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Site Supervisor Training Guide Index

5-10-13 Site-Based Management Substitutes…………………………………………………………….………………………...………2-5 Role of Designated “director qualified” Staff Check Check-In/Check-Out Board Center Safety Supervision Early Dismissal & Class Cancellation Parent Meeting Attendance Janitorial Services Guidance for News Articles Staff Turnover during Program Year Staff Supervision PAST DUE Paperwork Staff Monitor .......................................................................................................................................... 6-7 Staff Evaluation Process Staff Schedule and Time Sheets ........................................................................................................... 8-9 Staff Training and Meeting Child Care Record Keeping ............................................................................................................... 10-15 Child Care Payment Collection Child Care Billing Process DCFS Record Keeping ...................................................................................................................... 16-22 Substitute Paperwork Students and Volunteer Paperwork Purchasing & Service Calls ............................................................................................................... 23-26 Inventory Site Supervisor Record Keeping ...................................................................................................... 27-32 Site Supervisor’s Daily, Weekly, or Monthly Routine Site Supervisor Time Table

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SITE-BASED MANAGEMENT

The Site Supervisor is responsible for the day-to-day operation of the assigned center. The Site Supervisor will notify the Education Operations Coordinator or Executive Director immediately of major challenges affecting the day-to-day operation of the center. The Site Supervisor is responsible for meeting DCFS & HS Standards. The Site Supervisor will have the authority and responsibility to make sure their center is functioning to meet DCFS & HS Standards. The Education Operations Coordinator is responsible for the implementation of the Creative Curriculum, Second Step, Choosy, Go, Slow, Whoa, etc. She will not give classroom management or curriculum feedback to teachers without involving the Site Supervisor. Substitutes

Center staff cannot contact and ask a substitute to cover their hours without the knowledge and approval from the Site Supervisor, Education Operations Coordinator or director. The Site Supervisor is responsible for contacting and scheduling substitutes for Head Start and Early Head Start staff. The Site Supervisor will follow relationship-based strategies when assigning substitutes in EHS and 0-3 classrooms. The concept of continuity of care keeps the primary care substitute and children together when the children’s primary care teacher is absent. In an emergency and staff is unable to come in to work for whatever reason, and staff is unable to reach the Site Supervisor, center staff will contact the Education Operations Coordinator or Executive Director. During the Site Supervisor’s vacation or summer layoff, the center staff will contact the Education Operations Coordinator for leave and approval. Role of Designated “director qualified” Staff

A year-round center staff will be designated to assume center responsibility whenever the Site Supervisor is off site. (ex. pickup/send daily mail, safety of facility, location of DCFS records & files, etc.) The Site Supervisor will designate (opening & closing) center staff members who meet the qualifications for a center director to assume responsibility whenever the Site Supervisor is off site. The director designees will be trained in their requirement yearly by Site Supervisor. The Site Supervisor will notify the Administrative Assistant of the list of director qualified staff. The Administrative Assistant will notify DCFS Licensing Rep the staff designated to assume responsibility. NOTE: The Family Advocate is not responsible for site operational duties or staff issues. All employees on site are to assist with duties as needed to serve program families and the public, when Site Supervisor is not on site.

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Center Check In/Check out board

When center staff (teachers, aides, bus monitor, transporter, cook, Family Advocate, Site Supervisor) leave the building for break, PACT errands, meeting, home visits, etc. the time and location should be documented on the check-out board, as well as the approximate time of return. Any time off or deviation from the assigned work schedule must be approved by the staff’s supervisor. Center Safety Supervision

The Site Supervisor will use the Center and Classroom Inspection Checklist to ensure the center and classroom environment is safe for children, families, and staff. The Site Supervisor will correct all unsafe practice and schedule safety and/or additional training or disciplinary follow-up. The Center

and Classroom Inspection Checklists will be monitored by the Education Operations Coordinator. The Site Supervisor completes the Playground Inspection Checklist every other month and communicates needs or corrections to Education Planning Coordinator. Early Dismissal for ½ day sessions

When threatening weather occurs while classrooms are in session, it may be necessary to dismiss the class early in order to transport children home before road condition deteriorates. If this occurs, the transporter or Site Supervisor is responsible for phoning the Parent Involvement Coordinator and informing her of the situation. If the decision is made to dismiss early, the teacher, Site Supervisor or Family Advocate will call the parents to let them know of the early dismissal and ensure that someone will be home to receive the children. The Site Supervisor notifies Mt. Sterling office manager whenever a class is canceled. The office manager will forward the information to all central office managers.

Parent Night Attendance The Site Supervisor attends monthly parent meetings. The Site Supervisor is responsible to assess the parent meeting structure, parent-child activities, curriculum discussion with parents, etc., at the center level and give feedback to Parent Involvement Coordinator. The Site Supervisor is the center facilitator to make families feel comfortable and welcome. The Site Supervisor is responsible to know who the parent leaders are in their center. The Site Supervisor will assist the Parent Involvement Coordinator with orientation held at the beginning of each program year. The Site Supervisor is there to discuss and answer questions regarding the facility and child care during parent orientation. Overtime is approved only for the assigned teacher who is required to attend the parent meeting. The teacher who is not assigned to attend the parent meeting, but wants to attend the parent meeting will have to comp their time to attend the parent meeting. NOTE: Staff cannot bring their own children to program activities.

Janitorial Service

The Site Supervisor monitors the janitorial work. The Site Supervisor is responsible to post & review the janitorial duties with the contractual person. The Site Supervisor is also responsible to obtain annual janitorial contract and to notify the janitor when half-year program ends.

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A calendar should be posted to alert the janitor of late meetings, breaks, etc. Any special cleaning needed at the center during break periods, must be approved by Fiscal Officer or Executive Director. The Site Supervisor will also notify Fiscal Officer or Executive Director whenever extra cleaning is needed in the classrooms or center environment. (Head Lice Infestation)

Guidelines for Newspaper Articles/Pictures – from director memo

1. Who’s Responsible Child Care, Head Start, and Early Head Start teachers & Site Supervisors are responsible for submitting pictures and articles/captions to the agency director. This should be done anytime your classroom goes on a special field trip, has a special guest reader in the room, or has a special visitor, such as a community worker, etc.

2. Why?

This is done to draw community attention to your center or home based program. The public becomes more aware of what our program does and the types of activities that children can participate in. Families also enjoy seeing their child’s picture in the paper and it is a great self-concept activity for the children.

3. When?

Ideally, we would like to have something at least on a monthly basis from each center. More often would be great. We know you are having special activities so let’s publicize them.

4. How?

When using a digital camera, the picture should be submitted on a disk or emailed to the director at dconkright@pactheadstart.com If you print the picture, it must be printed on photo quality paper in order for the newspaper to reproduce it. Director cannot send faxed pictures to a newspaper. Be sure to include a suitable caption or short article. If your picture includes someone from the community, be sure that you get their name with correct spelling for the article. Director will add any pertinent agency information that may be needed.

Confidentiality - Please make sure when children are included in a picture that their parents have signed permission for publicity that allows PACT to publish their picture. The newspaper will print children’s first and last name. Staff Turnover

The Site Supervisor will notify in writing to parents when a center position becomes open during the program year. A copy of the note will be forwarded to Education Operations Coordinator. The parents will be informed about the status and what is being done to fill the spot. The parents will need to know if an ongoing series of subs are being used, until hiring is complete.

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Staff Supervision

The Site Supervisor is responsible for Head Start & Early Head Start teachers, Head Start teacher aides, Child Care teachers, Cooks, and Contractual Staff following Standard Operating Procedures Manual. The Home Based Staff, Transportation Staff, and Family Advocates are supervised from central office. However, the Site Supervisor is responsible to address center concerns to staff located at the site. If the situation is not resolved and continues to escalate, the component coordinator is contacted.

Family Advocates

The Site Supervisor will be asked to complete the Administration Component (record monitor) for Family Advocates located at the center. The Social Service Coordinator will make the request. The Site Supervisor is responsible to be aware of the daily center activities of the Family Advocate. Transportation Staff

The Site Supervisor will conduct classroom observation on bus monitors and bus drivers upon request by the Parent Involvement Coordinator. This information will be used as input into the bus monitor or bus drivers observation/evaluation.

Past Due Paperwork – Email from Executive Director 12-5-05

Site Supervisor will contact Denise within 24 hours of notification by Administrative Assistant about a staff’s past due paperwork requirement. Denise wants notification of the meeting with the staff member and to include that staff was told that they have one week to get the requirement met or they will receive an oral warning.

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Staff Monitoring

Site Supervisor is responsible for the Head Start teaching staff, support staff, and contractual staff. New staff will be observed informally within 2 weeks of their start day at the center. A weekly informal contact will be made until the new staff or contractual staff understands center routine, safety policies, and transition issues. A new staff will receive a formal observation and feedback a minimum of 3 times during the program year. An experienced staff will receive a formal observation and feedback a minimum of 2 times during the program year. Guidelines for Formal Classroom Observation by Supervisor: During the Classroom Observation: 1. Be at the classroom prior to the children’s arrival. 2. Walk around the classroom, complete safety checklist, and get the “big picture.” 3. Only look in places where children have access to materials, e.g., dramatic play cabinets, the

inside of a sand table, etc. Do not open closet doors, file cabinets, desk drawers, etc. 4. Begin by assessing the physical environment. This can be done prior to the children’s arrival. 5. As children arrive, observe how they are greeted and the teacher’s interactions with the

families. 6. Be as unobtrusive as possible. Do not interact with the children, the teacher, or other staff

members unless it is a dangerous situation. Avoid making eye contact with the children. 7. Teachers and Teacher Aides should be observed during the “core hours” (starting before

children arrive to lunch) to get a thorough picture of the classroom and practices. The Site Supervisor contacts the Parent Involvement, Disabilities/MH, and Social Services Coordinator one month prior to the conference with staff, using email or the Record Monitoring

and/or Evaluation Record Request form. If the information is not received on the date requested, the Site Supervisor will contact the Executive Director for support. After each formal monitoring and conference, a copy of the parent involvement component section is forwarded to the PI coordinator and a copy of the entire monitoring tool is forwarded to the Education Operations Coordinator. A copy of last year’s Evaluation Goal page is attached to the back of the observation record. The supervisor and staff member will review the goals and document any progress made. The supervisor and staff member will initial and date the goal page. A copy of the monitoring tool is given to the staff member and the original is filed on site in the supervisor’s staff file. Organization: The “staff” file folder are dated and labeled with staff name. Past files will be separate from current program files. These files are turned in to central office when staff terminates or transfers to another position. Training and Technical Assistance Special training or support to meet the essential functions is initiated by the Education Operations Coordinator. The form is under the Administrative Forms in the lateral. Once a need for training or technical assistance is identified the supervisor will start the Employee Training and Technical Assistance Plan. This form is filed in the supervisor staffs file upon completion.

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Evaluation Process NOTE: A staff member must have documented evidence of support, training or disciplinary action before the evaluation can be rated (1). Coordinators and Executive Director should be aware of concerns prior to evaluation date. Send a copy of any Training and Technical Assistance Plans to component coordinator and Executive Director. The Site Supervisor is responsible to complete staff performance evaluation before the probationary period ends. (9 months for transfer staff and 12 months for new staff) The evaluation dates are listed on the Child Plus Administrative Report. The information collected on teacher, teacher aide, & cook during observations and record monitors are used to complete the annual performance review and/or to place a staff on permanent status. NOTE: A limit of four goals is optimal for our annual performance appraisal. So, only one goal from each component will be listed on the evaluation. If there is more than one goal written on the component section of the evaluation, the Site Supervisor will contact the coordinator to select the most important goal for teacher to achieve. The Site Supervisor may contact the Administrative Assistant to collect staff’s education status needed to complete the administration section. It is the responsibility of the Site Supervisor to have knowledge of their staff’s education qualifications and to have the current education status documented on the staff evaluation.

All evaluation reports are shared with hiring coordinators prior to the evaluation conference between supervisor and staff. The coordinator will review and initial the completed evaluation report. After the evaluation conference with center staff, the original evaluation report is forwarded to Education Operations Coordinator. The Education Operations Coordinator will forward the completed evaluation to the Executive Director to be placed in the staff’s personnel file. For a New Hire, a letter of recommendation is attached to the evaluation by the Site Supervisor. The recommendation letter for permanent status will be read to Policy Council for their approval.

Evaluation Process – teacher “only “ The Site Supervisor will contact component coordinators one month prior to the teacher’s evaluation conference date for their sections of the teacher’s evaluation. The Site Supervisor is responsible for the administrative and education sections. The social service, special services, and parent involvement coordinators will forward their sections to the Site Supervisor. The Site Supervisor will transfer one priority goal from each component section to the Evaluation Goal Page. When completing the teacher evaluation, the back-up paperwork (grids, spreadsheets, monitoring forms, etc.) to support justification for the evaluation will not be included in the evaluation packet. The back-up paperwork will be placed in the staff’s supervisor file

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Staff Schedule & Time Sheet

Staffing Pattern is on-line in the DROP FILE.

The staffing pattern, planning hours, breaks, Child Care hours, Child Care screening etc. spreadsheet is a communication tool between the teacher, Site Supervisor, & Education Coordinators. The Site Supervisor is responsible to make sure teachers have planning time and a quiet area to complete their necessary paperwork. Staffing Patterns with childcare children are updated and reviewed monthly with classroom staff. Staff Schedule

CB Teachers, Teacher Aides, & Cookswill complete a Staff Schedule at the beginning of each program year. The Site Supervisor will use this information to check time sheets. The Site Supervisor will send his/her Staff Schedule to Education Operations Coordinator. Authority Over Adjusting Center Staff Work Hours Without Approval

The total hours on the time sheet should reflect the staff work schedule. However, adjustment to the assigned hours may be approval by the Site Supervisor to adjust staff work hours for special occasions such as: to attend Staff Meeting, appointments with families, staffing, etc. Adjustments should not be done on a routine basis. The Staff will need to document on the back of their time sheet the reason for adjusting their assigned work hours and have it initialed by the Site Supervisor. Site Supervisors cannot do the following without approval.

� Approving Overtime. � Changing Staff’s permanent work hours. � Allowing staff to adjust their hours when a substitute was needed to cover their hours.

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Staff Training & Meetings Management Meeting

The Executive Director emails the management meeting agenda held at central office. The Site Supervisor will determine whether or not to attend. The Site Supervisor meeting is scheduled quarterly by the Education Operations Coordinator. Staff Meeting

Monthly staff meeting is scheduled on the program calendar. CAUTION: Substitutes cannot be assigned to a classroom without a PACT staff assisting unless approved by management staff. When staff cannot attend the staff meeting, the Site Supervisor will be responsible to pick up supplies and staff mail. A designated staff will be assigned when the Site Supervisor cannot pick up supplies or staff mail. Center Team Meeting

A Team Meeting is scheduled and conducted weekly by the Site Supervisor. The meeting times should be scheduled for a set time and day of the week and this information will be shared with all center staff and home based staff associated with that center at the beginning of the year. Home Based staff and support staff may attend meeting if their work schedule will allow time to do so. The Team Meeting Minutes are posted on the Staff Board at the center for staff to review if they are unable to attend the meeting. The purpose of the weekly team meeting is to give all program staff opportunity to communicate as a group in order to enhance communication and help build the center “team”. This is not the time to discuss individual children or family needs unless there is a “needs to know” for every staff member attending the meeting. The Center Team Meeting form is used as guide and communication tool between Center & Management Staff. The meeting minutes are forwarded to the Education Operations Coordinator and any other Coordinators that meeting minutes may pertain to.

Video Training – The Administrative Assistant will video tape any training requested by management staff. The copy of the video training will be forwarded to the management staff requesting the video taping. The management staff will forward the video tape to the Site Supervisor for the assigned staff to watch. The Site Supervisor is responsible to schedule time for center staff who is assigned to watch the video. The Staff Meeting video sign-off sheet is signed by the staff and supervisor before forwarding to Administrative Assistant for personnel training record. Macomb Only - NAC and DCFS Training Hours The Macomb Site Supervisor is responsible to encourage Education Staff to obtain 20 clock hours annually in activities leading to professional growth in child development, education, and in training related to the specific needs of the children served. The training hours will be documented on the Outside Training Summary, and sent in with staff’s annual evaluation.

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Child Care Record Keeping

Macomb Child Care Enrollment

The Assistant Site Supervisor is responsible for the Child Care enrollment paperwork. A child is enrolled when the Child Care payment fee is arranged, enrollment application process is complete, and all state required forms including a complete medical and immunization record (or appointment date for health needs) are on file at the center. The Child Care Enrollment packet includes the following forms: 1. DCFS Individual Checklist 1. HS or CC Enrollment Application 3. Health History 4. Proof of Birth – certified copy 5. Certificate of Child Health Exam - DCFS Form 6. DCFS Booklet - Child Care Choices 7. Verification of Receipt - DCFS Form 8. Emergency Care Information Form 9. Release of Children 10 Permission and Consent from Parents 11. Application for USDA Food Program 12. Child Care Parent Handbook 13. Child Care Parent Agreement 14. Announcing New Arrival Information 15. Education Survey for School Readiness 16. Child/Family Cultural Survey Macomb Only

The Assistant Site Supervisor creates the Child Care DCFS files, DHS files, and classroom education files. The Assistant Site Supervisor tracks incomplete DCFS paperwork with families. Any medical alert follow-up needed prior to children attending will be the responsibility of the Site Supervisor. The Assistant Site Supervisor will give the classroom education file to Site Supervisor, if follow-up is needed. The Site Supervisor will communicate the medical needs of a child to the assigned teacher. Macomb Child Care Classroom Education file includes

1. A Copy of Child Care Enrollment Application 2. A Copy of Health History 3. Education Survey for School Readiness 4. Child/Family Cultural Survey 5. Screening and Assessment Records 6. Announcing New Arrival Information 7. Medical Alerts, if applicable 8. Infant feeding information, if applicable

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Macomb Child Care Classroom Curriculum Notebook (Preschool and 0-3 Room) Classroom Expectations

Lesson Plans - original copies Weekly Classroom News & Notes to Parents

Macomb Child Care Files – (for non-HS/EHS children) children no longer in child care. When a child no longer needs child care, the Assistant Site Supervisor combines the child’s DCFS records and the child’s family file. The family file will be stored in the Past Records File. Family Records must be maintained for five (5) years. Child Care Enrollment Application – This form is used by the Assistant Site Supervisor to collect family information for enrollment. This form is also used for parent permission for developmental screenings and vision & hearing. The information about the screening is in the parent handbook. Application for Food Program - CACFP and USDA Macomb Assistant Site Supervisor will complete the income applications on Child Care children. Child Care Parent Agreement - FORM The guardian of a child enrolled in the Macomb Child Care Center is required to sign an enrollment agreement which sets forth the terms and conditions of the child's enrollment and child care fee. The original Child Care Parent Agreement form will be filed in the children’s DCFS files. CFS 581 - Verification of Receipt - FORM DCFS requires PACT to distribute the Summary of Licensing Booklet to the legal guardian of each child enrolled in the center-based program. The legal guardian will sign the form CFS 581, Verification of Receipt located on the last page of the Summary of Licensing Booklet. The receipt will be placed in the Child’s DCFS file for future inspection by the DCFS licensing representative. DCFS Children’s Records Grid - FORM The grid is used to monitor DCFS paperwork. If necessary paperwork is not received within 30 days of enrollment, the Assistant Site Supervisor will follow-up with the child care applicant. This grid is on Excel Spreadsheet. The Assistant Site Supervisor may use this format to track all DCFS Records on site. This DCFS records will be monitored by the Education Operations Coordinator. DCFS Individual Checklist -FORM The Assistant Site Supervisor completes this form for child care and attach to the inside folder of each child’s DCFS file. . Announcing New Arrival - Macomb Child Care only - FORM This form is used to inform Child Care teachers about a new enrolled child. The child will be assigned to his/her primary care teacher Information needed by the classroom teacher will be attached to this form. The teacher is responsible to meet family and review all forms before child begins class. Child Care Parent Handbook - Macomb Only The parent handbook contains written enrollment policies, fees, and procedures. (Note: winter break shut down procedure is in the parent handbook.

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Education Survey for School Readiness – HS/EHS Form The child’s strengths and goals are documented at enrollment and used by the teacher to individualize programming. The form is forwarded to Child Care teacher assigned to the family. Child/Family Cultural Survey – HS/EHS Form

The child’s family culture is documented at enrollment and used by the teacher to individualize programming. The form is forwarded to Child Care teacher assigned to the family. The parents are the resource for integrating cultural activities into the classroom. . Language Acquisition Survey – HS/EHS Form Language Acquisition Survey is completed when the family’s home language is other than English. The survey is designed to gather cultural and linguistic information about the child and family. The teacher will use the information to develop a plan for children‘s continued use of the home language and a plan for children’s acquisition of English.

Child Care for HS & EHS - Before & After School Care

Before or After School Child Care - FORM When a HS or EHS child is currently enrolled in a Full-Day program and needs before or after school care, the Family Advocate completes this form and notifies the Site Supervisor. NOTE: The child may not begin Child Care service until the parent completes the DHS Application for Child Care and payment is received for the first week.

Family File – for Child Care service

The Family File is created for all families receiving Child Care. The copy of the DHS Child Care Application “provider section” of the application, Eligibility Letter, Late Notice of Payment letter, Tax letter, and any other communication about child care payments are filed in the child’s family file. This file may be reviewed by the DHS Auditor and should have all of the above information for the audit. This file is confidential. Application for IDHS Child Care Assistance (DAP 3455) - FORM The Site Supervisor or Assistant Site Supervisor will request this form from R & R. This form is completed by the family requesting child care. The parent is responsible for mailing to R & R. Before and After School Care Agreement form – is completed with families enrolled in HS or EHS programs requesting child care.

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Child Care Payment Collection

Revised by DK 5-21-12 The DHS Child Care Rate Certification form with current “daily” rates will be provided to Site Supervisor by the Fiscal Officer. This information will be used to bill and to collect child care payments from parents and from the state. The weekly Child Care co-pay will be determined by the resource and referral agencies for DHS applicants. The center will receive a form called Approval of Request for Child Care Payments from DHS for families requesting subsidized child care. Private Pay Rate for All Centers except Macomb: Private pay families will be charged a part-time rate using the amount listed by age on the DHS Child Care Rate Certification form. Families may request the number of days of care needed for the week. The part-time “daily” rate will be multiplied by the number of days to set the weekly rate. Once the schedule has been set up, families will be charged for the set number of days each week, even if the child is absent. Example: A family is requesting care for Monday, Wednesday, and Friday. The family’s weekly rate will be the part-time “daily” rate times three days, no exceptions. Private Pay Rate for Macomb Center:

No matter how many days per week a private pay family needs care they will be paying for the week. Private pay families will be charged either the full-time or part-time weekly rate, which is figured by taking the “daily” rate listed on the DHS Child Care Rate Certification form times five days. The amount used as the “daily” rate will be based upon their child’s age. DHS Child Care Applications:

The Site Supervisor or Assistant Site Supervisor completes the “Provider Section” of the DHS application and makes a copy for the child’s family file. The parent is responsible for sending in the DHS Child Care Application. Waiting on Notification from DHS for All Centers except Macomb:

The family will be charged the part-time “daily” rate listed on the DHS Child Care Rate Certification form times the number of days needing care until the center receives notification from DHS whether the family is approved or denied coverage. Once a family is approved and after their co-pay has been applied to their account and they still have a credit balance, the family can choose either to be reimbursed for the difference or leave the credit on their account. If a family is denied, then the family will be considered private pay and will follow those guidelines. Waiting on Notification from DHS for Macomb Center:

The family will be charged the full-time or part-time “daily” rate listed on the DHS Child Care Rate Certification form times the five days until the center receives notification from DHS whether the family is approved or denied coverage. Once a family is approved and after their co-pay has been applied to their account and they still have a credit balance, the family can choose either to be reimbursed for the difference or leave the credit on their account. If a family is denied, then the family will be considered private pay and will follow those guidelines.

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Re-Determination:

The family is sent the re-determination form to complete. The center received a Cancellation Notice stating when the applicant’s eligibility ends if the re-determination form is not returned to DHS. The Site Supervisor or Assistant Site Supervisor will send a letter to alert the family about the Cancellation Notice. The family will be informed that when their child care eligibility ends at the end of the month they will become private pay families, adhering to the private pay guidelines if the Re-Determination paperwork is not completed and returned by the due date. Macomb Child Care Fee and Paying Information – see Child Care Parent Handbook Late Pick-Up Fee – see Child Care Parent Handbook

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Camp Point, Cartage, Beardstown, Pittsfield

Child Care Billing Process

Pro Care Software is used at the Macomb Center. The Fiscal Officer is responsible for training & follow-up. Child Care Work Sheets All the paperwork needed by the Site Supervisor for Child Care tracking and billing is on “Excel” on the center computer. The Site Supervisor creates the monthly attendance form and the teacher records Child Care daily attendance in the classroom. Full time attendance is defined for IDHS Co-Pay families as five (5) hours or more per day; part time is less than five (5) hours per day. Full time attendance for is defined for private pay families as 20 or more hours per week is full time. NOTE: HS & EHS before and after school care are eligible for part-time care. The Child Care daily attendance report is due to the Site Supervisor on the first day of each month. The teacher or Site Supervisor will indicate the number of days the IDHS children were present. This information will be used to complete the DCFS or DHS monthly billing certificates. The original Child Care attendance reports will be maintained in a file for each separate fiscal year (July 1 - June 30). Records must be maintained for five (5) years. The Arrival & Departure Log is also filed for verification of attendance Child Care Payment Schedule This form is available on excel, on the center computer. The Site Supervisor will use the printed copy to document weekly payment for Child Care. The original copy if filed in the Fiscal Notebook. A copy is sent to central office by the 5th of each month. DHS Billing Process The R & R Certificate is mailed to the address on the certificate by the 5th working day of the new month. The date when billing certificates are mailed will be documented on the copy of the certificates filed in the Fiscal Notebook. This will verify the date the statement was mailed to DHS, if we do not receive payment from DHS. Fiscal Notebook Child Care Attendance Reports, Arrival/Departure Logs, DHS or DCFS Certificates, Payment Schedules,, WIU Enrollment STATS, etc. are filed in the Fiscal Notebook for the fiscal year. (July 1 - June 30). The fiscal officer may need the information for the auditor in June. Records will be maintained on site for five (5) years

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DCFS Record Keeping DCFS Children’s Records

The Family Advocate completes the Children’s Record for DCFS grid. This form is kept in the Site Supervisor’s office with the children’s DCFS files. The Site Supervisor will discuss with Family Advocate or Teacher, if applicable, about missing information. DCFS Staff Records The Administrative Assistant is responsible for completing DCFS paperwork on new PACT employees. The Administrative Assistant will forward the employee’s DCFS file within two weeks of administrative training. CFS 508 Report of Staff Changes and Designated Directors The Administrative Assistant will submit copies of 508-1, education transcripts, proof of experience in child development (if applicable), and three written references to DCFS for any person chosen to serve as designated director. The Site Supervisor will contact the Administrative Assistant with a list of designated directors. The Administrative Assistant will use the DCFS 508 form to contact DCFS licensing rep. within 2 business days for Site Supervisors and at the end of month for all other staff. A CFS 508 is completed for the Site Supervisor leaving and then a CFS 508, 508-1, transcripts, and 3 reference letters are forwarded within 2 days of the start of the new Site Supervisor. When center staff changes occur, including but not limited to termination of staff or substitute, change in staff name, new position, re-location to another center, etc. The information is reported on the 508 form. Permanent name changes will be documented in the personnel files. Substitutes The Site Supervisor is responsible to recruit substitutes to cover classroom hours. The Site Supervisor is also responsible for the DCFS paperwork on substitutes, student workers, volunteers, etc. DCFS records are located and maintained in a locked file at the center. The Background Clearance Results from DCFS and I9 are filed in a separate confidential file. (see DCFS section 407.120) The Substitute Staff Hire for Policy Council Approval form is used to collect paperwork for policy council approval. The Site Supervisor will notify & forward DCFS files to Administrative Assistant when substitutes are no longer available, no current contract on file, etc. and the Administrative Assistant will notify DCFS licensing representative using the 508 form. Parents who are interested in Substituting The Family Advocate completes the Parent Employment Survey with parents who are interested in employment. The Family Advocate will copy the form for Site Supervisors, prior to forwarding to central office.

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Substitute Training Guide The Site Supervisor is responsible for training the substitutes prior to employment of contracted position. All temporary workers will receive a copy of the Substitute Training Guide, the Child Care Act, the Manual for Mandated Reporters, and the on-line location of DCFS Licensing Standards for Day Care Centers. The Social Services Coordinator will order and provide the Manual for Mandated Reporters to Site Supervisors. As part of substitute staff orientation, the Site Supervisor will review the following and record the date of their training on the Substitute Training Verification form. The Child Care Act of 1969 The Abused and Neglected Child Reporting Act (325 ILCS5) The portion of 89 Ill. Adm. Code 407, Licensing Standards for Day Care Centers, that affects their functions and responsibilities. Register for membership on the on-line Gateways Registry The Substitute Training Verification form, also located in the Substitute Training Guide will be signed by the substitute. The substitute cannot be called in for training or work until the background clearance is received by the Site Supervisor.

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Substitute Record Keeping

Step 1 Have applicant complete the Information on Person Employed in a Child Care Facility (CFS 508-1) form. We prefer that they do this on-site. If they must leave with the form, be sure to set up a time for them to bring the completed form back and fill out additional paperwork. Make a copy for your Center records and send the original to Sheila at the Central Office in Mt. Sterling. The completed Information on Person Employed in a Child Care Facility form must be submitted by the applicant before you are to proceed with any further paperwork. Step 2 Give the applicant the Authorization for Background Check form and have them complete it. Put your center information at the bottom of the form. The Site Supervisor will review section #2 and #3 for completeness. If the applicant marks “yes” they have been indicated as a perpetrator in a DCFS abuse or neglect investigation the SS will notify them that we cannot hire them. If the applicant marks “no” that they have not been indicated as a perpetrator in a DCFS abuse or neglect investigation make a copy for your records before the applicant leaves with the completed form. Use the information on the Authorization for Background Check to enter into the Existing Fingerprint Check at www.fingerprintsearch.dcfs.illinois.gov. Once the information is entered a window will pop up that will tell you whether the applicant has fingerprints on file, print this window. If the applicant does not have fingerprints on file attach the copy of the instructions to the Authorization for Background Check. The applicant will take the original Authorization for Background Check form and a photo ID with them when they get fingerprinted. Keep a copy of the Authorization for Background Check for your center records. Provide them with the dates and locations of upcoming fingerprinting sessions. Applicant will get a receipt after being fingerprinted. Have the applicant bring you the receipt so you have proof of fingerprint. If the fingerprint check states the applicant does have fingerprints on file complete the Request for

Transfer of Background Clearance Information (CFS 718-4) form. Find out where they were working that required a DCFS background clearance. Mail this information and the original Authorization for Background Check form to Central Office of Licensing (address on form) Keep a copy of the Authorization for Background Check form for your Center records. Step 3 Give the applicant a green Medical Report on an Adult in a Child Care Facility (CFS 602) form. Tell the applicant they need to get a physical and TB test and have both documented on this form. Then return the completed form to your Center. Step 4 The Site Supervisor needs to follow-up with the applicant to see if they went for the fingerprinting. Keep monitoring this applicant. If they miss the first scheduled fingerprint date, give them the date for the next month and tell them, “If you don’t go this month, then the form I gave you is null & void and we’re closing your file out.” Or they may decide they do not want to Sub for PACT but they already went for the fingerprinting. In this case, they are already or will soon be “attached” to your Center. So we need to get them dropped off. Call Sheila and let her know. She will notify the DCFS Representative to have them removed. Also remember, you need to turn in any old files on Substitute workers you are no longer using. Sheila gets these and sends a report to DCFS at the end of each month.

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Step5 Send reference forms and self-addressed, stamped envelope to the three people listed on the back of the Information on Person Employed in a Child Care Facility (CFS 508-1) form. Doris Sanders, DCFS is requiring original handwritten references from the three people listed

on the 508-1 for DCFS file.

Step 6 Complete other paperwork required of substitutes per the Substitute Paperwork Tracking Checklist: Step 7 The Site Supervisor will send in copies of:

DCFS 508-1 - send original to Administrative Assistant. State & Federal Withholding W-4 Certificates – send originals to Fiscal Officer. Substitute Staff Hire for Policy Council Approval – sent original to Executive Director with the following stapled to it in an envelope marked confidential to the attention of the director.

Contract – send original to Executive Director Background Clearance Results from DCFS – send copy to Executive Director Three letters of character reference - send copies to Executive Director. DCFS Forms Information on Persons Employed in a Child Care Facility - 508-1 Date Submitted is the date the central office submits the form to DCFS. Leave this blank. Section 3 should be marked – Substitute Section 6 – proof of education on file - circle only the highest education level. If proof of education is not provided, write NO and put an explanation on the line. (e.g. transcript being sent by college) Section 7 – physical on file - If no, write an explanation on the line provided. (e.g., making appt.) Section 8 – This is NOT signed by the employee. It is signed by the Site Supervisor or Assistant Site Supervisor. (718E) Authorization for Background Check. The Site Supervisor or Assistant Site Supervisor completes #1 and #4 of the CFS-718E Authorization for Background Check. The bottom portion of the Authorization for Background Check form is completed with center address, telephone number, the Center License Number and Site Supervisor as Facility Contact. The substitute completes #2 and the top part of #3 of Authorization for Background Check form. The Site Supervisor will review section #2 and #3 for completeness. If the applicant marks “yes” they have been indicated as a perpetrator in a DCFS abuse or neglect investigation the SS will notify them that we cannot hire them. The Authorization for and results of the background check is filed in a separate and confidential file. (Section 407.120) Locations, dates, and times for fingerprinting is available through the Administrative Assistant

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Medical Report – (Section 407.100) If the substitute has not had a physical or TB within the last six months, they will need to schedule a physical exam and arrange for a tuberculosis test with the local county health department. They will need to take the “Medical Report on an Adult in a Child Care Facility form” If they had a physical or TB within the last six months, have them take the form to their doctor and/or the health dept. to be completed. Acknowledgment Of Mandated Reporter Status Substitute reads and sign. The form is filed in substitutes’ DCFS file. Contracts (All Contracts will end June 30, unless there is a definite date that the services will no longer be needed.) The Site Supervisor or Assistant Site Supervisor completes the contract with the substitute, and forwards the original to the executive director with the other paperwork listed on the Substitute Staff Hire for Policy Council Approval form. A copy of the signed contract will be returned to Site Supervisor or Assistant Site Supervisor. A copy is given to the contractual staff and a copy is placed in the DCFS file. Separate substitute contacts are needed for Head Start and Child Care positions. If the applicant is teacher qualified, and also agrees to be a substitute aide, bus monitor, cook, or assistant, the applicant must have a separate contract for each position. The substitute is paid the rate of pay commensurate with the position they are fulfilling on that day. State & Federal Withholding W-4 Certificate Substitute completes both forms. The original W-4 tax paperwork is forwarded to the Fiscal Officer. Standards of Conduct Substitute will read & sign form. File in DCFS file. References - Three handwritten character references from people listed on 508-1 are required for DCFS. The Site Supervisor or Assistant Site Supervisor will need to verify, if the references are hand delivered to the center. Change of Status Form - is used for emergency information –File in DCFS file. I-9 - Substitute will read and complete the top portion. Site Supervisor must see the original then obtains copies of pertinent documents and completes bottom portion of I-9. Copies of documents are stapled to I-9 and placed in substitute’s confidential file. Proof of education – GED/H.S. diploma or college transcript is required.

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Students and Volunteers

Student Worker and College Interns (DCFS Section 407.160) The Site Supervisor will contact the Education Planning Coordinator when a student is requesting a placement at our center as part of a practicum or vocational training program. The Education Planning Coordinator will contact the supervising teacher to obtain information about the needs of the student and the timeline. A written agreement will be signed by the requesting participant, the Site Supervisor or Assistant Site Supervisor and the school staff member. The written agreement will be filed in the student’s DCFS file and a copy will be forwarded to Education Planning Coordinator. The Site Supervisor or Assistant Site Supervisor is responsible for the necessary DCFS paperwork for High School and College Student Volunteers or Internship. The Site Supervisor or Assistant Site Supervisor will forward the student worker/college intern DCFS file to the Administrative Assistant when the practicum or training is complete. The Administrative Assistant will remove the student’s fingerprint clearance from the Center List. NOTE: When a student is assigned to observe for “one day” only for her coursework, DCFS paperwork is not required, per Doris. 2010 The Site Supervisor is responsible to train College Student Interns and High School co-op student volunteer/workers. Volunteers (DCFS Section 407.180) Volunteers whose duties require contact with children or food, one or more times per month must obtain a physical exam and arrange for a tuberculosis test. Volunteers used to replace or supplement staff, will need to be fingerprinted. The Site Supervisor is responsible for checking the Child Abuse & Sex Offender list on line for volunteer names, monthly. This information is shared at team meetings. DVD “Head Start 40th Anniversary” will be available at the center for introduction to Head Start. This video tape will be used to introduce Head Start to community volunteers. Volunteer Training – from Strategic Planning Committee 2-10-05 A person who commits to volunteering 15 or more hours per week in the classroom will be required to be fingerprinted by DCFS for background clearance. The Site Supervisor or Assistant Site Supervisor will forward the volunteer DCFS file to the Administrative Assistant when the volunteer period is complete. The Administrative Assistant will remove the volunteer’s fingerprint clearance from the Center List, if applicable. The Site Supervisor will contact the Parent Involvement Coordinator when a community person is volunteering more than two times per month.

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Parent Involvement Coordinator will train when: I. A community person volunteering more than two times per month. II. A parent volunteering more than three times per week or a total of 9 hours per week. III. Whenever a request for volunteer training is made by a parent or a staff member. IV. Adult or student required by court to perform community service at the center, as a fine.

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Purchasing and Service Calls Center Delivery Procedure The Office Manager will forward all necessary information needed by Site Supervisor for items ordered to be delivered to the center. The Office Manager will send a copy of the Purchase Order and the Center Delivery Form. The Site Supervisor will complete the Center Delivery Form within 2 days of receiving shipment and forward the paperwork to Central Office.

Center Delivery Record Site Supervisor will use the packing slip to make a “physical” check mark next to the items received, and then staple a copy of that packing slip, with the check marks on it, to the center delivery record, prior to sending it in.

Orders without Packing Slip If for some reason you do not receive a packing slip with the order you received, you will need to write all items checked-in on a separate slip of paper and write somewhere on the paper that no packing slip was received and attach it to the center delivery record. Any questions or concerns about the order, the Site Supervisor will contact Office Manager by email and “cc” the purchaser.

Distribution Procedure from Central Office to Center Equipment and supplies delivered to central office may wait for the next SS or Staff meeting for pick-up, or delivered by central office staff. If delivered or picked-up by staff, a distribution slip will be attached to the new equipment and supplies. Center Staff in charge will sign-off indicating the new inventory was received for the assigned classroom or center. The distribution slip is returned to Education Planning Coordinator.

<$200 - <$1,000 Form Wal-Mart purchases totaling $200.00 or more will need a Purchase Order. This may occur with the beginning of the year purchases and diapers, wipes, refills, etc. Also, a service call may need a PO. Education Planning Coordinator will sign and request a PO. Under <$200 Form The Site Supervisor is responsible to complete the under $200.00 form on all cash or charge receipts, except for routine contract charges. (such as routine Pest Control, Towel Service, etc.) In the column, “Purchased for which Program”

√ Item Received Purchased for Which Program Account Number √ HS – D/W Leave Blank √ EHS – D/W Leave Blank √ CB2– center money Leave Blank √ Facility Leave Blank

Kitchen Leave Blank CB28 – center money Leave Blank Transportation EHS - Health

Alert Coordinator or Director when a service call is needed. All service calls needs an estimate and the work ESTIMATE is documented across the top of the <$200.00 Form or <$200 - <$1,000 Form to alert Fiscal

Officer of incoming service charges.

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Kitchen Purchasing Form This form is by completed by the cook or Site Supervisor when food and consumable kitchen supplies are purchased. Non-consumable kitchen supplies may only be purchased with approval from Health Coordinator The kitchen repairs will be reported to the Health Coordinator.

Service Call Log Notebook All service calls are tracked with the make and model of equipment or area of concern. At end of program year or after each entry on excel, a hardcopy is printed and filed in the Service Call Log Notebook. The notebook will be divided by index tabs and placed in a location accessible to center staff. A tab for center key inventory has been added to identify center keys and the location of the keys. A Tracking to Replace Tab in the Service Call Log Notebook will be used for: Timeline to paint facility and classroom walls New fence installed date Installation date of riding track, climbing equipment, sand box, shade covering, etc.

Facility Report – attached to Monthly Report This is a communication tool between Site Supervisor and central office about the condition and needs of the facility. The Education Planning Coordinator and Site Supervisor are responsible for ensuring that the center site facilities are maintained, repaired, safe, and secure. Minor facility repairs should be fixed throughout the year and not wait until the end of year.

Facility Budget There is a budget for miscellaneous facility needs for ongoing facility needs such as small repairs, replacements of light bulbs, cleaning tools, etc.

Center Budget The Site Supervisor will have a center budget to purchase developmentally culturally appropriate education materials for all programs, without having to get approval to purchase. Spending the $$ will be tracked by the Site Supervisor.

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Inventory

Consumable Inventory Head Start, Early Head Start, and Child Care programs located at the center share the Consumable Inventory. At the end of each program year the Consumable Inventory is completed by the Site Supervisor with center staff input in May and returned to Education Planning Coordinator. Requesting Consumable Supplies from Central Office The Site Supervisor is responsible for requesting all consumable supplies for their center. 1. Request for Consumables must be received by Central Office by 3 p.m. on Friday, a week

before the scheduled staff meeting. 2. The Request for Consumables form should be filled out in detail and include but not limited

to: quantity, color, name of item, category, etc. 3. The supervisor should plan ahead to ensure that an adequate amount of supplies are requested

for use between scheduled staff meetings. 4. Supplies are picked up on staff meeting days. 5. In the event that a problem or emergency arises where the above is not possible, supervisor

will contact the office manager. 6. All charge receipts must be attached to under $200 form and turned in within 3 days of

purchase to central office. Central Office Inventory available at Mt. Sterling Central Office The Site Supervisor is provided a list of non-consumable supplies available at Central Office at the beginning of each program year. Supervisor may want to check with Office Manager prior to purchasing office supplies. Materials are requested on the consumable request form. Center-Based Classroom Lending Library Kit The Site Supervisor monitors the use of the classroom Lending Library. The Site Supervisor updates the Classroom Lending Library Inventory from the teacher’s inventory and prepares the Classroom Lending Library for the teachers at the beginning of each program year and also at mid-year. The Site Supervisor will replace books, LBS, as needed. The Classroom Lending Library Inventory is on the center computer. The (hardcopy) Classroom Library Inventory with evidence of children checking out books with LBS attached is forwarded to Education Planning Coordinator in January and at the end of program year. Inspection for Unsafe Children’s Products Site Supervisor is responsible to check and monitor for unsafe children’s products located on site and the reviews the Recall Notices forwarded by DCFS Representative.

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Center Inventory The Site Supervisor is responsible for monitoring the center inventory for safety, developmentally appropriate, and maintenance. (checking for recalled toys and equipment, or checking control numbers for Office Manager, etc.) New supplies & equipment received will be labeled or stamped with “PACT “before use, unless the items are too small to label. All donated supplies need supervisor’s approval and labeled with D. All staff located at the center is responsible for keeping PACT inventory items clean and in good repair. If materials, equipment, or furniture are lost, broken, stolen, or transferred, the Lost, Broken, Stolen, or Transferred form is completed. If the replacement is needed immediately, the Site Supervisor will contact the Education Coordinator. Once per year, (January) teachers will be asked to check their classroom inventory. At this time SS will be responsible to check the following inventory:

a. Items with control numbers, b. resource books, c. and one additional section. (Example: Books, Table Toys, Blocks, Outdoors, etc.)

The inventory will be used to order new or replacement equipment and materials. Inventory Timeline August – An updated center inventory will be forwarded to site supervisor from Education Planning Coordinator for center use. January – Classrooms, Resource Books, plus One Section of your choice, and Inventory with Control Numbers will be inventoried by center staff. The completed center inventory with sign-off signatures are forwarded to Education Planning Coordinator by end of February.

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Site Supervisor Record Keeping Education Paperwork Site Supervisor is responsible to monitor and follow-up on education paperwork. Education staff will forward education paperwork to Site Supervisor to check for accuracy and completeness. The Site Supervisor will check paperwork and follow up as needed. Screenings and Parent Questionnaires. Lesson plans Field Trip attendance are matched with permission slips Safety Checklists Education Contact Reports School Readiness Summary Reports Assessment Booklets Child Plus printout - document of teacher’s education paperwork Classroom Expectation - Head Start & Child Care The Classroom Teaching Team and Site Supervisor will meet and discuss Classroom Schedule, Routine, and Classroom Expectations, prior to start-up of class. H.S. Curriculum Notebook (3-ring binder) (divided per class) includes Classroom Expectations Individualized Summary Sheet Classroom Schedule - blank lesson plan

Curriculum –(original Lesson Plans, Activity Plans, Planning Web, Input by Families, and Field Trip Plans per class - original copies

Weekly Classroom News, Home & School Link, & Notes to Parents E.H.S. Curriculum Notebook (3-ring binder) (divided per class) includes Classroom Expectations Classroom Schedule

Curriculum –(Individual Planning Forms, Group Planning Forms, per class - original copies Weekly Classroom News & Notes to Parents NOTE: Curriculum notebook will be reviewed during self-assessment in February. The curriculum notebooks are turned in at the end of each program year, and stored for 5 years. Center Safety Notebook includes: (at the end of program year filed in DCFS File Drawer)

Fire Drill Reports Record of Pesticides or Herbicides

Crisis Management Manual sign off (SS annually plus new staff/subs) Center Facility Inspection (SS annually) Center and Classroom Monthly Checklist (SS monthly) Playground Inspection Checklist (SS every other month) Health & Safety Classroom Checklist (Teacher monthly) Classroom Safety Checklist (Teacher daily) Classroom Sanitizing and Cleaning Schedule (assigned staff- daily) Daily Playground Checklist (assigned staff - daily)

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Fiscal Notebook - Fiscal Year is July 1 to June 30

Payment Schedule Child Care Arrival & Departure Log (Child Care children only) Child Care Attendance Record DHS or DCFS Monthly Certificate Report

NOTE: The Fiscal Notebook may be reviewed by the Fiscal Officer or Auditor. Food Program Notebook - (3-ring binder) includes:

Master Enrollment List Enrollment Application for Head Start eligibility print-out Menu of what was actually served. Recap Form for claim Meal count records by month Instructions and Income Guidelines Attendance Notebook Classroom attendance reports per classroom Site Supervisor Record Keeping

Bus Schedule – see PI DCFS Staff Records Grid – on computer Staffing Pattern & Child Care Hours – on computer in DROP File Monthly Center Report – on computer Service Call Log Notebook – on computer Start-Up Checklist – on computer End of Year Checklist – on computer

Monthly Center Report – on the center computer This report is a communication tool to communicate center information and needs to education coordinators, monthly. Center Facility Inspection Checklist – Form The Center Facility Inspection Checklist is used at the beginning of the year by the Site Supervisor to inspect the center for fixed regulations and procedures. The original form is filed in the Center Safety Notebook and at the end of year filed in the Health & Safety File drawer. Evacuation Plan – Form The Evacuation Plan is part of the Crisis Management Manual. The Site Supervisor is responsible to make sure all staff is provided the evacuation procedures training Each classroom & socialization space will have a written Evacuation Plan posted on the Health & Safety Bulletin Board and in the Parent Handbook. The emergency situations will be reviewed with center staff monthly. A copy of the Crisis Management /Evacuation training is filed in the Center Safety Notebook and at the end of year filed in the Health & Safety File drawer.

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Playground Inspection Checklist – Form The Playground Inspection Checklist is a tool used to keep the outdoor environment safe for children and staff. The outdoor HS & EHS playground will be inspected every other month by the Site Supervisor. The monthly Facility Report will address issues related to the HS & EHS playgrounds. Center and Classroom Inspection Checklist – Form The SS Monthly Center and Classroom Inspection Checklist will be used by the Site Supervisor to identify safety hazards and to identify staff training or disciplinary follow-up. The completed checklist is filed in the Center Safety Notebook and at the end of year file in DCFS Health & Safety File Drawer. Daily Playground and Classroom Safety Checklists The Daily Playground & Classroom Safety Checklists are completed by the teacher or assigned staff, and Site Supervisor. Both checklists are filed in the Center Safety Notebook Fire Drill Report – Form The Site Supervisor is responsible for the monthly fire drill and checking emergency fixtures, such as smoke detectors, carbon monoxide detectors, etc. The drill will be rotated from morning and afternoon to involve all children and staff. The Fire drill and inspection of emergency equipment is documented on the Fire Drill Report and placed in the Center Safety Notebook. At the end of year, file in Health & Safety file drawer. Record of Pesticides or Herbicides – Form The Site Supervisor will be responsible for the oversight of the pest management practices and for the record keeping requirements. The Record of Pesticides & Herbicides form is filed in the Center Safety Notebook and at the end of year in the DCFS Health & Safety file drawer. Missing Administrative Requirements Memo – Form on Computer The Site Supervisor is responsible to follow-up on missing personnel records or reports tracked by Administrative Assistant.

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Site Supervisor’s Daily, Weekly, or Monthly Routine

updated 5-8-13

Daily Pick-Up Mail and Distribute Daily. - Clerical duties Answer Telephone & communicate messages to staff. - clerical duties Sort Paper work to mail to Central Office or to file on site. - clerical duties Communicate with new hired staff at the end of each day, if applicable. Visit each classroom for a minimum of 15 minutes a day (vary times visited)

Weekly Schedule and lead Center Team Meeting Complete under $200 on all changes & send to fiscal officer. Review Substitute Needs of Center & DCFS paperwork on substitutes. Schedule and observe one or two classrooms per week. Collect Child Care payments and record on CC Payment Schedule - clerical duties Review Payment Schedule & Follow-Up with letters. Sort copies of payment receipts for Fiscal Officer and Family Files. - clerical duties Bi-Weekly Check Time Sheets & Mileage Reports Time/Mileage Reports are Due by 12:00 noon of Thursday of pay period. Monthly Complete Fire Drill & paperwork Complete Meal Re-Cap. Complete DHS or DCFS Monthly Child Care Certificates Purchase Consumable requests – diapers, wet-ones, etc. Complete Monthly Center & Facility Report Update Service Call Log Notebook Walk Center and classrooms and complete Center & Classroom Inspection Checklist Update Staffing Pattern & Child Care hours - Grid on computer - clerical duties Collect Arrival & Departure Log. - clerical duties Collect Child Care Attendance Report. - clerical duties Total Child Care Payment Schedule - clerical duties Review Children’s DCFS Grid. - clerical duties Update Child Care Attendance Report per classroom - on computer - clerical duties Update Child Care Payment Schedule for following month - on computer. - clerical duties Due by the end of first week of each Month - Monthly Center Report Due by the 3

rd of each month: Re-CAP form for CACFP to Health Coordinator

Every Other Month Walk Playground and complete Playground Inspection Staff Meeting @ Central Office Check Center Staff Mail-box for paperwork and pick up for staff unable to attend. Collect any additional information or supplies for staff unable to attend.

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Site Supervisor Time Table updated 5-11-12

August/September Request PO to purchase consumables at Wal-Mart

Complete Center Start-up Checklist Attend Pre-service Training -CPR/First Aid Assist teachers with Developmental Screening & forward screenings Review Fire Drill & Evacuation Procedures – signature of training Attend Parent Orientation – observe parent-child activity Recruit Substitutes/Volunteers Forward DIAL’s to CO (with forwarding slip)

October:

Family Literacy Kick-Off Fire Drill & Evacuation Procedure Review Tornado Drill with staff Plan Head Start Awareness Month Activity – Display classroom projects Schedule Weekly Center Team Meeting Review SRSR procedures with HS and EHS Teachers at CTM. Schedule weekly Classroom Observations Send record monitor request to component coordinators Attend Parent Meeting – observe parent-child activity

November: Assist teachers with Child Outcomes Data entry

Review Fire Drill & Evacuation Procedures Schedule Weekly Center Team Meeting Schedule weekly Classroom Observations Attend Parent Meeting – observe parent-child activity Forward SRSR’s to central office

December: Prepare Annual Child Care Payment Letters for Child Care exemption tax.

Review Fire Drill & Evacuation Procedures Schedule Weekly Center Team Meeting Schedule weekly Classroom Observations Attend Parent Meeting – observe parent-child activity

January: Review Fire Drill & Evacuation Procedures

Inventory items with Control Numbers Inventory classroom furniture/equipment

Schedule Weekly Center Team Meeting Schedule weekly Classroom Observations Attend Parent Meeting – observe parent-child activity

February: Assist teachers with Winter Child Outcomes Data Collection Complete Mid-Year Outcomes Report from Questionnaire

Review Fire Drill & Evacuation Procedures Schedule Weekly Center Team Meeting Schedule weekly Classroom Observations Attend Parent Meeting – observe parent-child activity Send record monitor request to component coordinators

March: Review Fire Drill & Evacuation Procedures

Schedule Weekly Center Team Meeting Schedule weekly Classroom Observations Attend Parent Meeting – observe parent-child activity Send evaluation request to component coordinators

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April: Being End of Year Evaluation process, notify component coordinators Plan Week of the Young Child Celebration Review Fire Drill & Evacuation Procedures Schedule Weekly Center Team Meeting Share staff evaluation collection with hiring coordinator Attend Parent Meeting – observe parent-child activity

May: Schedule Evaluation Conference with 9 month program staff Turn in Annual Training Summary

Schedule staff vacations and prep Sub calendar Follow End of Program Year checklist

Attend Parent Meeting – observe parent-child activity June/July – Beardstown Site Supervisors

Will work one day in June and July to complete Fire Drills, CACFP Book, DHS Billing, and complete Safety Inspections

June/July – Pittsfield, Carthage, Camp Point and Macomb Only

Begin process of starting new CACFP Book. (New lists & new applications) New CACFP Book in place with master enrollment. Current & required information on all enrolled as of July 1

st

Schedule Weekly Center Team Meeting Attend Parent Meeting – observe parent-child activity Share staff evaluation collection with hiring coordinators Schedule End of Year Evaluation Conference with Full year staff

Turn in Annual Training Summary