Attachment F - ACF-OHS-IM-25-02.pdf

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Fiscal Year 2025 Monitoring Process for Head
Start Recipients
headstart.gov/policy/im/acf-ohs-im-25-02
Fiscal Year 2025 Monitoring Process for Head
Start Recipients

ACF-OHS-IM-25-02
U.S. Department

of Health and Human Services
ACF

Administration for Children and Families
1. Log Number: ACF-OHS-IM-25-02
2. Issuance Date: 01/17/2025
3. Originating Office: Office of Head Start
4. Key Words: Monitoring; FY 2025; CLASS®
Information Memorandum
To: All Head Start Recipients
Subject: Fiscal Year 2025 Monitoring Process for Head Start Recipients
Information:
Section 641A of the Improving Head Start for School Readiness Act of 2007 (the Act) 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 2025 (FY25). It
describes the types of monitoring reviews that recipients may experience, highlighting Focus Area 1 (FA1),
Focus Area 2 (FA2), Classroom Assessment Scoring System (CLASS®), Risk Assessment Notification
(RAN), and unannounced reviews. This IM includes information on monitoring for Tribal grant recipients
that have consolidated their Head Start program into an approved P.L. 102-477 Plan.
This IM supersedes ACF-OHS-IM-24-07 with updates to the FY25 monitoring implementation format.
FY25 Monitoring Review Types and Start Dates
ATTACHMENT F

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Review
Type*
FY25 Implementation Format
Start Date
FA1
FA1 reviews are conducted through a virtual format.
December 2024
FA2
FA2 reviews are conducted through on-site
monitoring.
December 2024
CLASS® CLASS reviews are conducted again this year using
either self-recorded videos or on-site formats.
October 2024
Follow-up
Reviews
Follow-up reviews are conducted either virtually or on
site.
Start dates will coincide with the end
of the corrective action period.
RAN
RAN reviews are conducted through a virtual format.
As needed
Other
Special reviews may be conducted at any time, on site
or virtually, without notice.
As needed
* Monitoring reviews may be conducted with or without prior notification to the recipient. OHS reserves
the right to conduct unannounced reviews at any time.
FA1 Reviews
The FA1 review is an opportunity for recipients to describe their approach and plan for providing high-
quality services to children and families. It typically occurs in the first or second year of the grant period.
This focus area determines if programs are meeting the requirements of the Head Start Program
Performance Standards (the Performance Standards), Uniform Guidance, and Head Start Act. The FA1
informs OHS’ understanding of each recipient’s foundation for program services — staffing structure,
program design and governance, education, health and family services, and fiscal infrastructure. The FA1
review also allows OHS to assist recipients in fulfilling application commitments, provide resources to
address any identified issues, and support recipients in reaching their goals.
FA2 Reviews
The FA2 review is an opportunity for recipients to demonstrate their implementation of high-quality
services to children and families that meet Head Start requirements. It typically occurs in the third or fourth
year of a grant period. This focus area broadens OHS’ understanding of each recipient’s performance and
determines if programs are meeting the requirements of the Performance Standards, Uniform Guidance,
and Head Start Act.
CLASS® Reviews
Section 641A(c)(2)(F) of the Act requires OHS to assess the quality of teacher–child interactions using a
valid and reliable observation measure. For the upcoming FY25 monitoring year, OHS will continue to use
the 2008 edition of the Classroom Assessment Scoring System (CLASS®) Pre-K Teacher–Child
Observation Instrument. Scores from CLASS observations will count toward Designation Renewal System
(DRS) determinations using the competitive thresholds established in the Final Rule on DRS Changes.
For FY25, recipients that are scheduled for a CLASS monitoring review will have the option to self-record
and submit their own videos (Video Review) or request a traditional on-site review with certified CLASS
observers (On-site Review).
American Indian and Alaska Native (AIAN) Head Start programs have the option to do a self-review for
the CLASS. OHS will transmit a letter to AIAN grant recipients with additional information on this option.

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All AIAN grant recipients have the option for a self-review, including those that have consolidated their
Head Start program into an approved P.L. 102-477 Plan.
All recipients will have the opportunity to attend information sessions specifically developed to discuss
FY25 CLASS options, including a group of sessions convened specifically for American Indian and Alaska
Native recipients.
RAN Reviews
OHS conducts Risk Assessment Notification reviews, as necessary, to address child health and safety
incidents. They are initiated when OHS needs to gather more information about significant incidents
affecting program participants’ health and safety. These reviews have a specific focus on abuse, neglect,
inappropriate conduct, inadequate supervision, or unauthorized releases in Head Start programs.
RAN reviews:
Ensure prompt and accurate reporting of serious incidents
Investigate contributing program or management factors
Communicate necessary corrective actions
Provide feedback to improve program management and prevent future incidents
Other Reviews
Special reviews are conducted, as needed, to explore concerns outside of the typical FA1 or FA2 schedule.
OHS reserves the right to conduct unannounced reviews at any time.
Tribal Programs Integrated Under 477 Plans
Tribal grant recipients that have elected to integrate the Head Start program into a P.L. 102-477 plan should
address monitoring in their P.L. 102-477 plan. The plan should indicate whether the Tribe intends to
participate in monitoring conducted by OHS or automatically compete for funding at the end of the current
grant period. Monitoring and oversight data provide the basis for continued Head Start funding through the
DRS, as required by Congress in the Head Start Act 42 U.S.C. § 9836(c). A Head Start grant recipient may
continue to receive funds without competition only when ACF has determined that a program is delivering
a high-quality and comprehensive program.
This provision also applies to Tribal programs that are integrated under a P.L. 102-477 Plan. For any Indian
Tribe that articulates in its 477 plan the intention to participate in OHS monitoring, OHS will continue to
conduct monitoring and a CLASS review (which includes the option for a self-review as described above),
to facilitate ACF’s ability to determine that the Tribe is delivering a high-quality, comprehensive program.
This determination will prevent Tribal Head Start grants from being subject to competition every five years
due to insufficient information that meets the statutory requirements of the Head Start Act. In the absence
of information from monitoring and oversight reviews conducted by OHS, Head Start programs will be
required to compete for funding every five years. These monitoring and oversight requirements are specific
to the Head Start Act.
Scheduling
Each year, recipients are required to submit an accurate calendar of availability, which is used to schedule
monitoring reviews. The availability calendar also gives recipients a way to inform OHS as to when their
program is not operational and when children are not in session. Recipients should immediately update

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their calendars as changes in program availability occur. Please note that OHS has very limited capacity to
accommodate requests to reschedule reviews and can only do so under exceptional circumstances.
Monitoring reviews can also be conducted with or without prior notification to the recipient that it will take
place
Communications
Recipients scheduled to receive a monitoring review in FY25 will receive a notification letter 45 calendar
days before the start of the event. They can also expect a planning call with their assigned coordinator to
discuss their review. During the initial call, recipients should share their program’s current service delivery
options. OHS Review Reports are typically issued within 60 calendar days of the monitoring review.
If you have any questions regarding the FY25 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
See PDF Version of Information Memorandum:
Fiscal Year 2025 Monitoring Process for Head Start Recipients 
(123.97 KB)
Historical Document