Focus Area 2 monitoring reviews are an opportunity for programs to demonstrate their effectiveness in implementing a high-quality program to promote positive outcomes and school readiness for children and their families. It includes discussions, data reviews, and observations. Taking time to prepare for a Focus Area 2 review, so that you can address any issues in advance, will help to ensure a successful review.
As we highlighted in our November 2024 blog post, Focus Area 2 reviews had a delayed start this program year. Reviews began in mid-December 2024, and they will continue through the end of the program year. This means that some programs with a Focus Area 2 review this program year have already had their review, while others may be awaiting a visit. And, if your program is expecting a Focus Area 2 review during the 2025-2026 program year, now is also a great time for your program to begin to prepare.
Here, we offer tips and suggestions for how programs awaiting or anticipating a Focus Area 2 review can prepare.
Protocol: Familiarize yourself with the FY25 Focus Area Two Monitoring Protocol. Having a clear understanding of the protocol will help you to identify areas that may require attention. The protocol includes a number of updates, many of which were changes to bring the protocols into alignment with the recently updated Head Start Program Performance Standards (Performance Standards) that went into effect with the final rule.
There are multiple “notes” within the monitoring protocol. These notes, indicated with an asterisk next to a Performance Measure, indicate one of three scenarios.
- Requirements that have been updated through the final rule and will be monitored through the FY25 Focus Area 2 review;
- Requirements that have been updated through the final rule and, in FY25, OHS will not issue findings based on the new language of the regulation; and
- Requirements that will not be monitored in Tribal programs, in alignment the updated language of 1302.12(e).
Here is an example, taken from Program Design, Management, and Improvement, for a requirement that has been updated and will be monitored.
Performance Measure 3.3: The grant recipient establishes high expectations for staff members and implements ongoing communication and training systems to reinforce organizational accountability. 1302.90(c)*
*Note: This requirement has been updated through the final rule and will be monitored through the FY25 FA2 review
Policies: Consider compliance dates in the updated Performance Standards and create or revise policies and procedures accordingly.
As best practice, we recommend ensuring your program’s policies and practices are up to date with the Performance Standards that went into effect with the final rule. Policies and procedures are essential to the day-to-day operation of a program and provide information to staff members about how to be in compliance with the Performance Standards.
We suggest establishing a plan to update policies and procedures that focuses first on compliance dates that went into effect with the publishing of the final rule or shortly thereafter. Next, turn to compliance dates that are coming soon. For example, the Performance Standards related to understanding barriers to enrollment and attendance which will go into effect on August 1, 2025. Then, look at the group of Performance Standards that will go into effect in 2027, and so on. Having a plan will ease transitions for the program, and it will show federal reviewers that your program is making progress toward areas with later compliance dates.
Process: As you get closer to your review, make sure your team understands the process for the Focus Area 2 review and make a list of questions or concerns. Whether you have a review soon or next program year, maintain this list of questions and make it available to your team. The FY25 Focus Area Two Monitoring Protocol states that after you receive notification of your review you will have a planning call with your Review Lead. During this call you will coordinate schedules and other logistics. Have your list of questions ready so that you can get clarification on timing, process, or other concerns.
If your program needs assistance preparing for a Focus Area 2 review, please be in touch. We encourage you to explore Foundations for Families’ Federal Review Preparation and other Consulting Services. Our team of consultants will work with your program to determine a process, timeline, and approach that is the best fit for your needs
Thank you.
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