DATA MANAGEMENT 1302.101 (B)(4)
1302.102(c)
This policy is to identify the availability, usability, integrity and security of data obtained or accumulated by KI BOIS Head Start. This policy establishes minimum standards that must be upheld and enforced by employees (whether full-time, part-time or limited-term). This includes computer and electronic communications resources as well as paper tracking systems and other data collection.
Data Collection
ChildPlus - ChildPlus is the all-in-one software solution for Head Start serving multiple program types. Nearly every aspect of the software is customizable to meet our agency’s exact needs. This program
may be used as follows:
Conduct self-monitoring to know exactly what needs to be corrected before your next review.
See statistics for all service areas or focus on areas that don’t meet Head Start standards.
Stay on top of tasks like incomplete applications, expiring health documentation, and more.
Create reusable custom reports exactly how you want them.
Easily determine who changed what data and when.
Keep track of staff participating in professional development trainings.
Track the monetary value donated towards your non-federal share contributions.
Track children’s vaccinations and dates received to help families stay on schedule.
Track doctor, dentist, health service, mental health service, and social service resources.
Track Family Outcomes data.
Teaching Strategies Gold – TSG resources continue to support our program in meeting the Head Start Program Performance Standards as we continue to use latest research and best practices to help teachers individualize instruction for children, be more efficient collecting data, and help use that data to inform instruction and drive program planning. Individual child assessments occur three times each year. Data showing percentage of gain is aggregated and analyzed. Outcomes reports are submitted to Policy Council and the Board of Directors. Teachers receive data concerning their own class. Parents receive reports concerning their own child’s progress.
CLASS - The CLASS® system helps educators learn about, measure, and improve the interactions that lead to lasting child outcomes. Educators create a common focus on teacher–child interactions using online, face-to-face, and print resources; ensure fair, accurate, and useful CLASS® observation data; and use evidence-based resources to improve teaching and learning.
On-going monitoring reports and center checklists completed by Coordinators and Assistant Coordinators will be used for program improvement and staff evaluations.
DHS Licensing Workers’ Center Monitoring Visit Reports will be used for program improvement and
Compliance with Oklahoma Licensing Requirements for Child Care Programs.
Enrollment and attendance data is collected daily and submitted on a monthly basis. This information is reported to the Head Start Enterprise System (HSES), to Policy Council and the Board of Directors.
Employee Web Service - Employee Web Services (EWS) offers employees a way to enter their time and leave and access personal information on the web from the convenience of their own computer.
Oklahoma Professional Development Registry - The Oklahoma Professional Development Registry (www.okregistry.org) is an online system that recognizes and documents professional development in the early care and education field. Through the Registry, KI BOIS staff can track their professional development.
Financial reports are completed as required by Federal regulations. Monthly expense reports, including credit card expenses, are provided to the Policy Council and Board of Directors. In-kind contributions are posted on a monthly basis. Semi-annual reports are provided to Policy Council and the Board of Directors.
The Self-Assessment is conducted annually. This report is reviewed by Policy Council and program improvements are added. After approval the Self-Assessment report is submitted to the Board of Directors for their approval. Staff are advised of all necessary improvements to be completed.
The Strategic Plan Committee meets at least one time each year. Progress on five-year goals are reviewed and revised. Their report is submitted to Policy Council for approval, then to the Board of Directors for approval. Planned activities are completed as assigned to specific staff or groups.
Data is also collected by various paper tracking systems. These systems should always match any information entered into the coordinating computer systems.
The KI BOIS Community Needs Assessment survey is distributed to all families and to the public to
obtain information about the KI BOIS service area needs and also available services. This is a planning tool for the KI BOIS Board of Directors and the Head Start program as well as others within the KI BOIS Community Action family.
Parent Evaluations are distributed to all families in the fall and again in the spring. This is an effort to
determine parent satisfaction of the Head Start program and to obtain input from parents for program improvements. Information obtained is shared with classroom staff from their specific parent evaluations. Composite reports are shared with Policy Council and the Board of Directors.
Computers and Electronic communications
Overview
Use of the organization’s computers and electronic communications technologies is for programmatic and business activities of KI BOIS Community Action Foundation, Inc. All use of such resources shall be in an honest, ethical, and legal manner that conforms to applicable license agreements, contracts, and policies regarding their intended use. Although incidental and occasional personal use of the organization’s communications systems are permitted, users automatically waive any rights to privacy.
Password Protection
Systems:
Systems shall be password protected. Users are expected to either log-off, shutdown and/or enable the ‘Screen saver – on resume, password protect’ feature when they are away from their computer systems for a reasonable period of time.
Other:
Users are responsible for safeguarding their login passwords. Passwords may not be shared, nor should they be printed or stored on-line. Users should not leave their computers unattended without locking or logging off.
In the event a password is forgotten or required in by a senior employee, the MIS department shall be required to maintain a central list of all passwords. This list shall include, but not be limited to websites and data applications which pertain to the operation of agency business and contain the following information: website/application, user name, and password. A copy of this list shall be provided to accounting to be kept in a fireproof secure location.
Authorization:
Authorization for system and application access is determined by Program Directors and/or by job function.
Disaster Recovery Plan:
In the event of a catastrophic disaster, a combination of the backup’s, preserved media and existing user knowledge shall be used to purchase, restore and regain a basic business environment.
Software
Authorized Software:
Only approved software shall be installed on any agency system. The MIS department is responsible for maintaining a list of approved software along with original source materials.
Installation of Software:
The installation of new software on the computers of KI BOIS Community Action Foundation, Inc. without the prior approval of MIS Department is prohibited. If an employee desires to install any new programs onto a KI BOIS Community Action Foundation, Inc. computer, written permission should first be obtained (see form MIS-001)
Other Prohibited Uses:
Other prohibited uses of the organization’s communication systems include, but are not limited to:
· Engaging in any communication that is discriminatory, defamatory, pornographic, obscene, racist, or sexist or that evidences religious bias, or is otherwise of a derogatory nature toward any specific person, or toward any race, nationality, gender, marital status, sexual orientation, religion, disability, physical characteristic, or age group.
· Browsing or downloading and/or forwarding and/or printing pornographic, profane, discriminatory, threatening or otherwise offensive material from any source including, but not limited to, the Internet.
· Engaging in any communication that is in violation of federal, state or local laws.
· Proselytizing or promoting any religious belief or tenet.
· Campaigning for or against any candidate for political office or any ballot proposal or issue.
· Sending, forwarding, redistributing or replying to “chain letters.”
· Unauthorized use of passwords to gain access to another user’s information or communications on KI BOIS Community Action Foundation, Inc. systems or elsewhere.
· Advertising, solicitation or other commercial, non-programmatic use.
· Knowingly introducing a computer virus into the organization’s communication system or otherwise knowingly causing damage to the organization’s systems.
· Using the organization’s systems in a manner that interferes with normal business functions in any way, including but not limited to, streaming audio from the Internet during business hours, stock tickers, installing unauthorized software, etc.
· Excessive personal use of the organization’s technologies that preempts any business activity or interferes with organizational productivity.
· Sending E-mail messages under an assumed name or obscuring the origin of an E-mail message sent or received.
Confidentiality
All information about individuals, families or organizations served by KI BOIS Community Action Foundation, Inc. is confidential. No information may be shared with any person or organization outside KI BOIS Community Action Foundation, Inc. without the prior written approval of the individual, parent or legal guardian. See “Confidentiality” procedure for more details.
Violations of Procedures
Disciplinary Action for Violations:
KI BOIS Community Action Foundation, Inc. requires all users to adhere to this policy. Violations of this policy will result in disciplinary action, which could include termination of employment or cancellation of contracts.
Reporting of Suspected Violations:
Suspected violations of these policies should be immediately and confidentially reported to your immediate supervisor. If you prefer not to discuss it with your supervisor, you may contact the Executive Director. KI BOIS Community Action Foundation, Inc. further reserves the right to examine any and all electronic communications sent or received by employees via the organization’s electronic communications systems.
Process for Dealing with Violations:
Violations should result in the appropriate supervisor/Executive Director being notified and the tower being shut down for MIS review and maintenance. No action to the tower should be performed by any individual without the MIS departments’ knowledge and consent in a measure to ensure preservation of the violated terms as well as proper correction to the system itself.
06-2017