ECEAP PROGRAM M DOCUMENT CHECKLIST CONTRACTOR S NAME … · Record the name of your document(s) ... Label each email with the specific ECEAP contract provisions, ... Contractors must

ECEAP PROGRAM MONITORING DOCUMENT CHECKLIST CONTRACTOR’S NAME

The ECEAP Pre-K Specialist will review this document with you on the planning call that they will schedule with you soon. On this call, they will answer questions and clarify expectations. Based on a study done in 2012 sites on the Head Start/ECEAP pathway sites are awarded 45 points. As part of aligning ECEAP and Early Achievers monitoring ECEAP will monitor items that are part of the Early Achievers reciprocity points. These items are indicated on the checklist as Early Achievers requirements and highlighted in yellow. During this monitoring cycle, we will not show these items as out of compliance. Following this planning call, you complete this checklist:

Collect the documents related to each ECEAP contract provision or Performance Standard identified on the checklists.

Highlight or flag the part of each document that demonstrates compliance with the related contract provision or standard. If this step is not completed documents will be returned to the contractor.

Record the name of your document(s) on the checklists.

Name the document with the specific ECEAP contract provision, Performance Standard or Early Achievers Requirement. (A—6 Policy Council)

Email the completed checklist and all the highlighted related documents to DEL ECEAP by XXXXXXX, 2017.

Label each email with the specific ECEAP contract provisions, Performance Standards or Early Achievers Requirements. (A—6 Policy Council)

Send electronically to: [email protected]

Please note: if you subcontract, send copies of your monitoring records that show subcontractor compliance with the related ECEAP contract or performance standard; do not send copies of subcontractor documentation. TERMS USED:

SOW= Statement of Work

T&C= Terms and Conditions

EA=Early Achievers

mailto:[email protected]

ECEAP REQUIREMENT TYPES OF DOCUMENTS TO

SEND TO DEL

NAME OF THE DOCUMENT THAT YOU

SEND TO DEL

THIS COLUMN FOR DEL USE

SOW 13.2 ECEAP Contract: Child Safety The Contractor must ensure that managers, board members, employees and volunteers of the ECEAP program who will or may have contact with ECEAP children complete training on child abuse and neglect, including reporting procedures, within two weeks of initial association with ECEAP and annually thereafter. Training may consist of viewing the DSHS PowerPoint: “Child Protective Services: Guidance for Mandated Reporters” that is available on the DSHS website at https://www.dshs.wa.gov/sites/default/files/CA/csp/documents/MandatedReporterTraining.pdf . The Contractor must retain a statement signed annually by each person participating in this training, acknowledging their completion of training and duty to report child abuse and neglect.

Copies of signed statements for:

Managers

Board members

Employees and

Volunteers Label by position

☐Met ☐ Not met

☐ Needs further review

Notes:

SOW 14.1 Nutrition and Physical Activity Contractors must create a policy on the promotion of physical activity and removal of potential barriers to physical activity participation.

Copy of the policy ☐Met ☐ Not met


Notes:

SOW 16.1 Subcontract Requirements All subcontracts for ECEAP services must include: Number of slots for ECEAP children. Funds per slot A list of deliverables the Subcontractor must

submit to the Contractor, with due dates. A description of how the Contractor will monitor

the Subcontractor for compliance with all the provisions of this Contract, including Exhibit E: ECEAP Performance Standards and fiscal components.

Copies of all signed subcontracts for the

2017-18 school year

☐Met ☐ Not met


Notes:

SOW 16.6 Subcontract Requirements The Contractor must not subcontract ECEAP in an unlicensed child care center or a child care center that is not in good standing with DEL child care licensing.

Copy of document that shows how you monitor that licensed subcontractors are in

☐Met ☐ Not met


Notes:

https://www.dshs.wa.gov/sites/default/files/CA/csp/documents/MandatedReporterTraining.pdf

https://www.dshs.wa.gov/sites/default/files/CA/csp/documents/MandatedReporterTraining.pdf


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SEND TO DEL


good standing with DEL child care licensing.

SOW 19 ECEAP Contract: Use of DEL logo Contractors must include the DEL or 1012 DEL ECEAP logo, provided by DEL, on ECEAP publications intended for an audience outside of the Contractor’s ECEAP program, such as marketing materials, recruitment flyers or annual reports. The full-color or Black-and-white DEL or DEL ECEAP logo must appear in its entirety without modification.

Samples of your marketing materials with DEL logo. Please send no more than 4 examples. (Intended for an audience outside of your program)

☐Met ☐ Not met


Notes:

A-1 Continuous Improvement System Contractors must have a continuous improvement system which ensures compliance with ECEAP Performance Standards. This system must include monitoring, recordkeeping, and timely follow-up.

Copies of monitoring records and follow-up. When monitoring is completed multiple times during the year choose a monitoring visit that resulted in needed follow up.

☐Met ☐ Not met


Notes:

A-5 Health Advisory Committee Contractors must establish a Health Advisory Committee (HAC) composed of staff; ECEAP parents; and professionals in medical, dental, nutrition, public health, and mental health fields; to: Offer input on policy and planning related to

health, nutrition, and mental health. Address issues and concerns about health

service delivery. Provide opportunities for parent empowerment

and leadership skill development. The HAC must meet a minimum of once per

year and more often as community health or ECEAP needs arise.

Contractors must maintain a roster of participants and minutes of HAC meetings.

Participant roster with

ECEAP parents

highlighted

The past 12 months of

meeting minutes

☐Met ☐ Not met


Notes:


SEND TO DEL


SEND TO DEL


A-6 Parent Policy Council Contractors must establish a Parent Policy Council, composed primarily of current and former ECEAP parents, and separate from an agency board of directors. Council members may serve no more than three

consecutive years. The Council works with the contractor to make

decisions about ECEAP administration, including, but not limited to:

o Service delivery plan (A-3). o Community assessment (A-7). o Self-assessment of ECEAP Compliance

(A-8 o Program review (A-9). o Complaint resolution (A-10). o Budget. o Program policies. o Recruitment of families (B-7).

Contractors must maintain minutes of Parent Policy Council meetings.

Participant Roster with ECEAP parents highlighted The past 12 months of meeting minutes

☐Met ☐ Not met


Notes:

A-7 Community Assessment Contractors must conduct a Community Assessment of their service area at least every three years. The assessment process must involve staff, parents, and community partners. The Community Assessment must estimate the number of ECEAP-eligible children in the service area and determine the need for future services based on:

Location.

Race/ethnicity, including Native Americans living on and off

Copy of your most recent community assessment or a working electronic link to the assessment.


SEND TO DEL


SEND TO DEL


reservation.

Home language.

Seasonal or migrant farmworker status.

Homelessness.

Developmental delay or disability.

The Community Assessment must also analyze the community capacity to meet the needs of ECEAP children and families in the areas of:

Education.

Medical and dental health.

Nutrition.

Mental health.

Social services.

A-10 Community and Parent Complaints Contractors must develop a written procedure for handling parent and community complaints. The procedure must address: How to register a complaint. Steps and timeline for investigating a complaint. Documentation of complaints, including

resolution of substantiated complaints.

Copy of procedure ☐Met ☐ Not met


Notes:

A-13 Confidentiality Contractors must write a policy to ensure the security and confidentiality of all child and family information. This includes: Obtaining written, informed parent consent

before releasing verbal or written information, except as required by law.

Providing parents access to child and family records.

Copy of policy ☐Met ☐ Not met


Notes:


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SEND TO DEL


Disposing of written records in a secure manner. Securing electronic records.

C-1 Staffing Patterns Contractors must maintain accurate job descriptions.

Copies of current job descriptions for staff in the role of: lead teacher assistant teacher family support

specialist Early Achievers

Coach

☐Met ☐ Not met


Notes:

C-2 Staff Recruitment and Selection

Contractors must have written policies and procedures for recruitment and selection of staff.

Copy of policies and procedures

☐Met ☐ Not met


Notes:


Contractors must advertise all position openings to the public.

Copies of job advertisements for the past 12 months (no more than 1 per job classification)

☐Met ☐ Not met


Notes:


Contractors must document staff recruitment procedures, including evidence of any labor pool shortage.

Copies of staff recruitment procedures and documentation related to any labor pool shortages

☐Met ☐ Not met


Notes:


SEND TO DEL


SEND TO DEL


C-14 Health Consultant Qualifications The health consultant must meet one of the following qualifications:

Licensed in Washington State as a registered nurse (R.N.) or as a physician (M.D., N.D, D.O.); or A bachelor’s or higher degree in public

health, nursing, health education, health

sciences, medicine, or related field.

Copy of health Consultant qualifications (License or degree)

☐Met ☐ Not met


Notes:

C-16 Nutrition Consultant The nutrition consultant must meet one of the following qualifications:

Registered Dietitian (R.D.) credentialed through the Commission on Dietetic Registration (CDR), the credentialing agency for the Academy of Nutrition and Dietetics (formerly the American Dietetic Association); or

A Washington State certified nutritionist under RCW 18.138.

Copy of credential or certification

☐Met ☐ Not met


Notes:

C-18 Mental Health Consultant Qualifications Contractors must maintain documentation that the mental health professional meets one of the following qualifications: Licensed by the Washington State Department

of Health as a mental health counselor, marriage and family therapist, social worker, psychologist, psychiatrist, or psychiatric nurse; or

Approved by the Washington State Department of Health as an agency-affiliated or certified counselor, with a master’s degree in counseling, social work or related field; or

Credentialed by the Washington State Office of the Superintendent of Public Instruction as a school counselor, social worker, or psychologist

Copy of license or credential

☐Met ☐ Not met


Notes:

11.4 Contract Early Achievers Coach 1. 1. Copy of qualifying ☐Met ☐ Not met


SEND TO DEL


SEND TO DEL


Qualifications All persons serving in the role of coach

must meet the following qualifications:

Bachelor’s degree in Early

Childhood Education or related

field or a bachelor’s degree with

the equivalent of 30 college quarter

credits in early childhood

education. These 30 credits may be

included in the degree or in

addition to the degree.

A minimum of two years working

with young children in a group

setting and experience as an early

learning coach, consultant, mentor

or trainer.

If the best candidate for the position is not

fully qualified, the contractor must ensure

the newly hired staff person has an

Associate’s degree in Early Childhood

Education or related field, and is on a

Professional Development Plan (PDP) to

fully meet the qualifications of their role

within five years from date of hire. The

Contractor must monitor progress on all

PDPs and ensure the staff make yearly

progress to meet the required

qualifications.

2. transcript 3. Documentation

two years working with young children

4. Copy of PDP when needed


Notes:


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SEND TO DEL


C-19 Staff Training Program

Contractors must plan a training program, with involvement of staff and parents, to support the personal and professional development of ECEAP staff. The training plan must include: Engaging, interactive training activities. Financial support, as available, for staff training

costs, such as release time, substitutes, per diem, and travel.

Academic credit, whenever possible. A training evaluation system. A recordkeeping system to track individual

training.

Copy of: 1. Training plan, 2. Training evaluation

system, 3. Training tracking

system

☐Met ☐ Not met


Notes:

C-21 Volunteer Training and Background Check Contractors must ensure that persons who volunteer with children are directly supervised by ECEAP staff at all times. Contractors must plan and implement training for all volunteers on: Their roles and responsibilities. Relevant ECEAP Performance Standards and

program policies.

Copies of volunteer records, training and hours, such as sign-in sheets, agendas, training logs, certificates or other records.

☐Met ☐ Not met


Notes:

C-21 Volunteer Training and Background Check (non-licensed sites only) Persons who volunteer on a weekly or more frequent basis with ECEAP children must: Obtain a criminal history background clearance. Obtain a TB test as described in C-2. Complete training on preventing, identifying,

and reporting child abuse and neglect. Contractors must maintain records of volunteer

hours and completed training.

Verification that regular volunteers receive: 1. Background

checks, 2. TB tests, 3. Training in child

abuse and neglect.

☐Met ☐ Not met


Notes:

D-1 Health and Safety Planning Contractors must develop a plan, in partnership with their Health Advisory Committee (A-5), to implement and monitor health services including:

Copies of documentation that demonstrates how you

☐Met ☐ Not met



SEND TO DEL


SEND TO DEL


All requirements in Section D: Health, Safety,

and Nutrition. Confidentiality protocols (A-13). Classroom health curriculum (E-4, E-5). Parent education (F-6).

work with HAC to: 1. Implement and 2. Monitor health

services

Notes:

D-3 Health and Safety Policies and Procedures (non-licensed sites only) Contractors must have written health and safety policies and procedures on: Child abuse and neglect prevention, detection,

and reporting. Child allergies. Disaster plan for emergencies such as fire,

earthquake, flood, tsunami, volcanic eruption, or lock-down, as applicable based on location, including practice drills.

Exclusion of sick children. Handling medical, dental, and poisoning

emergencies (D-18). Infectious disease prevention (C-21, D-13, D-14,

D-18). Medication management (D-11). Monitoring of health and safety practices. Pesticide/herbicide management in accordance

with RCW 17.21, preventing children’s exposure, and using the least hazardous means to control pests and unwanted vegetation (D-6).

Transportation, if applicable (D-21).

Copy of each required health and safety policy/procedure listed in this performance standard.

☐Met ☐ Not met


Notes:

D-6 Parent Notifications (non-licensed sites only) Contractors must maintain documentation that they: Notify parents that staff are mandated reporters

of suspected child abuse and neglect in accordance with RCW 26.44 (D-3).

Notify parents, employees, and any other interested parties 48 hours in advance of the application of pesticides in accordance with RCW 17.21. Notification is not required if children will be out of the facility for two consecutive days after application.

Copies of documentation of these requirements

☐Met ☐ Not met


Notes:


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SEND TO DEL


Notify parents that children have been exposed

to infectious disease and parasites in accordance with WAC 170-295-3010.

D-14 Food Sanitation (non-licensed sites only) Comply with WAC 246-215 and WAC 246-217 at locations where food is prepared, stored, and served. Family child care homes are exempt from this requirement.

Copies of kitchen inspection records

☐Met ☐ Not met


Notes:

D-15 Meals and Snacks Contractors must: Provide a variety of nutrient-dense foods which

are rich in whole-grains, fruits, and vegetables and low in salt, fat, and sugars.

Limit the amount of highly processed foods served to children.

Include parent input in menu planning. Use and post menus approved by a registered or

certified dietitian (C-16, C-17). Incorporate cultural dietary preferences in

menus. Plan for individual allergy and dietary

restrictions.

SOW 14.4 Nutrition and Physical Activity Plan meals and snacks that: Serve whole grain breads, cereals and pastas at

least once a day. Serve a variety of vegetables and whole fruit,

rather than juice. When serving juice, ensure it is 100 percent juice without added sweeteners and only serve at meal times.

Ensure drinking water is available for self-service, indoors and outdoors.

Limit highly processed foods such as fried and breaded meats, fried potatoes, and other foods with saturated fats or high fat content.

Limit salty foods such as chips and pretzels. Limit carbohydrates high in sugar and fats such

Copy of at least six months of menus Highlight examples of 1. Parent input and 2. Cultural dietary

preferences

☐Met ☐ Not met


Notes:


SEND TO DEL


SEND TO DEL


as muffins, cakes, pop tarts, and French toast sticks.

Avoid sugar including, but not limited to sweets such as candy, sodas, sweetened drinks, fruit nectars and flavored milk.

D-18 Safe Facilities Contractors must monitor the health and safety of their indoor facilities and maintain records of these inspections.

Copies of health and safety inspections of indoor facilities

Copies of documentation showing site is free from exposed lead-based paint. Copies of classroom documentation of regular inspections of smoke detectors, fire alarms and fire extinguishers.

☐Met ☐ Not met


Notes:

D-20 Playground Safety Contractors must monitor the health and safety of their outdoor facilities and maintain records of these inspections.

Copies of health and safety inspections of playgrounds

☐Met ☐ Not met


Notes:

D-21 Transportation If contractors transport children in non-school district vehicles, they must: Maintain a written transportation policy to

ensure the safety of children. File current copies of all drivers’ licenses. File current copies of vehicle insurance meeting

Department of Licensing insurance requirements.

Ensure that signed medical releases and emergency contact forms for each child are readily accessible.

Document daily visual vehicle safety checks. Document a regular schedule of vehicle safety

inspections.

If applicable, Copies of transportation policy (if not sent with documents for D-3) Copies of daily visual safety checks Copies of vehicle safety inspections

☐Met ☐ Not met


Notes:


SEND TO DEL


SEND TO DEL


E-5 Curriculum Planning Contractors must ensure that staff plan early learning experiences, maintain written curriculum plans, and document emergent learning experiences. The planned curriculum must support kindergarten readiness and address the following domains of the Washington State Early Learning and Development Benchmarks: Physical Well-Being, Health and Motor

Development Social and Emotional Development Cognition and General Knowledge Language, Communication, and Literacy The planned curriculum must encompass: Each component of the daily routine Enrolled children’s learning styles, interests,

special needs, and goals including Individualized Education Program (IEP) goals

Information gained form child observation and assessment (E-11)

Parent ideas for the curriculum

Samples of written

curriculum plans. (PKS

will determine how

many sites will be

included) Include at

least 4 plans for each

site requested.

Highlight and label

activities that are:

Emergent learning

experiences

Individualized to

meet learning

styles, interests,

specialist needs,

IEP goals

Parent ideas

☐Met ☐ Not met


Notes:

E-6 Kindergarten Transition Contractors must develop a written kindergarten transition plan, with activities to assist children and families in the transition from ECEAP to kindergarten.

Copy of plan ☐Met ☐ Not met


Notes:

E-8 Child Guidance

Contractors must write a child guidance policy which incorporates this ECEAP Standard.



Notes:

E-9 No Expulsion Contractors must write and implement a policy to address the needs of children with challenging



SEND TO DEL


SEND TO DEL


behaviors and prohibit expulsion. The policy includes strategies appropriate to the community served and timeframes for implementation. These four topics must be addressed: Supporting classroom teachers. Planning to meet individual needs of child. Engaging community resources. Choosing an alternative schedule or setting.


Notes:

F-4 Resources and Referrals EA requirement

Examples of resources shared with families. Early Achievers Requirement: Send at least 3 examples of community based resources available in in each language represented by enrolled families.

Notes:

F-6 Parent Education Contractors must provide written materials to parents, such as a parent handbook or calendar, to inform parents of program opportunities and policies.

Contractors must offer parent education opportunities, based on families’ interests and needs, and developed in collaboration with parents. Topics may include:

Child development and learning.

Positive child guidance.

Communication.

Balancing work and family.

Copy of written materials provided to parents Copies of agendas, flyers and sign in sheets. EA Requirement: Evidence of the parent educator completing the training criteria

☐Met ☐ Not met


Notes:


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SEND TO DEL


Family health, safety, and nutrition.

Personal safety and prevention of child abuse and neglect.

Child and adult literacy.

Kindergarten.

Leadership and advocacy skills. EA Requirement- Parent educator has completed the training criteria recommended by the evidence-based parent education program

recommended by the parent education program provided.

G-2 Administrative Documents: Conflict of interest policy

Conflict of interest policy

☐Met ☐ Not met


Notes:

G-2 Administrative Documents: Personnel policies

Personnel policies to include: attendance, conduct, pay, benefits, professional development, and performance evaluation.

☐Met ☐ Not met


Notes:

Organizational Chart Send a copy of your organizational structure as it relates to ECEAP

Staff Trainings and Certifications Form

Name Role/Site All Staff Staff working with children:

Staff working with children

All Lead Teachers & Family Support Specialists

All staff hired after 6/30/06

At least one staff in each classroom

All Lead Teachers

Enter date rec’d

Enter expiration date of certifications

Enter date of most recent training

Enter date of training

Enter total hours this year

Enter date completed

Enter expiration date


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