9/6/24 Mentor Meeting

Housekeeping

Laura

New Hire - Naomi

• We were awarded the Harris County Grant

• She will be hiring a team of 8 people

• Will be working closely with L&D

• Will be leading a CDA cohort through this (different from L&D’s CDA)

• Family services will be moving up to the mentoring office area

• We’ll be getting a laminator

Updates

Ladacia

• We submitted 421 waivers last Friday

End Designation Date = the date that the program must be certified and receive a star level

• Not being certified by this date will impact the program’s $

Recertifications - use the dates on Engage, the ones on the caseload spreadsheet are not correct

• Go to the latest full assessment certificate to find the recertification date - will be looking at the expiration date

  • This will be found in the TRS Tool 2.0 in the Assessments tab

• Submit recertification requests three months before the recertification date

• The program must be 100% ready when you submit this request

Questions:

• If CAE is using the ‘Recertification By’ date, but it doesn’t match the expiration date on the latest full assessment certificate then you will submit a help ticket to Shanika

Structural Measures Initial Assessment - now live

• Your providers might reach out to you about this

• This assessment is offered to both ELD & Accredited programs

  • Applies to programs seeking initial certification

• Programs w/ a 9/30 deadline can now do this

• Ask your programs if they want the desk review assessment or the initial assessment - be sure to explain that the highest score they can get through the desk review assessment is 2 stars

• Still work with the programs who choose the desk review assessment to meet all required measures for initial assessments - if they lose certification/accreditation they won’t have to start all over if they’ve been working to meet the required measures

• You’ll still be doing Observations for programs who choose the desk review assessment

• You can submit the request prior to your observations

CAE Portal

• We say “Jira ticket” when referring to assessment requests but it’s really the CAE portal - we want to use this language instead of saying Jira ticket

2-week window / Sprint Groups

• Make the programs who have been notified of their 2-week window your priority

  • You’ll want to make sure that the documents are up to date with the latest changes

• Mentor Visit Form & CQIPs for Sprint Team Group supporting an individual mentor

  • The lead mentor will complete the CQIP

  • The supporting mentors will complete the MVF if they conduct the visit

    • Make sure to document the action steps so the lead mentor can copy that information into the CQIP

Mentoring Agreements

• If the mentoring agreement has been signed by a mentor who is no longer working with that program, upload a different one with the correct mentor’s name

• Don’t delete the agreement before uploading the new one

Communication Documentation in Event Log

• Make sure to document all communication attempts in the event log - this is important for us to have in case we need to bring any situations to the Board

• Non-responsive providers will be a ‘drop-in’ visit - document this as well

• If you have a non-responsive provider(s) you can ask other mentors to do a drop-in visit

Coaching Camp

• October 15th-17th

• Monday & Tuesday (9/9 &9/10)

Coding Calls

• Mandatory - every Friday

• Take notes

• Use the TSM (new version is online), Handbook, & Guidelines as references

Facility Change Assessments

• Only submit a facility change assessment request for Certified programs

• For ELDs you’ll submit a Help Ticket

Child Progress Monitoring

• We met our goal

• Make sure to discuss the benefits of using the data from the checklist - how it will help them support their children

Signatures

• Cannot use iLovePDF for signatures

• You can only use the registered/stamped signature on Adobe &/or DocuSign

  • Log into DocuSign using your UTH credentials - it’s free

  • Mary Beth will send the link & support for this

  • You’ll need to tell providers that DocuSign is not spam

• If those options aren’t available, then an actual signature is needed

Assessment Ready Programs

• Make sure you update all forms - FARF/Initial Screening/Key Policies

• We had to hit ready for programs that weren’t ready so they’d be eligible for the waiver

  • Make sure to get these programs ready - CAE may begin coming out to do assessments soon

9/30 Ineligible programs

• Don’t submit that they’re ready yet, but keep working with them as if they were ready

Impact Emails

• Submit a CLI Help Ticket for programs who received an incorrect automated impact email

  • Provide a screenshot of the email

• Some of the deficiencies go to a review team where they make a decision - once that decision is made it will automatically populate

  • Some deficiencies from previous months will show up now because of this process

• Some directors also fight the deficiencies which causes it to go into review - another explanation for this

Screenings

• Compliance Points Threshold (40 deficiency points)

  • Determines star-level

• Certification Eligibility (25 deficiency points)

  • Determines if the program is eligible for Certification

Provider Non-Responsive to Scheduler for 2-week Window

• Once a program is in the queue and receives a 2-week window but doesn’t respond they won’t lose their spot, CAE will just move on to the next provider

  • When the program reaches out to the scheduler they will open the 2-week window again

No Longer Participating

• FAPO did not have a correct list of NLP programs

• If a program is marked as a NLP by FAPO/Laura but still wants to participate then notify Laura

Pay attention to what the End Designation Dates are - keep an eye out for 10/1 end dates

ELD start dates of 10/1/2022 will have the end designation date of 9/30

You can submit for initial assessment when the desk review team tells you to hit the assessment ready button on Engage

Tell your providers to download the assessment data/print it out (data disappears when Engage does the deployment)

• Ladacia will be asking LaShonda for guidance on this