Standards for public agencies

2020 Edition

Early Childhood Education (PA-ECE) 3: Enrollment

The agency responds to requests for care promptly and responsively.
2020 Edition

Currently viewing: EARLY CHILDHOOD EDUCATION (PA-ECE)

VIEW THE STANDARDS

Purpose

Early Childhood Education facilitates appropriate child development and ensures the health and safety of children in care.
1
Full Implementation, Outstanding Performance
A rating of (1) indicates that the agency's practices fully meet the standard and reflect a high level of capacity.  
  • All elements or requirements outlined in the standard are evident in practice, with rare or no exceptions: exceptions do not impact service quality or agency performance. 
2
Substantial Implementation, Good Performance
A rating of (2) indicates that an agency's infrastructure and practices are basically sound but there is room for improvement.
  • The majority of the standards requirements have been met and the basic framework required by the standard has been implemented. 
  • Minor inconsistencies and not yet fully developed practices are noted; however, these do not significantly impact service quality or agency performance.
3

Partial Implementation, Concerning Performance
A rating of (3) indicates that the agency's observed infrastructure and/or practices require significant improvement.  

  • The agency has not implemented the basic framework of the standard but instead has in place only part of this framework.  
  • Omissions or exceptions to the practices outlined in the standard occur regularly, or practices are implemented in a cursory or haphazard manner.  
  • Service quality or agency functioning may be compromised.  
  • Capacity is at a basic level.
4
Unsatisfactory Implementation or Performance
A rating of (4) indicates that implementation of the standard is minimal or there is no evidence of implementation at all.  
  • The agency’s observed service delivery infrastructure and practices are weak or non-existent; or show signs of neglect, stagnation, or deterioration.
Self-Study EvidenceOn-Site EvidenceOn-Site Activities
  • Enrollment procedures
  • Child file access policy
  • Child file access procedures
  • Parent handbook and other informational materials provided upon enrollment
  • List of community-based providers and/or resource and referral networks
  • Interviews may include:
    1. Program director
    2. Relevant personnel
    3. Parents
  • Review child files
  • Observe how files are stored

PA-ECE 3.01

Prior to enrollment, parents are offered a tour of the facility and receive information regarding:
  1. the agency's approach to education, child development, and behavior management;
  2. policies and procedures;
  3. classroom rules and expectations;
  4. opportunities and expectations for parental participation;
  5. applicable child protection reporting mandates;
  6. established mechanisms for parents to report safety concerns or suspected child abuse and neglect; and
  7. whether or not there is space currently available.

PA-ECE 3.02

Prompt, responsive enrollment practices:
  1. support timely initiation of care; and
  2. provide placement on a waiting list, if desired, or referral to the local child care resource and referral network or a similar resource when families cannot be served or cannot be served promptly.

Fundamental Practice

PA-ECE 3.03

The agency maintains a file for each child that is:
  1. specific, factual, and legible;
  2. updated at least annually;
  3. signed and dated by parents/guardians and authorized personnel, where appropriate; and
  4. maintained and disposed of in a manner that protects privacy and confidentiality.
Examples: Files and signatures can be paper, electronic, or a combination of paper and electronic.

Fundamental Practice

PA-ECE 3.04

Files contain information necessary to provide care, including:
  1. identifying information, including name and date of birth;
  2. address;
  3. emergency contact information;
  4. written parental authorization for emergency care including names of the hospital to be used;
  5. authorizations for pick-up;
  6. verification of up-to-date preventative screenings and immunizations as required by applicable law or regulation;
  7. relevant health information and needs, including physician name, allergy information, and medication permission forms;
  8. information and consent/authorization forms related to special needs, if applicable; and
  9. additional forms or documentation, as needed.
Examples: Additional forms or documentation can include accident report forms, payment receipts, permission or consent forms, attendance sheets, and evidence of ongoing communication with family members.

Fundamental Practice

PA-ECE 3.05

Access to confidential child files is limited to:
  1. the child’s parents or legal guardians or designated legal representatives;
  2. personnel authorized to access specific information on a “need-to-know” basis; and
  3. auditors, contractors, and licensing or accrediting personnel, consistent with the agency's confidentiality policy.