Management Bulletin 24-02

Early Education Division

Subject: Fiscal Year 2023-24 Program Self-Evaluation for California State Preschool Programs

Number: 24-02

Date: March 22, 2024

Expires: Until rescinded or superseded by regulations

Authority: California Code of Regulations, Title 5 (5CCR) sections 77000, 17709, 17710, 17711, 17794

Attention: Executive Directors and Program Directors for all California State Preschool Programs

Purpose

This Management Bulletin (MB) notifies and provides guidance to California State Preschool Program (CSPP) contractors of the requirements and instructions for submitting the Program Self-Evaluation (PSE), due to the California Department of Education (CDE), Early Education Division (EED) on or before June 3, 2024. This MB rescinds and replaces MB 23-04.

Policy

Each contractor shall develop and implement an annual plan for its program self-evaluation process. Each CSPP contractor shall use the PSE to submit a summary of the findings of the PSE to the CDE by June 1, of each year.

Implementation

Each CSPP contractor shall conduct the fiscal year (FY) 2023–24 PSE using the FY 2023–24 Program Instrument (PI), items one (1) through twenty (20), to determine areas in which the contractor did and did not meet the standards of the CSPP contract requirements. The FY 2023–24 PI document can be accessed at https://www.cde.ca.gov/sp/cd/ci/documents/ee2324proginstrument.pdf.

CSPP contractors shall submit the FY 2023-24 PSE to the CDE by completing only one of the following two surveys at

• PSE with Digital Signature https://www.cde.ca.gov/sp/cd/ci/documents/fy2324psedigitalsign.pdf, or
• PSE with Signed Signature https://www.cde.ca.gov/sp/ci/ci/documents/fy2324psetypedsign.pdf

Each CSPP contractor must include program staff and board members, as applicable, in the self-evaluation process, and maintain written documentation of their participation.

The CSPP contractor must analyze the findings from the self-evaluation of items 1–20 of the PI (Key Dimensions one (1) through five (5), including the Desired Results Developmental Profile (DRDP), the Environment Rating Scale (ERS), and the Desired Results parent survey, and complete the survey to summarize all the following:

• An assessment, in narrative format, of the staff and board members’ (as applicable) participation in the PSE process,and
• Program areas that did not meet standards, and a list of tasks to improve in those areas in a timely and effective manner,and
• Program areas that did meet standards and procedures for ongoing monitoring to ensure those areas continue to meet standards and
• Current data indicating the percentage of children enrolled with Exceptional Needs and Dual Language Learners

The FY 2023-24 PSE Survey, accompanying instructions for completing the survey, and frequently asked questions can be accessed on the CDE, PSE web page https://www.cde.ca.gov/sp/cd/ci/pseforms.asp.

Please note as of July 1, 2024, contractors will no longer be required to complete an ERS annually, as part of the PSE and as part of a contract monitoring review.

Submission Requirements for the PSE

CSPP contractors are required to submit the FY 2023-24 PSE survey to the CDE, EED on or beforeMonday, June 3, 2024, by 5:00 p.m.

Email the signed PSE, including additional sheets that answer any questions below, together to PSEFY2324@cde.ca.gov, using the FY and the contractor’s legal name in the subject line (e.g., PSE 23-24 XYX School District).

Record Retention Requirements for the PSE

All supporting documentation for the FY 2023–24 PSE must be retained on-site by the CSPP contractor, and be made available to the CDE, EED upon request. Supporting documentation to be retained includes:

• Completed Environment Rating Scales
• Environment Rating Scale Classroom/Agency Summary of Findings
• Desired Results Parent Survey results and Summary of Findings
• DRDP Classroom/Site/Agency Summary of Findings
• An assessment of the program by staff and board members as evidenced by written documentation
• Documentation from the self-evaluation process used to develop a written list of tasks needed to modify the program to address all areas that need improvement

In accordance with 5CCRSection 17820, all records shall be retained for a minimum period of five (5) years.

Background and Authority

The PSE requirements are described in 5CCRsections 17700, 17709, 17710, 17711, 17794.

Pursuant to 5CCRSection 17709, the annual PSE shall include the following:

• A self-evaluation of the program based on the use of the Program Instrument.
• An assessment of the program by parents using the Desired Results Parent Survey.
• An assessment of the program by staff and board members, as evidenced by written documentation.
• An analysis of the PI findings, including the DRDP, the ERS, and the Desired results parent survey, together with all other self-evaluation findings.
• A written list of tasks needed to modify the program to address all areas that need improvement, as indicated in the analysis of the findings,and
• Procedures for the ongoing monitoring of the program to ensure that areas of the program that are satisfactory continue to meet standards, and areas requiring modification are addressed in a timely and effective manner.

CSPP contractors shall modify their programs to address any areas identified during the self-evaluation as needing improvement.

Resources

If you have questions regarding submission requirements for the FY 2023–24 PSE, please email PSEFY2324@cde.ca.gov.

If you have programmatic questions related to completing the FY 2023–24 PSE, please contact your assigned EED, Program Quality Implementation (PQI) office regional consultant. The EED, PQI regional consultant directory web page can be accessed at https://www.cde.ca.gov/sp/cd/ci/assignments.asp.

This Management Bulletin is mandatory only to the extent that it sites a specific statutory or regulatory requirement, and is not prescriptive, pursuant to California Education Code(EC) 33308.5.