Program Management & Quality Improvement

The Program Management and Quality Improvement Section describes the system’s programs must have in place to support the delivery of quality programming. Program management is responsible for policies and procedures used by an organization to ensure it can meet these expectations. These systems include but are not limited to, program planning, communication, reporting, record keeping, monitoring, training and professional development, and human resources.

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Program Management, Planning & Oversight System

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Program Planning & Fiscal

Community Assessment Five Year Plan

All Head Start delegate agencies must conduct and submit a comprehensive community needs assessment once every five years. Use the attached form to indicate the agency’s five-year schedule and submit to cels-planning@cityofchicago.org.

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Contact your assigned DFSS Supervisor for this resource.
Self-Assessment Report Template

All delegate agencies, regardless of funding stream, are required to conduct an annual self-assessment. Agencies must submit a self-assessment report, using the attached template, to their monitoring team supervisor and cels-planning@cityofchicago.org

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Contact your assigned DFSS Supervisor for this resource.
Supplemental Funding Request Application

All delegate agencies, regardless of funding stream, are required to conduct an annual self-assessment. Agencies must submit a self-assessment report, using the attached template, to their monitoring team supervisor and mailto:cels-planning@cityofchicago.org

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Contact your assigned DFSS Supervisor for this resource.
Application For Slot Reallocation

Request additional slots or to move slots among their sites. Requests should be submitted to your program operations team supervisor and the CSD Manager of Program Administration.

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Record Keeping & Reporting

Incident Reporting Form

The incident report is a working document meaning it is not considered complete until it incorporates all follow-up, information from accompanying site visits and contains supporting documentation, as requested, by the grantee. This incident reporting template should be completed in its entirety by the Agency/Partner/Site Director and/or their designee. For further reference, please see page 40 of the CELS 2.0, (ii) Immediate Reporting to DFSS or contact your DFSS Monitoring Team Supervisor.

Find other reporting forms under the Data Management page or ERSEA page.

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Contact your assigned DFSS Supervisor for this resource.

Monitoring

CSD Program Operations Monitoring

This document outlines the CEL monitoring cycle and delegate agencies should use it to plan accordingly.

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Parts of an Outgoing Monitoring Program (Sample)

This sample can be used by agencies for internal monitoring of 1) compliance with laws and regulations, and 2) progress on program goals and objectives.

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Site Verification Report (Sample)

This is a sample of the form CSD completes after a monitoring visit. The CSD Monitor will leave a copy of this report summary, and a full report will be provided to the agency within 30 days of the visit.

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Human Resources

Commitment to the Standards of Conduct Acknowledgement Form

All delegate agency staff, consultants, contractors, substitute staff, temporary staff, volunteers, and collaborative governing body members (including board, parent committee, and policy committee members) must sign this form. It should be kept in appropriate personnel files and be available for monitoring.

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Contact your assigned DFSS Supervisor for this resource.
Delegate Agency Human Resources Report Template

Agencies are required to submit a monthly Human resources Report by the 7th of the month to their Monitoring Team Supervisor. Please refer to CELS 2.0 Manual under the Program Management and Quality Improvement Section N, Human Resources, Files and Reporting (pages 54-55).

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Contact your assigned DFSS Supervisor for this resource.
Copa HR Module Guide

Agencies must enter all staff into COPA. This document serves as a quick reference support for using the COPA HR Module. It is not an all-inclusive list of data entry procedures, and the examples provided do not include all program requirements, funding collaborations, job positions, or credential requirements.

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Contact your assigned DFSS Supervisor for this resource.
Criminal Background Check Documentation COPA Entry Guide

This guide serves as a reference support for effectively entering CRC data and documenting that staff have completed their CRCs. Please note all Head Start, Early Head Start, Early Head Start Child Care Partnership staff must have completed CRCs before beginning to work under their respective Head Start grants.

Get The Guide
Contact your assigned DFSS Supervisor for this resource.

Milestones

Quarter 4 (Jun - Aug)
  • Certify proof of current liability insurance status, payments of federal and state taxes and fringe benefits and a copy of filed tax form 990 to board.
  • Ensure PIR data is accurate, complete, and ready for submission to HHS (10-month HS/EHS/CCP programs).
  • Update plans, policies, and procedures, including the internal monitoring system, and provide to board and Policy Committee for approval, as required (summer).
  • Make revisions and submit final grant application to CSD (HS/EHS/CCP).
  • Submit PIR reports.
  • Review and verify all staff salaries, qualifications, and responsibilities; certify all staff records and current physical exams.
  • Distribute the agency training agenda/calendar to staff and CSD.
  • Certify PIR data is accurate, complete, and ready for submission to HHS (12 month HS/EHS/CCP programs).
  • Complete final updates to COPA PIR for annual submission to HHS (by 2nd week in July).
  • Conduct quarterly systems check to ensure volunteer activity records are maintained and are complete and accurate.
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