Ongoing Monitoring - Management Systems and Procedures


The purpose of this policy is to measure the quality of the program and implement ongoing monitoring.


This policy describes the system of self-assessment and program monitoring.


45 CFR 1304.51 (i) (2,3)


(i) Program self-assessment and monitoring.

(1) At least once each program year, with the consultation and participation of the policy groups and, as appropriate, other community members, MOCA Head Start will conduct a self-assessment of its effectiveness and progress in meeting program goals and objectives and in implementing Federal regulations.

(2) MOCA Head Start has established and implemented procedures for the ongoing monitoring of its own Head Start operations to ensure that these operations effectively implement Federal regulations.


Programmatic quality and progress toward program goals is accomplished through the use of standardized monitoring tools (identified below), observation on a regular basis and supervisory visits and staff counseling with Area Supervisors, Content Area Specialists and Mental Health and Disabilities Consultants.

An Annual Self-Assessment is completed using The Office of Head Start Monitoring Protocol and other tools that provide a clear assessment of program quality, efficiency and effectiveness in meeting the goals and objectives of the program.  Policy Council and members of the parent committee are involved in the self-assessment process. Teams consisting of management, field staff, members of policy groups and parents are formed and trained in techniques of investigation of programmatic quality to ensure progress toward goals and continuous quality improvement.   Evidence is gathered, complied and analyzed.  Through the use of on-site observation, document review and interviews, the teams make decisions about compliance with The Head Start Performance Standards and make recommendations for quality improvement.

A final report is written and presented to the Program Director. The Program Director provides the Policy Council and Board of Director's with the completed report. 

A daily playground safety checklist, disaster training checklist and other health and safety monitoring tools are used to monitor ongoing safety of MOCA Head Start Facilities.  Playground safety, disaster training and other health and safety monitoring is accomplished and documented by center staff and reviewed by Area Supervisors.  Frequency of monitoring varies from daily to annually, depending on the particular area.  The Playground Safety check list is accomplished daily. Disaster training (Fire Drills, Tornado Drills, etc) and the accompanying checklist are accomplished monthly.  The annual initial classroom safety inspection and its documentation is accomplished prior to the first week of classes.

Parent Surveys are completed twice a year, in the fall and spring to assess parental satisfaction with the program.

The ECERS is conducted by the classroom staff on their own classrooms and again by the Director of Education and Professional Development and the Early Childhood Specialist twice each year and the results are on file at the Center.

Area Supervisors conduct a locally modified version of CSEFEL's (Center on the Social Emotional Foundations of Early Learning) "Inventory of Practices for Promoting Social Emotional Competence" each Fall and again in the Spring to ensure that developmentally appropriate practices are being used.

Ongoing monitoring of child outcomes and individualization planning is accomplished through the use of the child outcomes tracking tool CC.Net by Creative Curriculum.

Content Area Specialists provide monthly reports on program activity and program statistics through the use of the PROMIS family and child tracking system and other records.


Policy ID:25

Ref ID: OM1 PEI29