Are you an Early Head Start – Child Care Partnership (EHS-CCP) grantee that is new to implementing EHS? If so, you may receive a monitoring visit in FY17 for your EHS-CCP grant. Over the last two weeks the Office of Head Start (OHS) released information about FY17 EHS-CCP monitoring. The FY2017 Head Start – Child Care Partnership Monitoring Protocol is now available, and guidance and materials are provided as part of the Aligned Monitoring Virtual Expo. Interestingly, OHS has shared that a “small number of EHS-CCP grantees” will be reviewed in FY17. And, during the Aligned Monitoring Virtual Expo EHS-CCP Live Q&A it was shared that those grantees that will receive a monitoring visit in FY17 have already received a letter stating such. The grantees being monitored will receive a second letter 45 days before the monitoring visit takes place to alert them the review has been scheduled.
As defined in the “Preparing for your EHS-CCP Review” webcast that appears in the Aligned Monitoring Virtual Expo, four main goals have been identified for the EHS-CCP review:
- Determine how grantees and partners are working together to plan and provide high quality services
- Evaluate the benefits of partnership funding
- Determine if there is a need for additional technical assistance or a more in-depth review
- Determine the fiscal oversight and integrity of partnership funds
We also learned in the webcast that there will be three main components to EHS-CCP reviews, including an pre-site telephone discussion, an off-site fiscal interview and an onsite review. The pre-site telephone discussion will provide an opportunity for the Review Leader to learn about the each partnership and coordinate the logistics of the review. The important off-site fiscal review will look at “evidence of layered funding,” and reviewers will be looking at “internal control procedures.” Reviewers will also look at processes in place to ensure partners “develop and budget effectively.”
Then, during the 2-day onsite review grantees and partners will work together to share information about their partnership. Reviewers will gather information in four main areas: Health and Safety, Education and Child Development Services, Family and Community Engagement, and Program Management and Quality. Detailed questions related to these areas are provided in the FY2017 Early Head Start – Child Care Partnership Monitoring Protocol. Reviews will include interviews with grantee and partnership staff, observations of learning environments, and review of relevant documents.
If your program will be receiving an FY17 EHS-CCP monitoring visit we recommend beginning to prepare for your review now by:
- Gaining a deep understanding of the protocol,
- Convening your EHS-CCP team to coordinate planning for the review,
- Compiling resources and information that will be needed for the review, and
- Communicating with your child care partners about site visits, timelines and information needs.
We have learned from our support of Round 1 EHS-CCP grantees that managing an EHS-CCP grant, and in particular fiscal oversight of the grant, can be challenging. Foundations for Families is available to help you and your team prepare for your first EHS-CCP monitoring review, including getting all aspects of fiscal management organized and in place. Please be in touch if you would like to explore ways we can help you to prepare for your monitoring review.
Foundations for Families offers EHS-CCP grantees targeted technical assistance and strength-based coaching of key start-up staff. We have helped multiple organizations design, plan for, and draft successful proposals for EHS-CCP. Please be in touch with Amy Augenblick, Executive Director, at 703-599-4329 or [email protected] to learn about how we can support you and your program.