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.
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.
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
Supplemental or Services may be requested, please ensure you read the guidance at its entirety.
Supplemental or Services may be requested, please ensure you read the guidance at its entirety.
Agencies use this form to request supplemental funding to meet one-time expenses. Requests are honored based on need and fund availability. Requests should be submitted to Zoraya Miranda at Zoraya.Miranda@cityofchicago.org.
To request additional slots or to move slots amount sites all requests should be submitted to CSD Deputy Commissioner, use the form below to request slot reallocation and complete necessary program and budget revision. Supporting documents must be submitted along with the form to process all slot reallocation request. For assistance completing the form contact CSD-SlotReallocationRequest@cityofchicago.org.
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.
This document outlines the CEL monitoring cycle and delegate agencies should use it to plan accordingly.
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.
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.
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.
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).
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.
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.
