Key Takeaways
- Observe objectively (facts only, no interpretations)
- The planning cycle: Observe → Reflect → Plan → Implement → Evaluate
- Keep confidential records organized and secure
- Work collaboratively with team members
- Plan activities based on observations of children
Last updated: January 2026
Program Management
Functional Area 12 focuses on using all available resources to ensure an effective operation, including observation, documentation, and planning to support children's development.
Observation and Documentation
Why Observe?
- Understand each child's development
- Plan appropriate activities
- Communicate with families
- Identify concerns early
- Evaluate program effectiveness
Types of Observation:
| Method | Description | Best For |
|---|---|---|
| Running Record | Detailed narrative | In-depth observation |
| Anecdotal Notes | Brief incidents | Quick documentation |
| Checklist | Skills/behaviors list | Tracking milestones |
| Frequency Count | How often behavior occurs | Behavior patterns |
| Time Sampling | Check at intervals | Activity engagement |
| Work Samples | Children's products | Progress over time |
Objective vs. Subjective Observations
| Objective | Subjective |
|---|---|
| Facts only | Opinions/interpretations |
| "Maria stacked 5 blocks" | "Maria is good at stacking" |
| "Lee cried for 2 minutes" | "Lee was sad" |
| Describes behavior | Judges behavior |
| USE THIS | Avoid this |
Planning from Observations
The Planning Cycle:
- Observe - Watch and record
- Reflect - Think about what you saw
- Plan - Create appropriate activities
- Implement - Carry out the plan
- Evaluate - Did it work? Observe again
Developmentally Appropriate Planning
Activities should be:
- Based on observation data
- Matched to children's levels
- Interesting and engaging
- Flexible for individual needs
- Connected to learning goals
Record-Keeping Requirements
Maintain organized records for:
- Enrollment and family information
- Health and immunization records
- Attendance
- Developmental assessments
- Incident/injury reports
- Communication logs
- Medication administration
Confidentiality: All records must be kept confidential and stored securely.
Working as a Team
Collaboration includes:
- Daily communication with co-teachers
- Sharing observations and concerns
- Coordinating responsibilities
- Supporting each other
- Participating in team meetings
Professional Relationships:
- Respect colleagues
- Handle conflicts professionally
- Share ideas and resources
- Maintain positive attitudes
Time and Resource Management
Effective educators:
- Prepare materials in advance
- Use time efficiently
- Organize the environment
- Anticipate needs
- Prioritize tasks
Curriculum Planning
Elements of a Lesson Plan:
| Component | Description |
|---|---|
| Objective | What children will learn/do |
| Materials | What you need |
| Procedure | How to implement |
| Adaptations | For individual needs |
| Assessment | How you'll evaluate learning |
Test Your Knowledge
Which observation is OBJECTIVE?
A
B
C
D
Test Your Knowledge
What is the FIRST step in the planning cycle?
A
B
C
D