Cattaraugus & Wyoming Counties Project Head Start 2014 Year End Report Presented to the Board of Directors and Policy Council A New Beginning 1

Cattaraugus & Wyoming CountiesCattaraugus & Wyoming CountiesProject Head StartProject Head Start2014 Year End Report2014 Year End ReportPresented to the Board of Directors and Policy CouncilPresented to the Board of Directors and Policy Council

A New Beginning

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A Quick Review of 2014 A Quick Review of 2014 like flying an airplane while trying to like flying an airplane while trying to

build itbuild it Re-Competition– Good News but Stressful

Cattaraugus and Wyoming Counties Project Head Start (CWC-PHS) was successful in the re-competition. It was late May when CWC-PHS became informed of that and began ‘negotiations’. CWC-PHS had to submit additional information and was under a strict gag order imposed by HHS until 6/24/2014 at 4:35 PM by way of e-mail, barely one week the July 1st new grant start date, and released the gag order; staff were immediately informed.

HHS originally indicated the new timeframes would be 7/1-6/30. HHS changed them to 7/1-12/31/14, then 1/1-12/31 for four years, and then 1/1-6/30/19. As a result, the 2013 grant was extended by six months.

The initial application was one budget. HHS changed that and required revised and separate Head Start and Early Head Start budgets for both operating and training (four budgets in all).

Additional and new grant requirements were satisfied and included the completion of training (audit webinar) and a health and safety screener for each site.

Slight funding increase Sequestration Budget Cuts-The budget cuts were restored as of 7/1/14. Since more than

six months of money was provided for a six month period, CWC-PHS proposed purchasing vehicles. After extensive negotiations, HHS reluctantly allowed the lease of only one school bus. 28 Head Start slots were restored: each UPK class was bumped up to 20 children and two home based caseloads of 10 were in place for 2014-15. One Olean transportation team was not restored.

Cost-of Living Adjustment Funds – A 1.3% COLA was implemented. Chompers & Cavity Free Kids

CWC-PHS continues to implement the Cavity Free Kids curriculum and received another grant to continue it into the future. Also Chompers continues to bring dental clinic to Head Start centers.

2015 Grant Application Contrary to re-competition parameters, CWC-PHS had to submit a ‘year two’ application

to HHS for 1/1-12/31/15. Every nickel for both federal and non-federal share needed to be justified. Goals needed to be revised (due April 2015). There was an extensive list of questions by HHS which were answered.

Families are the of Head Start.

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Total of 384 children and 348 families served in HS & EHS In 2013-14, there were 288 Head Start slots in 16 classrooms (108 five day, 180

four day per week) CWC-PHS enrolled a total of 309 children from 291 families; turnover rate was low at only about 7%. 5 were homeless and 23 were considered over income; 211 or 68% were below the federal poverty level.

In 2013-14, there were 50 Early Head Start slots, all in a home based program. CWC-PHS enrolled a total of 71 children and 4 pregnant women from 57 families. 11 were homeless and 1 was considered over income; 64% were below the federal poverty level.

40% of all families served were single-parent families.

Great minds begin at Head Start.

The 2013 community assessment showed an increase in the number of potentially eligible children, largely due to the slumping economy. The percentage of Head Start eligible children served is only about 12% and 1.4% for Early Head Start.

Percentage of eligible children served – between 2-12%

Uptick in Head Start attendance rates from prior year

The average daily attendance of actual enrollment was 85% (83.2% in 2012-2013) and 84.3% of funded enrollment (78.9% in 2012-2013)

2014 Outcomes – 2014 Outcomes – some basic datasome basic data

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Student Outcomes - Child Observation Student Outcomes - Child Observation Record Record

CWC-PHS uses HighScope’s OnlineCOR, Child Observation Record to manage assessment tasks, and entering anecdotes to produce reports, including Head Start Outcomes, state standards, and more. The Child Observation Record (COR), is internationally known as an authentic, research-validated, observation based assessment tool.

In 2013-14, the student outcomes were mixed with some domains’ rates of gain edging upward while some domains went down. from the prior year. However, the outcomes approximate the three year average.

Head Start Domain 2011-12 rate of gain

2012-13rate of

gain

2013-14 rate of

gain

three year

average

change from prior

year

Physical Development & Health 36% 42% 43% 40% 1.3%

Social & Emotional Development 43% 47% 42% 44% -11.6%

Approaches to Learning 41% 47% 40% 43% -14.9%

Logic & Reasoning 42% 45% 44% 44% -0.5%

Language Development 39% 48% 39% 42% -17.5%

Literacy Knowledge & Skills 44% 49% 43% 45% -11.7%

Mathematics Knowledge & Skills 44% 50% 46% 47% -9.3%

Science Knowledge & Skills 49% 53% 48% 50% -9.5%

Creative Arts Expression 37% 39% 40% 39% 0.9%Social Studies Knowledge & Skills 30% 55% 41% 42% -25.2%English Language Development 40% 82% 57% 60% -31.4%


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Student Outcomes Student Outcomes 12 Years of the Child Observation 12 Years of the Child Observation Record Record


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Key Experiences / School Year

Initiative Music and Movement

Creative Representation

Social and Emotional Relations

Language and

Literacy

Logic and Math / Math and Science

2002-03 14% 15% 7% 13% 10% 13%

2003-04 19% 27% 17% 21% 19% 19%

2004-05 27% 32% 23% 29% 25% 25%

2005-06 27% 33% 26% 28% 27% 36%

2006-07 29% 51% 39% 39% 44% 51%

2007-08 33% 38% 43% 41% 44% 53%

2008-09 40% 47% 56% 50% 48% 52%

2009-10 38% 44% 50% 47% 52% 53%

2010-11 39% 38% 46% 45% 48% 47%

2011-12 38% 34% 38% 42% 41% 44%

2012-13 41% 42% 42% 49% 50% 51%

2013-14 35% 38% 46% 43% 40% 45%

twelve year average

32% 37% 36% 37% 37% 41%

change from prior year -13.5% -7.6% 10.1% -13.6% -21.1% -12.3%

• In 2013-14, the student key experiences (outcomes) as assessed using the COR were mixed – just like when measured against Head Start domains. Here too some experiences’ rates of gain edged upward while some went down. from the prior year. However, the outcomes exceed the twelve year average in each key experience.


This Report and Implications of the Head This Report and Implications of the Head Start Act - Sec. 644Start Act - Sec. 644

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Each Head Start agency shall make available to the public a report published at least once in each fiscal year that discloses the following information from the most recently concluded fiscal year, except that reporting such information shall not reveal personally identifiable information about an individual child or parent. This is that report.

A. The total amount of public and private funds received and the amount from each source.

B. An explanation of budgetary expenditures and proposed budget for the fiscal year.

C. The total number of children and families served, the average monthly enrollment (as a percentage of funded enrollment), and the percentage of eligible children served.

D. The results of the most recent review by the Secretary and the financial audit.

E. The percentage of enrolled children that received medical and dental exams.

F. Information about parent involvement activities.

G. The agency's efforts to prepare children for kindergarten.

H. Any other information required by the Secretary.


Challenges Up Ahead in 2015Challenges Up Ahead in 2015 Changing Landscape – NYS has increased its UPK efforts and

may do so again to include three year olds.

Goals - HHS required, as a condition of funding, the development of five year goals (not withstanding fact that they were in the approved re-compete application) starting with year 2.

NAEYC Accreditation – CWC-PHS continues to maintain our accreditation at all locations and are in process of renewing Olean’s after its revocation.

New Financial Rules – As of 1/1, there is a new “Super Circular” (2 CFR Part 200). Its impact will be felt.

New Grant Requirements -

HHS – As part of the review of the 2015 grant, HHS has determined CWC-PHS must calculate non federal share differently in some instances while not allowing other proposed non federal sources such as ‘free parking’ for agency and/or employee vehicles. Originally re-competition was to result in a) one combined Head Start and Early Head Start budget (it did not) with b) a new timeframe of 7/1/14-6/30/15 for five years (it did not). Instead there was a six month extension to 2013 and a six month – four year – six month plan for the new five year grant cycle.

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An Explanation of Budgetary An Explanation of Budgetary Expenditures and Proposed Budget for Expenditures and Proposed Budget for the Fiscal Year 2014the Fiscal Year 2014

A detailed explanation of budgetary expenditures is included in our HHS grant application(s) which are subsequently approved by HHS. Costs are reasonable, necessary, and allocable.

The Board of Directors and Policy Council reviewed and approved 2014 Head Start & Early Head Start grant applications. Relevant correspondence and program information id provided to the governing bodies.

Key factors driving up costs for 2014 were health insurance and the minimum wage increase.; this is expected to continue in 2015 and beyond.

Approximately $924,000 satisfied the required minimum non-federal share / in-kind for 2014.

Unfortunately and for the first time, there was a nominal amount of unspent federal funds at the end of the year.

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COST CATEGORY HEAD START HEAD START TRAINING

EARLY HEAD START

EARLY HEAD START

TRAINING

TOTAL 2014

TOTAL PER GRANT AWARD

Federal Funding $ 3,562,711

Personnel $ 1,569,942

$ -

$ 259,139

$ -

$ 1,829,081

$ 1,866,861

Fringe Benefits $ 588,563

$ -

$ 97,546

$ -

$ 686,110

$ 715,285

Travel $ 20,274

$ 8,037

$ 8,497

$ 1,897

$ 38,705

$ 7,125

Equipment $ -

$ -

$ -

$ -

$ -

$ -

Supplies $ 48,562

$ -

$ 3,697

$ -

$ 52,259

$ 52,372

Contractual $ 71,321

$ -

$ 16,734

$ -

$ 88,055

$ 112,582

Construction $ -

$ - $ -

$ -

$ -

$ -

Other $ 756,946

$ 17,844

$ 88,582

$ 1,843

$ 865,215

$ 808,486

TOTAL $ 3,055,609

$ 25,881

$ 474,195

$ 3,740

$ 3,559,424

$ 3,562,711

Unspent $ 3,287


Private Funds Received - a six year history Private Funds Received - a six year history almost $1 million non-almost $1 million non-federal share in 2014federal share in 2014

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Private Funds Received - non Head Start 2014 2013 2012 2011 2010 2009

CACFP - Food Program $ 168,253

$ 160,734

$ 185,200

$ 183,903

$ 167,943

$ 141,211

Non-Federal - Cash (i.e., UPK)

$ 166,171

$ 119,905

$ 193,259

$ 280,753

$ 249,934

$ 295,149

Non-Federal - Donated Goods & Services

$ 924,028

$ 878,688

$ 844,638

$ 891,529

$ 920,043

$ 788,398

• CACFP – Child and Adult Care Food Program – is from the NYS Department of Health, reimbursement for meals and snacks served. Applications are filed annually.

• Met Non Federal Share requirements


The Results of the Most Recent Review by The Results of the Most Recent Review by HHSHHS ….the Secretary ….the Secretary

Independent Audit. To extent allowed by law, policy and procedure a copy of the independent audit report may be obtained by requesting it in writing from the agency’s Financial Manager at Head Start, 101 South 19th Street, Olean NY 14760.

HHS Conversations. In 2012 HHS stopped its annual Risk Management Meetings after 4 years and replaced with more frequent and school readiness focused conversations with our HHS program specialist and HHS Early Childhood Consultant. Now, there are required monthly conversations about a broad range of subjects.

Satisfied Most Recent Federal Review Requirements. The previous triennial review took place 10/30/11-11/4/11 with CLASS observations 5/20/12-5/25/12. A follow-up review took place 2/17/12-7/20/12. It is reasonable to assume that HHS will conduct an onsite review soon.

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About the CWC-PHS Audit & Public About the CWC-PHS Audit & Public InformationInformation

The 2013 annual independent audit rendered an unqualified audit opinion on the financial statements and compliance for the major federal awards programs. There were no findings and there were no questioned or disallowed costs.

The 2013 annual independent audit determined that CWC-PHS qualifies as a low-risk auditee.

Management has reviewed its in-kind methodology and continues to update its valuation procedures particularly for 2015 to align with the new Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and to stress the importance of staff providing the financial office with in-kind documentation in a timely manner

The results of the 2013 annual independent financial audit were reported to the Board of Directors, shared with Policy Council, and provided to HHS, NYS Dept. Health (CACFP) and United Way of Cattaraugus County.

The complexity of the audit increases each passing year, and the cost keeps going up as a result.

IRS 990 is available online thru non Head Start websites. NYS OCFS day care center licensing information is available online thru non

Head Start websites. Various fiscal reports are filed throughout the year.

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CWC-PHS’s Efforts to Prepare Children CWC-PHS’s Efforts to Prepare Children for Kindergartenfor Kindergarten

These include, but are not limited to: aligning Head Start and Early Head Start curriculums with UPK program(s),

NYS standards, and HS framework / regulations coordination with kindergarten screenings enhanced transition plans and communications with kindergarten teachers having a written ‘School Readiness Plan’ for birth to school age having a Parent, Family, and Community Engagement Framework plan maintaining the non-financial agreements in place with all area school

districts as required by the HS Act newsworthy notes to parents parent involvement and education; parent – teacher conferences & home

visits providing families with a summer activity kit providing, under contract, NYS UPK to various school districts structured and intentional approach to child development and individualized

instruction using CLASS observation for continuous improvement & professional

development

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Medical & Dental Outcomes Medical & Dental Outcomes despite onsite dental clinics, children despite onsite dental clinics, children still in needstill in need


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PIR Data - Key Health Indicators

2012-2013 Early Head

Start

2012-2013 Head Start

2012-2013 Early Head Start



Start



Start


# children 71 309 65 346 70 346 65 362# medical home (end of year) 71 309 65 345 70 346 65 362% up to date on schedule of age-appropriate preventive and primary health (EPSDT) end of year 64 289 92% 96% 93% 98% 94% 96%% up to date on schedule of age-appropriate preventive and primary oral health care (EPSDT) 71 N/A 100% N/A 100% N/A 100% 97%# children who completed a professional dental examination since last PIR N/A 281 5 311 N/A 325 N/A 338dental home at enrollment 4 214 2 303 4 268 7 317# dental home (end of year) 10 302 12 337 14 338 9 357# needing medical treatment - chronic condition, since last PIR 0 13 0 19 3 15 10 12% received medical treatment of those in need N/A 100% N/A 100% 100% 100% 100% 100%# diagnosed as needing dental treatment since last PIR N/A 37 N/A 22 N/A 42 N/A 43# receiving dental treatment N/A 27 N/A 19 N/A 40 N/A 40% receiving dental treatment of those in need N/A 73% N/A 86% N/A 95% N/A 93%# with disability (IFSP or IEP) 23 64 20 68 20 79 20 103% with disability (# with / # children) 32% 21% 31% 20% 29% 23% 31% 28%

Information about Parent Involvement Information about Parent Involvement ActivitiesActivities

Activities included: Cornell Cooperative Extension trainings, Parent Orientation, Policy Council and Board Training, Exploring Parenting, Family – Reading Nights, First-Aid, Crafts, 1-2-3 Magic, Parent Committees, Fatherhood Initiatives - Breakfast of Champions & Gentlemen’s Luncheon; Mother’s Day Tea & Mother’s Breakfast, Sun Safety and Cavity Free Kids. Head Start had 859 total volunteers in 2013-14 (up 7% with 9% fewer children) of whom 533 were current or former HS or EHS parents (up 8%) reversing the downward trend from prior years. Early Head Start had 96 total volunteers (up 7%) in 2013-14 of whom 80 were current or former HS or EHS parents (up 7%) also reversing the downward trend from prior years. Policy Council remains a cornerstone of parent involvement. The 2013-14 parent end-of-year parent evaluations are very positive and are summarized below.


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PARENT EVALUATIONS - END OF THE YEAR COMPARISONS 2009-10 thru 2013-14

Head Start % of Respondents who Said Yes Early Head Start % of

Respondents who Said Yes

2009-

102010-

112011-

122012-

132013-

14 AVG 2013-14Do you feel welcome at Head Start? 98.3 100 99.1 99.6 99.57

Do you feel that your child is safe at Head Start? 100 100 100100.0

0 Do you feel welcome in your child's classroom? 99.1 99.1 97.7 100 98.98 Would you recommend HS to your friends? 99.1 99.2 99.1 100 100 99.48 100Have you seen positive changes in your child because of HS? 100 97.6 97.2 98.27 Do you feel that HS helped to prepare your child for kindergarten? (preschool for EHS) 96.6 97.2 98.9 98.9 97.90 100Has your knowledge of child development increased because of HS? 96.6 88.6 95.4 86.4 91.0 91.60 100Were the home visits by your child's teacher helpful to you? 95.7 94 89.8 89.4 90.8 Did the home visits provide appropriate activities? 100Did you volunteer at HS this year? / did you participate in EHS socializations? 31.9 34.4 35.5 33.3 40.4 35.10 64.9If yes, was volunteering a positive experience for you? 35.7 93.8 97.5 96.6 92.5 83.22 Regarding Family Partnership Agreements, did your FSA help establish a goal for you or family? Yes 93.0 100 If so, did you work toward accomplishing that goal? Yes 92.8 97.2 If so, did you achieve all or part of your goals? Yes 89.7 94.3Have you hard about our Cavity Free Kids curriculum? 89.2 97.7 93.3 93.40 Has HS / EHS had a positive effect on your child's health/mental health? 95.6 99.2 96.4 100 100 98.24 100Has HS / EHS had a positive effect on your family's health/mental health? 87.2 96.7 92.7 97.7 97.8 94.42 100Has HS had a positive effect on your child's dental health? 91.1 95.8 98.2 97.7 96.7 95.90 Has HS's meal service been a positive experience? 97.2 99.2 100 98.9 98.9 98.84 Note: over time, some of questions have been modified, added, or deletedThe entire survey consisted of 29 HS questions and 27 EHS questions


According to the ActAccording to the ActCWC-PHS Must & Did Provide Board & Policy Council CWC-PHS Must & Did Provide Board & Policy Council

Certain InformationCertain Information

Each Head Start agency shall ensure the sharing of accurate and regular information for use by the

governing body and the policy council, about program planning, policies, and Head Start agency

operations, including:

(A) monthly financial statements, including credit card expenditures;

(B) monthly program information summaries;

(C) program enrollment reports, including attendance reports for children whose care is partially subsidized by another public agency;

(D) monthly reports of meals and snacks provided through programs of the Department of Agriculture;

(E) the financial audit;

(F) the annual self-assessment, including any findings related to such assessment;

(G) the communitywide strategic planning and needs assessment of the Head Start agency, including any applicable updates;

(H) communication and guidance from the Secretary; and

(I) the program information reports.

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Any Other Information Required by Any Other Information Required by the Secretarythe Secretary

To the best of our knowledge, there is no other information required.

The CEO - Head Start Director continues to serve on the NYS Early Care Advisory Council having been appointed by the Governor to be a member and represent the NYS Head Start Association in 2009.

The official Head Start Enterprise System collects information such as our grant(s), program information report, and monthly enrollment.


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Operations Committee Operations Committee 2014 Self-Assessment 2014 Self-Assessment

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OHS Protocol Areas where the program is working well Areas where the program needs improvement Person Responsible TimeframeERSEA Coordinator of

Social Services and Parent Involvement EHS Health, Disabilities, Nutrition Manager

1. Recruitment & Enrollment 1. The new Enrollment Process/Income Verification Procedure S#20D is going well.

ERSEA process that is in place is working well. Ongoing monitoring and vigilance will continue; but changes are not needed at this time.

2 .Eligibility 2. All applications with income statements are reviewed and approved by Coordinator of Social Services/Parent Involvement or Early Head Start Health, Disabilities & Nutrition Manager before enrollment.

Need: Training is constant as staff turnovers warrant the constant need for ERSEA training. It is difficult to find time to train new FSA’s and Home Based Visitors.

Within 90 days of hire Case by case basis - individually as needed At content area meetings each fall and spring

3. Enrollment 3. Active waitlist is maintained, manually and in ChildPlus, with eligibility criteria rankings; monthly enrollment data is supported by documentation. Files are reviewed by Management team semi-annually.

How? Monitor new staff as often as possible to assure that data is being entered correctly. Since we are already verifying child applications, all ERSEA staff receives immediate feedback and training on verifications.

Monthly review of waitlist; used as needed to fill vacancies

4. Attendance & Participation 4. Child absenteeism is analyzed and appropriate support to family given as needed. Attendance improved somewhat as a result of transportation availability.

Need: We are unable to provide transportation to some UPK eligible children. This has made recruitment difficult.

Monthly review of attendance, home visits, and socializations

How? Continue to find ways to help families access transportation for their children to UPK sites.

Annual self-assessment of transportation plan in light of ERSEA

Child Development & Education Education Coordinator

April – June

1. School Readiness 1. School Readiness Goals/Plan align with our High Scope Curriculum. Our assessment aligns with our School Readiness Goals/Plan and is easily accessed for review.

Need: Would like our transition process to work more closely with local school districts. Education Coordinator and Assistant Education Coordinator would like to make contact with each school district to discuss what their Kindergarten teachers look for with incoming students. Also, to use this opportunity to explain and promote our Head Start program as it relates to their needs. How? Work with teaching staff to understand how the HighScope Key Developmental Indicators align with NYS Prekindergarten Foundation for the Common Core. Work with staff on seeking ongoing parent input outside of regularly scheduled procedures.

2. Curriculum Selection & Implementation

2. We are satisfied with our High Scope Curriculum as it is developmentally appropriate for preschool children. It covers all five areas in the Head Start Framework. It is also linked with our assessment.

Director of Program Operations – EHS Director Education Coordinator

Annual self-assessment Monthly center meetings Content area meetings (throughout the year)

3. Individualizing 3. We have a plan in place that incorporates parent participation at our initial home visit, first parent-teacher conference and second parent-teacher conference. We also encourage and elicit further feedback as needed. Individualization is planned for weekly on our lesson plans. Ongoing observations are used in assessment process.

Need: We have found it difficult to find time to prepare new teaching staff for knowing and then meeting all the expectations in the classroom. How? We have incorporated a mentoring program to pair an experienced teacher with an incoming teacher. There are some things we need to be more specific with and will work on a better plan toward this end.

Mental Health Consultant(s)

Periodic classroom observations

4. Quality Teaching & Learning 4. We utilize the NCQT&L mini lessons for professional development. We observe classrooms using a NAEYC tool and CLASS tool.

Operations Committee Operations Committee 2014 Self-Assessment 2014 Self-Assessment


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OHS Protocol Areas where the program is working well Areas where the program needs improvement Person Responsible TimeframeFamily & Community Engagement

Coordinator of Social Services and Parent Involvement EHS Health, Disabilities, Nutrition Manager

1. Partnerships with Families

1. Strength-based and family-driven partnership building process is utilized (Assessment of Life Areas, and assorted family goal sheets to accommodate different families’ comfort levels).

We have continued awareness and ongoing training throughout all areas and disciplines of our program concerning the Parent, Family, and Community Engagement Framework; and how it relates to the School Readiness Framework and their responsibilities.

Data is reviewed at least quarterly

2. Parent-Child Relationships

2. EHS home visits and socializations focus on parent-child observations and interactions.

Need: Family self-sufficiency assessments have been completed by FSA/FDS by hand. By using Child Plus to assess families, we can more efficiently analysis the data. How? Family self-sufficiency assessments will be entered and tracked electronically twice per year, beginning and end, for the year 2014-15 by FSA/FDS/Home Based Visitors.

3. Parents as Their Child's Educators

3. Parent/staff conferences are held in order to discuss each child’s development and progress. Parents are invited for classroom volunteering and planning to incorporate their ideas. Family participation in Project Read, Family Reading nights and the coffee hours is encouraged. Parent participation has improved at many of the sites. The Parent Education tracking form is designed to support our seven Family Engagement Outcomes. We were successful in parent involvement in areas such as GED (TASK) training, workshops, coffee hours, fundraisers, and activities which parents initiated.

Need: Though we have seen improvements in parent participation, we continue to look for more creative ways to involve parents in center activities and EHS socializations. How? "Meeting parents where they are at" is the philosophy. We "latch on" to other events at the center and offer trainings such as Cavity Free Kids, and information about local colleges and GED (TASK) training.

4. Parents in Transitions 4. Parents are involved in the transition process from EHS to HS, and from HS to kindergarten; through home visits, staff/parent conferences, kindergarten packets for each family. EHS uses Transition Plan to ensure parent involvement and appropriate placement starting at three years six months old.

Parent coffee hours are being encouraged at all of the centers. This has been successful at some sites already. Parents will be encouraged to participate in the Center Data Dashboards. Fatherhood activities are also being planned and have seen much success.

5. Community Partnerships

5. Our program has current agreements with local LEAs and Part C agencies, and MOUs with school districts, child welfare agencies, and community agencies. Our program maintains a Health Services Advisory Committee.

Health Services Advisory Committee Health Services Advisory Committee 2014 Self-2014 Self-AssessmentAssessment


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OHS Protocol Areas where the program is working well Areas where the program needs improvement Person Responsible TimeframeChild Health & Safety 1. Comprehensive screenings completed by

community partners: Lions Club – visions, Wyoming County Health Dept. – audios, Oak Orchard Community Health Center – dentals, Gundlah Dental Clinic – dentals, Cattaraugus County Health Department – HGB/HCT & lead. ChildPlus training has improved our use of the program to proactively track student data.

Need: continued monitoring of efficient and accurate data entry How? Ongoing use of ChildPlus, run PIR reports quarterly throughout the school year.

Coordinator of Health, Disabilities, Nutrition EHS Health, Disabilities, Nutrition Manager Nurse FDS FSA

Quarterly - 3/31/2015, 6/30/2015, 9/30/2015, 12/18,2015

Need: stress importance of EPSDT to parents How? Parent education

Upon enrollment

2. Medical referrals occur in a timely manner. The HS Health Consultant develops care plans for students as needed. This includes training staff on an individual basis.

Need: ensure parent follow-up on treatment needed as the result of screenings (I.E. dental, vision) in both HS and EHS How? Educate parents, assist with finding providers and making appointments

Coordinator of Health, Disabilities, Nutrition EHS Health, Disabilities, Nutrition Manager Nurse FDS FSA

Case by case basis Ongoing

3. All new employees receive training in Universal Precautions. The EHS/HS Nurse provides training to students, staff and families on preventative health practices. Procedures are in place for hand-washing and sanitizing. We are participating in Cavity Free Kids phase 2.

Coordinator of Health, Disabilities, Nutrition

Monthly new employee orientation Annual in-service staff development day

Mental Health 4. Partnership with Cattaraugus and Wyoming County Community Services to provide ASQ screening and referral for all EHS and HS families. Classrooms have renewed focus on teaching social/emotional skills. Screenings provided for pre and post natal depression.

Need: Results of ASQ-SE screenings are not fully utilized at CPSE meetings How? Educate LEAs on the relevance of the results; arrange consultations with Community Services personnel

Coordinator of Health, Disabilities, Nutrition

Case by case basis at each CPSE meeting as they present themselves May-June as part of transition activities Quarterly meetings to review work of MH consultants

Need: Continue to organize MH services with elimination of MH Coordinator position. How? Involved Coordinators will continue to meet to remain proactive in overseeing MH services.

Coordinator of Health, Disabilities, Nutrition EHS Health, Disabilities, Nutrition Manager Director of Program Operations - EHS Director Social Services and Parent Involvement Coordinator Education Coordinator

Nutrition Regular consultations with dietician to support menu planning and student referrals. All CACFP audits have been favorable with strengths noted in organization and food selection.

Need: Student BMIs continue to increase How? Incorporate more physical activity; educate parents on healthy diet and active play Need: Identify needs and opportunities for nutrition activities in the Home-Based program How? Work with staff and outside agencies to share information and/or provide nutrition related education

Coordinator of Health, Disabilities, Nutrition EHS Health, Disabilities, Nutrition Manager Nurse Education Coordinator

Monitor BMI as data is periodically collected Review lesson plans to ensure appropriate level of physical activity Discuss nutrition at center meetings

Disabilities Partnerships between EHS/HS and LEAs remain strong. Provision of special education services is organized and appropriate. Smooth transition of children and records to school districts.

Need: navigate referral process as schools become more stringent with services How? Coordinate with school district personnel to provide services as required

Coordinator of Health, Disabilities, Nutrition Education Coordinator

Annual review of LEA agreements in July and August, 2015

Administrative Committee Administrative Committee 2014 Self-Assessment2014 Self-Assessment


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OHS Protocol Areas where the program is working well Areas where the program needs improvement Person Responsible TimeframeProgram Governance

Open relationship among staff, Policy Council and Board of Directors, and with other community agencies. Clear ongoing communications throughout the DRS – re-competition process. Continued provision of governance training to Policy Council and Board. The move by the Board to conduct early morning teleconference call meetings is working well.

N/A Increasing board participation in committee meetings is a goal

Administrative Assistant CEO - Head Start Director Coordinator of Health, Disabilities, Nutrition EHS Health, Disabilities, Nutrition Manager Education Coordinator Social Services and Parent Involvement Coordinator

Personal phone calls to committee members by staff For each planned committee meeting

Management Systems

Training for all staff on child supervision. New and improved procedures for child supervision and accountability. Considered Early Head Start child care partnership application; forged new relations. Leases have been updated as needed.

Need: Constant vigilance needed to ensure proper supervision and child: staff ratios. How? a) Management team to observe not less than monthly at all locations and b) messaging - use monthly employee newsletter to provide key messages and emphasize supervision at all times

Director of Program Operations – EHS Director Each Management Team Member CEO-Head Start Director

Daily – case by case basis Monthly

ERSEA Social Services Parent Involvement Coordinator; EHS Health, Disabilities, Nutrition Manager

Comprehensive process to recruit and select needy children and families to maintain full enrollment is in place.

Need: A one-time event caused by the delay in sequestration restoration funding and the subsequent hiring of additional personnel, recruitment and enrollment especially for four year olds in our HS-UPK classrooms was challenging. How? Going forward, the problem resolves itself.

Recruitment occurs throughout year selection occurs May-July

Fiscal Integrity New and improved financial policies and procedures. We have never used Head Start or Early Head Start funds to pay the cost of expenses which should have been paid using another funding source or allowed another program to use such funds as a temporary loan. It is noted that we have a line of credit.

Need: New Financial Manager is in process of being hired. How? Pursuant to agency hiring process.

CEO – Head Start Director Financial Manager

Hired financial manager fall, 2014 Review and revise agency financial policies and procedures by 6/30/15

Other Factors to ConsiderOther Factors to Consider Continue to diversify revenue; seek funding for programmatic activities Continue to implement Cavity Free Kids and host the CHOMPERS Dental

Clinics at all Head Start sites Increase number of Head Start and Early Head Start children who complete

dental exams and, if needed, receive follow up care Increase number of Early Head Start children who complete lead

screenings Ensure that all self assessment goals are addressed Increasing micro-management of local grantees by HHS Central (DC) and

Regional Office and Training Providers Potential expansion of NYS UPK, forging new collaborations and

partnerships, and aging down Total interdependence of all employees – one bad act of one employee can

cause call into question the agency’s continued viability; it is impossible to control human behavior policies and procedures notwithstanding


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Documents

Cattaraugus & Wyoming Counties Project Head Start 2014 Year End Report Presented to the Board of Directors and Policy Council A New Beginning 1