Head Start and Early Head Start Audiometer

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					SPCAA Head Start/Early Head Start Program                    Effective Date: May, 2008

Policy & Procedures: YEAR END CHECKLIST


Source:       Performance Standards and Policy Clarifications posted May 16, 2007

Reference: 1303.51 Management Systems and Procedures

Policy:   At the end of the program operational year, it is necessary for centers to be
cleaned, organized and for records and other documents to be properly stored.


SPCAA provides guidance for year-end activities for Head Start and Early Head Start on the
attached sheets. Note: there are different formats for HS and for EHS.


Upon completion of the year-end items, the Center Director or designee should post notices
inside the windows – with information facing out on windows that face each direction of the
facility (north, south, east and west.) See notice included as last attachment.
                          HEAD STAT Year-end Checklist
Center name:_________________________   Town:________________TLM:_________________

As the school year ends and summer begins there are many actions that need to be
accomplished. Write the date and the initials of the person/s completing the item in
the square or line when the action is completed. When all actions have been completed
turn in the checklist to the TLM and a copy forwarded to the Associate Director for Operations
These items must be completed after June 1st and prior to June 15th. Brown folders are
due no later than June 5th. All items returned should be clean, organized, labeled and
bundled (use string or rubber bands.

                          Date           Bundled, labeled and returned to the location &
                      completed &              persons listed on these columns
                       initials of
                        person/s
                     returning and        1946 Ave Q         411 Austin         410 Houston
                                         Fields Building    SPCAA Admin        HS/EHS Admin
       Item            receiving            Lubbock           Levelland          Levelland
                          item
Returning
children’s
complete brown                                                                   Data Entry
folders to include
FSW profile
Leaving children’s
brown folders-
broken down to                                                                   Data Entry
include change of
status
In-kind, not
previously                                                 Fiscal Manager
submitted
Employee
                                                           HR Coordinator
Conference Notes
Work Orders for                                                                 Maintenance
Summer repairs                                                                   Manager
Gas Vouchers                                                                    Maintenance
                                                                                 Manager
Vehicle Mileage &                                                               Maintenance
Maintenance logs                                                                 Manager
Parent Daily Sign-
                                                                             Education Manager
in sheets
Daily Health                                                                  Health Services
Checks                                                                          Manager
Children’s daily
                                                                             Education Manager
sign-in
                         Date         Bundled, labeled and returned to the location &
                     completed &            persons listed on these columns
                      initials of
                       person/s
                    returning and      1946 Ave Q        411 Austin       410 Houston
                                      Fields Building   SPCAA Admin      HS/EHS Admin
      Item            receiving          Lubbock          Levelland        Levelland
                         item
Daily outdoor
                                                                       Education Manager
safety checklist
Staff and Visitor                     Associate Dir.
Sign-in books                        QA/Prog. Devel.
Year-end
                                                                        Nutrition Admin
inventory of food
                                                                          Assistant
products
Year-end
                                                                        Nutrition Admin
inventory of
                                                                          Assistant
paper goods
USDA paperwork                       USDA Foods
for year                             Admin. Assist.
Regular end of
                                     USDA Foods
May USDA
                                     Admin. Assist.
reimbursements
Vision and
                                                                       Health Ser. Mgr
hearing reports
Employee TDFPS                        Associate
files                                Director for
                                    QA/Prog. Devel
PIN Parent
                                    Family Services
Involvement
                                    Manager
Notebook
Palm pilots
                                                                         Ed Manager

Cameras                                                                    IT Tech
Used & unused
                                                                           IT Tech
film
Lap Tops
                                                                           IT Tech
Computers
Unused postage                                                          Office Manager
Postage logs                                                            Office Manager
Unused
                                                                        Health Ser Mgr
toothpaste and
                       Date       Bundled, labeled and returned to the location &
                   completed &          persons listed on these columns
                    initials of
                     person/s
                  returning and    1946 Ave Q         411 Austin      410 Houston
                                  Fields Building    SPCAA Admin     HS/EHS Admin
      Item          receiving        Lubbock           Levelland       Levelland
                       item
Unused tooth
                                                                   Health Ser. Mgr
brushes
Audiometer                                                         Health Ser. Mgr


Educational Consumable Supplies to 410 Houston, Levelland, Attn:
Education Manager
__________1. glue bottles-gallon bottles whether full or empty and all but a few
           small bottles. Keep a few bottles on premises for teacher made
           materials. Combine gallon glue bottles to as few as possible,
__________2. new, unused water color trays and refills,
__________3. tempera paint and finger paint –combine partially used bottles of
           the same color.
__________4. unopened paper- construction, easel, newsprint and tissue,
__________5. new unused pencils and
__________6. bags of new crayons – keep broken colors on premises for art
           projects

Kitchen Cleaning – clean and store these items on premises.
                             Food carts
                             Freezer – in and out
                             Refrigerator – in and out
                             Stove – in and out
                             Oven – in and out
                             Washer- in and out
                             Drier – in and out
                             Utensils
                             Vent hood
                             Microwave – in and out
                             Pots, pans, cooking trays
                             Dishes
                             Dish towels

________ Wash and dry all shelves. In pantry temporarily remove food items,
and then restore food items (with oldest dated items in front.)
Other Classroom and Center Cleaning
__________ 1. Sanitize cots/mats- remove names and tape residue, etc. If
more are needed requisition them before you leave for the summer.
__________ 2. Sanitize toys- to include dramatic food items, dolls etc. Food
boxes are thrown out and collected again by staff during the summer for the
start next year.
__________ 3. Clean tables, chairs, cubbies, shelves, (ensure tape residue
and crayon/marker marks are gone)
__________ 4. Clean baseboards/pull furniture out from the walls, sweep and
dust
__________ 5. Clean windowsills.
__________ 6. Remove staples and tape from walls.
__________ 7. Tape removed from windows.
__________ 8. Windows cleaned.
__________ 9. Bulletin boards taken down and remove/store all borders from
walls and shelves.
__________ 10. Furniture is moved and stacked to prepare for shampooing
and waxing.
__________ 11. All desks organized and clean.
__________ 12. Closets cleaned and organized.
__________ 13. Bathrooms cleaned to include toothbrush holders. (Old
toothbrushes are thrown away)
__________ 14. Laminated posters wiped down esp. in the bathroom. Posters
are saved to be used for next year to include pictures of children etc.
__________ 15. Air conditioner vent is clean/air filter changed or requisition
completed and turned in.
__________ 16. Office is clean and organized.
__________ 17. Theme boxes are organized.
__________ 18. All manipulatives and items on shelves are stored away in
closet or proper theme box.
__________ 19. All postings are taken down-smoke, fire extinguisher etc.
Plastic sheet protectors are saved and turned in with consumables.
__________ 20. All outdoor toys are stored in storage shed.
__________ 21. Children’s cubbies are cleaned out and names taken off, tape
residue removed.
__________ 22. Parent sign-in table is cleaned out off all children’s belongings
and names.
__________23. All children’s belongings are sent home to include extra
clothing, towels, blankets and artwork.
__________24. Disinfect headphones. Box up listening center in Blue
container and put away in storage closet.
__________25. Store all CD players and CD’s in closets.
__________26. Dust and clean all computers, turn off, unplug cover with a
clear plastic bag or sheet.
__________27. Empty, wash, disinfect and cover all water tables after they are
completely dry.
__________28. If you have left over flour for play dough, bag flour in Ziploc
bags in the refrigerator or freezer to prevent bugs.
__________29. Take down curtains, wash and press them and put them away
until August.
__________30. Put away all books and other theme related items in the proper
theme box.
__________31. Vacuum and roll up large rugs/carpets. Clean underneath
them, then place them back down so that they remain flat.

Equipment: Check, report and store on premises
__________ 1. Are Health scales in working condition? ___ yes   ___no
              If not, contact Health Manager and write comments
              here____________________________________________
__________ 2. Are toothbrush holders and nets in good condition? __yes __no
              If not, write comments here_________________________
__________ 3. Make a list of broken/damaged equipment or furniture and turn
the list in to Education Manager – include outdoor equipment. Attach a copy of
the list to this report.
___________4. Clean out, vacuum, wash, lock and park agency vehicle. Place
keys by telephone at CDs office.

Center Director Signature: _______________________ Date: _________
When all actions have been completed turn in the checklist to the TLM and a copy
forwarded to the Associate Director for Operations

Comments:
_________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
Attach additional pages if more space is needed.
                      Early HEAD STAT Year-end Checklist
Center name:_________________________   Town:________________TLM:_________________

As the school year ends and summer begins there are many actions that need to be
accomplished. Write the date and the initials of the person/s completing the item in
the square or line when the action is completed. When all actions have been completed
turn in the checklist to the TLM and a copy forwarded to the Associate Director for Operations

These items must be completed within one week. All items returned should be clean,
organized, labeled and bundled (use string or rubber bands.

                          Date           Bundled, labeled and returned to the location &
                      completed &              persons listed on these columns
                       initials of
                        person/s
                     returning and        1946 Ave Q         411 Austin         410 Houston
                                         Fields Building    SPCAA Admin        HS/EHS Admin
       Item            receiving            Lubbock           Levelland          Levelland
                          item
Returning or
transitioning
children’s
                                                                                 Data Entry
complete brown
folders to include
FSW profile
Departing
children’s brown
folders- broken                                                                  Data Entry
down to include
change of status
In-kind, not
previously                                                 Fiscal Manager
submitted
Employee
                                                           HR Coordinator
Conference Notes
Work Orders for                                                                 Maintenance
Center repairs                                                                   Manager
Gas Vouchers                                                                    Maintenance
                                                                                 Manager
Vehicle Mileage &                                                               Maintenance
Maintenance logs                                                                 Manager
Parent Daily Sign-
                                                                             Education Manager
in sheets
Daily Health                                                                  Health Services
Checks                                                                          Manager
Children’s daily                                                             Education Manager
                         Date         Bundled, labeled and returned to the location &
                     completed &            persons listed on these columns
                      initials of
                       person/s
                    returning and      1946 Ave Q        411 Austin       410 Houston
                                      Fields Building   SPCAA Admin      HS/EHS Admin
        Item          receiving          Lubbock          Levelland        Levelland
                         item
sign-in, if any
Daily outdoor
                                                                       Education Manager
safety checklist
Staff and Visitor                     Associate Dir.
Sign-in books                        QA/Prog. Devel.
Year-end
                                                                        Nutrition Admin
inventory of food
                                                                          Assistant
products
Year-end
                                                                        Nutrition Admin
inventory of
                                                                          Assistant
paper goods
USDA paperwork                       USDA Foods
for year                             Admin. Assist.
Regular end of
                                     USDA Foods
May USDA
                                     Admin. Assist.
reimbursements
Vision and
                                                                       Health Ser. Mgr
hearing reports
Employee TDFPS                        Associate
files                                Director for
                                    QA/Prog. Devel
PIN Parent
                                    Family Services
Involvement
                                    Manager
Notebook
Palm pilots
                                                                         Ed Manager

Cameras                                                                    IT Tech
Used & unused
                                                                           IT Tech
film
Lap Tops
                                                                           IT Tech
Computers
Unused postage                                                          Office Manager
Postage logs                                                            Office Manager
Unused                                                                  Health Ser Mgr
                       Date        Bundled, labeled and returned to the location &
                   completed &           persons listed on these columns
                    initials of
                     person/s
                  returning and     1946 Ave Q         411 Austin      410 Houston
                                   Fields Building    SPCAA Admin     HS/EHS Admin
      Item          receiving         Lubbock           Levelland       Levelland
                       item
toothpaste
Unused tooth
                                                                    Health Ser. Mgr
brushes
Audiometer                                                          Health Ser. Mgr


Educational Consumable Supplies to 410 Houston, Levelland, Attn:
Education Manager
__________1. glue bottles-gallon bottles whether full or empty and all but a few
           small bottles. Keep a few bottles on premises for teacher made
           materials. Combine gallon glue bottles to as few as possible,
__________2. new, unused water color trays and refills,
__________3. tempera paint and finger paint –combine partially used bottles of
           the same color.
__________4. unopened paper- construction, easel, newsprint and tissue,
__________5. new unused pencils and
__________6. bags of new crayons – keep broken colors on premises for art
           projects
Kitchen Cleaning – clean and store these items on premises.
                              Food carts
                              Freezer – in and out
                              Refrigerator – in and out
                              Stove – in and out
                              Oven – in and out
                              Washer- in and out
                              Drier – in and out
                              Utensils
                              Vent hood
                              Microwave – in and out
                              Pots, pans, cooking trays
                              Dishes
                              Dish towels

________ Wash and dry all shelves. In pantry temporarily remove food items,
and then restore food items (with oldest dated items in front.)
Other Classroom and Center Cleaning
__________ 1. Sanitize cots/mats- remove names and tape residue, etc. If
more are needed requisition them before you leave for the summer.
__________ 2. Sanitize toys- to include dramatic food items, dolls etc. Food
boxes are thrown out and collected again by staff during the summer for the
start next year.
__________ 3. Clean tables, chairs, cubbies, shelves, (ensure tape residue
and crayon/marker marks are gone)
__________ 4. Clean baseboards/pull furniture out from the walls, sweep and
dust
__________ 5. Clean windowsills.
__________ 6. Remove staples and tape from walls.
__________ 7. Tape removed from windows.
__________ 8. Windows cleaned.
__________ 9. Bulletin boards taken down and remove/store all borders from
walls and shelves.
__________ 10. Furniture is moved and stacked to prepare for shampooing
and waxing.
__________ 11. All desks organized and clean.
__________ 12. Closets cleaned and organized.
__________ 13. Bathrooms cleaned to include toothbrush holders. (Old
toothbrushes are thrown away)
__________ 14. Laminated posters wiped down esp. in the bathroom. Posters
are saved to be used for next year to include pictures of children etc.
__________ 15. Air conditioner vent is clean/air filter changed or requisition
completed and turned in.
__________ 16. Office is clean and organized.
__________ 17. Theme boxes are organized.
__________ 18. All manipulatives and items on shelves are stored away in
closet or proper theme box.
__________ 19. All postings are taken down-smoke, fire extinguisher etc.
Plastic sheet protectors are saved and turned in with consumables.
__________ 20. All outdoor toys are stored in storage shed.
__________ 21. Children’s cubbies are cleaned out and names taken off, tape
residue removed.
__________ 22. Parent sign-in table is cleaned out off all children’s belongings
and names.
__________23. All children’s belongings are sent home to include extra
clothing, towels, blankets and artwork.
__________24. Disinfect headphones. Box up listening center in Blue
container and put away in storage closet.
__________25. Store all CD players and CD’s in closets.
__________26. Dust and clean all computers, turn off, unplug cover with a
clear plastic bag or sheet.
__________27. Empty, wash, disinfect and cover all water tables after they are
completely dry.
__________28. If you have left over flour for play dough, bag flour in Ziploc
bags in the refrigerator or freezer to prevent bugs.
__________29. Take down curtains, wash and press them and put them away
until August.
__________30. Put away all books and other theme related items in the proper
theme box.
__________31. Vacuum and roll up large rugs/carpets. Clean underneath
them, then place them back down so that they remain flat.

Equipment: Check, report and store on premises
__________ 1. Are Health scales in working condition? ___ yes   ___no
              If not, contact Health Manager and write comments
              here____________________________________________
__________ 2. Are toothbrush holders and nets in good condition? __yes __no
              If not, write comments here_________________________
__________ 3. Make a list of broken/damaged equipment or furniture and turn
the list in to Education Manager – include outdoor equipment. Attach a copy of
the list to this report.
___________4. Clean out, vacuum, wash, lock and park agency vehicle. Place
keys by telephone at CDs office.

Center Director Signature: _______________________ Date: _________
When all actions have been completed turn in the checklist to the TLM and a copy
forwarded to the Associate Director for Operations

Comments:
_________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
_________________________________________________
Attach additional pages if more space is needed.
This center is closed from June ___ to July ___, 2007
  In case of emergency, please call the
Levelland Office 806/894-2207 or 894-6104
    M-F during normal business hours
  During weekend or after hours, please call

806-893-8745 or
806-549-1663 or
806-891-2575