Effective Administration and Business Practices for Programs with One Employee

1 PORTFOLIO BUILDING: ADMINISTRATION AND BUSINESS PRACTICES STANDARDS FOR PROGRAMS WITH ONE EMPLOYEE Date of training Trainer s name Contact info Organization name

Session Outcome and Objectives 2 Create Discuss the application of administration and business practices standards in your program. documentation of policies to meet the QRIS Administration and business practices standards. Discuss strategies and tactics for achieving program- wide implementation of Administration and Business practices standards. Gain the knowledge and tools needed to improve your program s administration and business practices. Examine the QRIS Administration and Business Practices standards.

Reflection 3 How close are you to meeting the Administration and Business Practices standards at your desired star level?

Portfolio 4 Your chance to show off what your program does Document your quality, including quality improvements Required for a quality rating Ratings are never final, you can resubmit as many times as you want

Evidence 5 Evidence is meant to be a measurable indicator of the quality of a program Pay careful attention to the type of evidence asked for in the portfolio You may add supplemental evidence but do not omit any required evidence

Evidence Example 6 Program policy, written procedure or guidelines Copy of program policy, procedure, guidelines, philosophy, code of ethics, rules, etc. from a program document such as a parent handbook or operator s manual selected to clearly demonstrate criteria Written description Description of an activity, approach or procedure which demonstrates the criteria. This can include: an experience which demonstrates the performance criteria, teaching strategy used, or the physical environment or room arrangement How are they different? Why are they different?

Portfolio Requirements 7 Some standards are classroom-specific Programs with multiple classrooms need to submit evidence for each classroom Programs with multiple age groups will need to submit evidence for each age group Some standards are age-specific Multiple licensing locations Programs can choose whether to submit for one, some or all locations.

Portfolio Development and Submission Process 8 Compile evidence for star level evidence must be provided for EVERY indicator Place labeled evidence in portfolio using included instructions and evidence pages Check box indicating evidence has been provided Submit portfolio to the Teaching Research Institute for review Don t forget to look at the scoring guide to help you understand how your portfolio will be rated!

Percentage Scoring Minimum to Achieve Rating 9 Administration and Business Practices Learning and Development Health and Safety Personnel Qualifications Family Partnerships Total number of standards by domain 12 6 5 4 6 Total number of standards needed to pass each domain 10 5 5 3 5 Remember, evidence must be submitted for each indicator. Your portfolio will not pass the initial screening and move on to a review team if it is not complete!

What Star Level? 10 Have you decided on which star level you will apply for? What barriers exist that make achieving that star level a challenge?

AB1 - The program follows business practices, policies, and procedures that support financial sustainability. 11 3 Star The program maintains business records that include income, expenses, tax records. The program s business practices include planning activities such as business projections, a business plan, a budget, etc. 4 Star 5 Star None

AB1 - Evidence 12 3 Star Written description of three types of business records used. 4 Star Written description of planning activities. Copy of a business record used for planning. 5 Star None

How can we implement this? 13 The program maintains business records that include income, expenses, and tax records. Evidence: Written description of three types of business records used. Include a description not actual forms.

How can we implement this? 14 The program s business practices include planning activities such as business projections, a business plan, a budget, etc. Evidence: Written description of planning activities performed. Copy of a business record used for planning.

Writing your description 15 How do you keep records on Income Expenses Taxes How do you plan for keeping your business financially stable? Budget Business plan

AB5 - A comprehensive program evaluation process is developed and performed annually. 16 3 Star Sources for the program evaluation include information from three of the five sources listed. Sources for the annual program evaluation include information from four of the five sources listed. 4 Star 5 Star Sources for the annual program evaluation include information from five of the five sources listed.

AB5 Evidence 17 Description of your annual process for program evaluation. Example of a modification made in response to an evaluation. 3 Star 4 Star Description of your process for program evaluation using four of the five sources. 5 Star Description of your process for program evaluation using five of the five sources.

Evaluation of the program 18 Family input/Family Survey Provider self-evaluation Outside evaluators Rating scales (FCCERS-R and others) Child outcome data from assessments

Family Input/Family Survey 19 How will you gather and use input or feedback from families? What kind of input do you want? Use the QRIS family survey. Gather input in other ways, too. What changes have you made after receiving input or feedback from a family? Added more fresh fruits and vegetables to your menu? Added a child s favorite book to your library?

Provider Self-Evaluation 20 How will you evaluate your own skills, knowledge, growth, etc? How often? What tools will you use?

Rating scales or evaluation instruments 21 Choose a rating scale and decide: How will you use it? How often? Will someone help you? Options:

Outside evaluators 22 How will you have your program evaluated? Who will do the evaluation? How often? What kind of evaluation will be done? Options: USDA food program inspection Network Coordinator Paid consultants Trusted colleagues

Child outcome data from assessments 23 Formal learning assessments such as Teaching Strategies Gold give teachers and care givers the ability to see the entire group s progress in learning and development. How will you use the data made available by formal learning assessments to evaluate your program? You may need significant training in order to use this evaluation method appropriately.

How can we implement this? 24 Sources for program evaluation include information from three, four, or all of the five sources listed. Evidence: Written description of your annual process for program evaluation using three, four, or all five of the sources. Written example of a modification made in response to an evaluation. 1. 2. 3. 4. 5.

Include in your description 25 Evaluation source Method How much? How often? Who? Rating Scale FCCERS 1 section 4 times / year Provider QRIS Family Survey 75% of families Family input Every October My assistant Provider, Owner, Director, teachers, etc. One competency area Online Self- Evaluation tool Self evaluation Twice / year Outside evaluator USDA inspection Complete review 3 times/year USDA monitor Informal surveys Provider or assistant Family input One question Once a week

Questions? 26

27 Closing thoughts Evaluations THANK YOU, AND GOOD LUCK!