Revisions to Standards Evidence Requirements Guidance - QUALITYstarsNY % (2024)

Why is QUALITYstarsNY revising the Standards evidence requirements?

QUALITYstarsNY is making these changes to give participants greater clarity around the documentation they need to submit in the rating process.

What is being revised in the Standards?

QUALITYstarsNY has combined what was previously the “Documentation” and “Minimum Requirements” columns in our Standards PDF to a single column for “Evidence Requirements.” This is designed to make it clear the types of documents that can be submitted for evidence, and any parameters around what needs to be reflected/referenced in the documentation you are submitting. No changes were made to the Standards themselves.

When will these revisions be implemented?

All updates will be implemented in the rating system and Standards documents on qualitystarsny.org on January 31, 2025. In the meantime, please use the links above to access the revised versions of the Standards applicable to your program type.

If my program begins re-rating before January 31, 2025, will I be held to the revised evidence requirements?

Any program that has started their first rating or re-rating cycle and signed their Participant Agreement before January 31, 2025, will move into “Accepted” status in the QUALITYstarsNY data system. Any program in the system status of “Accepted” before January 31 will be held to the current version of the Standards, not the revised Standards. You can access your program’s QUALITYstarsNY Participation page in the QUALITYstarsNY data system to see if your program is in the status of “Accepted” before the January 31 implementation date. Please speak to your Quality Improvement Specialist if you are unable to determine if your program is in Accepted status before the January 31 implementation date.

Which programs should begin using the revised Standards immediately?

Programs that will begin their rating cycle after January 31, 2025, should begin using the revised Standards now to prepare for their next Standards Inventory submission. This includes programs currently working on their Quality Improvement Plan (QIP) goals, even if they are not rating within the next year. Now is the time to become familiar with the new standards evidence requirements so you are fully prepared when you begin re-rating.

Can programs submit evidence in languages other than English?

Yes, programs can submit evidence in languages other than English. If the rater is not fluent in the language of submitted documentation, the rating team will use translation software to determine the content of the submitted evidence.

How do I get support if information from The Aspire Registry is not being accurately reflected in my Standards Inventory/Qualifications and Experience Report?

If you have an inquiry about your Qualification & Experience (Q&E) Report, please complete the for assistance BEFORE you submit your Standards Inventory. Standards with evidence verified through The Aspire Registry cannot be appealed in the rating process, so it is important to ensure the Q&E Report is correct before submitting your Standards Inventory in the system.

How should I submit evidence from a large document such as a handbook?

Can programs upload the handbook once and then reference page numbers in other standards?

No, the handbook or excerpts from the handbook must be uploaded for each relevant Standard. Program must use the Evidence Notes box in the Standards Inventory in the data system to identify which page(s) the relevant content appears if an entire handbook is uploaded.

For Standards that require an “Improvement or Action Plan”, is there a specific template my program needs to use or does the Action Plan need to be presented in a specific format?

Some Standards reference the need for programs to submit an “Improvement or Action Plan” after completing an assessment or a survey. Many resources available in the QUALITYstarsNY Interactive Standards will offer an Improvement or Action Plan template for programs to use to demonstrate how they plan to use results of the assessment or survey in their program. However, you do not need to use the specific template associated with the tool or offered in the QUALITYstarsNY Interactive Standards. Programs are free to develop their own Improvement or Action Plan, which can be presented in any document style – as narrative, bullet points, or table formats.

Many Standards require “a detailed written policy or practice statement.” Is there a difference between a policy and practice statement, and what qualifies as “detailed”?

Which staff roles qualify as a “teacher” or “administrator”?

FIS 2 requires programs to submit “written evidence of intentionally having offered social gatherings inclusive of extended family members in addition to parents (e.g., grandparents, siblings, uncles, aunts, etc.)”. Do all extended family members need to be listed on the documentation submitted?

No, the document must state “family” or “families” to demonstrate that the gatherings offered are for caregivers beyond just parents or guardians. If the word “family” or ”families” is not explicitly stated, it is also acceptable to reference extended family members such as grandparents, aunts/uncles, etc.

For FAS 3 for center-based programs, what do non-profit programs need to submit as proof of payment of state taxes?

A non-profit center-based program should submit IRS form 990. If the program is tax exempt, they should submit a tax-exempt letter stating that they are not required to file IRS form 990.