01.07.01e - Planning Procedures

Planning Procedures Policy Number and Last Update
(01.07.01e/03-2015)

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

STAFF JULY AUGUST SEPTEMBER
GRANTEES Staff monitors programs.
Policy Council:
  • reviews analysis of K-readiness data
  • elects officers
  • approves planning procedures & self-assessment procedures.
 Staff monitors programs.
Policy Council & Board vote on:
-  budget or program changes
  • DHS personnel policies
  • review CLASS scores
  • planning & self-assessment procedures
 Staff and committees conduct self-assessments.
Policy Council & Board:
  • reviews and discusses service area plans
  • Votes on program or budget changes
  • reviews analysis of K-readiness data
DELEGATES

Parent Committee:

  • plans expenditure of parent fund.

Policy Committee:

  • Approves joint decisions & shared info., complete budget for FY, personnel policies, impasse, planning procedures, by-laws.

Director trains Policy Committee on roles and responsibilities and budget.

Education Committee observes classrooms.

  • review analysis of k-readiness data

Board approves:

  • Pol. Com. 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
  • takes part in self-assessment
  • votes on budget or program changes.
  • 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
  •  reviews analysis of PIR data
  • reviews analysis of K-readiness data

Board:

  • receives independent audit report
  • evaluates director's performance
  • votes on budget or program changes
  • reviews PIR data

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
  • discusses self-assessment findings
  • determines enrollment criteria for next year

Board:

  • approves enrollment criteria
  • reviews self-assessment findings
  • analyzes PIR results
  • reviews analysis of K-readiness data

Staff analyzes program outcomes.
Staff reviews delegate audit reports.

All participate in annual state-wide planning meeting.

Staff writes and disseminates goals and objectives.

Budget committee meets to review delegate proposals, and determine funding levels.
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, before planning meeting.

Policy Committee reviews proposed budget for next year and directors submits to grantee office.

  • review analysis of K-readiness data
 All comment on goals and objectives.

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

Staff revises plans, policies and procedures.

 Staff begins preparing federal funding application.

Board approves:

  • Funding application and 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 areas.

Staff submits funding application to Office of Head Start
DELEGATES

 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.

P.C & Board:

  • develops &/or approve Policy Council election, reimbursement, joint decisions, by-laws;
  • vote comm. rep's, if needed;
  • review & approve full budget for next FY.

Grant Dir. trains on function.
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.