CC Admin

PASScale...1.pdf

Program Administration Scale

Documentation List

Dear Director, This documentation list was compiled to help you prepare for your upcoming PAS visit. The list includes each of the 25 items in the Program Administration Scale and the indicator strands/rows (e.g., 1.1, 3.1, 5.1, and 7.1) that comprise each item and require documentation. The corresponding criteria associated with each indicator strand describe the evidence that is needed to demonstrate that the criteria are met. Read through the list of documentation noted on each page and compile those items that you have on hand that will provide evidence that the criteria for each indicator strand are met. Don’t feel limited by the items just on this list. You may have other kinds of documentation that would be suitable. Put a  in the corresponding box if you feel you have evidence that the criteria are met. Don’t worry if you have many boxes without check marks. The purpose of the PAS is to help inform administrators of the different criteria associated with high-quality administrative practices. Many good programs still have boxes unchecked.

Program Administration Scale

Documentation List

1. Staff Orientation Indicator Strand

Theme Criteria Possible Documentation

1 Orientation policy Evidence that during orientation the employee receives:

 job description

 employee handbook

 parent handbook

 personnel policies

Evidence of:

 supervisor feedback during the introductory or probationary period

Evidence that:

 prior to assuming responsibilities teaching, staff observe in their assigned classroom and meet children and coworkers

- orientation checklist

- orientation policy and procedures

- job descriptions

- employee handbook

- parent handbook

- personnel policy

- feedback form/notebook, orientation checklist, memo, supervisor notes

2 Orientation procedures

Evidence of:

 written orientation procedures

 timeframe for the orientation process

 activities to occur during orientation

 personnel involved in the orientation process

 specific employment forms required during orientation

 specific written policies and procedures to be provided to new staff

 review of written orientation procedures

- orientation policies and procedures

- orientation checklist

- employee handbook

- meeting minutes

- orientation procedures with evidence of review

3 Orientation process

Evidence that:

 orientation is consistently implemented

 written feedback about the orientation process is obtained from the newly hired staff at the conclusion of the introductory or probationary period

- orientation policy and procedures

- orientation checklist

- employee handbook

- orientation evaluation

Program Administration Scale

Documentation List

2. Supervision and Performance Appraisal Indicator Strand

Theme Criteria Possible Documentation

1 Performance appraisal procedures

Evidence that:

 supervisor conducts a written annual performance appraisal for all teaching staff

 all teaching staff participate in annual performance appraisal process

 written performance appraisal includes goals and professional development activities for the next year

- completed annual performance appraisal forms

- completed annual self- appraisals

- staff handbook

- personnel policies

2 Performance evaluation criteria

Evidence that:

 criteria used for performance appraisal are mostly objective and behavior based

 criteria differ by role

 criteria are tied to specific responsibilities detailed in each job description

 performance appraisal includes multiple sources of evidence

- completed performance appraisal forms

- teaching staff job descriptions

- artifacts

- parent evaluations of teaching staff members

- co-worker evaluations of teaching staff

3 Supervision of teaching staff

Evidence that:

 supervisors provide teaching staff with written or oral feedback based on formal observation of performance

 a system is implemented to provide ongoing feedback and support to teaching staff

- written feedback/supervisor notes regarding oral feedback

- regularly scheduled meetings to provide feedback and support

Program Administration Scale

Documentation List

3. Staff Development Indicator Strand

Theme Criteria Possible Documentation

1 Provisions for staff development

Evidence that:

 staff development for all teaching staff is provided on-site or paid for off-site

 staff development for all teaching, support, and administrative staff is provided on-site or paid for off-site

 job-specific staff development is provided

- employee handbook

- personnel policies and procedures

- individual and center-wide professional development plans

- announcements of paid staff development opportunities

- individual staff training logs

2 Staff development policies

Evidence of:

 a program policy stating the minimum number of hours required of annual staff development for all teaching and administrative staff

 the use of an individualized model of staff development for teaching and administrative staff

- employee handbook

- personnel policies and procedures

- staff training logs

- individualized professional development plans

3 Publicly funded professional development opportunities

Evidence that:

 information regarding publicly funded professional development opportunities is posted and/or communicated to staff on an ongoing basis

 there is a systematic process for supporting the career development of teaching and administrative staff

- posted and/or routed announcements about publicly funded professional development opportunities (e.g., workshops, scholarships, wage enhancement initiatives)

- dated minutes of staff meetings or memos describing publicly funded professional development options

- individualized career development plans

- mentor program to support career development

Program Administration Scale

Documentation List

4. Compensation Indicator Strand

Theme Criteria Possible Documentation

1 Written salary scale

Evidence of:

 written salary scale

 who has access to the written salary scale

 review of the written salary scale for internal and external equity

- salary scale

- employee handbook

- policies and procedures

- meeting minutes

- market analysis

- salary wage analysis

2 Salary scale criteria

Evidence that the salary scale:

 is based on different roles

 is based on different levels of general education

 is based on different levels of specialized training

 is based on years of relevant experience

 is based on professional credentials

- salary scale

3 Salary/merit increases

Evidence of:

 staff salary increases

 frequency of salary increases

 provision of merit increases

- employee handbook

- policies and procedures

- compensation policy/plan

- dated minutes, memos, or emails describing salary/wage increases

- grid/record of salary history

Program Administration Scale

Documentation List

5. Benefits Indicator Strand

Theme Criteria Possible Documentation

1 Health benefits Evidence that:

 all full-time employees have the option to purchase health insurance with the employer paying a portion of the cost

- employee handbook

- personnel policies and procedures

- human resources forms

- employee contract

2 Sick/personal benefits

Evidence of:

 sick/personal days for all employees

- employee handbook

- personnel policies and procedures

- employee contract

3 Vacation benefits Evidence of:

 vacation days for all employees

- employee handbook

- personnel policies and procedures

- employee contract

4 Retirement benefits

Evidence that:

 all full-time staff have the option to contribute to a retirement plan

 employer matches/contributes a percentage of the employee’s salary contributed to a retirement plan

- employee handbook

- personnel policies and procedures

- employee contract

5 Professional development or tuition reimbursement benefits

Evidence of:

 some provision for professional development expenses

- employee handbook

- personnel policies and procedures

- budget

- employee contract

Program Administration Scale

Documentation List

6. Staffing Patterns and Scheduling Indicator Strand

Theme Criteria Possible Documentation

1 Promoting consistency for children and families

Evidence that:

 staffing plan anticipates planned and unplanned absences of teaching staff by providing staffing “over ratio” or a “floating teacher”

 staffing pattern provides for coverage so children are not regrouped at the beginning or the end of the day

- staffing plan

- employee handbook

2 Planning and preparation time

Evidence of:

 regularly scheduled paid planning or preparation time for teaching staff

 scheduled paid curriculum planning time for all teaching staff working with the same group of children

 the amount of paid planning or preparation time available to teaching staff per day

- staffing plan

- schedule

- employee handbook

- job description

- meeting minutes

3 Staff scheduling Evidence that:

 two or more staff members are scheduled in the center whenever children are present

 there are two or more assigned teaching staff scheduled in each classroom at all times children are present

- staffing plan

- employee handbook

- parent handbook

Program Administration Scale

Documentation List

7. Facilities Management Indicator Strand

Theme Criteria Possible Documentation

1 Environment and maintenance

Evidence that

 routine maintenance for the facility is conducted

 a system is in place that assures routine maintenance for the facility is done

- maintenance checklists

- maintenance contracts (e.g., for cleaning service, heating or cooling system, playground equipment, fire extinguisher, or emergency alarm system)

- record of daily sanitation procedures

- record of daily safety checks

- work orders

- maintenance committee minutes

Program Administration Scale

Documentation List

8. Risk Management Indicator Strand

Theme Criteria Possible Documentation

1 Risk management plan

Evidence that:

 there is a written risk management plan

 the risk management plan is reviewed

- risk management plan

- meeting minutes

- risk management plan with evidence of review

2 Allergies and medical conditions

Evidence of:

 information regarding children’s allergies and chronic medical conditions

 a method for informing staff about children’s allergies and chronic medical conditions

- intake form

- posted allergy information

- risk management plan

- employee handbook

3 Emergency drills Evidence that:

 emergency drills occur

 records are kept of emergency drills and evaluations/improvements needed

 there is a system to ensure emergency drills occur as planned

- risk management plan

- employee handbook

- record of emergency drills

- calendar with drill dates

- committee meeting minutes

4 CPR and First Aid Evidence that:

 staff members are certified in CPR and First Aid

 the center provides for CPR and First Aid training

- risk management plan

- employee handbook

- policies and procedures

- annual training plan

- meeting minutes

- training announcements

- CPR and First Aid certifications

Program Administration Scale

Documentation List

9. Internal Communications Indicator Strand

Theme Criteria Possible Documentation

1 Modes of communication

Evidence that:

 information is communicated in various ways to staff

- in-house newsletters

- internal memos

- e-mail

- staff bulletin board

- voicemail

- message book

- routing slips

2 Staff meetings Evidence of:

 regularly scheduled center-wide staff meetings

 frequency of staff meetings

 regularly scheduled team meetings

- center-wide staff meeting agendas and minutes

- team meeting agendas and minutes

3 Staff involvement in meetings

Evidence that:

 staff are involved in planning centerwide staff meetings

 teaching staff lead the discussion of agenda items during center-wide staff meetings

- center-wide staff meeting agendas

- center-wide staff meeting minutes

- memo

- message book

4 Meeting records Evidence that:

 minutes are kept of meetings

 minutes reflect an action plan

 minutes are distributed

 action steps are revisited at subsequent meetings

- staff meeting agendas and minutes

- employee handbook

- email distributing minutes

5 Conflict resolution Evidence of:

 a written policy regarding the handling of staff disputes

 training in conflict resolution is provided for staff

 written procedures to guide staff efforts at conflict resolution

- conflict resolution policy and procedures

- employee handbook

- training logs

- resources or materials on conflict resolution

- guidelines for conflict resolution

- memo/announcement of training on conflict resolution

Program Administration Scale

Documentation List

10. Screening and Identification of Special Needs Indicator Strand

Theme Criteria Possible Documentation

1 Developmental screening

Evidence that:

 all children, birth to age five, are screened

 safeguards are built into the screening process

- developmental screening instrument

- parent handbook

- letter/memo to parents/guardian

- qualifications for screening

- observation/anecdotal notes

- parent feedback

- screenings written in languages other than English

2 Parent involvement in developmental screening

Evidence of:

 parental consent obtained prior to screening

 informing parents of screening results

 involving parents in developing special plans for their children based on screening results

- signed parent consent forms

- meeting minutes

- screening reports

- letters to parents

- plans resulting from screening

- children’s files

3 Collaborations with specialists

Evidence that:

 children identified in the screening process as having possible special needs are referred to specialists

 a system is in place to support collaboration with specialists working with children with special needs

- employee handbook

- parent handbook

- interagency agreements

- IEP/IFSP

- collaboration meeting minutes

- message book

- calendar

- lesson plans

Program Administration Scale

Documentation List

11. Assessment in Support of Learning Indicator Strand

Theme Criteria Possible Documentation

1 Assessment of children’s learning and development

Evidence that:

 teachers assess children’s learning and development

 teachers assess children’s learning and development based on research-based assessment tools

 teachers assess children’s learning and development using additional measures

- child assessment form

- developmental checklist

- assessment tools

- children’s portfolio

- teacher observational notes

2 Assessment and curriculum planning

Evidence:

 of standards-based curriculum

 that children’s individual assessment results are utilized in lesson or activity planning

 that aggregated assessment results are utilized by administrative staff in long-range curriculum planning and/or program evaluation

- standards based curriculum

- employee handbook

- parent handbook

- orientation manual/training materials

- lesson plans

- record of the use of aggregated assessment data for program evaluation and planning

Program Administration Scale

Documentation List

12. Budget Planning Indicator Strand

Theme Criteria Possible Documentation

1 Budget planning Evidence that:

 needs assessment and goal setting are an integral part of the program’s budget- planning process

 the operating budget includes sufficient resources to achieve the program’s written goals

- current operating budget

- written program goals

- needs assessment

- meeting agenda/minutes

2 Elements of the operating budget

Evidence of:

 operating budget (including revenue and expenditures) for current fiscal year

 line-item breakdowns on the budget

 projected operating budget for the next fiscal year

- current operating budget

- projected operating budget

- dated meeting minutes approving budget

3 Procedures for adequate cash flow

Evidence that:

 there are quarterly cash-flow projections

 there are accepted practices to ensure adequate cash flow

 the budget reflects deferred maintenance, equipment replacement, and/or capital improvements

- current operating budget

- cash flow projections

- written policies and procedures regarding collection of tuition and fees

- parent handbook

Program Administration Scale

Documentation List

13. Accounting Practices Indicator Strand

Theme Criteria Possible Documentation

1 Income and expense statements

Evidence that:

 an income and expense statement is generated quarterly

 the Administrator has access to or generates quarterly income and expense statements

 the Administrator compares quarterly income and expense statements to quarterly projections

- quarterly financial statements

2 Checks and balances

Evidence of:

 accounting checks and balances

- employee handbook

- cancelled checks with multiple signatures

- policy regarding separation of financial duties

- quarterly financial statements

3 Independent review of accounting records

Evidence of:

 an annual outside audit by a certified public accountant

- audit documentation for the last three years

Program Administration Scale

Documentation List

14. Program Evaluation Indicator Strand

Theme Criteria Possible Documentation

1 Staff evaluation of the program

Evidence:

 that staff evaluate the program

 of frequency of staff evaluation of the program

- message book

- staff questionnaires

- organizational climate assessment

- solicited feedback

- self-assessments

- meeting agendas and minutes

- completed assessment tools/summarized assessment results for the last three years

- exit interview forms/notes

2 Parent evaluation of the program

Evidence:

 that parents evaluate the program

 of frequency of parent evaluation of the program

- message book

- parent questionnaires

- solicited feedback

- self-assessments

- meeting agendas and minutes

- completed assessment tools/summarized assessment results for the last three years

- exit interview forms/notes

3 Use of evaluation information

Evidence that:

 data from parent and staff evaluations are used to develop a written plan for program improvement

 the center’s evaluation process includes a feedback loop to staff and parents

- written program improvement plan

- staff newsletter

- parent newsletter

- announcements to parents

- meeting agendas and minutes

Program Administration Scale

Documentation List

15. Strategic Planning Indicator Strand

Theme Criteria Possible Documentation

1 Mission and vision statement

Evidence of:

 the center’s written mission or vision statement

 who was involved in developing or reviewing the mission or vision statement

 frequency of review of the mission or vision statement

- employee handbook

- parent handbook

- center brochure

- plaque

- public relations materials

- meeting agenda and minutes

- mission statement

- vision statement

- philosophy statement

- mission or vision statement with evidence of review

2 Business and strategic plan

Evidence of:

 the center’s written business or strategic plan

 who was involved in developing the business or strategic plan

 frequency of review of the business or strategic plan

- employee handbook

- business plan

- strategic plan

- meeting agenda and minutes

- business or strategic plan with evidence of review

Program Administration Scale

Documentation List

16. Family Communication

Indicator Strand

Theme Criteria Possible Documentation

1 Family orientation

Evidence that:

 center has an orientation procedure for new families

 center checks in with new families

 families are asked for information about the child’s developmental history, strengths, likes, and dislikes

Evidence that during orientation families are given:

 written information about center operations, schedule, fees, calendar, health requirements, and discipline policy

 a guided tour of the center

 an introduction to teaching staff

 an opportunity to ask questions of the Administrator

 information about the center’s family-friendly supports

- intake form

- parent handbook

- family orientation procedures

- family orientation checklist

- contact logs

2 Consistency between center and child’s home

Evidence that:

 staff ask families about their beliefs, culture, and childrearing practices during intake

 the family’s perspective about childrearing and cultural practices is solicited during parent meetings or conferences

 the center implements procedures to achieve consistency between home and center whenever possible

- intake form

- parent conference forms

- agenda/minutes of parent meetings

- message log

- family newsletter

3 Communication with families

Evidence that:

 The center communicates with families in their primary language or utilizes resources as needed to communicate with families

 information is communicated in various ways to families

- parent handbook - newsletter - Web site information - sample items from parent

bulletin board - message log - agenda/minutes of parent

meetings - contracts with translators - notes home with children - mailed letters - e-mail records - phone logs

4 Parent conferences and daily communication

Evidence of:

 formal conferencing with families

 conference times that are convenient for working families

 daily communication between teaching staff and families

- parent handbook - newsletter - Web site information - flyers, letters - e-mail messages - message log - sign-up sheets

Program Administration Scale

Documentation List

17. Family Support and Involvement Indicator Strand

Theme Criteria Possible Documentation

1 Family supports Evidence that:

 the center offers support for families

- parent handbook

- letters to families

- newsletter

- bulletin board information

- flyers/brochures

- resource library

- meeting agendas/minutes

- e-mails

- Web site

2 Visiting policies Evidence of:

 classroom visiting policy

- parent handbook

- Web site

- center policy and procedures

- parent letters

- flyers

- newsletter

3 Parent involvement in center activities

Evidence of:

 parent involvement in center and classroom activities

- parent handbook

- Web site

- center policy and procedures

- parent letters

- flyers

- newsletter

- e-mails

- meeting agendas/minutes

- advisory or governing board by-laws

Program Administration Scale

Documentation List

18. External Communications Indicator Strand

Theme Criteria Possible Documentation

1 Public relations tools

Evidence that:

 the center utilizes different public relations tools

- stationery

- brochure

- logo

- business cards

- signage

- advertising copy

- newsletter

- website

- social networking page

- advertising copy

- phonebook advertisement

- promotional items

2 Professional image of public relations tools

Evidence of:

 consistent logo

 neat and grammatically correct information

 updated information

 review of public relations tools

- stationery

- brochure

- logo

- business cards

- signage

- advertising copy

- phonebook advertisement

- promotional items

- newsletter

- Web site

- public relations tools with evidence of review

3 Responding to prospective parents

Evidence that:

 records are kept of all prospective parents who inquire about the center and follow-up action taken

 center has a written guide to train staff in providing information to prospective parents who call or visit

- dated log of enrollment inquiries and follow-up action

- follow-up inquiry packet

- e-mail records

- written guide for training staff to provide information to prospective parents

Program Administration Scale

Documentation List

19. Community Outreach Indicator Strand

Theme Criteria Possible Documentation

1 Involvement in local community organizations

Evidence of:

 attendance at local community organization events

 membership in community organizations

 leadership role in community organization

- memos

- letters

- newsletters

- certificates of attendance, membership

- leadership role assignments

- membership card

- meeting minutes

2 Promoting positive relations with the immediate neighborhood and community

Evidence of:

 established opportunities to build good relations within the immediate neighborhood

 support from the immediate neighborhood or local community

- memos

- letters

- newsletters

- flyers

- coupons for discounted services

- gifts

3 Involvement in early childhood professional organizations

Evidence of:

 attendance at events in and/or membership in early childhood organizations

 leadership role in an early childhood organization

- memos

- letters

- newsletters

- certificates of attendance, membership, leadership role

- membership card

Program Administration Scale

Documentation List

20. Technological Resources Indicator Strand

Theme Criteria Possible Documentation

1 Available technological resources

Evidence that:

 center has a functional computer

 center has functional computers available for teaching and administrative staff

- technology policies

- employee handbook

2 Available technological resources

Evidence that:

 center has Internet access for teaching and administrative staff

 Internet access is available to teaching staff during planning and preparation time

- technology policies

- employee handbook

Program Administration Scale

Documentation List

21. Use of Technology Indicator Strand

Theme Criteria Possible Documentation

1 Recordkeeping and communication usage

Evidence that:

 administrative staff use technology for recordkeeping

 administrative staff use technology for communication

 job specific technology training is provided for administrative staff

- enrollment

- accounts receivable, accounts payable

- budget

- cash-flow projections

- employee benefits

- inventory monitoring

- database

- letters

- memos

- email

- website

- presentation

- newsletter

- marketing material

- training logs

- training certificates

2 Utilization of technology in the classroom and with families

Evidence that:

 teaching staff use technology in their work with children and families (e.g., cameras, recorders, computers)

 job specific technology training was provided to teaching staff

- photo displays of children

- newsletters developed by children with computers or other technology

- computer-generated children’s work

- documentation of children’s work with cameras and computers

- training logs

- training certificates

3 Technology policy Evidence of:

 written policy regarding staff use of technology

- technology policy

Program Administration Scale

Documentation List

22. Administrator Indicator Strand

Theme Criteria Possible Documentation

1 Educational level Evidence of:

 highest level of education

- transcripts

2 Specialized ECE/CD coursework

Evidence of:

 early childhood education and/or child development coursework

- transcripts

3 Specialized management coursework

Evidence of:

 management coursework

- transcripts

4 Experience Evidence of:

 experience in management

- portfolio

- position application

- HR employment records

5 Professional contributions

Evidence of:

 activities, roles, committee memberships, etc. in early childhood organizations and/or events

- portfolio

- certificate

- memberships

- brochures

- announcements

- newsletters

- newspaper articles

Program Administration Scale

Documentation List

23. Lead Teacher Indicator Strand

Theme Criteria Possible Documentation

1 Educational level Evidence of:

 highest level of education

 enrollment in a BA degree program

- transcripts

- enrollment forms

2 Specialized ECE/CD coursework

Evidence of:

 early childhood education/child development coursework

 certification

- transcripts

- certification

3 Experience Evidence of:

 experience teaching young children

- portfolio

- position application

- HR employment records

Program Administration Scale

Documentation List

24. Teacher Indicator Strand

Theme Criteria Possible Documentation

1 Educational level Evidence of:

 highest level of education

 enrollment in a baccalaureate degree program

- transcripts

- enrollment forms

2 Specialized ECE/CD coursework

Evidence of:

 early childhood education/child development coursework

 CDA or CCP credential

- Transcripts

- CDA credential

3 Experience Evidence of:

 experience teaching young children

- portfolio

- position application

- HR employment records

Program Administration Scale

Documentation List

25. Apprentice Teacher/Aide Indicator Strand

Theme Criteria Possible Documentation

1 Educational level Evidence of:

 highest level of education

- transcripts

2 Specialized ECE/CD coursework

Evidence of:

 early childhood education/child development coursework

 enrollment in early childhood education/child development coursework

- transcripts

- enrollment forms

3 Experience Evidence of:

 experience teaching young children

- portfolio

- position application

- HR employment records