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Quarterly Screening Process, as viewed at a high level, which are performed by assessorsis performed by Assessors.
Quarterly Screenings are done every three months and do not require a site visit. However, an Assessor may schedule the quarterly screening to coincide with an annual monitoring. (per Texas Rising Star Staff Handbook)
Team | Centralized Assessment Entity Assessors |
Team members | Centralized Assessment Entity Assessors |
Team mission | Provide consistent and reliable screenings of Texas Early Learning Program meeting the standards for the Texas Rising Star program certifications and star levels |
Process Flow Diagram
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Process Flow Chart
Role Performing Task | Process Task Number | Task | Input for Task | From | Output for Task | To | Media or Application |
Assessor | 1 | Assessor Assignment/ Update | New Jira Screening Ticket, Assessor assignments and availability | Assessor Assignment query |
Assessor Assigned, Jira ticket status update | Assessor | Jira ticket |
Assessor | 2 | Monitor Deficiencies |
Interest Form
Jira Auto generated
Manual Email to Confirm Receipt of Interest form
Provider
CCR Auto-updates | TWC | Screening Results, Jira Ticket status update | NA | Engage/ Jira Ticket | |
Assessor | 3 | Criteria Met? |
CCR Auto-updates
Screening Results | Assessor Screening | Determination if Criteria is Met | NA | Engage |
Assessor | 4 | If |
:No | Deficiencies Identified | Assessor Screening | Auto-Generated Event Log |
Interest Form
Provider/ Jira Ticket
ELP setup in Engage system; Auto generated Engage School Section Event Log and Email
LWB
Assessor | Engage |
Auto-Generated Event Log and go to step 6 | |
Assessor | 5 |
Received notification of ELP School/ Facility setup
Auto-generated Engage School Section Event Log and Email
CSA/ Engage
NA
NA
If Yes: | Required and supporting documentation upload | Assessor | No Deficiencies Identified, Jira Ticket status update | Assessor | Engage/ Jira Ticket |
Go to step 21 | |||||
Assessor | 6 |
Assign Mentor in Engage
ELP/ School setup notification
LWB
Mentor Assignment, Auto-generated Engage School Section Event Log and Email;
Mentor
Was there an Impact? | Screening Results | Assessor | Determine if Impact occurred | Assessor | Engage |
Assessor | 7 |
Received email notification of Mentor Assigned
Auto-generated Engage School Section Event Log and Email
If No: | Screening Results | Assessor | Jira Ticket Status |
CAE Logistics Team and Managers
Assessor
9
CQIP Management
Interest Form and Provider Input
Jira Ticket and Provider
CQIP completed
LWB/ Mentor
Engage
Assessor
10
Determine if ELP is Assessment Ready by Deadline to receive Assessment
CQIP and required documentation
LWB, Mentor, Provider
Decision if ELP meets requirements for Assessment before the Deadline to receive Assessment
LWB, Mentor, Engage School section
Engage
Assessor
11
ELP Not Ready for Assessment before deadline to receive assessment
Determination if Assessment Ready
LWB/ Mentor
?
?
?
Assessor
12
Assessment Ready Value set to Ready
Determination if Assessment Ready
LWB/ Mentor
ELP is indicated Ready for Assessment in Engage, Auto-generated Engage Assessment Tool 2/0 Section Event Log and Email Notification created
CAE Logistics Team and Managers
Engage/ Email
Assessor
13
Receipt of Notification ELP is Ready for Assessment
Assessment Ready Value set to Ready
LWB/ Mentor
Start of Pre-Assessment process; Jira Ticket status moved to Pre-Assessment
CAE Logistics Team and Managers
Engage/ Email, Jira Ticket
Assessor
14
Pre-Assessment
Receipt of Notification ELP is Ready for Assessment
LWB/ Mentor
Information/ details about the ELP
Assessor
Manual
Assessor
15
Determine if ELP is Assessment Ready by Deadline to receive Assessment
Pre-Assessment
Assessor
Decision if ELP meets requirements for Assessment before the Deadline to receive Assessment
Assessor
Manual
Assessor
16
If Assessment is Ended Assessment ticket is closed
Pre-Assessment
Assessor
Jira Creates Event Log in Engage with API and sends Email notification to Mentor/ LWB
LWB/ Mentor
Jira
Assessor
17
If Assessment is Completed, Review or update Class/ Facility data
Pre-Assessment
Assessor
Current accurate class/ facility data
Assessor
Engage
Assessor
18
Determine if the review data causes impact to certifications
Current data on clasess/ facilities
Assessor
Impacts or no impacts to data
Assessor
Engage
Assessor
19
If determination is that there is/ are impact(s) to the certifications, Impact Notice is created
Review of the current class/ facility data
Data provided by the state
Impact notice
Assessor
Jira
Assessor
20
Event Log of Impact Type and an email is auto-generated
Determination if Impact to certification
Jira auto-generated
Email and Event Log Notification
LWB/ Mentor
Engage
Assessor
21
Email Notification Received
Created Event Log and Email
Engage
Assessment Ticket Closed and CQIP continues
LWB/ Mentor
Assessor
22
If determination of certification impact(s) is no, Assessment is performed
Determination there is no impact to certification
Assessor
Data from the scoring of the Assessment
Assessor
Manual
Assessor
23
Enter Data into Engage
Assessment results
Assessor
Assessment results data in Engage
Assessor
Engage
Assessor
24
Verify and finalize Assessment
Entered Assessment data in Engage
Assessor
Verification and Finalization of Assessment in Engage
Assessor
Engage
Assessor
25
Assessment Results Report generation
Verified and finalized assessment in engage
Assessor
Assessment Results Report
Assessor
Engage
Assessor
26
Debrief Meeting - Initiated by Assessor to Mentor
Assessment Results Report
Assessor
Debrief meeting
LWB/ Mentor
Manual
Assessor
27
Results Report emailed to Provider after Debrief meeting
Assessment Results Report
Assessor
Email within 2 days of entering results into Engage the Results Report to the provider
Provider
Assessor
28
Receive Result Report
Emailed Result Report
Assessor
Results Report received by Provider
Provider
update | Assessor | Engage/ Jira |
Event Log created and go to step 21 | ||
Assessor | 8 |
Class(es) setup in Engage
Interest Form
Provider/ Jira Ticket
ELP Class(es) set up in Engage School ection
LWB/ Mentor
Engage
If Yes: | Screening Results | Assessor | Determine Type of Impact | Assessor | Engage | ||
Identify Type of Impact based on Findings | |||||||
Assessor | 9 | Event Log Creation (TRS Probation Event, Star Level Change, SIA) | Screening Results | Assessor | Event Log Created, Jira Ticket Status update | Assessor | Engage/ Jira |
Assessor | 10 | Impact Notification (includes form completion) | Screening Results | Assessor | Completed Impact Notification and Form, Jira Ticket Status update | ELP, Assessor, LWB, Mentor | Engage/ Email/ Jira |
Assessor | 11 | Impact Ended? | Assessor | Screening Criteria | Assessor | Engage | |
Assessor | 12 | If Yes: CCR Screening | CCR Auto-updates | TWC | Screening Results, Jira Ticket status update | NA | Engage/ Jira Ticket |
Assessor | 2 | If No: | Jira trigger or reminder of Impact Period | Assessor | Screening Results and Jira Ticket Status update | Assessor | Engage/ Jira Ticket |
Go to step 2 Monitor Deficiencies at next time period | |||||||
Assessor | 13 | Criteria Met? | Screening Results | Assessor Screening | Determination if Criteria is Met | NA | Engage |
Assessor | 13A | End of Probation or Star Level Drop Period | Screening Results | Assessor | Probation lifted or Star Level Reinstated, Jira Ticket Status update | Assessor | Engage/ Jira |
Assessor | 14 | If Suspension: | Screening Results | Assessor | Event Log created, Jira Ticket Status update | Assessor | Engage/ Jira |
Event Log Creation (Suspension Type) | |||||||
Assessor | 15 | Impact Notification (Includes form completion) | Screening Results | Assessor | Completed Impact Notification and Form, Jira Ticket Status update | ELP, Assessor, LWB, Mentor | Engage/ Email/ Jira |
Assessor | 16 | Review ELD Points Threshold Monthly | ELD Points Threshold | Assessor | ELD Points Threshold Calculated | Assessor | Engage |
Assessor | 17 | Notify LWB of Threshold Monthly | ELD Points Threshold Calculated | Assessor | Notification of the ELD Points Threshold Monthly | HGAC | Email/ Report |
Assessor | 18 | Create Event Log tracking ELD Points Threshold Monthly | ELD Points Threshold Calculated | Assessor | ELD Points Threshold Calculated | Engage | Engage |
Assessor | 19 | Determine if ELD Point Threshold was Met | ELD Points Threshold Calculated | Assessor | Determine if ELD Point Threshold was or was not met | Assessor | Engage |
Assessor | 20 | If Yes for step 19: | Impact End Date: Impact Ended | Assessor | Identification of Impact End date, Jira ticket status update | Assessor | Engage/ Jira |
Identify if Impact (Suspension) is ended; If No go to step 16 | |||||||
Assessor | 21 | If Yes for step 20:: | Impact Ended | Assessor | Email Notification; Jira Ticket Status update | LWB/ Mentor | |
Notify LWB | |||||||
Assessor | 22 | If No for step | ELD Threshold Point Met Determination - Not Met | Assessor | CCS Agreement Ended and Notification to Payment office; Jira Ticket Status closed | Payment office | |
CCS Agreement Ended Notification (Notify the Payment office of the CCS agreement | |||||||
LFM | 23 | Fidelity Monitoring | Jira Ticket data | Assessor | Fidelity data | Stakeholders | Email/ Report |
LFM | 24 | Close of Process |
Roles and Responsibilities
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The RACI chart is a type of responsibility assignment matrix which lists all stakeholders and the level of involvement in each task, denoted with the letters, R, A, C, or I.
Responsible (R) roles: designates the task as assigned directly to this role. This is the person who does the work to complete the task or create the deliverable. Must have one and could have several Responsible roles.
Accountable (A) roles: delegates and reviews the work involved, This person makes sure the responsible person/role knows the expectations of the task and completes the work on time. Only one person/role is accountable.
Consulted (C) roles: provide input and feedback on the work being done. This person/ role has a stake in the outcome of the task as it could affect their current or future work. Not a required responsibility for a task.
Informed (I) roles: need to be looped in the progress of the task, but not consulted or overwhelmed with the details. The task could affect their work, but they are not decision makers for the task. Usually outside the and are not a required responsibility for the task.
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Tasks \Roles
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All Assessors
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Assessor I
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Assessor II
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Assessor III
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Research Assistant
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Research Coordinator
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Manager
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Senior Manager
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Director
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Logistics/ Fidelity Monitor
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LWB/ Mentor
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ELP Representative
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Stakeholder
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Complete Interest or other Assessment Request Form
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R A
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ELP Representative Account and Facility Setup
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...
...
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I
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C
...
I
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Mentor Assignment
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...
...
...
I
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R A
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I
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Class(es) setup
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R A
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CQIP Management
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R A
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C
...
I
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Ready for Assessment field changed to Ready
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I
...
I
...
I
...
R
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A
...
I
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Scheduling
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I
...
A
...
R
...
I
...
I
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Pre-Assessment
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R
...
R
...
A
...
I
...
I
...
I
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Class(es)/ Facility Review
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R
...
R
...
A
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Certification Impact notification and application
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R
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R
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A
...
I
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I
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I
...
I
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Assessment
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R
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A
...
I
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I
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I
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I
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I
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Data Entry in Engage
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R
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A
...
I
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I
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Verify and Finalize Assessment
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R
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R
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A
...
I
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Results Report generation
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R
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R
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A
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I
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I
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I
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Debrief Meeting
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C
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R
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R
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A
...
I
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C
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Results Meeting
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C
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I
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R A
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C
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I
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