Dycd Program Quality Monitoring Tool

DYCD PROGRAM QUALITY MONITORING TOOL Indicator Definitions

Program Information [complete prior to visit]

COMPASS Elementary & DYCD Program Area Contract Number Unique DYCD-assigned ID Middle School number associated with the program

The name of the director Executive Director Program Director Name The name of the executive Name responsible for overseeing director of the organization day-to-day operations of the operating the program program Provider/Agency Name The community-based or nonprofit organization/agency operating the program (e.g. PAL) Administrative Address The administrative address of the organization or agency operating the program Program/Site Name The name of the site/program (e.g. @ I.S. 125) Program/Site Address The address where program is located Program Director Telephone Office: Cell: Program Director Email Primary email address used by the director Program Facility Type  School  NYCHA  Parks  CBO  Other

Population Served Population intended to be served, per the DYCD contract (e.g., grade levels, ages, etc.) Contract Option  Option 1  Option 2  Option 3  N/A

Annual Contract Funding Amount of funding in DYCD contract DYCD Program Manager Name of DYCD program manager conducting visit

Date of Last Visit ______Date of This Visit ______

Dates of Program Visits Rating at Last Visit ______Time of Arrival ______

WIP/CAP in place ______Time of Departure ______

 Full Visit Visit #:______ Met with school administrator or other school  Announced  Partial Visit representative (specify)  Unannounced ______ Special Event

COMPASS Elementary and Middle School PQMT 2014 1 Administrative Requirements A quality program meets administrative and documentation requirements. Meets Indicator Definition Expectations  Yes  No 1. Program workscope is submitted Program has submitted a workscope that has been approved by on time and approved DYCD.  Inc.  N/A

 Yes 2. Program budget is submitted on Program has submitted a budget and/or budget modifications within  No the required timeframe that have been approved by DYCD. time and approved  Inc.  N/A  Yes 3. Program reports are submitted on Program has submitted all required reports to DYCD by date specified  No in contract. time  Inc.  N/A  Yes Program has provided accurate  No 4. DYCD has correct contact information for the program. and up-to-date contact information  Inc.  N/A  Yes Required information is accurately entered into the MIS (e.g., DYCD Program enters data into DYCD 5. Online, Capricorn, YETS, PBMFR) within the timeframe established by  No MIS systems on time and DYCD. This may include, but is not limited to: activity schedules, staff Inc. accurately information, and parent consent for evaluation.   N/A 6. Program meets licensing  Yes Program meets current certification or licensing requirements (e.g., requirements after-school program has a current SACC license for programs serving  No (License type:______groups of 7 or more children under the age of 13; residential programs Inc. License #: ______have NYS OCFS certification for Crisis Shelter of TIL).  Exp. Date:______)  N/A  Yes Program has a staff handbook that 7. Program has developed and uses an employee handbook to clarify  No clarifies internal policies and program expectations for staff. procedures  Inc.  N/A  Yes All incident reports are documented, easily accessible, and reported Program maintains a record of  No 8. as required. Appropriate follow-up with mental health professionals is incident reports documented if indicated.  Inc.  N/A  Yes 9. Program maintains a log of There is an accurate and complete log of required fire and safety drills  No for the program facility. required fire/safety drills  Inc.  N/A Program has accurate and complete files with supporting documents 10. Program maintains complete  Yes participant files including, as on participants, as required by the DYCD contract. Documents should appropriate: registration forms,  No medical records, consent forms, be clear, legible, and signed, if appropriate, and kept in a secure assessments, case management location.  Inc. files  N/A 11. Program maintains complete staff Program has accurate and complete staff files, including, but not  Yes limited to: timesheets, fingerprint clearance, medical forms, resume, personnel files, including, as  No appropriate: fingerprint records SCR clearance, job description, training hours, and timesheets. and other clearances, resumes Documents should be clear, legible, and signed, if appropriate, and  Inc. kept in a secure location. (staff & volunteers), evaluations  N/A  Yes Program maintains a written 12. Program has written documentation about facility use on file, which  No agreement and/or lease agreement may include a Memorandum of Understanding or a School Partnership between the provider/program and Memorandum with the host facility and/or a certificate of occupancy.  Inc. the host facility (e.g., MOU, SPM)  N/A # of Contracted Participants # of Enrolled (or Validated) # of Participants Present at ROP or ADA (or Service Level) Participants Visit The Rate of Participation or The number of participants the The number of participants The number of participants at Average Daily Attendance, as program is contracted with enrolled in the program, the program on the day of the calculated by the DYCD DYCD to serve. according to the MIS system or visit. program unit. other enrollment records. YTD Average Utilization # Projected Outcomes # of Outcomes Achieved The number of participants the program The number of outcomes the program is The actual number of outcomes the has served to date during the current seeking to achieve. program achieved. calendar year. Overall Rating for Administrative Requirements Excellent Good Fair Poor Unsatisfactory      Narrative

Safety and Facility A quality program provides a safe, healthy, and nurturing environment for all participants. Indicator Definition Meets

COMPASS Elementary and Middle School PQMT 2014 3 Expectations  Yes  No Program is accessible by public 1. Program can be safely reached by city bus or subway. transportation  Partial  N/A

 Yes The resources and space available are appropriate and sufficient for  No 2. Space and resources are suitable the activities and services offered. This includes retreat spaces, when for the activities and services needed; visual reminders of program procedures and expectations;  Partial and telephone and internet connection.  N/A

 Yes  No The program space is well-lit, safe, and clean. There are no hazards Facility is safe and clean 3. and the space is well-maintained.  Partial  N/A

 Yes Program has a plan for emergencies. All staff is aware of procedures  No for emergencies. If required under the DYCD contract, security is There is adequate security 4. present at the program at all times and security personnel enforce  Partial appropriate standards (e.g., checking IDs).  N/A

At a minimum, after-school programs operating 3 or more hours in a  Yes 5. Program provides healthy, day provide a healthy snack for participants; programs operating 4 or  No nutritious snacks/meals. more hours provide a healthy meal to participants. Program provides Specify meals healthy snacks and, if appropriate, healthy meals, and meet  Partial provided:______regulatory requirements including posting of menus and healthy kitchen standards.  N/A

 Yes  No 6. Facility has a posted evacuation Evacuation plans in case of fire or other emergencies are posted and plan visible to building occupants and visitors.  Partial  N/A

 Yes  No 7. Entry signage directs to program Program has a visible sign that directs visitors to security or other location(s) appropriate program areas.  Partial  N/A

 Yes  No 8. Program emergency and exits are Exit doors, including fire exits, are unobstructed, unlocked, and accessible and clearly marked marked in a way that is visible to staff, participants, and caregivers.  Partial  N/A

All facilities used by program staff and participants adhere to the 9. Facilities used by program are ADA-  Yes compliant requirements of the Americans with Disabilities Act.  No  Partial  N/A

 Yes  No 10. Mandated signs are posted in the All signs mandated for posting under federal, state, and city law are required languages posted in the required languages.  Partial  N/A

 Yes Arrival and dismissal procedures are efficient, organized and safe.  No 11. The program has effective arrival Program implements procedures consistently. Participants are aware  Partial and dismissal procedures of arrival and dismissal procedures.  N/A

 Yes 12. Staff are knowledgeable about Staff know and comply with safety and health requirements, are  No safety/emergency requirements and aware of program policies and emergency procedures, and report are prepared to respond to crises concerns such as child abuse, domestic violence and bullying. Staff  Partial and traumatic events employ trauma-informed practices (See Documentation).  N/A

Overall Rating for Safety and Facility Excellent Good Fair Poor Unsatisfactory      Narrative

COMPASS Elementary and Middle School PQMT 2014 5 Leadership and Management Practices A quality program hires, trains, and supervises staff who meet the needs of participants. Meets Indicator Definition Expectations  Yes All management staff are qualified to hire, train and supervise  No 1. Program has qualified and effective program staff. There are appropriate numbers of supervisors on site  Partial management staff on site to maintain effective program operations and support program staff.  N/A

 Yes Program receives sufficient 2. Program has adequate administrative support from the provider  No administrative support and organization to track participant attendance at appropriate  Partial direction from administration of level/frequency and maintain files CBO  N/A

 Yes 3. Program receives sufficient Program has adequate programmatic support from the provider  No programmatic support and direction organization to offer high-quality program services aligned with  Partial from administration of CBO program goals and budget.  N/A

 Yes Program employs specialized staff with the required skills to meet the Program has appropriate  No 4. needs of program participants. All specialized staff maintain the specialized staff, as required (e.g. required certifications and/or licensures to perform their duties as  Partial social worker, education specialist) assigned.  N/A

 Yes 5. Program staffing patterns are Program has established procedures for staffing that allow for  No flexible to mobilize support for additional staff to easily and efficiently mobilize to meet needs of  Partial participants when needed participants at any point in time.  N/A

 Yes  No 6. Program has required staff-to- The ratio of program staff to participants at the program site meets participant ratio licensing requirements.  Partial  N/A

 Yes Program has adequate staffing, which meets DYCD’s requirements  No 7. Program recruits and hires qualified in place to serve participants at the beginning of the program. This staff on time includes hiring staff that reflect the diversity of the community and/or  Partial population served.  N/A

Program employs staff who demonstrates commitment to their role 8. Program retains effective staff to  Yes provide stable and continuous for an extended period of time. Program has a low rate of staff service turnover. Staffing model is conscious of number of staff with whom  No participants interact and works to build and maintain relationships  Partial between staff and participants.  N/A

 Yes Program holds regularly scheduled 9. Program staff meets on a regular basis to discuss program activities,  No meetings with staff to discuss participant needs, and participants’ progress towards desired  Partial goals, data and performance, outcomes. challenges, and participant needs  N/A

Program has established procedures to evaluate staff on their abilities to perform the required duties of their jobs. Program offers  Yes regular staff development aligned with the DYCD core competencies, Program has processes in place to 10. including training on creating welcoming and inclusive programs. This  No supervise, evaluate and coach staff, may include, but is not limited to: staff development embedded in the  Partial and to provide professional program, DYCD-sponsored trainings, other workshops, and/or staff development development offered through the provider organization. Program staff  N/A receive professional development that is current and pertinent to their roles.

11. Program has a plan in place for  Yes continuous quality assessment and Program has established a process for reviewing, assessing and  No improvement (e.g., process for improving quality in an ongoing way that includes quality assurance gathering feedback from for all aspects of the program, including content, staffing, and  Partial stakeholders, systems for regularly addressing participants’ needs. N/A reviewing data)  Overall Rating for Leadership and Management Practices Excellent Good Fair Poor Unsatisfactory      Narrative

COMPASS Elementary and Middle School PQMT 2014 7 Partnerships & Relationships A quality program effectively engages with partners, including parents/caregivers, schools, and community institutions. A quality program models and nurtures positive relationships among staff and participants. Meets Indicator Definition Expectations  Yes Program staff maintain regular communication with DYCD staff and  No 1. Program is responsive to and provide information as requested by DYCD. Program staff comply  Partial cooperative with DYCD with all requirements set forth in contract with DYCD.  N/A

 Yes 2. Program recruits the target Program has developed and successfully implemented a plan to  No population, including hard-to- recruit participants from the target population. Program publicizes  Partial reach participants services provided and conducts outreach to community.  N/A

 Yes Program meets goals for engagement and retention of target  No 3. Program effectively engages, and population. Program offers a variety of activities and services that  Partial retains participants engage participants and keep them on track to achieve desired goals.  N/A

 Yes 4. If located in a school, the program and school have regularly Program has established a collaborative relationship with the principal  No scheduled meetings to ensure joint and other school personnel and they work together towards meeting  Partial planning, program evaluation and participants' needs and maintain the quality of the program. continuous improvement.  N/A

5. Program is represented on school leadership teams or planning  Yes committees and, together with the  No school has established Program works effectively with required partners, and other planning expectations about academic committees in the school.  Partial support and learning enrichment alignment, behavior expectations,  N/A and student outreach and recruitment

 Yes Program is welcoming to family members and makes family members 6. Program is family-friendly and aware of opportunities for involvement, including volunteering and  No provides opportunities for family providing feedback. Program provides services to family members to  Partial involvement ease involvement, such as on-site childcare, providing meals, and holding important meetings at times that families can attend.  N/A

Staff set consistent limits and clear standards that are appropriate to 7. Staff manage groups effectively  Yes the age of participants and to the activity. Staff use effective  No strategies for supporting youth with behavioral challenges. If it is necessary to discipline, staff do so in a firm manner, without  Partial unnecessary accusations, threats, or anger.  N/A

Staff actively engage participants, make participants feel physically Staff create an inclusive,  Yes 8. and emotionally safe, identify and respond to factors that give rise to welcoming, and respectful feelings of exclusion, and interact constructively with participants and  No environment that embraces others to support learning and defuse conflict. Policies and procedures  Partial diversity and all participants, (e.g., establish guidelines against bullying and discrimination. Staff are youth with disabilities, LGBTQ trained to be sensitive and supportive of lesbian, gay, bisexual,  N/A participants) transgender, and questioning (LGBTQ) youth and issues.

Staff provide adequate and appropriate services to each participant  Yes 9. Staff address and accommodate based on their individual needs. This includes individual service plans, the diverse needs of participants, and making appropriate testing accommodations for youth with  No including supporting individuals disabilities according to ADA guidelines. Staff adapt and tailor  Partial with learning, emotional, physical, curriculum when necessary to reach participants with unique needs. or behavioral challenges Staff at all levels communicate with one another to ensure that  N/A participant needs are being met.

 Yes

Staff model positive behaviors,  No 10. Staff demonstrate positive interactions with each other and with such as professionalism and team participants  Partial work  N/A

11. Program has positive and  Yes collaborative partnerships to Program has identified areas in which strategic partnerships with  No achieve desired goals (e.g. outside organizations and/or people can help the program to achieve volunteers, educational and its goals. Program has developed, maintained and nurtured  Partial cultural institutions, additional relationships with these organizations and/or people. N/A support services) 

 Yes Staff convey with competence and sensitivity the key elements of Staff promote responsible  No 12. health issues, foster responsible decision-making, and understand and decision-making among all respond to the needs of participants to develop positive identities and  Partial participants feelings of self-efficacy.  N/A

 Yes 13. Staff encourage participants to develop and maintain positive Staff observe participant interactions with others. Staff discourage  No relationships and social networks, unhealthy relationships and create opportunities to discuss and  Partial as appropriate, with family, peers, encourage healthy relationships and partners  N/A

 Yes 14. Participants are respected and Staff look at participants when they speak and acknowledge what they  No their voice in the program is have said by responding and/or reacting verbally or nonverbally. They  Partial encouraged use praise, encouragement, and constructive guidance.  N/A

COMPASS Elementary and Middle School PQMT 2014 9  Yes Participant interactions with staff are generally comfortable, respectful,  No 15. Participants have a good rapport and friendly. For example, they smile at staff, laugh with them, and/or  Partial with staff share good-natured jokes.  N/A

Participants are relaxed in their interactions with each other. They  Yes appear to enjoy one another’s company. Participants refrain from causing disruptions that interfere with others accomplishing their own  No 16. Participants are friendly and tasks. When working together, they consider one another’s  Partial relaxed with one another viewpoints. They refrain from derogatory comments or actions about an individual person and the work s/he is doing; if disagreements  N/A occur, they are handled constructively.

Overall Rating for Partnerships and Relationships Excellent Good Fair Poor Unsatisfactory      Narrative Program Design A quality program that supports the growth and development of all participants. Indicator Definition Rating The activities and services provided by the 1. Activities and services are aligned program are clearly related to the goals and E G F P U N/O N/A with program goals and intended outcomes intended for each participant. outcomes Activities and services are organized and/or        sequenced in a logical fashion. E G F P U N/O N/A The activities and services provided by the Activities and services are 2. program are designed to align with research-       grounded in positive youth based principles for positive youth and family development principles development. 

Program staff are trained in how to plan and E G F P U N/O N/A 3. Activities and services are deliver effective lessons. Program uses grounded in effective curricula and structured plans and curricula to guide       lesson plans and are well activities. If an activity takes place over several organized sessions, the connection from one session to  the next is clear. E G F P U N/O N/A 4. Activities and services support participants’ physical, social, The menu of activities and services offered       emotional, educational growth and support participants’ holistic growth. development 

Program provides differentiated activities and E G F P U N/O N/A services to participants based on participant Activities and services are 5. age, maturity level, skill level, and readiness.       appropriate for participant age and As participants develop and hone skills, they skill level advance to a higher level activity as  appropriate. The objectives and goals for activities and E G F P U N/O N/A 6. Activities and services encourage services are defined. Activities and services participants to achieve skill are structured and sequenced to develop       mastery and continually improve participants along the spectrum of skill and grow mastery. Program has developed definitions  and metrics for various levels of skill mastery. Participants are regularly engaged in activities that help them to build skills by applying them. E G F P U N/O N/A 7. Activities and services engage Program staff engage the attention of       participants in active learning, participants and ask questions to gauge including hands-on, inquiry-based, understanding of the subject. Participants are  or project-based opportunities given the opportunity to pursue topics and tasks of interest to them. 8. Participants’ needs, goals, and Program staff monitor and assess participant E G F P U N/O N/A progress are assessed regularly needs, goals and progress on a regular basis. and inform program design Activities and services are tailored to needs of COMPASS Elementary and Middle School PQMT 2014 11       participants and are continually evaluated for fit with needs of target population. 

E G F P U N/O N/A Program staff model positive leadership Program staff create opportunities 9. principles and skills. Program staff identify       for participants to learn leadership participants’ strengths and help participants skills and take on leadership roles. build on these strengths. 

Program staff develop and nurture appropriate relationships with participants that enable them to understand personal circumstances E G F P U N/O N/A 10. Staff approach to working with while maintaining professionalism. Program       participants is individual/family- staff remind participants of their strengths and centered, strength-based, and coach participants to build on their strengths  outcome-driven rather than focus on weaknesses. Program staff work with participants to identify personal goals and monitor progress towards goals. Overall Rating for Program Design Excellent Good Fair Poor Unsatisfactory      Narrative Program Content A quality program provides activities and services aligned with (its goals) the OST program model and meets the contract requirements Indicator Definition Rating

Program offers activities designed to assist participants with completing their homework, which may include one-on-one assistance or E G F P U N/O N/A 1. Provides homework help working with small groups. Program staff        monitor participants if they are working on their own to complete homework.

Program offers activities designed to build academic skills and behaviors, which may 2. Provides academic enrichment include one-on-one or small group tutoring,. E G F P U N/O N/A activities Program activities are differentiated to meet        participant needs depending on academic ability.

Program offers activities designed to build literacy skills, which may include arts-related E G F P U N/O N/A 3. Provides literacy activities and/or sports and recreation activities that are        literacy-based. Program offers enrichment activities to support E G F P U N/O N/A 4. Provides STEM activities learning in science, technology, and math.       

Program offers activities related to developing E G F P U N/O N/A 5. Provides arts-related activities interest and skills in areas such as drama, art, music, and dance.        Program offers organized activities related to E G F P U N/O N/A 6. Provides organized sports activities developing interest and skills in sports and physical fitness.        Program offers recreational activities, which E G F P U N/O N/A 7. Provides recreation activities may include indoor and outdoor games.        Program offers activities related to community Provides community 8. engagement, including service learning, E G F P U N/O N/A engagement/service learning community awareness, and/or participation in        activities community service. Participants have meaningful responsibility for directing, mentoring or assisting one another 9. Provides leadership development to achieve an outcome; they lead some part of E G F P U N/O N/A opportunities the activity by organizing a task or a whole        activity, or by leading a group of youth within the activity

COMPASS Elementary and Middle School PQMT 2014 13 Program offers enrichment activities designed to enhance academic skills, critical thinking and problem-solving, including tutoring, Provides assistance in the E G F P U N/O N/A 10. homework help, and/or academic enrichment; transition to high school OR program assists participants in accessing        academic supports such as school resources and transportation. Trips to colleges are arranged for participants as needed or desired. Assistance with college Provides assistance in accessing 11. and financial aid applications and college E G F P U N/O N/A college and college readiness entrance exams is available. Support groups        services are offered for youth making the transition to college. Program provides opportunities for participants to increase their understanding and/or have 12. Offers activities or workshops that discussions about manhood/womanhood E G F P U N/O N/A address gender and social roles and/or masculinity/femininity (e.g., Men’s        Group, Daddies Group, Boys Group, Women’s Group, Mommies Group, or Girls Group). Program provides instruction in mental and physical health and nutrition-related issues, including instruction on substance abuse, E G F P U N/O N/A 13. Provides health/nutrition instruction physical fitness, chronic illnesses, pre/postnatal care, emotional well-being,        prevention of HIV/AIDS, STDs and how to deal with other health concerns. Program offers counseling sessions with licensed professionals to individuals and 14. Provides individual / family families. Program may offer one-time or E G F P U N/O N/A counseling ongoing treatment. Counselors assess and        document participant needs, and refer to other services or agencies as necessary. Program provides activities, services, or workshops related to improving social and 15. Provides activities, services, or emotional skills. This includes activities, E G F P U N/O N/A workshops related to improving services, or workshops designed to foster social and emotional skills positive identity formation, pro-social        behaviors, personal responsibility, and respect for diversity. Overall Rating for Program Content Excellent Good Fair Poor Unsatisfactory      Narrative SITE VISIT SUMMARY Overall Rating for the Quality of this Program

Excellent = Exemplary; model for other programs Good = Good; program shows consistent implementation of quality Fair = Adequate; program demonstrates quality, but inconsistently Poor = Improvement needed; program has limited implementation of quality Unsatisfactory = Needs substantial work; quality is not present Excellent Good Fair Poor Unsatisfactory      Narrative: Explanation of Rating and Recommendations

Narrative: Highlight Special Events and/or Success Stories

COMPASS Elementary and Middle School PQMT 2014 15 Technical Assistance and Action Plans

Technical Assistance. A rating of “no,” “poor,” or “unsatisfactory” on any indicator typically suggests a need for technical assistance. It is DYCD’s expectation that assistance will also be provided when on-site directors specifically ask for it.

Work Improvement Plan. A Work Improvement Plan is required if a program receives a “poor” or “unsatisfactory” overall rating for any section of the Program Quality Monitoring Tool.

Corrective Action Plan. A Corrective Action Plan is required when (a) the program receives an overall rating of “poor” or “unsatisfactory” on the Program Quality Monitoring Tool, or when (b) technical assistance and the Work Improvement Plan did not improve the area(s) in which improvement was needed. Already Yes No Explanation in Place

Is Technical Assistance required?   

Is a Work Improvement Plan required?   

Is a Corrective Action Plan required?   

DYCD Program Manager Signature Date

DYCD Supervisor Signature Date