Planning Procedures Policy Number and Last Update
(01.07.01e/01-2011)

Planning Procedures for Delegates and Grantees during July-August-September

STAFF JULY AUGUST SEPTEMBER
GRANTEES Staff monitors programs.
Board approves:
- DHS Personnel Policies
- Planning procedures
- Policy Council composition, selection & reimbursement
- Joint decision-making & shared info.
- Budget or program changes
Policy Committee:
- Reviews full budget for FY
- Approves planning procedures, DHS personnel policies &
self-assessment procedures.		 Staff monitors programs.
Policy Committee & Board vote on:
- Budget or program changes
- Correction of non-compliance items.		 Staff and committee conduct self-assessments.
Policy Committee & Board:
- Review and discusses service area plans
- Vote on program or budget changes
- Approve ERSEA for following year
- Take part in & review self-assessments.
- Analyze PIR
DELEGATES Parent Committee:
- Plans expenditure of parent fund.
Policy Committee:
- Approves joint decisions & shared info., complete budget for FY, personnel policies, impasse, planning procedures.
Director trains Policy Committee on roles and responsibilities and budget.
Education Committee observes classrooms.
Board approves:
- Policy committee election
- Personnel policies
- Joint decisions, info. - sharing & impasse
- Planning procedures
- Annual budget
- Internal fiscal controls
Board hires independent auditor.
All review the self-assessment procedure.		 Policy Committee.:
- Reviews financial and program reports
- Votes on budget or program changes.
Policy Committee approves: correction of non-compliance items.
Board approves:
- Budget or program changes
- Action to resolve non-compliance items.		 Policy Committee:
- Reviews financial and program reports and audit reports
- Votes on budget or program changes- approves waiting list criteria for enrollment for following year.
- Takes part in self-assessment
- Reviews PIR data Board:
- Receives independent audit report
- Evaluates director's performance
- Votes on budget or program changes.
- Takes part in self-assessment
- Reviews PIR dat

Planning Procedures for Delegates and Grantees during October-November-December 

STAFF OCTOBER NOVEMBER DECEMBER
GRANTEES Staff conducts Community Assessment Policy Council:
- Makes recommendations for service area plans
- Reviews community assessment- conducts self-assessments
- Discusses self-assessment findings
- Reviews budget.
Board:
- Conducts self-assessments
- Reviews self-assessment findings
- Reviews budget
- Reviews state appropriations 		 Managers hold service-area meetings.
Staff analyzes program outcomes.
Staff reviews delegate audit reports.		 Staff and delegate representatives:
- Hold strategic planning meeting
- Set goals and objectives.
DELEGATES Staff conducts Community Assessment. Policy Committee:
- Reviews financial and program reports
- Approves line-item changes
- Education Sub-Committee makes recommendations regarding curriculum implementation
- Reviews CA findings.
Board., Policy Committee and Staff:
- Hold planning meeting
- Address findings of self-assessment, audit report, education committee
- Make decision for next year.		 Delegate director submits to grantee:
- T & TA plan
- Delegate Agency Annual Plan
- Audit Report- Inventory update
- Community assessment.
Policy Committee reviews proposed budget for next year. Coordinators attend service area meetings.		 Parents, staff and board members attend meeting.

Planning Procedures for Delegates and Grantees during January-February-March 

STAFF JANUARY FEBRUARY MARCH
GRANTEES

Grantee Board:
- Reviews budget and approves any adjustments
- Reviews services area plans
- Reviews MSHS policies and procedures
- Reviews Delegate Agency Annual Plans
- Approves delegate agencies and areas
- Approves partnership agreements
- Approves goals and objectives.

Staff revises plans, policies and procedures.

Staff begins preparing federal funding application.

Policy Committee & Board approve contract amendments.

Board approves:
- Funding application

Assoc. Director recommends necessary action to Sec. of DHS.

Policy Committee votes to approve or disapprove:
- Funding application
- Recruitment criteria
- Goals and objectives
- Program options
- Delegate agencies and area
- Partnership agreements.

Staff submits funding application to Office of Head Start
DELEGATES

Full Policy Committee reviews and votes to approve or disapprove funding application, by conference call or meeting of all members.

Board approves funding application.

Director submits application.

 Planning Procedure for Delegates and Grantees during April-May-June

STAFF APRIL MAY JUNE
GRANTEES

DHS sends provider contracts.

Policy Council approves contract amendments.

 Staff:
- Reviews community assessment
- Makes adjustments.

Policy Council:
- Approves budget amendments
- Develops & approves Policy Council election, self-assessment, reimbursement, parent-involvement procedures, by-laws.
- Votes comm. rep's, officers.

Grant Dir. trains on function.DHS board:
- Approves contract amendments, self-assessment, monitoring, ERSEA, by-laws.
DELEGATES Board signs DHS contract.

Board approves budget or program changes.

Policy Council approves budget or program changes.

Par. Comm. elects reps. to Policy Comm.Personnel sub-committee screens, interviews and recommends candidates to Policy Committee

Policy Committee:
- Approves or disapproves hiring;
- Develops Policy Committee election, parent-involvement procedures, by-laws;
- Elects comm. reps., officers & reps. to Policy Council

Board approves or disapproves hiring.

NOTE: Policy Council and IDHS Board will approve personnel actions whenever necessary, at regular or special meetings. The Associate Director will inform DHS administrator, as necessary, of the Board's recommendation.

Policy Council and IDHS Board will meet as needed to approve or disapprove supplemental funding applications. The Associate Director will inform DHS administrator, as necessary, of the Board's recommendation.