 CFR Part 1304 Chart A Special Notes#5,the Grantee finds that a conflict of interest exists for an LPC member to also be a voting member of UCSSO's Board of Directors and also a member of the Grantee Policy Council. Therefore,the person in question should resign from the Policy Council and if appears that the LPC member should also resign from the UCSSO Board of Directors to avoid further conflict of interest. We suggest that the Board of Directors review its bylaws and if there is a provision that allows a LPC member to be a voting member of the Board that that provision be amended. Please keep the department informed of the specific actions you take to address this matter. Summary UCSSO will: (1) increase the communication with the Grantee by providing prior written notice regarding insurance coverage, (2) repay disallowed Head Start costs for the extended service at Bridgemont once these amounts have been determined, (3) submit timely demands with accompanying support documentation, (4) Revise bylaws and submit copy to Grantee for verification, (5) continue to accept training and technical assistance regarding procurement procedures and appearance of conflict of interest and, (6) remove the appearances of conflict of interests once they have been identified. T The Grantee agrees to provide upon written request-from UCSSO continued Training and Technical Assistance that is outcome based, as well as continued monitoring to ensure a higher probability of contract compliance. The County Head Start Contract with UCSSO states that three corrective action notices places the agency on probationary status. While the Head Start contract allows the issuance of corrective action notices for violations of Federal Regulations or Contract Terms and Conditions,the Grantee has been able to resolve many issues with UCSSO without the use of corrective action notices and only issues these notices when there is a matter that materially impacts the program and/or its administrative management. UCSSO will receive two additional corrective action notices for the following issues: • failure to be in compliance with the issues identified by the Federal Review by August 15, 1995 consequently the Grantee was unable to certify,in our letter of August 17, 1995 to the Administration for Children and Families,that UCSSO is in compliance. • unauthorized transfer of Head Start slots from Antioch to Brentwood. Detailed corrective action notices will be sent to your agency by August 23, 1995. UCSSO is solely responsible for performance that maintains contract compliance. The Grantee continues to offer Technical Assistance and Training to help the agency and will cooperate in all ways to improve our communication. However,it is critically important that UCSSO comply with all Federal and State Rules and Regulations and contract terms and conditions. Please call me at 313-7350 if you have any questions regarding this matter. Sincerely yours, roan Sparks, Director cc: Board of Supervisors Phil Batchelor, CAO Scott Tandy Head Start Policy Council County Auditor-Controller Daneen Cali, Head Start Acting Program Manager L: Nob e000 Qrwy Agct.d ` W.r„8�..,. ID May 31, 1995 Administrative Offices JUN 0 2 1995 O 837 Arnold Dr.,Suite 100 - Martinez,CA 94553 U (510)229-2210 !i}= " .Fax(510)229-0309 :; '.�.—��:%'v-- '�-•' - Joan Sparks, Director Community Services.Department Community Centers' Contra Costa County 0 837 Arnold Dr:;Suite 160 .1220 Morello Avenue, Suite 10.1 Martinez,CA 94553 (510)229-1600 . Martinez, California, 94553-47.11 C3 '157,9th`Street = Richmond,-CA 94804 (510)232-6050 Dear Joan: 0 501 Railroad Ave.- Pittsburg CA 94565 . -We greatly appreciated yesterdays meeting called by Scott Tandy that w111 allow (510)439-7315 -us to address the issues raised_ with greater clarity- We feel that this additional, o 1-20 oak Street - 'insight will enable us to more comprehensively meet your requests as outlined:in `13ientwood,CA 94513 your memo.:of May 4: ..1995. Consequently,:we have not been`able.to. meet the, '(510)63.7. initial time ,frames outlined-in your.original letter: we apologize for-the delay ;and are requesting-an extension to`respond to'some of the findings. Head Start Administrative office Finding No.-­;One o 20 oal strezt As we explained in gesterday's meeting, Mr. Amador has been providing various. Brentwood,06 94513 consultant services for projects for-the UCSSO over the : ast three years. His (S 10)516-2060 p j p y . Faz(510),516-0162 most recent-duties have evolved tc acting:as aninterimDirector of Operations_for- the agency.-.-:When-our CPA left last August;" Mr. Amador was directed to,assume the. oversight of the fiscal- operations -for: 'ninety,days and"given..the task .of Nutrition Program reorganizing and the .responsibility for supervision of the fiscal-.department. We O 100 Village Dr. Brentwood,CA 94513 agree that protocol may not have been followed in'drawing up a specific contract ,(510)634-5040 to render these,servicesgiven this short period of time. We-can do that.now and have it retroactively approved by our LBC'and Board of Directors as sua uteri'-hy yg r staff. However,.we need an extension of`time to'prepare and-schedule;this Private Industry Co,,uncji matter for the LPC meeting and our regular scheduled board.meeting of June o P120 oak street 28th. After these meetings we can more fully-answer the questions and provide Brentwood CA 94513 the-information that you have requested: '(510)634-2195 Finding No. Two This expense ,was-to reimburse UCSSO, for an additional accounting. staff who provided services to-the Head Start'program throughout 1994. This staff position Was included in Head Start's staffing pattern,in-1994 as part,�of-the supplemental _ funding grants which were not approved',by-ACF. ln,January, of this year, this position was included in our Head -Start budget for 1995., Upon further review our records show that only $11;312.85 was charged to the program an not $13,213. We this ex ense as salaries"and fringe rather`than contractual services and ;requesting- approval for this Ra n c ange per k ebif G Joan Sparks, Community Services Department May 31, 1995 _ Page 2 recommendation of your staff. The amount to be reclassified to salaries is $8,865.87 and to fringe is $2,446.98. Finding No. Three The expense for legal services was incurred to review revised personnel policies and procedures, revised LPC bylaws, consultation on employee layoff policies and a request from the LPC to render an opinion on our necessity, as a private, non- profit entity, to adhere to the Brown Act. We feel that these were reasonable and allowable costs that have been approved in the past and feel that the denial of our budget change request for these costs was arbitrary. We thank you for your staff's suggestion that pro bono legal services, perhaps through a board member, could augment and keep legal expenses to a minimum. Upo staff's recommendation we are r ere uest for approval for a� line-item IMMg—et increase for these legal services. 4 Finding No. Four Computer components were purchased and invoiced at less than $500 per item. These were Macintosh items and each keyboard, monitor, printer and computer has its own model and serial number and can be purchased separately. We further want to clarify that we did not change our minds regarding purchase of these items as reflected in our letter of December 27, 1994 attached herein. We purchased two freezers that cost $449 each. However, with the added delivery and set up costs, etc., this amount exceeded the $500 cap per item. We have attached herein the list of the purchases made and copies of our budget change requests for 1994. It was understood and agreed that once this information .is received by your staff they will determine what items require prior County or ACF approval. Once it is determined, your staff can solicit retroactive approval from the appropriate sources. Finding No. Five Mr. Prince called today to let me know that the fiscal consultant who will be providing our agency technical assistance was contacted and given our number to set an appointment with us. This approach is greatly appreciated and we also consider this a proactive measure to insure an even greater level of proficiency in our fiscal office. Your staff has already been provided copies of our general ledger and the non- federal share report each month along with our demands, financial statement detailed breakdown of our administrative expenses. On May 26th V`had. delivered copies of our payroll detail for the months of March and A04 We. intend to incorporate this item in all our monthly reports from now on. If at all possible, an extension for the Quality Improvement Plan would allow us to complete the review process with my staff, the LPC and Board of Directors. -Our next LPC meeting is June 20th and our next Board of Directors regularly xh Joan Sparks, Community Services Department May 31, 1995 Page 3 scheduled meeting is on June 28th. At that time we could submit'a plan reviewed and approved by these bodies. We believe that many of these problems could have been avoided if the demand and payment process had been reviewed on a timely basis and questions asked then and not five months after the program year had ended. As you well know we have discussed at great length these past months our need to revise our Head Start Contract because of its confusing and excessively restrictive conditions and requirements. These conditions and requirements place a tremendous burden on all of us. We are all in agreement that to streamline the Head Start contract would create greater efficiency and effectiveness in operating our Head Start program. We expect and are in full agreement that everyone should be held accountable to the rules and regulations of the program. 4 We would like to thank Scott, Margaret and Al for their willingness to meet and work with us to solve these issues, which will strengthen our program and allow us to continue providing much needed services to our children and families. If you find it necessary, I can make myself available to meet with you at your convenience. Sincerely, Richard S. Lujan Executive President attachments ca Daneen M. Cali, Acting Head Start Program Manager Donna Thornton, UCSSO Head Start Director Arnold Flores, UCSSO Board Chair Desiree Smith, UCSSO LPC Chair Scott Tandy, County Administrator's Office V coo Community Services DepartmentChild Development 374-3994 Contra Communty Action 313-7363 Administration Costa Food Service 374-3850 1220 Morello Avenue, Suite 101 Head Start 646-5540 Martinez, California 94553-4711 County Housing and Energy 646-5756 (510)313-7350 PATHS 427-8094 Fax: (510) 313-7385 Joan V. Sparks, 1 - Director0. ' n. sT'1•colJtl"� - June 8, 1995 Arnold Flores, Chairperson and Members of the UCSSO Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Way, Suite 101 - Martinez, Ca 94553 Subject: UCSSO Fiscal Review Dear Mr. Flores: This office is in receipt of the May 31 letter from Richard Lujan, Executive President of UCSSO in response to the Community Services Department's first quarter monitoring report of May 4, 1995. The Board of Directors for UCSSO has legal and fiduciary responsibility for compliance with all Federal Rules and Regulations concerning its contract for operating Head Start in East County. Therefore we must require your immediate response to the Department's continued concern over unanswered findings in our recent review. None of the documents requested by the Department in its May 4 letter to Richard Lujan have been received. It is necessary that we reach closure on this matter as soon as possible. Except for time extensions provided in this letter, we expect a response to all- unanswered questions and requested documents by Friday, June 16, 1995. ` Finding Number One Payments to Consultant This finding concerns unauthorized charges to the 1994 Head Start grant in the amount of$9,880 in 1994 for contract services. Your agency states in the May 31, 1995 letter that Al Amador was retained in the fall of 1994 to assume the role of Interim Director of Operations. This change was not approved by the Shared-Decision Making process as required in 70.2/1-30, 1304.5-2(a)and under the terms of your contract. 1 Affirmative Action/Equal Opportunity Employer Given the information provided in the letter, the Department cannot authorize the use of 1994 Head Start funds for consultant services provided by Al Amador. Notwithstanding Mr. Lujan's response that a position of Interim Director of Operations had bee]4 created, Mr. Amador was unable to confirm his appointment to the position when asked by our monitors. Our monitors received conflicting responses from UCSSO staff and Mr. Amador. We have serious concerns regarding the inability of UCSSO to reconcile these contradictions. The Department has no record of Mr. Amador,his employees, or his companies doing business with UCSSO for Head Start in 1995. Any 1995 charges by Mr. Amador that do not conform to Federal Rules and Regulations and the provisions of UCSSO's contract with Contra Costa County will be disallowed. Our other issues with Al Amador's services are listed below: 1. The Basic Contract and Supplemental for 1994 did not provide for n"Director of Operations"on the staffing pattern in the contractual or personnel area. 2. There is no record of any budget change requesting that 1994 Head Start funds be directed to fund such a position or contract. 3. .UCSSO does not appear to have a procurement process in accordance with federal regulations,whereby the successful candidate for the position of interim Director of Operations(if approved)was chosen as the result of an open competitive process. 4. There is no evidence of a formal 1994 contract between UCSSO and Mr.Amador detailing the purported services with necessary approvals under federal rule for the Head Start Program. Therefore, we must ask that UCSSO provide no later than Friday,June 16, 1995,the following: 1. Copies of all service agreements, contracts and/or invoices, 1099s and W-2s for services to UCSSO by Al Amador; Contracts Services Education Inc.; or any other controlled or involved companies of Mr. Amador for contract year 1994 and 1995. 2. A written statement identifying the specific services rendered to Head Start by Mr. Amador his employees, companies or subcontractors. 3. A copy of UCSSO's accounting procedures manual updated for 1995. 4. A copy of UCSSO's procurement procedures updated for 1995. 2 Finding Number Two. Accounting Services This finding concerns the unauthorized billing of accounting services by UCSSO to the 1994 Head Start grant in the amount of$13,213. The practice of encumbering funds yet to be granted by the funding source or the contract is unacceptable. It is an extremely poor management practice and we are. concerned that UCSSO is expending requested Supplemental Grant funds prior to funds being awarded by ACF. We advise all delegate agencies not to incur or expend anticipated increases in funds until the contract has been amended to reflect the increase_ of funds. Once the CPA Technical Assistance is completed(see Number Five), we will make a determination regarding the amount of funds to be disallowed regarding the additional accounding services. We request your cooperation with the impending CPA accounting Technical Assistance and the reconciliation of your accounts(see Number Five). Finding Number Three, Legal Fees This finding concerns unauthorized charges to the 1994 Head Start grant in the amount of$1,986for legal fees that had been previously been denied for payment by the County. Your request for an additional allocation for legal fees was initially denied in 1994 based on the lack of documentation that the Shared Decision Making process was followed as required by 70.2/1-30 and 1304.5-2(a). In addition the expenditure was denied because the services were provided prior to the budget change request and did not follow your Head Start Contract requirements. To assist us in making a determination regarding this issue,please submit copies of all invoices charged to Head Start for legal fees and written justification for its use and assignment to Head Start by June 16 which will provide verification that these services were actually in support of the Head Start Program. Finding Number Four. Equipment This finding concerns the use of 1994 Head Start funds in the amount of$9,239 to make equipment purchases without prior County and ACF knowledge and approval. Paragraph five of the Special Conditions sectio4 of UCSSO'.s 1994 Head Startcontract states that any purchase of equipment over$500 must be approved in writing in advance 3 k bif C by the Grantee, and if applicable,the Administration for Children and Families-before the use of Head Start funds can be authorized. The Federal Office of Management and Budget's Circular A-110 defines the acquisition of equipment as "the net invoice price of the equipment, including the cost of modifications, attachments, accessories, or auxiliary apparatus necessary to make the property usable for the purpose for which it was acquired". In this case, UCSSO requested approval via a budget change to purchase computer equipment. When this request was questioned by the Department, UCSSO advised the Department in a letter dated December 22, 1994 (copy attached), that it would not purchase computers, but would instead purchase supplies in order to comply with contract requirements. In actuality,UCSSO purchased computer and food service equipment but billed the 1994 Head Start program for Supplies. Further,the equipment was broken up into pieces to create the appearance that"supply"type items were being acquired in accordance with the contract instead of the actual equipment purchases. This incident appears to be an attempt to circumvent and thereby breach the 1994 Head Start contract as well as existing Federal Regulations. This kind of unacceptable contractor conduct will not be tolerated under any circumstances. In order for the Department to determine how to proceed with this matter, it is necessary for you to submit by June 16, 1995 copies of all invoices for supplies and equipment purchases, and a written statement as to where the supplies/equipment are located,and to which Head Start staff they are assigned. Finding Number Five, Accounting System This finding concerns the discovery of a significant dollar difference between what was reported to the County in 1994 Head Start expenditures and what was actually recorded in the agency's accounting records. We appreciate the willingness of UCSSO under our offer of Technical Assistance to cooperate with Ms. Susan Hanson, Certified Public Accountant, who will perform a thorough review to suggest improvements to your agency's accounting records. Your request for an extension of time to develop and submit a Quality Improvement Plan (stating how UCSSO Board of Directors will take corrective action and make improvements to your systems) is granted and the plan is now due by June 28, 1995 as requested. This Quality Improvement Plan must include the oversight methods by which the Board of Directors will improve its practices under 45CFR74J for monitoring the following: . 1. All Head Start expenses, contracts and grants. 2. The financial management of Head Start contracts. 4 kl'bl'f 3. The use of Head Start budget as a planning and management tool. 4. Shared Decision Making between the Board and Local Policy CommittQe. 5. Performance evaluations of key Head Start Personnel including the Executive President and Head Start Director. In an effort to prevent future disallowed costs from occurring,your agency will be placed on a pre-audit payment system beginning with your May, 1995 expenditures. On June 19 and 21,we will be conducting a fiscal review of the first five months of 1995. We have asked Richard Lujan in a letter dated June 6, 1995 to provide the following: 1. A copy of your agency's Local Policy Committee and Board of Director's approved 1995 cost allocation plan prepared in accordance with Federal Rules and Regulations; including a detailed breakdown and assignment of agency wide cosis for the Head Start program with respect to staff, space,utilities, and other shared costs. You are also required to provide a cost allocation plan and a statement as to how charges are made for the Martinez UCSSO Office. 2. A list of all Head Start purchased equipment,prepared in accordance with Federal Rules and Regulations. We request that a member of the Board of Directors be present during this review and at the exit conference scheduled for 4 p.m. on June 21. If you have any questions regarding this matter,please do not hesitate to call me.- Sincerely, Joan Sparks Director cc: Members of theBoard of Supervisors P. Batchelor, County Administrator Daneen Cali,Acting Head Start Program Manager Head Start Policy Council Members Richard Lujan,Executive President Donna Thornton, UCSSO Head Start Director UCSSO LPC Members 5 { hiliCOO _ 46718 Federal Register J Vol. 57, No. 197 / Friday, October 9. 1992 / Rules and Regulations DEPARTMENT OF HEALTH AND conduct,and direction of local child is enrolled in Head Start as either HUMAN SERVICES programs. a three or a four year old,he or she is to ! In fiscal year:991.Head Start served remain in the program until kindergarten Administration for Children and 582,325 children through a network of or first grade is available to the child in Families approximately 1.340 grantees and 6:0 the child's community,except when 45 CFR Part 1305 delegate agencies.Delegate agencies there are compelling reasons for the have approved written agreements with child not to remain in Head Start.This grantees to operate Head Start would,in most instances,prevent a RtN o9To-AEo2 programs. child from being enrolled as a three year Head Start Program While Head Start is intended to serve old but not served at age four•as is primarily low-income children and their possible under current regulations.This ACENcr.Administration on Children, families,Head Start's regulations permit rule would also draw attention to the Youth and Families (ACYF)• up to 10 percent of the children in local importance of gran!ees carefully- Administration for Children and programs to be from families who are weighing the need for more than one Families(ACF).Department of Health not low-income.The Act requires that a year of Head Start services when and Human Services(HHS). minimum of io percent of enrollment making decisions to enroll younger ACTION:Final rule. opportunities in each Sate ire made children,since serving a child for m,re available to children with disabilities. than one year means that another child sum. w art The Administration on Such children are expected to will not have the opportunity for a Head Children,Youth and Families is parlicipale in the full range of Head Start experience. zmcnd:ng 45 CFR part 1305 which Start activities with their non-disabled Jverns eligibility re emerits for peers,and to receive needed special Umar Current regulations.iibchi dre '.L;n ere € g- Y q•'ir p are more income-eligible children than enrollment of children in Head Start. education and related services. can be served•programs trust selec: Currently.most Head S!art grantees. II.Purpose of the Final Rule those families with the lowest income. have more children living in theirle When programs adhere to this single service areas than they are able to The purpose of this nl. is to define a F 8r C, serve. Each g:ar.!ee must make process to be used by local Head Start criterion,it limits their ability to respond decisions regYrding recruitment. proarar ns for the recruit.-nent,enrollment to a var:ety of special circums!anc Is.n sflection and enrollment of children. and selection of Head Start children that their communities,such as the ne 's c. The purpose of this rule is to specify is organized, focused,and more uniform families involved in substance abuse or procewurEs that gill assure that these amongz:'iantees and i+`iCh rrovides of single parents%.ho are working. decisions are careful)_plarred and opportunities for the greatest nunber of In addition,the current'regulation may made at the;,cal level:give all children to be considered for Head Start cause programs to Enro:}three year o'd in:e._sled fami'.:es an op'Tor!unity to be services. children and serve thein for two ti ears. tor:s:de:edt for enrollment: and help Curren'.ly,Head Start g-ar.:ees are not because they believe they neer:an m,:,-.'jin fu''1 en.ullment,allowing as funded to serve a geographic area.This additional year of service,b;:t sirnply r.,an� e'ia`.biC children as possible to be area may be a city,county,tn;;lticity. because their family income is sc�:vgd, n)tricot rliy,or other area that lower than another child's. possesses a commonality of interest We are expanding the cr er;a Ior EFFECTIVE DATE:This rule is effective needed to operate a Head Start program. g Nc:ember9.!z92,, ; selectingamor, income-el:gibJec..: d:rn FOR FUR?:iE.i INFORMATION CONTACT' In the past,we}SatiE aSSllmE:.that a by allowing each program to dE;:,e ! r grantee:s responsible for providing other criteria,in addition to to- vest Duug.as K.s.?hr, Acting Associate Head Start services to its entire service , Ccmmissiuner,Held Start Bureau. income.Such criteria might include t^e have org beenccncentra etd in certain age of children or the special reeds'hat l'C_;_05-b569. a family may have.l�Ve believe this:crit S PPLEItENTARY INFORMATION: parts of the area because resources reSlllt to programs estab:15}lrg cri:2r a 1.hro�ram Purpose were limited.Vl'e are concerned l}18t. aS for selection that are more close'v bas<d funding for Head Start programs tread S!a:L as authorized under the increases,grantees may !end to expand on the needs in their Co - an nines and s. Start Ac! (the Act), section 635 of services in the areas where they are the Capacity of their prcora r';b!;c Law 97-35. the Ornnibus Budget already operating,rather than move into However,as programs deier.:.i.^-E i`:e:r RG err_:iation Ac! of 1981,(42 U.S.C. unse:ved parts of their service area. We own selection criteria based en iocs) X831 et seq.)is a national prcQram are. therefore,requiring:(1)That needs and circumstances,we~Gant do rovidirg,comprehensive child grantees clearly identify a specific urge,programs to Consider serving:..e der elopMent services.These services service area which is agreed to,in maximum number of children during`e ase proviJed P-,:mari!y to ler:-income writing, by the responsible HHS official, year before they enter public schoc!. children,age three to five, and their and (2) thatrantees consider the needs Programs are expected to serve he families.To help enrollee]children of and recruit children from the entire children with the greatest need fr,l "d ach."eve their full potential.Head Start geugraphic area they have agreed to who can benefit the most frc-n tl-A programs provide comprehensive health, serve. to the extent their financial Start.When a program's resC•_7C" ""e ::1i"-lional.educational,social and other resources allow.This.combined with limited,such Choices should -Q services.In addition. Head Start the establishment of new grantees in considering whether the reeds c-;' `'�e programs are required to provide for the currently unserved communities or yea.olds justify providing them:::t'! direct p2nicipation of parents of service areas,will enable the maximum two years of service at the ex;er.se�f en,ot!ed children.Parents receive number of children to have an 'eligible four year o'ds who v:ould training and education that fosters their opportunity to enroll in Head Start. thereby not be served at all. understanding of and involvement in the In order to help children carry the In addition to these major elemc-71s. de,eiopment of their children.They also gains they have made in Head Start into this rule requires that Head S:art become involved in the development. school, we are also requiring that once a grantees: j. n ;r IFederal itegrsker Vol.57:Na. i97{FYidey,October 9,j992 {Rtttes and Regatations 46729 • Make desisions about the diesp of popuintioa shiFts Som cocoa p+srt of tt►cis "Sectiowa i3tx53 DefeYrnir YW 4weir program based oe a periodic service area to ano�.There is a reed Community Needs 4 aw^'w'{'"'ty neeciz assessrrm-nt&at to dmake sure that enrollment With respect to paragraph(ajwe includes Lhacutl tiost and anal}^sis of oppattunitats art availablerrineze the have Mack a srnallClarifying - data about demogngA i=arai}aIs}e l eed for Heard Start services is greatestrin grantee sersis a areesb be resources chilren. and the c+ee+ch cif families atsd . The number.otStale and locally � by iib}e I-M • wTmplemeat a recruitment process . funded approved programs continues to officiaL - diat is des4ped to Worst all inoo b—e . increase.In some cases,this means a Several respondents from PrWems eligible Lun!Lu within their recruitment sigrilfficant decrease in the cumber of serving migrant tarmworker famlies arra of the avallability of services so children who are available to be served expressed concern about their d4lity to families may have a fair opportunity io by Head Start.Grantees must take into identify thea ser ke sires at the time apply and be considered for enrollawrent amt Other PrescSO01 mTvirft for they submit a refunding riding application when the number of rlildrea who can low4nwme children in their community unless the servkz area could be broadly be served is limited � when determining the need Ear Head defined.For example.if crops!fail or it • Maintain handed enrollment ao gnat Start services in specific areas.' the weadner is bad.migrants may not resources can be used eMciently. This final rule reorganizes the content return to an area where they have been • Implement appropriate Iamily of part 3305 and sets forth additional to the past We believe that the language support procedures Ior those i Udren actions to be taken by Head Start in the NPRM is adequate to allow for with patterns of unexcused absences so grantees and delegate agencies to negotiation with the responsible HHS these children have a,greater recruit,select and enroll those chli dren offkial to approve a geographic area opportunity to obtain the benefits of and families who are most in need of or that would be broad enough to meet the regular attendance. who rill benefit the most from Head needs of Migrant Head Start ptograms. ELI.Ruletnalcing Hissary Start services. However,the final rule has been 'i*nis Rule was published in the 77w final rule contains revisions to the changed to require that the responsible Federal Register to FR 29970)on July NPRM whicb iacorporate,asoil f5 officials approve each grantee's c 23,1990 as a Notice of Proposed appropriate, the Comments received service area in comments were received Rulemaking TNPFMf).7be NPRM from the general public,local Head StaTI A number of oanme proposed amendments to part230.5 staff and parent&national organizations concerning the requirement inparagraph based on changing conditions that have and other interested agencies (b)that each grantee must conduct a affected the Head Start program over- cxammunity needs assessment once the Asst several years.The most EV.Section by Section Dsscussson of the every three years and that it Contain ignificant factors are the following- NPRM specific data regarding the local • Somegrantees are not maim community.Some of the respondents funded enr�allinent levels throughout the We resxived 8S fetters with over 250 separate rate comments on various sections supported the community tte�etis Program year.In some cases,grantees assessment informatiott requirements hieve full etnzollrtrent in the beginzning of the proposed revisions to part 1305, and indicated that the data an of the year but are not ab4e to fill Many of the ve of the were positive reasonable and available.Some vacancies that occur during the year.In and supportive hclarity and. indicated that the data are typical of other cases,grantees are"t able to comprehensive nature of the revisions, those currently being used in their achieve full enroilmetnt at any tirtre A number of comments also expressed agencies.Other respondents disagreed during the program year. specific concerns regarding particular Some indicated that Geasus data are the • Soros grantees are verviq chi dreti sections of the proposed regulation.We only reliable data available is their foe more than one year simply because have reviewed all of the comments communities and that these data are they meed to fiO vacancies.Ln Porne received and,after full consideration, only useful for a limited number of instances,tins occurs because the have modified some sections of the years.Some indicated that the mcial program's recruitment arae is too small NTRM Discussed below are the revised and ethnic date are riot reliabir because and children must be served for two ,sections tad the rationale for making a of tmderrwnticrg in some commu.aitim years simply to meet agreed upon change from the NPRM. Several indicated that data on the enrollrnent levels,while c�hiklren receive numbe:-s of torr-income children with no services in communities outside the Section 1305.2 Defvrilions disabilities are not available since recruitment area. 7be definition of children with disebliag conditions are not identified Many grantees are e):P— cswcang disabilities In paragraph(a)was by income ca*gories. high tumov,er rates amofj prop—am eha.rnged 6nce the publication of the in response to drew concerns.we enrollees.The natiaaai average for NT M.,h now reflects the wnended modified acme of the data requirements. children who drop out o1 the progra.rn definition in the individuals with We ordered the data requirements into a after they have been enroiied is 20 Disabilities Education Act(IDEA)as more logical sequence of nnfomatron percent dam agency's funded regcure 'by section%Old)of the Head and we clarif5ed some of the wording. enrollrneniThere Is a need to make sure Start Act We also aim that some dthe that all grant eeslzvisystem-is,in pLUX data,particularly Census data,mey not In respaase to comments received the remaln aocurate over the k for Qlirng vacarwcies as Lne7 occur. r length of time • Masny,grantees are finding that t1:e Phrase""'thi.n the pas,12 z oths"wwas that they are seeded.We expect&M number and location of eligible children added to the definition of rznigraat grantees will estimate some of tht iso their service arc's have changed families in paragrapb(I)to make it clear iriformstion,particularly the rwumybets oT :onsidarab2y over time.in some casews that ch2idree served by Migran3 Head eligible chiilciren,and rney have to tree th-ere a-re many more children eligible to Start PfOgwss are to be from mobile pmxy date or make adjustments as be aeryed&,an im the,past.Other migrant Le=ili" that have rioted wr►ititim decennlnl Gtnt'at dein become Eesa grantet-s h.a�ee expef-�e noed et,i cant the peat 12 a outlws. current We have incited the word EX ITL 46720 Federal Register / Vol. 57. No. 197 / Friday, October 9, 1992 /.Rules and Regulations "estimated"regarding the number, least 90 percent of the children who are out the application form in order to ; + geographic location and racial and enrolled in the program must be from assure that all application-requirements ethnic composition of children in the low-income families.Several for the program are completed before grantee's service area. respondents,many of them parents of the selection process begins.There was Comments received on paragraph(c) children enrolled in the same Head Start one comment supporting this section of this section-bf§1305.3 were Program,requested that the income- and no change has been made. favorab!e.A technical change was made eligibility guidelines be raised to allow Paragraph (c)of the NPR_'•f added a for clarification. programs the option of sen-ing children new requirement that,for each p:ograrr.. Paragraph (d)of 11305.3 proposed an from families that are barely over the except migrant programs,the number o annual update of the community needs income-eligibility guidelines.Others applications obtained during the assessment to assure that changes-in the suggested that Head Start income recruitment process that occurs community are refiected in the Head eligibility should be the same as that of the beginning of the enrolirr.cnt T r, 10 Start program decision-making p:ccess. the USDA Child Care Feeding Program must be at least 20 percent grea!e: :'an Several respondents suggested that we for free end reduced meals.We are not the enrollment opportunities that are eliminate Lhe updates in years two and changing the requirement that at least 90 anticipated to be available over tl:e three since communities do not change percent of families must be at or below course of the next enrollment urea-, that much.We believe that there may be the income-eligibility guidelines,since There were 21 cornmerts on tl.;s se:ticn instances where there are significant we are currently serving on!y a portion Some respondents supported havrr•r a changes in community circumstances of the eligib!e children from famiiies that sneci!:c.me2surab!e reGJ?e:rer: over ore or two year period.and, are at or below. the guidelines.In rega- ding the number of aprlicatic-s therefore.we are keeping the language add:tion,changing this requirer:ent each piog-am must obtain during;h el as it%vas proposed.We do not expect would involve a change in ;ce Head Pi310r recruitment effort.Most,hot e.e- granic— to conduct an extensive review Start legislation regarding ho%v the disagreed,indicatin;tha!the amou-t Of cornm::aiiy needs assessment poverty line is determined. - wE5 not realistic,es eciaiiy for lar ge information in Lhe second and third There were no comments or, proa-ns.Some ind cased Lhat it%:� !d years,but rather to limit analysis and paragraphs (c).(d),and (e)of§1535.4 , ot eliminate the need for ongoing to these areas where there and no changes have been made. recruitment to fill vacancies wn n 33 have been siorificent chznges tiro; require a program to adjust plans for Sect;o:r J305.3 RecruiL::•ert of C.�i!e'rEn days of their occurrence.since fz^i!i.s Head Star!services. This section describes actions to be on the waiting lis!.are_oftes as There were no comments retarding taken by Head Star;grantees 2nd as fa-:ries enrolled in lite pregra-r. paragraphs(e)and (f)of§ 1305.3 and no de;egate agencies when recruiting Head Others indicated that, as pregharns L:t: Che-12eS hEVe been made. Star! child:e:!. to sauce a higher pe:car.:age c,':) e Paragraph (a)requires that ezzh Head eligic'E pcp:;ration in M L.'n Sect;on 1305 .4g2 Oh C'r1:L�rt7 Q^� Start P7Car3m er. 'oy a ret rt ilment communities,it will become r:.ore Fc,milyLrcorreE.rig;bili:y' process that assures fJ) emol!men: in difficult to adhere to t!::s Paragraph(a)of§ 1305.4 proposed a the Head Start Program.Several t%:e agree that current ar.d f:;:o-c change in the age eligibility req,.Jremert respondents wro!e in support of this increases ir. the number of chiicr:n by stating thel a child would be eligible requirement.indicating that it refiects sen•eo by each grantee rr2y maxi it for Head Start se.vices ushen the child is current practice in their Heazi Start increasing!} difficult for grantees to at least th ec tears of age by the date Programs.Others,while supporting as meet the requirement for a fixe3 used in the community to determine intensive recnriLment effort,were percents£E of appiic2tior:s. VVe a-f eligibili-v for p::blic school,unless the concerned that the NPP_M implied door- modif}:ng paragraph`, (c)o'!;his 56:1:07. approved grant award specifies to-door recruitment that is not a!%•:a%-s by dropping a fixed percen:_Fe of o!he.-wise.All cer::ments on this possible because of limited staff and applications that progra-nS are retil:re3 paragraph Were positive and no charges safety factors.This paragraph is a to obtain during recruitment ane?are haxa been mage. restatement of the existing policy rec-.:iring programs simp!y to ob:F:r, a Several respon; eats were concerned contained in the Fzrollment and number of applications that is grea:t-r that the discussio rega-ding giving four- Attendance Policies in Head Start, S-30- than the enrollment opportunities t:-=t year-old chiidren prior::y over other age 317-1-40,A.I.a.,1.b and I.c.The intent are available over the course o`tie groups implied that programs% ere of this requirement is to reach those year.This%vill allow each Head 5:27 limited to serving four-year-old children. ch,!dren most in need of or who could program to estab!;sh an irdiv;dua: : :zed The purpose of the discussion in the benefit most from Head Start services in target. preamble to the NPRIM was to order to provide them with an We proposed a new requ-rement !o emp' asize the principle that programs opportunity to apply for admission to address the drop-out pattern of r-:F_ant must make decisions regarding the the program.In respunse to the concern programs in paragraph (d) of the \FRNI needs of each child when selecting those stated above,we changed &,a word that,prior to beginning Head Start to be served by Head Start.Some "must"to"may"in the last sentence of services in anew community.MIFF :t children may have needs that would paragraph (a)concerning activit;es in programs m"I obtain a number of warrant more than one year of Head the recruitment process. applications that is at least 20 pe:cert Start services. Others may not have the Paragraph(b) of the NTPU f added a greater than the enrollment same level of need.All children, once new requirement that, during the opportunities that are evailab!e enrolled in Head Start,are to remain in recrui!ment process that occurs prior to- they are providing services in that the program until they are eligible for the beginning of the enrollment year, a community. Respondents from programs public school,unless there are Head Start program must solicit serving children of migrant farmworkers compelling reasons for the child not to applications from as many Head Start did not believe that this requirement remain in Head Start. eligible families within the recruitment was realistic for their programs.since it Paragraph (b)reiterates the current area as possible.if necessar}•, the is often difficult to anticipate the requirement contained in § 1305.4 that at program must assist families in filling number of families that will require Federal Register f Vol. 57, No. 197,f Friday. October tober 9. 1992 Rules 2nd Regulations 46721 ----------- Head Start services.Most families are family as they apply for services. meet the Head Start eligibility nrolled as they arrive in a community Families and children that meet the requiremerts contained in 11305-4.The and netts Head Start services. criteria would then be selected for Head Start Act requires that 10 Percent Enrollment is often gradual in the first services.We,therefore,are rot changing of enrollment opportunities tunities within each few weeks of services.We agree that this paragraph. State be made available to children with this requirement would-be difficult to Paragraph(b)requires that.in disabilities.Paragraph(c)proposes to implement for programs serving migrant selecting children and families to be require each Head Start program to children and we are eliminating this served.the Head Start program shall meet the to percent figure in order to paragraph from the final regulation. consider income,age,and individual assure that all programs are serving Paragraph(e)in theNP&M contained child and family needs.This would children with disabilities in all areas in an exception to the requirements change the current requirement in the State. contained in paragraphs(c)and(d)for 11305.4 that children from the lowest There were several comments on this programs that do not obtain sufficient income families shall be given paragraph.Some supported requiring applications from Head Start eligible preference.All comments related to this grantees and delegate agencies to families to meet the requirement.Since paragraph were positive,supporting the provide at least 10 percent of their we are eliminating the requirements Cf opportunity to consider child and family enrollment opportunities to children obtaining twenty percent more needs in addition to income when with disabilities,since that is already applications than the enrollment selecting children to be served by the the practice with trost programs.Others opportunities that are available that Head Start.program.We have.however. were concerned about the feasibility of were contained in paragraphs(c)and added new language previously achieving this requirement at the (d).it is no,necessary to retain contained in the NPJZMin paragraph(d) 'grantee level in light of the growth of paragraph (e)and it has been eliminated. of this section,that proposed to require early intervention programs for- from the final regulation. , programs to give priority to serving preschool children that are operated by Section 2305.6 Selection Process children for whom kindergarten or fiat public school systems.We agree that This section contains requirements for grade is not available. - there is an increase in the number of establishing and implementing a process Based on comments received on programs serving preschool children for selecting children and families to be paragraph(d)of the NPRM,we are with disabilities and that it may be more enrolled in the program.Using selection eliminating the requirement to give difficult to recruit children for Head criteria'that are based on the priority and.instead. are making the Start services.In recent years.131 information obtained from the availability of kindergarten or first percent of Head Start's enrollment has community needs assessment,each grade to the child one of several criteria consisted of children with disabilities. program must go through a process that to consider when selecting children for Most programs have successfully selects those children and families that enrollment in Head Start.If kindergarten achieved enrollment levels of at least 10 are most in need of and who could or first grade is available to the child in percent.We are retaining this benefit most from Head Start services. the child's community.we encourage' requirement as it was,writter,in the This is intended to assure thateach programs to give that child a lower NPRNI because we believe that there are program considers all of the children priority for service.We recognize that many children with disabilities who and families applying for admission to for reasons that include those discussed would be best served in a Head Start the program in order to identify the in comments on paragraph(d).there will program.In some instances,children are children and fam'hes that are most in be situations when a child should served by Head Start for some portion reed of Head Start services,as'defined remain in Head Start when kindergarten of each week and by another local by each program.for the community it is or first grade is available.For example. agency for the remainder of the week. se'rvir:S. - we recognize that,in some instances. We continue to encourage this Paragraph (a) incc.-por2tes the children who are age-eligible for arrangement. rc;u'-ement found in the Enrollment an that an .d kindergarten do not have the option of Paragraph(c)also states Attendance Policies.S-30-317-1-40. going to kinderga.-ten because of local, exception to the requirement can be A.I.e.,reR3rdin8 the sc!ection of circums!anzes that include readiness granted by the responsible HHS c 1,C.di chi'--ren art: fami!ies.It requires thea: testing,and lack of transportation. Head if a program made an atic—, pt to co7.;-1:: e= -::h pran!ee and delegate agnicy rr.-,:s! . Start P70873.T.S,therefore,may provide but C0Jd not because es!,ob!:':;h a written process for selecting services to the child who does not Pass children with dis2,b;',iti2S are being cn.­,o7en and families than is based on a kindergarten readiness test and would serve6i by other agencies or w'.len He..d *1-� 's s I Z I ise remain at home for 6e entire S:eri is rn -,e_-j!ic selict;cn criteria. othe-.V� nit 0,emost approprite A sl:!8!2 Can'.-Men!0-1 this PF-73grZph year.On the ot�Er hand.if a ctt*.Id can placerenl f07 them.There scvr;al ciin:�fi-orn a director of a program attend kindergarten or first grade.we ccrn-rpnts rdaied to cbtain-OnE --1 F -ir- -J 1:farrni-�orke, families believe the child should receive a lowEr ior M,- - ondcz!s ti ere f!ri ,r; k,71ir excep, .. o.I .Fsp Th.-7,-.;rcrden1 ind::-a*ed that it is priority for enrollment in Head Sic-.1 co-.Zarned ZnCUt t.;-,C d;tNc-,1L for migrant p-r.-rams to l an than a child whoc a:incot be er.70fltie in com;e!'­Tn for scrv;ng ch:16rcn v.-I!h ex*nsi%-e selecfion process since schacl.To do otherwise may dere` in rzar!y `.-ttrvenUC-n are en]`Dl!Ed as trey arrive in a another eligible child the opportunity to programs.This could mean that mniink I :Pate i comrn-;n'ty.While it matt'be difficult for participate n Head Start. pro8t;im.s v.-o0d be requestipp an -rograms serving thwart farmv.-orker Paragraph(c)of the NPRM adde6 ir excrtl:cn cn a regular basis.In iamdi =_s to compare ail children and new requirement that each grantee and response to this,we are rcE:ring';';c farn',lies 'hat could be served when delegate agency must make available at poss:*­iiiy of an exception to the! sellecting which families have the least 10 percent of the enrollment requr!merit,but we are broaden.'Ir:g 1}:t greatest need for Head Start services, opportunities in its program to children r'easor for an exception by el;rnina!'ri.g V.,e believe that it is important for with disabilities who meet the definition the words-income e!igib:e."This migrant programs to have pre- of children %vil.h disabilities in req---Ires programs to make enro)imenl established criteria for selecting each § 1305.2(a).Such children must also opportunities available to children with 46722 Federal Register / Vol. 57, No. 197 1 Friday, October 9, 1992 Rules and Regulations disabilities,regardless of family income, do have kindergarten or first grade have to continue serving children for a before requesting an exception.We available to them should be given a second year when another child=light believe that this broader interpretation lower priority for services than those have a greater need for Head Start is more in keeping with the intent of the that do not.We do,however. services. Head Start Act's requirement to provide understand that there may be situation, We believe that continuity is an enrollment opportunities for children such as those received in comments an important aspect of Head Start serviLts wish disabilities. this paragraph,when programs will since one of the purposes of the prop,?', We are further clarifying that,when dbeide that it is in the best interest for is to prepare children for entry into er-ro.t1ing a child with disabilities in the child to remain in Head Start,even public school.We believe that once a Head Start programs must consider though this may preclude another child child is enrolled.it is important for the whether the type of program services from receiving a Head Start experience. child to ccritinue to build on the gains provided by Head Start are the most Paragraph(e)incorporates an existing achieved in Head Start.In order to appropriate placement for the child policy contained in the Enrolknent and maintain these gains,we think that 811 according to his or her Individual Attendance Policies in Head Start S-30- children should be enrolled with tl�e * Education Plan(IEP). - 377-2-40,A.7-cl.,regarding the understanding that they are to continue Paragraph(d) of 11305.6 of the NM%1 maintenance of waiting lists of Head receiving Head Start services until they added a new requirement that a Start eligible children-and families.It are eligible for public school.However, program must not enroll any child who requires&zt,at the beg!nning of each because of the comments that were is eligible for kinderg2rien or first grade enrollment year and throughout each received,we have added the option for and for whom kindergarten or first grade year.a Head Start program must - I available in th' that t an exception when there am co.nprzl'*jng 15 ava# e child's community develop and maintain a waiting list a, reasons for the child not to remain in I unless the program has first enrolled all ranks children and families according to Head Start.A compelling reason for not interested and Head Start eligible the program's selection crilena to help re-enrolling a child might be when the children living in the program's service assure that elgiole children and families &:.!d is from a family whose ir.come has area Tor whom kindergarten or first are immediately available for risen and the program wishes to enroll a grade is not available.A large number enrollment in the program when different child from a more needy of respondents commented on this vacancies occur.No comments were family. paragraph.A sipall number of received on this paragraph and no We have also added that.rather&-nn respondents supported the requirernent, changes have been made. simply being generally available, stating that it wound strengthen their Section 230.7 Enrollment and Fee- kindergarten or first grade most be position when school systems want enrollment available for an individual child'in'&.e children to return to Head Start even though they are eligible for public This section contains requirements" or child's community to emphasize the school.Most respondents disc ed the ongoing enrollment of children in a continuity of services once a child is enrolled with the requirement,wanting to retain Head Start program. in Head Start.This would the option of giving priority for Paragraph(a)is intended to assure prograrns the option of serving children enrol!.ment to children when they are continuity for the Head Start child who are age eligible for kindergarten b:jt agri-eligible for kindergarten,because between Head Start and kindergarten or cannot attend because of local they believe it to be in the child's best first grade.As stated in the NPRIA,it circumstances that include readiness interest to remain in Head Start.Many requires that all children who are testing or lack of transportation.In respondents were particularly enrolled in a Head Start program,except addition,we have dropped the proposed concerned that they be allowed to retain children enrolled in a migrant prc9ram exemption for continuity or enrolment the option of serving children with or a Parent and Child Center,must be for children in Parent and Child Center-- disabilities who are of kindergarten age. allowed to remain in the program Pa m until regraph (a)of this section.Since The National Head Start Association kindergarten or List grade is available the NPRM was published,the most tho,,;ght that this requirement would in the child's community.Most of the recent Heard Start Act in section 640 violate section 645(c)of the Head Start comments received on this paragraph added a requirement that agencies Act that allows programs to serve were positive,supporting the continuity receiving funding for Parent and Child children through cor I n,pu!sory school of services to children once they are Centers are to Provide continuous children through compL!s attendance. enrolled in Head SlarL One respondent services to chilc:Y Some respondents indicated that, who disagreed with the requirement school age,to the maximum extcnt because kindergarten is not mandatory stated that there are times when meeting practicable. in many school districts,some school this requirement would be difficult.Far Paragraph (b)requires that eash Ht id districts do not provide transportation, example,when centers are moved from Start grantee must maintain an leaving many low-income families one community to another because of enrollment level that is not less than !"t *ithout a way to get their children to population shifts,programs would be enrollment level indicated on its gran, school.These children frequently stay required to continue serving children award-Paragraph (b)also inch;des t,y-:, home for the year they could be in who could be returning to Head Start for exceptions to this requirement:(1)V.i:: kindergarten. a second year of services.We believe a progrz.=,determines that a vacarry We have considered all or these Lhat, in this situatioxi,parents could be exists,up to 30 calendar days may comments and are eliminating th:'s off1fred the opportunity far services in elapse before the vacancy is fiiled- and paragraph from the final regulation. We another center,but programs should not (2 a cen:e,-�bacs�elwo �la�m�ma elect 2 a n M a `scan _ancv have,however, added language to have to make extraordinary ''not to when it would paragraph (b)of this section that arrangements for transportation,orother resutiinechild beinvenro]!E-dless requires programs to consider the services in order to continue serving 'ca ender days from the end o ilhe availability c!'kindergarten or first some children. programs enrollment year.Most e'the grade to the chid When selecting Another respondent thought that this eom en ear tKis Paragraph children wo are to receive Head Start requirement wood mean that programs were positive-Respozzdents parkicular!y services. We believe that children that first enrolling a child at ege three would supported the option of leaving Federal Register f Vol. 57, No.187 /Friday, October 9. 1992 /RuIes and Regulations 46723 vacancies unfilled when they occur considered a reasonable level by which Section 7305.20 Compliance during the last 60 days of program to measure attendance.We recognize This section expands the existing services.There were a few respondents that there will be instances where policy found in the Enrollment and - that disegreed with this option stating programs are serving families with Attendance Policies in Head Start.S-.30- that 60 days of Head Start services are severe problems,such as homelessness. g17-1_20.2.regarding adverse action often better than no Head Start services. when average daily attendance rates of. for a grantee's continued failure to Since leaving vacancies in the final days- less than 85 percent may be expected maintain funded enrollment.it states of a program is an option that programs and unavoidabielf such families are to that a grantee's failure to comply with may choose to exercise or not.we are be served.We believe that it continues any requirement of this Part may result leaving the wording of the final rule to be an appropriate management in a denial of refunding or termination in substantially the same. - strategy for programs to analyze accordance with 45 CFR Part 1303. Paragraph(c)reiterates the existing attendance patterns in order to address -procedures for Appeals for Head Start requirement states that a childparticipating1305 (b) attendance problems that could be Delegate Agencies,and for the Head Start program remains ine corrected through appropriate family Opportunities to Show Cause and eligible through the initial enrollment intervention strategies to encourage Hearings for Head Start Grantees". year and the immediately succeeding regular at endance.We have not Adverse action against a grantQe for enrollment year.Only two comments changed the regulation. failure to comply with any requirement were received on this paragraph.One paragraph(b)requires that programs of this Part would not occur before the was positive and the other respondent must take action when a child has been grantee was made aware of non- thought that allowing two year;of absent without a documented excuse for compliance issues and provided an eligibility did not assure that Head Start four consecutive days.Only a few opportunity and appropria!e technical would be serving children with the comments were received on this assistance to remedy the problem area greatest need for services.We believe paragraph.Some wanted to retain the or areas.No comments were received on that programs.in selecting younger requirement contained in current policy this section and no changes have been children,must select those who would that programs follow-up after three made. benefit from more than one year of Heao consecutive days of absence.We In addition to the changes from the Start services.We have also given disagree and think that four days is NPRM described in this section,minor grantees the authority not to enroll a more appropriate.This makes the technical changes were made for child for a second year if there are number of days of unexcused absences purposes of clarification. cc=gelling reasons for this decision. that can occur before follow-up action is Therefore,we have not changed the required consistent with the Head Stay REDEStt3NATit3N TABLE regulation. Performance Standards.45 CFR 1304.4- Section 7305.8 Attendance 2(a)(8).Programs are not.prohibited. Section of c+e Suaerseoeoorule ar��o$y en= however.from following up with brat rule igen ttca-'o This section incorporates families sooner than four consecutive requirements for attendance in a Head absences. if it is appropriate. 1305.1__-__f 1345.1 Start program that are currently found in Paragraph 13452. __..._ 13051 and Enraarn ?- aid -.- the Enrollment and Attendance Policies a h(c)includes Lite cu.-rent tendarxx Po�icies in Heao Star-. requirement in the Enrollment and S-30-317-1-30 'in Head Start,S-30-317-100.A.3. Attendance Policies.S-3U-317-1-40. New requite.-** Paragraph(a)includes the current 1305.3..._._ .._ New requiremerd regc:remeni that a Head Start program A.3.,that.in circumstnces where 130541-).._..__...� 1205.3 must analyze the causes of absenteeism chronic absenteeism persists,and it is. New reauitemern S not feasible to include the child in t305t(b)...____'_ 13451 when the monthly average daily 13o5.4(c) � 1305.7(a) attendance rate in a center-based another program option.the child's slot 1305 fid) 1305.7(c; program falls below 85 percent.Most of should be considered an enrollment 1305.•{e)...__•_-1 1305.7(c) the comments received on this vacancy.No comments were received 13055(0-).... ._.. E:vot-ren1 and Arend:ice Po:!• stated that 85 percent on this paragraph and no charges have I cies rn heao sax.5-30-s-r-1- paragraph P been made. 40.A.1.a.,i.L..and-.c. attendance was an unrealistic New req+r.rerawnt requirement.We believe that these Section 1333.9 Policy on Fres 1305.5 ,1........... Naw re4;+remenl comments re eci a mispercep.ton 1 s05.sicr......_._)New rrqu.rer++en1 r`e'moi ver daYi' tien�ance. This section contains the current i Ereour enl ora Areno�.n a Po � C+es in Head 5:3:5-30-317-1_ language of section 1305.8 except that it since it is not intention to re utreP 40.A.t.e, that a a: Mince rale KoM%be Proposes to add a requirement that 1335.t'L'b)...._..... 1305.4 tArrwrl o) Mn in ata Rather.we view 85 percent Payments obtained voluntarily from the 1345.tn=).--_-..—( 1305.5(Amender) Tamil of s child amici -tin in the 1305.ti(C7._.. _.'Enroam.3n1 snd Anenaance PeL- as a asonLb-a om o easuxement Y F P $ Cres in Read StaK.5-30-517-1- e ow which Head Start programs must program are to be recorded as program 1 44.A-2•c.1, review patterns a en ince to— income.A small number of respondents 1305.7(a)....__._)Ne. regv,vameni t en : v�u�3'tsfabserr t m and to thought that Head Start programs should 1305?tb)----..__. Enr*s int aro Ater S-30 Pot,- it i ere are interventionnot be allowed to accept voluntary t cirs in•r+ead Start. 5-30 317- 40,A2.C. strateiea at s holjld betaken with payments from families. Some New asqurernenl families of childrenwho have been respondents were unclear about what 1305.7(c)_..__ 1305.6(b) e s- Fent for unknown reasons.Head Start the word voluntary means and Ervollment ane Ane:xsance PC` programs are o to a such action when suggested that we define the term.Vt'e (( 40in KI ad start S-30-3',7-1- the monthly average daily attendance believe that the most important aspect 13051(b)_ _ E.nronmenl and Anendance Pot rate in a center-based program falls of this section is that programs may not cies in Head Scans 30 317-1- below 85 percent.The 855;rate itself has require parents to pav fees.This is 40.A.3.(Amer4ed) 13D5.tSic1.........._ Enrollment ano Ane'10a"" Pot" been incorporated into Head Start clearly stated in this section and. Lias in Heso Start 5-30-311_1- policy for many years and has been therefore, no changes have been made. 40,A.3. 20.,Z4 reoemi xegister / Vol. 57, No.197 / Friday, October 9.1992 / Rules and Regulations I&TIC REDEstGw►T*N TAstF--contirwed efforts an specific data.Grantees will dearnthe rule's impact on small not be required to conduct&urographic entities.Small entities are defined by section Of the Superseded nee or poky or surveys or create new data bases, the Act to inciude small businesses, kw wie i*nUkZtion of Mw-sou'ar,+e•d thereby minimizing costs. small non-profit organizations.and r The Department has always small governmental entities.White&tis t3o59 Masa CMrn+4ed1 monitored grantee recruitment practices regulation would affect small entities,it :aas.io t:noirr„er,t sr+d ltaer+oxioe tact: $Ta sex:,Fuad Start,s-30-317-s- along with other program requirements, is not substantial.In many instances 20.S•"2 In addition,the Department has small entities already meet most of the New Fw:;L x a.reviewed community needs assessment requirements,since many are data during the grant review process. restatements of current policy and since These efforts will not change as a result they are considered best practice.For of this rule and the costs should remain these reasons, the Secretary certifies N.Impact Analysis stable for Federal government activities and or mart othe grantees in Lbai this rule will not have a significant f ExecatJve Order 22292 many impact on a substantial number of small Executive Order 12291 requires that a complying with this rule as a whole,the entities. q intent of which is to assure that regulatory impact analysis be prepared minimum and consistent standards in for major rules,which art defir-rd in the this important area are achieved Poperx'a:k Reduct;onAct Order as any-tile that has an annual nationally. Under the Paperwork Reduction Act effect on the national economy of$200 Wben grantees design their program of 1380(the Act),Public Law 96-511,all million or more, or certain other and recruitment systems,they are Departments are required to submit to specified effects.The Department has currently required to consider &he Office of Management and Budget determined that these rules are not community needs.Most grantees comply (OMB)for review and approval any major rules within the Executive Order with this requirement.We do not have reporting or recordkeeping requirements because they will not have an annual data that allows us to estimate theru,e.The fins!rule , Effect on the economy of 5100 million or number that will need major changes in in a proposed or final more;nor result in a major increase in their recruitment practices.However. contains information collection costs or prices for cor_sumera,any sintx carrying aut ret7vitment and requirements in section 1305.3 industries,and governmental agencies, enrollment activities is an existing concerning community needs or any geographic region:and,they will requirement for grantees,we do not assessment.We estimate that this not have an adverse effect on believe the new requirements will result requirement will take each grantee 60 competition,employ-lent,investment, ir significant added costs in this area hours to complete annually.As ane-third productivity,innovation or on the ability nationally.Some of the specific rules of the grantees(447)will be doing the of United States-based enterprises to some grantees follow in recruiting and needs assessment each yea:,the total compete>,'ith foreign-based enterprises enrolling children may change but not number of hours arurual;y will be 17=- in domestic or import markets. their overall level of effort.. The requirement for the update reports This final rule specifies procedures Costs associated with implementing in years two and three have mirir nal that Kill assure that decisions regarding this rule will be mainly administrative burden hours because we anticipate Head Start recruitment,selection and and minimal given the fact that the only a very small number of S'Qntees enrol;.Cert of children are carefull-v changes required will not affect the will have any significant changes in planned and made at the local level: entire grantee population and the fact their cornmunities to report.In give all interested families an that the changer required are "best accordance with section 35N(h)of the opportunity to be considered for practices"that many grantees have been Act,the Department has submitted enrollment.and help maintain full Successfully using in their r ms. r o enrollment,allowing as many eligible Thus,the Department concluded that review of the final rule to O?r.B for it_ rhitdfen as possible to be served.Such reviev. and approval. P these regulations ar-e;not major rules procedures are necessary to address within the meaning of the Executive Organizations and individuals changing conditions that have affected Order because they do not meet the desiring to submit c=.ments on the the Head Start prograrr,over the past threshold criteria. information collection requirement several years. We believe the benefits derived from should direct them to the agency of.''.cial We expect any additional costs this rule Will far outweigh any costs designated for this purpose whose ramE attributable to these provisions to be incurred.The benefits include a more appears in this preamble,and to the significantly less than S10o million.The focused and uniform process for Head Office of Information and Regulato:; main reason for this is that many Start recruitment,enrollment and Affairs,0"*S,New Executive OMCE grantees already meet most of the new selection activities,thereby,resulting in Building(room 308),Washington.DC requirements.For example,with respect the provision of services to as many 20503,Attention Desk Officer for the to the community needs assessment eligible children as possible who are Administration for Children and requirement,Head Start grantees have most in need of Head Start services. Families. always been required to complete a community needs assessment as part of Regulotoly Flexibility Act of 1980 the application for refunding.In the past, Consistent wi&h the Regulatory list of Subjects in 45 CFR Part 2305 the grant application instructions have Flexibility Act of 29W(5 U-S.G ch.5), Head Start Enrollment,Educatior,of not included specific data requirements we try to anticipate and reduce the Disadvantaged,Grant Prog.rams(Soc:a! or explicit requirements for analyzing impact of rules and paperwork Programs,Disabilities,Preschool the data to determine key program requirements on small businesses.For Educat;on decisions.The added specificity of this each Wile with a -significant economic rule will assist grantees by focusing impact on a substantial number of small tGa'elog of Federal Dornetnc Assistunct their community needs as&essment entities-we prepare an analysis P1097-am M_-mber 93WC,Project bead ci rt; Federal Register / Vol. 57. No.297 j Friday, October 9, 1992 J Rules and Regulations 46725 Dated:XUY 2L 29g2- (b)Enrollment means the official income comes primarily from this Awe a.SambarL - acceptance of a family by a Head Start activity. AssrswntSecrrtnry for Children and program and the completion of all (m)Recruitment means the systematic FQ°rr procedures necessary for a child and ways in which a Heed Stara program Approved:June t9.1992- family to begin receiving servicm identifies families whose children are Lexis W.Summaa, (c)Enrollment opportunities mean eligible for Head Start services,informs secretary. vacancies that exist at the beginning of them of the services available,and For the reasons-set forth in the the enrollment year,or during the year encourages them to apply for enrollment of children who leave the in the program preamble,title 45,chapter XIA, subchapter B,part 1305 of the Code of program,that must be filled for a (n)Recruitment area means that Federal Regulations is amended as program to achieve and maintain its geographic locality within which a Head follows: funded enrollment. Start program seeks to enroll Head Start Part 2305 is revised to read as follows: (d)Enrollment year means the period children and families.The recruitment of time,not to exceed twelve months, area can be the same as the service area PART 1305--EUG161UTY, during which a Head Start program or it can be a smaller area or areas RECRUITMENT,SELFCTiON, provides center or home-based services within the service area. ENROLLMENT AND ATTENDANCE IN to a group of children and their families. (o)Responsible HHS official means HEAD START (e)Family means all persons living in the official of the U.S.Department of Secthe same household who are: Health and Human Services having 1ope. (1)Supported by the income of the authority to make Head Start grant 73U5.1 Purpose and sc 13052 Definitions. parent(s)or guardian(s)of the child awards,or his or her designee. 13053 Determining community needs. enrolling or participating in the program, (p)Selection means the systematic 1305.4 Age of children and family income and(2)related to the parent(s)or process used to review all applications eligibility. guardians)by blood,marriage.or for Head Start services and to identify 130.5.5 Recruitment of children- adoption. those children and families that are to 1305.6 Selection procaesa. (f)funded enrollment means the - . be enrolled in the program. 1305.7 Enrollment and re-enrollment number of cbildren which the Head (q)Service area means the geographic 13053 Attendance. Start grantee is to serve,as indicated on area identified in an approved grant 1305.9 Policy on fees. the ant award 1305.10 Compliance. . application within which a grantee may Authority.42 USC 9a31 et seq. (g)Head Stort eligible means a child provide Head Stan services. that meets the requirements for age and (r) Vacancy means an unfilled §13A5.1 Purpose and scope. family income as established in this enrollment opportunity for a child and This pari prescribes requirements for regulation or,if applicable,as family in the Head Start program. determining community needs and established by grantees that meet the recruitment areas.It contains requirements of section 645(a)(2)of the 11305.3 Determining community needs- requirements eedsrequirements and procedures for the Head Start Act.Up to ten percent of the (a)Each grantee must identify its eligibility determination,recruitment, children enrolled may be from families proposed service area in its Head Start selection,enrollment and attendance of that exceed the low-income guidelines. grant application and define it by county children in Head Start programa and (h)Heod Start progrom means a Head or sub-count),area,such as a explains the policy concerning the Start grantee or its delegate agency(ies). municipality, town or census trart or a charging of fees by Head Start (i)Income means gross cash income federally recognized Indian reservation. progr§rrrs. and includes earned income,military A grantee's service area must be �� income(including pay and allowances), approved, in writing,by the responsible 4 13052 Oeftnttions.. veterans benefits,social security HHS official in order to assure that the (a)Children wish disabilities means benefits,unemployment compensation. service area is of reasonable size and children wide mental retardation, and public assistance benefits. does not overlap with that of other Hehd hearing impairments including deafness, (j)Income guidelines means the Start grantees. speech or language impairments,visual official poverty line specified in section (b)Each Head Start grantee must impairments including blindness, serious 652 of the Head Start Act. conduct a community needs assessment emotional disturbance,orthopedic (k)Low-income family means a family within its service area once every three impairments,autism,traumatic brain whose total annual income before taxes years.The community needs assessment injury,other health impairments or is equal to,or less than, the income must include the collection and analysis specific leaming disabilities, and who, guidelines.For the purpose of eligibility, of the following information about the by reason thereof,need special a child from a family that is receiving grantee's Head Start service area: education and related services.The term public assistance or a child in foster (1)The demographic make-up of Heid children with disabilities for children care is eligible even if the family income Start eligible children and families. aged 3 to 5,inclusive,may, at a Slate's exceeds the income guidelines. including their estimated number, discretion,include children experiencing (1)ilfigront family means,for purposes geographic location,and racial and developmental delays,as defined by the of Head Start eligibility,a family with ethnic composition: State and measures by appropriate children underlhe age of compulsory (2)Other child development and child diagnostic instruments and procedures, school attendance who change their care programs that are serving Head in one or more of the following areas: residence by moving from one Start eligible children,including publicly physical development,cognitive geographic location to another,either funded Stat:and local preschool development,communication intrastate or interstate,within the past programs, end the approximate number development,social or emotional twelve months,for the purpose of of Hfead Scan eligible children served by development•and whbo,by reason engaging in apicultural work tAat each: thereof,need special education and involves the production and harvesting (3)The estimated number of children related 5ervices. of tree and field crops and whose family with disabilities four years old or 17 46726 Federal Register / Vol. 57, No.197 /Friday, October 9, 1992 /Ru:es and Regulations EX HIP younger,including types of disabilities (2)Include as many Head Start and use of family referrals and referr and relevant services and resources eligible children as possible within the from other public and private agenci, provided to these children by recruitment area,so that: (b)During the recruitment process t " community agencies: (i)The greatest number of Head Start that occurs prior to the beginning of t (4)Data regarding the education, eligible children can be recruited and enrollment year,a Head Start progra: health,nutrition and social service have an opportunity to be considered for must solicit applications from as man needs of Head Start eligible children . selection and enrollment in the Head Head Start eligible families within th{ and their families: Start program,and recruitment area as possible.If (5)The education,health,nutrition a (if).the Head Start program can enroll necessary,the program must assist and social service needs of Head Start the children and families with the families in filling out the application eligible children and their families as greatest need for its services, form in order to assure that all defined by families of Head Start information needed for selection is eligible children and by institutions in f 1305.4 age of chUdren and tamtty completed. the community that serve young kw.OMA ettytptttty. (c)Each program,except migrant children; - (e)To be eligible for Head Start programs,must obtain a number of (6)Resources in the community that services,a child must be at least three applications during the recruitment could be used to address the needs of years old by the date used to determine, process that occurs prior to the Head Start eligible children and their eligibility for public school in the beginning of the enrollment year that families,including assessments of their community in which the Head Start greater than the enrollment availability and accessibility. program is located,except in cases an opportunities that are anticipated to t (c)The Head Start grantee must use where the Head Start program's available over the re an ci the next information from the community needs approved grant provides specific' enrollment year in order to select thou assessment to: authority to serve younger children. with the greatest need for Head Start (1)Help determine the grantee's Examples of such exceptions are philosophy,and its long-range and programs serving children of migrant services. short-range program objectives; families and Parent and Child Center g 1305.6 Selection process. (2)Determine the type of component programs. (a)Each Head Start program must services that are most needed and the (b)At least 93 percent of the children have a formal process for establishing program option or options that will be , who are enrolled in each Head Start selection criteria and for selecting implemented: program must be from low-income children and families that considers a'. (3)Determine the recruitment area families.Up to ten percent of the eligible applicants for Head Start that will be served by the grantee.if children who are enrolled may be services.The selection criteria must b, limitations in the amount of resources children from families that exceed the based on those contained in paragrap'- make it impossible to serve the entire low-income guidelines but who meet (b)and(c)of this section. service area. criteria the program has established for l seec In ting the children and (4) If there are delegate agencies. selecting such children4nd who would fa{b)(b)In a ec served.the Head Start determine the recruitment area that will benefit from Head Start services. program must consider the income of be served by the grantee and the (c)The family income must be verified eligible families, the age of the child, it recruitment area that will be served by by the Head Start program before availability of kindergarten or first each delegate agency. determining that a child is eligible to arade bi the child,and the extent to (5) Determine appropriate locations participate in the program. g for centers and the areas to be served by (d)Verification must include whicha child or family meets the home-based programs:and examination of any of the following: criteria that each program is required t (6) Set criteria that define the types of individual Income Tax Form 1040.W-2 establish in ri 1305.3(c)(6). children and families who will be given forms,pay stubs,pay envelopes.written (c)At least 10 percent of the total priority for recruitment and selection, statements from employers,or number of enrollment opportunities in (d) In each of the two years following documentation shaving current status each grantee and each delegate agency completion of the community needs as recipients of public assistance. during an enrollment year must be mad assessment, the grantee must conduct a (e)A signed statement by an available to children with disabilities review to determine whether there have employee of the Head Start program. who meet the definition for children been significant changes in the identifying which of these documents with disabilities in Q 1305.2(a).An information described in paragraph(b) was examined and stating that the child exception to this requirement will be of this section.If so, the community is eligible to participate in the program. granted only if the responsible HHS needs assessment must be updated and must be maintained to indicate that official determines, based on such the decisions described in paragraph(c) income'verification has been made. supporting evidence as he or she may of this section must be reconsidered. require. that the grantee made a (e)The recruitment area must include 11305.5 Recruitment of children. reasonable effort to comply with this the entire service area,unless the (a)In order to reach those most in requirement but was unable to do so resources available to the Head Start need of Head Start services.each Head because there was an insufficient grantee are inadequate to serve the Starl grantee and delegate agency must number of children with disabilities in entire service area. develop and implement s recruitment the recruitment area who wished to (f) In determining the recruitment area process that is designed to actively attend the program and for whom the when it does not include the entire inform all families with Head Start program was an appropriate placement service area, the grantee must: eligible children within the recruitment based on their Individual Education (1) Select an area or areas that are area of the availability of services and Plans (IEf,),with services provided among those having the greatest need encourage them to apply for admission directly by Head Start or in conjunction for Head Start services as determined to the program.This process may with other providers. by the community needs assessment: include canvassing the local community. (d)Each Head Start program must and use of news releases and advertising, develop at the beginning of each Federal Register / Vol. $7. No. 197 / Friday, October 9,:1992 /Rules and Regulations . 46727 enrollment year and maintain during the 11305.8 Attendance. (cj In circumstances where chronic Syearn waiting list that ranks children (a�When the monthly average daily absenteeism persists and it does not according to the program's selection attendance rate in a center-based seem feasible to include the child in criteria to assure that eligible children program falls below 85 percent,a Head either the same or a different prat,am enter the program as vacancies occur. Start prom must analyze the causes option,the child's&lot must be I 130S.T Enrolmant-knd m-enrottmenL of absenteeism.The analysis must considered an enrollment vacercy, [n8ude a stud of the a #1305.9 �k-7 on tees. (aJ Each child enrolled in a Head Start absences for each child,includin the program,except those enrolled in a 8 migrant program,must be allowed to reasons for absences as well as the A Head Steri program must not remain in Head Start until kindergarten number of absences that occur on prescribe any fee schedule or otherwise or first grade is availab!e for the child in consecutive days. provide for the charging of any fees for the child's community,except that the (b)If the absences are a result of, participation in the program.If the Head Stari program may choose not to illness or if they are well documented family of a child determined to be enrol)a child when there are compelling absences for other reasons,no special eligible for participation by a Head Start reasons for the child not to remain in action is required.If,however,the program v.-lunteers to pay part cr all of Head Start,such as when there is a absences result from.other factors, the costa of the child's participation,the change in the child's family income and including temporary family problems Head Start program may accept the there is a child with a greater need for that affect a child's regular attendance, voluntary payments and record t}e Head Start services, the program must initiate approp;nate payments as program income. (b)A Head Start grantee must family support procedures for all tinder no circumstances shall a Head maintain its funded enrollment levet children with four or more consecutive Start program solicit,encourage•or in W1 en a program determines that a unexcused absences—These procedures any other way condition a child's vacancy exists,no more than 30 must include home visits or other direct enrollment or-participatiorrin the calendar daps may elapse before the contact with the child's parents. program upon the payment of a fee. vacancy is-filled,A program may elect Contacts with the,family must not to'fill a vacancy when 60 calendar emphasize the benefits of re$uler 11 1305.10 Comolance. days 6fIe'ss temain'in the;program's "` attendance,while at'the same time A grantee's failure to complywith the enrollmentyear ' =' remainfng.sensitive to any special requirements'ofthis Part may result in.a (c)If a child has been'found income.- family circumstances influencing denial of refunding or termination in eligible--and is,participating in a Head attendance patterns.All contacts with accordance with 45 CFR pari 1303.- Stari'prograrh,he br nhe iemains income the child's family as well as special, eligible through that enrollment year family support service activities .(FR Doc 42-24578 filed 10-"4 8:45 smj and the immediately'iucpeeding provided by program staff.must be sunk coot 4"3"$_W enrollriient year:=i documented. 07-31-1935 11:15AM FROM CCC COMM SVCS DEPT TO 92290309 F.01 00 ----- _ _-- . - Fxv►ibt ONWO - - __ Community Services Department Ghill Development 374-3994 Contra Communty Action 313-7363 AdministrationFood Service 374-3850 1220 Morello Avenue,Suite 101 Costa Head Start 646-5540 Martinez,California 94553.4711 Housing and Energy 646-57.5f> (510)313-7350 County PATHS 427-8094 Fax: (510)313-7385 Joan V.Sparks, Director July 31, 1995 Yi k Mr.Arnold Flores,Chairperson and Members of the UCSSO Board of Director t 837 Arnold Drive, Suite 100 Martinez, CA 94553 Subject: Corrective Action Notice U Dear Mr. Flores: On July 7, 1995,Bill Forrest, Head Start Program Monitor identified that your Head Start Extended Services at the Bridgemont Center,two classrooms,for 10 weeks had been reduced to one classroom. On July 10, 1995,Daneen Cali, Head Start Program Manager and I contacted Donna Thorton, UCSSO Head Start Director and informed her that I, The funding terms and conditions required that UCSSO maintain two classrooms and that if their was only one child in a classroom that that classroom must be in operation; 2. that the staff who had been layed off must be reinstated; 3. that the closure of a classroom is a "major change"that required shared decision making along with Grantee and Regional approval. On July 26, 1995, the UCSSO Board of Directors at your regular meeting under Determination Item#2, item number 95-23, approved combining Head Start Extension classes at the Bridgemont Center for the remainder of three and a half weeks. This is a violation of your contract. A major change in your program requires at least 45 days lead tune to receive Regional Office approval prior to the action being, taken, In addition, Federal Regulations requires that you most maintain an Average Daily Attendance(ADA) in each classroom and a waiting list that is at a minium 10% of the total enrollment. As a result,UCSSO must provide within fifteen days a detailed breakdown of all funds expended for this project and the remaining funds must not be expended until the County and ACF resolves this issues. 07-31-1995 11: 16AM FROM CCC COMM SVCS DEPT TO 92290309 P.02 � X �s Your immediate attention to this matter is appreciated, Sincerely, an V. Spanks cc; Daneen Cali, HS Acting Program Manager Al Prince,ASO Head Start Policy Council Members Richard Lujan,IUCSSO UCSSO Local Policy Committee 41 � co pry l\\\A United , W-YAgeney .08%47/95 Administrative offices Ce 837 Arnold Dr.,Site 110 Mr. Phil Batchelor Martinez,CA 94553 ` County.Administrator Fax( 10)229-2210 Contra Costa County Fax(510)229-0309 651 Pine Street 11 th Floor Community Centers; Martinez CA 94553 0 837 Arnold Dr,,Suite 100 Martinez,CA 94553 (510)229-1600 Dear Mr. Batchelor, 0 157 9th street On behalf of the Board of Directors we would like to thankou for the time that Richmond,CA 94804 y (510)232-6050 you spent with us regarding the issues related to the Head Start Program. We are 0 501 Railroad Ave. pleased that you kept the meeting positive and appreciate the professional manner Pittsburg,CA 94565 in,which it was conducted.,. (510)439=7515 e -G�}, 4.4, 0 120'0.ak Street Furthermore, we are.elated that-the Community Service Departmenjt wilAelp us Brentwood,CA 94513 to better serve our children and families. In addition,. we will also communicate (510)6346144 effectively and move forward in a positive fashion. In closing, we 'reiterate our gratitude to both yourself and Scott Tandy for Head Start Administrative office working with us to resolvethese matters. On a final note, we did not send cc's to C3=116 oak Street - the Board of Supervisors to promote in good,faith an atmosphere of trust and Brentwood,CA 94513 (510)516-2060 Cooperation. Fix(5 10)516-0762 Sincerely Nutrition Programs O 100 Village Dr. Brentwood,CA 94513 (510)634-5040 Hold D.en Chairpers Private Industry Council XFPA 0 120 oak Street Brentwood,CA 94513 (510)634-2195 UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. 837 ARNOLD DRIVE, SUITE #100 MARTINEZ, CALIFORNIA 94553 TO. Richard Lujan, Executive President FROM: Donna Thornton, Head Start Director DATE: August 1, 1995 SUBJECT: Bridgemont Center issue This memo is to clarify and set down my recollection of events regarding the Bridgemont Center. In June we became aware that we would be losing a lot of children from the Bridgemont Center as they started school on the July track. It was discussed in staff meetings and with the parents at the center that it might be a good idea to combine the two classes into one. The parents at the center were contacted and they decided they would prefer a morning class to an afternoon one. The classes were combined for one day, Monday, July 10, 1995. When I spoke to Daneen Cali on that Monday, she told me that we could not combine the classes unless the parents approved the action. I told her at that time that we would go back to two classes until we had received the LPC's approval. The words I used were that we would go back to "status quo". We went back to two classes on Tuesday, July 11, 1995. At no time during the conversation did Daneen tell me ,that we would need grantee and regional approval and that the process would take 45 days. If she had, I would have dropped the plan at that time because the program was scheduled to go through August 10 only. The issue was put on the LPC agenda for July 18, 1995, where it was approved. It was then put on the Board of Directors agenda for July 26, 1995 where it was also approved. We again went to one class on Monday July 31, 1995. When I spoke to Daneen Cali on that Monday morning she told me that she had previously informed me that we couldn't do it at all and that she had witnesses to that effect. I told her that my recollection of the conversation was that she told me we couldn't combine the classes without the parents approval which we had obtained. She then told me she would call me back later when she finished at the CAO's office (she was on her cell phone). She has not called me back. - We went back to two classes on Tuesday, August 1, 1995. We have two children enrolled in the morning and ten children in the afternoon. The program is scheduled to end on Thursday, August 10, 1995. f C No.5907 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT 6xkl I State of cai i forma County of Contra Costa On Ai2wic;t_- 1 ., 1915 before me, Maria I. Garcia DATE NAME,TITLE OF OFFICER-E.G.,-JANE DOE,NOTARY PUBLIC' personally appeared Donna Thornton. NAME(S)OF SIGNER(S) ❑ personally known to me - OR - C proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are , subscribed to the within instrument and ac- knowledged to me that he/she/they executed the same in his/her/their authorized .capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), -or the entity upon behalf of which the person(s) acted, executed the instrument. Maria 1.Garcia 0 i Comm.#1059146 6 0 NOTARY,PUM-CALIFORNIA WITNESS my hand and official seal. CONTRA COSTA COUNTY 0 Comm,Exp.May 21,1999 SiddkTORE OF NOTARY OPTIONAL Though the data below is not required by law,it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form. CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT NX INDIVIDUAL El CORPORATE OFFICER n040 11EAD START nIRECIOR TITLE OR TYPE.OF DOCUMENT TITLE(S) El PARTNER(S) ❑ LIMITED ❑ GENERAL F] ATTORNEY-IN-FACT NUMBER OF PAGES R TRUSTEE(S) F1 GUARDIAN/CONSERVATOR ❑ OTHER: hxfust 1, 1995 DATE OF DOCUMENT SIGNER IS REPRESENTING: NAME OF PERSON(S)OR ENTITY(IES) Sl NER(S)OTHER THAN NAMED ABOVE 031993 NATIONAL NOTARY ASSOCIATION-8236 Remmet Ave.,P.O.Box 7184-Canoga Park,CA 91309-7184 Date coo Applied x 35 - A 5, � qfj-- �9 pia cp cp s L't paxO 3 C1 r w• �e N �h e oi cr- Size s t^ XZ013 _ •.'' �/! tit atl 1. �(�t Kf:1� Nr1�A yry- IFQ1� Y � FF Yy "a � Family'. z va b Memers d . �< Working ' 41 0 N Nmbero( j, Eligible ,� Children S. N= AgOs): c Years/Months if S.N. r o: Y t f - Priority Numiicr r 3 6"RN ` . O_` x c U QQ OG 1 i K12 M � n r x , It y a oT Entry Statf, initial's yyyk M Y �r 7 V OC 3 n�iP+c'ir tX�Yy, ry� N 7 ,^ C'a � a k �'-4•�} J Y A �K E$h (bi4v b August 21, 1995 byav- Daneen Cali Acting Head Start Program Manager Community Services Department 2425 Bisso Lane, Suite 120 Concord, California 94520 Dear Daneen: I received your letter regarding our telephone conversation of August 10, 1995. We did discuss UCSSO's expansion class and our wish to increase the size from 17 to 20. We proposed taking 3 slots from the Fairgrounds; not all from one class as you state, but by reducing 3 out of the 4 classes from 20 to 19. 1 want to point out to you that we have taken no action on this proposal. We are still in the process of getting the classroom ready for the licensing process. We merely were discussing the possibility. We felt that since there were waiting lists at all our centers, anything we could do to even out the class size would increase the quality of the program. I think we can all agree that smaller classes provide more one-on-one attention and therefore a better quality of services. We looked at the Fairgrounds CGenter because it is there that historically we have had the most number of children with behavior management problems who need that one-on-one attention. We felt that reducing 3 of the 4 classes by even one child each would enable the staff to better serve the children. We will look carefully at both the CNA and the waiting lists for our centers this next year in our efforts to plan a program that best suits the needs of our families. Sincerely, Donna Thornton Head Start Director cc: Richard Lujan Joan Sparks Scott Tandy Arnold Flores Desiree Smith Mary Shavies X 00-22-1995 03:36PM FROM CCC COMM SVCS DEPT TO 92290309 P.01 Community Services Department Child Development 374-3994 Contra nty Action 313.7363 Administrationsta Food Service 374-3850 1220 Morello Avenue, Suite 101 Head Start 646-5540 Martinez, Califomia 94553.4711 Count ` ' Housing and Energy 646-5756 510)$13-7350 ; Y PATHS 427-8094 Fax:(510)313-7385v Joan V.Sparks, Director August 22, 1995 Mr. Arnold Flores, Chairperson and Members of the UCSSO Board of Director: 837 Arnold Drive, Suite 100 Martinez, CA 94553 Subject: Corrective Action Notice TV Dear Mr. Flores and Members of the Board of Directors: During the review of the Grantee's Community Needs Assessment it was discovered;that there were three Head Start slots missing fxom the Antioch Fairgrounds classroom and ftee additional slots appearing at the new expansion site in Brentwood. Donna Thornton,UCSSO Head Start director was contacted by telephone requesting an explanation. Ms. Thornton explained that she was transferring three slots based on the teachers inability to manage classroom behavior problems. Therefore, she choose to transfer the three slots to Brentwood so that the classroom staff at the Antioch site would be relieved from dealing with perceived stressftil conditions. As we stated in our follow-up letter to Donna Thornton regarding this issue, it is unacceptable to move Head Start slots to accommodate staff needs. UCSSO should provide immediate training to classroom staff on dealing with behavior issues rather than transferring slots to eliminate the problem.. UCSSO trust provide the Grantee by September 1, 1995 a training and an outcome plan that indicates how classroom staff s skill level will be increased to deal with behavior issues and how UCSSO will evaluate, after training,the skill level of staff. Vote immediate attention to this matter is appreciated. Sincerely, Joan V. Sp ks cc: Daneen Cali, HS Acting Program Manager Al Prince, ASO Head Start Policy Council Members Richard Lujan,UCSSO UCSSO Local Policy Conunittee r:ommunity Services Department Contra AUG zS jto� C Development 374-3994 1 Communty Action 313-7363 Administration Costa Food Service 374-3850 Costa u Head Start 646-5540 1220 Morello Avenue,Suite 101 County Housing and Energy 646-5756 Martinez, California 94553-4711 PATHS 427-8094 (510)313-7350 Fax: (510)313-7385 l Joan V. Sparks, / Director .s Head Start Grantee Office 2425 Bisso Lane, Suite 120 Concord, California 94520-4830 (510)646-5540 Fax: (510)646-5551 August 18, 1995 Cheryl A. Franklin-Golden Program Manager Arnold Flores, Chair UCSSO Board of Directors 837 Arnold Drive, Suite 100 Martinez, California 94553 ,. Subject: Corrective Action Notice 95 Dear Arnold: The purpose of this letter is to provide Corrective Action Notice #5 to your agency, This Notice #5 is based on a breach of the I-30170.2 by UCSSO in handing out an "Admission Agreement" which the parents must sign. The agreement lists among others that (1) the parents agree to the services, (2) parents transport the children to and from the center, (3) child attendance procedures will be followed at all times, (4) parents are expected to volunteer in the program, and (5) the Parent/guardian agrees that she/he has received and read a copy of the PARENT'S HANDBOOK and agrees in all the Pre-School's operating policies and procedures as described therein. These items selected above are in direct violation of the 1-30 specifically in that (1) parents to be enrolled in Head Start do not have to agree to services they are the client to whom we offer services; (2)parents are not forced, coerced nor do they have to agree to transport their children - they may if they chose and usually prefer to do so if the center is within walking distance of their home. (3) parents do not have to follow any child Affirmative Action/ Equal Opportunity Employer xki bif D 4 3 Arnold Flores Page 2 8/18/95 attendance procedures (4) parents are never expected to volunteer they can if they want and (5) violates the Literacy requirement as well in that it forces parents to "read". What if they can not read? In addition, parents set operating policies and procedures that staff must follow; the parent does not have to follow any - they are the client. Head Start is not a pre-school it.is a comprehensive program that provides self-sufficiency to parents and children. I have discussed the inappropriateness and non-compliant aspects of the UCSSO Admission Agreement with Donna Thornton on 8/16/95. She was told to remove this document immediately from the enrollment packet of the agency and assure that the document is discarded. Effective immediately, the UCSSO Admission Agreement is not to be handed out to parents, nor kept in the files of UCSSO. If you have any questions, please contact me at 646-5540. Sincerely Yours, Qa(2c Daneen Cali, Acting Program Manager cc: Joan Sparks Scott Tandy Richard Lujan Donna Thornton UCSSO Board of Directors Desiree Smith LPC Members Mary Shavies PC Members Bill Forrest 7-- bt b 09-11-1995 02:33PM CONTRA COSTA HEAD START 1 510 646 5551 P.01!02 f Child Dvelopment 374-3994 Community Services Department ����ra Community Action 646-5544 i C Food Service 374-$894 i Adminislratlon Costa Head Start 646-5540 i 2425 Bisso Lane,Suite 120 County � Housing and Energy 646-5756 Concord,California 94520-4830 ( o u nt�f Human Servioee Advisory Commission 646-5661 i (510)646-$544 V �` Fax:(610)646-5551 Joan V.Sparks, i '' `c•. i Director September 11, 1995 :s TO: All Head Start Directors and Area Coordinators FROM: Christina Reich (A.I . ) Program Manager Assistant for 0 g g s Social Services RE: Immediate Elimination of Parent Handbook Attached please find a copy of the front cover of a Parent Handbook which, effective immediately, is to be purged from all Contra Costa County Head Start programs. This handbook contains erroneous =4 information and must not be given to anybody at any time. We will be contacting you with an appropriate version of a Parent Handbook in the near future. E Thank you for your prompt attention to this matter. i i, r; t, i !t` I' i. i I' I, i� �< cc : Joan Sparks, Executive Director naneen Cali, Program Manager I- w . .. j it cis qr SIF goo �,'� •� � i' `,,i- �. bra i► Lr� � _ � i - 1..�'' .fit �l► ��r�w `• ALA rAgr Contra '!' tl.f/. ,may"�' � � •�1�! ..._�� - t.� � r' s1� �� � -'c�t: T � r� �� ♦;fir�-y !! Costa county �-,.., THE CREATIVE CURRICULUM UCSSO HEAD START BRENTWOOD, CALIFORNIA AUGUST 28, 1995 PRESENTER: JEAN MONROE AGENDA 9:00 a.m. Setting the Context for Curriculum • What do you believe about early childhood education? • Standards that guide our profession • Defining curriculum in early childhood Philosophy • How children learn • Piaget, Erikson, and Maslow Break Goals and Objectives • Planning for children's learning • Assessing children's growth and development Setting the Stage: The Physical Environment • Arranging the classroom to support your goals • The environment as the textbook of the curriculum Noon Lunch 1:00 , p.m. The Teacher's Role in Promoting Social Competence • Why social competence is the underlying goal of Head Start • How teachers promote social skills The Teacher's Role in Promoting Learning • How language and literacy, math, science and social studies are taught in The Creative Curriculum • Learning through interest areas Break Videotape: The Creative Curriculum Involving Parents • Building a partnership with families • Sharing the curriculum 3:45 Wrap-up and Evaluation 4545 42nd St„ N.W, • Suite 306 •Washington, D,C, 20016 (202) 362-7543 • Fax (202) 364-7273 ,t J 1 Q u Teaching Strategies, Inc. X t g I T Workshop Evaluation ' N� To help us assess the quality of our programs,please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: _August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: F rn-t. fita f t eLS In what ways did the workshop address your personal goals? How will you use what you learned? - Other comments/suggestions: (If needed, please use the back of this page.) il+ Lootm 4-0 -how(-, qc)-Lt LXV,t-, oaox/K�) `j ham. L,W Please check the box which indicates your response to the following: a . Very omew hat Not at The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to.be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) An: (check one) 18-25_ 26-35_ 36-45 46-55_ over 55 ti _ Fducat ion: (Indicate highest level of education completed.) Your current position: (If you are a teacher, indicate grade,level or age of phildren you teach.) Thank you for your assistance! TSI 11/94 9 3 UNITED COUNCIL OF SPANISH SPEAKING 011GANIZATIONS, INC. } Workshop/Training Evaluation To help us assess the quality of our workshops/training, please complete the following form and leave it with the presenter. . l � . /0)Workshop Topic. raz_ _I_q 2 ��I n`CU�v�- F'rr�sE�nler:<- U < 0- /' e� Date: 1-( u a �� _ Sponsor: Please list your personal goals for the session: � t ,r fi In what ways raid the workshop address your personal goals? How will you use what you learned? t j I't' �UYQ 0Urrl'GUIL/!Y/ ki".7Y1lYj .: Other comrTrerits/si.iggestions: (If needed, please use the bark of this page.) Please check the box which indicates your response to the following: Very Somewhat Not at all The presenter was well organized. The presenter generated interest. The presenter luiew the field well. The information pesenied will be useful in lily work. Overall, I found the workshop to be valuable. Your name and current position Thank you for your assist',mcO - Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave it with.',' t the presenter. . � a Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August28, 1995 Sponsor: _UCSSO Head.Start Please list your personal goals for the session: lei J5&ia. G�A�l�tff; ����1��' ✓ ���,fDa�,`+lit..�1,tyir L J In what ways did the workshop address your personal goals? CI r?� �1✓C'. Gt'/'�.� L�.J`t'�!??` f"� ;, �E11�f / How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very Somewhat Not at all The presenter was well organized. The presenter generated interest. ✓� The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information a ut yourself.) A=: (check one) 18-25_ 26-35_ ,U 45 46-55, over 55_ Education: (Indicate highest level of education completed.) lj!� ;s C _;11'; l s jv p Your current gosition: (If you are a teacher,please indicate grade level or age of children you teach.)---j- 5. Thank you for your assistance! TSI 11/94 Teaching Strategies, Inc. �"� IT E. Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: .The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: rY ii1Y+2' cyrP-i 1. iiT3 In what ways did the workshop address your personal goals? ( `tl�,._�< t }� 'i Me- t'Y�C.�Y�Q Ck k,L.rCK QQ-:', How will you use what you learned? C Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: t Very omew at Not at all The presenter was well organized. V�' r The presenter generated interest. V The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) � Agt: (check one) 15-25_„_., 26-35 36-45— 46-55,.._. over 55_ r Education: (Indicate highest level of education completed.)„, Your current uosition: (If you are a teacher,please indicate grade level or age of children you teach.) x=° Thank you for your assistance! TSI 11/94 r Teaching Strategies, EXH101TInc. Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: C/l.C�. In what ways did the workshop address your personal goals? How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) c ` Please check the box which indicates your response to the following: Very Somewhat Not at all ��- The presetiter was well organized. +The presenter generated interest. V The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A=: (check one) 18-25_ 26-35_ 36-45 46-55_ ove 55_ Education: (Indicate highest level of education completed.) Your currentos� ition: (If you are a teacher,please indicate grade level or age of children you teach.) 5 Thank you for your assistance! TSI 11/94 /'Z,4 <<- Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave it with the presenter. Workshop Topic: 77ie Creative Curriculum Presenter: Jean Monroe Date: August 28 1995 Sponsor: JJ SO HeadStart Please list your personal goals for the session: c"1 In what ways did th workshop a ress your r nal goals G • 'L�--�'->1._.c�c--t-�..t•-�--�.�a�.e-[.,c.J L..GL�.},L.C.�—~'� o•-__ 7�._�-� ,�j .._�?�...�"" �.,.._„ ., How will you use what you learned? ti Other comments/suggestions: (If needed, please use the back of this page.) �e`�tc.cc1..J""���. '� r ��ct-.,•�Yu.� c>.-, " Gi?(1�IJ,f Please check the box which Indicates your response to the following: e omew at Not at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional,however,to help us know more about our audiences, we request that you provide us with'information about yourself.) ggg: (check one}i s-25 26:-35_ 3645, 46-55_ over 55 &-Cl� !p C) Rdueation: (Indicate highest level of education completed.) Your current position; (If you are a teacher,please indicate grad e/vel or age of childreh you teach.) 1 Thank you for your assistance? Til 11/94 Teaching Strategies,ies Inc. 817m Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave it with the presenter. Workshop Topic:. The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personna�l, goals for the session: I. /-jEw (� c,rt-:;�-,,,� �1rJa.z....�..::f �,..P,:..�•e�,{�. �,,� kd..a. crZr n ti0 In/ what ways did the workshop address your personal goals? Heli CAf� ` ..7�•.1�5i�..�Vlii'7;.(�J ✓_-�t.R-.'L,i`C� .� i--�est..0 `�.-:' 1/Y1. How will you use what you learned?j _�t�,�,. `-' � ��i.t �Q (.�,�,-a-c_�c��' rx-C.�-a._.e_r(�e�=-Cry-C Q_•. �� �_..�t--tom i�i..�-Qr.�� . PC'C1.'t,C:�' �•h��� mac?-1• Y �� GL Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very Somewhat Not at all The presenter was well organized. ' The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. , Overall, I found the workshop to,be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) AP.g: (check one) 18-25_ 26-35_ 36-45 46-55_ over 55_ Education: (Indicate highest level of education completed.)_ 3 Your current position: (If you are a teacher,please indicate grade level or age of children you teach.) I Thank you for your assistance! TSI 11/94 Teaching Strategies, Inc. Workshop Evaluation � ' r To help us assess the quality of our programs,please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 2& 1995 Sponsor: UCSS Head Start Please list your personal )goals for the session: j -7- r'C�ci1/�; �c�(X,,7Z CC rim/ �f?e C/7� N n c� / 'Qxtr� /�a� / J F /J 47 ♦ �� 1.r1� ���V7G�.�f J (.,..d �0 ���t U J 4��? 1�'7 l..-!� �C:-�.-,` (.L.1�{� f i, In what ways did the workshop address your personal goals? 1. T y c r��Lxn y r��t25litZ. C2 b'f' �l �'�J -ZZ o �i<? .ter rt Ov > -61AC'. �rj�)/ i'r act_c,4 How will you use what you learned? 7t// C. e-(z—, GcLn t�..x a( �,e <:1,e/✓c.s �`'� o r�l-�zs- �,�r f�/J�e r.:�� /:�a,-�r� �a /=''•'n d r , A e. qlZ,l� C"-- 7�Ai 1_9S Other comments/suggestions: (If✓needed, please use the back of this page.) ' Please check the box which indicates your response to the following: Verx somewhat Not at all The presenter was well organized. The presenter generated interest. ! The presenter knew the field well. The information presented will be useful in my work. Overall, 1 found the workshop to be valuable. j Participant Profile: (Completing this section is optional, however, to help us know more about our audiences,, j we request that you provide us with information about yourself.) An: (Check one) 18-25_. 26-35_,._ 36-45.,,X-- 46-55 over 55 EdUS&t1 ln: (Indicate highest level of education completed.) y'o1jr current position: (If you are a teacher,please indicate)gradelevelor age of children you teach.) 7Eaclje �s ,'s cza t ��C �c C� O ��lkcxs Thank you for your assistance TSI 11/94 l Teaching Strategies, Inc. r Workshop Evaluation H . To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: n et v i d 'nit, �', ,��- a re P-1 C�!,1r1' `� Ctt ( uVn In what ways did the workshop address your personal goals? n S�rrl Yl ..1� .G-f .���-�1�1� e `�r� How will you use what you learned? ml 00n Other comments/suggestions: (If needed, please use the back of this page.) <<, Ci urr i �. �t � � �Yl �: ►r-1.�� 1-,��-�:� .�-� ,� s �� '��I_ �,. _��'r�:-4-,ue c_/e.a Please check the box which indicates your response to the following: Very Somewhat Not at all The presenter was well organized. 1/ The presenter generated interest. The presenter knew the field well. 41 The information presented will be useful in my work, v' Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) Agg: (check one) 18-25— 26-35_ 36-45✓ 46-55_ over 55_ Education: (Indicate highest level of education completed.) 1-4 n , �. `; �� L' 1 r�G�JW C(eo. Your current position: (If you are a teacher,please indicate grade level or age of children you teach.) Thank you for your assistance! TSI 11/94 IT Teaching Strategies, Inc. Ex 10 Workshop Evaluation ` To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28, 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: In what ways did the workshop address your personal goals? ���1` :;rv�'l j� p'�f Z,c,"!J Iv"z'-z.�:J.-�i.-•r. ,� �"z,;"z_�:r' � r• f. How will you use what you learned? V � ? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omew at Not at a The presenter was well organized. ✓� The presenter generated interest. ' The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) Agri: (check one) 18-25_ 26-35_ 36-45 z 46-55_ over 55_ Education: (Indicate highest level of education completed) Your current position: (If you are a teacher,please indicate grade level or age of children you teach.) Thank you for your assistance! TSI 11/94 7 7- It Teaching Strategies, Inc. Workshop Evaluation To help.us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28, 1995 Sponsor: UCSSO Head Start Please list oure s l _ is for the sessi n:T� A c) 0,'0 On f : In 1what ways did the workshop address your personal goals? C"'A How will you use what you learned? ' f „s Other comments/suggestions: (If needed, please use the back of this page.) %f Please check the box which indicates your response to the following: er Somewhat Not at The presetiter was well organized. +The presenter generated interest. The presenter knew the field well. f The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A=: (check one) 18-25— 26.35 v 36-45_ 46-55..,_„ over 55 EduCAUQU: (Indicate highest level of education completed.) Your currc ,position: (If you are a teacher,please indicate grade level or age of children you teach.) F-' `;A C n ;t' nk you for your assistance! TSI 11/94' IT � rt t i Teaching Strategies, Inc. Workshop Evaluation W To help us assess the quality of our programs,please complete the following form and leave it with` ` the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: Ij�rSO Head Start Please list your personal goals for the session: ft) �t 1 C:b In wlia�4ays� didf wiYrk $p addresssyo`tir�p rsonal goals? j How will you use what you learned? '`` Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very Somewhat Not at The presenter was well organized. The presenter generated interest. �.- The presenter knew the field well. r The information presented will be useful in my work. Overall, I found the workshop to,be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A=: (check one) 18-25_-.,_ 26-35— 36-45 ?, 46-59_ _ over 55 FJjucation: (Indicate highest level of education completed.) Your current position: (If you are a teacher,please indicate grade level or age of children you teach.) '� Than you for your assistance Ts1 11/94 Teaching Strategies, Inc. + ir Workshop Evaluation ° a To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic:, The Creative Curriculum Presenter: Jean Monroe Date: Auszust N. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: c?a__— '-C7 A.A-�_ A- In what ways did the workshop address your personal goals? C� How will you use what you learned? C 9,o Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: e Somewhat of at a The presenter was well organized. The, presenter generated interest. The presenter knew the field well. 1/r The information presented will be useful in my work. V� Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) An: (check one) 18-25— 26-35-Z 36-45_ 46-55_ over 55_ Education: (Indicate highest level of education completed.)�O�c — ('_�7`,"� c-- Your currentosR ition: (If you are\ a teacher,please indicate grade level or age of children you teach.) Thank you for your assistance! TSI 11/94, , Teaching Strategies, Inc. X r Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave It with, r the presenter. ; Workshop Topic:. The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: CC�lL?6.C'f' -Z In what ways did the workshop address your personal goals? How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) j 3; y. Please check-the box which indicates your response to the following: Very omewhat Not at all The presenter was well organized. The presenter generated interest. 1� The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences– we we request that you provide us with information about yourself.) Agg: (check one) 18-25_ 26-35— 36-45 Y 46-55_ over 55 Education: (Indicate highest level of education completed.) �z l � 1 Your current position: (If you are a teacher, please indicate grade level or age of children you teach.) Thank you for your assistance Tst 11/94 Teaching Strategies, Inc. ex Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave it with the presenter, Workshop'Topic: 77te Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSQ Head Start Please list your personal goals for the session: mors help CEod 7 t�t1 1 �„� work{;� cu;� �7�G1w1. t� _ f �/ In what ways did the workshop address your personal goals? ave_ me ►f►'1 o r e- r ofe s a.n d WCL ys �c� t�r� A4f,�� How will you use what you learned? 'SSoyiaftS czht� t�1Y,ert .� Writ e /ply' Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: er —3amew t�a`t Not at The presenter was well organized. rThe presenter generated interest. �^ The presenter knew the field well. The information presented will be useful in my work. Gam' Overall, I found the workshop to be valuable. C Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, J we request that you provide us with information about yourself.) Ag: (check one) 18 25 26 35 36 45! 46 55 x! over 55 Education: (Indicate highest level of education completed.) A A d!U"*-`- Your currentostl ition: (If you are a teacher,please ' dicate grade level or age of children you teach.),I71aG[e r, hank you for your assistance! TSI 1.1194. Teaching Strategies, Inc. fFX Workshop Evaluation To help us assess the,quality of our programs,please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28, 1995 Sponsor: UCSSO Head Start Please Iist your personal goals for the session: In what ways did the workshop address your personal goals? a How will you use what you learned? / ,5,S'a r7' �D 1-,-n s .7 /1 Other comments/suggestions: (If needed, please use the back of this page.) G Please check the box which indicates your response to the following: Very Somewhat of at The presenter was well organized. lThe presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, 1 found the workshop to be valuable. � r` _I Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about, ourself.) AZt: (check one) 18-25_ 26-35_„_ 36-45 55— over 55 Education: (Indicate highest level of education completed.) Your centos� ition: (If you are a teacher,,please indicate .a�e level or a of children you teach.) Thank you for ya r assistance 1, Tsr 11/94 l _ is blAfTeaching Strategies, Inc. � . 1 Workshopp�sC Evaluation 1J►- i t c a s,.� To help us assess the quality of our programs,please complete the following form and leave it with the presenter. .,. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe E Date: August 28, 1995 Sponsor: UCSSO Head Stats Please list your personal goals for the session: T r In what was did the workshop address goals? Y p your personal goals. How willyou use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omew at Not at 0 The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) AQg: (check one) 18-25_ 26-35_ 36-45_ 55 over 55 _ Education: (Indicate highest level of education completed.) Your current position: (If ou are a teacher,please aeingrade level r age of children you teach.) Thank you for your assistance! TSI 11/94 F f' Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave it with the presenter, Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28, 1995 Sponsor: UCSSO- Head Start Please list your personal goals for the session. -T.~ In what ways did th�orkshop a ress your r n�gos. e 4' I x How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omewFat� of at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to'be valuable. ,a Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A=: (check one) 18-25 , 26-35_ _ 36-45_ _ 46-55 over 55 O Education: (Indicate highest level of education completed.) 11�.._ Your current position: (If you are a teacher,please indicate grad vel or age of childrph you teach.) ^� Thank you for your assistance TSI 11/94 Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe k Date: Atlgldet 28. 1995 Sponsor: SZCSSQ' Head Start , t Please list your personal goals for the session: � In what ways did thworkshop a ress yourr �goas. How will you use what you learned? , Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very Somewhat of at a The presetiter was well organized. The presenter generated interest. ,, ll The presenter knew the field well. The information presented will be useful in my work. .J Overall, I found the workshop to`be valuable. ' Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A,U: (check one) 18-25 26-35 T 36-45 46-55 _ over 55 6-t-� 16 C;3 Education: (Indicate highest level of education completed.) Your currentosR.ition: (If you are a teacher,please indicate grad vel or age of childreh you teach.) Thank you for your assistance TSI 11/94 exkib it Teaching Strategies, Inc. Workshop Evaluation F To help us assess the quality of our programs, please complete the following form and leave it with ° the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start J. Please list your personal goals for the session: In what ways did the workshop address your personal goals? a How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very Somewhat Not at all The presenter was well organized. The presenter generated interest. 'r The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop,to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with informatio7�46-55 yourself.) A=: (check one) 18-25_ 26-35— 36-45 _ over 55, p completed.) L�'r �► / �r' C� ►tU��'"�' �: (Indicate highest level of education p leted.) f3� t � Your cUrrent position: (If you are a teacher,please indicate grade level or age of children you teach.) ) Thank you for your assistance! TSI 11/94 eachmg so rategtes, Inc. Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it W' ith'- the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please 1' t your per onal yoals for the essiop: /Zlew -4c) 41 c�_2 /1k 4V ly In w t ways did te workshop address you persona goals? How will you use wha you learned? Other commits/su estions: If needed lease use the back of this page.) gg ( , p P g ) J l✓ ded Please check the box which indicates your response to the following: Very Somewhat Not at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with' formation about yourself.) IAN A=: (check one) 18-25.,_ 26-35 36-45$ 46-55— over 55 Ems: (Indicate highest level off education completed (If you are teacher Lease indi ate grade level or W of children you teach.) Tha ou for your assistance! TSI 11/94 t G } r � tG`�O N 1 r-"d V) - 4-3 L � � � 4-1 }� G 4-fo \ i S- S. go to v t 4-3 tA t G ' x � V5 ..• a , a o (OD d a) r ' a� ems-- cn y 4-1 0 i rn � c r 4.) i to w � Scm c cm r =7S C F--X: •r C•r e{- N- C•r•r +3 4-4- r S- a) Ln(n c __ i-4-• � O O ry eft to S- S. ip 4j ea cc go m /YNG- L1ch-C1. c 0 N O a M4� in C cn W_ •r 01 O "o 4 CD U N C a � CL t l w r- u a •� S- c. o m c ev +s a� rts dQLr o M: i v 1 r� rn C c� r C c•,- as 01 C cm1—:E C Qt-r C C r C C•r 4- 4-- Q1 G-r-r +3 4,4- •r r •F� RS � RS R3 N ice- ulV) 4J 4J 4J +-4-. C C C C i-4u, O U O ft} eO e0 i i i Z RS (C t!) n ul Q_Q- Q- Q- C O -r N O Q. H Q C IMP W -r 4POW = N doop U "O Q C Z Q v a� 0 r a as a N N U N .r. Z F- Q cm C G) +) ti 4-) (L) r V. C� r 91( hibi+F UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. 837 ARNOLD DRIVE, SUITE #100 MARTINEZ, CALIFORNIA 94553 TO: Daneen Cali, Acting Program Manager FROM: Donna Thornton, Head Start Director DATE: June 30, 1995 SUBJECT: Monitoring findings and follow-up Thank you for memo today regarding the findings from your March 29, 30 and 31 , 1995 monitoring. You should be aware that we did not receive that report which was dated May 19, 1995 until June 15, 1995. We have corrected the finding on the health and safety issue at our Bridgemont center. With the unprecedented amount of rain this past year we experienced problems at all of our centers. Not only did the usual places flood, the Fairgrounds center was closed for several days, but we also had flooding and standing water in places that had never exhibited problems before. The ground was so saturated that it could not absorb any more water. We have dug trenches where necessary to drain off water. We have purchased a sump pump to pump out standing water. During any future rains we will monitor the centers to avert any problems before they become serious. cc: Richard Lujan, Executive President Desiree Smith, LPC Chair ht � * !STATEOF CALIFORNIA HEALTH AND WELFARE AGENCY f DEPARTMENTOFSOCIALS�RVA 8� cowuNi CARELIC€NSINO'y aw L, 8 : FACILITY EVALUATION,.REPORT REFER TO See-other side for.ex lanation of form. : _r..I F. p .,•._ V FACILITY ( C D TOR FACILITY NUM JER FACILI ©�C� ADDRESS TI LEPHON U 'CAPACI I CENSU I DATE ,r s TYPE OF VISIT C1 OFFICE ❑ EVALUATION ` ❑ MANAGEMENT ❑ MET WITH ❑ ANNOUNCED TIME41sIT:eECiAN ifi` *¢� # '; . e . �a,. t ""t]; r. TIME cOMPLEY'EO':, , . ❑ 'PRECICENSING ANNUAL ❑ FOLLOW-UP C�T'GNANNOUNCED _ 3 DEFICIENCY INFORMATION-FOR THIS PAGE: CIVIL PENALTY INFORMATION: ❑ Type A Ilo Deficiency Cited ❑ Penalty Assessed"'. ❑ PenaltyiNoUce Glyen ztr ❑ T e B ❑ Penal Cleared ❑ Not Applicable r� POC; 4 � r >CQMMENTS/DEFICIENCIES. PLAN OF CORRECTIONS(POCs)t ; a 1 Wish UVDATE- -'? •� O1y/.,s ,- /' �,;�// , , 1; � � x,1`d"`pYy b �L.= NgzS {;�G �,� �4 - • Y l.�•" _ ,,-(_,�4_.c�' !`tel,. G••^,!I'�+'��+"`•"MG.r'l t:•. 5 ,i i�+t� : y f !/. V;-'-'^ / 'Y*��.. /(•ir� � f��U , � / / p+�"' G.Y_.... l 4€�.,a�# i 4 q:- 5 ) '. j RA = 1 a ' /f��'�^.� � �^I C.)� I ;rU t� ����:-� 11�J � f�'1 1 /�='/•'Z�+ 1...r�.,L >'<v I'' �� x �+� .{�;�;� r�` �t. ._ / ,G.4.rQ �'ir �.��R,-`C—> 'i'✓��.-�n...r_.t ..C._i` 1(� ��Z-G,l.�:.1..% r, � e.v-.�^. a tea �'S9 iri:�yl iwr<✓G<_ r C�G •w- 1 /fi�r`C- .4 7/ �s .: a Y J : uwt 1 S� F ' r 1 s{ 1 j Failure to correct the above cited deficiency(ies),on or before the Plan of Correction (POC)due date, may result ir>i'a civil penalty assessment.of$50 per day(Family Day Care Homes,Foster Family Homes and all governmental agencies are exempt) ,x J, LI7E ,-EVALUATOR SI A RE TELEPHONE DATE , f Understand my licensing appeal rights a( . �L ) ` '%'I explained on the back of this forii6 ;`--:' ' N E OF VISO? TELEPHONE. E R PRESENTATIVE SIGNA URE DATE _ ge of FACILITY COPY pages kv' STATE OF CALIFORNIA `HEALTH AND WELFARE AGENCY �- tb t DEPARTMENT OF SOCIAL 8ERVICEB g COMMUNITY CARE LICENSING FACILITYEVALU.ATION�REPT E t+ ' � s� ��ORFER R T Uk, See other sideJor explanation of form ..FACILITYNAME�Jl9/^�''i - DIRECTOR FACILITYN MB_€R FACT Y,TY�pE'�f�:'n`' /Z...7,a(J Ge Vie. L,2 G�`/.CJ(.( <- , ADDRESS TELEPHONE CAPACITY CENSUS DAT TYPE OF VISIT '`O ,OFFICE [__1EVALUATION ❑ MANAGEMENT ❑ MET WITH I❑ TIME VISIT BEGAN ANNOUNCED � ❑`'PRE LICE NSIN�NNUAL. ❑ FOLLOW-UP Chi UNANNOUNCED TIMECOMPLETEO' DEFICIEN. INFORMATION FOR THIS PAGE: CIVIL PENALTY INFORMATION: ''~ , S-Type A t ❑ No Deficiency Cited ❑ Penalty Assessed' ❑ Penalty Notice Glven _ _E1 Type B ❑ Penalty Cleared ❑ Not Applicable fix COMMENTS/DEFICIENCIES , PLAN OF CORRECTIONS(POC DUE DATE )�-,ce-r,civ. 1 �Z 8 u' A Irr v rr Ot .�-7 �/ 7, �J• F:,J''r_ �,�ZJ`(CSC_ �.t ��.i 1 r� �a L 3 'bG`i- GG'.-. ti2-?!"✓�PL� C ���G`- -l(i't.C/' r�� i,�r n'�ya�a 1 4.1/ nr�yt�C�y' tr..�� / 1 ✓.pr�6 J; ,7 ti f1741. '1 "; S !Tq^9 t x' 1 "mss dye �r 1 taryatk43 t�}3 IAS *X 4 t 1 fi x� Failure to correct the above cited deficiency(ies),.on or before the Plan of Correction (POC)due date, may result in a civil penalty �_`"t� assessment of$50 per day(Family Day Care Homes, Foster Family Homes and all governmental agencies are exempt) LICENSING EVALUATOR TUBE TELEPHONE DATE I understand my licensing appeal fights ex la ed on the back of thls.form ,. z NAINXE OF St} ISOA TELEPHONE FACILITY EPR�SENTATIVE SIGNATU E DATE £!J C '"t l / FACILITY COPY Page of P ,9; i r , 1 I ' :r,s DEPARTMENT OF SOCIAL SERVICES ,,}� e COMMUNITY CARE LICENSING fir, 'FACILITY`EVAL:UATION`REPORT " ' aEFER To" ` `moi a� d t �q i "Va }1(VS, yrt "'i Seelother,,side fior,.explanation of form.; i.u 3 f._ F NAME r a `'`j ;'I:' DIRECTO Ra " FACILITY NUMBER FAC�fTYPE I d6ru� J 40 4// C✓ ADQRESS TELEPHONE CAPACI CENS 5�., D Tfi d, ,. TYPE OF VISIT ❑ OFFICE ❑`EVALUATION ❑;MANAGEMENT ❑ MET WITH ❑ 'ANNOUNCED nMEvlsirseoaN�t1 _� ;? b ' x° er ; .t I. TIME COMPLETED r','�f.: xI' '""`❑'�PRELICENSING ❑"ANNUAL`' FOLLOW UP UNANNOUNCED UEFICIENCY.INFORMATION FO THIS PAGE':.t CIVIL PENALTY INFORMATION: El Type A No Deficiency Cited } 1r.. [] Penalty Assessed t ❑ Penalty NoGcetGlvonI x ❑ T e B.'' ❑ Penal Cleared _ ❑ Not Applicable _ x �y MENTS/DEFICIENCIES .,a ;PLAN OF CORRECTIONS(POCs)V, ¢z, auEoaTE# �s t I ' ^� P iiy�•'lr,J � i�'L-' �: �� ���!/C/ • .,, I.r„ - .,.C� 'qe' �:'d14��tt 1� <�+.�°' + }:l 1 , x�°1'. Gk..�9 i %<,'. ;"/: l•i,.. i:•�i-��`�'� �"!G- ,C_r'il,, 4 :{ s : YS�N i 4... 't� : W ....It.•4/�r�,y ' 1 S'� f.L0 1 1 d r 1 x tis i 1 Y Yti�a' 4�3 ,i, l' 4-1 1 t . - r, 1.; . --*F•FI Ft+54�k.�.4�i! A S�ii� ,t.. T 1�.. n.; 1 s r 7 f fi ti Failure to correct the above cited deficiency(ies),on or before the Plan of Correction (POC)due date, may result in a civil penalty t , assessment o $50 per day(Family Day Care Homes,Foster Family Homes and all governmental agencies are exempt). LICENSING V LU�70 bel NATURE TELEPHONE DATE I Understand my licensing appeal nghts, �'1' S "1J explained on the back of this form..: NAME OF SUP �VISO TELEPHONE F CILITY R SENTATIVE SIGNeT DATE�, J� FACILITY COPY Page—A—of pages ' 01-12-1995 09:49Ah1 CONTRA COSTA HEAL? STAPI 1 510 x.46 5551 P.01/01 I MEMORANDUM HIE;AD START PROGRAM { I DATE: January 12, 1995 TO: GDP and Head Start Directors f FROM: Cheryl A. Franklin-Golden t Head Start Program Manager SUBJECT: 1995 Rainstorm I The purpose of this memorandzun is to determine the impact of the recent rainstorms on 1 your Head Start Program. i ! Would you please fax to nue a short memo by January 13 indicating the extent to which the recent storms have caused problems for your program.. For example, have you had to close any of your centers? Have you experienced hooding at any of your sites? � Please call me if'you have any questions. We are always concerned about the health and i welfare of our families and children. We want to be able to provide quality services without interruption. I t i cc: Jerry Bechtold Pt+st•IVI brand tax transmittal memo 7671 x + agar 0,j 1b r 1 Frain 1 � Co. � tt Dept. Phone# ' Fax a Fax f I i I ; i rx• �C7 , fC) f. VD Cj CD x ao 00 317 1 007 71811r, SALE.. 033 03/15/#5 :#.:3t? PH: EXPIRATION DATE` ACO AUT 90 015Z m �u 0 U1 0 1 ru GEN MDSE - -J, 11l WUORIZATME i 01576.7elm @a-- 11 Ln Cardholder acknowledges receipt of goods and/or services in the amount of the Total shown hereon and,agrees to perfomv the o s set forth In the Cardholder's agreement with the Issuer. ApCNO�tI�BED J� ,( i f BALES SUP—CARDHOLDER COPY Paid s heCl.� Dat® A,mt. Program- Program Line item LID '`'may Signature UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. 837 ARNOLD DRIVE, SUITE #100 MARTINEZ, CALIFORNIA 94553 0 1qW*"4 0 ME TO: Daneen Cali, Acting Program Manager FROM: Donna Thornton, Head Start Director DATE: June 30, 1995 SUBJECT: Monitoring findings and follow-up Thank you for memo today regarding the findings from your March 29, 30 and 31 , 1995 monitoring. You should be aware that we did not receive that report which was dated May 19, 1995 until June 15, 1995. We have corrected the finding on the health and safety issue at our Bridgemont center. With the unprecedented amount of rain this past year we experienced problems at all of our centers. Not only did the usual places flood, the Fairgrounds center was closed for several days, but we also had flooding and standing water in places that had never exhibited problems before. The ground was so saturated that it could not absorb any more water. We have dug trenches where necessary to drain off water. We have purchased a sump pump to pump out standing water. During any future rains we will monitor the centers to avert any problems before they become serious. cc: Richard Lujan, Executive President Desiree Smith, LPC Chair -='EF'-2'1-95 FF!I C'0 1= W. :�<A. N 0 R T 0 H 510 634 3479 P. 02 61hibi;V tj Head Start Program Perfgrmance Guidelines Health Curriculum September 1995 Writer: Alma Norton ObJective: To meet Head Start Program Performance Standards ( 45-CFR 1304) 1 , Provide screenings for all children. A. Schedule all acreenings. B. Examine files to ensure all requirements are complete and documented. C . Check physicals for medical, problems including: I . Hemoglobin 2 . Hematcri,t 4 I . Lead 4 . height & wti� r' n5 Immunizations Ohdt.t chart for each child to ensure follow u15(s) as needed. ii . Completo Check List for Health & Safety Equipment A. Examine all equipment H. Inventory all supplies C. Update Educational Series With New Materials Concerning; 1 . Health `,{__� ?. Nu. Fr t j on 111 . Assist Teacher in Vision Screening Preparation A. Talk to children about the eye H. Show picture of the eye C. Demoratrate how the eye works. D. Let children touch and ask questions Of the picture of the eye E. Provide tha Testing Eye, Chart. 1 . Let the children hold the E. 7. . Point to the lC:ttar E on the chart. Have the children turn the E they are holding the same way instuctor is pointing 7'b w -ME Chhk`r: F. Documont in Less plan AS 7'Ac E The SEP-29-95 FRI 00 : 14 W. &A. NORTON 510 634 8479 P. 03 EAiM iv. Assist 'leacher in Hearing Screening Preparation A. Talk to children about the ear H. Demonstrate how the ear works C. Show pictures of the ear D. Give pictures of ear to Qolor E. Demonstrate sax phones F. Allow children to wear ear phones G. Play the audio teaehine so children may hear the sound that ie made H. Explain what to do when the child hears the sound I . Document in Lesson plan. V. Assist Teacher in Dental Screening Preparation A. Talk to children about their teeth 8. Demonstrate a set of teeth for Children to view G. Discuss the importance teeth provides. for Chewing D . Demonstrate how to brush teeth E. Provide an opportunity to brush the demostration model F . Discuss the importance of having dental checkups �. Demonstrate how a dentist will examine each child's teeth VZ . Assist Teacher in Immunization Preparation A. Discuss illness ' which can be transmitted to children H. Discuss how "shots" can eliminate the disease C. Discuss how TB testing eliminates illness D. Ensure the Completion of all immunizations for each childAprogram VII . Assist Teacher Nutrition Preparation A. Discuss nutrition with children B . Demonstrate the benefits of good nutrition & health C. Provide a pyramid for the wall 1 , Show the daily Servings of protein 2 . Shaw the daily servings of vegetables 3 . Show; the daily servings Of fruits 4 . Show the daily servings of dairy products 5 . Show the daily 4arvings of bread D. belmonstrate how each item helps their body E. Each week have the children handle each one of the items F. Provide play food for each class G. Provide pictures of these items to color H . Question children an to which items they like and di&like I . Encourage each child to try the above mentioned items SEP-29-95 FRI 00 : 17 W. &A. NQR.TGN 510 €.34 8479 P. 01 Ex hot b 1 Health Curriculum IX. Assist Teacher in Personal Hygiene. A. Roll playing, & Show Film On Cleanliness. 1. pretend to wash hands & face, take a bath, brush teeth, comb hair, clean finger nails. k. B. When do we wash our hands? 1.. After using bathroom, before eating, ager covering mouth when cough or sneeze to prevent spreading communicable diseases, playing out side. C. Roll play when showing prevention of spreading communicable diseases. X. child First Aid. A. Roll Play as doctor & nurse. 1. What to do if they get cut, burnt, fall, scrape arm or leg. 2. What to do if they fall & hurt arm, leg, head or back. M. Assist Disability Co-ordinator and Teachers on Y curriculum of personal Feelings and Emotions. A. It is all right to feel sad, to cry, to be afraid, angry. B. Help children to try to understand these feelings and talk to Parents, family, or Teacher. Lg .QliQS2ILa � bl+ 'eels oft_! I Center ;R t� � �aYi_�C r'_ 131 Therne(optional) ^� i ra r s . ge Mange ��� ` �. _ ?a ______________T--� � ��>�;�_S ��' -Leacher �'� Reviewed by L Man y i Tuesday Wednesday is` Thursday 6 CIRCLE fir': rtc,�> �,a�-r< =�nc� t cue ti:a omt kl,t �.... PICd n z� TIME �i7t'�► �f r�t� ',a��� t d� �� ctrt. / Qx�,=h. c� y! ,ff / / 5 fi lZ� r�)r'_ r'�/ { �t_�r���) IDU did ttiil 0 { iylrti'�'� G4l�[.! r1 "A t1tLtJ.}'G_(?. �t t'1{X 'TY1c�. nl.-a��!r�c�u t^- - p 1 I !t � {--I"lir'✓)�.� 'moi o t1 i..l>u,-ti•-��r�� {1.I`L� 1���" 'C•�'i r.• � � .. f t�' �°r r� 1 !t �lL r r'7 Q)ocif ' Af»se_ of,Vi1t _ ! LANGUAGE �z�t K�C� c:�r�L, Loq G�du4f EVELOpMENT "�_cJe• y��v`a ' lx)'��cc. `I1•��`r� ! f ! �+e. S4are... j� SIr t'� tti.3�•tG)� nv.c.� t� �•.: . )RAMATIC PLAY;CIENC ��V`+'•tG t YNL'Q'Stl ri ri M A 1 1 lE/ ref:rr�"n ' - oc�cr'rt la e- )C1TDOOR/ b Uc r-- Y`u n n i r t:c i 4 de-- gacse- GROSS MOTOR J f a r'c�1 x. % �: �'►, may tee e/►qtr T�"! f l �u1��-l�o►-a rf4ALrlc/ �fir � l,tl4. mr�ccis >AFETY/ Y ! ' OOKING It" /y_u�s / mer.r4r/gjj sin (n 1p 1 1"r1 fes - AlJ 1-ik r 1 I Va le rid t r t Z. -T?14 y j inL ZA VIM f 7le" �..,7.te-Y�.�.-�v�..b--t.�,,.._t-c_.'.--'--'\. �t/}L'`' t3..+CrT{.�.�.-�✓.. �-'t'r'y-'C=�F' L �cT7�(,.,p-.i�.fa'j � ��"�'-`�'r'`*- ��1rQ� ` 'ARENT filE.VEMENT I � f' - --. t.v�� �, „ a ► .J�' A14, NIOrES/ � }L'rT PEClAL V1, ` :VENTS r ° �1 3 ______ Center Veek'cat. ���1-_ __—__ v c Teachersr��cc�— �=�`� Reviewed by ----------------------- 1ge Range —__ _._ 'Tuesday Wednesday , Thursday 1' Monday Y X --- I GZ�Y` aA i7 G`ti�' �1'�lt C-E� .`.�Gtil� t4 Y'+c�u4T �t:!��f f' �?n tt t \ <,V ?nil^� ...{�� ,,t`�Cj �✓'G1�'`� r �� t CIRCLE u%1nec { i5 CtVtYe. lrelriGcxus wt+ �y 4c `yis �r> i r r.4 rtt �n: i�,� l�lerer3s,r+ TIME 44, n r,•}. <: J `,�•{-c:i r��1 r".Otvl f'" 3C f t'Y, C,r 2_ 3?t>C.f? e- ^r AR"r r rvl1. r;> V0Y'2c-Q ? �, Vit " -fir Sal rPt LANGUAGE �rav , } �c>,-b�}! I, ha-i- Py�J�t itvre.., 44,-n ,c 1� }�r}'t ? ?,tc4 t ,i,tx ;!, I,ts;.�e- 6kh[� 0p )EVELOPMENT Pl Y y;ur.y. cz�tJt,a}.;�.i,. �c:t ���' n, i 2 r ,c"��or�a4-$owl te r e ten3 4-k4 yr u r A r,44 DRAMATIC i ,�ac �. PLAY C�ytom` -I �{cvv �y/ `r3lriltrt (� SCIENCE/ e ; r-1")411. l con i,- , Ca', MATH �, r, i iu : +t roto d', Z-14% <-tt AA w t} ��f�z tY ,, Z-14% _ -J t ��1 r. I .,a OU1 DOOR! �t}}?_tl ��t�s� ,1.� `wv� l ? ttic� 1 f _�-- . f GR c / C_4.1-A 1��-o c I• - GROSS iR j`f`[ �!J :Jc't 1tnGu' UV'r1 t, MOTOR4 1 a AL tL. f- t' -,I\ -�ft.r'rt G;r�t jJltrt.c: t. lte_�- 1,j �`i+? 1IL1�L1Ill �musc. irslctv�c{-4t�.c.- _ ----------- SAFE] Yl �ie.1 �, jJr �.Snni'< tf nti'�ti ftjr paur I ri! t'c; 1 Vim'-~� l.���t COOKING 4,0 POLO CIALIZATIO ! t) y Ir t� t 4 , , PARENT VOLVEMENT i ,4 /+ A )PECIAt_ f r ( lSa�7�Zr) a7 p 11f>c°yJ�C_ Cf{� LY y �a EVENTS S Cz!-�,<2t�J . 'C. t' ex"I Veek of Center Center �a� _ il_�Yj�'T Theme(optianal) _ r. .lLi ________ ige Rangel _1 �i�r 5 __ Teacher t �cr�_ Ftevlewed by ______________ Moriday�aU Tuesday Wednesday , Thursday ,--z CIRCLE cl V/ TIME •Y�'�'�-� Y'\„rt, \Gig}"} Y •�1 4 LG..4• C..L'�l"- ., tom: ..i l3it-C 6 l..,t-t.-c..�.� �+'1 1..�� �.'�1-�-� t-r' . � ��t.�^•- t..gel'" ART �t C� t,u.'�,�•� I.o.�,:;�,c,•ti-. l: t.��-cti c-f�t�-L.� 1;�-�u �;�.-�1 i,-�.-z.�,,� Ct'..z.k�.. LANGUAGE )EVELOPMENI" DRAMATIC PLAY ��`,�..i�ci_. c'.�c..t,...��.•'�..� t�^ (/44J f—f�.te C_ +�t tc2''1 tC+,-vt. tM � K_, SCIENCE/' MATII GROSS j MOTOR HEALTH/ �2^,(,Yf2�^ �i► & +.� SAFETY/ tss��'.a.�-` COOKING _Al )CIALIZAIION �,y , PARENT (/ VOLVEMENI' n-)��z ere,.? ; NOTES/ SPECIAL EVENTS LCJJVIV 1'L/11Y Wtieek ofoty-22-') Center v_ _�G.' 141 Theme(optional) :+ �+�_.► � . Age Range _1ia_' _z TeacherReviewed by --------_–_—___--_– Monday 22 Tuesday 3 Wednesday ,2y Thursday Zs" CIRCLE 1Jl,�c.Jt4,.z.Gcz"_ftcr) TIME –�'�.c.-.,�ti w--�-_�2..� �•v-$– "c ,t �"t;c ' �'1 ---� '� -------------- �.� �•�.�-�,��.-�.� c7-7`J/.7'1t (.�L�e: � �". �.-r-_2•, �-c.: /?9rC..l:..y, �;/�tC9:� i,�/1'-�'"fit :t✓ �l ART CC_>L.c�:-�.:�/f�{ �?��Ct�"l,G�.... ��1"yi,�+,�.-�,'>` /.a7.i_(.ra�l ` }�.LL�TL.I.Ly�•-G-O.--e,.. LANGUAGE L�{pct../ �3-)•i,r�_2�o �� c �'l R-�. c� La c2�v Z_.t�crc/�. _- t'�,. j c'f 'Lit—.k4-.t-4 DEVELOPMENT 4 .J..lt•Z.t.U' �'ytC'1.�1 ry„ ...A•tS-)-. r: /'j�.,.,_�?nT.) >.!'r� r �/ 441 DRAMATIC G' PLAY ?A.,ff..:<..� �c-'.�4'�c:L.t � 0(�"3�x�ry-.J( �.G F.xr �"7•x.t.y-. y.. ..�I;.ti.0 - L.,. - 1.,1 Y(.+�..� i•`li «l.<.�rt!.�t..tn-... �"r! a.--�v `. ...�'�C'Kyzf--cs��� �t..r_�'1.�_",• SCIENCE/ MATH CL-,t � -s-►-►�-�vt�j �{r'.•1<-n-.�..fv Ga _..et--e_..�_ _..11,,.3Z✓ �,� t..�_..� l.L��.�. K,.�L``��. 1'-<•t-.�.+.h.r` Gl.) ) •�.crs-.c�;,, � �Y��.,.i-.iia-�_. ✓�-•r Gtl r �)< �1 r OUTDOOR/ �'J - ( ► `- / GROSS MOTOR 1l JT 6 LY'_ «i HEALTH/ SAFETY/ COOKING , ) ( /ru" ems,, SOCIALIZATIO Q-11 y �c--Q.A PARENT 4-4-6-n t INVOLVEMENT NOTES/ SPECIAL EVENTS �r_�.�4. i (..t) a I(At t)) :,J'r�1ilSi I SITAK11I6 OI((aA(VlA i l0NS,' itl(.. I IEAI) S I AR F PROGRAM •I ESS()J PUAN �'I � IlS2Slrt Week at Centel trio. � C1�1� Theme(optional) .1�_�_Lt L q Fr�s27( pL Age Range Teacher I c4--- Reviewed by ________ Monday V Tuesday 7 Wednesday Thur!flay 1 r. CIRCLE TIME slaynrvc rt - 5+�1Rn� �oClc Cb�� u�t� ART �� Cae-laM h eud- b4?17 wt ro c-tc. LANGUAGE I)r:VILOPMENI DRAMATIC PLAY t r �. SCIENCE/ j, M A T H 0 Ems._ L Y OUTDOOR/ Jl u t't �y�u n GROSS �'s MOTOR r i r _ rC;6U, p, ,vt� tid �-- IIEALTI!/ SAFETY/ COOKING + 1 SOCiA -lZATIO d � r��� _� �� 2i a,, r-F h d�- PARENT � , �,�,•_, INVOLVEMENT 0[f" i.ct � t,_�l - AMM- f��"ice SPECIAL_ '�'S`fi -`�� EVENTS 041111) 1aR11I(At U :11ANIS11 SPLAIWIG URO ANIZAIIONS, lilt.. I(EAI? S'I AR 1' PROGRAM I.ES ONi LA pludwUlm E n Week of� ,,� .-,��,..1^���,.j' Center _�L�� Cllc=4.�2 � 'Theme(optional) �4.)WLWcesJ,r4- ,, lie �- Aye Range _�! ---- Teacher s G- j /------ Reviewed by -------------------- ` � Mon4(-e- day T1 Tuesday 22 Wednesday. 2/ "Thursday �' S t fc� ro+ ��s� CL/1_ s1tGr f' et r CIRCLE Ci Pi r' n-e �"�R'f` "�`� Sovt war P, 1M E COJ� D 1SC c t1 H-G h K Y � 5. 1.f ho ._ arraZ; qn n� Co b-e �� 7 ART ..�YSd n w �+--ll Gr OUVELANGUAGE or MENI eVj ne -f~ +rt "sem c�crrr`� 0 - - srYdrff r'S L u 4 DRAMATIC PLAY G�rt- G �� tl �J2 �r /CQ. t 50,1 beq pis /47-dd s ow-e SCIENCE/ u�r `�-► � ` heavis ,S'-x� Aa MAI-11 �- �2 c�'G -��-�? w '+ h 4-a)a +h n 4-o � r A. OUTDOOR/ 1'`' � ° 0 c, 74, kL roc1I GROSS S�- MOTOR I G�"�'-e.. Uri/ 13.,e-4 vn co V" rn a✓r d c6c.1 rs--4e IIEALTII/ S A r-E1'Y/ -5;19 )-e C Ye a - - n-�, - '' qG C ti A +c) 4-- tom- A; r 4S SOCIALIZATio Rr o TnJr !�.rr Z Cq' rm kl 5,qntAn ep PARENT h NVOI_VEiLIENT �iUsk �'�I Cf -�►' r 4 ri°t Ka►► I re�c-v 3-o0-� / L i I I a n C �r•b i�Z a(t` �i�I ��� �JYI� lCw�d, Y 4--ZA -4. t1` DIC4A) �� C- r ICS i X,,-> C'-0Gt� NOTES/ r s,G� SPECIAL --o EVENTS , t ApAl/�� nf a� ,s i!►��at4� tAit11It.I, Ul :,I'MW)lI S'PLAKIIIt; (MI) IZAIIONS, Wt.— HLAD S 1 AR I' PROGRAM 1_ESSON PLAN Week of t ?_— _3 0 _ Center _ c'�'_ �j!� 'theme(optional) Aye Range -=L_ e S-__-,v nc-- Teacher , -------- Reviewed b Monday Tuesday Wednesday 3 C-) Thursday rY0 jj.A -c?r',i Lt�- 5 CIRCLE � * LX, WI;n-e Mfff'c T6o-+ r t'I+S ART r- w,+-ilShe; LANGUAGE +v bz . . act btu CtT he Y';� 4 d ' f t i W L/.tt: _ Pr e �e A, o urtPLA`i IC - u r<(L o re l�f�`w� PLAY c SCIENCE/ MATH o cl GROSS 1� © / Moronj "mac u �-s-c 6-IJ I I E A E T I I/ C A, Y t2 S A r E- Y/ d ' t7 ��' cr � -f-� COOKING SQ -vc� wIIA -F Gyp �vt t SOCIALIZATIO t4(l'r l sk%� f"tiyyt� j�itli � ju / rite?ji� �0e2 PARENTS� J f t� c4 V.� .�J INVOLVEMENT" f" t/•'"�z.,l'c.'h R i'� d S ��YvK.G n s'dt,M.tt n:�� ° 1 js +c Gr Cif NOTES/ SPECIAL_ Case- C'om4rente EVENTS Tl dos VAO too cr. C6 am WMA too wo wo ow too wo wo ,'��.—' � � '��l •.�..�..> `�"�ter`� � �, �k' :,) •a' �', r ` h Y !•d o / .N ' ff953 goo �'`► eels T i r cw �� 1 uta ` ' il� 1 f �f 1 SIE ✓ . , T, A ce Y t l A. t 7 k t v I l C lit } lItG'� lit , V-C - r �r 11 Y4 i 3 ill i s. s' 71r � k1 53l Al'4S. to 6t _ wan m tJ CC 14 -Y MP I I f�r�i�IrILk.''C L t i +a I i Sk r i� Reggt° err ..._.....,. -. '�I1[ '�+'�"ItS����� ". ��`-''V—*+ � �!�/�'4.iYl l.�„r,�S,J+•/\ � iii '� �„!��..��'� � y - �i o et2. OC`kk Vt C (vt ' t ♦ N � d1JY tj LQ S r !i v,G 11111J�Q � l o-v�-p� vyuyn r s vn C ( ej a Q Cre r s.r>F. .:{.. ,♦. q,... {x - � l..: i?y A�z;4•ir. pl h { is � .. '� ( F i .,T' .�' ;p�;�f.,��'�g 9 f f • 1 F PC."�'`$� Y.I � f Fj his a ti C( Q 'c 77 C44rAd A _ 4 W4i ( i I t �r-.�JCr•- , .•--,chi�? Ji'� ��f.Y.! .77 Y � I �/fto �li __. I _.---__. — r t r .41 t � not, f r�rpiJ-7– .777 Y � a V III 1 s II. x � Y ,tk q 7 G( 01 1 WN U / � f y I � 7 y , arm CONTRA COSTA COUNTY COMMUNITY SERVICES PROGRES OTES C! s NameKirthdate `J 45 Parent/Guardian Phone# Medical/Dental Coverage Teacher/Home Visitor Other Assigned Staff/Agencies Date Subject (Identify first before entering information/data) Initial - �� Lois sCu. 6f- -6 t --� ion 0 w r4u . 5�k "U& HS-42 L� C�r • CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT PROGRESS NOTES -, Name 6adate f` r Parent/Guardian Phone# Medical/Dental Coverage Teacher/Home Visitor Other Assigned Staff/Agencies Date Subject (Identify first before entering information/data) Initial ............. PCLtJ dr eax)ep it4 63 r. }� CA-) 4v sau�- .._.-__.. _...�_ V,W u- IVI - , �.�.__ acl - ,A' ('u"& sQ Cau,S�=- W-i n5 HS-42 4 . . WC 4 , PROGRESS NOTES 1 Child' s Name Birthdate Parent/Guardian - Phone# Medical/Dental Coverage Teacher/Home Visitor Other Assigned Staff/Agencies Date Subject (Identify first before entering information/data) Initial `f i� ivy �t-u vie Lot � t - C(C! ��Yk.;` 21ct 1 G 1 �o,,,T� �uz, +c, HS-42 UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM STAFF '.GRAINING Friday, MARCH 10, 1995 AGENDA 8 : 00- 8 : 30 COFFEE C-f 8 : 30= 9 : 45 { DR. BREIFT SHAV1 (1,W ) 10: 00- 11 : 1.5 DR. KAREN TANNER TO SPEAK ON PHYSICALLY HANDICAPED ' AND EMOTIONAL BEHAVIOR PROBLEM CHILDREN IN THE CLASSROOM. 11 : 15- 11 : 45 QUTSTLION AND ANSWERS REVIEW DISABILITIES PROCEDURE This is for Teachers and '.Teacher, Aids and other staff that might be interested . 1.11-te training will. be -held at SUNSET CENTER Teachers please help out Sunset by bringing a small snack or juice for breakfast. x OPW 81r e �415 ia" t rjFf y� i�ti9:1 ,y,�-itrf'� tef i Ym 'u"! M. a� � . (, Via �} :� r$St 'in C, a C; 1• {• . 1��.Q,.�. .�,�C� ,.(lt17/`'1,�.�,c..:�..._.. �_ �:"t.t.. �(.l.f. ��./� �,I lty c>i `� {,�`, � �� t��. (d i�w i Ac I, t)r,"' If y t f i 7 Kn 11 C» - O_t. i:'...s t,� 1 t}. t ��lS •ti�ran d3 6 • 4 VU V- t ' iiv .. �1���� IQ _ �t�f ,,f, Ps nr I �1 ' t �s'� � ("��� 1 •�( 'J � 4 'r 1 F � q� ..�� �� of ��+�� `� :._.t:.:......_ . _ ct �� ��4. , r`;,[ify i...._��'t.r�.f.1 .. ._I'• .` � 41 It f 1}tl 0 j�y� ..4 �y� 't ���"i*�iy :°v w: 7 r f E� 9 i NO s f - - r�awY.s4 t Its 1 r °. J'7. nh .. } . 30, zr (/ t 'V f ' d u d y,��,(T}� 1 VlJI4.'v l.S.l,:fit '1..t -Ie-.fl...V 1....,.L 4 s 3 , ro \ ti_,, _(( p �.••--'.}/'+ ,_ �tf \ (1� 1 4 x 4 \ 1 k _ �i\;' �.-t�tQy/� m1 t X v f�Y ��1 �'`1 . ✓ 4 �' .d t: � _G'�_, �t "f Q vt,�T ez 4 tx , •e 1 d x' )(A1` '�.i ";\ il�:_ g t+c"a s f � t t } r°tRN il °•. s.. 1 �f{ r: 91 ._�+'3cCG.1.A o.(u x� .i�s ...�__ �.: , 4.,..;�«.._._,.. .�•t✓� S.I,L� .:.' t,� ,.� ��. .�.�.:.._..` �- ��::,C�,',Q } !'�� f �i 1 '.��r2 z �t� p" `f t af.t uo Y t;• - z. 'S1 / �f ~`t .1ttg�M� y� s��' ,szy't%: ov, F ALt -�'1 .:✓`'�«.�(,•. ,. .... .', 1.....i., 1. _.. �,.in..l-,:.�, � •b : atfi 1 1s�vd S ' r 1 F qg ,f �� Y4 4 ek" S 1 P ' � :f .. E � �.M r � l o//qj,3 kE IR kdd, l (Cr-12 6Lc_ t e r x a; iF N I,ry *' NIK ON t 't# t (tet 4 a3 kMt q * } 4 F 44Y < wts aaa ��a .. dental ,bealth 'in Head Start is.often interpreted to mean detecting; emotional �f MAV .. i `, roblems, referring familiesfor:therapy, and special services for the handi espped.. Certainly Head Start programs should have established systems for, linking children and -families with local mental health resources when special rt. r, belp,.is needed. However there are other dimensions to the concept of mental si °� health which go beyond the idea of diagnosis and treatment of illness. > A broader view:,of mental health includes an awareness of feelings and an abilit `,to ex sass ,them .comfortabl 'and appropriately. It implies' having s ` y p Y p positive self-concept, s 'stable ..sause,of. ethnic and sexual identity, and a; a �R } g. ;. . capacity>ta:interact'with others` in a`satisfying .tray. For.Head Start age,', e f t� '" ' children, .trental ,health,,means pride in realistic accomplishments and a grow- " in `f:uriosity about the;aozld ` There' be willingness to learn. There dr is as-.recognition of the,_similarities, as well as the differences, between ,self $ , } . and 'ors the ,. Children develop.'4 greater feeling of mastery as they ,success-: fully. `"experience a broader `range of challenges. Tolerance for frustration: increases,%and thinking,-.takes on a more directed, 'purposeful quality. They begin, to- differentiate right from wrong within the context.of their own group, K`` values. Language becomes"=:.more refined, and they are better able to express, 3;F s '`tsry '! themselves through the use of,words. This expanded view of mental health can serve as a foundation .for emotional growth, it�can also help prevent mental illness. Prevention, therefore, � should be' just .as important. a'goal in Head Start as the provision of direct. y Just services; Preventive mental health concepts can be easily integrated into daily classroom activities. :- The following are ,just a few ideas that have been successfully used in other Bead Start programs; each activity addresses an , 4 imoortant aspect of a child's emotional development. The activities are ;z enjoyable and require a minimum of preparation. 1}x kk M Ob S S . ` �•� M Ol APR vfit• Se 4 r 41 0�+e'ns 4rt }y' sur . F'll id�S4fi,,�j�x1 ?r CA 1 '�r' t�a �'�'� �. � � .. ' acv� •,�i�m 0 ( N VT 3 t4 D• pDy G Ctir , rt �p r` FA' ,�" Py N R SD O O 'S o � � � t°i %aa � c`D � oa o,�* aF► , 9m co co w wt s{ q Vi. t" ��, ;Sp �O Iry CT rt n 9D tY '4O p, m D' G 3tl iro x N t�D .GO W O SQ x m p tom,' Ort n n ° m eco a 0 ro Of G H ix `Ar-►: O t1 .r' ...� ti 7 O. 0rt� }�'^ H tD SD O N n M r1 O� p ft O �' W N t+' N SD �O "� � .p rr d r* G G `., � R �►° �f ;` { O tD t+ ': G � * . '.''� W .ry G N tr !+ N' .p S•y m � rc G � Sp �. L„u F i a 0 !d G O0 00 M tD O Y' 9a ° p 3 e m n to m tr m o C4 too G G .4 4 0 r' V- pqq A o t 0CT rr Y } "A i a w c* iv ccD w .3 (.3 ,nom o• a O SD ? O ' A 1 n ' s ) Sy £, 0t'p, „d d ° G j{ car{ L tD 0 H� ° `f k ! S+ H G rl p u n W m N qp G O M M R ¢ a{FX r SD OArS Y, Ortt 4 Il 7 G m n Q, a; ` O m �� m Y U.C.S.S.O.: HEAD START PROGRAM 1t37I1moid Dr. SuitM t00 Martinez.CA CHILD DEVELQPNfI=NTI HEAD START Mental Health Screening Definitions r 1. Physical AppSarance Coloring, posture, gait (normal/awkward)) facial expression appropriate), breathing (normal/labored), grooming, eye movements (coordinated/uncoordinated), etc. 2. Actiy3#Y Level A Appropriate activity level, tired, listless, falls asleep often, unable to remain ; seated, squirms, in constant motion. 3. Self Conc,eon Y•` Likes self-says positive things about self and his/her products, stakes negative y comments about self products, sees self as well liked, as disliked, accepts M responsibility for mistakes, blames others, confident vs. hesitant/fearful.: 4. Attention SRan �r Able to stay with and complete task, listens to story/shifts rapidly from one 4 task/toy to another, concentrates/easily distracted, by what? Sights? Sounds? -: r,a- 5. Mood frequent mood swings, mood changes consistentGeneraIl happy, sad, anwith what's happening, changes mood with no apparent reason, mood doesn't change even when it should. sG 6. Materials Uses appropriately, in a variety of ways, avoids messiness, distressed over ' ` y breakage, destroys materials. .q 7. Interaction With Others • Plays by self, with one other child, interacts only with adults, watches others, imitates others, initiates contact, makes suggestions, accepts suggestions, helps ° 1 others, plays with one sex/both sexes, reaction to new children, others seek him/her out, others ignore, others reject child. 8. Qmmunicatiori Skills Able to make self understood, uses mostly gestures, uses words, answers questions, initiates conversation, little or no verbalization, answers relate to. uestion/answers unrelated to question, echoes. ' 9. CooerationlCompliance Shares, takes turns, follows directions/requests, ignores requests, passively resists, refuses to comply, complains, does opposite of what is asked, always does what is told. FP-8ft 4t NX tlAJ t 14. Independence/Dependence Chooses own materials/activities, asks for help when needs it, frequently asks for help, frequently solicits approval, comfort, waits for reminders about routines, separation problems-clings to adults, cries at separation, etc. 11. Attention Seekin Talks about self/family, shows work, says "look what I did", "look at me", wants work displayed, excessive bilking, tattling, whining, clinging, demanding, purposely breaks rules, calls attention to hurts, complains of sickness, talks out of turn, disrupts, seeks excessive direction, approval, comfort, talks about killing self, self abusive, hits-self, scratches self, pulls hair, etc 12. Problem Solving/Conflict Management Plans ahead, random, trial and error, solves problem by use of words, going to adult, crying, fighting, joking, reasoning, negotiating. 13. Frustration Tolerance Able to wait turn, waits for needs to be met, gets needs met by use of words, adults, grabbing, stealing, no reaction or over reaction to difficulty/failure. 14. Anti-Social Behaviors Threatens, uses abusive Ianguage, physically hurts others, disrupts activities, destroys materials, hurts animal, sets fire, hostile fantasies. 15. Sexual Behavior Extent of awareness of own sex, sex differences, excessive modesty, shows genitals frequently, displays unusual knowledge of sexual activity. 16. Withdrawal Behaviors Reacts to physical contact by squirming, stiffening, startling, ignoring, looking away, unaware of others, indifferent to materials and own products, doesn't talk to others, excessive fantasizing, "spaces out", unresponsive e.g., no reaction to loud sounds, to injuries, etc 17. Self Stimulating Behaviors Rocking, head banging, rubbing body parts, masturbating, nail biting, hair pulling, thumb sucking, rhythm, jerking of hands. Adapted from San Joaquin Head Start FP-$st LBu/ml 3/15/91 elll'Al r (2) offer a full schedule of training sessions for teachers, { ^` family service workers and parents in: . a) Effective parenting b) Effective communication/active listening c) Anger managements- d) Conflict resolution '' (3) Hire masters degree social workers or MFCC' s to performi family services for the Head Start children' s families. Three full time experienced social workers or MFCC ' s # ` should be sufficient to serve 240 children and families '. if paper work requirement is kept to minimum. out of 80 '' children for each social worker, there will be approxi- mately 10 to 12 problem children who require greater care and attention while the remaining 68 to 70 require only ry.> routine services. A more graduate approach might be to hire one masters degree social worker or MFCC (not neces- sarily licenced) supported by three current level of fam T, ily service workers to do the same job. The latter appro- ach would require the social worker to be involved in ser- vicing the more severe problem children and their families while on a continuing basis train the other family service workers to be more clinically proficient. Vie social worker becomes the cohesive force which links parents togethery 1� with the Head Start program. (4) Within the first month of each new school year, a complete :assessment of each child and his/her family should be in place with the child' s records. This can be accomplished by applying the full resources of the family services de- partment to that end. The social worker will be charged ; to assess the more complex or severely disfunctional fam- ilies while the family service workers handle the more rou- tine families. To determine which family is complex or sev- erely disfunctional, each family, at the time of applica- tion for the Head Start program, will be regtaired to com- plete a set of questionaires that will provide clues to ; fan;ily services which family is likely complex or severely disfunctional. If each assessment takes 2 hours and 40 min- utes (2 hours for interview and 40 minutes to write up the assessment) to complete, each worker should be able to com- plete 15 assessments per week or within 4 weeks of time, 4 staff members in the family services should be able to assess 240 families. This of course is only l_)ossibl_e if all the assessments are done at the agency i.ti Brentwood. The assessment needs to include: personal data of the child, . current problems of child at home and in school, history of :resenting problems, results of a complete physical examin- ation including a careful neurological assessment, past i i -3- medical history, birth history, daily habits, devel ()pmental his- tory, temperment, school history, family history, 1.),-1-st treatment clinical observations, and any additional informat-J-on from spec- ialists in such areas as learning disabilities, ps-yf,hology, psy- chiatry, neurology, speech and language, physical litO occupat- ional therapy. In addition to the assessment of th(� child , com- prehensive assessment of the nuclear or blended fami-ly is of equal importance. The family assessment should include: A genogram with source information supplied by the parents through �i process of answering a structured questionaires covering the child and sib- bling generation, parents and grandparents (both pal-.(--:�rnal and ma- ternal) generations. Information from the questionaires then tran- slated into a standardized genogram drawing by the �7taff personnel. Information sought in the questionaires to include personal and demographic data, substance abuse, physical, emotional and sexual abuses, special medical conditions, learning disabi.li-ties , cultural practices of all members in the family, particularly those of the. parents and grandparents. (5) Employ " Fun and Food" promotional approach to encourage greater parent participation in the Head Start program. Deprived , discour- aged, and disenfranchised parents generally have g.reater needs for immediate material rewards to be motivated. All of us like to eat and have fun. How Head Start develop a down-Lo­oarth program that will attract parents is the big quesLion . 1.n m.ikirig that at- tempt, consider the following : a) Free baby sitting service on location. b) Friendly and informal meeting atmosphere wh,.,i.­. perr_ Licipants are made to feel- included. c) Facilitate meetings with group norms thal pr�)vide. all par- ticipants, particularly those who are shy and lack verbal skills , opportunities to speak up and ask ql.wstions . d) Invite successful local merchants, business (,ntrepreneurs to share their success stories with parLic-i-pl-iLing parents as an adjunct the regular [lead Sta.t--,L-- meeti-ii,1 agendas. Peo- ple are often interested in finding hol_-)e l. i r l ni.nq to how others have overcome overwhelming odds and bocollie success- ful. e) Invite local restaurant chefs and parents ox: Head Start staff who have special talent for cooking Lo demonstrate cooking techniques before regulare meetings . f) on special regional meetings, employ pot-Iuclcontest with prizes awarded to main course, salad, and dr,ssert entries to encourage attendance. g) Try to incorporate into each meeting attraction feature that will entice typical Head Start parents I.-.o participate because it is fun, food or of practice value . h) Praise and validate those parents who showed effort in Head Start program participation. Until the government changes its position or) parent in- volvement with the Head Start program, it is inxpor(-_a.tit that del- L Dorothy Bronson 0551 ©T3 Disability Coordinator UCSSO Head Start 120 Oak Street "nI Brentwood, Ca. 94513 evosttzOune 6 , 1995 W� Dear Ms. Bronson: �J It has been a pleasure working with all the teachers and staff of UCSSO Head Start the last nine months. I am especially in debted to you for all the assistance you had given me. I en- joyed working with all the children, including those who had pre- sented the greatest challenge. I was, however, somewhat disappointed about the lack of parent participation with the Head Start program. For 30 years, the Government who sponsored and funded the Head Start program failed to mandate parent involvement as part of the quali- fication requirements. The oversight has compromised the Head Start ' program success . Mental health professionals will quick to agree that child- ren' s well being, particularly those from the economically deprived segment of society, can not be best served if we do nothing to ad- dress family disfunctions. It has been well established for decades that family disfunctions, for the most parts, are highly transmit- table from one generation to another. If Head Start program is equip ped with an adequate mental health component and parent involvement mandate, much of the multigenerational disfunctions transmission can be eliminated. Successful interventions at the family level not only create a better learning environment for a child but strengthens the supports for other sibblings in the family. Children function best when they feel loved and secured and only well grounded parents can provide that. For many years, Head Start had treated problem children symptomatically. It' s time that we pay some attention to the root cause-family disfunctions. Carrie Frazier, my clinical supervisor, had the opportunity to check out the San Joaquin Valley Head Start program servicing 2 ,000 children recently. She found the program, over the years, has gradually built up a mental health staff and learning specialists to service the children as well as their families. They have managed to find creative means in attracting parents to participate in their Head Start program. Perhaps UCSSO Head Start can do a comprehensive study of that program and learn from it. In response to your request for personal comments about the UCSSO Head Start program, I offer the following suggestions: 1) Change the term "Mental health counselor" to "Child behav-,,- ioral specialist" to increase public acceptance. Many His- panic parents do not appreciate having their children ob— served and dealt with as something is wrong with them. 4rh;h1* -2- (2) Offer a full schedule of training sessions for teachers, family service workers and parents in: a) Effective parenting b) Effective communication/active listening c) Anger management d) Conflict resolution (3) Hire masters degree social workers or MFCC' s to perform family services for the Head Start children' s families. Three full time experienced social workers or MFCC' s should be sufficient to serve 240 children and families if paper work requirement is kept to minimum. Out of 80 children for each social worker, there will be approxi- mately 10 to 12 problem children who require greater care and attention while the remaining 68 to 70 require only routine services. A more graduate approach might be to hire one masters degree social worker or MFCC (not neces- sarily licenced) supported by three current level of fam ily service workers to do the same job. The latter appro- ach would require the social worker to be involved in ser- vicing the more severe problem children and their families while on a continuing basis train the other family service workers to be more clinically proficient. The social worker becomes the cohesive force which links parents together with the Head Start program. (4) Within the first month of each new school year, a complete assessment of each child and his/her family should be in place with the child' s records. This can be accomplished by applying the full resources of the family services de- partment to that end. The social worker will" be charged to assess the more complex or severely disfunctional fam- ilies while the family service workers handle the more rou- tine families. To determine which family is complex or sev- erely disfunctional, each family, at the time of applica- tion for the Head Start program, will be required to com- plete a set of questionaires that will provide clues to fart;ily services which family is likely complex or severely disfunctional. If each assessment takes 2 hours and 40 min- utes (2 hours for interview and 40 minutes to write up the assessment) to complete, each worker should be able to com- plete 15 assessments per week or within 4 weeks of time, 4 staff members in the family services should be able to assess 240 families. This of course is only possible if all the assessments are done' at the agency in Brentwood. The assessment needs to include: personal data of the child, current problems of child at home and in school, history of presenting problems, results of a complete physical examin- ation including a careful neurological assessment, past -3- medical history, birth history, daily habits, developmental his- tory, temperment, school history, family history, past treatment clinical observations, and any additional information from spec- ialists in such areas as learning disabilities, psychology, psy- chiatry, neurology, speech and language, physical and occupat- ional therapy. In addition to the assessment of the child, com- prehensive assessment of the nuclear or blended family is of equal importance. The family assessment should include: A genogram with source information supplied by the parents through a process of answering a structured questionaires covering the child and sib- bling generation, parents and grandparents (both paternal and ma- ternal) generations. Information from the questionaires then tran- slated into a standardized genogram drawing by the staff personnel. Information sought in the questionaires to include personal and demographic data, substance abuse, physical, emotional and sexual abuses , special medical conditions, learning disabilities , cultural practices of all members in the family, particularly those of the. parents and grandparents. (5) Employ " Fun and Food"" promotional approach to encourage greater parent participation in the Head Start program. Deprived, discour- aged, and disenfranchised parents generally have greater needs for immediate material rewards to be motivated. All of us like to eat and have fun. How Head Start develop a down-to-earth program that will attract parents is the big question. In making that at- tempt, consider the following: a) Free baby sitting service on location. b) Friendly and informal meeting atmosphere where participants are made to feel included. c) Facilitate meetings with group norms that provide all par- ticipants, particularly those who are shy and lack verbal skills, opportunities to speak up and ask questions. d) Invite successful local merchants, business entrepreneurs to share their success stories with participating parents as an adjunct the regular Head Start meeting agendas. Peo- ple are often interested in finding hope listening to how others have overcome overwhelming odds and become success- ful. e) Invite local restaurant chefs and parents or Head Start staff who have special talent for cooking to demonstrate cooking techniques before regulare meetings. f) on special regional meetings, employ pot-luck contest with prizes awarded to main course, salad, and dessert entries to encourage attendance. g) Try to incorporate into each meeting attraction feature that will entice typical Head Start parents to participate because it is fun, food or of practice value. h) Praise and validate those parents who showed effort in Head Start program participation. Until the government changes its position on parent in- volvement with the Head Start program, it is important that del- agate agency like UCSSO find ways to persuade parents to parti- cipate and become active partners with the Head Start program. The American families have never face crises of current dimen- sions before. Those who service children and their families as, in Head Start, are in position to change it for the better. Sincerely, Paul K. Yee, CCI #24226 UUU 5 S JAMES A. ERICKSON, D. MIN., MFCC Mental Health Consultation Lk.#MFC 23915 Liberation Psychologyt P.O. Box 185 Brentwood, CA 94513 (510) 634-2164 (message) TO: United Council of Spanish-Speaking Organizations Head-Start Programs };F MENTAL-11FALTH REPORT r For three years I have served as mental-health consultant for the Head-Start Programs of the United Council of Spanish-Speaking, . ". Organizations, specializing in the .Migrant Program. ( I also have. served East Contra Costa County in other capacities -- as a try private-practice counselor, as an intern supervisor for Youth and Family Counseling Center, and for six years in ministry with a large, economically depressed and ethnically varied community"in tig Pittsbur( . ) z The mental-health issues I have observed with the children in the 1xp Head Start Programs fall. in the following categories: ` a. Developmental or neurological . Often further testing is recommended. Education and support in coping with associated 3i behaviors are helpful to parent and teacher and other staff. b. Anxiety based, most often manifested in the Head-Start children as separation difficulties and at other times as high; .' : reactivity. More often than not, these problems resolve ., ' themselves as the child matures. If anxiety-based problems ' , continue, I recommend a home-based assessment to see if there are " sources of anxiety: stemming from the family. t c. Hyperactivity and difficulties with focus and attention. If there is an Attention Deficit Hyperactivity Disorder, aggression ".. and disruptiveness often are present as well . In extreme cases, . medication is often quite helpful . Otherwise, education in behavioral management and assistance in its application, y?: particularly when consistent across both home and school lines, are recommended. f 4� -. . r Other difficulties also present themselves, although not to the � degree as those mentioned above. They include: withdrawal, r+ regression to previous developmental levels, :.aricJ ,aggressiveness. In these cases, I like to visit families to assess if the children are acting out some stress from the home . (My experience has been that parents often respond with denial i.ra some form or . the other . ,MENTAL,-HEALTH RECOMMENDATIONS: Head Start serves children of economically deprived families. Often community resources are inaccessible Lo these families, due ' to cultural and economic reasons . My recommendations fall in two '' areas: 1 . There needs to be a good deal of education, oil all levels, regarding the existence of resources and the means of accessibility to them. Mutual education needs to occur with the. : providers of services, head Start staff. ( including myself as .`�.' mental-health consultant) , families in the programs, and, particularly, those families targeted with special needs. Often;', resources are under-utilized because of shared ignorance. Once .'i resources are identified and paths .of accessibility clarified,' . =� YA: the program will be in a better position to advocate for increased services or ct.r.eater cultural and economic sensitivity in existing services. ms's, 2 . Community Mental Heal.Lh is best promulgated by an effort of the community -- coming from the community and effected through the community. This perspective .recognizes and fosters the expertise and strengths of the community in addressing its own identified me ntal-Beal th needs. Community agencies and County ' social and mental-heal.tli services ideally facilitate this process. I believe that to the extent ghat the a.oaamnanity '. Perceives mental-heal t1i efforts coming from without:, directed at it- in a judgmental and prejudicial way, to that extent mental health efforts, perhaps with the best intentions, .are unsuccers.ful . The Head-Start Program:; are in a relatively good position to be r 'r. an agent of Community r4ental Health because of ( l. ) the emotional investment parents have in their small children; ( 2 ) the lack of sophistication on the part of the children to tilask. difficulties' that different families may be having; ( 3) the credibility Head Start has established over the years in the community ( I am well received in the homes of families once I idem i.f_y myself as a consultanL with Head Start) . With others, I have started a nonprofit agency, Delta Communities: Counseling Services which adheres to the principles of providing.; �f> ; accessible mental-health services in a culturally and economically sensitive way, while enabling community mental J , , health in the terms described above. We are very open to collaborating our effort :s with the United Council of Spanish- Speaking Organizations and the Head Start Programs . {3;',, .l'AT : Y �F r pd(l -u Ovid dol v)c W1(� �fn ►� (YI rw s Y C" tcakzj myro-.) 4cjc( .4�- CtncL vlo bri t 4cj 0 Vall 71Y L 0 .f F t ri t F ci2� sop OAS -bo Wo F. F UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM 1-30 IMPLEMENTATION PLAN September, 1995 X UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM 1-30 IMPLEMENTATION PLAN United Council of Spanish Speaking Organizations, Inc. (UCSSO) Head Start Program will implement the 1-30/70.2 in the following manner: THE ROLE OF THE PARENT: The major role of the parent is to get involved with the Head Start program. There are four major ways that a parent and/or family member can get involved the Head Start program. They are: I: Participation in the process of making decisions about the nature and operation of the program, II: Participation in the classroom as paid employees, volunteers or observers, III: Activities for the parents that they have helped to develop, IV: Working with their children in cooperation with the staff in the classroom. The first of the four major ways is: I: Participation in the process of making decisions about the nature and operation of the program. Decision making in the Head Start program occurs on three levels. The levels for UCSSO Head Start are: 1. The Classroom Committee composed of 100% of the parents at each classroom site, 2. The Local Policy Committee (LPC) which is composed of representatives from each of the classes as well as community representatives, 3. The Policy Council which is composed of parent representatives from the Grantee Operated Programs (GOP), from other Child Development Projects and from the delegate agencies as well as community representatives, public agency representatives and representatives from the Board of Supervisors. Head Start 1-30 Implementation Plan Revised 9509 Page 1 Level One: Classroom Committee Level Level one of the decision making process for the UCSSO Head Start program is the Classroom Committee. A classroom committee is composed of 100% of parents whose children currently attend and are currently enrolled in that classroom. Decisions at the Classroom Committee level deal with the nature and operation of the program at that classroom. A. Nature of the program at the classroom level means the following: 1. Assure that the experiences of the child in the classroom are creative and multicultural. 2. Assure that the experiences for parents are designed for parents and will enhance parental skills. 3. Assure that the interests of the parents are expressed in activities designed for the enhancement of skills for parents and staff. B. Operation of the program at the classroom level means the following: 1. Assist teachers, director, component coordinators in ways that enhance program services. 2. Work closely as volunteers with classroom teachers and all other component staff to carry out the daily activities in the classroom. 3. Plan, conduct and participate in the informal (social, or other) and formal programs (trainings, meetings, etc.) for classroom parents. 4. Elect representatives to the Local Policy Committee. S. Provide input into field trips and end of the year ceremonies. 6. Participate in raising funds for activities which parents chose to occur and are not included in either the grant or the parent activity funds during the year. Level Two: Local Policy Committee Level Level two of decision making process for UCSSO Head Start program consists of the Local Policy Committee (LPC). The Local Policy Committee is set up by the program parents and is composed of representatives from Head Start 1-30 Implementation Plan Revised 9509 Page 2 .EyMbi each class and if decided by a majority vote of the current LPC, community representatives who may be past parents of children who were enrolled in the program. All representatives serving on the Local Policy Committee must be duly elected. No voting member can hold a voting seat on the classroom committee and/or the Local Policy Committee longer than three (3) years. If an alternate serves in a voting capacity for at least half of the meetings, then that time is considered a full year. The responsibility of the LPC is within the nature and operation of the program. A. Nature of the program at the Local Policy Committee level means the following: 1. Assure that the experiences of all children enrolled in the program are creative and multicultural. 2. Assure that the experiences for all parents are designed for all parents and will enhance parental skills. 3. Assure that the interests of all parents are expressed in activities designed for the enhancement of skills for all parents and staff. 4. Assure that the evaluation of the components and program goals and objectives, technical assistance and training plans, recruitment, enrollment, attendance plans are carried out at all classrooms. 5. To understand their role: role of Local Policy Committee representative is to represent the common concerns, needs, issues of all the parents from their classroom. The role of the community representative is to represent the community in respect to institutional change in order to provide resources to the Head Start program. 6. To select options based on Community Needs Assessment (CNA) data and have options selection recorded in minutes of the LPC. B. Operation of the program at the Local Policy Committee level means the following: 1. To provide the common concerns, issues, needs of the parents to the Local Policy Committee, Head Start Director or designee. Head Start 1-30 Implementation Plan Revised 9509 Page 3 6 �hfblfi00C 2. To work closely with the Head Start Director or designee in the planning, conducting and participating in the informal (social or other) and formal programs (trainings, meetings, etc.) for all parents and staff. 3. To serve as a link between public and private organizations, the delegate agency and the community it serves. 4. Have the opportunity to initiate suggestions and ideas for program improvements and to receive a report on action taken by the Head Start Director or designee with regard to its recommendations for improvement. 5. Assist Head Start Director or designee plan, coordinate and organize agency-wide parent activities. 6. Assist Head Start Director or designee in communicating with parents and encourage their participation in the program. 7. Aid Head Start Director or designee recruit volunteer services from parents, community residents and community organizations and assist in the mobilization of community resources to meet identified needs. 8. To supervise the execution of the parent activity funds by developing a parent activity fund plan which is annually updated. The plan will be used in the supervision of the allocating and spending of the parent activity funds. The Head Start Director or designee will assist the LPC in the development and updating of the parent activity fund plan. The parent activity fund plan must be approved by the majority vote of the Local Policy Committee. 9. Elect representatives to the grantee Policy Council. These representatives will represent the issues, concerns and needs of the Local Policy Committee to the grantee Policy Council. DECISION MAKING FUNCTIONS AT LOCAL POLICY COMMITTEE LEVEL 10. MAY BE CONSULTED OR CALLED UPON before any decision is made or approval granted to give advice or information BUT NOT TO MAKE DECISION OR GRANT APPROVAL in the day to day operation of the program. 11 . MUST BE CONSULTED OR CALLED UPON before any decision is Head Start 1-30 Implementation Plan Revised 9509 Page 4 �'X h ibis � made or approval is granted to give advice or information BUT NOT TO MAKE DECISION OR GRANT APPROVAL in the identification of child development needs in the area to be served, ensure that standards for acquiring space, equipment and supplies are met. Standards will be set via the plans, regulations, Performance Standards and applicable laws. Ensuring that standards will be accomplished through reports to the Local Policy Committee. 12. MUST APPROVE AND/OR DISAPPROVE before the decision is finalized or the action taken. This group must have been consulted in the decision making process prior to the point of seeking approval in the following: a. Establishing goals of Head Start program and develop ways to meet them within the Performance Standards and/or regulations. b. Determine location of centers and classes. C. Develop plans to use all available community resources. d. Develop plan for recruitment of children. e. Determining the composition of the appropriate policy group and the method for setting it up within Performance Standards and/or regulations. f. Head Start personnel policies. g. Selection of the Head Start Director and staff for the purpose of hiring and terminating. h. Prepare request for funds and proposed work program prior to sending to agency Board of Directors and grantee Policy Council. i. Make major changes in the budget and in the work program while program is in operation. Major changes in the budget are defined as any amount over $5,000.00 and major changes in work program is defined as any change that would eliminate or add more than $5,000.00 cost. (Program or budget changes that are less than $5,000.00 or have an impact that is less than $5,000.00 each program year will be reported to the LPC but do not require Local Policy Committee approval.) 13. IS DIRECTLY RESPONSIBLE FOR THE CARRYING OUT OR Head Start 1-30 Implementation Plan Revised 9509 Page 5 E y4h(b I*+ :r PERFORMING the self-evaluation of the agency's Head Start program goals and objectives and component work plans. The Head Start Director is responsible for assuring that the self- evaluation is conducted or performed by staff. The Local Policy Committee is responsible for assigning group members to develop procedures for self-assessment and evaluation. They will work in cooperation with staff to develop procedures. The Local Policy Committee will be part of a sub- group to perform the self-assessment and evaluation. 14. IS GENERALLY RESPONSIBLE AND HAS THE LEGAL AND FISCAL RESPONSIBILITY for guiding and directing the carrying out of the establishment of a method of hearing and resolving community complaints about the Head Start program. The Head Start staff will establish the standardized method, give these to the Head Start Director for approval/disapproval and provide written procedures to the Local Policy Committee for approval/disapproval prior to implementation. Once the method has been placed in writing, approved by the LPC and the Head Start Director, the performance of the procedure will be directed by the Head Start Director. Level Three: Policy Council Level Level three of the decision making process is the Policy Council. The Policy Council (PC) operates as the parent decision making body for the entire grantee. (See grantee's implementation plan for responsibilities and function of Policy Council members.) The second of the four major ways is: II: Participation in the classroom as paid employees, volunteers or observers. This is the second of the four major ways that a parent and/or family member can get involved in the Head Start program. 1. As paid employees: Parents who qualify are encouraged to apply for vacant Head Start positions. Preference will be given to parents of children currently enrolled in Head Start. 2. As volunteers: Parents, as well as other persons, can volunteer in the classroom. To be considered for volunteering Head Start 1-30 Implementation Plan Revised 9509 Page 6 rof a parent must receive an orientation. If a parent would like to be considered for a long term (more than once a month) volunteering in the classroom, then they must be willing to take part in a training for volunteers. 3. As observers: Parents can observe in their child's classroom any time that class is in operation. When observing in the classroom, the parent should tell the teacher how long they will be observing. The third of the four major ways is: III: Activities for the parents that they have helped to develop. This is the third of the four major ways that a parent and/or family member can get involved in the Head Start program. Parents at the classroom level will develop activities for themselves which will meet their needs. Parents at the Local Policy Committee level will take a survey of interests and needs either through the Family Needs Assessments or a separate survey of the parents. This will determine the next program year's training needs for parents as well as serve as the basis for some activities for the current year. The fourth of the four major ways is: IV: Working with their children in cooperation with the staff in the classroom. This is the fourth of the four major ways that a parent and/or family member can get involved in the Head Start program. Parents and/or family members are encouraged to be in contact with the classroom personnel. Contact can be through casual meetings, formal meetings, social events. Parents and/or family members are asked to become involved in what is going on at the classroom so that they can become involved at home through reinforcement and continuity of things the children are learning and doing in the classroom. Local Policy Committee Approval date: July 18, 1995 revised: September 26, 1995 Head Start 1-30 Implementation Plan Revised 9509 Page 7 6L/ F)UbPo oT Community Services DepartmentChild Development 374-3994 Contra' Community Action 646-5544 Administration d Service 374-3994 2425 Bisso Lane,Suite 120 Costa Food Start 646-5540 Concord,California 94520-4830 Housing and Energy 646-5756 (510)646-5544 County Human Services Advisory Commission 646-5661 Fax:(510)646-5551 Joan V.Sparks, Director 6 MEMO TO: Donna Thornton FROM: Daneen Cali DATE: 8/14/95 RE: UCSSO's Implementation of the 1-30 Plan I have received your agency's implementation of the 1-30 plan. Please explain to me what a "Local Parent Committee " is and to what policy group does this term refer? UCSSO has a Local Policy Committee, yet I do not see it referenced in the plan, please explain why this committee is not in the plan. The plan refers to the Policy Council, please explain to me why UCSSO feels it needs such a detailed plan for the grantee's Policy Council yet the agency does not refer to the Local Policy Committee or its involvement with the Policy Council throughout the plan? UCSSO would be better served in having an approved Implementation of the 1-30 plan that looks at each level of involvement and determined how it worked for your agency not merely copy the grantee's implementation plah. The grantee has one level of responsibility, a delegate has another - for their Local Policy Committee first and then how this committee sends a representative to the grantee's Policy Council. For example, page 4 of the UCSSO plan states that the "Local Parent Committee" ............ provide the common concerns, issues.......... to the grantee Policy Council", yet no place does the common concerns of the UCSSO parent get shared with the Local Policy Committee. Donna Thornton Page 2 8/14/95 Please make the recommended changes to the plan. If you need assistance, please call me at 646-5540. cc: Joan Sparks / Richard Lujan r/ Arnold Flores Desiree Smith Mary Shavies at b � MEMORANDUM DATE : August 3, 1995 TO: Daneen Cali, Acting Program Manager FROM: Christina Reich, UCSSO T/TA Officer RE: Compiled Data from T/TA Instrument The "Training Needs Assessment Survey for Training" was .administered to Donna Thornton, UCSSO Head Start Director on August 1, 1995 . The results of this survey are compiled as follows : In terms of program areas needing strengthening and areas where the program is not in compliance, the overwhelming response was written procedures . ' Administration/Management � l G PRIORITY AREA OF TRAINING NEED RANKING 1 Strategic Planning X 2 On-Going Staff Self-Assessment 3 Shared Decision Making X 4 CNA X 5 Comprehensive Head Start Team Building v 6 Time Management /� 7 Communication 8 Management Style X Fiscal/Budget PRIORITY AREA OF TRAINING NEED RANKING 1 Budget As It Relates To Components/Overall Program 1 &Yhi Grant Writing PRIORITY AREA OF TRAINING NEED RANKING V 1 Programmatic Plans /\ 2 Career Development/ �( Career Tracks /\ New Staff Orientation/Other Training PRIORITY AREA OF TRAINING NEED RANKING 1 Introduction to Head Start & Its Policies C a) Overview of Components b) Job Descriptions c) History d) Regulations (all) 2 CNA - Goal & Mission Statements 3 New Regulations/Compliance x New Parent Orientation/Other Training PRIORITY AREA OF TRAINING NEED RANKING ` I( 1 Introduction to Head Start a) Overview of Components b) Role in Decision Makng c) History-Goal & Mission d) New Regulations New Board Members Orientation/Other Training PRIORITY AREAS OF TRAINING NEED RANKING 1 History: Goals/Mission Statement 2 Board Roles 3 Introduction to Head Start & Its Policies a) Overview of Components 2 69hi bhL Disabilities PRIORITY AREA OF TRAINING NEED RANKING ( 1 Classroom Management 2 Interagency Agreement a) In-Kind 3 Time Management Health PRIORITY AREA OF TRAINING NEED �( RANKING 1 Increase Parent Involvement in planning, budget, career development, curriculum, etc . Transportation PRIORITY AREA OF TRAINING NEED RANKING 1 Policies/Procedures Education PRIORITY AREA OF TRAINING NEED RANKING 1 Integrating I .E.P.s Into Daily Program Plans & Documenting 2 System for Documentation/ 11� Record 'Keeping C \ 3 Lesson Plan Integration/ Development (all components) 4 Individualizing Program To Meet Children' s Needs 5 Preparation of Component x Action Plan 6 Behavior Management 3 *+ Parent Involvement PRIORITY AREA OF TRAINING NEED RANKING 1 Decision Making- Parent Structure 2Cross-Component & Levels _ a) Local Council/Board/ " G , Community b) I-30 etc . 3 Parent Involvement/ Participation (How To) a) Health Component b) Social Srvc .Component 4 Community Participation (all components) Social Services PRIORITY AREA OF TRAINING NEED RANKING 1 Systems for Documentation/ Follow-Up 2 Family Needs Assessment/ X Action Plans-Real Needs of �j Families/Cross-Component 3 Management Training For Social 1\ Services 4 Crisis Management/ Emergency Assistance 5 Abuse - All Aspects 6 Outreach - Recruitment/ Selection/Enrollment Facilities PRIORITY AREA OF TRAINING NEED RANKING 1 Meeting Areas for Parents/ Staff, Including Confidential Areas 2 Screening Areas 4 E� h� Nutrition PRIORITY AREA OF TRAINING NEED RANKING 1 Comm. Resources for Parents 2 Improve Parent Involvement 3 CCFP Records & Requirements Safety - OSHA, etc. PRIORITY AREA OF TRAINING NEED RANKING 1 Develop/Implement Plan for x Staff Health, incl . Hepatitis 2 Yearly Update/New Regs . ►� 3 As Need Is Assessed Mental Health PRIORITY AREA OF TRAINING NEED RANKING 1 Effective Education X 2 Parent Training/Orientation X To Mental Health in Head Start 3 Mental Health Curriculum X 4 Screenings 5 Observation 6 Referrals 7 Building Self-Esteem 8 Learning Positive Communication in the Family 9 Staff/Parent Support Groups 5 *%Tw Other PRIORITY AREA OF TRAINING NEED RANKING 1 Community Linkages/Services/ �J Planning 1� 2 Training Skills (Training of Trainers) 3 Computer Skills 4 Filing Systems/Record Keeping 5 Use of the Resource Center 6 P. I . and Other Components In Newsletters cc: Donna Thornton, UCSSO Head Start Director Bill Forrest, T/TA Team Leader Sue Mead, T/TA Officer 6 F*A ht*bt'§+ T TRAINING WORKSHOP FOR LOCAL POLICY COMMITTEE MEMBERS AND ALTERNATES OCTOBER 33 1995 8:30 AM TO NOON RIVERTOWN RESOURCE CENTER (THE OLD POLICE STATION) 301 WEST 10TH STREET ANTIOCH Topics To Be Covered: • Structure of Head Start • How to Run a Meeting • What is Shared Decision Making? IF YOU NEED TRANSPORTATION, PLEASE CONTACT YOUR FAMILY SERVICES WORKER bi LPC How To Build a Better Board Workshop Prepared By John Armijo-Hanecak for Contract Education Services, Inc. A Minority-Owned California Corporation 75 Zander Dr., Orinda, CA 94563 (510)254-5746, fax (510) 253-8438 ' . gihie-b!+ ��0Q �� ��0 ~"~^ ~, ^.~~'~~�~ ^°�� YOU "= ,~^ ~~ ^ &��K�Dl7� ��� ����Y��0o�'� K�� � ����� ' "�~�^�' " �^^"_ ^~^^^"�^~�~~ � �^^ ^ ^ ^."��-""^ "~°^ Every person should understand the elements of parliamentary procedure. Everyone has to participate in meetings which must be conducted in an orderly fashion,and all members of such a group should know how to do their part and protect their interests. Parliamentary procedure has two primary purposes.First,itmakes b possible to determine and execute the will o( the assembly. Second, it saves time by providing an orderly and expeditious manner of transacting business. It is not necessary for every person to be an expert on the details of procedure, but a general knowledge of the subject is most desirable. You never know when you may be called upon to lead a meeting of a committee, a club or business group.It is important,therefore,that you be prepared to save time and expedite business by observance of the rules cononnoo|y followed. Parliamentary procedure is good for use in any meeting, large or small,social, fraternal or business. The same rules of courtesy and fairness prevail in every case.Check your knowledge by studying the following quiz.Seek to know why"as well as"how"at every point. Study matters that are not understood,so you may be prepared when you are called upon to conduct ortoparticipate in group work. ^ I. The presiding officer, when opening ameeting, says: (Mark one) (a)— The secretary will please read the minutes. (b), Let's get going boys and girls. (c)____- The meeting will please come to order. (d)___—_ lsecond the mntino. (e)_____ What motions are there to be presented? �X hl bi 2. In calling for the vote, which two of the following statements are proper? (a) Those in favor vote by the usual sign. (b) All those in favor say"Aye." (c) Who favors this motion? (d) Opposed by the same sign. (e) All those opposed say"No." 3. The usual order of business in ordinary societies includes six separate items as listed below at random. Mark them 1,2, 3, etc. in proper order. (a) New business. (b) Reading and approval of the minutes. (c) Reports of officers, boards and standing committees. (d) Reports of special committees. (e) Unfinished business and general orders. (f) Special orders. 4. Four fundamental principles on which parliamentary procedure is based are included below. Mark the four which are correct. (a) Encourage all motions possible. (b) .Justice and courtesy to all. (c) Every motion should be seconded. (d) The majority rules. (e) The minority has the right to be heard. (f) Delay vote until someone calls "Question." (g) All voting must be by ballot. (h) Do only one thing at a time. 5. A motion, properly presented, is being discussed and a member moves to "lay the question on the table."Which one of the following does the member wish to accomplish? (a) Get a lot more discussion. (b) Kill the question. (c) Encourage someone to offer an amendment. (d) See if a two-thirds vote can be obtained. (e) Secure an immediate vote on the question. (f) Lay the question aside temporarily. 6. Business is transacted in a deliberative assembly by the following eight steps as listed at random. Mark them 1, 2, 3, etc. in proper order. (a) The chair states the motion. (b) Another member seconds the motion. (c) A member rises and addresses the chair. (d) The vote is called for by the chair. (e) The chair recognizes the member who rose. (f) The chair announces the result of the vote. (g) The member proposes a motion. (h) The assembly discusses the motion. I 7. A motion, properly presented, is being discussed at length. A member moves the previous question.Which of the following statements are true and which are false about the motion calling for the previous question? 1 (a) It cannot be debated. (b) It requires a three-fourths vote to pass. (c) It will prolong discussion. j (d) It requires a second. - (e) It requires a two-thirds vote to pass. 1 (f) It cannot be amended. (g) The chair must allow discussion to continue. (h) _-It requires a majority vote to pass. 4 8. A Ladies'Night is being considered. Mr.A moves,and the motion is properly seconded and stated by the chair,that the secretary mail a notice to ladies in the club.Mr.B offers an amendment,which is seconded and stated by the chair,to insert the word"married" before "ladies."Mr. C offers an amendment,which is seconded and stated by the chair, to insert the word"all"before the word"married."Mr.D offers an amendment to insert the words"first class mail"after the word"notice."Answer the following questions"Yes" or "No." i i (a) Is Mr. B's amendment in order? i (b) Will it be correct to act upon Mr. C'slamendment first? (c) Is the chair correct in informing Mr. 6 that his amendment is out of order? (d) Since Mr. B offered the first amendment, is it correct to act upon that first? (e) If Mr. C's amendment fails, may Mr. D then present his? (f) After the pending amendments are disposed of, would Mr. D's amendment be in order? (g} 1f all of the amendments carry, is it still necessary to vote on the main motion? i I - I I KEY TO CORRECT ANSWERS Total Possible Your Score Score L (c) 10 points (7(]NB' page 20) lO 2 (h)` (e) Spoints each (YONR, page 37) 10 ~ 3. In this order: (b). (c), (d). <0' (e). (a) 2points each (9CVVR. page 2I°) 12 4. (h)` (d). (e). (h) 3points each (R(]NB, poge 62; ��ParliamentaryPractice,Practicepage� pe 14) l2 ---- 5, (f) 10 points (R(J/VR' pages 177 and 183) 10 _—_--_-- 6. In this order: (o). (e)' (S)` (h)' (a), (h), (d), 00 2 points each (7OV8. pages 26'40) 16 7. (a) True; (b) False; (c) False; (d) True; (e) True; UU True; (g) False; (h) False 2 points each (R(JyVR' pages l66l77) 16 & (a) Yes; (b) Yes; (c) Yes; (d) No; (e) No (f) Yes; (g) Yes 2points each (R{NR, page 109113) 14 *Other items that may heconsidered as a part of the Order of Business are subject to variation as determined by the practice of an organization. They are:Good of the Order,Announcements and Program.RefemmceRONR page 307. **Mr.D's amendment is not in order because it is a tertiary amendment;neither is it in order when applied to the first amendment in as much as it is not germain.It may only be considered as a primary amendment to the main motion after the two pending amendments have been adopted or rejected. There are 100 pointstmbemade ona perfect score. IF YOUR SCORE ISl08POINTS...you are very good--you are good enough tnconduct omeeting with the pose and confidence that comes from knowing that established rules and customs have been followed. IF YOUR SCORE IS 85 POINTS...you are still very good —you must have what it takes to handle the presidency of a service club or any large business session. You will do very well in the conduct of committee work. • SCORE BETWEEN 70 AND 85 POINTS is only fair. There is much room for improvement.You should try to get into some parliamentary practice sessions before attempting to conduct meetings. • SCORE 70 OR BELOW suggests that study cfbasic parliamentary procedure isnecessary before attempting to chair meeting. TOASTMASTERS INTERNATIONAL �xh ibis � Topics Parliamentary Law Robert's Rules of Order Meetings Officers Agenda Introduce Business Debate The Vote Motions Head Start Program A GUID T M #It?MANNERS CHAIRMANSHIP LANGUAGE OF THE MEETING CALL TO ORDER: Tapping the gavel twice,the TO OBTAIN THE FLOOR: You stand and say, chair says, "The meeting will come to order." May "Mr./Madam Chair." add any opening remarks. THE CHAIR RECOGNIZES YOU: Chair says APPROVAL OF MINUTES: The chair calls on your name and that gives you permission to speak. the secretary to read the minutes of the last YOU MAKE A MOTION: You say, "I move that meeting,then asks, Are there any corrections. If ." It is NOT good form to the minutes have been distributed before the say, "I would like to move. . . ." meeting,the reading can be dispensed with. No motion is needed for approval of the minutes. SOMEONE SECONDS THE MOTION: Another The chair says, "The minutes stand approved," or member says, "I second the motion." (Note: You do "The minutes stand approved as corrected." not have to be in favor to second a-motion!) REPORTS: The chair asks for reports from CHAIR ASKS FOR DISCUSSION: Any member officers, standing committees, and special of the group may stand, address the chair, be committees - in that order. After a report is recognized,and talk about the motion which has presented by the officer or committee chair,the been made and seconded. meeting chair asks if there are any questions or discussion. If not,the report is ordered filed. No CHAIR ASKS IF THE GROUP IS READY TO motion is needed for the adoption of a committee VOTE: "Are you ready for the Question?" report unless a recommendation for action is made. CHAIR ASKS FOR THE VOTE: "All in favor say 'Aye',opposed'No'." UNFINISHED BUSINESS:The chairannounces IS THERE`ANY MORE NEW BUSINESS?: If that unfinished business is in order, and that there is no more new business,it is time to move to either the chair or others that the chair designates the next agenda item or adjourn the meeting. presents facts relating to matters held over from other meetings and included on the current THE MEETING. IS ADJOURNED: The Chair agenda. At the conclusion,a member wishing to says, "If there is no further business, the meeting is take up any other matter not concluded at an adjourned." A member of the group may move that earlier meeting,rises to be recognized, refers to the meeting be adjourned. the matter,and makes a motion. The MEETING ITSELF NEW BUSINESS: The chair asks, "Is there any new business?" Motions relating to new business O Give all your attendees sufficient notice of the can now be made. date and time of the meetings, and as much information as possible regarding its sechdule ANNOUNCEMENTS: The chair asks,"Are there and agenda. any announcements?", and may add any O Start on time. announcements of the chair's. C3 Follow the agenda. Politely lead off-the-topic ADJOURMENT: The chair says, "If there is no or reptitious speakers back to the item under further business,the meeting is adjourned." disucussion. O End on time. 0 Be aware of your attendees'comfort. Use name badges if necessary. 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S,;FSN:3'�.y. .7 rr i.,:r* .2r # e'`.a;t t+ax tf rsp7 j f. ,� st }, i S d,4,'fdF$ 2T,i,iK, " ai-"' 4 e "is>: ,�^"ix y Ns � �Hl. t �,, k �+ yt t'. i Secre Adult E(lUCatl0n t , gv ' I �F ,55 e Joann�Mornson �� V .wary, , r , ,, .,� 'd..t�vf,, . sttt.raf�A �:r': y F fr tip,d:..... r*ihr?#. 1. ,f , +> {(;_�, :, t i �'s:." r. s• '#° ,tr+N° ` ixa, '',E`8`` °r# u. ,�:. rf, t �, P Charlene Souza 5 : ;Secretary,3Independent�Study r, m k t� tea �g. rwS 4 e +^ n✓ a z'`,2, c `4,^' t : t: ! w ss; +. ...- ca:' � .3 u .;'s� s ; t tyx'f,',..,y ,-yk' �' y r.a. st wt a M# k'-. x, r r,V r 7 n ,i a : ,,hoi sE 2 ,P+r=.Deborah Vetteria �. �.d t v Evening Secretary�� � '�.... 11 ayi f,.- t t*? y ;,t, ,.,! `ti.ra x a rfia -,t"t�' `4-' r i v " ' ;t xrtA r} fi! 7sY r 3 z k t 11,x, ; , x � 'Sli . ,, allcmN I- �� + t� i � Clerk.Typist Lb w"�y �1, r �.n �Ey .. , ,a xs?t,t;" g";. d, t _ �., q. r(S S...;�z f l.1bt'lyt f,v �,,:� '^� t w,.: '�,, y', '., b .�` [� � � 1. r s gI%Mm,. •�' 2`.►Office Hours *r:�1Vlonda '="�Thurs 8 a n 8t m;Freda ,8�`a m r `..4 30 :m . t * { ? k' � 7T.., 'wit , ,. a1,. :-2 sY , t:,;'-' t T .1'x'A-. ky, rfi ,:& � llf' ..ue { e,n.•':..1 fa.y:. 4 t'.t; a' „C .d ,ns.,.., ,: +,^ :< "fi .w ,c' As,., r-+ -,.,� 'fll}, .r•r °.t ,y.' , :_. z, >,,..x... r •s ,kr .,:, 5•.... ;6 a`liC r•: .kt k.; j tura + '- ...,t-s :'f ,<,,;., P*' it`�# tT.'w ?•+ #yf; .;.,tn,aa= }a� y:,+. ty t �.,,M1 rr`a{,n -,f' a,, �:a t, ": a�. e,}err y t;as 7 r FSF4 u,, ;a, <, rte , y'fr-Xgtfi ..t�u t ,a r.�q,...,,"k�{{ 'a, y'^y. ,'r:t, 7, r 'h"4. 1 f�' A c,V.:v ttL'I'l y '`'. 1,t t, r .t'l C r, # >.r t!f,k.t,ttfi�' ,.a +F .r "rF t t# `� ,z "P 'Alli, 2,r s-.:a.^ v.r .. . _rx '' icy 1 ,'Sx `t '' �;" @f Ix , .pro y"gym ` at��the 'Adult Lente seer for adults o ""ll. Class'Re"istrattori.`,Au.. s 1 Aug st 1;1 1995 rk1,ai-ti �� .1 'r ,q-b"w.s t:': ,! T� a. bn .r+n, �,,:,:. sit..±i.,'r' "r .w:;�f t} i�� '.a:<2 �"r'if" a � C�' iw: f 11 x � `, fra'.,yrn,ri • , �esall,educationalbacic ounds.and3allcttltural;heritages L ..;;' t . , ., 1 ,, , ,. ., x '; ,';r, . ;;� ., : {:d .< -71 , To Reeister Pre registration and pre=payment are regttued for �� , Programs authorized by the State arg,part�ally�funded by taxes, „ ,�=4,: n Y:=. �;* rg �.,.;l:..y. :-r,,,:F- ',,,;;�t,t� }..•. ?-','-;- + ,:,.,, .r-,, ,,,tt,,r,,-lyre istration: ,See::; Re`iStratlon.4i,.,lnformatlon ..enclosed -foto ,<.... ` °,,therefore nohfee,ts:re uued:?:t The{/.}:are En listi as a Second r .4<"g ,,,., ,g r ix t; ;,, ��� std tj y k P,rsnw t w�,�, 4 j'. .`1 �t;;.,. ,P..,J. ,: t g r7.> ',a :gip. s W .f i N " 5 v Y w. k �' B:. 7 �, +� .j:� � E.;.. , r, a. dealls t a e r z 1 ,�t�,a , *. I ,Language,C3 B D; Citizenship,gS. Vivalrclasses and Senior ', � '� d , t p " .,.r:..., .. hr«« y>l N:,r.. „ ,:,:, ?, qy^...! ..�r. (x ;r:. : �,�x, r.. * r,�t .f ,s� `�r�11111 .F;��,� rt ;�XW7en. r, s All"other classes�and,.programs are,self rAt `,. Lab Fees. Sed mater<als;are"re uiredlfor some 6f4our ?: . .�"v 'r:s :.; '.,.,: rs<¢ „ `...�Ca;..,^.'s-.x t ; N,r�.{;t t .�'a S.Srt ',r S,7ar, t#r _ P cs.. t; 9 �� -�. Y S `su ortmpatd,registration fees;pay the:bperatmg costs ' ', r'classes t ;Where f it iso inhractical:for,students toupet thiitett�s� k z-+ %,a PP D.h.� ,, a ,: .�. a a ,_.;, v,T,..r,k. ,r:3,, x, s ,,r.,. ,as:.Y.. ..i..i. :.;.a r#. fi x r d < ,' Stucezitsmustaattend the<frst classsession:in order.to tty .indi�iduallV a Tali# ee'will'also}sbe"as§essed Vii' t, ; s.>y2 r+`. a,.^'' t. 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Rf. - �- ` ,, ,�,., �s , r.,,. ,_ : r 4 dipmistration reserves the right,rto set mmmlft4' Im <`, increase In#tle`re Istratlon',fee 3 _ 3 v ,.t.0 :`, r Y,.: �iE ,s"e, ,�a t 5.~ gars,r t� >, 3 f+yr, s ...�y'S -a a:t, F ..z,.: t „may. .r.��Tf= rG:S��•'-,sfi' R,. ,li '4:7': xr.7r �c,s ",y _.#E 2. Y�4? 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E ,§' 1 ,N Y -a kms, "k�l" .q :L' " i4+ Vit` i. -r '"7„ V y,+ F S fin :":, Ck tl A 'S '� . ''Yi §3 r.r s a m i a 0€.M. P r`` 3 F n S,: .C+ s tr• err t t a Nr*0...+ g., � 'a O `. ,r:.s +,,d`., .,".,, jt o- F,7 z,0,�..,5. RwsHt'L<'q,s ,Y sa:;. rxQ^rt; y agg�x CQK,z :0 hxQ°a ' ...��+, j3p,,0p.€,, Via ,C ►+ 1,t, 1.�s a , T� f) j '.sf' d: UCSSO HEAD START PROGRAM JOB ANNOUNCEMENT I-lie United Council of Spanish Speaking Organizations is Contra Costa's largest Hispanic non-profit Human Services. We offer growth opportunities, and a supportive environment to creative multi-cultural candidates. Great Benefits, Family Service Assistant - Assist in the implementation of all the Family Services Component objectives as specified in the Performance Standards. Helps assure the overall quality of the program. A percentage of these positions require bi-lingual skills, 40 hours a week, 43 weeks a year, salary $6.50 per hour. Health and Dental benefits. Responsibilities Include: answering phones, taking messages, filing and computer experience desired. Special Needs Teacher , Assistant - This position is to assist the Special Needs Coordinator specified in the Performance Standards and help. assure the overall quality of the program. This position is part time, 10 hours a week, 39 weeks a year, $9.13 an hour. Needs to be flexible. To qualify for a Special Needs Teacher Assistant, you must have 12 E.C.E. units, and willing to Enroll in Special Education Courses. Completed UCSSO employment applications will be accepted until position is filled. Pick up application at the following address or call for a faxed copy of the application: United Council of Spanish Speaking Organizations 837 Arnold Drive, suite 100 Martinez, California 94553 (510) 229-2210/Fax (510) 22900309 UCSSO is an Equal Opportunity Employer b1e. ifs a- El JOB XINIT lPrhner Paso a un Futuro Mejora Better FutureThe First Ste t® a� a. x. 10 Zoe VA r r 0 A s i �Q� I� k� �G• HUMAN t; x •Asistente de Medico •Mantenimiento de Edificio •Accounting Clerk- •Electronic Tester/Mectronic •Ayudante de Guarderia •Mantenimiento y Limpieza/ Bookkeeper Assembly Infantil Conserle •Automated Office Skills •General Clerk •Cocinero Industrial •Oficial de Seguriclad •Automotive Specialist .Machine Tool Operator •Procesamiento de Palabras/ 'Building Maintenance •Medical Assistant k; •Contabifidad Computarizada '; secretariado •Child Care Provider •Despacho y Recibo de •Procesamiento de Datos/ •Printing and Graphics Mercaderia ••Commercial Food Service Oficinista Security Officer •Computer Aided Design/ f •Mecanico Aulomotriz • Probrador de E uipo Electronico Drafting •Sheet Metal Fabrice0on • q •Fabricacion de Metal Laminado e Inspector de Producci6n Custodial Service (Welding Included) . (Soldadura Incluida) •Soldador •Shipping and Receiving • Data Entry/Computer •Imprenta/Diseno Grafico •Tornero Operator •Welding '.; r O - • • I • �' fi r11b 7800 Arroyo Circle1727 MiSSion;SL Gilroy, CA 95020 CALL US011 ,San Francisco C $ 94103 w m (408) 842-6484 x(415) 2 -88 80 _<{ { 1212 McGinness Ave. t�: 8390 Capwell Drive o �'arezrr� San Jiise, CA 95127 '�' „Oakland, CA 94621 (408) 929-7180 Entrenamiento Para Traba�o , (510) 568-6166 { 701 Vine Street CET ` 10 131anea Lane San Jose, CA 95110 CALL TOLL FREE Watsonville, CA 95067 LLAHE GRATIS (40;x) 287-7124 (408) 728-4551 2821 I�licicllclield Rel. ' ' 330 Griffin St. Reilwi►fiil City, CA 94063 Salinas, CA 93910 (415) 64-2537 Financial Aid available.if you qualify (408) 424-0665 Ayuda Financiera si Usted Califica ' Designed& Printed by CET Students 8 %h( b `1 7 u/', UNITED COUNCIL ,OF SPANISH SPEAKING ORGANIZATIONS INC.. . :` F ' '' s� IJEAD START PROGRAM , k�i 9 STAFF '.DRAINING Filday, MARCH 10, 1995 { ' a ` AGENDA r 8 : 00- B- 30 COFFEE, � 8 : 30- 9 : 45 UR: BRE1NT SHRtiN lY(tW ) i � 3 -J tfi 10: 00- 11 : 1.5 DR. KAREN 'TANNER ' x 'F }w`Y4Wr'�-tt tN'Tt ` TO SPEAK ON PHYSICALLY HANDICAPED R t AND EMOTIONAL BEHAVIOR PROBLEM CHILDREN- IN THE CLASSROOM. 11 : 15- 11 : 45 QUESTION AND ANSWERS 5 T `9z REVIEW DISABILITIES PROCEDURE 4 1 This is f(.)r Teachers and 'Teacher, Aidsc�f �? and other staff that might be interested. �k� r 41 wv+ 1 f F( 9 '.l'he trainincl will be liel.d at SUNSET CENTER <s , Teachers please help out Sunset by bringing a > ' �'AShs° a small snack or juice for breakfast. £ RrK I,j p Y �,�•. k c r R w t� HY.rw � A r Kr r Y ; f ,N g d� 8 ool 1h( b UNITED COUNCIL :OF SPANISI-T SPEAKING ORGANIZATIONS, INC.'gn ITEAD START PROGRAM STAFF '.TRAINING Frid-n Y• MA RC I I 10 1.9 9 5 r 3{ to sy gAa AGENDA k. x 8 : 00- 8 : 30 COFFEE p�, i{{�� t A J w 9t�iKf A4 k 1 , DR. BRE$1T SHAY-M l .L+t.it. I 10: 00- 11 : 1.5 DR. KAREN 'TANNER 4 ' z TO SPEAK ON PHYSICALLY HANDICAPEU rr ' AND EMOTIONAL BEHAVIOR PROBLEM CHILDREN IN TILE CLASSROOM. � 11 : 15- 11 : 45 QUES`I'(ION AND ANSW.EItS REVIEW DISABILITIES PROCEDURE _ ,ii, This is for. `.Teachers and 'Teacher, Aids tit i ' and other staff that might be interested . 11.1he training will be held at SUNSET CEN'T'ER Teachers please help out Sunset by bringing a small snack or juice for breakfast. Iv * sy4 W y { T 5 . r � c UCSSO HEAD START 'Ifg9.5i CONFIDENIIAL.IT"Y Policy and Procedures All family records incl information obtained through family ir►terviews, cwe confereruces,etc., are confidential. Head Start staff shall implement the following proccrclurcs to ensure confidentiality. .All records containing information pertaining to a child and/or-his/her family must be kept in a locked file. The lacked file should be maintained at tile.- 1-Jead Start Center and - the Center Director/Supervisor shall,designate a staff member to be responsible for file key. A list of individuals authorized to review files shall be available at every center. Airy individual not on the list but requesting access to files mist be approved by c-cnter srrl,crvisor/director prior to release of files. A file access log shall be kept in each file drawer. Arty indiviclrral accessing any file trust corttplete the required information. tiles shall not be removed f-oto tl►e Im"Ulises. An individual access log shall be kept in each file and arty individual working with, reviewing or ntonito rit►l; the fila shall sign his/her name,date and reason for ;►c:cessin}, the file. Tiles or pale►:s; containing confidential material regarding a farrrity s fiend ►►e►t be left cm desks, tables, etc., inhere others may have access to there. When current husines's conci,�rniog a file is completed, file file must be returned to the file cabinet artcl the cal.,inef 1c,cked. Discussions c►f family problems or situations are to be held only with the►se staff members working;directly will) the farttily. lnfor-rtlatiortshould be shared c,uly if it it; relcsv:►ut to that staff member if) 1yzislii%g the family_ The norinal mode of inforn,aticn► .haring is rile ease c011ference. 1'rol�lerns of c,r, 1-lead Start family Should not be discw,s;" l kvith ;)Tmlher family. Family sittlat.icn,s/problems shorild nc►t be discussed in the pre'seutf, (,f ra14,111:4, children or visitors at th" cenlel% Written informatics► regarding; Fleacl Start families shall 110 be sharcwd tvitlr any comntr.rnity age ncy without the express prior written authorizafic,u frc,rn ill(, family. No records of horse visits, case conferences, CII I's, Ibbs or otlwl ,mlideulial repc,rts are to be forwarded to any school after the child's participation in the I (+tart pre►f;ram has ended without prior ivritten authorization from the parents. Parent's wriften pet l►►is:sion shall be secured prior to usir►f;cltikh"W", I li,+h,l,rr►l,le� urttside the 1'rcof,ram or to ,"hildren to partic•ipale in research. ]Zefcrcnce: 1131.14.4--2(b)(5)(c) (1`410 lr►dicator#126 f'l t:i,i'tu;iv.T 4 r':36;``►t f P-376 A � I�ibi� 1-r CONFIDENTIALITY PAREN'l ACCESS 1-0 FIEAD START RECORDS Paimits have full review and access righir. 1(,, inkmwition regarding their children and themselves. I lead Start has the obligation to explain to pmentq -Illy information in the incords that pertains to the child or inmily. Flaitmt�, have the right, after reviewing Iheit child's iecords, to have it or fended or corrected. The request must be in writing and will be, approved by the Head Start Director. If the parents and the I-lead Start prograrn cannot agree about the corrections or amendments, then all explanations and requests for change must be kept with and become part of the child's permanent record. Parents may obtain, upon writteii request, a list of 1(..)cations of all per,oilally identifiable information kept by the Head Start piogram. GENEHA[_ POLICIES I-lead Stmt employees who have access. to confidi!olal iii1mmation are bound by the policies and procedures in this matter. 'I h,11 is: no -if o rrT i,atim-i ahout a child or family is to he releasmi withotit written parental informed consent it the rriatetial is pc-�isowIlIv KleWifiable. Persom.fliv identifiable information is defined as th,.fl Mfotmation about a child or filmily which would 1WEAke it possible to identity Ihu! family or the child with ma;unable certainty. This irick.jdes any that has on it: the child's name, parent's riarrie�, address, rit-imber, Medicaid or any other data that can readily the child or family. When Ihe child's name is allached to any of the fi.dhwillg, tile inforruatl(.m i� considered confidential: specific- screening, diagnostic data, disability, categorical (Imignosi(z, functional assessmeifl, family needs assessment, home visit m child progress reports. Teachiml stall does not need to know the dia�jno!,IK: lah(A for (_;hildren with diqal)illtie,,; since they teach aCCO1di1_)g to ILIFICH(111,11 lCVels. Diagnostic seivice contractors rnusi adhere to I le;l(.1 Slail f-onfidentiality policies awl procedures. ii l l '7 ' i 1,— t tai hC�fWWWk�} Ni11 ct"j�?j ae'v],- Icc*JI( lcl 0- 44 � � / 1 ? ,ten, 1 •t. � t:����; l ���� cy c �' • L �j( (�,� C(�'' 'I% 1 L ' o �I ����._�� �� C4 �✓ t (;I.' l r r t r f JI/(Cc-(. Vic.CO , �Lcc OT orle Lts CY i Eff I %z t,*^ :t �r^,W ea �^ t+ t 1 WHEN TO MAKE A REFERRAL FOR DIAGNOSTIC EVALUATION i After the health and developmental screenings, a determination needs to be made as to whether the child needs to be referred to certified, licensed professionals for diagnostic evaluation. There are several issues to be considered and steps to be taken in this determination. Referral Issues Parental Concerns Parents may express concerns about their child to center staff. These concerns may come from their observation of the child's behavior or from what a doctor, other professional, friend or family member has told them. Parents sometimes express their concerns in ways that can be missed or dismissed, unless staff are listening for underlying concerns. All parental concerns should be acknowledged and investigated. Some common expressions of parental concern are: "This baby doesn't act like my other babies." "He's making me crazy." "She never wants to play." "My mother says she's not growing right and I'm not feeding her enough." "I don't feel right about this child." Teacher Concerns It is the teacher's responsibility to make observations of all the children to determine their learning styles, skills, preferences, etc. During this process, teachers should observe for any behavior or characteristic of the child that seems abnormal, delayed or different from the other children of the same age. Teachers frequently are the first to notice problems the child has. Therefore, any teacher concern or information about the child's behavior and experience in the center should be considered when determining whether a child needs �, to be referred for diagnostic evaluation. Developmental delays or the Portage or Denver II requiring referral are determined as follows: Child's Age Definition of Delay Under 2 months observable unusual development 2 - 12 months 2 months delay in any area 13 - 24 months 3 month delay in any area 25 - 36 months 4 month delay in any area 37 - 72 months 6 month delay in any area Steps to be Taken The Health/Disability Coordinator should gather all the necessary information on the child. Information should include: screening results, medical records, teacher observations, information from parents, developmental records, and any other information hat is appropriate to help in determining whether the child should be referred for diagnostic evaluation. In-House Staffing or Child Study Team It is the responsibility of the health/Disability Coordinator to arrange an In- House Staffing if there is a question as to whether a child needs to be referred for multidisciplinary diagnostic evaluation. Documentation will include notes and recommendations from the Staffing. WHO PARTICIPATES: Center Director Health/Disability Coordinator SS/PI Coordinator Outreach Worker Education Coordinator Child's Teacher Parents, if appropriate Any other persons with necessary information 1 PURPOSE: i To share information. To make a determination of whether there is a need to refer. To identify the person responsible for contacting the parent regarding the need for referral. f: Parent Conference/First Contact With Parents i. After the Staff, the Health/Disability Coordinator should help arrange a parent conference. This begins the parent involvement process. r= P. WHO ARRANGES THE CONFERENCE: F The identified contact person or Service Coordinator r PURPOSE: ` To explain the results of the screenings, observations and any f; other information that indicates a suspected disability; and to explain the need for a multidisciplinary diagnostic evaluation and possible diagnosticians. To gather information from the parents regarding their f concerns, observations, and goals for their child. k; To plan, with the parents, the multidisciplinary diagnostic evaluation process. To obtain written permission from the parent to make the necessary referrals (Assessment/Plan Form, Children's' i ,Section). �:. r i To explain the parents' rights regarding the diagnostic c evaluations (See Parents' Rights Handbook). t k: ° I i z s tl i WIa� . ...T t 4 vJ � � '✓�"` �:) , � rig ��`'�� ��` � w �`'3 ` JJ NNM MS '. tr'\ ori � � �-•' VII Z.. I , x ` 1J RZF 1:, 1j� t4W �. 0S� r UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS HEAD START AGENDA Dater-1'3'3.1_ Timet 1U .-A.M. Place :_1'20 OAK' ST. BRENTWOOD. Name a ALMA NORTON �✓' NAME;-DORTHY BRONSON J' Pos it i o n e NURSE,,,/ SPECIAL Ec vCcA Topic Points of discussion: 1 . Rui v a Q _ C 3. c -VA Q civ►Sc o !� S 1 Comments: � 1 , ---� --1^ _ --------- — ---— F—_— -- re wo ---��----------- --- - - --- - ---- � - - - i 47 All; J c mo VC ovtQ GL C CL A y r ir=on taI::e is I ell _ f. �J Y2CM a UCSSAXhJAA� 120 Oak Street Brentwood, California 94513 (51,01) 516-2060- Fax (510) 516-0762 COMMITTEE REPORT Cornmittec;,� Purpose of Meeting:—_� �r1�YY1 � -lG� ` alJ L03 V� C �Ca Time: ?1 -- Place: '- -------------------------------------------------------------------- Committee Chairpers S, on ° L+ i1 %%_ ,------- --------------- E Attendance: a ------ _OQ G���{- _ _ �� ------ __ }f.L�CiL{y_�__rYGLLr 1.cL--------------- ---_---__..--------------------__.-_- ---------------------------------- Brief description of wha�to puce _ _ :� - -------------- ---------------------- --------------------------- L __ �cL _ Sc��ca2gC�_ iZ_1jytSc� �t ------------------- ----------------------------------�p_—_---_—_—_—_—_------_—___—____ ittee' Cor ms recommendatio_ _ S Zvi _ -# V Jul, -�iL�-�-JYCLU�----- --- u ` _ice_ Cd1l•LL _ _�_CMZ sz ?c�--- (� ------------------- --_-_-------- --------------_-_--__-_-___ Action required-------------------------------------------------------- ------------------------------------------------------------------ I ---- ----------- - ------------------------------ __________________ -------------------------------------------------------------------- ----------------------------------------------------------------- Submitted Date Training of Trainers '90 1x42 g �cq�< UCSSO HEAD START PROGRAM « . 120 Oak Street ! Brentwood, Callfornla 94513 (51,0) 516-2060- Fax (510) 516-0762 CQMMITTEE REPt?RT Committee:= lt4X_ � _ "t 9LLXJ� '�i �l _Ul'1aut�e. --------- Purpose of Meeting(f)lasLc-n-VIJ4S.C. ' �f( '�' _--________ ------------------ --' _ -f l�11c d Date: Time: /b.'c' _ Place:-'Sf C�` , __________________ --_ ----------------------------- ------- Committee Chairperso ______ Gt/� = _OLiC�1`��'�f=Ll-_-_---__ Attendance: - _ �. ( lc' � ------------- - _-_-_------- { L: 1�l L1 L _--_--_.•__.- �C-��------------- ---------------------------------- f Brief description of wh t took place .tet? -�=yt f' _ #'— ---------- -LIU - � --------------- ------- LL- - _�S Z� + L cc ---------------- I Al I ------ -------------�41-- ----- ----------------- t, �r n�„onCommitt 's remme _ - • — ---- � ---------- --4 -------- ------ _r11� ---------------------------------------- ------- ------------------------------------------------------------------ €' ---------------------------------------------------------------- ----------------------7_ Action require -------- ------------------------------------------------------------------- . ----------------------------------------------------------------- } r Submitted by- ------._-_ __ _ _ Date_ Training of Trainers '90 yhtbi* -- �$PFQ- 166 PARENT TRAINING CLASSES May 12, 1995 8:30 Sign in 9:00 - 11 :30 Training 1 . First Aid Where: Los Nogales Center With: Alma Norton 2 : Where: Fairgounds Center Subject: Children with learning Disabilities Guest Speaker: Shari Rogers Speacial Education Oakley School District child development age appropriate toys Aileen Hartwick. Please try and attend one of these very informative workshops. If you have any questions, please call 516-2060. TS� d d d t�� I - --- - w } +s y S W 1 �" � ..J � � t3•, 75 t o r «�z . _ _..�.. .. _... r-> rb t 1 UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATION, INC. HEAD START PROGRAM 120 Oak Street, Brentwood, CA 94513 AGENDA REGULAR CENTER PARENT MEETING Date Site Center C 1. SIGN IN 2. Meeting called to order Approval of Minutes of the UCSSO Head Start Center parent meeting Of 11995, 3. FAMILY SERVICE WORKERS REPORT: 4. COMMITTEE REPORTS: Health Committee: A. Alma Norton, nurse, reported that a few cases of TB have been found in the Antioch area. It's important that your children be immunized. B. Earthquake preparedness; Alma would like for each class parent representative to pick out two parents to help complete our kits. Special Education: We need more parent volunteers in the classroom. Dorothy will be giving mini-workshop training on how parents can be more effective in the classroom. 5. TEACHERS: A. Time for 2nd part of assessment with parents. Home visits are being done. Thank you for receiving me at your house, B. Field trip to Fremont Elementary School on March 14th., 1995. We will be visiting the Kindergarden classroom. Y ZWE UNITED COUNCIL OF THE SPANISH SPEAKING ORGANIZA"t"IONS INC. HEAD START PROGRAM PARENT MEETING MINUTES BRIDGEMONT PM MARCH 09, 1995 1. Sign In 2. Meeting called to order by Maria Sepulveda at 1.00 P.M. Minutes were read and approved. 3. Maria Sepulveda thanked parents for cooperating in returning new physicals and dentals on time. Maria reminded parents about our next parent training on Friday March 17, 1995. 4. Alma Norton, nurse reported that a few cases of TB have been found in the Antioch area. It's important that your children are immunized on time. One of our parents asked about the symptoms for TB, Maria S. told her that our nurse is getting some literature together about TB for us to pass out to our parents. Alma is also working in putting an earthquake preparedness kit and she will need the help of some parents, she will get in contact with the class parent representative for her to ask two parents to help us out. I f E 5. TEACHERS ' Flora told parents that its time for the 2nd part of the assessment with parents She is being doing some home visits and thanked parents for receiving her at home. She said that she still needs some more visits to finish. Flora said that her class is going to Fremont Elementary School to visit the kindergarden classroom for her children to get an idea of how a kindergarden classroom works, the field trip will be March 14, 1995. Flora asked parents if they had registered their child for kindegarden because its time to do it at all elementary schools in Antioch. Flora reminded parents that Wednesday is color day and to please look at monthly calendar for color day assigned. She also reminded parents that Thrusday is sharing day, she would like her children to bring something so they can talk about it. It doesn't need to be a toy. t` r i ' I;E is I t � 1 '1 � . c�. xir s•,L��4 •.� ••s 1 1,` �. �^ ... � Y �4.��7 F4 "Vk t UV SNCy.a- l �Y� - V ""•' til �-� P �yT l'r, �— ,t V • � 'y A 4C. Aa. • x 't' � i �y� � t'• ti;t 1 3 e'� ' r� WYhib# U_C.S.S.O. HEAD START CASE MANAGEMENT NAME DATE i CLASS , l Area of concern DENTAL MO SPEECH VISION MENTAL HEALTH NUTRITION -- COMMENTS: STAFF ATTENDING: gYh(bt+ M CONTRA COSTA Special Education Local Plan Area L.), ! r` , STUDENT DATA FORM -' Student M # •'1,,7-q ' Last 3 Year Review Date f� 5 Name Sex 1. Date ofMee ft 1G _5l/� Address L h G(,o-G Birthdate ► 1 q(/ Initial Entry Date City—PW.n .7DnO( Zip Code q q S'-3 Home Phone &34_ Next Review Date Local Cantad Work Phone Other Contact/LCI Name Grime+LG RESIDENCE STATUS: Z-10 Patera or Legal Guardian 040 Hospital 0fG:3ie=I) Q 71 sacs Ho:pial 0 20 Licensed C ildrea's Institution(LCI) 0 50 Ra ident sehool 0 72 Developmental Coater 0 30 Foster Family Home 0 60 Iacreaated Institution 0 90 Other LCI ata: O NEP CI LEP CJ FEP Test Date: Q English Or HOME LANGUAGE: ❑ 00 English (Or Leave Blank) 0 17 French ❑ 34 Tongan 0;_ 01 Spanish 0 is Gorassa ❑ 3S Urdu ❑ 02 Viearamese ❑ 19 Greek 0 36 Visayan Cl 03 Cautooeae ❑ 20 Guamanian(Chamooro) ❑ 37 Sign Language Q 04 Kaman ❑ 21 Hebrew ❑ 40 Pashto ❑ 05 Pklipino(Tagalog)' ❑ 22 M" ❑ 41 Polish ❑ 06 Portuguese 0 23 Hinting Cl 42 Assyrian ❑ 07 Mandarin(Putoughaa) 0 24 Haagariaa ❑ 43 Gujarati Q 08 Japanese Q 25 socano Q 44 .Mica(Yao) ❑ 09 Cambodian ❑ 26 Indonesian ❑ 45 Rumanian ❑ 10 Lao 0 27 Ialiaa ❑ 46 Taiwanese Q 1I Arabic ❑ 28 PuajaU ❑ 47 Lahr ❑ 12 Armenian ❑ 29 Russian ❑ 48 Marshallese Q 13 Burmese ❑ 30 Samoan ❑ 49 14fu(teau¢rlexicxotladin) ❑ 14 Croatian 0 31 Serbian(Serbo-Croatian) ❑ 50 Khmer(Laotian) Q 15 Dutch ❑ 32 Thai ❑ 55 Other Chinese ❑ 16 Fstsi(Persian) ❑ 33 Turkish ❑ 66 Other Filipino ❑ U Native American Languages ETHrtICTTY: ❑ 99 All Other Languages ❑ 100 Native American ❑ 206 Asian(Laotian) ❑ 304 Pacific Islander(Tahitian) O 201 Asian(Chinese) ❑ 207 Asian(Cambodian) ❑ 399 Pacific Islander(Other) ❑ 202 Asitia(Japanese) ❑ 249 Asian(Other) 0 400 Filipino ❑ 203 Annan(Kocean) ❑ 301 Pacific Islander(Hawaiian) �$_ 500 Hispanic ❑ 204 Asian(Ymmamese) ❑ 302 Pacific Islander(Guamanian) ❑ 600 Blade ❑ 205 Asian(Asian Indian) ❑ 303 Pacific Islander(Samoan) ❑ 700 White CLASSIFICATION: (Disability) C 010 MR C 060 SED C 110 MH C 020 HH ❑ 070 QI C 120 AUT C 030 DEAF C 080 C#W C 130 TBI Q— 040 SLI C 090 SLD C 190 Nan-Categorical a Oso VI o 100 DB OTHER INFORMATION: TRANSPORTATION: (ROV'i ad Doennaestation Attached) C 1 Regionalized services C 2 District Provided t3 3 Otho CURRENT RESIDENCE DISTRICT .`?LSCHOOL CURRENT ATrENDANCB DISTRICT L-44-7-1- LL77`-{7) C>/ SC 100L MALNST'RE lK[NG. �!i non- f Yl-� C 410 tits (See Blow) C 430 SDC 0 440 ATPS G 442 DIPS(tom R-aaaali 'g,/-AO RSP ❑ 431 SDC(Isoiaaed) ❑441 NPS(CA Rcddmrial) C Ottuz DLS SERVICES: (DM#1) (DIS+tr2) (DtS+►3) (DLSta4) TOTAL. DIS SERVICES PROVIDED ALL LQ'SERVICES PROYIDEII: FxrFSIDED SCHOOL YEAR: T 1� MISCELLANEOUS IPLMMATTON: CHAPTER 1(PL 89.313): TREGULAR P.E.: � WGRANT PROGRAM: T F REQUIRES Il'�ITFa•iSWE SERVICES: T t DIFFERENT ASSFS&ME3NT: DANT GRADUATION STANDARDS: T<F SELPA 0 Contra Costa C'Ctilcr (Rev 10-8-92) &Xht �� N U.C.S.S.O.MIGRANT HEAD START PROGRAM 837 Amold Dr. Suite 100 Martinez,CA 94553 "PROGRESS REPORT" Name of Child Center % ,e, ' A Date of Birth DATE NOTES SIGNATURE /MnAd re ' a 0(ol/q ijo uv(& vW Ab qt�, -(�s c2 ik� P I Elf f SS/ml 3/15/91 FPCI-52c CONTRA COSTA COUN S COLI RVI CES DEPARTMENT P OGRESS NOTES -Child's Name Birthdate Parent/Guardian Phone# Medical/Dental .Coverage Teacher/Home Visitor Other Assigned Staff/Agencies , I . Date Subject (Identify first before entering information/data) Initial rn'1'� I',I y •�' �tiJ l71 � ��V��FJ:'..�! ""J rG���.d'�+-v` �.i�ll.� � , / VY16 v)-s' eo vo WAS &0- G I 1 P T"0 f r�u� 3. 3 � . c� ►SCC. pec c� �( ►L �i _Ad. — 6v6s ; �i�AS CM& o e� M 4V �(U.R Uo U00 c_ �C �,� C-)V) Su�U+ CL VAS ov-) Gvv_elo tm�c Tow 5t6cd sk(� cke 4v, 0,1 - �iee c5 wX �44c vti 6 � I �.. I HS-42 , c�a ` d14 G&o pv\c) Vt9-wA ONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT PR�SS NOTES Child's Name Sedate Parent/Guardian Phone# Medical/Dental Coverag r " Teacher/Home Visitor other Assigned Staff/Agencies So e,v at ��J- I 0A vmw` (CorAlf i Date Subject (Identify first before entering information/data) Initial`, �01�. I' ��/� ,��...��� vie ( r U �?f ✓ aP � 9/ Jy/ �VCIZ�"t �' I til Al; Loa. . � c 44" C .. 5 HS-42 arxw INDIVIDUALIZED EDUCATION PROGRAI1i (IEP) DEVELOPED BY: CONTRA COSTA DOCUMENT TYPE- ❑ SIEPT SPECIAL EDUCATION LOCAL PLAN AREA 13 Initial Placement r KX DIEPT ' Review ❑ CIEPT PROGRAM DESCRIPTION SUMMARY O Three Ye.r Review O Admin Placement'` ❑ Exit Program STUDENT NAME DATE 6/8/95 E° DISTRICT OF RESIDENCE AVSD 0761648 SCHOOL 44A GRADE CURRENT ATTENDANCE DISTRICT SCHOOL_G qs'�I DATE OF BIRTH 10/31/89 RA IONALE FOR PLACEMENT IN THE LEAST RESTRICTIVE SETTING: s P RAM'D CRIPTION: 6e Program/ Date to.' Duration of Description of Services Service Start Service Frequency Instruction, aterials and Equipment S S A1111i(.a.Q !_( VIClI- F. INFORMATION RELATED TO PARTICIPATION" oAND TRANSITION INTO REGULAR PROGRAM: ,✓, , LANG RANGE PLACEMENT GOAL: SERVICES TO IMPLEMENT THE IEP: ;. I give my consent to the IEP as written and the services required to implement the program. c I do not give my consent to the IEP as written. 2 s ESQ' I have received a copy of the Individualized Education Program,Parent's Rights and Responsibilities, and Due Process,and, the information and decisions indicated above have been explained to me. t I refuse special education services. PARENT GUARDIANS) SIGNATURE DATE PARTICIPANTS: Those persons whose signatures appear below affirm that they were in attendance at the meeting of the Individualized Education Program Team. Adminis r r Designee e i I t"- g tir It to Teache Date JOther_ U Date (o -9-1 Othe Date tether Date (n- -15- Other Date Other Date l f COMMENTS: s-+.. t, ,j— fi s \,IIS/7-1491 #8598 Page 6��r hrbi UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATION, INC. HEAD START PROGRAM 120 Oak Street, Brentwood, CA 94513 AGENDA REGULAR CENTER PARENT MEETING Date Site Center 1. SIGN IN 2. Meeting called to order Approval of Minutes of the UCSSO Head Start Center parent meeting Of 71995. 3. FAMILY SERVICE WORKERS REPORT: 4. COMMITTEE REPORTS: Health Committee: A. Alma Norton, nurse, reported that a few cases of TB have been found in the Antioch area. It's important that your children be immunized. B. Earthquake preparedness; Alma would like for each class parent representative to pick out two parents to help complete our kits. ,Special Education: We need more parent volunteers in the classroom. Dorothy will be giving mini-workshop training on how parents can be more effective in the classroom. 5. TEACHERS: A. Time for 2nd part of assessment with parents. Home visits are being done. Thank you for receiving me at your house. vaaA,&WCVU B* Field trip to Fremont Elementary School on March 14th., 1995, We will be visiting the Kindergarden classroom. UNITED COUNCIL OF THE SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM PARENT MEETING MINUTES BRIDGEMONT PM MARCH 09, 1995 1. Sign In 2. Meeting called to order by Maria Sepulveda at 1:00 P.M. Minutes were read and approved. 3. Maria Sepulveda thanked parents for cooperating in returning new physicals and dentals on time. Maria reminded parents about our next parent training on Friday March 17, 1995. f 4. Alma Norton, nurse reported that a few cases of TB have been found in the Antioch area. It's important that your children are immunized on time. One of our parents asked about the symptoms for TB, Maria S. told her that our nurse is getting some literature together about TB for us to pass out to our parents. Alma is also working in putting an earthquake preparedness kit and she will need the help of some parents, she will get in contact with the class fi parent representative for her to ask two parents to help us out. 4 l 5. TEACHERS t Flora told parents that its time for the 2nd part of the assessment with parents She is being doing some home visits and thanked parents for receiving her at home. She said that she still needs some more visits to finish. r Flora said that her class is going to Fremont Elementary School to visit the kindergarden classroom for her children to get an idea of how a kindergarden classroom works, the field trip will be March 14, 1995. Flora asked parents if they had registered their child for kindegarden because its time to do it at all elementary schools in Antioch. 4 Flora reminded parents that Wednesday is color day and to please look at monthly calendar for color day assigned. She also reminded parents that Thrusday is sharing day, she would like her children to bring something so they can talk about it. It doesn't need to be a toy. ;t; E t . i� i•, f P: �4+. � �tit 1, ,t \ '` � � � � t i � .�•� t t: 9 `` lu `s,t t.gbh. °r;•r.: 511 _ 61 QJ 4 Via,, i..; ;::>-- �:�`- Il • N � a cx Com . t , { Zbe IEP What Is An IEP? An individualized education plan (IEP) is described for parents as: An IEP is an individualized education program. It is in that is it written specifically for your child and not for a class or group of children. Education refers to those parts of your child's education that require special education or related services .... Program .means what will actually be provided for your child. An IEP is not a lesson plan as lesson. plans are only part of the educational program. After reading your child's P, you should have a clear picture of what your child,will be learning for the next few months. The IEP is a teaching tool and a guide for the professionals who work with the child. It is not intended to be a contract or an accountability measure, but rather an overall plan from which daily or.weekly lesson plans will be developed W& Should Be Involved In W&irtg An IEP? The following individuals should communicate with one another before the IEP goals and objectives are put in writing to provide information from their own points of view about the individual child: - the teacher - the parents - support personnel who are involved in the child's educational program, such as the speecb/language pathologist, physical or occupational therapist, or nurse - administrative personnel who are knowledgeable re: funds available for special services, equi ment, transportation, etc. - professional(s who performed the diagnostic evaluation of the child Tbese communications may be in written form as long as any of these individuals can make personal contact to clarify questions, eta Mia Are the Contents of an IEP? An individual education plan should contain the following elements: L A statement of the chOd's present kwJ of , primary obtained from diagnostic and assessment information and from this, amumnuq of aftgtla mid weaknesses. Z A statement or other record of the parent's major concerns or goals desired for their child, as part of their involvement in the IEP process. hid C � ? ' pa A �• ty.A pv t R A I .o• 'o..S.9 a A � A e. � Q►a • A � ,'iT poi► Q"'� 0, A It p.�• .ts > G . g H • i Ar ' L�Xh b if GENERAL STATEMENT OF PARENT RIGHTS AND RIGHTS TO APPEAL l Individuals who are handicapped and their parents have certain protections provided by the law. These protections include rights related to the assess- ment process and the development of the Individualized Education Program. In addition, they may appeal a placement decision if they disagree with the IEP Team, or they may file a complaint ifthey feel that the proper procedures have not been followed. Parent rights are outlined as follows: General Rights All handicapped children have the right to a free and appropriate public education. Individuals have the right to privacy and confidentiality of all edu- cational records including the right. to see, review, and if necessary, challenge the records in accordance with the Family Educational Rights and Privacy Act of 1974. Individuals have the right to request to be provided with a copy of the educational records prior to meetings and within five (5) days* of the request. All handicapped children, to the maximum extent appropriate, have the right to enrollment in the least restrictive learning environment, to the program with least restrictive alternatives, .and the right to en- joy n joy the same variety of programs as are available to the non-handicapped child. -`' The following individuals with exceptional needs have all the same .- i rights as parents as described in this document: Those 18 years of age and older, who have not completed high school, and who are capable of adequately representing themselves. .Emancipated minors (married minor students) . Rights Related to Notice All parents have the right to be fully informed of all procedural safeguards and rights of appeal in .language easily understood by the general public and in the parent's primary language. All parents have a right to a notice which includes: A full explanation of procedural rights available to parents. A description of the action the public education agency proposes to take. s An explanation of why the agency proposes to take the action: A description of any options the agency considered but is not recommending. The reasons why these options were rejected. A description of each evaluation procedure, test, record, or report used as a basis for the action. Rights Related to Assessment i These include: The right to initiate a written referral for assessment after the resources *All days are calendar days V � b •PfISSION HEAD START t4o W 8-79 EDUCATION FOR ALL HANDICAPPED CHILDREN ACT OF 1975, PUBLIC LAW (PL) 94-142 The Education for All Handicapped Children Act is based on the right of all children that live in this country, with no exceptions to a 'quality education. Its primary goal is to give every handicapped child, including the moat severely handicapped, the learning opportunities s/he needs to become as self-sufficient and productive as possible. CHILDREN'S RIGHTS* Under this law, children have the right to: 1) a Free and Appropriate Public Education if they are between the ages of 3 and 18 by Sept. 1, 1978 and if 3-21 by Sept. 1,- 1980. 2) placement in the least restrictive learning environment, as much as possible with non-hnadicapped children and whenever possible at the same school they would go to if non-handicapped. 3) placement outside the local school district in another public school or private school at the state's expense if local schools do not have an appropriate program. 4) testing for purposes of evaluation and placement that is free of racial or cultural discrimmination. 5) annual review of placement based on Individual Educational Program_ (IEP) and at least an annual review of that program before the school year begins. 6) privacy and confidentiality of all personal records. PARENTS' RIGHTS Under this law, parents have the right to: 1) give written consent before an evaluation is conducted. (Evaluation must be completed within 35 school days of the date your consent is given.) 2) give written consent for release of confidential information to be used .in the evaluation process. 3) participate in annual planning conference for your child's In Educational Program (IEP) and give written consent to this plan. 4) have meetings held in your primary language or have special arrangements made for yout handicap, including deafness. 5) seek an independent evaluation at public expense if you find the school's evaluation inappropriate. 6; Sive or deny permission for awl 6pecial education placement for your child. 7) request shearing if you disagree with the evaluation, identification or placement of your child. (Hearing must be held within 45 days of your request.) *Network, February 1977. Published by the National Committee for Citizens in Education. 9th I bloK CONTRA C STA Special Education Local Plan Area INDIVIDUALIZED EDUCATION PROGRAM GOALS and OBJECTIVES Date Student's Name Birthdate Content Area Form Completed By Position Andual Goals) CU7N Short Term'.Tnstructiobat:`Objectl'ves lncludin� Lgiplemeeter �� ��' Eva..... n Procedures and Criteria CODES: CO=Carry Over; N=New Objective Page C Vv ro -1- Q Lm Y 0) c� 0 cr) 0 i 3 cnNNa o � � v > = o� T 10 (iro G � m N CD Z a s o f 6 Q CD O OQ x" C7 N CD 14 CD m W 0cp N © G w c o CD m CD Q CL Z m N .� N N o m 4� N Tr T N G, O• n . G CA a N 4- n. - in O .• N -. •� -• CD cD G N N G N ::r 9> "" -5 CD CD a .0 CD s -T. @ m v0 CD _ �i @ cn ,« s 0 0- O N i O 'ZS O CDsO J tP tc ; - q C1 SCD CS Svl0) T CD O a G O 0 0 �' C2 O 540 G O O ,-. O LO "O•x C1 O � O� �0 CD � C7 C1 ' N +N. N CD O S C1 Sv N CD G o- % ,�+ L us CD O O 7 ;� CD CT QD N G •, N COy O CDO a O N �j G n s =, N D G CD 4� O @ O �; O n CD eAy CL O O ? O tU. 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E �.► G c� d.� G N N � y N d. .N � cd Ca43) E T UI�I I LU 1 UUIiLli UI !WANIS11 SI'LAKINti ORGANILA I TUNS, IIJI I•IEAD START PROGRAM LES�ON PLAN d eek of __p2o__x3 t—�S'— Center _ /eM Theme(optional) r� Age Range ----- —=-------- Teacher Reviewed by *� — --------- -- ---_ z Monday o lay �� Wednesday Thursday= CIRCLE 1 TIMEgal: i ART C ✓/-Jj�/7� R, q `; U �.— �t9 h •\/ Sk j 117. It '' ± .LANGUAGE D O V E LOPME N t oto—�o� `7 Ll�f�+u/ '/J r>+t , 7 it DRAMATIC PLAY ...� .. I �•-o.A-tic. ,, � '-`,'•_•,,f _> ✓ " "' awl!"' , r , SCIENCE/ MATH n _ U Jl awQY ✓ °w`oQ t OUTDOOR/ t,! GROSS MOTORd,H � lQ C' (�M`1 U1v"v�ex � # SAFETY/ COOKING y�} SOCIALIZATION � -� 00� PARENT ' INVOLVEMENT T: 7 a 'A;y1y k�2!f L 41� t rt 8 , Y NOTES/ ,; ��• \ w { SPECIAL l EVENTS ��uo w/ D7f. Y 44 HEAD 5 I AIt I PROGRAM I_tS 0t.1 PLAN Week f?.f .. Acle I1s��tJr `�"► I e,r:l�� a r . .: Cl UG Z--Ctevlewed I,y o-. .' r`tcricclhy � I uesclay Wednes ay T tlltg Jay a b' 4 t3�-r CIItCI I# i• dr ►'►fi e. ao �� � �3 � �� i' .=' j-� n `.''p f�Qrz a Q►' "reg s .S x.05 Ma`03 A li 1 CIO re tZi1 L� S �1`SC� SS I�fVF:I ��I`t1i fdl roods Q 1c� p1 �� , IMnr.InIIc 4 1 11ss pooPlAY — 2 #-�z r i t� Our Sce a1,5 MA I'll bo �� Cp-�`¢.C�i of) n-- barna,n&, app { e-- s �t s - pcan o'�-S <, --hro �, oc ca G tt t)SS mo I Olt ', �su'n ^lea 1�-h aye w;_ h . �J i s s s Covx m u n i+ ,y, IIFAL TII! C:UOI IN(, D1S�JSS Cto�` ��dYil1� ta�i � h �tG� US k)q- 5 Knives ' O_ross�n ch► l8re.n`s last names -- Sitt;lAC17AJft) }S�VS(y1q Or' S�lirlq L4na j Tor 001 c6or -A i me \S PARI. IJ I ( r�c.al� as� InVol.vumu.111 Tao brushin C!u4 off o;{ ice Y.qr In- NO I V S/ �S� I'' i cz Tri�J Glut `cru f x�x� yr I'FCIAI. A , I VEN FS /Uofl c es �ai i f w t c) Fall/I 5m A/m/Ss/ O�'7 �r 7 nt C.` zt�� , ' ,n 111 t t r kA r fl rl 1 it I I �I 1,l SII Ih Ulfl i/\11I/A I IUNa, 114L. 11VA11 !�i M I PROGRAM r� a c.J.,,J V Wee of ID I Crrtt'�f Itteme Q�tlostal _ lh e rmi(I Reviewed by 'I"Mst Ry —� I - Wednesday�c2 _ T tUr X,, � C_4z.d -re,V_ C:) Bunn C.t nd " ��i ` y r 1M1 -� +h c_ fir^d'bla- �vcdC b a PcIq- �3i-or a a at- +11 Q- t.»a kz I., _7 MC. Fi'el � is �sC ee �, C tnt� qq `4,�or~ AIt il`ast,e,r" Card ReVic,Z and U- - h2Uit1+C� Un CG arb0(Nck C1�oas� cl �z6 -�h Q •J t o t e.- C-01 o r Ron s, C_ ;�,-1 c_r pj' 112 r I.AIVMA(:F. 03 zvn 2 irFVEI t►hIu f4f ! t 7 pI we see on our- Wa1lC, s Ca r► n DRAHA I IC O Ur- M AY �Unn 1- 44' Ban", SCrrNc1 ! z,n �r��n �s mt x;n w -�o o`�d Col as �, 4 �m vA t.JUTD()t)ti! `e ai -theGROSS ma MR s s IIEAL. I'll/ SAi 1: W 2 t� ca.r� S ale }r;fJ YYt easvrr`nt>I oUr IN( r3�t �r S a m i Xi rl cool, �J C-a1CeW . fir.; � -1--s e�./ .Y;uDhi l q_ on �p j� P G v s1t n Un SltcIAt17AIION na i 1rlv��t_vrr�Ir ricl �ar�n� Da Y �_� y E Mus; i ",i'ECIAI. t�l ,4er "n Ez�r1 ,, a ., IIL/11lops, Illt,. Al) S 11111 i PROGRAM x 11th"101.5 of ,l� a I. i - f`1' � .. t t'ertt��r Lk !\rtr! hay rIr "— s Ira, I r l"----- dS_ v� Ftevlewed by __-------- - - � ' t .... t',r,rlfhy w f`urscl�ty 25 ..._ _-�-Wednesday a (v t Urs ay Fla 117 12 a, o CIPCI It . p, I V 's arq! CO0k4` rn Fre Q �)o rt a Y Ove t� 1 { {4 - L Ask, ckljren ' Whaf fhe� ".s.,�,e.,�, ""40 Ile) a 1 t.ArI MA14 did or> `� �^►�ir� ,rr'ma/ S >u,.Jds IrrvFi nl�lil iat If�7ty'�7[/ ou17 u/�i' l��r'r /"'r! All r IMMIA 1 IC. // �• 1 / i F AY - s° � SCRAICI ! `3 MA I'll �S- �J , S1`e b C-� t Tor~ a in a <3 GR()ss MC1I C)II fi. IIEAI. 1`I I ArFt:1./ �{�v1Jc in J C! bo i� OKZ t�S vri � l/ b a SOcIALIIA I1(4 r. IWVOI_VUMI,tll Svfi�rvi'Sc� � 1�.�l ct� S�rc✓sa f-fjrdal ir)cf1J +cir� r. NO'l1:if l-/c/erg /3Pr�� a l[Qrlr;'c';UG` 1tFCIAF f�aM/ ly S�2VV� ()�j7erUAC ��cinj c / � fhEVEN FS c k� kin ' OD t sc ' lit ----- '-- } g LESSON PLAN 1 - Week of �J"��a -_ Centerr?S�1Theme(optional) _ Age Range ____________________ Teacher4s___ Reviewed by Monday o2 Tuesday 5' Wednesday,?/, Thursda 1400' V vias yoar Sr�'rt.,9 bra — �a�enUa✓ , cocl�I �n� CIRCLE Good Q�l'ernooh ons �£rty(. span14a I lcjsl�01 Ian9, TIME I r� s rtcec� �rn s Soy Down uE- Cxrand S Y Gr�1/3t)ih� +0eLoo, F.v¢ ale v►�onke y$ ar►n iia QooK:BQb Ant P e n NMo.K Place. ma+s fo-r Bye- tD M e 1 ART MQ: m uI-al For 30*Ahn v-p-r arm b oOK + -" MSK L r C Fmv o r bcL y c�n� m«,� w,o6 14s C � Voc.0&wary Iah9 • baby � Proje-d'Secon. LANGUAGE cl CJLM o c.lnCc-Ks Llnart�e DEVELOPMENT G0.I� C�+uc4CIlY19 C-. . eoun� \) V1a11 'oopm. � r 11 I 4; e.r DRAMATIC r,et-er�d y ottarZ a Cut? 9n PLAY p ---- --- --- _ \ ite\ erxd YOU o o e Zov C0unTnq v 0. one �o Cor►^es�onJcr�c SCIENCE/ J MATH PQr 0elY'y c.arJSb0i �9cJS C.oo c_KS ct ndt-2-r � 'Gc�rCJs � se,e.�.vcl-4,er• b. OUTDOOR/ wa�KIvey � C.Jiwtbivn� � Crarv1�n�l tp+oeinj, �Uays you Can { GROSS wu1K ��9 or\ your �ne,ese,{z . 3 MOTOR \-ricyc,1Gs� �oAL9ame-s, jLtm pi nj rope, rror rl 4 Nub r; HEALTH/ �u`eS t �t� 'h� �-�te.. bccs. SAFETY/ bv'Us4 -1-c-elh daily Fi fe dri o Foods by Color Lclrth ugKe 4=01M vie,-sk ka-h�S day ly bre,Ft ore .,GcLLS 07to oo u r �r i e rtd.s acn� o �-�e_ t►2zq SOCIALIZATIONI I / P e- �' � U II 11 your >{ cjd- A Jc vctrtjs _ Sc-kool �r i r-n' .s 5e rv�r �ri end 'l^..Qlt,te Btrcii R:v�9 �' ��C'_ . Ltround -+ke roses. Zoe Me,,Y1 ri Par.X .5on-�Ar- Fel Pcvev�6 het 'to t nn an�e.�. �: \1 '"ler +"ri .P'ARENT _ Zoe P Sgerv;se. INVOLVEMENT N�e,��v1 t e oc� McAant e. ar+ ctc�-i v i Sk-o-Gi e. Oretre s r1ac4C M L."i ala' Wask han" N 0+ W e.0, NOTES/ ` (fid y5 �hanKs �o SPECIAL ver ►Sme►�+ ;Dr- v►eec[s 10 be. EVENTS 4eoA S4.r� rc9is rr�n v1 e�t>P e5 t-e r 3 Tnvi\-gkivJDr 'rs+ AiJ � va;nih � �� LESSON PLAN... Center a �.� _�1?� Theme(optional) )c u ,{ an a„ iJma�i Teacher - - -- _ _ Reviewed by ----------- -- -- -.r Monda Tuesday Wednesday Thursday -_27 �CJvp�U YVICSZMint) r - En (LU_k < I - l/lrvn raCt, I CIRCLE - wta�.7�G. —� csm� -a L1.m a Q --d""' 4� TIME C �r� ` c u �ti,�l, 1 '> r' may: Tedd 7e vmcaU a f h a 1z�. 6d► f y ��Y,,,-„iS , ART CL 4. LANG V PMGE DE 0 ENT U � I ✓� � c I S.E. .:•"� ter - —� DRAMATIC `�..�.�..�..�,� cx,. v�--�-y. �.-,-t�,��.D — �.n...L,t..,-•00 1�,� •' PLAY E b SCIENCE/ X11 jt� Cts t MATH �� , � 0 dr � z. cam ` OUTDOOR/ Ply GROSS wa.uz- ' MOTOR � ) b6 6 Y „� L j--� c5 �� r. L -cam 1 (Q, HEALTH/ '' - V'yL'. ,SAFETY/ {h fQ , ­4ci-�in..._ t/•�2„4�.!� /L`''-Q�..tn�� d .,,� p �.,ILI SOCIALIZATION Ccs W o-�ILrcl 4 �uf�� n an -you f U-J"dD/ INVOLVEMENT GQ Iis •V''�n ex i c ( ^1 t o � " �r-rV L C,bArro- cou l lJct�iia t� N�j NOTES/ llo4e_ of 4-tic- we-e-L dgY. SPECIAL EVENTS dead S-far-t rej -4� Aoh �U �V►a� - �G� pc6�,.�or"Y': En-ie(ores fe_ Grad -� �•� Y� t one Fe-, gj4-v-'T1n r �: i ,i,im_ia Umilit,n. UI .,I'AHI,II S LAKII46 UIIhANILAIIONS, IIJt;. HEAD S1 AR 1 PROGRAM MA 61, LESSON PLAN Week of Center Theme(optional) CI n cod NW age Range �,,�4____ Teachers _ .Ze11_ __ Reviewed by -------- Monday Tuesday Wednesday Thursday Morl'o f ltii ala.�fl CIRCLE R�v `c►J —$ J � _ TIME Work on 6 r7 Work 0q '7F� ► s t�_ t 1j 5Um ;�t°.c.Yt� oU fJravll n M Mo c, 14 el ART Oravi� �►q MoMomc� 1�1Ye ,I c. J � ran les 1=vr Coo ail cil er C 1161,":5 i Te-11"n� - Hu W LANGUAGE )EVELOPMENI fee abv( - M Mom . c y DRAMATIC PLAY SCIENCE/ Cou `�inQ �o/or MATH J .k a OUTDOOR/ Thr0 i,1i Cad , I Sgl�s GROSS a MOTOR j ?�lu�✓i�ior� Day: ; IIEAL1'II/ li1r��in g> �JUS�jIn its Rh Urdu S �'fePartr snr--ETY/ � 9 �( � � COOKING Pla�l n G S 0!`F -IIYI I fie- �u ova an 1Iu ?- , TlnLlznTlo vnt me a aft c- 1 r J6 Mao i `r nl iha amt d Rrnei� Rumonq c� � n7 b{?q J. Rarn0,7a Ji rn eNe� PARENT" PAeir;a Goi /cs Mar; c�. �Ir)� Saldanq VOLVEMENT Moremv may-;5q 4Yanctl- l'lCvIYG �a (, Ch mi e- lunc�l NOTES/ rh�nkSJ su Mayo S 11 E C I A L OY��d -ll� wi+>, P� EVENTS `1" { / � he go 400 r 0 rl ii C' to h e v) r+c. � V;k � � in�iit.0 t:utn�tn UI :1I'nlAbll SPLAKIIJb ORGANILAIION If � � HEAD START PROGRAM Mv; LESSON PLAN w .• eek of Am"_�_-__,.,i 149 � Center J Theme(optiorialj, Ace Rant a �- - ---- Teacher Reviewed by ------- Mond Y __Monday ,� u day Wednesday Thursda y CIRCLE - �- �► ' ;; TIME <,u`x�.�. J ART l , p��� DEVELOPMENT ""' 0 G 1. F: DRAMATIC PLAY ° SCIENCE/;. MATH a JA OUTDOOR GROSS MOTOR f -+'W'�. I'I E A L T I I/ �° X c .*6`*6. o.t ••^--�--_•. f S A FET Y/ � � t � n s r� ..� ' SOCIALIZATIO oc`J +E; a PARENT .INVOLVEMENT .� ` "r:.'t ,t { .'f i� [ z 3 .,,NOTES/ SPECIAL -'EVENTS I� f � I^'I fib { _ r f S �� v �� t 't..nG[ uYt,_��� 4k4J.rMti.u.m' M.4Nex.':- N4" ,as' Q ...,.4. .......y_« —�—....�. .-sr�r —a�y*t�T�Y}• " I fEA ` S 1 All f PROGRAM u r:_ a LESSON PLAN k f Week of. G _ '� Center Gt 1) rsl�tlrj cf p ) zU 0 /�1, ---- — --- — --- Theme(o tional ---- -- 5 f. Age Range ___ r..s__-- Teacher _ � _ L-' , �� Reviewed by ---_ — x Monday Tuesday Wednesday 41 tThursday Y CIRCLE j,n �. 'Gr`e, GI -f I� r - — °i. TIMES abau.-'�R 'eld, r! .. 'ur��.�Y�tcuoc ►vy . _ K�ncler lYe/'! l +LA ART prawn: If a W► +t1 bar J..nl GGG l A s fAl I Y1 y LANGUAGE I ted ` DEVELOPMENT / f� be'�► 5 in � t ( # r . _ . r Y 1- �h� �L°� }��► ��°,. 0`�' 1�c�-� )`�► li►'I p�r-e �IYG �S �`G�(" r way pry ,DRAMATIC'. o� �► — of � •��'1 PLAY 'S ► nc�,5 �' 'rte lA C S ern f Ian � SCIENCE/. { f, MATH n40. 7o uhf JL a i r')'1 _ OUTDOOR/ ur U S.0 , GROSS' rUl1 Gtn f0p pnCQrY) Yr7a MOTOR - log r0 m r HEALTH/ P ' `J SAFETY/ COOKING 04- ,,`�da�� d Tqk►'n3 - Uke SO.CIAUZAT10 e4i11 S I Y1 /t L' ird ;' r Q►'YIOhQ ►m�nr Z � c.�. YI��-7J,y/} ��rlG,tG�� I`�'+'1(r+r`v'r j� � ar��' Piaa G-�ace � J � P A R E N T )�/{/7 J'7� i /I� e IA G....,, , \ /�+'4•. •I iI�i' INVOLVEMENTA�r►1CL �'1Aa .� R�c.ht.ale. Cc. Vorer W5 Ma r arri d0. Elba suJdaha Iw ,n pv► � Rail Nor 1 � Y 4 ! d S7ram a55e:5l�7 't q sst3�:1� rT :NOTES/: it � A s wl :SPECIAL •EVENTS < ` . Fid z p p �J 7 1 % Administration for DEPARTMENT OF HEALTH & HUMAN SERVICES Children and Families Refer to: [Head Start 09CH03751 Region IX 50 United Nations Plaza San Francisco, CA 94102 MAY 1 7X95. Gayle Bishop, Chairman r 7� �� r7 �,7 F,� Board of Supervisors 651 Pine Street i N!AY 1 8 1995 Martinez, California 94553 u Dear Supervisor Bishop: From January 23 to 27, 1995 the Administration for Children and Families (ACF) conducted an on-site monitoring review of your Head Start program. On-site program reviews allow ACF, as the responsible funding agency_for Head Start programs, to assure that Head Start grantees deliver the type and scope of services required by all relevant legislation, regulatory and policy requirements governing Head Start programs. Through monitoring ACF determines.the degree to which programs are meeting minimum requirements and.technical assistance resources are made available to those programs that do not meet minimum requirements. Each component of your program, including those of all four delegate agencies, was reviewed using the Head Start "On-Site Program Review Instrument" (OSPRI). The specific findings of our on-site review are attached to this letter, providing you detailed information on all areas in which your program was not meeting minimum Head Start requirements. Our report will include: - Overall Strengths and Weaknesses- Summary of Deficiencies OSPRI Report of Findings Summary Table of Non-Compliances CORRECTIVE ACTIONS REQUIRED It is our judgement that the number, type and scope of non-compliance items compromises your program's ability to provide quality Head Start services. We have, therefore, identified your program as one with quality deficiencies. The specific deficiencies are discussed in Attachment II of this package. 1 Gayle Bishop Page 2 rVilb4 It is your responsibility to remedy the deficiencies noted in your program. The Head Start Act requires that all deficiencies identified as part of a monitoring visit be corrected as soon as possible and no deficiency can remain uncorrected for longer than one year from the date you receive this letter. In order to correct your deficiencies, you are required by law to develop a Quality Improvement Plan (QIP). We also request that you require your delegate agencies to develop a QIP where indicated, and you must monitor their progress in achieving compliance. When you submit your documentation of compliance, that of the delegate agencies must be part of it. You must develop and submit a QIP, within 30 days of receipt of this letter. It must specify the deficiencies to be corrected, the actions you will take to correct them, and the timetable with intermittent bench marks for the complete elimination of all deficiencies no later than one year from the date of this letter. We are prepared to assist you in the preparation of your QIP and encourage you to call your Program Specialist immediately to discuss the QIP and ,its development. Our office must approve your QIP within thirty days of its submission or indicate to you the reasons it cannot be approved. We are confident that your Head Start program will be brought in compliance even before the one year limit by eliminating all the deficiencies and non-compliances. However, in the unlikely event that your program continues to have uncorrected deficiencies beyond one year from the date of this letter, you will be issued, consistent with the requirements of the Head Start Act, a letter stating our intent to terminate your Head Start grant. In addition to the deficiencies noted in the attached report, you were found out of compliance on several items, not related to the identified deficiency(ies). These items are identified in the OSPRI Report attached to this letter. We expect that all identified non-compliance areas to be corrected as soon as possible and, unless this office authorizes additional time, within 90 days of the date of receipt of this letter: When you have corrected the identified areas of non-compliance, please submit a letter to this office, certifying that the non-compliances have been corrected. This process is separate from your Quality Improvement Plan and must be dealt with separately. We will continue to make technical assistance available to you throughout the coming months. We will determine in partnership with you a reasonable schedule of follow up activities including site visits to monitor your progress and validate your full compliance no later than one year from your receipt of this letter. Gal - � 1b) Gayle Bishop Page 3 As expressed in the report of the Advisory Committee on Head Start Quality and Expansion, the goal of ACF is to ensure that all Head Start programs provide quality services to young children and their families. We look forward to supporting your efforts to reach this goal. We wish to thank the board, the policy council, the staff, and the parents of your program for their cooperation and assistance during the review. Please feel free to call Maria Fort, your Program Specialist, at (415)556-7408 regarding any questions or concerns you may have. Sincerely, i? Maria L. Fort Arden Hamilton Program Specialist Financial Operations Specialist Head Start Branch, Office of Financial Operations Enclosures cc: Executive Director Head Start Director Policy Council Chair County Administrative Officer H p C 40 L b0 u O :G ea.� O � s Co w o > p Q uw Odd uc,_ a.E o_ u m m epi w bpi 1. or m N m is y 3 u r m = m4. 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That at 5:30 O 501 Railroad Ave. p.m. on Friday August 25, 1995, you came to our office quite distraught and concerned abouS Pittsburg,CA 94565 comments that Community Services made to you about the UCSSO. (510)439-7515 - r C3 120 nak street You stated that the purpose of this meeting was to go over with Mr. Prince the Allocation. Plan Brentwood,CA 94513 and Accounting Procedures regarding the Head start Program. However, the meeting shifted to (510)634-6f44 other issues and in particular, you said "that you were very concerned that UCSSO would not move forward with the Head Start Program because Joan Sparks said `Richard Lujan cannot do anything this time to stop Community Service Department from taking .the contract from UCSSO Head start because he will not have the political backing like he did before" You stated further "that we Administrative Office should put up the bunkers, that they intend to announce it next Tuesday and there is nothing you 0 120 Oak Street Brentwood,CA 94513 can do to save the program (Head Start).... others will lose their,programs too. You also felt (510)516-2060 that they (CSD) were going to go through the audit with a fine tooth comb,, so that they could Fax(510)516-0762 disallow whatever they can find. You said, "I do not feel comfortable being your auditor nor working as your CPA." Nutrition Programs These statements were and still are of serious concern to us. Finally, you told us that CSD felt 0 10o village Dr. that the UCSSO Board of Directors may not be a legal board because we have five members who Brentwood,CA 94513 (510)634-5040 do not even make a quorum. In addition, .you stated that Joan told you that because one of our Board Members is on LPC and Policy Council that there exists a conflict of interest according the CFR 45 part 1304, Chart A Special Notes #5. Private Industry Council JTPA In closing, if there are any discrepancies with the facts we have stated in this letter please 0 120 Oak street advise us immediately. Thank you very much for you continued assistance and cooperation Brentwood,CA 94513 (510)634-2195 Very TI ours, Arn Flores III Chairman _ •bi s 09/27/94 11:38 FAX 51022 77 S 0 001 tJU� CARATHIMAS,BOiREN, & COMPANY AN ACCOUNTANCY CORPORATTON 597 CENTER ST. SUITE 110 MARTINEZ, CA 94553 510.228.3535 510.228.3778 (FAX) September 27, 1995 UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS,.INC_ 837 ARNOLD DRTVF_., SUITE 100 MARTINEZ, CA 94553 ATTENTION: MR. RICHARD LUJAN DEAR MR LUJAN: THE FOLLOWING ARE MY THOUGHTS AS YOU REQUESTED AS TO HOW THE COUNTY WORKED WITH ME ON VARIOUS ISSUES CONCERNING YOUR ORGANIZATION, SPECIFICALLY THE COMMUNITY SERVICES AGENCY RFCTARDLNG THE HEAD START PROGRAM- IN ROGRAMIN MY OPINION, THE PEOPLE I DEALT WITH ON THE SURFACE PROJECTED A VERY COOPERATIVE ATTITUDE TOWARD ME. IMPLYING THAT THEY WOULD BE VERY HELPFUL TO ME IN MY CONSULTING WITH USCCO_ THEY SAID THEY WOULD HELP IN ANY WAY POSSIBLE, WHEN IT GOT DOWN TO IT THOUGH THEY IIID NOT COOPERATE WITH ME. THEY MADE ANY PRO.IECT THAT NEEDED TO BE DONE A PROJECT THAT WAS SO GREAT IT NEEDED AN INSURMOUNTABLE AMOUNT OF TINIE TO GET DONE. FOR EXAMPLE THEY WOULD NOT COOPERATE IN USING OTHER ORGANIZATIONS PROCEDURES/POLICIES RATHER THEY DEMANDED THAT USCCO DRAFT THEIR OUR PROCEDURES FROM SCRATCH, IN FACT, IT WAS AT THIS MEETING WITH THEM THAT THEY TOLD ME "RICHARD � WILL NOT BE ABLE.TO SAVE THE CONTRACT THIS TIME." AT THAT POINT,I DID NOT KNOW WHAT THEY WERE REFERRING TO. IF I CAN BE ANY FURTHER ASSISTANCE PLEASE DO NOT HESITATE TO CALL Iv1E_ SINCERELY YOURS, GEORGE CARATHIMAS, CPA Child D I C Id eve ailment 374-3994 Community Services Depart bo' tra Child Nutrition 374-3850 Costa Communty Action 313-7363 Administration Head Start 646-5540 1220 Morello Avenue, Suite 101 Housing and Energy 646-5756 Martinez,California 94553-4711 County PATHS 427-8094 (510)313-7350 Fax: (510)313-7385 F' Joan V. Sparks, Director August 31, 1995 Mr. Arnold Flores, Chairman and members of the Board of Directors United Council of Spanish Speaking organizations 837 Arnold Drive, Suite 100 Martinez, Ca 94553 Dear Mr. Flores: In response to your verbal request dated August 30, 1995, please find attached a copy of the report of Ms. Susan L. Hanson, Certified Public Accountant. Please call me at 313-7361 if you have any questions regarding this matter. Thank you. sincerely, f'l— I Prince Administrative Services Officer CONTRA A COSTA COUNT RECEIVED cc: Phil Batchelor Scott Tandy SEP - X995 Joan Sparks Daneen Cali OFFICE OF COUNTY ADMINISTRATOR Affirmative Action/Equal Opportunity Employer D8-1D-1995 ��' r+if1 COHTPA CGSTA I-E-20 START 1 51=1 646 5551 P.i31 Susan L. Hanson Certified Public Accountant 2332 Swootwater®rive Marbnez,CA =5553 (510)229-0657' Augast 9, 1965 i To: Danoen Cali Report on Project for Contra Coste County regarding United Council of Spanish Speaking Organizations(UCSSQ): SituatioN : As part of the first quarter monitoring of UCSSO by the Community Servicers Deparbrnent,several discrepancies were noted between the de vw4s subrnmrtted to CCC and time actual aoc *ming records at t1CSSO, indicating both overbillings and underbilfings oaf Head Start expenditures during 1994. I was engaged to perform a review of UGSSO accourding records for the calendar year 1994, noting inapprophate allocation procedures, recondling the a=unting records to appropriate demands for that year, and to make recommendations to bring the acting polices and procedures into compliance with County rewirements. i . Summarized GL accounts for the 1994 calendar year (GL is maittasred on the agency's fiscal year,July through June). • Ideatiied allocation plan in effect during 199.4- • Idertfied final approved budget for 1994_ l • ermined items > $100 that made up GL balances > $5000 doing 1994 Snot including payroll and related expenses,travel reimbursements. food program experrdituures, or disallawed expen5e5 already conceded). . Determined if darges are valid.authorized,recorded in correct period. j • Determined if costs were allocated according to aMoved plan. • AnWy►zed rerft allocations. , • Analyzed insurance al9ocations. . Proposed adjustrt&enft,when applicable. For GL accounts with balanoes<$5000,scanned GL entries for inappropriate entries of a ffuftrW nature. For paWoN and related expenses: Agreed total payroll to 941 s. . Tested allocation to GL based on Sias # els submitted to accounting and allocation plan in effect. 1 . Compared GL to authorized line item positions_ j . Scheduled adjusted GL summary v_ approved budget v. deffmmlts submitted to determine overall diffieseinces between financial records, budget,and denonds. . Reviewod findings with CSD. Post-It'brand Fax transmittzl memoT1 or vA�6 r Fromm/ �-21 .4'✓ —_ - j Poon¢d 4 COIATRA G=TSTA F-EAD STRPT 1 51-1 646 5551 P.02 Susan L. Hanson, CRA 2332 Sweetwater Drive WwUn&2,CA 945M (sto)z29-0657 August 9, 1995 Page 2 Qtperred defici�naes and errors in the accounting records: i Current allocation plan does not dearly identify hoMr to urge overhead and admins4ation I' functions, such as accounting.and executive administratlon time. Rent, utilifies. insurances, and !. salaries have all been inconsWe_ntly albcated to the various programs administered by UCSSO. Recommerxtatiar>s • Agree with Community Sotvices Depadment on appropriate allocation plan that details j _ all allocations for all standard transactions to be recorded- j • Ensure the Lr,%SO accountant calculates and posts allocations accowng to the approved allocation pian. • Obtain guidance from CSU on extraordinary chargm or charges incurred outside budgeted amounts. • . Consrdw bion of 1-30 pian. i 0 Not all Head Start charges in the General Ledger had been authorized and approved by the Program Directs- All charges appear to be approved by the Executive Director. Recommeedations I Establish a firm policy that Program Directors are responsibie for staying within the : approved line-item budgets and that purdwses can only be a horiz rarn -mft are sible for thooe budget line ' Ex+ectithte Director not apprawmO expenditures,just mon' is under control. 1 • Instruct accountant to obtain program directors' approvals befbre posting expenses. • Provid oversight function(such as a contWier)to ensure expenditures are authorized and a locations are appropWoly calculated and posted in a timely manner. This might � be required agency vAde,since many isscaes might not be isolated to Head Start. 3. Reporting is not adequate to detenihine line-by-ine excesses or to monitor expenditw'es v. budget. t R000rnmendation I • Document procedures that YAN are in place to record authorized,approved.correctly allocated expenditures in a tumefy rnwww. • Enter the month to month budgd amounts into the acaow t *system to provida fm6 by line comparisons with actual expenditures each month and yew to date. • Such reports should be given to program directors who must then explain variances to } the Executive pir+ector. EvWu thin of the accourntft sta(�' I w 1 J1VJ 01+0 JJJl I-'_VI,3 Susan L. Hanson, GPA 2332 8v+mgl water Drive Uarttnm CA 945W (sift)229-0667 August 9, 79% Page 3 I Wimia Etena seems dedicated and competent. Hovoew, e sMff vAl be seeded m order to met the current hood for unproved recordkeeping and reporting and procedure documerrtation. &,gMmendation i I • Add accounting aW, as needed, in order to document procedures and to accompliM the recordkeepmg and reporting goats recommended above. Respectfully submitted, I i ii 1 I j i I f I (3 f I i t I 1 i TOTFL P.03