2014 Head Start Program Governance

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  • Remind the group that there are 10 management systems in Head Start, and Program Governance is one of them. Explain that this slide visualizes one of our favorite descriptions of Head Start: Head Start and Early Head Start services as they are supported by systems, which in turn ensure high-quality services; and those high-quality services lead to positive outcomes for children and families.
  • While the PC roles and responsibilities differ from the governing body, policy council members are expected to actively support Head Start program governance.

    The policy council is the key conduit for supporting parent engagement in Head Start governance

    The policy council is also active in self-assessment

    As seen from the review of the Venn diagram, the policy council is also responsible for reviewing reports that are also shared with the governing body – so they must understand what is being presented and the implications to a program’s operation
  • Say to participants, “As you may recall from the 2012 Program Governance Findings, most of the findings were due to the Conduct of Responsibilities for the governing board and Policy Council. These responsibilities focus on the information that must be shared and used by governing bodies and Policy Councils according to Sec. 642 (d)(2)(A-I). You’ll want to work collaboratively with these groups to determine the kinds of reports they produce and when and how the reports are shared—all to ensure that the right reports are being provided at the right time in the right manner.
  • Say to participants, “Reporting requirements that have been included in the Act are Sec 644(a)(2) which reads (see slide). Although in the Act it is not called out as an ANNUAL report. It is described in a way that lends itself to an annual report and it is identified as a compliance measure in the FY2013 Monitoring Protocol: The program publishes and makes available to the public an annual report that contains … and is supported by Federal Regulation Sec 644(a)(2) of the ACT

    In terms of reporting requirements from the 2007 Act (Sec. 642(c)(1)(E)(iv)(IV)), the governing body is responsible for establishing procedures for accessing and collecting information. We will refer to this again as we talk about ways of making your program governance stronger.
  • 2014 Head Start Program Governance

    1. 1. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Head Start ~ Early Head Start Program Governance
    2. 2. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Agenda Head Start Structure Grantee Board of Trustee/Directors Staff Policy Council 2
    3. 3. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Learning Objectives  Participants will understand The origins of Head Start Program Governance The composition of the governance structure The roles and responsibilities as outlined in the 2007 Head Start Act and how the three governance entities work collaboratively
    4. 4. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Participant Outcomes  Strengthen your understanding of the roles and responsibilities of the  governing board  management staff  policy groups  Recognize the structures and systems that must exist  Assess how relationships among  governing board  management staff  policy groups are formed and sustained
    5. 5. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Head Start: A Historical Perspective Image retrieved from: http://www.drewboswell.com/what-can-sesame-street-and-mr-rogers-
    6. 6. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text
    7. 7. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Head Start  Head Start (HS) is a federally-funded program that helps children up to five years old prepare for school  Early Head Start provides services to pregnant mothers infants and toddlers.
    8. 8. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Head Start Programs  Can be based in several different place  Centers or schools that children attend  Family child care homes  Home-based programs, where a staff person visits to provide services to the child and family
    9. 9. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Head Start Programs  Support children in five key areas:  Language and the ability to read  General knowledge and understanding  Physical development and health  Social and emotional development  Methods for learning
    10. 10. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Head Start Supports Families  In these ways:  Well-being & positive parent-child relationships  Life-long educating & learning  Managing change  Connecting to other families & the greater community  Sharing the value of Head Start and developing program leaders
    11. 11. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Structure Policy Council Policy Committee Parent Committee Parent Committee Delegate Agency
    12. 12. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Performance Standards  The desire to create a great Head Start program and a strong team to lead it.  Are only part of what is needed to make the program a success.  Title 45 CFR Part 1304 establishes requirements.  The complete standards are available at ttp://eclkc.ohs.acf.hhs.gov.
    13. 13. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Program Governance Fiscal Management ERSEA Child and Family Outcomes Self- Assessment Human Resources Child and Family Outcomes Communication Record- keeping & Reporting Facilities, Materials & Equipment Planning Ongoing Monitoring
    14. 14. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Governing Body/Tribal Council Assumes Legal and Fiscal Responsibility for Head Start and the Safeguarding of Federal Funds Policy Council Assumes Responsibility for Head Start Program Direction Management Staff Assumes Operating Responsibility for Head Start Day-to-Day Functions *Reports that are generated and used by management, then shared and used by policy council and governing body: •HHS secretary communication •Financial statements •Program information •Enrollment •USDA •Financial audit •Self-assessment •Strategic plan •PIR
    15. 15. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Head Start/Early Head Start Program Governance • The Head Start Act of 2007 describes the composition and roles and responsibilities of Head Start/Early Head Start agency governing bodies with regard to program design, planning, monitoring, and oversight • The Act, in conjunction with the Head Start Program Performance Standards, describes performance expectations regarding program management • This is Head Start governance.
    16. 16. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Governing Board “The definition of a board is an organized group of people w/authority collectively to control and foster a head start agency that is administered by a qualified executive and staff.”
    17. 17. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Governing Board  A Licensed Attorney  An accountant with expertise in financial management  An expert in early childhood education and development  Other members that support the values of head start
    18. 18. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Governing Body Reminders Governing bodies are responsible for compliance with Head Start program requirements. • Be active in decisions affecting Head Start/Early Head Start programs to ensure continual compliance • Review all federal monitoring review reports and audit reports and be actively involved in full correction of any monitoring and audit findings • Be actively involved in the annual self-assessment of Head Start/Early Head Start programs
    19. 19. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Staff The Head Start staff promotes family partnerships that make the program successful.
    20. 20. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Staff  The Head Start staff includes Program Directors Program Managers Educators and staff  Staff contributes to successful partnerships Managing & carry out the mission Help to develop the goals & services of the program Drive family partnerships Collaborate and build a strong team 
    21. 21. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Policy Council  The Policy Council is responsible for assisting the Parent Committee recruits volunteer services & parents, community residents & organizations works in partnership with key management staff and the Governing Board to operate the Head Start program
    22. 22. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Policy Council Reminders • The Policy Council is a unique aspect of Head Start program governance; it supports active parent engagement in the program design of the Head Start program • Policy Council should be actively involved in the annual Self-Assessment of Head Start/Early Head Start program • Policy council members to have enough time to digest and make decisions on the information in reports
    23. 23. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text 7 Planning ~ What 4 General Procedures ~ How 3 Human Resource Management ~ Who 1 Operation responsibility Sharing the leadership and decision-making of a Head Start program, is required by the Head Start Program Performance Standards
    24. 24. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Sharing  Integrating Governing Body and Policy Group Membership Open communication and access to information are important ingredients of shared decision-making Enhance communication between the groups by having at least one representative from the governing body serve on the policy group and at least one representative from the policy group serve on the governing body
    25. 25. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Head Start Governance Responsibilities Governing Body/Tribal Council Assumes Legal and Fiscal Responsibility for Head Start and the Safeguarding of Federal Funds Adopt practices to ensure active, independent, and informed governance: • Governing body by-laws • Impasse policies • Procedures for accessing and collecting information • Written standards of conduct including conflicts of interest and complaints • Procedures for selecting policy council members • Advisory committees Policy Council Assumes Responsibility for Head Start Program Direction Management Staff Assumes Operating Responsibility for Head Start Day-to-Day Functions *Reports that are generated and used by management, then shared and used by policy council and governing body: •HHS secretary communication •Financial statements •Program information •Enrollment •USDA •Financial audit •Self-assessment •Strategic plan •PIR
    26. 26. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Head Start Governance Responsibilities Governing Body/Tribal Council Assumes Legal and Fiscal Responsibility for Head Start and the Safeguarding of Federal Funds Adopt practices to ensure active, independent, and informed governance: • Governing body by-laws • Impasse policies • Procedures for accessing and collecting information • Written standards of conduct including conflicts of interest and complaints • Procedures for selecting policy council members • Advisory committees Select: • Delegate agencies and the service areas for such agencies Establish: • Procedures and criteria for recruitment, selection and enrollment Review and Approve: • Major policies and procedures including self- assessment; financial audit, and personnel policies • All funding applications and amendments • Progress on implementing HS grant including corrective actions • Major expenditures • Operating budget • Selection of auditor • Actions to correct audit findings • Monitoring findings and follow-up activities • Annual, monthly, and periodic reports* Policy Council Assumes Responsibility for Head Start Program Direction Approve and submit to the governing body decisions regarding: • Activities for parent involvement/engagement • Program recruitment, selection and enrollment priorities • Funding applications/amendments • Budget planning incl. reimbursement and participation in policy council activities • Policy council bylaws • Head Start program personnel policies including criteria for employment and dismissal of program staff • Policy council election procedures • Recommendations on delegates/service areas • Annual, monthly, and periodic reports* Management Staff Assumes Operating Responsibility for Head Start Day-to-Day Functions Take action: • Implement policies • Develop procedures • Provide T/TA to governing body and policy council • Supervise staff • Monitor compliance • Generate and use annual, monthly, and periodic reports* • Share reports with policy council and governing body* Take Action: • Hire/terminate Head Start Director and other lead staff *Reports that are generated and used by management, then shared and used by policy council and governing body: •HHS secretary communication •Financial statements •Program information •Enrollment •USDA •Financial audit •Self-assessment •Strategic plan •PIR Provide Leadership and Strategic Direction: • Focus on self- assessment • Develop, plan, and evaluate the Head Start program Provide Legal Oversight: • Ensure compliance with Federal laws and state, tribal and local laws
    27. 27. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Information that Must be Shared and Used by Governing Bodies and Policy Councils Sec. 642 (d)(2)(A-I) • Monthly financial statements, including credit card expenditures • Monthly program information summaries • Program enrollment reports, including attendance reports for children whose care is partially subsidized by another public agency • Monthly reports of meals and snacks provided through programs of the Department of Agriculture • The financial audit • The annual self-assessment, including any findings related to such assessment • The communitywide strategic planning and needs assessment of the Head Start agency, including any applicable updates • Communication and guidance from the Secretary • Program information reports
    28. 28. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Reporting Requirements in the 2007 Act • Sec 644(a)(2) Each Head Start agency shall make available to the public a report disclosing specific program and financial information… • Sec 642(c)(1)(E)(iv)(IV) - Governing body shall be responsible for other activities, including establishing procedures and guidelines for accessing and collecting information described in subsection (d)(2)
    29. 29. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text http://eclkc.ohs.acf.hhs.gov/h slc/tta-system/operations
    30. 30. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Extend Your Knowledge  Governance Readiness Tool  Governance , Leadership, and Oversight Capacity Screener  Governance System Builder Tools (in development)  Governance e-Learning Skill Building Modules (in development)  Governance Certification Tool (in development)
    31. 31. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Successful  Important documents that should be provided to the governing body: Head Start Performance Standards Policy Council By-Laws Policy Council Roster Memorandum of Understanding (MOU)
    32. 32. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Successful  All members should be trained on: Performance Standards Program Governance Parliamentary Procedures Leadership Skills Head Start Philosophy Self Assessment
    33. 33. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Final Thoughts  Relationship of the 3 entities  Responsibilities of the 3 entities  Current and upcoming governance tools  What were your aha moments?  How will your newly acquired knowledge impact your daily practices?  Any questions?
    34. 34. Program Head Start Structure Grantee Board Policy Staff Perform Sharing Team Behaviors DRS Success Closing Link Text Link Text Contact Me The Gravely Group (614) 901-3369 www.gravelygroup.com The Gravely Group Mel J. Gravely, Consultant mel@thegravelygroup.com

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