1304.50

 

 

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1304.50(a)(1)

Program Governance

(a) Policy Council, Policy Committee, and Parent Committee Structure

(b) Policy Group Composition and Formation

(c) Policy Group Responsibilities - General

(d) The Policy Council or Policy Committee

(e) Parent Committee

(f) Policy Council, Policy Committee, and Parent Committee Reimbursement

(g) Governing Body Responsibilities

(h) Internal Dispute Resolution

Appendix A to 1304.50 - Governance and Management Responsibilities

Introduction to 1304.50

The objective of 45 CFR 1304.50 is to ensure that each grantee and delegate agency has an established policy group and a well-functioning governing body that share responsibility for overseeing the delivery of high quality services to children and families in accordance with Head Start legislation, regulations, and policies. Through the Policy Council and Policy Committee — groups with policy-making authority at the grantee and delegate agency levels, respectively — and through the local Parent Committees, parents and other community representatives are empowered to actively participate in the shared decision-making process.

This section describes the formal structure of shared governance, outlining the composition and responsibilities of policy groups, Parent Committees, and governing bodies. The standards also discuss policy group and Parent Committee reimbursements and the need for internal dispute mechanisms. Finally, the chart "Governance and Management Responsibilities" in Appendix A of this section restates the responsibilities and outlines the interactions of policy groups, governing bodies, and agency management staff.
Performance Standard

1304.50(a)(1)

(a) Policy Council, Policy Committee, and Parent Committee structure.

(1) Grantee and delegate agencies must establish and maintain a formal structure of shared governance through which parents can participate in policy making or in other decisions about the program. This structure must consist of the following groups, as required:

(i) Policy Council. This Council must be established at the grantee level.

(ii) Policy Committee. This Committee must be established at the delegate agency level when the program is administered in whole or in part by such agencies (see 45 CFR 1301.2 for a definition of a delegate agency).

(iii) Parent Committee. For center-based programs, this Committee must be established at the center level. For other program options, an equivalent Committee must be established at the local program level. When programs operate more than one option from the same site, the Parent Committee membership is combined unless parents choose to have a separate Committee for each option.

 Related Information: See 45 CFR 1306.3(h) for the definition of a Head Start parent.

 

Rationale: A formal structure of program governance provides parents and other community representatives with the authority and opportunity to participate in shared decision-making concerning program design and implementation. This rationale serves 45 CFR 1304.50(a)(1)-(5).

Guidance: Although the formal structure of governance will vary across local agencies, policy groups and Parent Committees are required for all. Each agency has only one policy group.

Policy groups — the Policy Council at the grantee agency level and the Policy Committee at the delegate agency level — have policy-making authority and, therefore, are governed by locally determined bylaws that ensure clarity and consistency in function and purpose.

Parent Committees provide every parent of an enrolled child with the opportunity to assist in the development of activities that address their interests and needs and that support the education and healthy development of their children.

Agencies provide parents, community representatives, community partners, and staff with training regarding program governance and shared decision-making, so they may understand and support the purpose of the Policy Council, Policy Committee, and Parent Committee.
Performance Standard

1304.50(a)(2)

(2) Parent Committees must be comprised exclusively of the parents of children currently enrolled at the center level for center-based programs or at the equivalent level for other program options (see 45 CFR 1306.3(h) for a definition of a Head Start parent).

 Guidance: All parents of enrolled children are automatically members of a Parent Committee. The Parent Committee may choose to develop smaller groups to facilitate in-depth discussions of significant issues before such issues are considered by the larger Parent Committee. The formation of subgroups also encourages the participation of those who feel more comfortable expressing opinions in smaller groups. The Parent Committee may choose to structure meetings around a breakfast, potluck meal, or other social event, to encourage participation by as many parents as possible.
Performance Standard

1304.50(a)(3)

(3) All Policy Councils, Policy Committees, and Parent Committees must be established as early in the program year as possible. Grantee Policy Councils and delegate Policy Committees may not be dissolved until successor Councils or Committees are elected and seated.

  

Related Information: See 45 CFR 1304.52(k)(4) on providing training to members of the Policy Councils and Policy Committees.

Guidance: Because shared decision-making is a critical element of ongoing planning, it is important for agencies to maintain effective grantee Policy Councils, delegate Policy Committees, and Parent Committees from one year to the next. The following are suggestions for encouraging the parents of newly enrolled children to participate in policy groups and Parent Committees:

Discuss policy groups and Parent Committees during recruitment;
Display posters, show videos, or use other means to provide information about the role and importance of the policy groups and Parent Committees and about the nature and timing of the election process;
Provide opportunities for outgoing members of policy groups to play an active role in recruiting, meeting with, welcoming, training, and providing one-on-one mentoring to potential new members; and
Invite new parents to observe Policy Council or Policy Committee meetings.

Although outgoing parents from Policy Councils or Policy Committees may not have children in Head Start at the beginning of the next program year, it is important that parents complete their term and continue in a policy-making role until new parents are elected and seated. It may be necessary to develop procedures to maintain the participation of outgoing parents or to elect parents to complete an unexpired term, if parents have left the area, as is often the case in migrant programs.

In order to meet the mandate for parental involvement, a new grantee or delegate agency needs to form an appropriate interim policy group that represents potential Head Start parents, as well as other community members. This interim body is immediately involved in start-up program planning, the development of interim procedures, and the hiring of staff.
Performance Standard

1304.50(a)(4)

(4) When a grantee has delegated the entire Head Start program to one delegate agency, it is not necessary to have a Policy Committee in addition to a grantee agency Policy Council.

 Guidance: In situations where a grantee delegates the entire Head Start program to one delegate agency, the Policy Council takes on all policy responsibilities. Grantees have procedures that describe how decisions are made involving the grantee governing body, the delegate governing body, and the Policy Council.
Performance Standard

1304.50(a)(5)

(5) The governing body (the group with legal and fiscal responsibility for administering the Early Head Start or Head Start program) and the Policy Council or Policy Committee must not have identical memberships and functions.

  

Related Information: See 45 CFR 1304.50(g) for information on governing body responsibilities, and the chart, "Governance and Management Responsibilities," in Appendix A to this section, which describes the roles and responsibilities of the governing body, the Policy Council and the Policy Committee, and key management staff.

Guidance: Agencies review membership lists and bylaws to ensure that memberships and functions of the governing body and the policy group are not identical. Communication between the groups is improved if there is at least one representative from the governing body serving on the policy group and at least one representative from the policy group serving on the governing body.
Performance Standard

1304.50(b)(1) — (b)(7)

(b) Policy group composition and formation.

(1) Each grantee and delegate agency governing body operating an Early Head Start or Head Start program must (except where such authority is ceded to the Policy Council or Policy Committee) propose, within the framework of these regulations, the total size of their respective policy groups (based on the number of centers, classrooms, or other program option units, and the number of children served by their Early Head Start or Head Start program), the procedures for the election of parent members, and the procedure for the selection of community representatives. These proposals must be approved by the Policy Council or Policy Committee.

(2) Policy Councils and Policy Committees must be comprised of two types of representatives: parents of currently enrolled children and community representatives. At least 51 percent of the members of these policy groups must be the parents of currently enrolled children (see 45 CFR 1306.3(h) for a definition of a Head Start parent).

(3) Community representatives must be drawn from the local community: businesses; public or private community, civic, and professional organizations; and others who are familiar with resources and services for low-income children and families, including, for example, the parents of formerly enrolled children.

(4) All parent members of Policy Councils or Policy Committees must stand for election or re-election annually. All community representatives also must be selected annually.

(5) Policy Councils and Policy Committees must limit the number of one-year terms any individual may serve on either body to a combined total of three terms.

(6) No grantee or delegate agency staff (or members of their immediate families) may serve on Policy Councils or Policy Committees except parents who occasionally substitute for regular Early Head Start or Head Start staff. In the case of Tribal grantees, this exclusion applies only to Tribal staff who work in areas directly related to or which directly impact upon any Early Head Start or Head Start administrative, fiscal or programmatic issues.

(7) Parents of children currently enrolled in all program options must be proportionately represented on established policy groups.

 Rationale: Established procedures for electing parent members and selecting community representatives ensure consistency and fairness in the selection of policy group members. It is essential that families receiving services play an active role in making decisions about such services, and that the Head Start program reflects the community as a whole. This rationale serves 45 CFR 1304.50(b)(1)-(7).

Guidance: The following are suggestions for the governing body and policy group review of procedures for parent elections:

Inform all parents of their vital role in program governance;
Ensure that there is a fair method of nomination, either by parents nominating themselves or by other parents nominating them; nominations should be placed only with the consent of the nominee;
Provide proportionate representation to parents in all program options and settings. If agencies operate programs serving different geographical regions or ethnic groups, to adopt policies to ensure that all groups being served will have an equal opportunity to serve on policy groups; and
Consider using Parent Committees to facilitate the process of nominating and electing parents to the Policy Council or Policy Committee.

Parents are involved in every step of the process for selecting community representatives. Parents may be involved, for example, in discussions of the issues of interest and the types of community representatives needed in the coming year, as well as in developing methods for soliciting and screening potential candidates.

When nominating parent members or selecting community representatives to policy groups, consider:

The willingness and ability of the potential members to contribute time and effort to the program and to serve as mentors and role models, as well as resource persons;
The diversity of the group of individuals nominated, with consideration being given to the programs or program options in which the children of nominees are enrolled;
The agency’s goals and the information generated by the Community Assessment; and
The desirability of having representation from the governing body to the policy group, in order to improve communication between the two groups.

Agencies and policy groups establish procedures for monitoring the three-year limit for both parents and community representatives. Agencies also develop volunteer opportunities that allow former policy group members to use their skills and experience to support program activities and operations. If agencies view and present the opportunity of serving on policy groups as a time to learn new skills and to gain self-confidence in a supportive environment, parents will understand the value of leaving a policy group after a few years, and of moving into other leadership roles in school organizations and in the larger community.

Personnel policies and bylaws address potential conflicts of interest between agency employment and membership on a Policy Council or Policy Committee. For example, agencies may consider developing policies that define "occasional substitute" and that determine at what point in the hiring process a candidate for a Head Start position must resign his or her membership from a policy group, that is, upon application or upon hiring.
Performance Standard

1304.50(c) & (d)

(c) Policy group responsibilities - general.

At a minimum policy groups must be charged with the responsibilities described in paragraphs (d), (f), (g), and (h) of this section and repeated in appendix A of this section.

(d) The Policy Council or Policy Committee.

(1) Policy Councils and Policy Committees must work in partnership with key management staff and the governing body to develop, review, and approve or disapprove the following policies and procedures:

  

Rationale: Policy groups are established and charged with the specific functions outlined in paragraphs (d), (f), (g), and (h) of this section and in the chart, "Governance and Management Responsibilities," in Appendix A of this section, in order to ensure that parents have the opportunity to be involved in shared decision-making. Policy groups provide a vehicle for parents to assume leadership roles in representing the collective interests of all families. This rationale serves 45 CFR 1304.50(c), (d), (f), (g), (h), and Appendix A of this section.

Guidance: Formal systems of communication and a thoughtful plan of ongoing training serve as a critical foundation to the development of effective working partnerships among the policy group, the governing body, and key management staff. To further support cooperative relationships, grantee and delegate agencies:

Develop a consultation and approval process that is integrated between the policy group and governing body in order to expedite agency decision-making concerning the Head Start program;
Establish written procedures for many of the policy approval functions of the governing body and the Policy Council or Policy Committee;
Recognize that having organized and agreed upon practices reduces the time and effort needed to conduct business and reduces conflict between the groups;
Recognize the role of staff in developing policy issues for consideration, discussion, and approval by both the policy group and the governing body; and
Provide information to the policy groups in a timely manner in order to support effective decision-making.
Performance Standard

1304.50(d)(1)(i)

(i) All funding applications and amendments to funding applications for Early Head Start and Head Start, including administrative services, prior to the submission of such applications to the grantee (in the case of Policy Committees) or to HHS (in the case of Policy Councils);

  

Related Information: See function (I)(e) in the chart, "Governance and Management Responsibilities," in Appendix A of this section.

Guidance: The agency’s planning process provides for the involvement of the governing body and the Policy Council or Policy Committee at strategic points during the development of all funding applications. The following are suggestions for involving grantee Policy Councils and delegate Policy Committees in a meaningful review of applications and related materials:

Consider the funding application as part of an ongoing planning process, and involve members in the decision-making process early on, before the applications and related materials are drafted;
Provide timely training on the interrelated nature of budgets and program planning (see 45 CFR 1304.52(k)(4)); and
Provide frequent information on program progress and expenditures to create a climate in which agency decision-making is supported by adequate and ongoing information about agency activities (see 45 CFR 1304.51(h)(1) on financial and program reporting systems).
Performance Standard

1304.50(d)(1)(ii)

(ii) Procedures describing how the governing body and the appropriate policy group will implement shared decision-making;

  

Related Information: See function (II)(c) in the chart, "Governance and Management Responsibilities," in Appendix A of this section. Also see 45 CFR 1304.51(d) for information on communication between the Policy Council or Policy Committee and the governing body.

Guidance: Shared decision-making presents a variety of challenges. Suggested strategies for successful shared decision-making follow:

Develop written procedures describing how the sharing of responsibilities across the functions specified in the chart in Appendix A of this section will be implemented;
Ensure that the Policy Council, the Policy Committee, and the governing body receive regular and accurate information about program planning, policies, and agency operations through the communication system required by 45 CFR 1304.51(a); and
Support open channels of communication between the grantee Policy Council or the delegate Policy Committee and the relevant governing body through such measures as
the exchange of minutes from meetings,
forums for open discussions between the groups,
joint meetings on specific issues or concerns,
the participation of policy group members in staff meetings, and
concurrent membership of selected individuals on both the governing body and policy group.
Performance Standard

1304.50(d)(1)(iii) & (iv)

(iii) Procedures for program planning in accordance with this part and the requirements of 45 CFR Part 1305.3;

(iv) The program’s philosophy and long- and short-range program goals and objectives (see 45 CFR 1304.51(a) and 45 CFR 1305.3 for additional requirements regarding program planning);

  

Related Information: See functions (I)(a) and (b) in the chart, "Governance and Management Responsibilities," in Appendix A of this section. Also, see 45 CFR 1304.51(a) on program planning, and specifically, 45 CFR 1304.51(a)(1)(ii) on formulating long-range goals and short-term objectives.

Guidance: Active policy group participation in program planning is critical to the continuous process of program improvement. The following are suggestions for involving Policy Councils and Policy Committees in program planning and in shaping the program’s philosophy and long- and short-range goals and objectives:

Ensure that members are aware of established agency time frames and procedures for program planning;
Ensure that the Policy Council and Policy Committee participate in discussions concerning program vision;
Establish subcommittees, as needed, to work with the director, the governing body, and appropriate staff on developing and analyzing program plans, long-range goals and short-term objectives for each program area;
Obtain recommendations from Parent Committees;
Provide input on relevant community issues;
Review financial statements of the program and explore program resources to determine if adequate resources exist to support goals and objectives; and
For Policy Councils of agencies with delegate agencies, ensure that the grantee agency’s planning procedures describe how delegate agencies will integrate their planning activities into those of the grantee.
Performance Standard

1304.50(d)(1)(v)

(v) The selection of delegate agencies and their service areas (this regulation is binding on Policy Councils exclusively)(see 45 CFR 1301.33 and 45 CFR 1305.3(a) for additional requirements about delegate agency and service area selection, respectively);

 Related Information: See functions (I)(c) in the chart, "Governance and Management Responsibilities," in Appendix A of this section.

Guidance: Approval of delegate agencies and their service areas is a shared decision of the Policy Council and the governing body. The provision of all information to both groups in a time-sequenced manner supports and facilitates the agency’s decision-making processes and minimizes conflict as well.
Performance Standard

1304.50(d)(1)(vi)

(vi) The composition of the Policy Council or the Policy Committee and the procedures by which policy group members are chosen;

  

Related Information: See functions (II)(a) in the chart, "Governance and Management Responsibilities," in Appendix A of this section; and see 45 CFR 1304.50(b)(1) regarding policy group composition and formation.

Guidance: See cross-references under "Related Information" for this standard.
Performance Standard

1304.50(d)(1)(vii)

(vii) Criteria for defining recruitment, selection, and enrollment priorities, in accordance with the requirements of 45 CFR part 1305;

  

Related Information: See functions (I)(d) and (b) in the chart, "Governance and Management Responsibilities," in Appendix A of this section.

Guidance: To facilitate the meaningful participation of policy group members in the periodic reviews of criteria for recruitment, selection, and enrollment priorities, policy group members need to be familiar with the requirements of 45 CFR 1305. They are encouraged to examine how the enrollment process is working in relationship to these requirements as well as their understanding of the program philosophy and the needs of children and families in the community.
Performance Standard

1304.50(d)(1)(viii)

(viii) The annual self-assessment of the grantee or delegate agency’s progress in carrying out the programmatic and fiscal intent of its grant application, including planning or other actions that may result from the review of the annual audit and findings from the Federal monitoring review (see 45 CFR 1304.51(i)(1) for additional requirements about the annual self-assessment);

  

Related Information: See functions (I)(g) and (b) in the chart, "Governance and Management Responsibilities," in Appendix A of this section.

Guidance: As active participants in the ongoing process of annual self-assessment, as required under 45 CFR 1304.51(i), the Policy Council and Policy Committee consider the extent to which:

The time schedule for self-assessment is reasonable;
An appropriate assessment team has been formed, which includes parents and adequate representation from the community;
The self-assessment team receives training on how to conduct an assessment;
All team members are fully aware of the results of the last self-assessment, as well as of the Federal monitoring review;
The measures used to conduct the self-assessment adequately evaluate the program;
Findings from the self-assessment are reported to the Policy Council, Policy Committee, Parent Committees, and governing bodies; and
Improvement plans are appropriate and feasible in terms of resources and time frames.

Policy groups also review the agency’s procedures to ensure that an annual independent audit is conducted, in accordance with 45 CFR 1301.31, and copies of the audit are available to them.
Performance Standard

1304.50(d)(1)(ix)

(ix) Program personnel policies and subsequent changes to those policies, in accordance with 45 CFR 1301.31, including standards of conduct for program staff, consultants, and volunteers; and

  

Related Information: See function (III)(a) in the chart, "Governance and Management Responsibilities," in Appendix A of this section; 45 CFR 1301.31 on personnel policies; and 45 CFR 1304.52(h) on standards of conduct for program staff, consultants, and volunteers.

Guidance: Policy groups are knowledgeable about personnel policies, because of their roles in approving or disapproving decisions to hire or terminate staff. Elements to consider during the review of personnel policies include:

The effectiveness of the personnel policies in securing qualified staff who can provide appropriate services and who reflect the families served;
The potential need for modifications or addendums to agency-wide personnel policies and procedures, so that program staff are treated in accordance with 45 CFR 1301.31; and
The possible desirability of focusing the review on a particular area, such as benefits, recruitment, promotion procedures, salaries, job descriptions, or grievance procedures, during any given year.
Performance Standard

1304.50(d)(1)(x) & (xi)

(x) Decisions to hire or terminate the Early Head Start or Head Start director of the grantee or delegate agency; and

(xi) Decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the grantee or delegate agency.

  

Related Information: See functions (III)(b)-(e) in the chart, "Governance and Management Responsibilities," in Appendix A of this section; and see 45 CFR 1304.50(e)(3) on Parent Committee involvement in the recruitment and screening of Head Start employees.

Guidance: A method for including the Policy Council or Policy Committee in the approval or disapproval of decisions to hire or terminate individuals working for the program is essential. Some roles of the Policy Council or Policy Committee are to:

Actively participate in the personnel process through such means as establishing a personnel committee that is charged with making recommendations to the full Policy Council or Policy Committee;
Ensure that positions are openly advertised;
Work with Parent Committees to implement the recruitment, selection, and approval process;
Encourage parents to understand the employment process and to apply for jobs for which they are qualified; and
Participate in the approval process, without taking responsibility for directly hiring or terminating individuals, because this is a management function.

To avoid barriers to hiring staff on a timely basis, migrant programs and other programs with geographical constraints develop guidelines for securing input from policy group members who are not living in the local area at the time of the hiring process.
Performance Standard

1304.50(d)(2)(i)

(2) In addition, Policy Councils and Policy Committees must perform the following functions directly:

(i) Serve as a link to the Parent Committees, grantee and delegate agency governing bodies, public and private organizations, and the communities they serve;

  

Related Information: See 45 CFR 1304.51(b) regarding communication with the community.

Guidance: Members of policy groups play an active role in listening to parents and community agencies by:

Supporting parents in being effective spokespeople in the community by providing training in such areas as communication and listening skills;
Being members of grantee and delegate agency governing bodies and other community boards in order to share information about services for children and their families;
Reporting back to parents, keeping them informed about policy group actions through Parent Committee meetings, program newsletters, bulletin boards, and one-on-one contacts;
Ensuring that staff provide basic information, such as copies of the Head Start Program Performance Standards, bylaws, notices, and general information, to all interested parties;
Being familiar with resources in the community;
Fostering positive community relationships; and
Becoming advocates and leaders at local, State, Tribal, and Federal levels.
Performance Standard

1304.50(d)(2)(ii)

(ii) Assist Parent Committees in communicating with parents enrolled in all program options to ensure that they understand their rights, responsibilities, and opportunities in Early Head Start and Head Start and to encourage their participation in the program;

  

Related Information: See 45 CFR 1304.40(d)(3) on parent participation in the program, and 45 CFR 1304.51(c) on communication with families.

Guidance: The Policy Council and Policy Committee play important leadership roles in working with the Parent Committees to encourage all parents to participate in the activities of the Parent Committees and policy groups, as well as in other program activities. Effective methods for communicating the importance of parent participation vary, depending upon the parents and program. One suggestion is for members of these groups to work with staff in developing a handbook addressing parental rights, responsibilities, and opportunities.
Performance Standard

1304.50(d)(2)(iii)

(iii) Assist Parent Committees in planning, coordinating, and organizing program activities for parents with the assistance of staff, and ensuring that funds set aside from program budgets are used to support parent activities;

  

Related Information: See 45 CFR 1304.50(e) on Parent Committee responsibilities.

Guidance: Parent Committees are allowed broad latitude when planning, coordinating, and organizing activities. Grantee Policy Councils and delegate Policy Committees, as well as staff, are available to support the Parent Committees in planning these activities, as needed, by:

Encouraging parents to discuss all parent activities that the program currently sponsors and to assess the effectiveness of those activities;
Obtaining input from parents about what they would like to do in the program;
Assisting in securing funding, personnel, and other resources to support desired activities;
Discussing when to use parent activity funds to help carry out proposed activities; and
Encouraging Parent Committees to take responsibility for submitting a recommended budget for parent activity funds for the following year to the Policy Council or Policy Committee.
Performance Standard

1304.50(d)(2)(iv)

(iv) Assist in recruiting volunteer services from parents, community residents, and community organizations, and assist in the mobilization of community resources to meet identified needs; and

  

Related Information: See 45 CFR 1304.41(a)(3) for information on volunteer outreach.

Guidance: In order to assist in recruiting volunteers and in mobilizing community resources, Policy Councils and Policy Committees:

Work with the Parent Committees to encourage parent participation;
Identify how volunteers and community resources can extend program services;
Assess the types and quality of volunteer opportunities;
Suggest where to look for community volunteers and resources;
Supplement agency volunteer outreach efforts; and
Collaborate with local foundations and other organizations to mobilize resources.
Performance Standard

1304.50(d)(2)(v)

(v) Establish and maintain procedures for working with the grantee or delegate agency to resolve community complaints about the program.

  

Related Information: See function (II)(e) in the chart, "Governance and Management Responsibilities," in Appendix A of this section; and see 45 CFR 1304.51(b) regarding communication with the community.

Guidance: The following are suggested procedures for fostering good community relations and resolving community complaints:

Foster positive community relations by being proactive with local agencies;
Conduct outreach to community agencies or individuals to solicit constructive suggestions for quality improvement;
Establish a follow-up process to respond to all community inquiries; and
Develop procedures that describe specific steps in the process for addressing community concerns and for resolving complaints and make copies of such procedures available widely.
Performance Standard

1304.50(e)(1), (2) & (3)

(e) Parent Committee.

The Parent Committee must carry out at least the following minimum responsibilities:

(1) Advise staff in developing and implementing local program policies, activities, and services;

(2) Plan, conduct, and participate in informal as well as formal programs and activities for parents and staff; and

(3) Within the guidelines established by the governing body, Policy Council, or Policy Committee, participate in the recruitment and screening of Early Head Start and Head Start employees.

  

Rationale: Parent Committees provide all parents with a broad range of opportunities to participate in the shared decision-making process.

Related Information: See 45 CFR 1304.40, Family Partnerships, sections (a)(4), (a)(5), (d), (e) and (f) for information on parent involvement, parent education programs, and other interactions with parents.

Guidance: Parent Committees contribute to program development and operations in many ways, including, but not limited to:

Electing policy group representatives;
Becoming involved in the development of the program’s curriculum and approach to child development and education (see 45 CFR 1304.21(a)(2)(i) and 45 CFR 1304.40(e)(1));
Designing program activities planned for various program settings, group socialization experiences, and weekly home visits;
Locating resources to carry out program activities;
Bringing parents together to share common interests;
Working with the Policy Council or Policy Committee to support program development and implementation; and
Planning programs and activities for parents and staff. Parent Committees are encouraged to discover and discuss what parents would like to do and what they would like to learn; and to discuss how these ideas can be carried out with or without staff assistance.

In addition, Parent Committee members play a vital role in the recruitment and screening of employees. Within the guidelines established by the Policy Council or Policy Committee, members of Parent Committees:

Assist agencies to determine how and where to recruit potential employees;
Help determine the selection criteria; and
Participate in the interview process.
Performance Standard

1304.50(f)

(f) Policy Council, Policy Committee, and Parent Committee reimbursement.

Grantee and delegate agencies must enable low-income members to participate fully in their group responsibilities by providing, if necessary, reimbursements for reasonable expenses incurred by the members.

  

Guidance: Reimbursements to low-income members for reasonable expenses in fulfilling their group responsibilities are provided by the grantee or delegate agency from grant funds. Agency procedures and policy group bylaws may contain definitions of necessary reimbursement and reasonable expenses, which may include:

travel, lodging, and per diem expenses, in line with agency policies for staff travel,
child care expenses, and
other expenses deemed appropriate.
Performance Standard

1304.50(g)(1) & (2)

(g) Governing body responsibilities.

(1) Grantee and delegate agencies must have written policies that define the roles and responsibilities of the governing body members and that inform them of the management procedures and functions necessary to implement a high quality program.

(2) Grantee and delegate agencies must ensure that appropriate internal controls are established and implemented to safeguard Federal funds in accordance with 45 CFR 1301.13.

  

Related Information: See functions (II)(b),(f) and (g) of the chart, "Governance and Management Responsibilities," in Appendix A of this section; 45 CFR 1304.50(d)(1)(ii) about shared decision-making between the governing body and the appropriate policy group; 45 CFR 1304.51(h)(1) concerning financial reporting systems; and 45 CFR 1304.52(k)(4) about training.

Guidance: The responsibilities of the governing body include, but are not limited to:

Ensuring compliance with Federal laws and regulations, including the Head Start Program Performance Standards, as well as applicable State, Tribal, and local laws and regulations, including laws defining the nature and operations of the governing body;
Understanding the Head Start philosophy and the role of parents and the Policy Council or Policy Committee in the Head Start shared governance structure, including the need to secure approval of policies and procedures by the grantee Policy Council or delegate Policy Committee;
Being fiscally and legally accountable for overseeing the Head Start program, including taking general responsibility for guiding and directing planning, general procedures, and human resources management, as outlined in the chart, "Governance and Management Responsibilities" in Appendix A to this section; and
Ensuring that their agency develops an internal control structure to
safeguard Federal funds,
comply with laws and regulations that have an impact on financial statements,
detect or prevent noncompliance, and
receive audit reports and direct and monitor staff implementation of corrective actions.

In addition, members of the governing body support the program by:

Identifying and developing resources to augment Federal funds;
Visiting or volunteering in classrooms and other program activities;
Becoming involved in the self-assessment process;
Initiating joint training opportunities with the Policy Council or Policy Committee;
Establishing mentoring programs which match governing body members with members of the policy groups or other interested individuals; and
Obtaining feedback from parents and community members about the quality of services.
Performance Standard

1304.50(h)

(h) Internal dispute resolution.

Each grantee and delegate agency and Policy Council or Policy Committee jointly must establish written procedures for resolving internal disputes, including impasse procedures, between the governing body and policy group.  

Guidance: The governing body and relevant policy group of each grantee or delegate agency have the responsibility for writing and following their own procedures for resolving internal disputes. It is important to develop and formally adopt dispute resolution policies on a proactive basis. Therefore, agencies:

Consider using community resources to assist in developing resolution procedures and in resolving disputes;
Set procedures for seeking outside assistance from community-based organizations for the negotiation, mediation or arbitration of disputes that threaten to disrupt services to children and families; and
Ensure that new policy group members are made aware of the process.

Appendix A to 1304.50 - Governance and Managment Responsibilities

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