What are the steps to completing the KEEP process?

This article shows site supervisors and coordinators the steps of completing the KEEP process. This includes completing the form, uploading Annual Requirements and video records, and reviewing the site's VISM list.

 

KEEP Overview

The KEEP process helps ensure your program is implemented with fidelity, while allowing space to discuss any necessary adaptations for your community. Together, we can decide what kinds of tailoring strengthen the model and what might shift it away from core practices or values.

Step 1: Planning

Your State Director or National Center liaison will meet with you in the fall to walk through the KEEP process and prepare for the year.

Step 2: Submissions

Before you start

• Download the following DAISY reports (Excel export) for each program model (from the most recent calendar year):

  • Participant Demographics

  • Referrals

For more details, please refer to the article: How do I run reports for the KEEP process?

• Review your staff list: All active staff are listed under the Staff section. Please review and deactivate any accounts of staff who are no longer implementing the program.

• Review your site details: Various information is stored in the site detail section, including your site's address, which program models you implement, which assessment tools you use, and your enrollment capacity. Please review and make any necessary updates.

Complete the KEEP form

• Check Yes/No/In Progress for each criterion

• Answer ~10 open-ended questions (bulleted responses are fine)

• For more details, please refer to the article: How do I enter the annual KEEP form? 

 

Upload Annual Requirements by January 31st

Family model	HBCC model
ELS training or PD day agenda	2 guide sheets (1 book, 1 toy)
2 guide sheets (1 book, 1 toy)

Optional: Upload your program budget or email your liaison with the contact information for your finance office or executive director. This is only necessary if you would like to discuss your budget with your liaison.

For more details, please refer to the article: How to upload documents to meet annual requirements?

Upload video recordings by January 31st

Family model	HBCC model
One 30-minute video recording of one ELS Only sites who are getting certified are required to upload videos	One 10-minute video of each ELS implementing the HBCC model All sites are required to upload videos

For more details, please refer to the article: How do I upload a video file?

Review site VISM list by January 31st

Please ensure your VISM list is up to date with all books and toys currently in use.

For more details, please refer to the article: How do I create my site's VISM list?

Submit external data (if applicable) by January 31st

If you use external databases (e.g., ASQ Online):

• ASQ-3/ASQ:SE-2: How to submit ASQ questionnaire data that was originally entered on ASQ Online?
• Visits: How to share data files when visit information is entered into another database?

• Referrals: How to share data files when referral information is entered into another database?

Step 3: Reflection + goal setting

After submitting KEEP, you'll have an annual check-in with your State Director or liaison to discuss your reflections and set goals based on your program data. Coordinators will receive metric insights from the national center, feedback on materials submitted, and other key program indicators before this check-in.

For more details, please refer to the article: What to expect during my goal setting meeting?