1304.52 Human resources management (a) Organizational structure (l) Grantee agencies must establish and maintain an organizational structure that supports the accomplishment of program objectives. This structure must address the major functions and responsibilities assigned to each staff position and must provide evidence of adequate mechanisms for staff supervision and support. 1. Action: The agency has established and maintains a Table of Organization that addresses the functions and responsibilities of staff positions, supervision and support. Job descriptions are in place for each employee. Staff supervision and support is evidenced by the Table of Organization, specific job descriptions, performance evaluations, and the training plan. (2) At a minimum, grantee agencies must ensure that the following program management functions are formally assigned to and adopted by staff within the program: (i) Program management (the Head Start director); 1. Action: The program management function of the Head Start Director is formally assigned. 2. Responsibility: Policy Council, NCMC Board of Trustees 3. Time Line: Annually (ii) Management of early childhood development and health services, including child development and education; child medical, dental, and mental health; child nutrition; and, services for children with disabilities; and 1. Action: The program management functions of early childhood development (education) medical, dental, mental health, nutrition and disabilities are formally assigned. 2. Responsibility: Director, Policy Council, NCMC Board of Trustees (iii) Management of family and community partnerships, including parent activities. 1. Action: The program management functions of community partnerships and parent activities (social services/parent involvement) are formally assigned and approved. 2. Responsibility: Director, Policy Council, NCMC Board of Trustees (b) Staff qualifications-general. (1) Grantee and delegate agencies must ensure that staff and consultants have the knowledge, skills, and experience they need to perform their assigned functions responsibly. 1. Action: Staff, contracted personnel, and consultants meet state and/or federal regulations/licensure/certification and/or equivalent skills and experience requirements as evidenced by job description qualifications/formal agreements and personnel files., Policy Council, NCMC Board of Trustees 3. Time Line: All year (2) In addition, grantee agencies must ensure that only candidates with the qualifications specified in this part and in 45 CFR1306.21 are hired.
1. Action: Candidates for staff positions and contracted services meet the qualifications specified by federal or state requirements as evidenced by job description qualifications, formal agreements and personnel records., Policy Council, NCMC Board of Trustees 3. Time Line: All year (3) Current and former Head Start parents must receive preference for employment vacancies for which they are qualified. 1. Action: Current or former parents receive preference for employment vacancies for which they are qualified., Policy Council, NCMC Board of Trustees 3. Time Line: All year (4) Staff and program consultants must be familiar with the ethnic background and heritage of families in the program and must be able to serve and effectively communicate, to the extent feasible, with children and families with no or limited English proficiency. 1. Action: Staff and consultants are familiar with the heritage of families for effective service to the target population. Bilingual consultants are utilized to provide program information to families to the extent feasible. 3. Time Line: All year (c) Head Start director qualifications. The Head Start director must have demonstrated skills and abilities in a management capacity relevant to human services program management. 1. Action: The job description qualifications for the Head Start Director meet federal requirements; personnel files will verify the qualifications of the Director. 2. Responsibility: Policy Council, NCMC Board of Directors 3. Time Line: Annually (d) Qualifications of content area experts. Grantee agencies must hire staff or consultants who meet the qualifications listed below to provide content area expertise and oversight on an ongoing or regularly scheduled basis. Agencies must determine the appropriate staffing pattern necessary to provide these functions. (1) Education and child development services must be supported by staff or consultants with training and experience in areas that include: The theories and principles of child growth and development, early childhood education, and family support. In addition, staff or consultants must meet the qualifications for classroom teachers, as specified in section 648A of the Head Start Act and any subsequent amendments regarding the qualifications of teachers. 1. Action: Education and child development staff/consultants have training, experience, and certification or credentialing as required. Personnel files will verify the qualifications of staff. 2. Responsibility: Head Start Director, Policy Council, NCMC Board of Trustees (2) Health services must be supported by staff or consultants with training and experience in public health, nursing, health education, maternal and child health, or health administration. In addition,
when a health procedure must be performed only by a licensed/certified health professional, the agency must assure that the requirement is followed. 1. Action: Health services staff/consultants have training/experience/certification or credentialing as specified. Only certified health professionals are authorized to perform certain health procedures as required. Personnel records, Consultant agreements, and official documentation will verify qualifications. 2. Responsibility: Head Start Director, Staff, Policy Council, NCMC Board of Trustees (3) Nutrition services must be supported by staff or consultants who are registered dietitians or nutritionists. 1. Action: Nutrition services are supported by a registered dietitian. Consultant agreements or personnel files will verify qualifications., Head Start Director, Policy Council, NCMC Board of Trustees (4) Mental health services must be supported by staff or consultants who are licensed or certified mental health professionals with experience and expertise in serving young children and their families. 1. Action: Mental health staff/consultants are licensed or certified menta1 health professionals with experience. Verification of qualifications is on file., Head Start Director, Policy Council, NCMC Board of Trustees (5) Family and community partnership services must be supported by staff or consultants with training and experience in field(s) related to social, human, or family services. 1. Action: Family/partnership services are supported by staff/consultants with training/experience in social, human or family services. Personnel records or consultant agreements will verify qualifications., Head Start Director, Policy Council, NCMC Board of Trustees (6) Parent involvement services must be supported by staff or consultants with training, experience, and skills in assisting the parents of young children in advocating and decision- making for their families. 1. Action: Parent involvement services are supported by staff/consultants with training/experience assisting parents in decision-making and advocacy for their families. Personnel records or consultant agreements will verify qualifications., Head Start Director, Policy Council, NCMC Board of Trustees (7) Disabilities services must be supported by staff or consultants with training and experience in securing and individualizing needed services for children with disabilities. 1. Action: Disabilities services are supported by staff/consultants with training/experience in securing needed service for children with disabilities. Personnel records or consultant agreements will verify qualifications., Head Start Director, Policy Council, NCMC Board of Trustees
(8) Grantee agencies must secure the regularly scheduled or ongoing services of a qualified fiscal officer. 1. Action: The grantee has secured the services of a qualified fiscal officer or officers. Personnel records will verify qualifications. 2. Responsibility: NCMC College President, NCMC Board of Trustees (e) Home visitor qualifications. Home visitors must have knowledge and experience in child development and early childhood education; the principles of child health, safety, and nutrition; adult learning principles; and family dynamics. They must be skilled in communicating with and motivating people. In addition, they must have knowledge of community resources and the skills to link families with appropriate agencies and services. 1. Action: Home Visitors are knowledgeable in child development/education, health, safety, nutrition, family dynamics, learning principles, motivation, community resources, and referral skills. Home Visitors will effectively communicate and link families with appropriate agencies and services through the Resource Guide and other available information. The program training plan is designed to introduce new information or reinforce existing knowledge and skills of staff members., Head Start Director, Policy Council, NCMC Board of Trustees (f) Infant and toddler staff qualifications. Head Start staff working as teachers with infants and toddlers must obtain a Child Development Associate (CDA) credential for infant and Toddler Caregivers or an equivalent credential that addresses comparable competencies within one year of the effective date of the final rule or, thereafter, within one year of hire as a teacher of infants and toddlers. In addition, infants and toddler teachers must have the training and experience necessary to develop consistent, stable, and supportive relationships with very young children. The training must develop knowledge of infant and toddler development, safety issues in infant and toddler care (e.g., reducing the risk of Sudden Infant Death Syndrome), and methods for communicating effectively with infants and toddlers, their parents, and other staff members. 1. Action: N/A (g) Classroom staffing and home visitors. (1) Grantee agencies must meet the requirements of 45 CFR1306.20 regarding classroom staffing. 1. Action: Classroom staffing follows Federal and State requirements for classroom staffing. When possible, the classroom is staffed by one teacher, two teacher aides, and a volunteer. Appropriate child: staff ratio is maintained. (2) When a majority of children speak the same language, at least one classroom staff member or home visitor interacting regularly with the children must speak their language. 1. Action: At least one staff member speaks the language of the majority of the children. Qualified staff will communicate effectively in working with children and families who are limited English proficient. Local interpreters are utilized as necessary.
(3) For center-based programs, the class size requirements specified in 45 CFR 1306.32 must be maintained through the provision of substitutes when regular classroom staff are absent. 1. Action: Substitutes are utilized when necessary to maintain class size requirements. (4) Grantee agencies must ensure that each teacher working exclusively with infants and toddlers has responsibility for no more than four infants and toddlers and that no more than eight infants and toddlers are placed in any one group. However, if State, Tribal or local regulations specify staff:child ratios and group sizes more stringent than this requirement, the State, Tribal or local regulations must apply. 1. Action: NA (5) Staff must supervise the outdoor and indoor play areas in such a way that children's safety can be easily monitored and ensured. 1. Action: Outdoor/indoor supervision ensures children's safety. Staff members are trained to know the appropriate methods to monitor/ensure child safety. Administrative staff regularly monitors field staff for adherence to appropriate practices. (h) Standards of conduct. (1) Grantee agencies must ensure that all staff, consultants, and volunteers abide by the program's standards of conduct. 1. Action: All staff, contracted personnel, consultants and volunteers are expected to abide by the personnel policies and standards of conduct of the program. (A regular volunteer is one who provides service to the program in excess of 29 hours/week.) Personnel policies and standards of conduct are provided to all employees and regular volunteers. Probationary and annual performance appraisals evaluate each employee's adherence to policy. Regular volunteers are subject to performance evaluations. (i) They will respect and promote the unique identity of each child and family and refrain from stereotyping on the basis of gender, race, ethnicity, culture, religion, or disability; 1. Action: Staff, contracted personnel, volunteers and consultants are expected to not discriminate or stereotype against children or families, but rather embrace the diversity. Observations and performance appraisals are used to evaluate adherence to policies. (ii) They will follow program confidentiality policies concerning information about children, families, and other staff members;
1. Action: Staff, contracted personnel, volunteers and consultants follows state, federal and local confidentiality policies. Breach of the confidentiality policy is considered serious and could result in separation from the Program., Head Start Director, Policy Council, NCMC Board of Trustees (iii) No child will be left alone or unsupervised while under their care: and 1. Action: There is adequate supervision of children by staff and volunteers to ensure no child is left alone. Monitoring of field staff by administrative staff and licensing agencies will ensure the adherence to safe practices. 3. Time Line: Ongoing (iv) They will use positive methods of child guidance and will not engage in corporal punishment, emotional or physical abuse, or humiliation. In addition, they will not employ methods of discipline that involve isolation, the use of food as punishment or reward, or the denial of basic needs. 1. Action: Staff and volunteers use positive approaches to disciplinary situations. Staff implements the Positive Guidance and Discipline Policy (copy found in the Education Appendix). Staff and volunteers receive frequent training about positive methods of guidance. Administration staff monitors field staff to ensure the employment of appropriate discipline methods. Staff members are subjected to Child Abuse/Neglect record checks annually. and Education Coordinators 3. Time Line: Ongoing (2) Grantee agencies must ensure that all employees engaged in the award and administration of contracts or other financial awards sign statements that they will not solicit or accept personal gratuities, favors, or anything of significant monetary value from contractors or potential contractors. 1. Action: Any employee engaged in the awards/administration of contracts or other financial awards is required to sign a statement not to accept anything of monetary value. (3) Personnel policies and procedures must include provision for appropriate penalties for violating the standards of conduct. 1. Action: Personnel policies indicate penalties for violating standards of conduct., Head Start Director, Policy Council, NCMC Board of Trustees (i) Staff performance appraisals. Grantee agencies must, at a minimum, perform annual performance reviews of each Head Start staff member and use the results of these reviews to identify staff training and professional development needs, modify staff performance agreements, as necessary, and assist each staff member in improving his or her skills and professional competencies. 1. Action: Performance evaluations are conducted annually for each Head Start staff member. Results of the probationary and annual evaluations are utilized as tools for improving staff skills and competencies, and at times modify staff agreements. The training plan is reflective of staff training
and professional developments needs as identified by performance reviews and the training needs assessment. 3 Time Line: Annually, as needed (j) Staff and volunteer health. (1) Grantee agencies must assure that each staff member has an initial health examination that includes screening for tuberculosis and a periodic re-examination (as recommended by their health care provider or as mandated by State, Tribal, or local laws) so as to assure that they do not, because of communicable diseases, pose a significant risk to the health or safety of others in the Head Start program that cannot be eliminated or reduced by reasonable accommodation. This requirement must be implemented consistent with the requirements of the Americans with Disabilities Act and section 504 of the Rehabilitation Act. 1. Action: All employees and contracted personnel are required to obtain an initial health examination (HE), medical examination report (MER), and be screened for tuberculosis. Teachers, Home Visitors, Teacher Aides, and Cooks obtain the HE/MER and are screened for tuberculosis annually. All HE's/MER's are on the forms specified by the agency. 3. Time Line: Annually, as required (2) Regular volunteers must be screened for tuberculosis in accordance with State, Tribal or local laws. In the absence of State, Tribal or local law, the Health Services Advisory Committee must be consulted regarding the need for such screenings (see 45 CFR 1304.3(20) for a definition of volunteer). 1. Action: Regular volunteers (29 hours weekly) or volunteers counted in the child/staff ratio obtain a HE/MER and are screened for tuberculosis annually. (3) Grantee agencies must make mental health and wellness information available to staff with concerns that may affect their job performance. 1. Action: A variety of mental wellness information is shared regularly with staff (articles, brochures, etc.). Upon request, specific information is provided to individual staff. Mental wellness training is provided annually. The mental health consultant is available to consult with individual staff as needed., Mental Health Professional 3. Time Line: Ongoing (k) Training and development. (1) Grantee agencies must provide an orientation to all new staff, consultants, and volunteers that includes, at a minimum, the goals and underlying philosophy of Head Start and the ways in which they are implemented by the program. 1. Action: All new staff, volunteers, contracted personnel, and consultants are provided an Orientation to Head Start which includes the goals and philosophy of Head Start and the method of implementation by this agency. Each employee receives an employee handbook. Volunteers and consultants receive various materials that explain the goals and philosophy of Head Start. The program website is available to further provide information.
(2) Grantee agencies must establish and implement a structured approach to staff training and development, attaching academic credit whenever possible. This system should be designed to help build relationships among staff and to assist staff in acquiring or increasing the knowledge and skills needed to fulfill their job responsibilities, in accordance with the requirements of 45 CFR 1306.23. 1. Action: Information taken from annual individual Staff Training Needs Assessments and annual individual Staff Performance Reviews is used to prioritize and establish yearly pre-service/inservice staff training events. CDA training is on-going, yearly, with educational training provided in the scope of college credit hours upon completion of CDA course work. Staff holding a valid CDA Credential are required to complete the CDA renewal process before the expiration of the Credential. Initial Individual Professional Development Plans are developed and up-dated annually to review career and educational goals and plans of action. Head Start teaching staff meet the qualifications as set forth in 648A of the Head Start Act by earning Associate/Bachelor degrees. Pre-service and in-service training opportunities are provided throughout the year for all staff, contracted personnel, board members, and volunteers. Training content is directed toward the building of relationships and to increasing the competency of individual staff members in order to fulfill their job responsibilities in the delivery of services to Head Start children and families. (3) At a minimum, this system must include ongoing opportunities for staff to acquire the knowledge and skills necessary to implement the content of the Head Start Program Performance Standards. 1. Action: In addition to the annual in-service training opportunities provided to all staff, parents, and volunteers, this agency promotes the completion of additional training. Dependent upon funding, this agency ensures the availability of in-service opportunities and college courses at no or reduced cost to all staff. This action provides the opportunity for enhancement of their knowledge and skills leading to implementation of Head Start Performance Standards. If the agency provided child transportation services, this agency will also ensure that staff and contracted personnel receive the necessary training opportunities as defined and required by state and federal regulations, in accordance to 45 CFR 1310.17. (i) Methods for identifying and reporting child abuse and neglect that comply with applicable State and local laws using, so far as possible, a helpful rather than a punitive attitude toward abusing or neglecting parents and other caretakers; and 1. Action: The program regularly addresses methods of identifying and reporting child abuse and neglect. Local Family Services Division personnel and other social services providers are used to train staff, focusing on a helpful, rather than punitive approach., Social Service Agencies (ii) Methods for planning for successful child and family transitions to and from the Head Start program.
1. Action: Contact with infant/toddler programs are made where appropriate for transition to Head Start. Transference of Head Start children's records and staff liaison with the next placement are initiated annually. Training and preparation are provided for staff and parents when entry of children with severe disabilities is suggested by the IEP., Parent/Guardian 3. Time Line: On-going (4) Grantee agencies must provide training or orientation to Head Start governing body members. Agencies must also provide orientation and ongoing training to Head Start Policy Council and Policy Committee members to enable them to carry out their program governance responsibilities effectively. 1. Action: The Program provides training/orientation to the governing body and to Policy Council. Each Policy Council meeting includes a training session designed to assist Policy Council members in their duties connected with program governance. Members of the governing board are invited to attend these meetings. In addition, governing board members receive training/orientation developed to assist them with their program governance responsibilities., NCMC College President, Head Start Director