U.S. Department
of Health and Human Services
ACF
Administration for Children and Families
Information Memorandum
To: All Head Start Recipients
Subject: Fiscal Year 2024 Monitoring Process for Head Start Recipients
Section 641A of the Improving Head Start for School Readiness Act of 2007 requires the Office of Head Start (OHS) to implement ongoing monitoring of all programs receiving federal funds. This Information Memorandum (IM) outlines the OHS monitoring process for Fiscal Year 2024 (FY24) and shares the updated process to conduct Focus Area 1 (FA1), Focus Area 2 (FA2), and Classroom Assessment Scoring System (CLASS®) reviews.
During the FY24 program year, CLASS scores will be used for Designation Renewal System (DRS) determinations as described in 45 CFR §1304.11(c). As a reminder, from the spring of 2020 through spring of 2023, OHS did not use CLASS scores for DRS determinations due to the COVID-19 pandemic. 45 CFR §1304.17 of the Head Start Program Performance Standards (HSPPS) allows OHS the flexibility to make DRS determinations without one or more of the data elements required in 45 CFR §1304.11 in instances where a major disaster, emergency, or public health emergency makes some data elements unavailable. Since the public health emergency related to the COVID-19 pandemic has ended, OHS can no longer utilize this flexibility.
FY 2024 Monitoring Reviews
| Review Type | FY24 Implementation | Start Date |
|---|---|---|
| FA1 | FA1 reviews will be conducted through a virtual format. | October 2023 |
| FA2 | FA2 reviews will be conducted using a hybrid model, which is a combination of on-site and virtual monitoring. | October 2023 |
| CLASS® | Grant recipients will have the opportunity to self-record and submit their own videos or request an on-site CLASS review. | October 2023 |
| Follow-up Reviews | Follow-up reviews will be conducted either in-person or virtually by the OHS regional office. | Start dates will coincide with the end of the corrective action period. |
| Other | OHS reserves the right to conduct special off-site or on-site reviews. | As needed |
FA1 Reviews
The FA1 review is an opportunity for grant recipients to describe their approach and plan for providing high-quality services to children and families. This focus area informs OHS's understanding of each grant recipient's foundation for program services, as they describe their approaches to staffing structure, program design and governance, education, health and family services, and fiscal infrastructure.
FA2 Reviews
The FA2 review is an opportunity for grant recipients to demonstrate their effective implementation of high-quality services to children and families that meet Head Start requirements. This focus area broadens OHS's understanding of each grant recipient's performance and determines if programs are meeting the requirements of the HSPPS, Uniform Guidance, and Head Start Act.
CLASS® Reviews
Section 641A(c)(2)(F) of the Improving Head Start for School Readiness Act of 2007 requires OHS to assess the quality of teacher-child interactions using a valid and reliable observation measure. OHS will continue to use the 2008 edition of the CLASS Pre-K Teacher-Child Observation Instrument to meet this requirement.
For FY24, an updated process will be used to conduct CLASS reviews. Grant recipients that are scheduled for a CLASS review will have the option to self-record and submit their own videos for their monitoring review.
In some cases, grant recipients will not meet the criteria related to technology requirements and/or staffing resources needed to submit their own videos. If these criteria cannot be met or if other concerns are identified, grant recipients can request an in-person CLASS review.
All grant recipients will have the opportunity to attend information sessions specifically developed to discuss FY24 CLASS options, including a group of sessions convened specifically for American Indian and Alaska Native grant recipients.
Scheduling
Each year, grant recipients are required to submit an accurate calendar of availability. The information is used to schedule monitoring reviews by OHS regional office staff. The availability calendar also gives grant recipients a way to inform OHS as to when their program is not operational and when children are not in session. Grant recipients should update their calendars immediately, as changes in program availability occur. Please note that OHS is unable to accommodate requests to reschedule reviews. OHS also reserves the right to conduct unannounced reviews at any time.
Grant recipients scheduled to receive a monitoring review in FY24 will receive a notification letter 45 to 60 days before the start of the event (depending on type of monitoring review). Grant recipients can expect a planning call with their assigned review coordinator to discuss their review. During the initial call, recipients may share their program's current service delivery options.
If you have any questions or concerns regarding the FY24 monitoring season, please contact your regional office.
Thank you for the work you do on behalf of children and families.
Sincerely,
/Khari M. Garvin/
Khari M. Garvin
Director
Office of Head Start