End of Month Filing (No Binder)
End of Month Filing is scanned and saved on the U Drive in the GO/Document Scans Folder by the 5th working day of the month
Center Supervisor prints COPA 201 Monthly Attendance Report, reviews and makes any needed corrections. Once correct the COPA 201 is scanned and filed into the EOM folder for that month
Family Eligibility Specialist and Center Supervisor review CenterTrack Class Roster Report (Reconcile HS & State Classroom assignment & Program model) and make any needed corrections. Once correct, the Class Roster Report is saved in the EOM folder for that month.
SCOE GO is implementing electronic sign in/out for children. In the event that a paper Sign-in/out Sheet must be used (ipad issue), the sign in/out sheet is reviewed by the Educator for accuracy and signed. The sign in/out sheet is then scanned into the Data Entry Folder
Recruitment Binder
Family Advocate and Family Eligibility Specialist document all contacts made during any recruitment activities within a binder located at each site
The Community Contact Record is maintained in the Recruitment Binder for each specific month, along with any flyers or handouts gathered from other agencies
Tools:
Ambassador’s Calendar (Monthly-Document Planned and Completed Recruitment)
Application Binders
Waiting List Binder
Monthly waiting list report, vacancy waiting list report & approved applications are maintained in the Eligible/Accepted Waiting List binder until a child is selected for enrollment.
Incomplete, Ineligible or Declined Application Binder
Applications that are incomplete, ineligible or have been declined enrollment are maintained in a separate binder.
Tools:
Attendance Tracking Binder
Attendance reports & plans are maintained within a binder located at each site
The process, parent flyers, tools used, reports & plans are included in the Attendance Tracking Binder
Tools:
Case Conferencing Binder
Case conferencing documentation in COPA Child Case Notes. A binder is maintained that contains the completed Staff Meeting Records to document Case Conferencing Participation.
Tools:
School Readiness Binders
To ensure consistency with planning and gathering supporting school readiness documentation binders must be maintained for the classroom & per child.
Tools:
Parent Meeting Binder
Meeting records are maintained in the Parent Meeting Binder including:
Parent Committee schedule, compiled surveys, copy of receipts, meeting agenda, minutes, sign-in sheet, evaluation and handouts, including any community resources distributed at the meeting·
Parent Advisory Committee confirmation & data sheets
Site specific Policy Council representative confirmation sheet
Tools:
Monitoring Binder
Master Teacher organizes monthly filing:
Current Year Monitoring Plan
Health & Safety
Unannounced Supervision
ERSEA
Family & Community Engagement
Education, Disabilities & Mental Health
Program Management & Quality Improvement
Fiscal, Facilities & Transportation
Tools/Forms:
