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Home My WebLink About962254.tiff RESOLUTION RE: APPROVE QUALITY IMPROVEMENT PLAN FOR HUMAN SERVICES FENWC, HEAD START AND MIGRANT HEAD START PROGRAMS, AND AUTHORIZE CHAIR TO SIGN 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 a Quality Improvement Plan for the Head Start and Migrant Head Start Programs from the Weld County Department of Human Services FENWC (Family Educational Network of Weld County), and WHEREAS, after review, the Board deems it advisable to approve said plan, 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 Quality Improvement Plan for the Head Start and Migrant Head Start Programs from the Weld County Department of Human Services FENWC be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said plan. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 16th day of December, A.D., 1996. BOARD OF COUNTY COMMISSIONERS j� 4� WELD COUNTY, COLORADO C� �� , �1 1� ��GZ�i u/! < / su ids t/' /tt?, �C 'Barbara . Kirkmeyer, Chai 14,-.2 U o� ty Clerk to the Board / 44t �` E eorge F. Baxter, ro-Te Deputy Cler o the Board Dale K. Hall AP D AS TO FO Constance L. Harbert' unty Attorn FXCI ISFn W. H. Webster 962254 d_t; PX HR0067 I,4) . 4 - tom; t. t. I ,:. in'r, 1 1 , Pi 1 Y i I ' + M1 11 11111 QUALITY IMPROVEMENT I yr. I i 7, 'NI I FOte PLAN ne, l�'` ! sr i , Weld County Division of Human Resources 1 to al Family Educational Network ; ( j of Weld County rci. i fr Ii Migrant Head Start- Region XII �oy: Regional Head Start-Region VIII e IIlit': £y i 12 u I Tti 962734 INTRODUCTION The Family Educational Network of Weld County,Head Start and Migrant Head Start Programs,received comprehensive on site program reviews for Program Year 1996. The following Quality Improvement Plan(QIP) contains plans to strengthen the program quality within the year time-frame allowed by the Head Start Act, as well as identified resources,trainings,equipment,etc.,which will assist our program to meet these compliance issues. This report also identifies areas where we will need additional guidance from Program Specialists at the Head Start Branches of the Department of Health and Human Services to enable us to more efficiently coordinate the operations of Migrant and Regional Head Start Programs,without losing the integrity of each individual program. This upcoming year is full of challenges. We will meet these challenges enthusiastically, and look forward to making necessary changes to make this a program to be proud of. More importantly,we intend to fully meet the needs of the children and families who are so important to all of us. QUALITY IMPROVEMENT PLAN METHODOLOGY The first phase of developing the Quality Improvement Plan(QIP)was Training and Technical Assistance from the Migrant Head Start Branch and the Region VIII Head Start Branch. The three days included assistance for developing a comprehensive Community Needs Assessment as well as providing guidance for the creation and implementation of the QIP. Phase II of the QIP development consisted of a series of meetings. There were two full-day work sessions and the majority of centers were represented. A broad cross-section of staff were involved to discuss,plan and create the QIP. Additionally meetings were held with the Region VIII Parent Policy Council,as well as a meeting with the Chairperson and Chair-elect of the Migrant Head Start Policy Council,to ensure that the plan meets their respective needs. After the QIP was developed,the Head Start Monitoring and Tracking System report was reviewed to ensure that all compliance issues are addressed. The issues that are not addressed in the QIP are addressed in the Program Improvement Plan(PIP). The issues identified in the PIP have been rectified and/or will be in compliance within the ninety day time-frame. During the process staff and parents developed activities and created teams,therefore;empowering themselves to work with the Administrative Unit in order to enhance the quality of programming we can offer our families and children. This inclusive model will also be maintained throughout the implementation stages of the QIP. 1 s ) N IA §§ � O • k O al 0 HSi en 2 . / ) \ tn § ) \ ) t &, ] � \ ; t j » ..5. L., { ) ! _ _ •� \ �\ � \ ; \ k 2 z 00 , ! J / 0 020 41§ DI ! • H 2 • tia LW } } \ \ \ \ El § ` ! . : _ ; ! . 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U 0 0 0 u 01 0 A N 0 0 01 .0 .4 0 0 rl O 0 U O ri 0 0 11 ti ri .. ..4 E .5 .5O3 of r4 0 0 0 A S 0 REQUESTED TRAINING/TECHNICAL ASSISTANCE General: • One on one technical assistance for all program specialists and the director to review all policies and procedures,forms etc.to ensure that we are fully meeting the Head Start Law. We request that we receive initial technical assistance no later than February, 1997,and receive a follow-up evaluation/assessment of changes that will be implemented,in the summer of 1997,preferably no later than July. • It is imperative that there is a discussion with both Region XII and Region VIII,giving us guidance on how we can coordinate programs functions,such as Policy Council(currently we need 2 separate PC approvals for all hires/terminations,etc.),work-plans,policies and procedures and job descriptions. In the past we have been required that the aforementioned documents be separate for both programs. As stated earlier,we intend to maintain the integrity of both programs,however;we can coordinate some functions so that they make sense for all of us,we are convinced that program quality will be increased. Administration: • Guidance on the development of the Community Needs Assessment process,to include; sample formats of an acceptable format/document and an evaluation of the document. Education: • Developmentally appropriate playground design,to include the assessment and evaluation of existing structures. • Infant/Toddler room arrangement. We are requesting a three step training. The first training to be conducted in February, 1997,the second(follow-up)in June, 1997 to assist in actual room arrangement, and a third training the end of July to ensure that the children are functioning well in the rooms and assist in making adjustments, if necessary. Parent Involvement: • How to recruit,train and effectively use volunteers. Ideas from other Migrant Head Start Programs. • Training on how to involve parents and staff on the budget process. • In-service training for the MHS program(June 1997)for all staff in assisting parents in conducting parent involvement activities. • Procedures to work with parents to enable them to influence the character of programs affecting their interests. 16 Disabilities: • Training for staff and parents on laws(IDEA parts B&H,ADA,etc.)that govern children with disabilities, as well as 45-CFR-1308,Head Start Program Performance Standards on Services for Children with Disabilities. • Training addressing the roles of all levels of staff serving children with disabilities. • The process of IEP/IFSP development,specifically regarding medical disabilities. Dental: • Technical Assistance in the development of a dental history form. Nutrition: • Best practices in meal time procedures. • Culturally and developmentally appropriate foods and menus. Social Services: • How to involve parents,particularly Migrant parents in community/neighborhood groups. Fiscal: • Non-federal share allowability within grant regulations. 17 96? EQUIPMENT/RESOURCES NEEDED TO MEET OBJECTIVES The following is a list of equipment,facilities,and resources that may be requested to meet the objectives of the FENWC Migrant Head Start and Head Start Programs' Quality Improvement Plan. Some of the needs may change after analyzing the completed Community Needs Assessment. An estimated cost figure is attached to most items, and as needs are confirmed we will submit the proper request for funding. • Double-wide modular facility, including one classroom and office space for Olathe. A request for funding is attached. Approximately$90,000.00 to include set-up costs. • A complete Management Information System for all 15 centers,plus the administrative office,which would network information from all centers to a centralized location. This system would also include adult education,ESL,etc.,software and also stand-alone computers for all toddler and preschool rooms. Estimated one-time cost$270,000.00,continuing costs(dedicated-lines,maintenance, etc.), 50,000.00/year. Also we will request an additional 7 lap-top computers with scanners so that we can copy necessary documents needed to ensure eligibility,while enrolling clients at their homes,estimated cost $21,000.00. This management information system will be instrumental in the gathering,reporting and analyzing of information for the Community Needs Assessment, as well as enhancing the lines of communication between the central office and program centers. This would also give the program the opportunity to communicate with the transportation office regarding transportation changes and facilitate transportation operations. • Developmentally appropriate playground equipment. Estimated cost$12,000 x 13 centers=$156,000.00. • Classroom supplies/furniture to meet the developmental and cultural needs of the children and families, approximately$3,000.00 x 30 classrooms=$90,000.00. • Two Parent Involvement Vans,one for the Westem Slope and one additional for the northern area, including supplies, $70,000.00. We would also like to increase the scope of the Parent Involvement Van to include it's use in the Regional Head Start Program. • Renovation of current classrooms, - reconfiguration of the office/restroom areas and the addition of storage/shelves in the offices and classrooms,$35,000.00 • There is also the possibility of hiring additional staff,this is yet to be determined,based upon the results of the Community Needs Assessment. ***With the exception of the Olathe facility,all requests will enhance the quality of both the Regional and Migrant Head Start Programs. As we request funding, we will need guidance on how the Migrant and Regional Federal Offices wish to share costs, or how we should go about requesting finding so that the requests are equitable for all programs. 18 962.7'.71 PROGRAM IMPROVEMENT PLAN The following addresses areas of non-compliance,which are not addressed within the Quality Improvement Plan. Many of these issues have been corrected or will be corrected within the ninety-day time-frame for Region VIII issues. There are,however; issues withing the Migrant Head Start Program which will not be compliant within the ninety-day time-frame,due to the fact that the Migrant Program is not operational,or that our next Migrant Policy Council Meeting is not scheduled until March of 1997. These areas will be identified in the following response. Education: Item 012 There shall be a curriculum that is relevant and reflective of the needs of the population served [!304.2-2(c)(1)j/ A developmentally appropriate curriculum will be developed for Infants and Toddlers which incorporates the Head Start components. The curriculum will be based on observations and developmental assessments of the children. The curriculum will be completed by June 30, 1997. Item 017 Staff must inform parents of the types and purposes of the developmental screening will in advance of the screening, the results of these screenings, and the purposes and results of any evaluations. [1308.6(c)] Developmental screening information will be shared with parents. The purpose and results will be documented ib the child's file and on the home visit form. This will be implemented by January 30, 1997. Item 019 There shall be participation in staff and staff-parents conferences and the making of periodic home visits(no less than two) by members of the education staff[1304.2-2(e)(4)] We need clarification on which regulation Migrant Head Start Programs should adhere to,there is a conflict between the aforementioned regulation and [1306.32(9)] -Head Start grantees operating migrant programs are required to plan for a minimum of two parent-teacher conferences for each child during the time they serve that child. Should time and circumstance allow,migrant programs must make every effort to conduct home visits. The children's file have documentation the teachers completed one home visit, and scheduled two parent conferences with the parents,per regulation[1306.32(9)]. FENWC will make every effort to conduct a second home visit and document those efforts. This policy will be implemented in March, 1997. 19 96''? ,j Health: Item 039 There shall be a functional Health Services Advisory Committee advising in the planning, operation and evaluation of the health services program. [1304.3-2] The Health Services Advisory Board meets four times yearly. The meetings will be changed to the following months to ensure that the meetings include Migrant Programming issues: January, April,August and November. Items 040, 041,042(Regional) Medical records for each child must contain:[1304.3-5(a)] Each child enrolled in the Head Start program has a complete up-to-date medical, dental, and developmental history. [1304.3-3(a)] All Head Start children receive health and developmental screenings by 45 calendar days after the start of the program, or, by 45 calendar days after a child enters the program. [1308.6(b)(1)] The FENWC program utilizes the Department of Health and Human Services issued dental form 5, which includes the dental history. All required forms are currently complete and in children's files. Item 044 There is evidence that health screenings for each child include: [1304.3-3(b)](Migrant) All children over the age of nine months had screenings which included a hemoglobin or a hematocrit. Per the State of Colorado Regulations, children under nine months of age are not required to receive the aforementioned screenings, if they receive iron fortified formula. Current Head Start regulations do not identify age requirements for these screenings. Item 064 There must be a plan of action for medical and dental emergencies. [1304.3-4(6) (Migrant) All fire drill are held monthly and documented. New documentation forms have been developed and are being utilized. This information is kept at the center level. Item 070 Employed program staff must have initial health examination and periodic check-ups. [1304.3- 3(d)](Migrant) FENWC requires that all staff have an initial Health examination and periodic check-ups and tuberculosis tests,per the State Department of Human Services, licensing requirements. 20 98 2.7 Mental Health: Items 072,074 through 080,082,083,085,087,and 088. (Migrant) A mental health professional shall be available, at least on a consultation basis, to the Head Start program and to the children. [1304.3-8(a)1-8]. Staff training; Observing children and consulting with staff Advise and assist in development screening and assessment; Special help for children with atypical behavior; Advise in utilization of community resources; Orient and work with parents; Refer for diagnostic examination to confirm that emotional problems do not have a physical basis. Use of existing community mental health resources; Coordination with the education services component to provide a program keyed to individual development levels; Regular group meetings of parents and program staff Active involvement of parents in planning and implementing the individual mental health needs of their children. The ability of the FENWC,Migrant Head Start Program,to provide mental health services was inhibited by the fact that the mental health professional staff was in transition. We currently have a mental health professional available to us on a full time basis. This professional and the Weld Mental Center will increase and enhance services to the migrant families commencing the summer of 1997. These efforts will be reflected on the contract with Weld Mental Health. The Parent Involvement Van will increase it's efforts to disseminate mental health information to migrant families and a mental health professional will accompany the van to assist with the mental health issues and parent trainings. • 21 962.77,4 Social Services: Items 120 and 123 Providing or referral for appropriate counseling There shall be follow-up to assure delivery of needed assistance. [1304.4-2(a) (5) A new tracking form is being implemented by the staff at site weekly meetings. This form tracks referrals made by the staff in each component area for child and family. Item 122 There shall be a method of identification of social service needs of Head Start families. [1304.4- 2(a)(9)] All trainings are mandatory for staff to attend. A new policy is now in place; If an employee is absent during the training the Site Manager and/or the Director review sign-in forms to check for employees that absent for a particular training. The Office Manager is then notified and contacts the employees who missed a training. Once the employee has been contacted they have two weeks to attain a packet of handouts and arrange with individual training from the appropriate specialist. A form is then signed verifying completion of the training,this form is attached to the original training record. Item 124 There are procedures for furnishing information about available community services and how to use them. [1304.4-2(a)(5)] A procedure for furnishing information on community resources has been developed and will submitted to the Migrant Head Start Parent Policy Council meeting in March 1997,for approval. Mandatory training will be received by all staff and documentation will be kept. Parents will also receive training regarding community resources. Item 127 Helping Head Start parent groups work with other neighborhood and community groups with similar concerns. At this time we are requesting training in this area to meet the requirement. See Training/Technical Assistance request. 22 Parent Involvement: Item 133 There is a written parent involvement plan annually updated and/or revised. [1304.1-4]This includes a detailed plan in implementation of 1-30-2 "The Parents" The parent involvement plan will be revised and updated to include specific actions and time frames,with the assistance of the Parent Policy Council. This plan will show a flow of organized activities. This plan will be approved by both Policy Councils by March 1997. Item 134 Working with their children in their own home in connection with the staff of the center. Migrant Head Start parent information will be revised within the newsletters and will include infant/toddler specific information and topics sensitive to the migrant culture. Home activity ideas will be included as a part of the monthly calendars. Item 135 The classroom as paid employees, volunteers, observers. Volunteer training will be provided three times per year for the Regional Program, in November, January and March, commencing January, 1997. Volunteer/parent training for the Migrant Head Start Program in July,commencing in July 1997. Item 136 Program activities they have helped to develop. The Parent Involvement Plan will include procedures for involving parents in the development of program activities. There are currently two rooms to be used for a parent resource room, these resource rooms are located at the Dos Rios and the Frederick Centers. Training will be provided to parent groups and staff on appropriate methods of taking minutes for meetings, etc. Item 140, 141,and 142 Experiences in child growth and development; Ways of providing educational and developmental activities for children in the home and community; Health, mental health, dental and nutritional education; Included in the Parent Involvement Plan will be the provision of parent trainings to include the following elements: child growth and development,health,mental health,dental and nutrition. Additional training will include topics identified through the Parent Interest Surveys. Item 147 There shall be regular two-way communication between staff and parents, which provides information about; the program and its services;program activities for the children; the policy groups;and resources. [1340.4-5(a)] The policies and procedures will be updated with regard to parent newsletters,home visit forms, and tracking meeting/training minutes. This will be complete with Policy Council approval in March 1997. 23 950(0,2'17,42 a4 Item 148 Information is provided to policy groups to enable them to make informed decisions, share professional expertise, and receive staff support. At a minimum the information will include: The updated policies and procedures will include time-tables for planning, sharing personnel policies,regulations and regular programmatic communications. These policies will be approved in March, 1997. Item 149 The entire Head Start staff shall share responsibility for providing assistance in the conduct of the parent involvement activities. [1304.5-4(c)]. Training is requested to assist in meeting this provision. See Training/Technical Assistance Request. Items 150, 151 Effective procedures are established by which parents and area residents concerned will be enabled to influence the character of programs affecting their interests. There is regular participation by parents in the implementation of such programs. Training is requested to assist in meeting this provision. See Training/Technical Assistance Request. Item 152 Technical and other support needed is provided to enable parents and area residents to secure, on their own behalf available assistance from public and private sources. The tracking system developed by Family Services for use at site weekly meetings will document referrals,etc. Administration: Item 187 The grantee has and implements a written procedure which describes an ongoing monitoring process that assures specific program objectives and activities are completed in a timely manner. A new monitoring system has been developed and implemented. Each site is regularly monitored and every component area is covered. Item 188 Each program should establish and maintain an internal communication system, including the following: There is a system in place,and all materials are in Spanish,with the exception of large documents, i.e., Policies and Procedures,Personnel Policies and work plans. We work toward translating all large documents for the upcoming migrant season. We will also implement a policy to make home visits to disseminate information to families who are determined to be illiterate. Item 189 An annual self-assessment must be performed by each Head Start grantee and delegate agency. At the March Migrant Head Start Policy Council Meeting we will determine time frames for training and the completion of the self-assessment. 24 Item 194 Head Start agencies shall establish personnel policies and procedures. The self-declaration form will be approved at the December PPC meeting,and Personnel Policies. A policy will be developed for Policy Council to approve Personnel Policies, for the February meeting. Item 196 A file and records system shall be maintained to include official documents for each staff member, related to:qualifications for appointment or promotion;periodic pay increases; records of continued training or education; official recognition;performance evaluation; and adverse action. The system must protect the confidentiality of personnel records. There is a system in place to maintain personnel files. Some files were incomplete for a variety of reasons and every attempt is in place to ensure completeness of files. Staffing Requirements and Program Options Item 215 Regardless of program.option, the grantee has plans to make up classes of home visits that were canceled by the grantee or program staff, when this necessary to meet minimum days of service requirements. [1306.32(b)(4), 1306.34(a)(4),and I306.34(a)(4) A policy regarding make-up days is being approved by Policy Council at the December meeting. 25 This certifies that the Quality Improvement Plan for the Head Start and Migrant Head Programs have been approved by the Weld County Board of County Commissioners. gee, 1 /(P „ /� �/L L �. 1 z. Barbara J. Kirkmeyer, hairperso �' " h 7 Date Weld CountyBoard of County Commissio ( Sri( , // 26 AIRmEmoRAnDum ,, WIlD Board of County Commissioners fl To Barbara J. KfrkmPyer Date December 13 . 1996 a Chairperson i COLORADO From Walter J. Speckman , Executive Dire to-r, Human Servib�s Subject: Quality Improvement Plan for Head Start & Migrant Head Start Enclosed for Board approval is the Head Start& Migrant Head Start Quality Improvement Plan for the Family Educational Network of Weld County. This Quality Improvement Plan is in response to the evaluation done this summer. If you have any questions, please telephone Tere Keller-Amaya at 353-3800, ext 3342. 962254 Hello