Report 2017-116 Recommendation 8 Responses
Report 2017-116: Community Child Care Council of Santa Clara County: Because It Disadvantaged Some Families and Misused State Funds, It Could Benefit From Increased Monitoring by the California Department of Education (Release Date: April 2018)
Recommendation #8 To: Community Child Care Council of Santa Clara County
To ensure effective child-care programs, 4Cs should document separate self-evaluation and monitoring procedures for each child-care program when it prepares its future self-evaluation documents. Each of these self-evaluation processes should demonstrate how it used stakeholder feedback to improve each program and monitor each program's effectiveness.
Annual Follow-Up Agency Response From October 2019
5 CCR 18279 (3) requires each contractor include in their program self-evaluation process an assessment of the program by staff and board members. Board member participation in the process is key to providing clear oversight and governance to the agency. The 4C Council has established the following to meet this requirement:
1. Developed a Board Governance Training Plan
2. Established a Program Self-Evaluation Process for each CDE Child Development program
3. Monthly Corrective Action Plan Progress Reports
4. Review and approval by Board of monthly CDE Corrective Action Plan report
5. Arranged for Visit by Board Members to participating CFCC/CCTR providers
6. Approval by Board of program documents, forms, and Agency/CFCC/CCTR Provider
Agreements
7. Approval by Board of annual Program Self-Evaluation
The annual Program Self-Evaluation report (PSE) was submitted to CDE on May 31, 2019 in accordance with California Code of Regulations, Title 5 (5 CCR), Section 18279. As recommended by JLAC and in compliance with the requirements of the California Code of Regulations 5 CCR Sections 18279(b)(3), 18279(b)(5) and 18279(b)(6) each child-care program was reviewed separately and included separate self-evaluation and monitoring procedures for each of the programs.
Documents submitted:
1. Program Self-Evaluation Fiscal Year 2018-19
- Completion Date: July 2019
California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented
1-Year Agency Response
5 CCR 18279 (3) requires each contractor include in their program self-evaluation process an assessment of the program by staff and board members. Board member participation in the process is key to providing clear oversight and governance to the agency. The 4C Council has established the following to meet this requirement:
1. Developed a Board Governance Training Plan
2. Established a Program Self-Evaluation Process for each CDE Child Development program
3. Monthly Corrective Action Plan Progress Reports
4. Review and approval by Board of monthly CDE Corrective Action Plan report
5. Arranged for Visit by Board Members to participating CFCC/CCTR providers
6. Approval by Board of program documents, forms, and Agency/CFCC/CCTR Provider
Agreements
7. Approval by Board of annual Program Self-Evaluation
The annual Program Self-Evaluation report is due to CDE on June 1, 2019 and must be submitted by June 3, 2019, 5:00pm. The Program Self-Evaluation Report will contain evidence of Board participation.
Documents submitted:
1. Program Self Evaluation Process
2. Board Governance Training
3. Corrective Action Plan Progress Reports
- Completion Date: May 2019
- Response Date: April 2019
California State Auditor's Assessment of 1-Year Status: Partially Implemented
Although 4Cs provided documentation of its process to evaluate each program separately, it indicates that its self-evaluation documents, due in June 2019, will contain evidence of board participation. We would also expect those documents to show how 4Cs incorporated stakeholder feedback.
- Auditee did not substantiate its claim of full implementation
6-Month Agency Response
The agency developed a Program Self-Evaluation Plan that includes activities and procedures to evaluate program quality and compliance with applicable laws, regulations, and contractual provisions. The plan includes how areas needing improvement are addressed with Board of Directors and Staff to ensure satisfactory progress and continued compliance to meet the required standards. Supporting documentation: "Program Self-Evaluation Plan"; "Monthly Progress Reports"; "OnGoing Quality Improvement and Monitoring Plan".
- Completion Date: August 2018
- Response Date: October 2018
California State Auditor's Assessment of 6-Month Status: Pending
4Cs' program self-evaluation plan includes some of the elements 4Cs states in its six-month response but does not clearly identify the procedures that will address the recommendation, in particular, documenting its self-evaluations separately for each program and demonstrating in its self-evaluation documents how it used stakeholder feedback to improve each program and monitor each program's effectiveness.
- Auditee did not substantiate its claim of full implementation
- Auditee did not address all aspects of the recommendation
60-Day Agency Response
To ensure the Board of Director's involvement in the Program Self-Evaluation process for each State funded Child Development program, every Board meeting updates will be presented and opportunity to obtain feedback from Board members. Each program will develop monitoring procedures to include feedback from Board members, families, and providers. Surveys will be sent quarterly to all stakeholders to obtain feedback on progress for improvement. Feedback will be used to change policies and procedures which will be presented to Board members for approval.
- Estimated Completion Date: 9/30/2018
- Response Date: June 2018
California State Auditor's Assessment of 60-Day Status: Pending
All Recommendations in 2017-116
Agency responses received are posted verbatim.