PDM-1

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Roles and Responsibilities for the Governing Body ESC Board Approval: 6/29/11 Policy: The Region 9 Head Start Program establishes and implements written policies that define the roles and responsibilities of the governing body members (Region 9 Board of Directors) and that inform them of the management procedures and functions necessary to implement a high quality Head Start Program. The Region 9 Head Start Program ensures that appropriate internal controls are established and implemented to safeguard Federal funds. Related Regulations: 1301.13; 1304.50 (g);1304.50 (g) (1); 1304.50 (g) (2); 642 (c) (1) (e) (iv) (v) (aa); 642 (c) (1) (e) (iv) (v) (bb); 642 (c) (1) (e) (iv) (v) (cc); 642 (c) (1) (e) (iv) (vii); 642 (c) (1) (e) (iv) (ix) Operational Procedures:

1. The roles and responsibilities of the governing body members (Region 9 Board of Directors) are noted in the following: a. Appendix A of the Head Start Standards (found in Policies and Procedures, Appendix A-1). b. Region 9 Head Start By-Laws (found in Policies and Procedures, Appendix A-2).

2. The Region 9 ESC Board of Directors will support compliance with Federal laws and regulations, including the Head Start Performance Standards.

3. The Region 9 ESC Board of Directors will support the Head Start philosophy and role of parents and the Policy Council in Head Start governance.

4. The Region 9 ESC Board of Directors will participate in the guiding and planning of all components of the Head Start Program in order to facilitate shared decision-making.

5. The Region 9 ESC Board of Directors ensures that these appropriate internal controls are established and implemented to safeguard federal funds in accordance with 1301.13. a. Independent auditor annually reviews and reports to Region 9 ESC Board of Directors. b. Monthly budget reports and documentation of reimbursement payments to districts are maintained. c. Procedures are in place both at the site (district) and Region 9 ESC Head Start Program to ensure that

all costs are reasonable, allowable, and allocable. 6. The Region 9 ESC Board of Directors will establish written procedures for resolving internal disputes

between the ESC Board of Directors and the Policy Council. 7. The Region 9 ESC Board of Directors will participate in ongoing training opportunities. 8. The Region 9 ESC Board of Directors will review and approve the program’s progress in carrying out

the grant application provisions. 9. The Region 9 ESC Board of Directors will review reports from ongoing monitoring, including follow-

up. 10. The Region 9 ESC Board of Directors will review and approve personnel policies regarding hiring,

evaluation, compensation and termination of employees, including the Executive Director, Head Start Director, Director of Human Resources, Chief Financial Officer or other equivalent position.

11. The Region 9 ESC Board of Directors will review and approve the Self-Assessment and Financial Audit.

12. The Region 9 ESC Board of Directors verify that no members have a financial conflict of interest with the Head Start program, including not being able to receive compensation for membership or services to the program and not being employed by the program.

PDM-2

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Internal Dispute Procedures ESC Board Approval: 6/29/11 Policy: The Region 9 ESC Head Start Program will follow a jointly established written procedure for resolving internal disputes and impasse between the governing body (the ESC Board of Directors) and the policy group (the Policy Council). Related Regulations: 1304.50 (h) Operational Procedures: The internal dispute resolution procedure is as follows:

1. Mediation procedures will be utilized to resolve disputes between the Policy Council and the Region 9 ESC Board of Directors.

2. Region 9 ESC staff must inform the Administration for Children and Families (ACF) Regional Office as soon as possible after becoming aware of the conflict between the two governing boards. This notice must be made within ten days of the Region 9 ESC Board of Directors becoming aware of the conflict. In the case of the Policy Council proposing not to approve the grantee’s refunding application, such notification must be made within 90 days prior to the grantee’s refunding date. If the situation leading to the Policy Council’s decision to withhold its approval occurs within 90 days of the Region 9 Head Start’s refunding date, the Region 9 Board must notify the Dallas ACF Regional Office immediately.

3. The ACF Regional Administrator, or Regional staff member designated by the Regional Administrator, will hold one or more meetings, as appropriate. The Region 9 Executive Director, Region 9 Head Start Coordinator, the Policy Council Chairperson and Policy Council Liaison and Region 9 ESC Board members represented on the Executive Committee are required to attend. The purpose of these meetings is to attempt to resolve issues between the grantee and the Policy Council to the mutual satisfaction of both parties.

4. If the meetings are not successful in resolving the issues between the Region 9 Board of Directors and the Policy Council, the Region 9 Board of Directors should, within 10 days of the meeting, submit the dispute to the offices of a professional mediator. The ACF Regional Office will provide assistance to the Region 9 Board of Directors in selecting a mediator. The Region 9 Board of Directors is requested to advise the ACF Regional Office of the time and location of the first scheduled meeting. Representatives of the Region 9 ESC Board of Directors and representatives of the Policy Council are expected to attend any meetings requested by the mediator.

5. If the conflict relates to the Region 9 Head Start’s refunding, the mediation process must be completed 15 days prior to the refunding date unless the mediator has indicated to the ACF Regional Office in writing, that additional time for mediation will likely result in a successful resolution of the conflict. In that case, the ACF Regional Administrator may extend the current Head Start grant. The refusal of either party to engage in a mediation process shall be taken into consideration by the ACF Regional office in determining what course of action is warranted.

PDM-3

6. A mediator’s fee may be charged to the program grant in an amount equal to the usual and customary fees charged in the locality with approval of the responsible ACF Regional Office Official.

PDM-4

INTERNAL DISPUTE PROCESS: POLICY COUNCIL AND ESC BOARD OF DIRECTORS Level I • Head Start Coordinator and Director

• Policy Council Chairperson and Policy Council Liaison

Level II • ESC Deputy Director and/or Executive Director

• Policy Council Chairperson and Policy Council Liaison

Level III • ESC Board of Directors

• Policy Council Chairperson and Policy Council Liaison

Level IV • ESC Executive Director and/or Policy Council Liaison contacts:

° Region VI – Dallas, TX, Office of Community Programs – Administration for Children & Families/Head Start for Mediation

12-1-06 EDUCATIONAL ENTITIES COMPLAINT PROCESS: ISD COMPLAINT TO ESC Level I Site Superintendent or

Superintendent’s Designee Head Start Coordinator and Program Director

Level II Site Superintendent or

Superintendent’s Designee Executive Director

Level III Site Superintendent Region 9 Board of Directors EDUCATIONAL ENTITIES COMPLAINT PROCESS: ESC COMPLAINT TO ISD Level I Head Start Coordinator and

Program Director Site Principal or Site Coordinator

Level II Deputy Director and Program

Director Site Superintendent

Level III Executive Director and

Deputy Director Site Superintendent and ISD Board

PDM-5

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Grievance Procedures for Parents ESC Board Approval: 6/29/11 and Community Members Policy: In order to ensure that parents and community members have the opportunity to voice concerns and receive resolutions to all concerns, the following procedures have been established. Related Regulations: 45 CFR Part(s): 1304.50 (d) (2) (v) Operational Procedures:

1. When a parent or community member has a concern regarding a local Head Start site, the parent or community member will be directed to the classroom teacher.

2. If the classroom teacher cannot resolve the issue, the parent or community member will be directed to the building principal or site manager.

3. If the build principal or site manager cannot resolve the issue, then the parent or community member will be directed to the appropriate administrative level for the local site.

4. When parent or community member has a concern regarding the Head Start program that cannot be resolved at the local site, the parent or community member will be directed to the Head Start program Director.

5. If the Head Start director cannot resolve the issue, assistance will be requested from the Region 9 Education Service Center Administrative Team to make a final decision regarding the issue.

6. All issues that require Policy Council approval will be discussed at the appropriate Policy Council meeting.

7. The Policy Council will receive training on the chain of command and the procedures for resolving concerns from parents and community members. Policy Council representatives will present the information to parents at their local parent committee meeting.

PDM-6

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Policy Council Composition and Selection ESC Board Approval: 6/29/11 Policy: The Region 9 ESC Head Start Program will establish a Policy Council annually. The Policy Council is comprised of Head Start parents who are elected representatives from the Parent Committees along with elected representatives of the community from each site. The Head Start Policy Council will serve as a link among the Head Start Program, the parent committee functioning at each site, the Region 9 Education Service Center Board of Directors, and the community it serves. Related Regulations: 1304.50(a) (1-3); 1304.50(b) (1-7); 1304.50(d) (2) (i-iv) Operational Procedures: 1. Policy Council Composition:

a. This Council is established at the Region 9 Grantee level. It is comprised of 19 voting members: 10 parents and 9 community representatives who represent every Head Start Site (school districts) served. Wichita Falls ISD, the largest site, will have two parent representatives while all other sites will have one parent representative.

b. At least 51 % of the members of the Head Start Policy Council must be parents of children currently enrolled in the Head Start program.

c. The remaining members will be representatives of the community and will not exceed 49% of the total Policy Council.

2. Policy Council Membership: a. Parent Members: Only parents of currently enrolled Head Start children may serve on Policy

Council as parent members. Members must be elected by their Parent Committee either by ballot or by election during a Parent Committee meeting.

b. Community Representatives: The community members represent public and private agencies including civic, community, or professional organizations who share a concern for children and families. Parents of former Head Start children may serve as community representatives on the Policy Council. (Region 9 Education Service Center Head Start Policy Council By-Laws determine the composition of the Council.)

c. Staff Membership: No staff member of the Region 9 Head Start Program (Grantee or Site) or members of their families shall serve on the Policy Council. Family is defined as husband, wife, father, mother, sister, brother, son, daughter, grandparents, and in-laws of the above. Staff is encouraged to attend the Council meetings in a non-voting capacity.

d. Conflict of Interest: Policy Council members have no conflict of interest with the Head Start program. Members will receive no compensation for serving on Policy Council or providing services to the program. Members will not be regularly employed by the program.

3. Terms of Membership: Term of office for members shall be one (1) year. While a member may be re-elected from one year to the next, no individual may serve more than a combined total of three terms on the Council.

4. By-Laws: Each year the Policy Council will read, make corrections or additions and then approve the By-Laws.

5. Duties and Responsibilities: Policy Council members will carry out the duties and responsibilities as outlined in the Policy Council By-Laws and the Head Start Performance Standards.

PDM-7

6. Attendance: If a member misses two consecutive Policy Council meetings, he/she will be contacted by an officer of the Head Start Policy Council to see if the member wishes to continue serving. If the member no longer wishes to participate, the alternate will assume the position of the voting member. If there is no alternate, the parent group from the local Head Start site shall elect another delegate.

7. Vacancy: Any vacant position may be filled by the same process as outlined above upon notification of a resignation.

8. The Governing Body, Region 9 ESC Board (the group with legal and fiscal responsibility for the Head Start program) and the Policy Council must not have identical memberships and functions.

9. The Head Start Policy Council will serve as a link among the Head Start program, the parent committees, the Region 9 Education Service Center Board of Directors, and the community it serves by: a. Having the opportunity to initiate suggestions and ideas for program improvements and to receive a

report on action taken by the program with regard to its recommendations; b. Assisting Head Start staff in encouraging volunteers to participate in the program; c. Participating in the Community Assessment; and d. Maintaining communication with the Region 9 Board of Directors.

PDM-8

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 10/31/12 Subject: Policy Council Structure and Meetings ESC Board Approval: 10/31/12 Policy: The Region 9 Head Start program will annually establish a Policy Council of elected parents and community representatives from each Head Start site. Related Regulations: 1304.50 (a) (1); 1304.50 (a) (3); 1304.50 (b) (1-7) Operational Procedures: 1. Meetings: The first Policy Council meeting will be held no later than the end of October. The purpose of

the first meeting is to elect officers and provide training to Policy Council members regarding participation in the approval process. Training to be provided will include a specific fiscal training and the documents they will be monitoring and/or reviewing on a monthly basis. During the months where no formal meeting is held, the packet of information will be mailed to each committee member to promote ongoing oversight and feedback. Fiscal Reports will include: a. Detail Comparison of Revenue to Budget b. Detail Comparison of Expenditures and Encumbrances to Budget c. Credit Card Expenditure for each Head Start site d. Monthly Check Register e. Head Start Continuation Grant Monitoring Report f. Comparison of Head Start Budget to Expenditure by Site

2. Regular Meetings: Meetings will be scheduled no less than 6 times through the year and may also include subcommittee meetings and/or training, as needed.

3. Election of Officers: During the first meeting, officers will be elected to fill the following positions: a. Chairperson b. Vice-Chairperson c. Secretary d. Assistant Secretary e. Board of Directors Liaison

4. Member Roster: A roster of Policy Council members and its officers will be distributed to appropriate staff and others involved in supporting the Region 9 Head Start Program.

5. Meeting Notices: Notices of Policy Council meetings will be mailed at least one week in advance of the meeting. The Head Start Director will assure that notices are sent. Head Start staff will be responsible for contacting their representatives, verifying travel arrangements, or providing transportation as needed.

6. RSVP Request: Policy Council members will be asked to call in their attendance at least two days prior to the scheduled meeting.

7. Meeting Reminder: If a quorum is questionable the day before a scheduled Policy Council meeting, the Head Start staff will call each member who did not RSVP.

8. Travel Reimbursement and Child Care: In order to allow parents to participate fully, Policy Council members and other parents will be reimbursed for travel expense if other transportation is not provided. Childcare will also be provided at every Policy Council meeting.

PDM-9

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Parent Committee Structure ESC Board Approval: 6/29/11 Policy: The Region 9 Head Start Program establishes and maintains a formal structure of shared governance through which parents can participate in policy making or in other decisions about the program. The Region 9 Head Start Program will collaborate with parents to provide a planned program of experiences and activities that support and affirm the parents’ role as the main influence in their children’s education by annually establishing Parent Committees. The Parent Committee(s) role will be to support local Head Start staff in developing and implementing activities, policies, and services by participating in both formal and informal site/school activities. Parents are also encouraged to participate in recruitment. Related Regulations: 1304.50(a) (1) (iii) (2); 1304.50(e) (1)-(3) Operational Procedures: 1. Each Region 9 ESC Head Start site (District) will annually establish a Parent Committee. 2. Parent Committees are comprised exclusively of the parents of children currently enrolled at the

site (district).

PDM-10

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: ESC Board and Policy Council Training ESC Board Approval: 6/29/11 Policy: The program provides Head Start specific training to ensure that members are prepared to serve in their capacity as Region 9 ESC Board members or Policy Council representatives. Regulations: 642(d)(3); 1304.50 (a) (1-5) Operational Procedures: 1. The Region 9 ESC Board of Directors receives ongoing training on their roles and responsibilities in order to provide effective oversight and make appropriate decisions. 2. Prior to or during the first meeting of the year, the Policy Council members (returning and new) will

be trained on their roles and responsibilities in order to provide effective oversight and make appropriate decisions.

3. The Policy Council members will also be trained as a group through the Policy Council meetings throughout the year and individually trained through their respective Head Start site Parent Committee meetings.

PDM-11

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Program Planning ESC Board Approval: 6/29/11 Policy: The Region 9 ESC Head Start program has a systematic process for program planning which utilizes the results of the Community Assessment and Self-Assessment and leads to the development of long and short term goals for improvement and implementation of written plans which ensure quality services that meet the needs of children and families. Regulations: 1304.51(a)(1); 1304.51(a)(1)(ii); 1304.51(a)(1)(iii); 1304.51(a)(2) Operational Procedures:

1. The program planning includes consultation with the ESC Board of Directors, Policy Council, Region 9 ESC Head Start staff, district Head Start staff, and other community partners.

Month Participants Activities

August Region 9 ESC Head Start Staff Review • Progress from previous year’s

goals/objective, plans, child outcomes data, PIR

• Review current years’ goals/objectives August Region 9 ESC Board • Review current years’ goals/objectives

• Review current year’s meeting schedules September Region 9 ESC Head Start Staff Review

• Information from the PIR • Information from the previous year’s Self-

Assessment • Information for Community Assessment

September Region 9 ESC Head Start Staff District Head Start Staff

Elect at the sites: • Parent Committee officers • Policy Council representatives

September/October Region 9 ESC Head Start Staff District Head Start Staff

Conduct parent and volunteer training at the sites

September-May Region 9 ESC Head Start Staff District Head Start Staff

Conduct staff meetings on site to review: • Program plans

October Region 9 ESC Head Start Staff Review • Information for the current year’s Self-

Assessment • Information from the PIR

Plan • Community Assessment • Early Learning Week for summer staff

development October Region 9 ESC Head Start Staff

Policy Council Conduct Policy Council training

PDM-12

October Policy Council Approve • Self-Assessment • Program Improvement Plan/Service Area

Plans • Program options

October Region 9 ESC Board

Conduct ESC Board training Review:

• Child outcomes data • PIR

Approve • Self-Assessment • Program Improvement Plan/Service Area

Plans • Program options

October Partners’ Meeting Review • Information from the PIR • Progress from previous year’s

goals/objective, plans, outcomes • Self-Assessment • Review current years’ goals/objectives • Review current year’s meeting schedules

November Region 9 ESC Head Start Staff Review • Progress on implementing program plans,

goals and objectives Plan

• Community Assessment December Region 9 ESC Head Start Staff Review

• Information for Community Assessment • Progress on implementing program plans,

goals and objectives December Policy Council Approve

• Community Assessment Review

• Annual Public Report December Region 9 ESC Board Approve

• Community Assessment Review

• Annual Public Report February Region 9 ESC Head Start Staff Plan

• Self-Assessment Policy Council Budget

Committee Plan and Approve

• Individual Selection Criteria for coming year • Slot allocations for coming year

PDM-13

Policy Council Approve • Individual Selection Criteria for coming year • Slot allocations for coming year

Region 9 ESC Board Approve • Individual Selection Criteria for coming year • Slot allocations for coming year

March Region 9 ESC Head Start Staff Plan • Self-Assessment

Review • Progress on implementing program plans,

goals and objectives • Policies and procedures

April Region 9 ESC Head Start Staff Review • Programmatic changes for coming school

year • Policies and procedures

Plan • Parent Handbook • Staff Handbook • Policy Council Handbook • ESC Board Handbook

April Policy Council Give input • Self-Assessment • Programmatic changes for coming school

year April Region 9 ESC Board Give input

• Self-Assessment • Programmatic changes for coming school

year April Partners’ Meeting Review

• Progress on implementing program plans, goals and objectives

• Child outcomes • Policies and procedures as needed

May Policy Council Approve • Goals and objectives for coming school year • Policies and procedures as needed

Review • Progress on implementing program plans,

goals and objectives • Child outcomes

PDM-14

May Self-Assessment Team Review • Information and data for Self-Assessment • Progress on implementing program plans,

goals and objectives June Region 9 ESC Head Start Staff Review

• Progress on implementing program plans, goals and objectives

• PIR • Information and data for Self-Assessment

June Region 9 ESC Board Approve • Goals and objectives for coming school year • Policies and procedures as needed

Review • Progress on implementing program plans,

goals and objectives • Child outcomes

June/July Region 9 ESC Head Start Staff Review • Progress on implementing program plans,

goals and objectives • Child outcomes • Programmatic changes for coming school

year • PIR

PDM-15

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Community Assessment ESC Board Approval: 6/29/11 Policy: An in-depth Community Assessment within the Region 9 service area will be conducted every three years. The Community Assessment will be updated annually. Information gathered through the Community Assessment will be used in decision-making and program planning. This information will also be used to determine community strengths, needs and gaps in services, and modify goals and objectives, service plans, policies and procedures, recruitment and selection, service delivery, program options, and program expansion. Related Regulations: 1305.3 Operational Procedures:

1. The in-depth Community Assessment will be conducted tri-annually utilizing input from the administrative team, the partners, the content area specialists, managers, and Family Service Workers. Information gathered will include at least the following: a. The demographic make-up of Head Start eligible children and families including their estimated

number, geographic location, and racial and ethnic composition; b. Other child development and childcare programs that are serving HS eligible children including

preschool programs; c. The estimated number of children with disabilities, four-years-old or younger, including types of

disabilities and relevant services and resources provided to these children by community agencies;

d. Data regarding the education, health, nutrition, and social service needs of HS eligible children and their families as defined by their families and by community agencies;

e. Resources in the community that could be used to address the needs of HS eligible children and their families; and

f. Needs of eligible families with respect to education, nutrition, health, and social services. 2. The annual update will be conducted by the Region 9 ESC Head Start staff, the Partners, the content

area specialists and the Family Service Workers. The update will include information regarding significant changes in the bulleted items listed above.

3. The information from the Community Assessment will be disseminated and/or presented to the Region 9 ESC Board, the Policy Council, the Region 9 Partners, and Head Start staff.

4. The information from the Community Assessment will be used to: a. Revise goals and objectives in response to community needs and changes; b. Determine recruitment area served by Region 9 and the delegate agencies; c. Determine recruitment, selection, and expansion priorities (ERSEA); d. Determine program options and service delivery options; e. Determine which services will be provided directly, through collaboration, or referral; f. Determine staffing; g. Revise service plans, including program planning and implementation; h. Incorporate information from Child Outcomes Data into program planning; and i. Revise policies and procedures.

5. The Community Assessment will be posted on the Region 9 ESC website.

PDM-16

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Self-Assessment ESC Board Approval: 6/29/11 Policy: A Self-Assessment will be conducted annually to determine effectiveness and progress in meeting program goals and objectives and in implementing Federal regulations. Information gathered will be used in modifying goals and objectives, determining compliance, program planning, revising policies and procedures, and addressing service delivery and program options. Related Regulations: 1304.50 (d) (1) (viii); 1304.51(i)(1); 641A (g)(1); 641)(g)(2) Operational Procedures:

1. The Self-Assessment Team will be comprised of parents and/or Policy Council representatives, Region 9 Head Start Staff, classroom teachers, and other representatives determined at the site level, as needed.

2. The Region 9 ESC Head Start Managers will establish the dates, time and length of the Self-Assessment.

3. The Self-Assessment Team will collect program information from sources such as the Region 9 ESC Board of Directors, the Policy Council, the Head Start Partners, the Region 9 ESC Head Start staff, district staff, the community, ongoing monitoring reports, and child outcome data.

4. Information from the Self-Assessment will be incorporated into ERSEA planning and implementation.

5. The results will be analyzed by the Self-Assessment Team and the Region 9 Head Start staff to determine the program’s strengths, areas for improvement, and accomplishments. The results will be used to develop Service Area Plans/Program Implementation Plans and revise long and short term goals, including the goal to improve school readiness.

6. The Self-Assessment Team will compile and analyze results in a written report taken from data collected from all content areas.

7. The staff will assist in writing the Self-Assessment and Service Area/Program Improvement Plans as needed. Action plans will be developed if areas of non-compliance are discovered.

8. The Self-Assessment, including the Program Improvement Plan, will be presented to the ESC Board of Directors, the Policy Council, and the Partners at regularly scheduled meetings.

9. The Self-Assessment and Program Improvement Plan will be submitted to the Regional Office after it is reviewed and/or approved by the ESC Board of Directors, the Policy Council, and the Partners.

10. The Self-Assessment will be posted on the Region 9 website.

PDM-17

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 10/31/12 Subject: Ongoing Monitoring ESC Board Approval: 10/31/12 Policy: The Region 9 ESC Head Start program will ensure all Head Start Standards and Federal regulations are in compliance and effectively implemented. Regulations: 1304.51(i)(2); 641A Operational Procedures:

1. The Region 9 Head Start program will be monitored by the Head Start Manager/Monitors as well as the Head Start Coordinator. The 3 Manager/Monitors will ensure the effective delivery of service and program compliance by monitoring and completing the checklist for each specific areas:

• Education/Disabilities/Nutrition/Safe Environments/Daily Playground Checklist/Weekly Cleaning Log

• ERSEA/Health/Family and Community Services/Mental Health/Transportation/Parent Involvement

• Fiscal 2. A monitoring schedule will be implemented listing all areas to be monitored, the responsible

Manager/Monitor, and when the monitoring will occur. 3. The monitoring schedule will be reviewed annually and revised as needed. 4. The form, Center Observation: Plan of Action and Timeline for Growth, will be used to monitor all

service areas. The plan for follow-up will be reported on the form. 5. The monitoring form will be completed with all required signatures (depending upon the area

monitored) and distributed to the appropriate staff and supervising administrators. 6. A copy of the report will be filed in the Head Start Coordinator’s office. 7. The Head Start Coordinator will receive ongoing monitoring reports monthly from the

Manager/Monitors. 8. If there are issues and/or concerns, the Manager/Monitor will follow-up according to the date noted

on the form. The Manager/Monitor will address the concerns with the appropriate staff member and/or administrator as needed. The Manager/Monitor will address any issue needing immediate attention with the Head Start Coordinator.

9. Monitoring reports, including unresolved concerns, will be addressed at the monthly meeting of the Head Start Manager/Monitors and Head Start Coordinator.

10. If needed, the Manager/Monitor and the Head Start Coordinator will address the concern with the district superintendent as appropriate.

11. The following ongoing monitoring information is provided monthly to the Region 9 ESC Board of Directors and Policy Council:

• Financial reports • Ongoing monitoring summaries • Reports of meals and snacks provided through the USDA program.

12. The program will use the information from ongoing monitoring, as well as findings from the Self-Assessment for follow-up and correction of any issues and/or concerns.

PDM-18

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Record Keeping ESC Board Approval: 6/29/11 Policy: The program establishes and maintains an effective system that maintains timely, up to date, and accurate information on children, families, staff, and program management and ensures appropriate confidentiality of this information. The program has provisions in place for reconstructing data in the case of catastrophe. Regulations: 1304.51(g); 1304.51(i)(2) Operational Procedures:

1. The program ensures all records, including information on children, families, staff, and program management is timely, up to date, and accurate.

• Ongoing monitoring of records for each service area by the Region 9 ESC Head Start Managers and Head Start Coordinator ensures the information is timely, up to date, and accurate. If missing, incomplete, or inaccurate data is found, the Manager will report the error on the monitoring form.

• The monitoring form will be completed with all required signatures and distributed to the appropriate people.

• A copy of the report will be filed in the Head Start Coordinator’s office. • If there are issues and/or concerns, the Manager will follow-up according to the date noted on

the form. The Manager will address the concerns with the appropriate staff member and/or administrator as needed. The Manager will address any issue needing immediate attention with the Head Start Coordinator.

• If needed, the Manager and the Head Start Coordinator will address the concern with the district superintendent, as appropriate.

• Records are maintained for each service area. 2. The program safeguards records in the following ways to ensure smooth reconstruction of vital

information after a disaster: • Routine distribution of vital information to various locations:

o The program maintains copies of various documents in more than one location within the Region 9 ESC building. Copies of all documents contain vital information related to the management of the program are in locked, fire-resistant file cabinets found in the Head Start Coordinator’s office and the Region 9 ESC Business Office Head Start Fiscal Manager’s office. Additional copies are kept in various other offices and at the Head Start sites as needed.

o The program stores documents containing vital information in a detached building in a safe room on the grounds of the ESC. Security measures are in place to stop unauthorized entry into the storage area.

• Duplication of vital records: o Records may be duplicated on paper, sent electronically to other facilities, or saved

on encrypted USB keys. o Each grant, along with other documents as requested, is sent electronically to the

Regional Office in Dallas. Copies are kept in locked, fire-resistant file cabinets at the ESC.

PDM-19

• Back-up data recovery process: o Region 9 ESC uses onsite and off-site to restore critical data. The in-house back-up

server is located in the safe room. This server stores databases for the Business Office, where documents containing vital information for Head Start are located.

o Region 9 ESC uses a third-party vendor/company for off-site backup. All Business Office data is sent nightly to the off-site provider.

3. The Region 9 ESC Technology Services Team configures network components that support an authentication protocol to prevent unauthorized access to critical data and avoid help avoid identity theft.

• All computers are placed behind the Region 9 ESC firewall. • Passwords are changed regularly. • Region 9 ESC will not allow anyone to knowingly assume the identity of another user for

any purpose. • Region 9 ESC server rooms remain locked at all times. • A copy of the Region 9 ESC Administrative Procedures Manual, including the

Communications section which pertains to the above mentioned procedures, is available on-line or in a paper document.

PDM-20

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Reporting ESC Board Approval: 6/29/11 Policy: The program establishes and implements reporting systems that are accurate, efficient, and meet required timelines in order to ensure effective planning, the quality and timeliness of program services, and compliance with Federal regulations. Regulations: 1304.51(h)(1); 644(a)(2) Operational Procedures:

1. The Region 9 ESC Head Start Coordinator receives financial and program reports monthly. 2. The Region 9 ESC Head Start Manager/Monitors receive financial and program reports monthly in

their designated service area. 3. The Region 9 ESC Board of Directors and Policy Council receive financial and program reports

monthly. 4. The reports enable the Head Start staff, ESC Board of Directors and Policy Council members to

monitor program quality and compliance, assist in planning and decision making, and keep track of program goals.

PDM-21

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 10/31/12 Subject: Communication with ESC Board and ESC Board Approval: 10/31/12 Policy Council Policy: The program maintains a system of ongoing communication that promotes effective sharing of information with all stakeholders, including staff, parents, community members, Policy Council, ESC Board of Directors and others as appropriate. Regulations: 1304.51(d)(1); 1304.51(d)(2); 1304.51(d)(3); 1304.51(d)(4) Operational Procedures:

1. The following information is provided, and feedback received, regularly to the Region 9 ESC Board of Directors and Policy Council:

• Monthly financial statements, including credit card statements • Monthly program information summaries, including ongoing monitoring • Program enrollment reports, including attendance • Monthly reports of meals and snacks provided through the USDA program • Financial audit • Annual Self-Assessment, including findings related to such assessment • Community-wide strategic planning and needs assessment (Community Assessment),

including updates • Communication and guidance from the Secretary • Annual Program Information Reports (PIR)

2. The following information is provided, and feedback received, monthly to the Region 9 ESC Board of Directors and Policy Council:

• Financial reports • Ongoing monitoring summaries • Reports of meals and snacks provided through the USDA program.

3. The Region 9 ESC Head Start Coordinator and Region 9 ESC Head Start staff delivers pertinent information from all services areas, including policy and operational changes, to the ESC Board of Directors and Policy Council as appropriate and in a timely manner.

4. A Liaison from the Policy Council to the ESC Board of Directors delivers pertinent information from the Policy Council to the Board and from the Board to the Policy Council.

5. Policy Council representatives deliver pertinent information to the Parent Committees. 6. Information is delivered, and feedback received in an ongoing manner, to the ESC Board of

Directors and Policy Council in a manner which includes, but is not limited to the following: • ESC Board of Directors and Policy Council handbooks • Region 9 ESC and Region 9 ESC Head Start website • Minutes from meetings on the Region 9 ESC Head Start website • Ongoing updates and communication from the Office of Head Start • Letters, email, telephone, faxes, and face-to-face meetings • Newsletters • Calendars

PDM-22

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Communication with Staff ESC Board Approval: 6/29/11 Policy: The program maintains a system of ongoing communication that promotes effective sharing of information with all stakeholders, including staff, parents, community members, Policy Council, ESC Board of Directors and others as appropriate. Regulations: 1304.51(d)(1); 1304.51(d)(2); 1304.51(d)(3); 1304.51(d)(4); Operational Procedures:

1. Communication with Region 9 ESC Head Start staff: • The Region 9 ESC Head Start Coordinator and the Region 9 ESC Head Start

Manager/Monitors will communicate pertinent information from each of the service areas to the Region 9 ESC Head Start staff in a timely manner.

• Information is delivered to staff from the Region 9 ESC Head Start Coordinator in a manner which includes, but is not limited to the following:

o Monthly meetings with Region 9 ESC Head Start Manager/Monitors o Monthly meetings with Region 9 ESC Head Start Staff o Partners’ meetings o Onsite district staff meetings o Region 9 ESC and Region 9 ESC Head Start website o Minutes from meetings on the Region 9 ESC Head Start website o Calendars o Email, telephone, faxes, and face-to-face meetings o Newsletters

2. Communication with district Head Start staff, including administrators: • The Region 9 ESC Head Start Coordinator and Region 9 ESC Head Start staff will

communicate pertinent information from each of the service areas, including policy and/or operational changes, to the district Head Start staff in a timely manner.

• Information is delivered to staff from the Region 9 ESC Head Start Coordinator and Region 9 ESC Head Start staff in a manner which includes, but is not limited to the following:

o Staff handbooks o Partners’ meetings o Onsite district staff meetings to discuss needs and concerns o Region 9 ESC and Region 9 ESC Head Start website o Minutes from meetings on the Region 9 ESC Head Start website o Calendars o Email, telephone, faxes, and face-to-face meetings o Newsletters

• The district Head Start staff communicate children and family needs through such sources as: o In-House referral form o Child Plus o Parent/Staff contact form o Family Partnership Agreement and Needs Assessment

PDM-23

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Communication with Families ESC Board Approval: 6/29/11 Policy: The program maintains a system of ongoing communication that promotes effective sharing of information with all stakeholders, including staff, parents, community members, Policy Council, ESC Board of Directors and others as appropriate. Regulations: 1304.51(e); 1304.51(c)(1); 1304.51(c)(2); Operational Procedures:

1. District Head Start staff, including classroom staff, Family Service Workers, and Mental Health Coordinators, will deliver pertinent information from each service area, including policy and/or operational changes, to families in a timely manner. The Region 9 ESC Head Start staff will assist in the delivery of information as needed.

2. District Head Start staff, as well as Region 9 ESC Head Start staff, will document communication with parents.

3. Information will be provided to families in the parents’ primary or preferred language. 4. Information is delivered to families both verbally and in print as appropriate. Information is

distributed to families including but not limited to the following ways: • Parent Handbooks • Newsletters • District and Region 9 ESC Head Start websites • Flyers, handouts, memos • Calendars • Bulletin boards • Minutes from various meetings posted on the Region 9 ESC Head Start website • Parent Committee meetings • Letters, email, telephone, face-to-face meetings • Home visits and parent conferences where staff and families can discuss needs and concerns

PDM-24

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Communication between Staff and ESC Board Approval: 6/29/11

Community Partners Policy: The program maintains a system of ongoing communication that promotes effective sharing of information with all stakeholders, including staff, parents, community members, Policy Council, ESC Board of Directors and others as appropriate. Regulations: 1304.51(b) Operational Procedures:

1. District Head Start staff will deliver pertinent information to community partners in a timely manner. The Region 9 ESC Head Start staff will assist in the delivery of information as needed.

2. District Head Start staff will ensure Community Partnership Agreements are signed and updated annually.

3. Information is delivered to the community partners in a manner which includes, but is not limited to the following:

o Region 9 ESC and Region 9 ESC Head Start website o Minutes from meetings on the Region 9 ESC Head Start website o Letters, email, telephone, faxes, and face-to-face meetings o Newsletters o Calendars

4. Head Start staff serve on boards, committees, and advisory groups of community agencies as appropriate.

5. Community partners are represented on the Policy Council and Health Services Advisory Council.

PDM-25

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 4/16/15 Subject: Employing Region 9 Head Start Personnel ESC Board Approval: 4/29/15 Policy: The Region 9 Head Start program will establish and maintain an organizational structure that supports the delegate agency's accomplishment of program goals. The structure will address the major and minor functions and responsibilities assigned to each job category. Related Regulations: 1304.52 Operational Procedures:

1. An organizational flow chart will be maintained to visualize the program structure. 2. Job descriptions are written and updated as needed to reflect the major and minor job responsibilities

and qualifications. 3. Positions are posted on the Region 9 ESC website and advertised as required. 4. All staff will have the necessary skills, knowledge and experience to perform their assigned job

responsibilities. 5. Hiring process will go accordingly:

a. Review applications b. Interview qualified candidates (teacher and paraprofessional must have certification/CDA by

9/30/2013) c. Verify references and determine lone finalist d. Obtain Criminal History Record Information (CHRI) prior to employment e. Conduct fingerprinting (clearance received) f. Head Start Policy Council approves new employees, re-hires, reassignments, resignations,

and retirements g. Designate hire/employment date: date to report h. Obtain physical/TB test and sign standards of conduct within 45 days of classroom start date i. Region 9 Board reviews new-employees, re-hires, reassignments, resignations, and

retirements (approves key personnel) j. Upon hire, staff will be trained on the specifics included in the Standards of Conduct,

including Active Supervision process. k. Staff will be trained on the Incident Report Form to be completed and sent the Region 9 ESC

Head Start Coordinator within 24 hours on an incident occurring. l. Staff will be informed that there may be disciplinary action taken if Standards of Conduct are

violated. 6. A parent/Policy Council representative is part of the interview/hiring panel whenever possible. 7. The Region 9 ESC Head Start Coordinator provides information for the applicant and hiring panel as

appropriate. 8. The Personnel Office will inform applicants of the agency's decision. 9. All new Head Start paid staff will have (TB) test and an initial physical exam. These staff members

will complete a TB screener annually. A physical exam will be completed annually only if required by a physician.

PDM-26

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 4/16/15 Subject: Employing District Head Start Personnel ESC Board Approval: 4/29/15 Policy: Districts will ensure that a Policy Council representative from their site or a member of the Parent Committee is involved in the recruitment, interviewing and hiring of new staff members for the Region 9 Head Start program. This process also involves hiring transfers or retirees. The district will bring any staff changes before the Policy Council to be approved at the first scheduled meeting of the new school year or anytime during the year staff changes occur. The Executive Committee may be convened during the summer months to conduct business for the Policy Council. Related Regulations: 1304.52; 1304.50 Appendix A Operational Procedures: Employing Personnel at Head Start Sites:

1. An organizational flow chart will be maintained to visualize the chain of command. 2. Head Start sites will advertise for available positions according to approved local policies and

procedures. 3. Job descriptions are written and updated as needed to reflect the major and minor job responsibilities

and qualifications. 4. All staff will have the necessary skills, knowledge and experience to perform assigned job

responsibilities. 5. Hiring process will go accordingly:

a. Review applications b. Interview qualified candidates (teacher and paraprofessional must have certification/CDA by

9/30/2013) c. Verify references and determine lone finalist d. Obtain Criminal History Record Information (CHRI) prior to employment e. Conduct fingerprinting (clearance received) f. Head Start Policy Council approves new employees, re-hires, reassignments, resignations,

and retirements g. Designate hire/employment date: date to report h. Obtain physical/TB test and sign standards of conduct within 45 days of classroom start date i. Region 9 Board reviews new-employees, re-hires, reassignments, resignations, and

retirements (approves key personnel) j. Upon hire, staff will be trained on the specifics included in the Standards of Conduct,

including Active Supervision process. k. Staff will be trained on the Incident Report Form to be completed and sent the Region 9 ESC

Head Start Coordinator within 24 hours on an incident occurring. l. Staff will be informed that there may be disciplinary action taken if Standards of Conduct are

violated. 6. A parent/Policy Council representative is part of the interview/hiring team whenever possible.

PDM-27

7. All new Head Start paid staff will have (TB) test and an initial physical exam. These staff members will complete a TB screener annually. A physical exam will be completed annually only if required by a physician.

8. Training and staff development for new teachers will be provided by the Region 9 ESC Head Start staff on the Head Start program and requirements.

9. Head Start employees are subject to the same employee performance appraisals as other district staff.

10. Current and former Head Start parents will receive preference for employment vacancies for which they are qualified.

Annual Process for Rehiring Personnel at Head Start Sites: 1. The local school district Superintendent, or designee, initiates a signed “Head Start Personnel

Report” (herein known as Report) regarding the hiring status of each Head Start employee. 2. A Policy Council/Parent Committee representative reviews the Report and signs denoting approval.

(If a concern is expressed by the representative, the Superintendent, or designee, will meet with the representative to address concerns reported and ensure resolution is reached. At that time, the Report is signed by the Policy Council/Parent Committee representative.)

3. The Report is submitted by the Superintendent/designee to the Region 9 Head Start Coordinator. 4. The Head Start Coordinator solicits the approval of the Report by the Policy Council based on the

data in the signed report. 5. The Region 9 Head Start Coordinator and the Region 9 Executive Director submit the Report for

each local school district for review by the Region 9 ESC Board of Directors. 6. The Region 9 ESC Board of Directors reviews the recommendations based on the input of all

parties. 7. The Region 9 ESC Board President signs the Report, contingent upon subsequent approval by the

local school district boards. 8. The local school district board approves the Report in the months traditionally designated by each

local school district for teachers and support personnel when possible. 9. Staff will be trained annually on the specifics included in the Standards of Conduct, including Active

Supervision process. 10. Staff will be trained annually on the Incident Report Form to be completed and sent the Region 9

ESC Head Start Coordinator within 24 hours on an incident occurring. 11. Staff will be informed that there may be disciplinary action taken if Standards of Conduct are

violated.

PDM-28

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Staff Training/Staff Development ESC Board Approval: 6/29/11 Policy: Region 9 Head Start teachers will complete 15 hours of staff development annually. Regulations: 1306.23; 648A (5) Operational Procedures:

1. The Region 9 Head Start Staff will select topics for staff development. The Region 9 ESC Head Start Education Manager, along with input from the Region 9 Head Start Staff, will choose professional development opportunities based on information gathered from a variety of sources, including:

a. Head Start Performance Standards, b. Ongoing monitoring findings, c. CLASS observation data, d. Child outcomes assessment data, e. Areas of growth on the employee’s performance evaluation, f. Professional Development Plans, and g. Self-Assessment.

2. Documentation of training will be kept in the staff folder.

PDM-29

PROGRAM DESIGN and MANAGEMENT Policy Council Approval: 4/16/15 Subject: New Staff Orientation and Training ESC Board Approval: 4/29/15 Policy: All new Region 9 Head Start teachers will participate in new staff orientation and training. Regulations: 1306.52 (k) (1); 1306.23 Operational Procedures: New staff training will be offered at Region ESC before the beginning of each school year or during the year as needed.

1. Training will include, but will not be limited, to the following: a. Mission, goals, and overview of the Head Start Performance Standards. b. Required documentation, such as:

• TB test • Physical Exam • Résumé or application • Standards of Conduct statement • Disability statement • Criminal History Record Information (CHRI) statement • CPR and First Aid verification • Food Handlers permit if required by the county • Personal Development Plan, 15 hours of staff development documented

c. Detecting and reporting child abuse and neglect d. Disability services and requirements e. Transition procedures f. Confidentiality g. Blood Borne Pathogens h. Standards of Conduct, including Active Supervision/Incident Report Form i. Program documentation reports j. Program-required assessments

2. Training documentation will be kept in staff folders.

PDM-30

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Child Development Associate (CDA) ESC Board Approval: 6/29/11 Policy: All Head Start classroom paraprofessionals will obtain the Child Development (CDA) credential by September, 2013, in order to remain employed in Head Start and remain compliant with Federal regulations. Regulations: 1306.21; Section 648A Operational Procedures:

1. The Region 9 ESC Head Start staff and district Head Start staff will assist paraprofessionals in locating resources designed to acquire the CDA.

2. It is the responsibility of the CDA candidate to complete all coursework and documentation as required for credentialing.

3. The Council for Professional Recognition will assess the candidate and either award or deny the CDA.

4. The candidate will submit a copy of the credential to the district HR department and a copy to the Region 9 ESC Head Start Coordinator.

5. If the CDA credential is denied, the employee will work with the district administrator to determine if the candidate will reassess or end employment in the district Head Start program.

PDM-31

PROGRAM DESIGN AND MANAGEMENT Policy Council Approval: 5/12/11 Subject: Parent and Volunteer Orientation ESC Board Approval: 6/29/11 Policy: The program will provide parent committees and volunteers an orientation to Head Start. Regulations: 1304.52(k)(1); 1306.23 Operational Procedures:

1. The district Head Start staff will conduct and orientation to Head Start in each district. 2. The Region 9 ESC Head Start staff will assist as needed.

PDM-32

PROGRAM DESIGN and MANAGEMENT Policy Council Approval: 5/12/11 Subject: Child Abuse Identification and Reporting Training ESC Board Approval: 6/29/11 Policy: All Region 9 Head Start Staff will receive Child Abuse Identification and Reporting Training annually. Regulations: 1304.22 (a) (5); 1304.52 (k) (3) (i) (ii) Operational Procedures:

1. Information will be provided on the following topics: a. Identification of child abuse and neglect b. Reporting procedures for suspected cases of child abuse and neglect c. Current state laws regarding child abuse and neglect d. Using a helpful rather than punitive attitude toward abusing or neglecting parents or other

caregivers. 2. Training documentation will be filed in the staff’s folder.

PDM-33

PROGRAM DESIGN and MANAGEMENT Policy Council Approval: 5/12/11 Subject: Confidentiality ESC Board Approval: 6/29/11 Policy: Confidentiality of information must be maintained to protect Head Start children and families. All correspondence, discussions, staffing and records are to remain confidential. The Head Start staff should have access to any records of families with whom they are working. Related Regulations: 1304.51 (g) Operational Procedures:

1. Records pertaining to children and families must be stored under lock and key and kept away from public access to prevent unauthorized review.

2. Information about a child (other than directory information) may not be shared with other agencies or service providers without specific consent of the parent. Parental consent will be obtained on the Release of Information form. These forms will be kept on file at each site.

3. Before signing the Release of Information form, parents will be made aware of the type of information requested.

4. Telephone requests for information are not acceptable unless the parent has previously authorized the release of this information.

5. Information collected by others and forwarded to the Head Start staff with parental consent will become part of the child’s records.

6. Parents have a right to see all information in their child’s file at any time.

PDM-34

PROGRAM DESIGN and MANAGEMENT Policy Council Approval: 5/12/11 Subject: Fees ESC Board Approval: 6/29/11 Policy: The Region 9 Head Start program will not charge fees for participation in the program. Under no circumstances will the program solicit, encourage, or in any other way condition a child’s enrollment or participation in the program upon payment of a fee. Related Regulations: 1305.9; 1306.32 (e) Operational Procedures:

1. The Region 9 Head Start program will not establish a fee schedule or otherwise provide for the charging of fees for participation in the program.

PDM-35

PROGRAM DESIGN and MANAGEMENT Policy Council Approval: 4/16/15 Subject: Violation of Standards of Conduct ESC Board Approval: 4/29/15 Policy: All staff, consultants and volunteers must abide by the Head Start Standards of Conduct. Regulations: 1304.52 (h) (2) (3) Operational Procedures:

1. Staff, consultants, and volunteers will be provided a copy of the Standards of Conduct at the beginning of each school year.

2. Staff, consultants, and volunteers will sign the Standards of Conduct at the beginning of each school year. The signed form will be retained at the district site.

3. All staff, consultants, and volunteers must abide by the Standards of Conduct. 4. All staff, consultants, and volunteers must abide by the Active Supervision steps in the Standards of

Conduct. 5. When a person receives knowledge of an alleged violation, that information will be shared with the

campus site manager and/or administrator. 6. The site manager and/or administrator will investigate the alleged violation. 7. A violation of the Standards of Conduct will be subject to disciplinary action up to and including

termination of services. 8. All violations of the Standards of Conduct will be reported to the Region 9 Head Start Coordinator. 9. Region 9 Head Start Coordinator will report the violation to the Region 9 Executive Director and

determine appropriate course of action.

PDM-36

PROGRAM DESIGN and MANAGEMENT Policy Council Approval: 10/31/12 Subject: Classroom Staffing and Home Visitors ESC Board Approval: 10/31/12 Policy: When a majority of children speak the same language, at least one classroom staff member or home visitor interacting regularly with the children must speak their language. Regulations: 1304.52 (g) (2) Operational Procedures:

1. As classroom rosters are established, the language of the child will be taken into consideration to ensure appropriate classroom placement and to promote optimal language development and social interaction of all Head Start children.

2. The Head Start Coordinator or his/her designee will monitor this data on a monthly basis through Child Plus to ensure appropriate ratios are maintained.

3. Interpretation will be used, as appropriate, to promote optimal communication with the parents and to promote an increase in parent involvement.