1. Program Head Start Structure Grantee Board Policy Staff Perform
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Head Start ~ Early Head Start
Program Governance
2. Program Head Start Structure Grantee Board Policy Staff Perform
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Agenda
Head Start
Structure
Grantee
Board of Trustee/Directors
Staff
Policy Council
2
3. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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Head Start:
A Historical Perspective
Image retrieved from: http://www.drewboswell.com/what-can-sesame-street-and-mr-rogers-
6. Program Head Start Structure Grantee Board Policy Staff Perform
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7. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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Structure
Policy Council
Policy Committee
Parent Committee
Parent Committee
Delegate Agency
12. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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Staff
The Head Start staff promotes family partnerships
that make the program successful.
20. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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http://eclkc.ohs.acf.hhs.gov/h
slc/tta-system/operations
30. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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Successful
All members should be trained on:
Performance Standards
Program Governance
Parliamentary Procedures
Leadership Skills
Head Start Philosophy
Self Assessment
33. Program Head Start Structure Grantee Board Policy Staff Perform
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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. Program Head Start Structure Grantee Board Policy Staff Perform
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Contact Me
The Gravely Group
(614) 901-3369
www.gravelygroup.com
The Gravely Group
Mel J. Gravely, Consultant
mel@thegravelygroup.com
Notas del editor
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.