HomeMy WebLinkAbout20090852RESOLUTION
RE: APPROVE REVISIONS TO FAMILY EDUCATIONAL NETWORK OF WELD COUNTY
POLICY AND PROCEDURE
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with revisionstothe Family Educational Network
of Weld County Policy and Procedure, submitted by the Department of Human Services, and
WHEREAS, after review, the Board deems it advisable to approve said revisions to the
Family Education Network of Weld County Policy and Procedure, a copy of which is attached
hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the revisions to the Family Educational Network of Weld County Policy and
Procedure, submitted by the Department of Human Services, be, and hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 13th day of April, A.D., 2009.
ATTEST:
Weld County Clerk to the Board
BY:
Deputy Clerk to the lacZard
Date of signature
eM�
David E. Long
BOARD OF CCtJJNTY COMMISSIONERS
WELD C,OUNTY COLORADO
Willi myF Garcia, Chair
Douglasfradema her, Pro-Tem
Seen P. Conway
a[bara Kirkmeyer
( \cf
2009-0852
Cy?L'•'Cc/ HR0080
MEMORANDUM
DATE: April 9, 2009
WUDTO: William F. Garcia, Chair, Board o
FROM: Judy A. Griego, Director, Hum
COLORADO RE:
issioners
melt)
Weld County Department of Human Services' Family
Educational Network's 2009 Program Operations Policies
Enclosed for Board Approval are revisions for 2009 to FENWC's policies and procedures.
These were presented at the Board's March 23, 2009, Work Session.
If you have any questions, give me a call at extension 6510.
2009-0852
TABLE OF CONTENTS
PROGRAM OPERATIONS
Organizational Structure 1
Staff Qualifications 2
Confidentiality 3
Pre -employment Declaration 4
Standards of Conduct: Dress Code 5
Standards of Conduct: Cellular Phones 7
Staff Performance Appraisals 8
Training and Professional Development 10
Vacations 11
General Information 12
Calendars 12
Center Work Schedules 12
Identification of Centers 12
Notices to Centers 12
Mail Delivery to Centers 13
Coverage for Returned Children 13
Continuation (Graduation) Procedures 13
Transition Coordination With School Districts 13
Mileage Reimbursement 14
School Closures Due to Emergency Conditions 15
FENWC School Emergency Safety Plan 15
Purchasing of Supplies and Equipment 16
Equipment Purchases 17
Equipment Repair and Replacement 17
General Maintenance and Repair Procedures 18
Modular Maintenance 18
School Campus Sites 18
Other Sites 18
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Human Resources Management
Organizational Structure
Performance Standard: 1304.52(a)(1) and (2)
Policy
FENWC maintains an organizational structure that supports the accomplishment of program
objectives, assigns major component functions and responsibilities staff members, provides
adequate mechanisms for supervision and support, and assigns program management functions in
the areas of Director, early childhood development, health, mental health, disabilities and family
and community partnerships.
Procedures
1) The FENWC organizational chart is kept current and up to date and demonstrates the
management positions required to satisfy performance standards.
2) Job descriptions, assigning functions and responsibilities, and supervisory and support
chain of command are maintained by the Personnel Technician and are provided to each
employee upon hire and upon request.
3) Upon hire each staff member receives an orientation about his/her job responsibilities,
supervisory responsibilities and the process of following the chain of command.
1
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Human Resources Management
Staff Qualifications
Performance Standard: 1304.52(b)(c)(d) and (f)
Policy
FENWC recruits and selects qualified employees who possess the knowledge, skills, education
and experience required by licensing and Head Start Performance Standards.
Procedures
1) FENWC advertises both in house and outside to fill open positions.
2) Advertising lists the required qualifications for each position posted, including familiarity
with the ethnic background and language (Spanish) of program families.
3) Applications, including the Director and content area experts are screened for required
qualifications and only those with the appropriate qualifications are interviewed.
4) Current and former parents are given preference for employment vacancies for which they
are qualified.
5) Staff Position Information Sheets delineate the qualifications and experience required for
each FENWC position, in compliance with Head Start Performance Standards and State
of Colorado Licensing Standards.
6) Occasionally staff may desire a change in assignment. FENWC staff may apply for any
internal positions for which they qualify that become open during the course of the year.
When positions are posted, staff that wish to apply for the position must complete a
Transfer Request form, have it signed by their supervisor and submit it to Personnel by
the advertised deadline. In addition, if staff members in like (lateral) positions at
different locations, or staff teams in like (lateral) positions at different locations would
like to exchange work sites, they may do so under the following conditions: 1) all parties
involved in the exchange are agreeable to the exchange; 2) the exchange takes place at the
start of the Regional Head Start Program year; 3) the exchange remains in effect for a
minimum of one program -year; 4) the exchange is agreed to by supervisors. At the end of
the year, if all parties agree, the exchange will become permanent. Staff that wish to
apply for a lateral transfer must complete a Request for Lateral Joint Transfer form.
7) All potential hires and terminations of staff, including the Head Start Director, are
approved by the Policy Council.
2
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Human Resources Management
Confidentiality
Performance Standard: 1304.52(h)(1)(ii)
Policy
All staff, policy council, consultants and volunteers must respect and promote the unique identity
of each child and family. All information about children, families, staff members, or internal
operating issues of the FENWC program will be treated with the utmost CONFIDENTIALITY.
Information will be released only on a "need to know basis." In the case of a child, it will be
with a non -generic, clearly defined release signed by the parent or guardian. FENWC staff is
required to sign a confidentiality statement which is maintained in their personnel file.
Procedures
1) Information obtained while working with the families, child or staff member must be
considered confidential
2) Information overheard while in close proximity to a discussion about families, children or
staff members is held in strict confidentiality.
3) FENWC staff members are mandated reporters to the Department of Social Services
about suspected child abuse.
3
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Human Resources Management
Pre -employment Declaration
Performance Standard: 1304.52
Policy
Federal regulations mandate that Head Start/Migrant Head Start agencies require all prospective
employees to sign a declaration prior to employment which lists:
• all pending and prior criminal arrests and charges related to child sexual abuse and
their disposition;
• convictions related to other forms of child abuse and/or neglect; and
• all convictions of violent felonies.
This pre -employment declaration statement excludes:
• any offense not related to child abuse and/or child sexual abuse or violent felonies
which were adjudicated in a juvenile court or under a youth offender law;
• any conviction for which the record has been expunged under Federal or State law;
• any conviction set aside under the Federal Youth Corrections Act or similar State
authority.
Procedures
1) Individuals who declare that they have been arrested, charged with or convicted of any
offenses listed above are not automatically disqualified from being hired.
2) The Family Educational Network of Weld County will review each case to assess the
relevancy of an arrest, charge or conviction to a hiring decision, and reserves the right to
verify the information provided by the prospective employee.
3) The Family Educational Network of Weld County will take the necessary steps to assure
the confidentiality of the information provided to it by prospective employees on the Pre-
employment Declaration Form.
4) FENWC employees are offered employment and are temporary until approved by the
Policy Council.
5) Prior to being offered a position with FENWC, potential staff must pass a background
check through the Colorado Bureau of Investigation or Federal Bureau of Investigation
as well as a background check by the Colorado Department of Human Services Central
Registry for child abuse convictions.
4
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Human Resources Management
Standards of Conduct: Dress Code
Performance Standard: 1304.52
Policy
FENWC follows the Weld County policy 3-3-110 regarding dress. Each employee should
choose the proper attire for his/her specific job. All supervisors must enforce the dress code and
request proper appearance for their staff. Attire must be professional and representative of the
impression FENWC wants to convey to any visitors to the office or centers.
Procedures
1) Classroom and administrative staff should dress in neat, comfortable, clean, clothing,
appropriate to their work assignment.
2) Staff may wear open toe and/or open heel shoes; no flip-flops or other styles that have
the potential for causing injury to the wearer during the performance of job duties or that
interfere with the performance of job duties may be worn by staff working in the
classroom. (Examples of what not to wear in the classroom setting would be high heels,
platform shoes, poorly fitting shoes that are difficult to keep on the feet, shoes that are in
ragged/worn out condition, shoes with laces hanging, etc.)
3) Staff working in classrooms with children may wear "business casual, Bermuda or
walking -style" shorts, skorts or jeans. No short -shorts, no skimpy skorts or short dresses
may be worn.
4) Staff may NOT wear worn, torn, ragged, faded clothing, skin-tight spandex or lycra
work out apparel, clothing with obscene sayings or graphics, see-through garments,
skimpy tops or pants. No underwear may be showing. Staff is expected to refrain from
hair colorations that are contrary to natural hair colors; no purple, yellow, orange, green,
lavender, etc.
5) All staff, consultants and volunteers are expected to abide by the dress code.
6) Supervisors are expected to enforce the dress code and request proper appearance for
their staff. Attire must be professional and representative of the impression FENWC
wants to convey to any visitors to the office or centers.
s
Weld County Policy:
A. Employees are to present a professional image to the public and our customers.
Accordingly; each employee is required to wear appropriate attire. Employees are
expected to dress neatly and appropriately and practice good grooming hygiene.
B. Employees working in an office environment with public contact are not authorized to
wear denim jeans (blue jeans) to work except on the day before the 4`h of July holiday to
honor the Greeley Independence Stampede Celebration, and on the Friday of the week of
the County Fair. Shorts are not to be worn by any County employees while at work
(exception made for Head Start staff working in the classroom setting). If uniforms are
provided, employees may be required to wear them. Certain jobs in the County have
specific safety requirements, such as hard hats and steel -toed shoes.
C. While on duty, County employees are not permitted to wear any visible body piercing
ornamentation except on the ears.
D. Employees found in violation of this policy may be sent home without pay or with use of
accrued leave time to change into proper attire and could be subject to further
disciplinary action. Pay status will be determined by the supervisor, department head or
elected official.
6
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Human Resources Management
Standards of Conduct: Cellular Phones
Performance Standard: 1304.52
Policy
Classroom staff members' cellular phones/communication devices must be turned off during
classroom sessions (including time in the center, playground time, field trips, or any other setting
where staff are engaged with children). Personal calls on cellular phones may be made only
before and after class hours, on break time and during lunch breaks.
Procedures
1) Cellular phones or other electronic communication devices, i.e., PDA's, etc., do NOT
belong in the classroom setting. During working hours, classroom staff time must be
focused on the needs of the children. Such devices create a distraction that compromises
children's safety and learning.
2) Personal emergencies that may require a phone call during work time must be cleared in
advance with the Center Director or designee, but will not be cause for use of a cellular
phone in the classroom setting.
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Human Resources Management
Staff Performance Appraisals
Performance Standard: 1304.52(i)
Policy
Employee performance appraisals will be completed per the Weld County Code, Personnel
Policies, Chapter 3, Articles I-XII. Each FENWC "new hire" or one promoted to a new position
will receive an appraisal at three months, six months and one year, and thereafter at one-year
intervals. After the first year of employment, employees will receive an annual performance
appraisal.
Procedures
1) Every Performance Appraisal must include a Professional Development Plan which will
be initiated with the employee and reviewed and revised at each Performance Appraisal.
2) The staff member and the supervisor will agree on short term and long term goals, and
identify any training or professional development needs to improve skills and
professional competencies.
3) Monitoring must be completed by the supervisor to provide feedback to the employee on
progress made.
4) For all regular employees, the Weld County Performance Appraisal system, available on
all supervisor computers, is utilized. Instructions and training for using the
performance appraisal tool are secured through the supervisors and the Weld County
Human Resources Department.
5) The Performance Appraisal will provide feedback in areas pertinent to the job
responsibilities, recognition of achievements, suggestions for improvement, and
professional development.
6) After the Performance Appraisal has been completed, discussed and signed, it will be
given to the Director who will review it and forward it to the Personnel Technician for
processing to Personnel and maintenance in the employee's personnel file.
7) The Performance Appraisal is used in the personnel/program monitoring process to assure
that specific program objectives and Head Start Performance Standards are being met.
8) Temporary employees (employees that are hired to fill short-term assignments) are
considered hourly employees per Weld County personnel policies. (Janitors and Teacher
Assistant I staff are not considered temporary employees.) They are not evaluated through
the Weld County Performance Appraisal system. The temporary employee is given a list
8
of job duties in order to successfully fulfill the expectations of the position. The
supervisor is responsible for providing weekly feedback to the temporary employee
during his/her tenure with the program.
9) Supervisors must make every effort to conduct an exit interview with employees leaving
FENWC. At this time, inventory will be reviewed, program resource materials and keys
will be collected, and a check out process will be completed.
9
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Human Resources Management
Training and Development
Performance Standard: 1304.52(k)
Policy
All new FENWC staff are provided with initial orientation designed to acquaint them with the
Head Start and Migrant Head Start Performance Standards, Licensing rules, state accreditation
standards, the mission, purpose, goals and Federal mandates of the program and to prepare them
for the responsibilities of their position. As a condition of their employment, staff members are
required to attend all scheduled trainings pertinent to their assignment and all staff meetings.
Procedures
1) New employee orientation is generated by the Office Manager.
2) Staff completes a training and professional development survey annually.
3) FENWC develops an annual Planning, Monitoring and Training calendar which provides
opportunities for staff to acquire or increase their knowledge and skills necessary to fulfill
their job responsibilities and implement the Performance Standards. Specific training and
monthly "booster" training are provided in the areas of Family Involvement, Education,
Health and Safety (including identifying and reporting child abuse), Mental Health,
Disabilities, Nutrition, Administration, Operations and Center Management.
4) Documentation of training is kept by the FENWC Office Manager.
5) An annual Training Needs Assessment Survey is conducted with staff to assist in the
identification of staff needs. The results of the Needs Assessment are incorporated into
the annual T/TA plan and Service Plans.
6) All new employees receive New Employee Orientation. New teaching staff are provided
a week of "shadowing" training prior to being placed in their new assignment.
Procedure for Taking Classes
The following is the procedure to be followed when requesting approval for to take classes
and/or request funding of classes related to early childhood professional development. Classes
must not conflict with job responsibilities.
1. Make an appointment with an educational advisor at the institution of higher education to
evaluate educational requirements, determine educational degree and outline courses to
be taken to fulfill the degree requirements.
10
2. Provide the Office Manager with a statement from the college selected about the staff
member's qualification status for Financial Aid (when requesting funding).
3. Complete the Educational Request form with the immediate supervisor, and attach a class
schedule.
4. For Teaching/Classroom Staff
• Classes may not be taken during children's instructional hours or during
designated staff training days, unless approved by the Director. Special circumstances
may be approved by the Director on a case by case basis, i.e., when a class is the final
class needed by the candidate to complete a degree and is not offered at any other
time and instances when there is a singleton class offered only once a year.
Allowances may also be made for observations required on Mondays by ECE 102 and
ECE 261 when approved in advance by the Director.
For Office Staff/Center Directors:
• Full time staff is required to work 40 hours per week.
For All Staff
• The Aims Partnership Grant includes the cost of each ECE textbook so that the
Teachers, Assistant Teachers and Center Director's may keep their textbooks for
future reference (ECE TEXTBOOKS ONLY). All other textbooks must be turned
into the Aims Partnership Grant Staff.
• If FENWC purchased the Textbooks with T/TA funds, staff may keep the book(s)
as reference books for future use.
• Either the T/TA funds and the Partnership Grant will cover the cost of tuition,
textbooks, lab fees and other assessed fees as required. However neither the T/TA
funds nor the Partnership Grant will cover the cost of personal items such as pens,
notebooks, highlighters, etc. Individuals who receive financial assistance through
FENWC T/TA funds to pursue an AA, BA or advanced degree in early
childhood education or a related field shall be required to work in the FENWC
program for a minimum of 3 years after receiving the degree, or repay the total
or a prorated amount of the financial assistance received (prorated based on the
length of service completed after receiving the degree). This requirement does
NOT pertain to staff who receive financial assistance through the Aims Partnership
Grant.
5. Staff will not be paid for travel time to and from classes and attendance at classes will not
be considered as time at work, unless a staff member is required by their supervisor/
professional growth plan/performance appraisal to attend a course during the work day.
In that case, attendance at the course will be considered a part of the work day. Mileage
to and from that class will be reimbursed. Staff required to take a course outside of work
hours will be assigned flex time and mileage to and from that class will be reimbursed.
6. The Director will have final approval or disapproval of staff recommended to take
classes, and will notify staff.
11
7. Staff is to contact the Office Manager to set up an appointment to complete FENWC
Education Agreement and turn in their Education Request form after registering for
courses.
8. Within 2 weeks of completion of course work, a staff member must submit a copy of
their transcripts and their grades to the Office Manager. Staff will not be approved for
continued course work or for AIMS Partnership Grant or T/TA funding until their
transcripts and grades have been turned into the Office Manager. Staff receiving financial
assistance through T/TA funds that do not complete a class with a "C" or better will be
responsible to reimburse the program for the class.
9. Staff who withdraw from class after the add/withdraw deadline or who leave their
employment with the program prior to the end of the semester, will be expected to
reimburse the program for any financial assistance they have been awarded during that
semester.
10. Degree worksheets will be submitted to the Office Manager every January.
12
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Human Resources Management
Vacations
Performance Standard: 1304.52
Policy
Per Weld County policies, after successful completion of the initial 6 -month review period, any
full time FENWC teaching staff may request vacation at designated times during the year using
the Vacation Request Form. Designated times include: Thanksgiving, Winter and Spring Breaks,
trimester, semester or other breaks scheduled on the FENWC calendar, as long as they do not
conflict with Pre -service or In-service training, scheduled Full -Day Full -Year Breaks and during
the months before the Migrant Program enrollment reaches capacity. No more than one staff
member per Migrant center may be on vacation in any given week when children are present.
In addition, FENWC Policies allow new staff (less than 6 months with the program) to "borrow"
up to 80 hours of vacation time at two times during the year, Winter and Spring Breaks.
Borrowed time must be "paid back" before additional vacation leave may be requested. At no
other time of the year may vacation time be borrowed.
Procedures
I) All vacation requests must be made through the employee's immediate supervisor.
Requests must be made at least 2 weeks in advance. The supervisor must initial and
submit the request to Personnel for verification before approving and signing the request.
Personnel will return the verified request to the supervisor for signature. It is the
responsibility of the supervisor to sign the verified request, provide a copy for the
employee and return the original to Personnel for filing.
2) Administrative Office Management Staff and program support staff will be required to
stagger vacations to ensure that there is always adequate administrative coverage for
center support.
3) Center Directors may request vacation leave at any time, except during the 10 -day period
before the pre -service training dates of their Regional and Migrant programs. Center
Directors must confirm advanced arrangements with their supervisor to have their center
covered if they plan vacation time when children are present.
4) If in any given year there is an overabundance of staff during the Migrant and Seasonal
Program, additional vacation requests may be granted.
5) Part-time and seasonal staff do not accrue vacation hours, but may request leave without
pay during the designated times listed above.
6) Requests for vacation leave may be denied by the supervisor/Department Head at any
time for any reason if there is a conflict with work requirements of the department.
13
Weld County Department of Human Services
Family Educational Network
Policy and Procedure
Subject: Facilities, Materials and Equipment
General Information
Performance Standard: 1304.53
Calendars
Program year calendars for Head Start and Migrant Head Start are developed by the Director
using mandated regulations, staff, parent, community and school district input. Calendars are
made available to staff, parents, school district personnel, Weld County transportation and fiscal
departments.
Center Work Schedules
At the start of each program year, the Management Team and Center Directors will determine
center staff work schedule based on 1) times that class sessions begin and end and when lunch
times are scheduled, 2) State Wage and Hour laws, 3) Weld County policies, 4) State Licensing,
5) Head Start Performance Standards, and 6) the needs and restraints of the scope of the program.
Work schedules are shared with program staff, service providers, and parents.
When staff will be gone from the building for extended periods of time, the Center Director or
designee is to call the Director or the Office Manager to inform the central office. In addition
center staff is to post information on their door as to their whereabouts.
Identification of Centers
Signs are posted at each center for the Head Start/Preschool and the Migrant Head Start programs
to identify program facilities. For ease and clarity in identification, all center classrooms are to
be referenced by direction. Thus, at Dos Rios, there are north and south classrooms; at Milliken
there are east and west classrooms, etc.
Notices to Centers
Nothing may be sent to or from the centers without being reviewed by the Office Manager. In
addition, nothing hand written may be sent from the center to parents except daily notes.
Translation to Spanish of all notes home must be completed. A copy of all communication from
the center is to be maintained in the central office. The Office Manager must be made aware of
any notices from central office staff that require action on the part of center staff The notices
must be cleared through the Director and must be received by centers no less than two weeks in
14
advance of the required due date for action to be taken. Any notices which need to be sent to the
home must be translated and copied prior to their distribution to the centers. Such notices must
be received by centers no less than one week in advance of an activity or due date. Classroom
calendars will be approved by the Education Specialist.
Mail Delivery to Centers
Centers/Center Directors have mailboxes at the central office. The Center Director or their
designee may pick up mail for their center at any time. All other mail will be sent to the Centers
through the U.S. Postal service on Tuesdays and Thursdays. Center Directors will be responsible
of delivering mail from the centers to the Administrative Offices.
Coverage for Returned Children/Children Picked up Late (MSHS)
It is the responsibility of FENWC to provide coverage for children who cannot be delivered to
the appropriate person at their drop-off address when transportation is provided by the program,
and for children whose parents do not come to pick them up at the designated hour. The
designated transportation location must have the emergency information on every enrolled child
in the Migrant and Seasonal Head Start Program. Staff providing returned child coverage must
always have a designated back up person in the event a home visit must be made.
Continuation (Graduation) Procedures
Continuation/Graduation ceremonies may be incorporated into the activities of a regular school
day. The Continuation/Graduation ceremonies are to be no more than one hour in length. Center
staff will determine days and times. This ceremony is to acknowledge the child's passing from
pre-school to kindergarten. Care should be taken to insure that time spent in organizing and
orchestrating graduation ceremonies does not exceed the initial intent. When graduation
ceremonies must be held in the Head Start classroom, room capacity and licensing issues must be
considered. Federal regulations prohibit FENWC from expending federal dollars for such
ceremonies.
Transition Coordination with School Districts
Initiation of and follow through on coordination and transitioning activities is the responsibility
of the Center Director.
Procedures
The following initiatives, at a minimum, must be carried out at each center:
1. Regularly scheduled meetings between the Center Director and the elementary school
principal or school administrative team,
15
2. Regularly scheduled meetings with kindergarten staff
3. Development of a yearly coordination and transition plan, to include:
• cooperative use/sharing of buildings' facilities,
• newsletters, calendars and activities,
• school/classroom visitations for children, families, and school staffs,
• regularly scheduled meetings between the preschool and kindergarten teachers,
• kindergarten round -up,
• compliance with elementary school rules and regulations,
• one school -awareness parent training provided by the kindergarten teachers and
activities for parents/children with the elementary school to prepare them for
the new system,
• all required paperwork available to the elementary school and/or parent if
approved by the parent,
Mileage Reimbursement
Mileage will be paid for authorized travel only. Mileage reimbursement requests are to be
written on the Personal Expense Claim Form. This form must be approved and signed by the
Supervisor and submitted to the Director by the 10th of every month. FENWC will not pay to or
from home to a worksite. Whenever possible, carpools must be used to avoid excessive
reimbursements for the program.
Procedures
Mileage will be paid in the following manner:
I) From the normal worksite to another designated worksite and back to the normal
worksite.
2) From the normal worksite to DHS or another meeting place, whether in Greeley or
another location, and back to normal worksite.
3) From the normal worksite to a parent's home for a home visit or to drop off
information.
4) From the normal worksite to the store or warehouse to obtain supplies.
5) Food and "other" expenses will be reimbursed with the submission of receipts on
reimbursement forms. Receipts MUST have the "vendor" name on them, a date and the
total paid. Prior permission must be granted by a Supervisor if lunch or dinner will be
claimed as an expense.
16
School Closures Due to Emergency Conditions
In the event of emergency conditions, the Family Educational Network of Weld County, in
cooperation with the appropriate authorities, will determine school closures. All Regional Head
Start centers must be open between 128 and 142 days. Where necessary for centers meeting the
minimum requirement of 128 days, additional days are built into the FENWC calendar each year
to provide make-up time for emergency condition closures. The Migrant Head Start Program
meets the appropriate current needs of its migrant population. If facility emergencies cause
school closures, children will be served in appropriate alternate settings. If natural emergency
conditions close centers, classes will reopen when the crisis has passed.
Staff and parents can access school closure information by tuning to KFKA 1310 am or KGRE
1450 am on their radio, or by calling FENWC at 970 -353-3800, extension 3343 or WELD
COUNTY MINI BUS AT 970-356-4000, extension 3494.
Regarding work schedules in the event of closure due to emergency conditions, staff should refer
to Weld County Employee Handbook for information. In the event of an emergency school
closure, the Center Director will contact the Director. After the Director is notified, the Center
Director will update the center staff.
Family Educational Network of Weld County School Emergency Safety Plan
In the event of an emergency situation on the elementary school campus, the modular Center is to
change from locked door to lock down status. Stand-alone Centers are to follow the same
procedures. The following directives are to be carried out.
1) When a lock down has been declared, all outside doors to the modular are to remain
locked. Doors are NOT to be opened to admit anyone or to allow anyone to exit.
Students and staff are to remain in the building until the lock down has been cleared by
the proper authorities.
2) In a lock down situation, staff is to relocate the children to the bathroom, an interior
hallway or as far from doors and windows as possible. Staff must take the emergency
medical box, the emergency bag ( books, games, class roster, fanny pack, water, cups,
blanket, flashlight and a bag of animal crackers) with them. Each classroom should have
a walkie-talkie in order for classrooms to communicate with one another.
2) When a lock down has been declared, the Center Director or designee is to contact the
Administrative Office immediately at one of the following numbers: Director — 353-3800
ext. 3340; Front Desk — 353-3800 ext. 3349 or 3392; FCP Specialist — 353-3800 ext.
3344; Director cell phone — (303) 710-1542.
17
4) When possible, children on the playground are to be brought into the Center immediately,
or staff must follow the emergency procedures designated for them by the elementary
school (Center Directors must meet with elementary school personnel to determine this
procedure.). If access from the playground to the center is blocked, staff must remove
children from the area to a safe location as quickly as possible. If staff is away from the
Center with children on a walk or a field trip, the group will be contacted by the Center or
Administrative Office and instructed NOT to return to the Center until there is an all
clear.
5) The Center phone number and/or the cell phone/pager number of the Center Director or
designee is(are) to be on file with the FENWC Administrative Office and with elementary
school personnel and is(are) to be used to maintain contact and receive emergency
information. Center Directors are to meet with school personnel at the beginning of the
program year to determine how the Center and elementary school will inform one another
in the event of an emergency. A copy of that information is to be provided to the Head
Start Director.
6) Head Start classrooms located within elementary school buildings are to follow the
elementary school's emergency procedures.
Purchasing of Supplies and Equipment
The Director, Education Specialist, the Health Specialist, the Office Manager, FCP Specialist and
Parent Support and Materials Technician have PCards for the purchase of supplies and
equipment, when approved by the Director.
Center Directors are issued a "Declining Balance PCard" to be used for both programs. PCards
(VISA) may be used to shop at any vendor that accepts VISA. The budgeted amount per center
must cover the purchase of supplies, small equipment, food projects, and parent meetings.
Centers may request some supplies from Weld County Warehouse/Materials Technician using a
Supply Order Form. The Warehouse will stock only the items listed in the table below. Supplies
will be delivered to the centers once a month during the Head Start program year and bi-monthly
during the Migrant program. A schedule of order and delivery dates will be made available to
center staff at the beginning of the Head Start/Migrant Head Start program year by the Materials
Technician. Supplies will be delivered to all centers by the Materials Technician on the
scheduled day.
At least one center staff member must be on site to receive supplies or they will be returned to
the Warehouse. If the supplies are returned to the Warehouse because a staff member is not at
18
the center, it becomes the responsibility of the center to pick them up.
Abracadabra
Bowls
Art Plates
Cups
Butcher Paper
Napkins
Cardstock Paper
Plasticware
Craft Foam
Food Service Wipes
Medicine Cups
Food Service Gloves
Isogel
Diapers
Felt
Diaper Changing Paper
Facial Tissue
Wipes
Latex Exam Gloves/Poly Gloves
Economizers
Ice Packs
Insulated Plates
Copier Paper
Laundry Detergent
Toothpaste/Toothbrushes/Covers
Hand Soap
Contact Pper
Toilet Bowl Cleaner
Tempra Paint
Toilet Paper
Manilla Folders w/fastener
Trash Can Liners
Perma Boxes
Ultima Paper Towel
Bleach
Infant Formula
Thermometers
Equipment Purchases
The Education Team will be responsible for approving all equipment orders/replacements. Any
equipment purchase request MUST be submitted to the Education Specialist. The Education
Team will take care of making the purchase for the Center.
Center Directors are to submit classroom equipment requests to the Education Specialist who
will have them approved by the Director. Center Directors are to submit other equipment
requests to the Director for approval. Central Office Staff are to submit equipment requests to
the Director. After being approved, orders will be forwarded to the Fiscal Unit at the Department
of Human Services, which then submits the orders to the Weld County Purchasing Department.
All equipment over $5000.00 must have the prior approval of HHS Region VIII Head Start
Bureau or the OHS Migrant Branch and must follow the County Policies and Procedures for Bids
and Quotations. All purchases will be in compliance with the Weld County Procurement
Procedures.
19
Equipment Repair and Replacement
The Center Director must report equipment that is in need of repair or replacement to the
Education Specialist. Equipment that is beyond repair is to be labeled "discard" and the
Materials Technician must be called to pick it up and determine the disposition of the item. An
entry is to be made to deduct the item from the center inventory book.
General Maintenance and Repair Procedures
Modular Maintenance
All FENWC modulars are on a long-range maintenance schedule which addresses major building
component needs. The Director develops and monitors the maintenance plan and works with
Weld County Buildings and Grounds to carry out necessary building improvement, maintenance
and repair. Center Directors should inform the Director about ongoing problems, recurring issues
or other maintenance issues which is not covered in the long range maintenance plan.
The Office Manager is the lead for reporting and securing general maintenance and repair for the
FENWC Administrative Offices. In the OM's absence, requests are submitted directly to
Buildings and Grounds through the Fiscal Office and cc'd to the Director.
The Family and Community Partnerships Specialist is the lead for securing general maintenance
and repair for program computers. Reports for any system needing repair are to be made directly
to her at ext. 3344.
The Center Director is the lead for reporting and securing general maintenance and repair for the
Head Start center. This includes computer system repair and maintenance Center Directors are
responsible for reporting and securing general maintenance and repair for their centers by
observing the following procedures:
School/Campus Sites - Greeley, Hudson, Platteville, Gilcrest, Milliken, Plaza
Facility items needing replacement and/or repair:
1) Apprise Director
2) Contact school custodian/complex maintenance staff
3) If item cannot be taken care of by school custodian or maintenance staff,
submit a work order to Weld County Buildings and Grounds through the
Fiscal Department (cc to Director).
Other Sites — Frederick
Facility items needing replacement and/or repair:
1) Apprise Director
20
2) Submit a work order to Weld County Buildings and Grounds through the
Fiscal Department (cc to Director).
3) If item cannot be taken care of by Weld County Buildings and Grounds,
apprise Director
4) Contact private vendor if necessary, when authorized to do so by Director.
Weld County Building and Grounds and local school district Facilities departments conduct
maintenance activity (and repair, as needed) for FENWC.
Locations: FENWC Administrative Offices
Billie Martinez
Centennial
Dos Rios
Frederick
Jefferson
Hudson
Madison
Milliken
Activity: Quarterly Furnace and Air Conditioning maintenance
Playground maintenance
Grounds and Sprinklers (Frederick)
The Plaza del Milagro maintenance staff conducts maintenance activity (and repair, as needed)
for the Plaza Center.
School District Re -1 maintains and conducts repairs on school district classrooms at Gilcrest and
Platteville.
21
Hello