Every 3 years, Head Start grantee programs are subject to a comprehensive review as mandated by the Head Start Act. The Office of Head Start and its Monitoring Support contractor, Danya International, Inc., have established a series of steps in preparing Grantees for the review. Grantees requiring monitoring reviews in the coming fiscal year are given the opportunity to submit scheduling requests for consideration. OHS, through Danya, gives Grantees written notification 30 days in advance of the scheduled on-site review date. Following notification, the pre-review planning process is initiated.
The pre-planning phase is a pivotal step in the review process. Grantees who take full advantage of the pre-planning stage are better positioned to enhance understanding of how their programs actually deliver services. The review team is better informed before beginning the on-site field work, and this increased awareness allows for maximized efficiency in scheduling interviews and conducting assessments.
In preparation for the Head Start Monitoring Review, Danya requests that the:
- Grantee provide specific documents to Danya prior to the Review team’s arrival on-site. Educating the monitoring team in advance enables Reviewers to be better prepared and informed on-site. The pre-review materials requested include a complete Community Assessment and Updates, the most recent Grantee Self-Assessment, an organizational chart, and details on class schedules, hours, and staffing. The Grantee Self-Assessment provides the grantee with the opportunity to describe in its own words how it ensures compliance with Head Start requirements.
- Grantee complete a Grantee Contact Information form that enables the grantee to identify the appropriate individuals to respond to compliance questions during the on-site review to ensure the final report presents a fair and accurate representation of the program. OHS wants Grantees to have every opportunity to ensure that the Review team is getting the relevant information from the most knowledgeable staff resource.
- Grantee deliver specific materials to the review team at the hotel on the Saturday morning preceding the review. Documentation requested includes the Grantee Contact Information form, current insurance policies, list of currently enrolled children, grantee’s Policies and Procedures Manual, and bank statements from the previous 18 months.
- Grantee make readily available on-site a series of documents for use by review team. These materials include documents related to the FY 2008 OHS Monitoring Protocol Compliance questions.
FY08 Documents
Pre-Review: Materials to Send to Danya for FY08 [PDF, 78 KB]
Upon request, the Grantee will be required to provide specific documents to Danya for their Head Start Monitoring Review. This document lists the materials the Grantee must send to Danya before the review.
Pre-Review: Materials for Saturday Hotel Delivery FY08 [PDF, 38 KB]
The Grantee will be required to have specific materials available for the review team at the hotel on the Saturday morning before the review start date. This document lists the materials the Grantee must prepare and deliver to the hotel.
On-Site: Materials that will be available on-site for FY08 [PDF, 78 KB]
Upon request, the Grantee will be required to provide specific documents to Danya for their Head Start Monitoring Review. This document lists the materials the Grantee must provide to the review team on-site.
Grantee Contact Information Form FY08 [PDF,123 KB]
To ensure that the on-site review and its resultant Head Start Review Report provide a fair and accurate representation of each program, the Office of Head Start (OHS) is providing each Grantee an opportunity to identify individuals who can best address compliance questions from the FY 2008 OHS Monitoring Protocol.
