Grow NJ Kids Star Rating Readiness Checklist                          1  

NJ Center for Quality Ratings at WPU  Star Rating Readiness Checklist 

 

Center/School Name:   

Center/School Address:   

Primary Contact Name:   

Primary Contact #:  Primary Contact Email:  

 Quality Improvement Specialists Name:   

Applying for Grow NJ Kids Star Rating of:(check one) 3    4    5   

 

2 month window:  

Dates of exclusion:  

 

Please provide a window of 2 months during which an onsite rating visit by the NJCQR can occur. Please list any dates of exclusion within these 2 months (i.e. holidays, in‐service days, meetings).  Once documentation has been reviewed, the NJCQR will contact you with a 14‐day period of which during the rating visit will occur within the requested 2 month window. 

Readiness Cover Sheet with attached Classroom Information List has been submitted:   Y  N  About the Readiness Checklist:  The Readiness Checklist (RC) is designed to help centers/schools after they have completed all Grow NJ Kids requirements for a 1 or 2 star rating with their Quality Improvement Specialist (QIS) and decide to seek a 3, 4 or 5 star rating.  The RC notes the documentation to submit electronically and what documentation will be reviewed onsite by the NJCQR.  The cover sheet of information is required to be filled out completely with any additional documents attached as requested and submitted with the Readiness Checklist.  

There are two parts to the Readiness Checklist: 

On Site Documentation Review:  During the on‐site documentation review, NJCQR staff will be pulling samples of listed onsite documentation at random.  Therefore, please provide clear detail of where NJCQR staff will be able to find the mass amount of documentation that is listed (e.g. where all children’s folders are located together, where all staff folders are located together).  

Electronic Summary Sheet:  The Electronic Summary Sheet lists all of the documentation/evidence that needs to be submitted electronically to the NJCQR.  Documentation that will be reviewed through the PINJ Registry by the NJCQR is also listed here. 

   

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Grow NJ Kids Star Rating Readiness Checklist                          2  

On Site Documentation Review  

The following documentation is reviewed onsite by the NJCQR.  Please write in where to find the following folders in your school/center. 

GNJK Documentation and Standard Number  % of Documentation Reviewed  On Site Location of Documentation 

 SignedreceiptsfortheParentHandbook(1.3.4)

Children’s Intake Folders  

NJCenterforQualityRatingswillrandomlyselectminimumof10%ofthechildren’sintakefoldersoraminimumof10foldersforreview(whicheveris

greater).

 

  Evidenceofperformance‐basedassessmentused:sampleportfolios,observations,completedrubrics(2.3.3) Children’s Classroom Folders 

 NJCenterforQualityRatingswill

randomlyselectminimumof10%ofthechildren’sclassroom(transition)foldersoraminimumof10foldersforreview

(whicheverisgreater).

 

 Documentationofresultsfromperformance‐basedassessmentsharedwithparents(2xina10monthprogram)(2.3.5)

  Formalagreements;copiesofreferrals(2.4.4)

  Child’sTransitionFolders(2.4.5)

 SignedreceiptteachersandteacherassistantshavereceivedacopyoftheNJBirth‐ThreeStandardsand/ortheNJPreschoolTeachingandLearningStandards(2.3.1)

Staff Folders  

NJCenterforQualityRatingswillrandomlyselectminimumof25%oftheinstructionalstafffilesoraminimumof4filesforreview(whicheverisgreater)For4.4.8,non‐instructionalfolderswill

bereviewed.

 

  IndividualProfessionalDevelopmentPlans(4.3.4;5.3.9)

  Signedreceiptsfromnon‐instructionalstaffreceivingdocumentationofschoolpractices(4.4.8)

 

   

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Grow NJ Kids Star Rating Readiness Checklist                          3  

Electronic Summary Sheet 

Please save documents on the USB drive according to how they are listed on the summary sheet.  File names must be written inside each box for any documentation that was uploaded.  If seeking a 4 or 5 star rating, all evidence of a 3 star rating will be reviewed in addition to evidence required for a 4 and/or 5 star rating. 

GNJK Criteria 

# 

Evidence/Documentation Required       

1.1.1; 2.1.1; 3.1.1; 4.1.1; 5.1.1 

GNJKQualityImprovementPlanbasedonGNJKSelf‐Assessment

GNJKQualityImprovementPlanbasedonGNJKSelf‐Assessment

FileName:

1.3.1; 1.4.4 

OutdoorPlayAreaInspectionLog

Completedoutdoorplayareainspectionlogsforeachplaygroundfromprior3months

CompletedOutdoorPlayInspectionFormsforeachplaygroundfromprior6months

FileName: FileName:

1.3.2 

BreastfeedingPolicy&DocumentationofStaffOrientationtotheBreastfeedingPolicy*(I/TProgramsOnly)*

Copyofthebreastfeedingpolicy(orasnotedinParentHandbook)

FileName:

Copyofdocumentationofstafforientationtothebreastfeedingpolicy

FileName:

1.3.3  Samplemenus

Samplemenusfor3monthsforeachinfants/toddlerandpreschoolclassroomasappropriate

FileName:

1.3.4  Flyers/Sign‐Insheetsfromhealthandsafetyworkshops

Copiesofflyers/sign‐insheetsfromhealthandsafetyworkshopsfrompast6months

FileName:   

DRAFT

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GNJK Criteria 

# 

Evidence/Documentation Required       

1.3.6  Copyofdevelopmentalscreeningtool;protocol/policy

Copyofdevelopmentalscreeningtool;protocol/policy

FileName:

1.4.2 Ahealthtrackingsystemofchildren’sfilesfororal,visionandhearingscreenings;parentconsent

Evidenceofhealthtrackingsystemofchildren’sfiles;includesparentconsent

FileName:

1.5.1 Parentlogofsignaturesconfirmingvisual,hearinganddentalscreeningresultshavebeenreviewed

Logofparentsignaturesfrom50%ofclassrooms

FileName:

2.3.2; 2.4.2 

Copyofpoliciesforcompletedstructuredclassroomobservation/assessmenttool(s)(e.g.ECERS,SELA,PCMI,PRISM,QBCC)

Copyofpolicyforonestructuredclassroomobservation/assessmenttoolused

Copiesofeachadditionalpolicyforstructuredclassroomobservation/assessmenttoolused

FileName: FileName:

2.3.4 Evidenceofhowscreeningresultsareusedtomodify/accommodatechildren’sspecificneedsandabilities

Evidenceanddescriptionofhowscreeningresultsarebeingusedtomodifyoraccommodatechildren’sspecificneedsandabilities(e.g.lesson/activityplans)

FileName:

2.4.3 Evidenceofdatasummariesinformingprogrampractices/studentgrowth

Datasummariesfromperformance‐basedassessment(TSGold/COR/WorkSampling)*:Copiesfrom10%ofthechildren’sclassroomfoldersorfromminimumof10folders(whicheverisgreater)*IfnotTSGold,CORorWorkSampling,submitsameamountofcopiesofwhatiscurrentlyusedtodocumentstudentgrowth/progress

FileName:   

DRAFT

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GNJK Criteria 

# 

Evidence/Documentation Required       

2.4.4  Documentationofscreeningandreferralpolicy

Copyofscreeningandreferralpolicy

FileName:

2.5.2 Aggregatedclassroomdatasummariesofcomparativeprogressacrosstheschoolyear

Aggregatedclassroomdatasummariesofcomparativeresultsshowingprogressover5‐10monthsfromperformance‐basedassessmentfor50%ofclassrooms

FileName:

3.3.1; 3.4.1; 3.5.1 

DocumentationofStrengtheningFamiliesProtectiveFactor(SFPF)Frameworkusedinprogram;surveyresults;annuallyupdatedQualityImprovementPlan;evidenceofprogramfullyintegratingSFPF*HeadStartProgramsusePFCDFrameworkinyourProgram:MarkersofProgress*

Collatedsummarysheetwithnumberoffamiliesenrolledandnumberofsurveysreturnedfromfamilies.Copyofany/eachsurvey(s)completedinprior12monthsshouldbesubmitted

EvidencethatSFQualityImprovementPlan*isannuallyupdated*HeadStartProgramsusePFCEFrameworkinyourProgram:MarkersofProgress*

EvidencethatSFPF*principlesandstrategiesarefullyimplementedintotheprogram*HeadStartProgramsusePFCEFrameworkinyourProgram:MarkersofProgress*

FileName: FileName: FileName:

3.3.2; 3.4.2 

Parent/FamilyGroupMeetingdocumentation

Agenda/Sign‐InSheetsfrom2meetingswithin1year Agenda/Sign‐InSheets/Minutes

from3meetingswithin1year

FileName: FileName:

3.3.3  FamilyEducationworkshopagendas;sign‐insheets;minutes

FamilyEducationworkshopagendas/Sign‐InSheetsfrom2workshopswithin1year

FileName:

3.3.4; 3.4.4 

Documentationofofferedhomevisits

Evidencethathomevisitswereofferedtoallenrolledchildrenandofthosecompleted,submitdocumentationofvisitsfor10%ofparticipatingchildrenfamilies

Evidencethathomevisitswereofferedtoallenrolledchildren2xayearandofthosecompleted,submitdocumentationofvisitsfor10%ofparticipatingfamilies

FileName: FileName:   

DRAFT

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GNJK Criteria 

# 

Evidence/Documentation Required       

3.3.5; 3.4.5 

Listofcommunityorganizationswithparentrepresentatives

Listofcommunityorganizationswhereparentrepresentativesareinvolved/participate

Listofcommunityorganizationsparentsareinvolvedandidentifywhichorganizationshaveatleast1parentrepresentative.Alsosubmitmeetingminutes/agendasfromatleast2meetings

FileName: FileName:

3.3.6  

DocumentationofAbsenteeismPolicy

CopyofpolicyasnotedinParentHandbook

FileName:

3.4.3  

Examplesofcommunicationstrategies;e.g.newsletters,letters,workshops,flyers

Samplesofcommunicationstrategies;e.g.newsletters,letters,workshops,flyersfrompast6months

FileName:

3.5.2 

Listofethnicdemographicsofstudentpopulation;Annualcurrentcalendarofculturallyrelevantdatesandactivitiesreflectingstudentdemographics

Calendarofcurrentschoolyearwithlistofschooldemographicswithrepresentedethnicities

FileName:

4.3.4 Descriptionoftheannualperformanceevaluationprocessandcopyofevaluation,self‐assessment/familysurveys

Descriptionofannualperformanceevaluationprocess;copiesofevaluation,self‐assessmentformandfamilysurveysifused

FileName:

4.4.5 Copyofcompletedcurriculumimplementation/FidelityinstrumentfromPreschoolclassrooms

Copyofcompletedcurriculumimplementation/fidelitychecklist/instrumentusedfrom50%ofPreschoolclassrooms

FileName:

4.4.6  Copyofstaffmeetingscheduleand/oragendas

Schedule/StaffMeetingAgendasfrompast3months

FileName:

DRAFT

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GNJK Criteria 

# 

Evidence/Documentation Required       

4.4.7 Evidenceofaggregatedclassroom/program/childleveldatareports

Evidencedemonstratingaggregateddataused2xina10monthprogramfrom50%ofclassrooms

FileName:

4.5.1  AgencyTrainingPlans Evidenceofagencytrainingplans

FileName:

4.5.2 Scoresheetsfromcompletedassessments:PyramidModelTPOTand/orTPITOS

Copyofcompletedassessmentscoresheetsfromeachclassroom

FileName:5.3.1; 5.4.1; 5.5.1 

Self‐AssessedPAS*N/A–District&HeadStartPrograms*

Scoresheet:Requiredminimumscoreof3 Scoresheet:Requiredminimum

scoreof4 Scoresheet:Requiredminimumscoreof5

FileName: FileName: FileName:

5.3.2 Writtendefinitionofrolesandresponsibilitiesofthegoverningbody(ifnon‐profit/public)

Copyofthewrittendefinitionofrolesandresponsibilitiesofthegoverningbody

FileName:

5.3.3 Writtenpolicy/manualthatincludesfinancialoperatingprocedures

Copyofwrittendescriptionoffinancialoperations/procedures

FileName:

5.3.4  MarketingPlanaddressingincreasingenrollment

CopyofMarketingPlan

FileName:

5.3.5 Currentoperatingbudgetincludingstatementofincomeandexpenditures

Copyofcurrentyear’soperatingbudgetincludingstatementofincomeandexpenditures

FileName:

5.3.6  Comprehensivewrittenprogramimprovementplan

Comprehensivewrittenprogramimprovementplan

FileName:   

DRAFT

Grow NJ Kids Star Rating Readiness Checklist                          8  

GNJK Criteria 

# 

Evidence/Documentation Required       

5.3.7  Evidenceofinternalcommunicationstrategies

Samplesfromatleast3typesofstrategiescurrentlyutilizedwithin3years

FileName:

5.3.8; 5.5.2 

Benefitpolicydescribingthebenefit(s)employeesreceive(EmployeeHandbook)

Evidenceofatleastonebenefitoffered

Evidenceofatleasttwobenefitsoffered

FileName: FileName:

5.4.2  Advisorycouncilmeetingminutes/sign‐insheets

MeetingMinutes/Sign‐InSheetsfrom6months

FileName:

5.4.3  Business/StrategicPlan WrittendescriptionofBusiness/StrategicPlan

FileName:

5.4.4  Writtendescriptionofsystemfortrackingteacherturnover

Writtendescriptionofsystem

FileName:

5.4.5  Annualreportwithfinancialsysteminformation

Copyofannualreport

FileName:

5.4.6  Quarterlyaccountingreviewreport

Copyofquarterlyaccountingreviewreport

FileName:

5.4.7  SignedcontractwithCPAandmostrecentaudit

SignedcontractwithaCPAandmostrecentaudit

FileName:   

DRAFT

Grow NJ Kids Star Rating Readiness Checklist                          9  

GNJK Criteria 

# 

Evidence/Documentation Required       

5.5.3 

Documentationofongoingreflectivepracticeopportunities/HeadStartPrograms:Practice‐BasedCoachingDocument

Evidenceofongoingreflectivepracticeopportunitiesorevidenceofcoaching/mentoringusingthereflectivecyclefromminimumof4stafffilesor25%ofstafffiles(whicheverisgreater)

FileName:

5.5.4 Documentationofprofessionaldevelopmentplans;incentiveprograms

MinutesfromProfessionalLearningCommunitywithin6monthsandevidenceofincentiveprogram

FileName: 

   

DRAFT

Grow NJ Kids Star Rating Readiness Checklist                          10  

PINJ Documentation 

The following documentation will be electronically reviewed through PINJ by the NJCQR.  In order to meet requirements for standards, please note expectations for each star rating.  If seeking a 4 or 5 star rating, all evidence for a 3 star rating will be reviewed in addition to evidence for the 4 and/or 5 star rating. 

GNJK Criteria 

# Evidence on PINJ       

1.4.3; 1.5.2 

FirstAid&CPR 50%ofallteachingstaffhaveaPediatricFirstAid&CPRCertificate

AlladultsidentifiedasstaffhaveaPediatricFirstAid&CPRCertificate

FileName: FileName:

4.3.1  CurriculumTraining

Allteachingstaff,administrators/directorshavereceivedformaltraininginthecurriculum

FileName:

4.3.2; 4.3.7 

Performance‐BasedAssessmentTraining/ProfessionalDevelopment;TraininginAdministrationofAdoptedPerformance‐BasedAssessment

Allteachingstaffhavereceivedprofessionaldevelopmentintheselectedperformance‐basedassessment

FileName:

Allteachershavereceivedtrainingintheadministrationoftheadoptedperformance‐basedassessment

FileName:

4.3.3 Traininginevaluation/observationinstruments

Documentation(PDcertificate)thatDirectors/supervisorshavereceivedtraininginevaluatingandobservingteachersbothformallyandinformally(withwalkthroughinstruments),(e.g.;usingstructuredobservationinstruments)

FileName:

DRAFT

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GNJK Criteria 

# Evidence on PINJ       

4.3.5  

Traininginworkingwithspecialdietaryneeds

Staffistrainedtoworkwithchildrenwithspecialdiets,allergiesandspecializedfeedingissues

   

FileName:

4.3.6  DevelopmentalScreeningTraining

Allteachershavereceivedtrainingintheadministrationoftheadopteddevelopmentalscreening  

FileName:

4.4.1  ProfessionalDevelopmentonChildrenwithSpecialNeeds

Allteachingstaffhasprofessionaldevelopmentorcollegelevelcourseworkthatpreparesthemtoworkwithyoungchildrenwithspecialneeds

FileName:

4.4.3  ProfessionalDevelopmentofferedtoStaffonlistedtopics

ProfessionalDevelopmenton:PyramidModel,SocialandEmotionalDevelopment,andInfantEarlyChildhoodMentalHealth

FileName:

4.4.4  ProfessionalDevelopmentisofferedtoStaffonlistedtopics

60hoursofProfessionalDevelopmentobtainedin3yearson:Specialneeds,supportingteacher‐childinteractions,supportingEnglishLanguageLearners(ELL),culturalcompetence,transition,andtheStrengtheningFamiliesProtectiveFactors

FileName:   

DRAFT

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GNJK Criteria 

# Evidence on PINJ       

4.3.8; 4.4.2; 4.5.3 

TeachingStaffwithCDA’s

20%ofteachingstaffhaveminimumofaCDAorequivalent,orhigherdegrees,credentialsorlicenses

35%ofteachingstaffhaveminimumofaCDAorequivalent,orhigherdegrees,credentialsorlicenses

50%ofteachingstaffhaveaminimumofaCDAorequivalent,orhigherdegrees,credentialsorlicenses

FileName: FileName: FileName:

4.3.9  SupervisorwithCDAMinimumofCDAorequivalentofninecreditsinECEintheagegroupthattheprogramserves

FileName: 

 

 

 

 

 

 

 

 

 

 

 

 

Last updated 7‐2‐15 

   

DRAFT

Grow NJ Kids Star Rating Readiness Checklist                          13  

 

 

 

I have identified the star rating my program is seeking and worked with my Quality Improvement Specialist to successfully prepare my center/school prior to and during the rating visit as required for the star rating I am seeking.  I have noted all documentation on the Readiness Checklist that has been submitted electronically and the on‐site documentation to be reviewed and considered towards the final rating decision. 

 

 

     

Signature of Primary Contact  Date       

Signature of Quality Improvement Specialist  Date  

 

 

 

DRAFT