Federal Review Preparation and Board Member Training

1. Federal Review Preparation and Board Member Training Los Angeles County Office of Education Head Start – State Preschool Division

2. A National Perspective • Accountability • Shared Decision Making • Language and Landscape of State System Building • Congressional Appropriations • Navigating Beyond Head Start to Community Partnerships

3. Accountability Enrollment - 100% Budget Management - allowable and allocable Expending Funds before 3rd Quarter – no last minute spending ARRA Funds – tightly monitored. Must expend all by September 30th

4. Shared Decision Making Parents are the cornerstone of the Head Start program How do you involve parents ? – Policy Committees, Reports, Self Assessment , Refunding, etc. Old fashion discussions – relationship and partnerships

5. Language and Landscape of State System Building Early Learning Advisory Committee (ELAC) Policy Roundtable Re-competition Partnership with Department of Education

6. Navigating Beyond Head Start to Community Partnerships Non federal share Congressional appropriations

7. OVERVIEW OF FEDERAL REVIEW PROCESS

8. Triennial Review • Conducted every three years • Federal Fiscal Year (October – September) • Unannounced or Announced • Collecting data to determine program strengths and weaknesses • Typical Review (1 week) • LACOE will not be a typical review • 2008 – 2 weeks

9. Team Composition • Consultants contracted by Danya International. • Typical 7 member team • Team Leader (Federal or Non-Federal) • Report Coordinator • PDM Reviewer (Program Design and Management Systems and ERSEA) • Fiscal Reviewer • ISR-1 (Integrated Service Reviewer –Mental Health/Disabilities/Family and Community Services) • ISR-2 (Integrated Service Reviewer – Health/Nutrition/Safe Environments/Transportation) • ECD Reviewer (Early Childhood Education)

10. Health Services • Nutritional Services • Safe Environments • Transportation Services • Disabilities Services • Mental Health Services • Family and Community Services (FCS) • Education and Early Childhood Development Services (ECD) • Fiscal Management • Program Design and Management (PDM) • Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA)

11. Key to Understand • Annual Report to the Public (Grantee only) • Specific criteria required per Head Start Act • Board Minutes (pg 147) • Governing Body Roster (pg 148) • Specific background (attorney, fiscal, ECD) • Governing Body By-laws • Organizational Chart - Segregation of duties / fiscal • Code of Conduct (pg. 149)

12. Protocol Questions

13. Program Design & Management Document Review

14. Governing Body Interview

15. What are Reviewers Looking For? • Evidence that the Board is involved in shared decision-making with the Policy Council / Committee regarding the program • Evidence that Board members understand their roles and responsibilities in the oversight of the program • Evidence that the Board has incorporated new requirements of the Reauthorization of the Head Start Act

16. Program Governance and Shared Decision Making Board of Education / Directors Program & Students Head Start Director Policy Council / Committee

17. Governance and Management Responsibilities

18. Oversight of the Head Start ProgramGeneral Concepts • Determine the purpose of the organization • Select and review the performance of the executive director • Ensure effective organizational planning occurs • Resolve community complaints • Assess the performance of the governing body • Determine new services and monitor ongoing programs and services • Act as a Liaison between the organization and the community • Safeguard the organization’s assets • Provide accountability to members

19. Oversight of the Head Start Program“Big Ticket Items” • Fiscal • Detection of fraud, misuse, or falsification of fiscal records • Health • Animals and / or droppings in food preparation areas, facilities, playgrounds • Mold • Unsanitary conditions (staff not washing hands) • Significant medical issues with no follow-up • Safety • No criminal background checks • Imminent danger of electrical shock (bare wire, no plates) • Situations creating the possibility of injury (unsupervised activities) • Observation of corporal punishment, emotional or physical abuse, or humiliation

20. REAUTHORIZATION REQUIREMENTSBoard Composition • Expertise in Fiscal Management or Accounting • Expertise in Early Childhood Education and Development • Licensed attorney familiar with issues that come before the Board • Parents of children who are currently, or were formally enrolled in Head Start programs • Individuals with expertise in education, business administration, or community affairs

21. REAUTHORIZATION REQUIREMENTSConflict of Interest • Having a financial conflict of interest with the Head Start agency • Receiving compensation for serving on the Board or providing services to the Head Start agency • Being employed by the Head Start agency

22. Next Steps: Ideas to Extend Practice • Observe other governing bodies and policy groups • Organize a staff presentation for the governing body • Visit different aspects of the program • Visit the Early Childhood Knowledge and Learning Center • Review protocol questions and review with Board members and staff

23. PROTOCOL QUESTIONS AND DISCUSSION Table Exercise

24. Discussion Guidelines Governing Body Members and Table Group • Select and read out loud one of the Governing Body Member Interview questions • Share your answers Table Recorder • Record the group’s answers