CYFD Contract Compliance Tool

2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date: PROGRESS MADE / RECOMMENDATIONS - FY10 MONITORING REPORTCLASSROOM OBSERVATION(S) / BEST PRACTICES/ RECOMMENDATIONS1 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date: PRIORITY GOALS Ensure staff has portfolios reflecting the Notes: domains of the Early Outcomes to share with parents and that child observation is an on-going process across the year. Describe how Administrators will provide all necessary paperwork in a timely manner and will provide oversight for this process.Refine and improve lesson planning based Notes: upon the Early Learning Outcomes as targets, observations of children, knowledge of developmentally appropriate practices, and a rich play-based environment. Describe how Administrator/Coordinator reviews and provides support for the planning process.Review and use your child outcome Notes: assessment information from 2010-2011. (New programs: please use statewide data provided.) Describe how Administrator/Coordinator provides this information and supports staff in using it for planning.2 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date: Various strategies are used to communicate Notes: with parents. Parents are encouraged and supported in actively participating in their child’s education beyond field trips and classroom celebrations.Ensure that all PreK classrooms establish a process of continuous quality improvement using a variety of self-assessment tools including environmental rating scales. NM PreK programs should work toward scoring at least a 5 on subscales of the ECERS-R and ECERS-E.Self-Review: ____yes ____no Conducted by: ______3 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date: Unmet ECERS-R and/or ECERS-E Items Measures taken in order to meet these items: from fall 2011 self-review Item_____ Score______Item_____ Score______Item_____ Score______CONTRACTUAL ITEMS4 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date: Scope of Work Component Documented Progress Provide PreK services for a minimum of 450 hours of classroom-based services plus at least ______number of days x _____hours = ______instructional hours 90 hours to include:  One home visit conducted early in the contract year: Date(s): ______ At least three parent conferences that coincide with the child assessment cycle: Date(s): ______ At least two opportunities for parent group meetings: Date(s) / Type of meeting(s): ______ Professional development, training, transition, or other program-related activities: Date(s) / Type of training(s): ______Implement classroom-based services designed using the observation, documentation, and EA attended required training: _____yes _____ no planning cycle described in the CD ROM and Which training? ______two (2) required trainings. Teacher attended required training: _____yes _____no Which training? ______Comply with all participation and data reporting requirements for the : Fall 23 checklist completed and submitted: _____yes ______no  Child observation, documentation and planning cycle Portfolio Collections Completed: ______yes ______no Number of Incompletes: ______ Exclusive use of the New Mexico PreK Observational Assessment Tools Spring 23 checklist completed and submitted: _____yes _____no 5 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date:  NM PreK lesson plan form Portfolio Collections Completed: ______yes ______no Number of Incompletes: ______Program is using an alternative / additional assessment: _____yes ______no Notes:Program is using the NM PreK lesson plan form: ______yes ______noNotes:Fully participate in the NM PreK Consultant Notes: program, including release time for consultation with the assigned NM PreK Consultant, to ensure implementation of the NM PreK Observational Assessment tools and planning cycle. Prioritize the enrollment of children who would # of Children enrolled: _____ # of Children new to an ECE program: ______not otherwise have the opportunity to attend a quality early care and education program (Head Plan to enroll fully: Start, 4 STAR, accredited early care and education program or public school Method/s used to prioritize enrollment of children without access to high quality programs while prekindergarten). PreK program must prioritize the enrollment of children who: ensuring equal access to services for children in the identified target communities:  Are not already participating in a high quality early childhood care and education program  Would not otherwise have the opportunity to participate in a high quality early childhood care and education program Copy of a completed E.3 form from the RFP: ______yes ______no  Are not being funded for early care and education (PreK) services during the specified Notes: NM PreK program hours with another funding source6 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date:  Will attend kindergarten in an elementary school designated as Title I and with a relatively high percentage of third grade students not meeting proficiency in math and reading Provide reports in a format designated by the October Administrative Program Report Received: ___ yes ____no On time: ____yes ___no Office of Child Development no later than the  NM PreK lesson plan submitted: _____yes ______no 15th of October, 15th of February, and the final report at the end of the contract period (June February Administrative Program Report Received: ___ yes ____no On time: ____yes ___no 30th). The first report will contain a current lesson plan using the required NM PreK lesson plan form. Final Administrative Program Report Received: ___ yes ____no On time: ____yes ___noEstablish administrative systems of supervision Personnel responsible for administration and management of PreK Program: and oversight to ensure:  Describe how program complies with the contract scope of work, the assurances and alignment with the NM PreK Program Standards and the NM PreK Early Learning Guidelines and NM PreK Observational Assessment tools and planning cycleEach staff member has a current professional development plan in place with specific professional goals and timelines no later than October 1, 2011: ______yes ______noTeachers and/or assistants not meeting staff qualifications in the NM PreK Program Standards take at least 6 hours of college credit annually toward meeting the standard and include work toward meeting these requirements in their professional development plan. *Contractors with multiple Sites/Classrooms, please add additional Sites/Teachers/Education Assistants information as needed for all staff.Site:______Teacher Name:______ Teacher has BA degree: ____yes _____no Major: ______ Teacher has licensure: _____yes _____no Type: ______7 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date:  Meeting 6 credit hour requirements: ______yes ______no Plan to meet the requirements: ______Ed Asst Name:______ Ed Asst has AA degree: ____yes ____no  Meeting 6 credit hour requirements: ______yes ______no Plan to meet the requirements: ______Submit invoices on a monthly basis to the REIMBURSEMENTS SUBMITTED FY12: Children, youth and Families Department Date / PV# Amount % of Budget Budget Balance expendedEnroll only children who have reached their fourth (4th) birthday on or before 12:01 am Fully enrolled by November 1st: ______yes ______no September 1, 2011 and are not age-eligible for kindergarten. Number of Children: ______For CYFD, your program is fully enrolled by Changes made to contract:______November 1st or your contract will be amended, as necessary, to reflect significant changes from projected enrollment.8 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date: Assurances - Documented ProgressEnsure that each teacher and teacher assistant is provided his/her copy of the NM PreK Program Standards prior to the first day of program services. ____yes ____no Notes: Ensure that programs receiving payments for PreK children, from any source, for services delivered during non-PreK hours and /or to supplement PreK funds during PreK hours are documented on a monthly basis. ____yes ____no Notes:Ensure that PreK funds are used to supplement and expand existing resources and are not used to take the place of or supplant any funding that is being utilized. ____yes ____no Notes:Ensure that the PreK portion of the day must be designated with total costs allocated proportionally. ____yes ____no Notes:Ensure that all classrooms provide inclusive settings for children with developmental delays and disabilities based on federal IDEA rules and regulations using cost allocation methods in collaboration with the local educational authority (LEA) special education department to fund these students. ____yes ____no Notes:Ensure that PreK funds are not be used for any religious, sectarian or denominational purposes, instruction or materials. ____yes ____no Notes:Ensure confidentiality of participant data by providing a secure filing system. ____yes ____no Ensure that current data is maintained on the NM PreK database by updating information at least twice monthly. ____yes ____no Notes:Ensure that the program and its facilities meet the New Mexico Child Care Licensing Regulations as applicable. ____yes ____no Notes:Ensure that parents are informed of the availability of their local PreK program including how children will be recruited, selected and enrolled through a process that assures equal access to the program and meeting priorities for enrollment during each year of the contract cycle.Notes:9 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date: Ensure that children with special/behavioral needs are not dismissed from the PreK program solely because of their special/behavioral needs without approval. ____yes ____no Notes: Ensure that programs participate in the Child Care Food / School Lunch program and organize their schedule to provide at lease one meal per session meeting USDA requirements. Breakfast provided: _____yes ______no Lunch provided: _____yes _____no Snack provided: ____yes ____no Meal is prepared on site______Meals are provided and transported by:______Ensure that the program has a current written plan to engage parents in appropriate parental involvement activities. The [plan will include how the program will use both the children’s portfolios and the New Mexico Parent Materials (on NM PreK website) to assist parents in supporting their child’s learning. Please refer to the Program Plans Guidance Document on the Administrators tab on the Materials page at www.newmexicoprek.org Parent Engagement Plan submitted: ______yes ______noEnsure that written transition policies and procedures are in place for families of children moving into the program, exiting the program, and /or transitioning into kindergarten. The procedures reflect the diversity and uniqueness of the children and community in which they reside. Transition procedures include a series of transition activities. All programs must submit a Transition plan no later than February 12, 2012. Please refer to the Program Plans Guidance Document on the Administrators tab on the Materials page at www.newmexicoprek.org Ensure that programs refer PreK participants to community health providers able to provide assessments for each child prior to the beginning of PreK or within the first month of attendance.  Current immunizations Completed: ____yes ____no Vision screenings Completed: ____yes ____no  Hearing Screenings Completed: ____yes ____no Dental Screenings Completed: ____yes ____noEnsure that developmental screenings are conducted for each child prior to the 3rd month of attendance. Programs will work for early detection of children at risk for developmental delay. Where possible the dominant language of the child will be used during screening. Appropriate referrals and services are made available to address all identified concerns. All programs must submit an updated IEP Policy and Procedures Plan. Please refer to the Program Plans Guidance Document on the Administrators tab on the Materials page at www.newmexicoprek.org Developmental Screenings Completed: ____yes ____no Number of Referrals made:______Children entering with an IEP :____yes ____no Number of Children for whom Services will or are being provided through an IEP: ______Ensure that the maximum group size and ratios are adhered to at all times. The maximum group size is 20 children. _____yes ______no The teacher-child ratio is 1:10 with one lead teacher and one assistant if the group size is 11 or more: ______yes ______no10 of 11 4/3/2018 2011-2012 CYFD Contract Compliance Tool Monitoring Tool Program Name: Reviewer: Date: Ensure scheduled days of operation are made available to parents. (As evidenced by class schedule, brochure with scheduled times, parent handbook, etc.) Days of operation available monthly: _____yes _____no Yearly: ____yes ____no Daily Schedule: ______yes ______no ______needs work PreK portion of the day highlighted: ______yes ______no Parent Handbook: ______yes ______noServices delivered to children during non-PreK hours are documented, i.e. special education services, counseling, etc. # of children receiving the following services: Subsidy part time ______full time______Notes: Where applicable, all programs must submit a Transportation Plan by September 16, 2011. Please refer to the Program Plans Guidance Document on the Administrators tab on the Materials page at www.newmexicoprek.org Transportation Plan submitted: ______yes ______noMaintain all necessary participant data for evaluating services and program outcomes. Parent Satisfaction Surveys: ____yes ____no Staff Surveys: ____yes _____no Plans of Action for Program Improvement: ____yes ____noNotes: Ensure that required background checks are completed for personnel prior to provision of direct services for eligible PreK children. ____yes ____no Notes:Assure that any services provided by a contractor meet all applicable administrative requirements, including licensure and background checks. ____yes ____no Notes:11 of 11 4/3/2018

CYFD Contract Compliance Tool

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