SDUSD, NHA/ Head Start Association, QPI Education and Social Service Timelines 2015-2016 School Year

PLEASE ENSURE THE TEACHER’S NAME AND THE SITE ARE ON ALL DOCUMENTATION SUBMITTED TO THE CENTRAL OFFICE Items in BLUE are for teachers in the QPI Program Items in PURPLE are for teachers in the PKFL Program

Only items listed in RED font, blue font for QPI, purple font for PKFL are to be submitted as follows:

For CDC – Submit to your Center Administrator (C.A. will determine site due date) who will make an appointment with Program Manager. Center Administrator is responsible for ensuring all documentation has been completed and submitted.

For SPK – Send by scanning and emailing to [email protected] (directions for submitting documents are on the last page).

QPI Teachers – Submit QPI documents to the QPI Administrative Aide, Vivian Blanco, [email protected] unless indicated otherwise. Due Date Educational Item Health & Social Service Item (responsibility of classroom teacher) (responsibility of TFSS or FSS) Prior to the start  Parent Orientation 8/17/15–9/4/15 - Family Engagement Home Visits of school  Distribute Parent Needs and Interest completed by SPK and CDC staff. Surveys Parent Orientations – All Social Service staff should  Staff/Classroom Assignment and meet with teachers to discuss agenda items prior to Schedule (ensure that staffing ratios are orientation day. maintained according to licensing regulations)  Distribute QPI Parent Consent Forms Immediately  Teachers and assistants begin anecdotal Health & Social Service Due dates are based upon Upon Enrollment observations and collection of documentation SDUSD Start Date of 9/8/2015 Sept. 8, 2015  All children’s files must be complete T/FSS must cross reference the attendance (SDUSD with all required forms with exception of Sign In/Out sheet) to PROMIS using the PROMIS pending physicals Class/Caseload Participant List. Notify Supervisor of  Community Care Licensing from 9040 discrepancies via email immediately.  Copy of Community Care Licensing form Types of Discrepancies: no shows, attendees not listed 9040 indicating which children have no on PROMIS; attendees listed on wrong classroom Physicals SPK teachers and center participant list etc. administrators are to ensure physicals are Immunization Records are due. T/FSS must input data completed for each child before Oct. 8 and into PROMIS by 9/11/15. All children entering should within 30 days of enrollment for new children have current immunizations or a Personal Beliefs exempt  Community Care Licensing form 500 form.  Community Care Licensing form 610  New CA law states that children can no longer be  Classroom Daily Schedule considered exempt from immunizations after Jan.1, 2016.  Staff Emergency Contact Sheet for teachers and assistants *Social Service staff must follow-up with teachers on physicals, immunizations and dentals received on first  Ensure substitute binder is current and lesson plans are posted day. Physical Reminder: T/FSS must give 2nd reminders for complete physicals to parents of children still missing a physical.

Sept. 9, 2015 Classroom and Work schedules, including teacher break times, are to be submitted to Supervisors. Work

CB:vb 9-1-15 schedules are to be posted and given to site administrators and teachers. Sept. 11, 2015 Heights and Weights must be completed on all children.

Sept. 18, 2015  QPI Parent Consent Forms roster due to Vivian Blanco, [email protected]  All assistants in the QPI stipend program must submit transcripts and verification of any degree conferred indicating the type of degree and date. Send to [email protected]. Sept. 30, 2015  Field Trip Request  Pedestrian Lesson Plans  Sept. Parent Meeting Agenda and Sign-in Sheet (Parent Orientation in Aug. would fulfill this requirement)  FSS/TFSS and teachers collaboration meeting agenda and sign-in sheet (Head Start collaboration classrooms/centers)  QPI teachers submit picture of E-tag on back of iPad to [email protected]. Oct./Nov. PLC  PD Plan due 2 weeks following the fall PLC 30 Day Physical Due Date 10/7/15 in which teacher participated. This does not SDUSD parents should have submitted a physical exam. apply to teachers in the QPI Program. *Physical exams MUST be current and have TB exposure documented or current TB test results. Remember that any abnormal findings or physician recommendations should be followed-up on. Oct. 9, 2015  Parent Orientation Sign-in Sheets  T/FSS, teachers and CAs (if applicable) should work  Parent Interest and Needs Tally together to comprise the Parent Involvement and  Parent Involvement and Education Plan Education Plan (Parent meeting Schedule and Topics)  Kathy Richardson Math Assessment Form  Parent Interest and Needs Surveys and Tally sheets (FALL) should be filed in the Parent Meeting Binders  Playground Safety Lesson Checklist  QPI Teachers and Assistants participating in the Stipend program must submit a SAMS Report for 9/8/15 through 10/8/15 Oct. 16, 2015  ASQs completed for all children in the QPI 45 day deadline: 10/22/15 Program and updated in Pinwheel at least  ASQ-3 (new and QPI ) QPI returnees must receive. each month *Children with an IEP DO NOT need an ASQ-3  ASQ results shared with parent(s) screening completed. *Non QPI Returnees are to receive  ECERS-R Score Sheet an ASQ-3 screening if they have no screening in the  ECERS-R Profile Worksheet Portfolio or documented in PROMIS for the previous  ECERS-R Summary of Findings year.  ASQ-SE (All children except children with an IEP that contains Social /Emotional goals.)  Form 6 Nutrition (completed on Home Visit) All 45 day health items should be complete ( hearing, vision, height, weight) Oct. 30, 2015  DRDP Booklets 60 day deadline: 11/6/15 DRDP must be completed within 60 calendar days for children who enroll after Sept. 8  Nov. 6 - 1st DRDP 2015 Child Detailed Report must be  DRDP entered into DRDP-Tech filed in the child’s Portfolio {subject to change}  Oct. Parent Meeting Agenda and Sign-in Sheet  FSS/TFSS and teachers collaboration meeting agenda and sign-in sheets (Head Start collaboration classrooms/centers)  QPI Pathway Objectives entered into Pinwheel  QPI Parent Education trainings requested in CB:vb 9-1-15 Pinwheel Nov. 13, 2015  SPK teachers submit instructional orders according to Protocol for Ordering Supplies Nov. 23, 2015  Lesson Plans for week of Nov. 16 DRDP Results from Child Care Analytics given to  ASQ and ASQ-SE information SDUSD updated in Pinwheel Dec. 4, 2015  Child’s Developmental Progress Forms 12/4/15 Expected Completion of 90 day items (signed by parent/guardian)  Developmental Profile Summary of Actual 90 day deadline: 12/6/15 Findings  IFPAs  Record of Parent-Teacher Conference  Dental Exams  Second Step Lesson Completion  Blood Count (Hgb.OR Hct ) Record  Lead  Nov/Dec. Parent Meeting Agenda and Sign-  Blood Pressure in Sheet  Child Health Summary FSS/TFSS and teachers collaboration meeting agenda and sign-in sheets (Head Start collaboration classrooms/centers). Dec. 10, 2015 1st Parent Teacher Conference All follow-up to ASQs should be completed and documented on the ASQ Screening Results Reviews. *T/FSS should have Kindergarten registration info available for parents during PTC conferences. Some registrations begin as early as February. Dec. 11, 2015  All QPI teachers and assistants participating in the stipend program must submit a typed W-9 form to the YMCA. Dec. 18, 2015  ASQ and ASQ-SE information updated in Pinwheel  Dec. Parent Meeting Agenda and Sign- in Sheet  FSS/TFSS and teachers collaboration meeting agenda and sign-in sheets (Head Start collaboration classrooms/centers).

Jan. 8, 2016  QPI Teachers and Assistants participating in the Stipend program must submit a SAMS Report for 10/9/15 through 1/7/16 Jan. 22, 2016  SPK teachers ensure that ESA has entered orders for custodial, office, instructional, and health and safety supplies Jan. 30, 2016  Jan. Parent Meeting Agenda and Sign-in Sheet  FSS/TFSS and teachers collaboration meeting agenda and sign-in sheets (Head Start collaboration classrooms/centers).  Classroom Daily Schedule  QPI Pathway goals entered into Pinwheel for Director, Site Administrator, Teachers, and Assistants  ASQ and ASQ-SE information updated in Pinwheel  QPI Teachers and Asst. in the stipend program must have completed at least 2 QPI approved PD events Feb. 26, 2016  Feb. Parent Meeting Agenda and Sign-in Sheet  FSS/TFSS and teachers collaboration CB:vb 9-1-15 meeting agenda and sign-in sheets (Head Start collaboration classrooms/centers).  ASQ and ASQ-SE information updated in Pinwheel March 1, 2016 2nd Heights and Weights  All updated measurements must be placed on the Supplemental Health data form. March 11, 2016  QPI Health & Safety Checklist  Choose one of these:  QPI Physical Activity Self-Assessment  QPI Outdoor Play & Learning March 14, 2016  Kathy Richardson Math Assessment Form (SPRING)  DRDP Simplified Version Rating Record and entered into DRDP-Tech March 18, 2016  2nd DRDP 2015 Child Detailed Report must be filed in the child’s Portfolio {subject to change} March 21, 2016  2nd Home Visit Due (Must file completed forms in child’s portfolio)  NHA School Readiness Parent Surveys Due March 25, 2016  Mar. Parent Meeting Agenda and Sign- In Sheet  FSS/TFSS and teachers collaboration meeting agenda and sign-in sheets (Head Start collaboration classrooms/centers).  Head Start Staff Survey (Head Start collaboration SPK and CDC classrooms only)  ASQ and ASQ-SE information updated in Pinwheel  QPI teachers have ensured that 80% of their parents have attended at least 1 QPI approved parent workshop April. 15, 2016 • QPI Teachers and Assistants participating in  DRDP data from Child Care Analytics is the Stipend program must submit a SAMS available to Report for 1/8/16 through 4/7/16 SDUSD April 29, 2016  Apr. Parent Meeting Agenda and Sign- Both Traditional and Year Round sites will host parent in Sheet (for Traditional. SPK and CDCs) meetings in April after Spring Break and HS Layoff.  FSS/TFSS and teachers collaboration meeting agenda and sign-in sheets (Head Start collaboration classrooms/centers * HS Traditional staff are on layoff until 4/19/16  Classroom Daily Schedule  ASQ and ASQ-SE information updated *HS Year Round staff are on layoff until 4/20/16 in Pinwheel  All QPI requirements must be completed and entered into Pinwheel May 13, 2016  Parent Surveys completed and 2nd FPA Strengths and Needs Assessment submitted for CDE, Head Start, and QPI Programs (parents complete only one survey)  Lesson Plans for week of May 2 May 20, 2016  Teacher Prof. Dev. Plan Follow-up Section completed. Does not apply to QPI Teachers. May 26, 2015 3rd DRDP 2015 Assessments Due *All information should be entered into DRDP Tech. Child Detailed Report must be filed in the child’s Portfolio {subject to change} May 27, 2016  May Parent Meeting Agenda and Sign-in FSS/TFSS work with CDC Center Administrator or sheet SPK teacher(s) to plan a parent meeting with child’s CB:vb 9-1-15  FSS/TFSS and teachers collaboration teacher, site principal and kinder teachers which meeting agenda and sign-in sheets (Head includes resources for transitioning, kinder prep info. Start collaboration classrooms/centers) and expectations.  Kindergarten Transition Activity for Children  PKFL Record of Family Literacy Activities  ASQ and ASQ-SE information updated in Pinwheel  QPI Teachers and Assistants participating in the Stipend program must submit a SAMS Report for 4/8/16 through 5/26/16 June 3, 2016  Child’s Developmental Progress Forms (signed by parent/guardian)  Record of Parent-Teacher Conference  Second Step Lesson Completion Record  Classroom Daily Schedule  Complete a new ITERS/ECERS for any subscale below a 5. If score is still below a 5 a corrective action plan will be submitted  Complete Follow-Up column for: 1. ITERS/ECERS Summary of Findings 2. Developmental Profile Summary of Findings June 9, 2015 2nd Parent Teacher Conferences Due  All Child Developmental Progress forms should be filed in Child’s Portfolio and dates entered into PROMIS.

INSTRUCTIONS FOR SUBMITTING DOCUMENTS

1. Scan the original document and send(e-mail) to yourself 2. Open the document in your e-mail, rename the document, and save onto your computer according to samples below 3. Send an e-mail with the saved and renamed document attached to [email protected] and label the document as directed 4. In the subject line of the e-mail enter the name of the document 5. Copy yourself on this e-mail so you have a record of it having been sent 6. If you receive an error message that the mailbox is full re-send it the following day

Examples: Site-Teacher’s Last Name-Name of Document-Date Audubon-Diego-Clsrm Assign Sched-82815 Euclid-Gonzalez-CCL 9040-90815 Horton-German-CCL 500-90915

DOCUMENTS SENT AND NOT TITLED AS DIRECTED WILL NOT BE ACCEPTED

CB:vb 9-1-15