Program Governance: Documents and Reports
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An Office of the Administration for Children and Families Early Childhood Learning and Knowledge Center (ECLKC).
Go to ECLKC homepageProgram Governance: Documents and Reports
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Annual Report: An organization often uses its annual report as an information and public relations tool. The report includes the year's program and financial highlights and may be distributed at the annual meeting. Many public agencies are required to produce annual reports. (§1304.51))
Annual Self-Assessment Report: The self-assessment report is a way for grantee and delegate agencies to regularly measure how effective key management systems are in helping to deliver program services. In effect, the self-assessment process supports continuous improvements, which strengthens the quality of services delivered to Head Start children and families. ((§1304.50(d)(1)(viii))
Articles of Incorporation: This legal form is registered with the state and defines the purpose and scope of the organization. (§1304.51(h)(2)
Audit Report: Review of an organization's finances results in an audit report. Head Start agencies are required to have an annual independent audit. An audit focuses primarily on financial procedures but also examines management and program areas. (§1304.51(d)(3))
Bylaws: This document determines the governing body’s structure, function, and rules. By-laws are written and approved by the governing body. (§1304.5(h)(2))
Charter/Ordinance: A charter/ordinance is a state statute or other legal process that establishes public entities. (§1304.51(h)(2))
Community Assessment: All Head Start and Early Head Start grantees must conduct a community assessment every three years and report in their grant application. In between the grantee must review their community assessment and update it, if necessary. The Community Assessment looks at the needs and resources of eligible families, the program, and the community within the program’s service area. (§1304.51(a)(1)(i))
Communication from the HHS Secretary: These documents relate to Head Start regulations, Information Memorandums (IMs), Program Instructions (PIs), and Policy Clarifications received by the program. (§1304.51(d)(2))
Head Start Grant Applications: Written grant application for funding and any amendments for Head Start or Early Head Start programs. The amount of the grant is typically based on enrollment. (§1304.51(d)(4))
Monthly Enrollment Reports: All Head Start programs are required to report their actual enrollment monthly and, if the actual enrollment is less than funded enrollment they must report the reasons for shortfall. (ACF-PI-HS-08-06 Monthly Enrollment Reporting)
Monitoring Reports: These reports contain results from on site monitoring review conducted on programs, every three years or follow up results. (§1304.51(i)(2))
Program Information Report (PIR) Data: The PIR is an important source of descriptive and service data for the Head Start community, their partners, Congress and for the general public. All grantees and delegates are required to submit PIR for each Head Start or Early Head Start program. The data are used at the federal, regional, and local levels. (§1304.51(h)(1))
Periodic Reports of Financial and Programmatic Status: These written reports inform governing bodies about what is happening with programs and services within the organization. They include periodic financial reports (usually monthly or at every meeting). Ongoing program monitoring is needed to produce good fiscal and program reports. (§1304.51(d)(4))
Personnel Policies and Procedures: Each program maintains employee policies and procedures tailored to its own program structure and operation. (§1304.50(d)(1)(x))
Proof of Nonprofit Status: This legal document from the Internal Revenue Service certifies that an organization is incorporated as a tribal or local government, an educational institution, or another charitable or religious group. Agencies with Head Start programs typically have nonprofit status. (§1304.51(h)(2))
Provisions Developed by a City, County or Other Public Jurisdiction: This document lays out the structure, function, and rules of the governing entity. In public agencies formal legal action by voters or by public entity itself is needed to make changes. (§1304.51(h)(2))
Service Plans: Written plans for implementing services in each of the program areas covered by Early Childhood Development and Health Services, Family and Community Partnerships, and Program Design and Management must be reviewed and approved annually. (§1304.51.(a)(2))
Strategic or Long-Range Plan: A long-range plan or blueprint to set the direction for an organization, including its goals, objectives, strategies, and staff action plans. The process of developing this plan is an important function of governance. (§1304.51(a))
References
Monthly Enrollment Reporting ACF-PI-HS-0806
Program Information Report (PIR)
Program Self-Assessment Booklet 1 [PDF, 110KB]
Program Governance: Documents and Reports. HHS/ACF/OHS. 2010. English.
Last Reviewed: October 2012