A Scenario: Head Start Program in Florida
Shared Decision-Making
Governing Bodies
Performance Standards
How can I support the Head Start community as it fulfills the Head Start governance mandates?
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Scenario: Head Start Program in Florida
When we reviewed the Head Start Program Performance Standards, we realized that we needed two written policies to add to our Policy and Procedures Manual (PPM) collection. Because we are so busy, we asked a facilitator to help us involve our governing body (the Board of County Commissioners [BCC]), Policy Council, and management staff in developing or improving our policies, including our processes for shared decision-making and resolving internal disputes.
We thought the best way to involve a broad cross-section of our program was to hold several focus groups. The facilitator posed three questions for each focus group to address:
- How do we practice shared
decision-making?
- How can we do it better?
- How would we resolve any impasse between the BCC and the Policy Council?
What we learned from these focus groups was interesting. The Policy Council and staff felt that the BCC was too removed from Head Start to participate in shared decision-making. It governs a large county and since our Head Start program is just one of many cogs in the wheel, we don't get their full-time attention. This was not as much of an issue for the delegate agencies, which have boards of directors that can focus on fewer programs than the county governing board can.
Ms. Kay, the director of our agency and the assistant county administrator for human services, made a suggestion to improve communications with the BCC. She said that some county programs make annual presentations to the BCC. They use videos or slides in their presentations and tell stories about people who benefit from the program. Ms. Kay suggested that Head Start give a presentation to the BCC. Following her suggestion, our PPM for shared decision-making calls for an annual workshop meeting for the BCC and the Policy Council to do just that.
Our first "show-and-tell" day with the BCC was a great success. The commissioners asked many questions and wanted to hear more from parents about how Head Start helps them. Several commissioners have promised to attend our Policy Council meetings to find out more about the issues and concerns brought before the council. We feel this is an excellent start to a relationship that will help us to share stories about our program, share resources, and, most important, share decisions.
—Based on the activities of a Head Start program in Florida
The individual members of governing bodies for Head Start agencies may be volunteers or may be elected. They may have oversight responsibilities for a number of projects, programs, and priorities. Head Start may be one of many competing programs that beckons the attention of the governing body.
Governing bodies must understand what each program under their jurisdiction expects of them. To clarify these responsibilities, the Head Start Program Performance Standards specify key tasks that members of Head Start governing bodies must perform. Managing these tasks for Head Start as well as additional programs require creative leadership and a clear division of responsibilities between staff and the governing body.
Shared Decision-Making
In Head Start agencies, the governing body shares key decision-making activities with the Policy Council or Policy Committee. This concept of shared decision-making is unique to Head Start and is based on the assumption that the governing body is making key decisions about the agency and program and can, therefore, share some of these responsibilities.
Small agencies that have Head Start as the central or major program may find it easier to share decision-making with the policy group. However, large entities that operate numerous programs—with Head Start as a relatively small part— may find it more challenging to integrate decision-making into various levels of the organization.
Governing Bodies
To fulfill the Head Start governance mandates, including shared approval by both the governing body and the policy group, it is important to develop relationships and build bridges among all the decision-makers. This includes the policy group, the administrators, and the members of the governing body. Communication lines must be open and actively support partnerships among administrators, the policy group, and the governing body.
Governing bodies provide support and direction to guide organization administrators, executives, and managers. Effective Head Start governing bodies need to:
- Understand the concept of governance and
how the roles associated with governance are distinguished from
the roles associated with administration.
- Clarify their roles and responsibilities
and how these roles and responsibilities relate to policy groups
and agency and program managers.
- Recognize the basic procedures and
systems that must exist to have well-functioning Head Start
programs.
- Demonstrate effective shared decision-making with the appropriate Head Start policy groups.
Governing bodies are expected to serve as visionaries, policymakers, and organizational gatekeepers. The governing body ensures that the mission, vision, and values lead to achieving program and agency goals and objectives.
Performance Standards
The Head Start Program Performance Standards emphasize the need for governing bodies to:
- Develop, review, and approve or
disapprove policies and procedures in partnership with the policy
group.
- Design written policies that define the
roles and responsibilities of governing body members and inform
them of the management procedures and functions necessary to
implement a high-quality program.
- Ensure that appropriate internal controls
are in place to safeguard federal funds in accordance with Head
Start regulations.
- Work with policy groups to establish written procedures for shared decision-making and for jointly resolving internal disputes including impasse procedures-between the governing body and the policy group.
