HomeMy WebLinkAbout2017 GOV MATRIXHead Start Governance Matrix(r)
Approvals Required by Head Start Boards and Policy Councils
Head Start Act of 2007 and the Head Start Performance Standards Effective November 7, 2016
Jerry Gomez, Management Consultant
Required Approvals
(Procedure, Policy, Plan or Funding)
Approval Required By
Frequency of Approval
References: Head Start Law and New Regulations
Board of Directors
Policy Council
Board Composition Requirements (Non-Governmental Agencies)
Head Start Act 642(c)(1)(B) and Standards 1301.2(a)
X
---
One-Time
Procedure for how Policy Council members are selected (PC Bylaws)
Head Start Act 642(c)(1)(E)(iv)(VI) and Standards 1301.2(b)
X
X
One-Time until Changed
Board and Policy Council Codes of Conduct re: Conflicts of Interest including Board Resolution of Complaints
Board: Head Start Act 642(c)(1)(C)(I – iv) and Standards 1301.2(b)
PC: Head Start Act 642(c)(2)(c)(i-ii)
X
X
One-Time until Changed
Procedures for Resolving Disputes and Impasse Between Board and Policy Council
Head Start Act 642(d)(1)(A, B) and Standards 1301.6
X
X
One-Time until Changed
Financial Management Accounting and Reporting Policies and All Major Expenditures Head Start Act 642(c)(1)(E)(iv)(VII)(aa) and Standards 1301.2(b)(1)
X
---
Policies: One-Time until Changed
Major Expenditures: As Needed
Selection of Auditor and Approval of Audit
642(c)(1)(E)(iv)(VII)(cc) and Standards 1301.2(b)(1)
X
---
Annually
Procedures for Management of Program Data Supporting Availability, Usability, Integrity and Security of Data
Board: Head Start Act 642(c)(1)(E)(iv)(IV) and Standards 1302.101(b)(4)
PC: Standards 1302.101(b)(4)
X
X
One-Time until Changed
Review and Approve All Grant/Funding
Applications including Budget Planning
Board: Head Start Act 642(c)(1)(E)(III) and Standards 1301.2(b)(1)
PC: Head Start Act 642(c)(2)(D)(iii) and Standards 1301.3(c)(1)
X
X
Annually and As Needed
Establish Strategic Long-Term Goals and
Measureable Objectives for Program in Funding Application
Board: Head Start Act 642(c)(1)(E)(III) and Standards 1301.2(b)(1)
PC: Head Start Act 642(A); 642(c)(2)(D)(iii) and Standards 1301.3(c)(1)
X
X
Annually
Selection of Delegate Agencies
Board: Head Start Act 642(c)(1)(E)(iv)(I) and Standards 1301.2(b)(1)
PC: Head Start Act 642(c)(2)(D)(vii) and Standards 1301.3(c)(1)
X
X
Annually and As Needed
Child Recruitment and Selection Procedures
Board: Head Start Act 642(c)(1)(E)(II) and Standards 1301.2(b)(1)
PC: Head Start Act 642(c)(2)(D)(ii) and Standards 1301.3(c)(1)
X
X
Annually
Annual Self-Assessment and Plan for Corrections
Board: Head Start Act 642(c)(1)(E)(V)(aa) and Standards 1301.2(b)(1)
PC: Head Start Act 642(d)(2)(F) and Standards 1302.102(c)(2)(iv)
X
X
Annually
Personnel Policies and Procedures including Standards of Conduct for Staff
Board: Head Start Act 642(c)(1)(E)(V)(cc) and Standards 1301.2(b)(1)
PC: Head Start Act 642(c)(2)(D)(vi) and Standards 1301.3(c)(1)
X
X
One-Time until Changed
Procedures for hiring, evaluation, compensation and termination of Executive, Head Start, Fiscal and Human Resource Directors/Officers or Equivalents
Board: Head Start Act 642(c)(1)(E)(IX) and Standards 1301.2(b)(1)
X
---
Procedure: One-Time until Changed
Implementation: As
Stipulated in Procedure
Criteria for the Hiring and Dismissal of Program Staff
Board: Head Start Act 642(c)(1)(E)(V)(cc) and Standards 1301.2(b)(1)
PC: Head Start Act 642(c)(2)(D)(vi) and Standards 1301.3(c)(1)
X
X
One-Time until Changed
BEST PRACTICES FOR BOARDS & POLICY COUNCILS – NOT REQUIRED
Best Practice - Procedure, Policy, Plan – Prior Regulations
(Needs Formal Local Adoption)
Board
Policy Council
Frequency of Approval
Policy defining Board roles and responsibilities for implementing a high quality program
Previous Standards 1304 Appendix A II(b)
X
---
One-Time until Changed
Procedures describing how shared governance is implemented
Previous Standards 1304 Appendix A II(c)
X
X
One-Time until Changed
Approval/Disapproval of individual program hires
including director (As Provided in Personnel Policies) Previous Standards 1304 Appendix A III(b)(c)(d)
Board approves Board procedure for hiring of Program Director
X
As Needed
Written Planning Procedure (“Road Map”)
Previous Standards 1304 Appendix A I(a)
X
X
One-Time or Annually
Written Service Area Plans
Previous Standards 1304.51(a)(iii)(2)
---
X
As Determined Locally
Community Complaint Procedures
Previous Standards 1304 Appendix A II(e)
X
X
One-Time until Changed
Financial Reporting Procedure – Include Non-Federal Share, Administrative vs Program Costs, and Budget Projections 2016 OHS Fiscal Integrity Monitoring Protocols – Questions 1, 2,
and 5
X
---
Monthly with Financial Reports
REQUIRED MONTHLY REPORTS TO
HEAD START BOARDS & POLICY COUNCILS
Monthly Reports Required by Law
To Board
To PC
Frequency
Budget Reports
Credit Card Expense Reports
USDA Meals/Snacks
Program Information Summaries
Enrollment & Attendance Reports
X
X
X
X
X
X
X
X
X
X
Monthly
Monthly
Monthly
Monthly
--
OTHER INFORMATION THAT MUST BE SHARED WITH
HEAD START BOARDS & POLICY COUNCILS
Other Reports/Documents Required by Law
To Board
To PC
Frequency
Financial Audit
Strategic Planning and Needs Assessment
Results of Ongoing Monitoring, Data on School Readiness Goals, and Adherence to Data Procedures
Annual Self-Assessment and Corrective Action plans (needing approval)
Communication/Guidance from Fed. Gov’t
Program Information Report (PIR)
X
X
X
X
X
X
X
X
X
X
X
X
Annually
Annually
At Least Semi-Annually
Annually
As Provided by Fed. Gov’t
Annually