DESE Record Keeping Made Easy

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DESERecord KeepingMade Easy
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Administration of the PAT Program

• All Supervisors should attend the two-day
  Supervisor Training provided by PATNC.
• New Supervisors must attend the two-day
  Supervisor Training provided by PATNC.

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Community Advisory Committee

• Advisory Committee consists of interested
  citizens representing a variety of community
  organizations as well as parents.

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Advisory Committee Roles

• Personally contact potential participants to
  promote the Program.
• Recruit prospective parents.
• Survey available community resources.
• Advise on options for coordinating programs and
  services.
• Serve as a resource to the administrator.

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PAT Services

• Personal Visits
• Group Meetings
• Monitoring of Childrens Development
• Play Groups (optional recruitment tool)
• Resource Network

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Personal Visits

• Should be provided in the home
• Individualized educational guidance
• Child observations
• Parent-child interactions
• Provide timely child development
  information
• Respond to parent questions or concerns.

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Personal Visit

• Special Note The child must be present during
  the personal visit. There may be instances where
  this is not possible due to court mandated
  participation by a parent who does not actually
  have direct contact with their child.

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Group Meetings

• Based on the interests and needs of participating
  families.
• Provide child development information.
• Discuss parenting issues.

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Group Meetings

• Special Note There must be a planned format for
  delivering parent education.
• While it can be beneficial to include children in
  the group meeting, it is important to remember
  the intent is to provide parents with meaningful
  information regarding the growth and development
  of their child.

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Playgroups

• To allow parents to interact with their children.
• Allow parents the opportunity to see their
  children interact with their peers.

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Play Groups

• Special Note While this service can be valuable
  to parents and a good recruitment tool for the
  program IT IS NOT A REIMBURSABLE SERVICE under
  SB658.

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Monitoring of Childs Development

• Personal Visits
• Group Meetings
• Developmental Screenings
• Observations

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Resource Network

• Identify programs and services within the
  community.
• Provide information and/or services to families.

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Resource Network

• Special Note PAT is not intended to be the only
  service for families. It is a part of the
  community network that provides services to all
  families.

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Evaluation of Parent Education Services

• A parent questionnaire
• Degree of participation from the total eligible
  population
• Degree of increased participation compared to
  previous participation

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Evaluation of Parent Education Services (Contd.)

• Degree of participation of hard to reach
  families
• Information from the Advisory Committee
• PATNC Self Assessment.

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Parent Education Prenatal to Three - Eligibility

• Families with children prenatal up to age three.
• Participation is voluntary and free to parents.
• Special Note Once the child turns three years
  old the family is no longer eligible for services
  under the Prenatal to Three Program.

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Prenatal to Three Basic Service

• Services should be available on a year-round
  basis.
• Services must be offered for a minimum of an
  eight-month period.
• Must include a minimum of eight offerings to each
  family.

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Prenatal to Three Basic Service

• Eight contacts must be offered
• A minimum of four personal visits, approximately
  one hour each.
• A minimum of two group meetings, approximately
  one hour each.

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Prenatal to Three Reimbursement

• Programs can be reimbursed for up to five
  contacts per family (FSEU), three of which must
  be a personal visit.

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Two or More Child Reimbursement

• The children must be under the age of three at
  the time of the visit.
• The parent education offerings must be for two
  children.
• If the parent education is focused on each child
  individually, it is required to have two separate
  lesson plans each being at least 50 minutes in
  length.

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Two or More Child Reimbursement

• Personal Visit Example
• A family with a 6 month old and a 24 month old
  can be reimbursed at the two or more child rate
  if the parent educator provides a 50 minute
  individualized lesson plan focused on each child.

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Two or More Child Reimbursement

• Group Meetings would also be calculated at the
  two or more child rate if the educational
  component addresses both the children in the
  Prenatal to Three Program.
• Group Meetings provided to families with a child
  in the Prenatal to Three Program and a child in
  the Three to Five Program can only be counted as
  a Prenatal to Three OR the Three to Five Contact.

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Prenatal Services

• Reimbursement for up to two prenatal contacts for
  all eligible families.
• Reimbursement for up to ten prenatal contacts for
  all eligible high needs families.
• Group meetings can be counted as a prenatal
  contact if it is specifically designed to provide
  prenatal information.
• Otherwise must be personal visits.

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High Needs Contacts P1

• Must meet one or more of the high needs
  characteristics.
• Must be personal visits above the 5 basic
  contacts. Teen families can be provided group
  meetings which are specifically designed for
  teens.
• A maximum of 10 prenatal contacts.
• A maximum of 20 additional contacts beyond the 5
  basic contacts.

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High Needs Contacts P1 (Contd.)

• Additional reimbursement for families with two
  or more eligible children will not apply to the
  additional high needs contacts.

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Teen Family - Eligibility

• Families where the parent is under the age of
  twenty years old.
• Parents who begin the year meeting the age
  requirement and have their 20th birthday mid year
  may continue receiving services as a teen family
  for the remainder of the year.

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Teen Family - Services

• A minimum of one personal visit is required.
• Should encourage more than one personal visit.
• All other contacts, including high needs, may be
  group meetings.
• Group meetings offered to teen parents must be
  specifically designed for teen parents.

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Parent Education Three to Kindergarten Entry -
Eligibility

• Families with children ages three years to
  kindergarten entry.
• Participation is free and voluntary.

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Parent Education Three to Kindergarten Entry -
Service

• Parent Education should be year-round.
• Parent Education must be a minimum of 8 months.
• Services offered must include a minimum of three
  contacts.

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Parent Education Three to Kindergarten Entry
Service (Contd.)

• Minimum of three contacts
• One contact, which was a personal visit
• Two contacts, one of which was a personal visit
• Three contacts, two of which were a personal
  visit

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Parent Education Three-K Entry - Reimbursement

• Programs can be reimbursed for up to three
  contacts per family (BCU), two of which must be a
  personal visit.
• Additional reimbursement for families with two or
  more eligible children will NOT APPLY to the
  Three to Kindergarten Entry contacts.
• Reimbursement for a Group Meeting will occur only
  after a Personal Visit is completed.

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EXAMPLE

• If a family attends a group meeting in
• September and that is the ONLY contact
• made PRIOR to the district invoicing
• DESE in November, the group meeting
• cannot be reported. If the family receives
• a personal visit in December, the district
• can then report the family as receiving
• two contacts on the January invoice.

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High Needs Contacts P3

• Must meet one or more of the high needs
  characteristics.
• Must be personal visits above the 3 basic
  contacts.
• A maximum of 22 additional contacts beyond the 3
  basic contacts.
• Additional reimbursement for families with two or
  more eligible children will not apply to the
  additional high needs contacts.

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• Required
• Records

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Screening Services Individual Child Development
Information

• Health Questionnaire
• Health, Hearing and Vision as well as
• Height and Weight (write in margin of form)
• Screening Protocol from an approved screening
  instrument
• Screening Summary which includes an exit
  conference.

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Screening ServicesVerification of Service Records

• Number of children
• Screened by age
• With indicated developmental concerns
• With possible hearing concerns
• With possible vision concerns
• With possible health/physical concerns
• Ages three four with advanced abilities.

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Personal Visit Records

• Cover the content of the visit
• Outline issues raised by the parents
• Give specific observations in all areas of the
  childs development
• Appointment for the next visit.

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Personal Visit Records (Contd.)

• The personal visit record should be completed
  immediately following the visit.
• Only visits that have a completed personal visit
  record will be counted for reimbursement.

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Group Meeting Records

• Group Meeting Planner title, date, location and
  process for delivering Parent Education
• A copy of all parent handouts
• A parent sign in sheet for attendance
• Group Meeting Feedback issues raised and
  possible changes for future use of the topic.

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Group Meeting Records (Contd.)
Special Note A brief enrollment form must be
included from families with children ages three
to five who have not participated in the PAT
program previously.
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Family Files

• Enrollment Form
• Individual Service Record
• Personal Visit Records
• Screening Information (Health Questionnaire,
  Screening Protocol and Summary)
• Exit Record - for the Prenatal to Three Program
  and the Three to Five Program.

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Family Files Cumulative Records

• Screening Protocols
• Exit Report Forms
• Individual Service Record
• Health Questionnaire
• Note Must be retained and transferred to the
  next level of programming until the child has
  completed third grade.

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Program Files

• Group Meeting Records (Planner, Sign In Sheet,
  Handouts and Feedback)
• Summary of Services Record listing of all
  families along with the number of personal
  visits, group meetings and screenings
• Community Advisory Records - list of members,
  agenda, sign in sheet for attendance and minutes
  from the meeting

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Early Childhood Section

• Gretchen Berhorst Southwest Supervisor
• Lana Brooks Northwest Supervisor
• Sheila Hirsch Southeast Supervisor
• Angie Koetting Accounting Specialist II
• Lori Niekamp Northeast Supervisor
• Jo Anne Ralston Early Childhood Director

573-751-2095