Updates

Ladacia

• mentoring agreement

  • need to secure these for all programs

  • reach out to Lauren to assist with scanning these

  • add into event log: general update - mentoring agreement

• sites managed by one Director (ex: YMCA)

  • can get them to sign one mentoring agreement and leave the school name blank

  • with their agreement, you can put the different school names on the agreements with their signature

• pre-assessment documents

  • non-ELD mentors who help with onboarding events - make sure you are not hanging onto the documents - give them to the mentor who is assigned to the school

  • you can ask Ladacia for help if you do not know who the assigned mentor is

• high-priority ELD’s

  • will be assigning Certified mentors to help with these providers

• correcting pre-assessment documents

  • screening forms

    • make sure that the screening is the most recent one - some forms have very old dates for the screening but current dates for the signatures

• compliance/deficiencies - document every step!

  • document point of discovery in the Event Log (self-report)

    • update will be “Self-Reported Deficiency”

      • include as much information as possible (deficiency #, deficiency name, point of discovery, documentation of deficiency, etc.)

    • help-tickets - send information to Shanika with detailed information on why you are needing to submit a help ticket to CAE

      • keep your copies of the emails sent to Shanika (create a folder or flag them)

      • do not send a help ticket to CAE directly

      • don’t put information about help ticket into the event log, document it in the mentor tracker under the comments section

  • CAE team is still new - there will be inconsistencies/miscommunication so give them grace

    • notify the managers of any inconsistencies/miscommunications so LaShonda can be aware

  • we will be creating a more formalized protocol for this soon

• upcoming trainings - sign-up sheet is linked here: ELD Mentor PD @ OCB

  • April trainings for ELD’s - PLC workshops

    • point of this is to be able to answer any questions the providers may have and to be more in alignment

    • first training will be for ELD mentors - new Mentors should also attend

    • make sure you are signing up for these

    • don’t schedule any visits for these days - these will be full day trainings

    • will have Certified trainings next month

  • April 12th - full day training

    • this is to meet the production target for Child Progress Monitoring tools

      • (PK assessment/developmental milestone checklist)

    • you will learn more about these tools and how to use them so that you can teach the providers about them

  • April 3rd - Community Event (all mentors)

    • keep your calendar open and be prepared to be available for this event

  • Thursday 1:1’s

    • every single Thursday we will be having these sessions

    • make it a priority to invite 2 providers every Thursday

    • you can also invite 1 provider who represents multiple sites

    • make sure you are actively trying to invite providers - don’t just email them, make sure you call them too

    • present these events to providers as a positive, valuable thing that they can do - it’s an opportunity for them to become Certified

    • if you can’t get 2 people invited, then you will still come into the office and work on caseload management

      • you will meet with a manager 1:1 and discuss concerns regarding your caseload management, if any

    • don’t schedule in-person visits on Thursday (Certified and ELD team)

      • Q - how will this impact our mentoring hours for the month

        • will need to discuss this with management - but the purpose of this is for reporting purposes - to make sure our mentoring hours match the service we deliver

        • we will use this time to make sure there’s no gaps in service delivery/miscommunication/misunderstanding

        • you can still use this time at the office to conduct virtual visits - but make sure these calls are done at OCB

        • if you have a visit on Friday, you can do it (in the morning) - you just need to be in the office all day on Thursdays

          managers - discuss this with leadership during next meeting

      • Q - moving forward, can we be informed of these changes earlier? for example, when we are notified of these changes we have to cancel and reschedule any observations we have because we cannot do these virtually

        • let managers know of the observations you already have scheduled on Thursday (4/4) and the managers will review the pre-assessment documents and verify that everything is uploaded and correct - if everything is good to go, then you will be able to conduct the observation, but if not then you will have to reschedule

          • email the name of the school and the license #

          • pre-assessment checklist is in the ELP teams channel in the purple folder

  • April 27th - community event (9-2) for Homes

    • promote this to your Home providers - call, email, discuss this during visits

    • goal is to get them assessment ready

• pre-assessment documents: Ready Button Checklist.pdf

  • when providers send you these documents, you need to make sure that you are looking at them and checking that the information on the documents is correct

  • you can also share this resource with your provider: Binder Checklist.pdf

    • have them put all the documents in the binder so they have it on hand when the assessor comes in

    • tell your providers to call you if there is an issue with a document during the assessment - this will allow you to help them in the moment and potentially correct it in the moment

• certified team

  • make sure that you are keeping the documents for the Certified ELP’s updated

    • this will ensure that all documentation is current and correct when quarterly/annual visits are conducted

    • it would be a good idea to give them the binder checklist (link to checklist is in the bullet above)

Facility Changes

Bianca

• facility changes

  • if you know that your provider is undergoing a facility change, make sure that you are creating an update in the Event Log

  • tag Campbell and Bianca in this update

  • if the provider tells you, it will be a self-report - if they do not inform you and you find out later then it will be a general update

  • Q - Campbell wants to have the event log update as “No Longer Participating - Facility Closed” but what date do we put?

    • you’d put the first date of the following month

      • ex: if you are notified on 3/20, then you would put the effective date as 4/1

• Shanika -

  • CAE expects the mentors to guide the provider with the Facility Change assessment - make sure you are doing this and documenting it in the event log

  • make sure that everything is in place and correct before submitting the request for the facility change assessment

    • do not let them submit this request themselves

Social Committee -

Bianca

• about the committee:

  • if you’d like to join the committee, let Bianca know

  • similar to Sunshine Committees in ISDs

  • celebrates and highlights monthly holidays/events

  • purpose is to create a sense of community - offer support/celebration/acceptance/etc. to all employees

Next Steps:

Deadline:

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<Jira Ticket Link>

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• Note 1

• Note 2

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Next Steps:

Deadline: