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  1. OPERATIONAl Issues**************** Presented by Rebecca Ramirez, J.D., M.H.A. Associate Director for Operations SPCAA Head Start & Early Head Start September 17, 2009

  2. Associate Director for Operations • Oversees the daily operations and staff of partner sites and grantee centers • Rebecca Ramirez, J.D., M.H.A. • 2127 34th St., Lubbock, Texas 79411 • 806-762-8815 (office) • 410 Houston, Levelland, Texas 79336 • 806-894-8708 (office) • 806-893-3166 (cell) • rramirez@spcaa.org

  3. Operational Issues • Summary of Risk Assessment Meeting • Corporal Punishment • Fees and Center Activity Funds

  4. Risk Assessment Meeting • Regional Office Risk Management Meeting • August 13, 2009 • Outcomes target two actions: • Further exploration of paperless • Developing training and technical assistance plan for new Disabilities and Mental Health Services Manager

  5. Risk Meeting Continued… • Other points of discussion: • Accuracy of PIR data • Potential consequences of Texas Pre-K funding changes • Sustainability of ARRA playground improvements • Program plan to address college enrollment barriers of paraprofessionals • Reduction in staff turnover

  6. Risk Assessment Praises • Financial program operations • Hard work and preparations that have resulted in measurable quality improvements for the program

  7. Corporal Punishment • § 1304.52 Human resources management • (i) Standards of conduct • 1) … must ensure that all staff, consultants, and volunteers abide by the program's standards of conduct. These standards must specify that: • (iv) They will use positive methods of child guidance and will not engage in corporal punishment, emotional or physical abuse, or humiliation. • Source: 45 CFR 1304.52 (i)(1)(iv) – Code of Federal Regulations – Head Start Program Performance Standards

  8. Corporal Punishment Cont… • Cannot be utilized, regardless of parental consent. • Although may be a recognized form of discipline stated in a handbook or other partner site forum, regulations FORBID corporal punishment. • Practice may lead to partnership dissolution.

  9. Fees and Center Activity Funds

  10. Fees • § 1305.9 Policy on fees. A Head Start program must not prescribe any fee schedule or otherwise provide for the charging of any fees for participation in the program. • If the family of a child determined to be eligible for participation by a Head Start program volunteers to pay part or all of the costs of the child's participation, the Head Start program may accept the voluntary payments and record the payments as program income. • Under no circumstances shall a Head Start program solicit, encourage, or in any other way condition a child's enrollment or participation in the program upon the payment of a fee. • Source: 45 CFR 1305.9 – Code of Federal Regulations – Head Start Program Performance Standards

  11. Fees Continued • Regulation applies to all fees, including contributions for parties, t-shirts, etc. • Program supports field trip experiences by providing Center Activity Funds to pay for admission fees, special materials, and other related expenses. • Center Activity Funds may only be used for experiences that provide a learning experience and meet a developmental need.

  12. Fees & Center Activity Funds • At least 2 field trip experiences per year are recommended and more are allowed based on available resources. • Field trip transportation is secondary to daily child transportation. • Historically, there are times in the year when there is a high demand for field trip transportation.

  13. Center Activity Funds • If the field trip requires the use of Center Activity funds, the SPCAA HS and EHS Policy Council must give prior approval. • The SPCAA Policy Council meets monthly and information requiring their approval is mailed out one week prior to the meeting. • The current allotment of funds is $10 per each enrolled Head Start child from August-February and $5 per each enrolled Head Start child from March-May.

  14. Field Trips & Center Activity Funds Cont… • Funds do not carryover. Thus, if funds are not utilized, they will be lost (e.g., $10 amount is not used by February, it does not carry over to March). • Parents and staff provide suggestions for field trips during Parent Committee meetings. • The local Parent Committee will consider all ideas and must give prior approval to all field trips. Due to the deadline of the PC mail out, please plan ahead! Source: 45 CFR 1304.40 & 1304.50 – Code of Federal Regulations – Head Start Program Performance Standards

  15. Field Trip Sites and Dates • The Parent Committee should also approve alternate field trips sites or dates. • When selecting a site or activity, please remember that field trips cannot include animals, such as a petting zoo, and any materials purchased have to be used in the learning experience of the children.

  16. Center Activity Funds Requests Forms • Submissions are due to the Associate Director for Operations by the Wednesday of the mail-out week. • Submissions must include a copy of the parent meeting minutes and signatures of the Parent Committee Chair and Team Leader or Center Director. • Should the field trip/funds be denied, the Team Leader or Center Director and FSW will be notified and an explanation will be provided by the Associate Director for Operations.


  18. Teamwork is the ability to work together toward a common vision. The ability to direct individual accomplishments toward organizational objectives. It is the fuel that allows common people to attain uncommon results. Andrew Carnegie