2017/2018 Site Supervisor/Teacher Recap Form

Date:______Teacher:______Site Supervisor:______

Policy: Compliance will be ensured through a system of management, including ongoing training, oversight, correction, and continuous improvement.

Procedure: Teachers and Site Supervisors recap every 4-8 weeks. This is an opportunity for Teachers and Site Supervisors to be present with one another. Areas of success and concern will be comunicated. This is an opportune time to focus on training staff, as well as, oversight and correction of practices. Through this communication, as issues arise, a plan will be discussed to ensure continuous improvement and compliance.

Teacher Progress: Tell me about the progress you have made toward your Performance Evaluation Goals, 90-120 Day Evaluations, Work Plans, and End of Year Evaluations. How can I support you in reaching the next step? (Review in August/September, January/February, April/May or more frequently as needed):

Staff Progress: Is your staff making adequate progress towards their Performance Evaluation Goals, 90-120 Day Evaluations (record dates on Outlook calendar), Work Plans, and End of Year Evaluations? Are there any concerns?

NMCAA Bus Driver Progress: Have you completed the Bus Driver Review Checklist? Experienced drivers must be reviewed 2 times a year (January, April). New Bus Drivers must be reviewed 3 times a year (October, January, April).

What team building activities have you planned or completed with your colleagues? Tell me about your team successes and challenges. How can I support you in this area? Share EAP information if necessary.

Tell me about any opening/hirings at your site. Do you have any subs in mind? Do you have subs scheduled for planned trainings and meetings if needed?

Review previous, current, and upcoming What’s Due When responsibilities that need to take place before the end of the month. Review staff delegation responsibilities.

Email curriculum, food, and family engagement receipts, as well as packing slips to the Business Office weekly following the receipt process. Be sure to CC the Site Supervisor. Receipts will be cross referenced with the Curriculum Allotment Form, Weekly Food Allotment Form, and the Plan and Approval for Family Engagment Activities.

Tell me about the children with allergy/health concerns. Do children with diagnosed allergies/health concerns have an Emergency Care Plan which is also attached to the Child Information Record? Place a copy in the child’s file and on the bus if applicable. Are concerns are listed on the Allergy Monitoring Form (non-food related), Health Monitoring Form, and the Medication Authorization Log? Record communication with parents on the Contacts and Social Service Tracking form. List current prescription medication and expiration dates in this section.

Request for Special Dietary Needs Accommodations, Fluid Milk Substitute Request, and Parent Choice/Statement of Parent Provision of Food forms are filled out and signed as necessary. These forms are for food substitutions for various reasons, with parents able to note that they prefer to provide all or part of their child’s food or milk on the Parent Choice/Statement of Parent Provision of Food form. Make a copy of these forms for the child’s file and send a copy of each to Susan Duke-Tyler. More information regarding these forms is on the Which Food Form? Chart on Weebly. Call Susan Duke-Tyler if you have any questions.

Are heights and weights complete? Are there new students? Tell me about children with BMI concerns. Have you completed face-to-face follow-up with parents using the H-23 (BMI follow-up form)? Are there any nutrition referrals?

Is there a physical on file for each child (Health Report Status 3015)? Are you communicating with your Recruitment and Health Specialist to ensure requirements are met? How are you supporting the family in meeting these requirements? Physicals must be complete within 30 calendar days of the first day of school. After 30 calendar days all physicals must be completed and on file or the child cannot attend. Concerns regarding children not attending must be discussed with Cindy Buss.

Is there a dental on file for each child (Health Report Status 3015)? Are you communicating with your Recruitment and Health Specialist to ensure requirements are met? How are you supporting the family in meeting these requirements? Within 90 calendar days a dental screening must be completed.

Is there an immunization record or waiver on file for each child? Does every child have at least one dose of each immunization? Are you communicating with your Recruitment and Health Specialist and the family to ensure requirements are met? Immunizations must be up-to-date within 4 months of enrollment. If not, a signed statement by the doctor stating immunizations are in progress is required. If a child does not meet these requirements they cannot attend. Concerns regarding children not attending must be discussed with Cindy Buss.

Tell me how you are sharing resouces with your families. Are you documenting resource referrals and follow up on your PIR and Contacts and Social Service Tracking forms throughout the year? Has the PIR been finalized and submitted to DMT (when a child drops and at the end of the year)?

Did every family complete and submit a USDA Food Sheet at Orientation? USDA Participant Enrollment Form (1 sided) is completed on all HS and GSRP children. The USDA Household Income Eligibility Statement (2 sided) is completed for GSRP children only and updated as new babies are born into a family.

What type of transportation services does your center provide? How many children are riding the bus? Have transportation releases been completed with the Public School or Transit and the Bus Information Form been signed by parents? What are the dates of your scheduled bus driver meetings? Have you scheduled and completed the bus evacuation drills (Orientation, October, February)? Have you submitted the Bus Driver Daily Inspection Forms and Daily Transportation Logs? Are transit and public school Daily Transportation Logs being completed? Is staff following their Active Supervision Plans? Document communication with parents regarding transportation on the Contacts and Social Service Tracking form.

Tell me when Parent Meeting and Family Engagement Activities are scheduled. See the Family Engagement Activities Guidance for more details. Follow the What’s Due When schedule. Head Start ONLY: Elect a Policy Council Rep/Alternate/Community Representative at your first parent meeting. Share the PC Parent Job Description with parents. Fill out the Parent Advisory Committee Report and have parents sign-in using the Parent Attendance/Sign-In Sheet. Complete the Elected Policy Council Positions form and submit to Program Support. Two weeks before each monthly meeting, contact the PC Reps to confirm his or her attendance. If the representative cannot attend, the teacher will contact the alternate.

Have there been any incidents where you referenced the Emergency Procedures and/or Crisis Management Plan/Lockdown Procedure? Have you had to evacuate for any reason? Did you contact Licensing to make a verbal report within 24 hours and submit the Incident Report State of Michigan BCAL 4605 (Incident, Accident, Injury, Illness, Death, and Fire Reporting) form within 72 hours?

Tell me about facility issues documented on the Daily Classroom/Outdoor Cleaning & Inspection Log and Safe Environments Checklist? What steps have you taken to resolve the issues? What can I do to assist? Are there any additional facility concerns?

Have you updated or reviewed the Active Supervision Plan? What strategies does your team use to ensure children are supervised at all times? What is working well? What are your challenges?

Tell me about any Illness/Incident Reports that have been completed. Did any child receive medical attention from a doctor/dentist due to an injury while in your care? Did you contact Licensing to make a verbal report within 24 hours and submit the Incident Report State of Michigan BCAL 4605 (Incident, Accident, Injury, Illness, Death, and Fire Reporting) form within 72 hours?

What is your licensing renewal date? What steps are needed to prepare for licensing?

What is the plan to address needed or desired training for you and your staff? Teachers and Assistants are required to have 24 clock hours per calendar year. Subs,Classroom Aides, and Bus Drivers are required to have 16 clock hours per calendar year. Ensure CPR, First Aid, Blood Borne Pathogen, and other training hours are documented on the Michigan Early Childhood Care and Education Professional Development Record with a certificate attached. Complete the Training Event Log when attending trainings outside of the agency and submit to Program Support. For agency sponsored trainings, ensure the Sign-In Sheet is completed and submitted to your supervisor.

Staff credentials: What is your degree or certification? What is the expiration date? What steps are you taking to stay current?

Collaborate with your Recruitment and Health Specialist regarding recruitment dates and activities. How do you ensure recruitment information is available to families and the community (answering machine, newsletters, flyers, parent corner, community events, socializations, etc.)?

Tell me about the community/school partnership activities (back pack program, curriculum meetings, advisory meetings, leadership groups), community/school meetings (MTSS, building blocks), or other organizations (great start, child protection council, health advisory, baby pantry) you are involved with at this time.

Head Start In-Kind Documentation: Have you submitted your in-kind? How are you encouraging parents to be involved in the program (classroom involvement/maintenance, raking wood chips, painting, fall/spring cleaning, donations, family engagement activities)? Ensure Health/PI-4 and Volunteer Form for In-kind/PI-5 is completed monthly.

Who is receiving gas cards and why (transportation, medical appointments, small group gatherings)? Transportation gas cards must be approved by Cindy Buss. Return empty envelopes to Program Support. Ensure envelope is initialed by center staff.

Share with me any concerns we have not talked about (CPS Referrals, Supervisor’s Accident Reports, etc.):

Review the teacher Outlook calendar. Ensure family engagement activities, home-visits, meetings, trainings, personal time, etc. are documented on your Outlook calendar.

Site Supervisor follow-up:

Teacher follow-up:

Staff present at recap:

Tell me when it would be convenient for us to meet again:

9/27/17: Distribution: Original Site Supervisor; Copy to Teacher and Coach

Reference: HSPPS 1302.47 (b)

P:\Head Start Files\ADMIN\Site Supervisors Monitoring\2017-2018 Monthly Site Supervisor Teacher Recap Form.doc