Checklist for New Head Start and Early Head Start Directors

Funding | Program Operation | Reports | Reference Documents | Tickler File | Contacts

Head Start and Early Head Directors can use this checklist to help ensure that you have key information you need to be effective in your leadership role. Remember that your executive director, TA provider and management team are all resources that you can tap into to build a strong foundation in your new role.

FUNDING

• Your current Head Start funding application for the 3-year cycle and related correspondence including the Financial Assistance Award (FAA)
• Refunding applications for the past three years
• A copy of your current USDA food services contract

PROGRAM OPERATIONS

COPIES of:

• Current governing body structure for your program
• Current organization chart for your program
• Current strategic plan
• Current Personnel Policies & Procedures
• Current Administrative Procedures
• Service Area plans for:
   Program Management & Design
   Early Childhood Development & Health Services
   Disabilities
   Family & Community Partnerships
   Fiscal Management
   Transportation (if applicable)
• Last completed Community Assessment and updates
• Last completed annual program self-assessment and improvement plans
• By-Laws for each policy group
   Minutes from meetings held by:
   Governing Body
   Policy Council
   Policy Committee for Delegates
   Parent Committee
   Advisory Committees

REPORTS

COPIES of:

• Last PIR (Program Information Report)
• Monthly USDA Reports
• Copy of your agency’s last financial audit
• Financial Reports (SF-269 and SF-272)
• Copies of quarterly Head Start Financial Reports
• Your program's insurance policies
• Monthly enrollment and attendance report
• Ongoing monitoring service area report
• Most recent Federal On-site Report
• Quality Improvement Plan (QIP) - if applicable)

REFERENCE DOCUMENTS

• Head Start grant application instructions
• Copy of the most recent Head Start Program Performance Standards
• Copy of the Improving Head Start for School Readiness Act of 2007
• Copy of OMB Circulars (Which Circular Do I Follow)
• PIR Guide (updated annually) [PDF, 3.97MB]
• Five Steps to Community Assessment Workbook
• Risk Management Process
• GABI – Grants Application Budget Instrument
• Office of Head Start Monitoring Protocol
• Head Start Resource Center (HRSC)
• Head Start Facilities Assistance Desk
• Early Head Start National Resource Center (EHS NRC)

TICKLER FILE OR OTHER DEVICE TO REMIND YOU OF DEADLINES FOR:

• Refunding grant application (Head Start/Early Head Start and other)?
• Reporting requirements [insert hyperlink] of grants?
• Reporting requirements for program activities, such as family assessments, health screening, self-assessment, and accreditation?
• Data collection for Community Assessment and/or updates?
• Data collection for the Program Information Report (PIR)?
• End of Month (EOM) Enrollment? 

DO YOU HAVE THE CONTACT NAMES, PHONE NUMBERS AND/OR EMAIL ADDRESSES FOR THE FOLLOWING?

• Regional Office Program Specialist and Grants Specialist?
• Head Start State Association Chair?
• Other directors in the Region with programs similar to yours?
• USDA contact for your state or locality?
• State Pupil Transportation Director?
• Child Care Licensing Contact?
• State-Based T/TA Office?
• Grantee Performance Support Specialist?
• Head Start-State Collaboration Office? [PDF, 43.5KB]
• Bookmark for Early Childhood Learning and Knowledge Center, your one-stop shop for Head Start and early childhood online resources?
• Head Start Subscriber Alerts?