The Head Start Program Performance Standards 1304.51(b-f) requires that all grantee and delegate agencies establish and implement systems to ensure that timely and accurate information is provided to parents, policy groups, staff, and the general community. The following is a list of suggested tips (not limited to) that program directors and staff should consider in establishing an effective communication system:

• Communication with families (1304.51 (c)) must be carried out on a regular basis throughout the program year, and carried out in the parent’s primary or preferred language, for example:
  • Agency newsletter
  • Parent-teacher conferences
  • Open house events
  • Parent committee meetings
  • Policy group minutes
  • Agency web site (if available)
  • Children’s progress notes

• Communication with governing bodies and policy groups of the following information provided on a regular basis:
  • Procedures and timetables for program planning
  • Policies, guidelines, and other communications from HHS
  • Program and financial reports
  • Program plans, policies, procedures, and Early Head Start and Head Start grant applications.

• Communication among staff must include mechanisms for regular communication among all program staff to facilitate quality outcomes for children and families.
  • Conduct staff meetings
  • Distribute progress reports
  • Establish an intranet for internal staff correspondence
  • Develop site management plans that includes center operations
  • Provide updates to annual written plans
  • Involve staff in program planning sessions

• Communication with delegate agencies (if your agency has delegates) must have a procedure in place that ensures that delegate agency governing bodies, Policy Committees, and all staff receive all regulations, policies, and other pertinent communications in a timely manner.
  • Host a staff orientation with delegate agencies
  • Attend delegate agency staff meetings
  • Establish a schedule to ensure timely dissemination of relevant regulations, policies and other correspondence