Documentation Management & Fidelity Monitoring

Quality Assurance:  

Monthly data checks and data error reporting  

Assessment and screening data will be monitored monthly by the logistics manager and assessment managers using a burndown system to track the pace of Assessor assignments, program assessments, ratings recorded in the Texas Rising Star assessment tool and in Engage, reliability routines, and data checks to help identify any discrepancies in data entry and corrections needed.  Correction will be included in the monthly assessment reports. The reports will be shared with boards and TWC.  

Documentation Retention: 

According to UTHealth Houston documentation retention policy, CAE documentation will be retained for 7 years. Assessment documentation includes Note-taking forms, FARF or any other paper form completed for assessments or screenings conducted. 

Additional documentation retention and disposal guidance will be provided.

Assessors:  

Note-taking forms and Facility Assessment Record Forms or Classroom Assessment Record Forms used to conduct an assessment will be stored electronically. Assessor staff working remotely will scan documents monthly by the 5^th of the month following the assessment.