FY07 Integrated Service Reviewer ISR Training

1. FY07 Integrated Service Reviewer (ISR) Training

2. November 2006 Agenda – Moving Forward in ‘07 During this presentation, we will cover the following: The integrated Protocol being launched in FY ’07 The role of the Integrated Service Reviewers (ISRs) in ensuring the success of reviews The types of support you can expect to fulfill your new role

3. November 2006 At the end of this session, you will be able to: See the advantages and features of the ’07 integrated Protocol Understand the centrality of the Integrated Service Reviewers (ISRs) to completing the Protocol Recognize how the role of the ISR is critical to the success of on-site monitoring reviews Learning Objectives

4. ’07 Integrated Protocol

5. November 2006 Goals for FY 2007 Our Goals for FY 2007 Monitoring Reviews: Build on last year’s success in producing high-quality reviews that result in accurate, evidence-based review reports Increase consistency and efficiency across reviews using standardized tools Ensure clear understanding of expectations for all involved in on-site monitoring Establish effective supports and clear delineation of roles and responsibilities for FTLs, RCs, and Reviewers

6. November 2006 Role of the Integrated Protocol The Integrated Protocol is: the Office of Head Start’s (OHS) review agenda an essential part of ensuring consistent and efficient reviews in every region of the country intended to supply a common set of performance indicators providing a ‘roadmap’ through Head Start performance expectations

7. November 2006 What’s in the Integrated Protocol? The Protocol is comprised of ten sections: Health Services (HE) Nutritional Services (NUT) Safe Environments (SE) Disabilities Services (DIS) Mental Health Services (MH) Family and Community Services (FCS) Transportation Services (TS) Education and Early Childhood Education (ECD) Fiscal Management (FIS) Program Design and Management (PDM)

8. November 2006 What’s in the Integrated Protocol? The ten sections of the Protocol: cover all the systems and service areas within a Head Start program include everything that must be covered in every triennial and first year monitoring review.

9. November 2006 Organization of the Protocol Each section of the Protocol—except Transportation and Safe Environments—is organized in the following manner: Introductory Guidance Compliance Questions ‘Ground to Cover’ Prompts Notes—which the software allows to be shared with other Reviewers

10. November 2006 Organization of the Protocol There are two worksheets that support data collection in addition to the Protocol: Classroom/Home Visitor Observation used by the ECD Reviewers Age/Income Eligibility Data Collection used by the Report Coordinators

11. November 2006 Review teams should not use anything other than the Protocol and the 2 worksheets to support data collection.

12. November 2006 NO homegrown checklists NO outside collection sheets NO homegrown protocols

13. November 2006 Introductory Guidance The Introductory Guidance of each section of the Protocol has the same ‘look’ and format.

14. November 2006 Example of Protocol Organization – Introductory Guidance

15. November 2006 Compliance Questions Compliance Questions are the heart of the integrated Protocol.

16. November 2006 Compliance Questions All applicable Compliance Questions require a ‘Yes’ or ‘No’ response. Where Compliance Questions are not applicable, they are indicated by ‘N/A.’ Responses associated with a red flag highlight for the FTL and Reviewer a possible preliminary area of noncompliance.

17. November 2006 Compliance Questions Each Compliance Question is grounded in either: One specific regulation or requirement, or Two or more discrete, related regulations or requirements There should no longer be a need to search for the ‘right’ regulation.

18. November 2006 Compliance Questions . . . ‘Ground to Cover’ Prompts Most Compliance Questions require some level of probing, document review, interview, or observation in order to provide a Yes/No response. These will benefit from the support provided by ‘Ground to Cover’ prompts built into the protocol.

19. November 2006 ‘Ground to Cover’ Prompts ‘Ground to Cover’ Prompts direct reviewers to: What to look for What to listen for Questions to ask Things to consider Documents to review

20. November 2006 ‘Ground to Cover’ Prompts ‘Ground to Cover’ Prompts are intended to guide Reviewers: to gain an understanding of grantee operations in documenting context to support Yes/No responses to Compliance Questions

21. November 2006 Example of Protocol Organization – Compliance Questions with Ground to Cover Prompts

22. November 2006 Notes Field notes from the review are entered into the ‘Notes’ component of the software. This is where the descriptions of all the data collected—through observations, interviews, review of records, etc.—ultimately end up. When ‘Ground to Cover’ Prompts are addressed, the resulting information goes into Notes. The Notes component of the protocol REPLACES the evidence box from ’06.

23. November 2006 Sharing Notes When the review team synchronizes, Notes from one Reviewer will automatically populate in the Notes section of other Reviewers with ‘linked’ Compliance Questions.

24. Integrated Service Reviewers (ISRs)Working Through the Protocol

25. November 2006 Core Review Teams The core review team for most triennial reviews is composed of the following, led by an FTL: Report Coordinator ECD Reviewer Fiscal Reviewer PDM Reviewer Integrated Services Reviewer (Group I) Integrated Services Reviewer (Group II)

26. November 2006 ISR Groupings The Integrated Service Reviewer pool is divided into two groups each responsible for three sections of the Protocol: ISR Group I = Mental Health, Disabilities, and Family and Community Services ISR Group II = Health Services, Nutritional Services, and Safe Environments

27. November 2006 Centrality of ISRs to Integrated Protocol Because of your qualifications, experience, and familiarity with Head Start services, Integrated Service Reviewers are in a unique position to pull key parts of the Integrated Protocol together to complete the picture of grantee performance.

28. November 2006 ISR Group A ISR Group I is responsible for completing the Mental Health, Disabilities, and Family and Community Services sections of the Protocol.

29. November 2006 Mental Health Services The Mental Health Services section of the Protocol is designed to enable OHS to develop a complete picture of grantees’ design and implementation of services that include: securing services of a qualified mental health professional timely identification of needs and support consultation and education to parents and staff about mental health prevention, intervention and wellness.

30. November 2006 Mental Health Services

31. November 2006 Disabilities Services The Disabilities Services section of the Protocol is intended to support the collection of information to fully understand how grantees comply with requirements to ensure that children with disabilities receive all services to which they are entitled under Head Start Performance Standards.

32. November 2006 Disabilities Services

33. November 2006 Family and Community Services The Family and Community Services section of the Protocol is designed to provide OHS with complete information about how grantees build relationships and collaborate with parents and community partners for the healthy development of children and families.

34. November 2006 Family and Community Services

35. November 2006 ISR Group B ISR Group II is responsible for completing the Health Services, Nutritional Services, and Safe Environments sections of the Protocol

36. November 2006 Health Services The Health Services section of the Protocol allows OHS to understand how grantees’ systems for determination of children’s health care status, identification of health concerns, and follow-up care really work.

37. November 2006 Health Services

38. November 2006 Health Services

39. November 2006 Nutritional Services The Nutritional Services section of the Protocol facilitates OHS’ understanding of the extent to which grantees’ systems for delivering nutritional services support children’s healthy development.

40. November 2006 Nutritional Services

41. November 2006 Safe Environments The Safe Environments section of the Protocol is primarily concerned with ensuring that indoor and outdoor environments are safe and pose no danger to children or staff.

42. November 2006 Safe Environments

43. November 2006 Safe Environments The number of Centers program-wide that will be sampled will be five for programs with 30 or fewer Centers; for programs with more than 30 Centers, 20% of the total must be reviewed using the Safe Environments section of the Protocol.

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45. November 2006 Pre-Review Planning for ISRs As soon as an ISR is assigned to a review we recommend the following pre-review plan

46. November 2006 ISR Pre-Planning Step 1 Review the three sections of the Protocol for which you are responsible to get familiar with the scope of your week’s activities

47. November 2006 ISR Pre-Planning Step 2 Identify the Compliance Questions across the three sections of the Protocol for which it will be necessary to: talk with staff, talk with parents, talk with others, and review documentation

48. November 2006 ISR Pre-Planning Step 3 Think about how you could schedule the necessary interviews for the three sections of the Protocol Consider how you can coordinate with the other ISR as well as other reviewers on interviews of program staff

49. November 2006 ISR Pre-Planning Step 4 Review any pre-site documents loaded on the PRISM web site, looking for relevance to Compliance Questions for which you are responsible

50. November 2006 ISR Pre-Planning Step 5 Stay in communication with the FTL and address any concerns early

51. November 2006 Tips for All Reviewers . . . Including ISRs Be comfortable talking with people and prompting them to provide descriptive information (i.e., addressing the Ground to Cover prompts) As you talk and discuss, record the descriptive information provided Transfer these field notes into the Notes section of the software

52. November 2006 Points to Keep in Mind . . . The Ground to Cover Prompts are designed to facilitate your gathering of information necessary to fully understand grantee operations and performance It is only necessary for you to ensure you collect and record sufficient information to fully document your interviews, observations, and document review. OHS is responsible—through the QC process—for evaluating the information you collect and making final determinations.

53. Training and Technical Support

54. November 2006 Training and Technical Support Danya Will conduct a weekly debriefing with Reviewers for the 1st Quarter. Will conduct pre-site phone calls with RCs for 1st Quarter reviews. Supports reviewer questions about review planning, scheduling, processing, and Reviewer certification, communication, and performance issues at www.headstartreviews.com.

55. November 2006 Training and Technical Support Lewin Help Desk Staff Prepared to provide extended Help Desk hours, as needed. Will call each RC on Sunday night to assist with software concerns. Ongoing Training Extensive training will be provided for ECD, PDM, FIS, and Integrated service areas. Additional ongoing trainings to come.

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