9/13/24 Mentor Meeting

Certification Sprint Updates

Continue to update the screening forms

• All Certified & ELD programs need the new screening form (form for certified is different for ELD)

• 6 month history to determine eligibility

Check Mentoring Agreements

• Supposed to be signed and uploaded within 60 days of the initial visit

• This is required in order for us to provide mentoring services

• If the director changes, a new mentoring agreement needs to be obtained and uploaded

School Management Page

• Needs to be updated to match what’s in licensing

• Sometimes the license number will be different in SM than what’s on licensing

  • Submit a CLI help ticket and notify them of this error so it can be fixed

  • You’ll also need to submit a CLI help ticket for any information that does not match licensing

  • All information on licensing must match what’s on Engage

Threshold compliance screening 10/1/24

• Programs that exceed 40 points will get a notification that they’ll lose their CCS agreement

• Laura will write up a protocol for you to follow

There will be a report from the board of programs that fell below 2 stars but weren’t submitted for reassessment

• If your program appears on this list, you’ll move them to the top of your priority list - you have 30 days after submitting for reassessment

• you will have to submit a request for reassessment & create an update in the event log

• Put in the event log your communication with the provider

• Laura will create a protocol of the steps for the report

• Refer to page 29 of the guidelines - only 1 category reassessment per full assessment

General

• CAE is notified when we hit a program as Ready in Engage

  • CAE uses the applications to determine what kind of assessment needs to be done

  • If you have a nonresponsive program you can mark them as not ready

• Desk Review & Structural Assessment are 2 different things in CAE’s minds

  • Desk Review = checking that the documents are uploaded

  • Structural Assessment = reviewing the documents to see if they meet the requirements

• Coding Call

  • It was requested that CAE provides a checklist of what they look for when conducting their desk reviews on the programs

    • The answer given was that everything is in the FARF & we should refer to that

• Unsure of how long the waiver programs have to get ready for assessment

  • Ladacia will ask Katie if any guidance on this has been given

• Automatic Screener/Impact Notice

  • Who signs the impact notices?

    • Unsure

  • Are we notified?

    • Unsure

Certificates

• CC Laura on certificate requests to Katherine

• If you have requested certificates from Katherine and haven’t gotten them yet, send an email and CC Ladacia and Laura

• Turnaround should be 3 days - send an email if it takes longer than that

Questions about CAE should be submitted to Shanika

• Be as clear as possible

We have gotten 53 programs certified in the 2 weeks we have been doing the sprint

Observation Visits

Observation Visits are required - refer to page 25 of the TRS Handbook

• Required even if they’re getting a Structural Assessment

• After the Interest Visit and orientation for the director and/or owner, one of the mentor’s next visits with the ELP should be an observation visit

• The Observation Visit needs to happen within 60 calendar days of signing the mentoring agreement

• It’s recommended to conduct the observation after doing the Needs Assessment

  • If you can’t do it in this visit, then use the end of this visit to schedule the observation

• If the program has hired new teachers since your last visit/observation, you’ll need to conduct observations for the new staff

  • You won’t have to do a full observation of the whole site, just for the new staff

• The purpose of this tool is to keep us informed of what we saw in the classroom and what/how we need to support the teachers and children

  • Assessors aren’t necessarily looking at the observations but it’s still a requirement

This tool drives the support you give to the program

Facility Changes During ELD

Minor changes - program name, address, ownership type, ages served

• Current timeline remains

• You’ll submit a help ticket in Engage so the school can be updated

Major changes - owner or facility type (home to center)

• The timeline starts over upon the change

ELD Extension Waiver

2-Week Window Notification

Assessment Results Meeting

Threshold Compliance Meeting

No Longer Participating

NLP is different from CCS Terminations & Facility Changes

• You’ll need to follow a different protocol for each of these

• If you mark a program as No Longer Participating, create a Jira ticket under the Mentor Communication project

Protocols

• If you feel like any edits need to be made to the protocols, let a Manager know

Caseload

• Everyone has until EOB today to inform Sarah of the status of all programs on your caseload

• Sarah and Khalif will work on Monday to clean up everyone’s caseload

• NLP/CCS Term programs will be removed from your caseload

• We’ll unassign you from these programs on Engage

  • We’ll need to verify that this is allowed by the board (look through guidelines/handbook)

Updated/Revised Resources