Sign West Virginia RFP Later

Document type sign rfp west virginia later

we're going to just kind of delve into the addendum process this is going to be a little bit different today because we're going to talk about the requirements and and what all that means around addendums but we're going to kind of go through it very casually and and look at really what does the addendum process look like in through the nuts and bolts fashion and so we're going to look at a sample of an addendum and also look at you know what you should include and then we really want to solicit input from you after we share the sample addendum letter we really like for you doll you all to look at it and even discuss it with your teams and then provide us some immediate input if you have it but some input later on as well so i'm going to go ahead and let Missy get started she has the shift of voice today Thank You Gina um can everyone hear me because I am over here on the other side but but we're good it sounds like I can be heard I don't yeah so um addendum what we have for you first is of course just a quote from a policy 2525 and just a reminder to during our review that all changes to your approved county cleverest plan or approved universal pre-k program structure must be submitted to evidence in them to the west virginia part of education with signatures from your class of 14 to be a reviewed of approved 30 days prior to the implementation of changes we know that sometimes things happen and you sort of them have last minute but we seem to be pretty Hardy pretty flexible with that and changes of substance refer to the program changes including but not limited to classroom locations operation curriculum staffing and resources and so I want to kind of show you an example of the classroom data header and what you see here on the screen is how we collect classroom data and information that we need through for each county and if any of these areas would change within classrooms we would need to be made aware through the addendum process so I just wanted to kind of show you that example and some are more um some of you know when you look at the classroom data sheet that you submit annually when you open or close a classroom we really need to know that's the meat of what will be in an addendum so you know some of the nuts and bolts you know with the meals and things like that that information is often provided through find my West Virginia pre-k or you know it's also provided whenever legislation asks for some statistical information statewide so it's important to have that information but free or addendum for the most part your major structural changes classroom locations operation if you're open in a preschool special needs classroom we still need that information that needs to be a part of the addendum process as well yes one thing that Missy already touched on but I just kinda wanted to reiterate was the fact that many times counties are faced with having to make changes faster than 30 days if that's the case just give us a call and let it let us know that it's coming we understand that scenarios like that do happen and we do need to be flexible when you're really just trying to make sure that every child who is eligible and what service it is getting those services we want to make sure that this process is completed by the county collaborative early childhood core team it you know when you know that you're you're struggling with spaces or that you have way too many spaces and you need to look at more efficient programming you really have to sit down at that core team and start to make those decisions about how to address structural changes you have each county has a plan on file and that was the original structure the final plan that was submitted to the state is is basically the crux of your original structure so if there are changes to that original plan those are indicated through addendums that have been submitted or will be submitted in the future as well just checking to see if we have any questions so far we're good okay so preparing an addendum and this is um where we're going to ask for your the county's feedback here shortly the County Clerk of early childhood team must develop in a different letter that includes the proposed changes of course and like Janet said we're talking about major structure changes the addendum letter must include necessary information to illustrate changes to the county program in other words you know justification as to why this is necessary unnecessary change and then they didn't when our must include signature that each member of the 14 and depending on how your county is structured and the members that are involved that would be the individuals do you want to add anything or should we just go to this example okay so we have an example here for everyone to look at and as you can see it's you put your information at the top there and then it would and we're going to follow this up with more details about who go to a why as you can see we have the current the contact information for Janet and her mailing address and what on so we have here at the top the opening you can enter your County team name and then you're saying that you want to amend the current approves program structure and this is where we have a template in the letter we have it title with site classroom original structure new structure changes justification and the impact within the community so we want you to tell us what is originally going on in the county and then the changes that you're making and why and if there is any impact in the in the county based on those changes so now we're going to go to the second page of the sample and as you can see we have another sentence there where you import your nickname of your county and then we have added just based on policy the core team names like the pre-k coordinator name the headstart representative the special education representative in the child care or dhhr representative name depending on the needs of your county as you will see we have a area where you please print the name and then across from there the signature we have had some a lot of clarification requests in the in the past with addendums because we couldn't see or understand the signature to know that was actually a core partner signing on the addendum so we have added to the sample where you would print their name and then the signature would be there but we would be able to see the print name and know that who if that was actually that person so we are going to be sending this sample out to you and we're going to be sending it out on the pre-k listserv and we're going to be asking for your input and I believe we're going to be sending out as a word document so that you can manipulate the document to best suit your needs and we would like to hear back from you to know what changes are recommended so that we can share that with other counties many of you are very creative in the forms and policies and procedures that you have created and we we like to share those ideas with with the counties and so we would like to have your feedback okay we have reviewed the policy on addendums why we need to do a denims and we reviewed the sample now we're going to go over how you do the submission process if you remember on the sample at the top of the letter we had listed to the West Virginia universal pre-k steering team in care of janet bach she is the pre-k coordinator for the west virginia department education so you would submit your addendum electronically to the West version universal pre-k coordinator but you also need to copy each County core team member on that email so that they know that business is moving forward with the the plan for the changes for the county once the pre-k coordinator receives your addendum then it is forwarded to all members of the pre-k steering team for review and this is where when I mentioned before we have a lot of back and forth about signatures understanding what they look like is this actually a core team member or when we often contact counties to get clarification because we don't necessarily understand the reason or purpose of the change once we have reviewed and we receive clarifications on any of our questions then the universal pre-k steering team provides a written acknowledgement to all the members of that County collaborative core team to confirm that we have approved and the process is completed and you as a county can move forward on the changes that you've told us about then the last part of submission is the county classroom data and as you know statewide families legislators county offices all kinds of people are using the fun my West Virginia pre-k website and so anytime a county makes those changes we need to keep that website up-to-date currently that is being done manually through Janet Bach in her office and we have spoken with the counties in the past about moving this to an online process where you as a county would have access to your page and as you make those changes once you receive the confirmation from the steering team you would then be able to go in and make those changes and that would keep things up to date in the moment but as you know we've not been able to if that change put into place but we are working on it and it is in the future so that is that's where we are with the classroom County data and how that would work you