ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT,...

ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT,

AND ATTENDANCE IN HEAD START

INDEX 5-13

Determining Community Needs .................................................................................................. 2-4 Age of Children and Family Income Eligibility ........................................................................... 5-8

2013 Income Guidelines ......................................................................................................9 Definition of Income .................................................................................................... 10-11 Verification of Income ................................................................................................. 11-13

Recruitment of Children ................................................................................................................13 Referrals from Other Agencies ..........................................................................................14 Prospective Student Intake Recruitment Activities Form ............................................ 14-15 Recruitment Inkind ............................................................................................................15 Application Process ..................................................................................................... 15-16 Determining number in family ...........................................................................................16

Waiting List ............................................................................................................................. 17-18 Selection Process ...........................................................................................................................19

Selection of Children for 3 - 5 years old for Head Start ............................... see chart 19-20 Selection of Children for Early Head Start ................................................... see chart 21-22

Enrollment................................................................................................................................ 23-24 Intake Visit ................................................................................................................... 24-25 Conducting Intake Visit throughout the year .....................................................................25 Conducting Transfer Intake Visits throughout the year .....................................................25 EHS/HB Post-Partum Home Visit .....................................................................................26 Transfers ............................................................................................................................26 EHS & Child Care Classroom Transfer Plan ............................................................... 26-27 HS & Child Care Classroom Transfer Plan ................................................................. 27-28 Drops ..................................................................................................................................28 Summer Time Drop ...........................................................................................................29

Re-Enrollment ................................................................................................................................29 Attendance .....................................................................................................................................30 Absences and Irregular Attendance................................................................................................30

Center Based Classroom Attendance Procedures ........................................................ 31-33 Full Day Attendance ..........................................................................................................33 Home Based Attendance Procedures ........................................................................... 33-35 Support Offered Forms ................................................................................................ 35-36

Fee Policy .......................................................................................................................................36

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PART 1305. ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND

ATTENDANCE IN HEAD START

Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.3 (a)(b)(c)(1) (2) (3) (4) (5) (6)

Executive Director

Exec. Director

Ongoing

n/a

DETERMINING COMMUNITY NEEDS Rules & Regulations:

(a) Each Early Head Start and Head Start grantee must identify its proposed service area in

its Head Start grant application and define it by county, or sub-county area, such as a

municipality, town, or census tract or a federally recognized Indian reservation.

(b) The grantee’s service area must be approved, in writing, by the responsible HHS official

in order to assure that the service area is on reasonable size and does not overlap with that

of other Head Start grantees.

(c) Each Early Head Start and Head Start grantee and delegate agency must conduct a

Community Assessment within its service area once every three years. The Community

Assessment must include the collection and analysis of the following information about the

grantees or delegate’s Early Head Start or Head Start area:

(1) The demographic make-up of Head Start eligible children and families, including their

estimated number, geographic location, and racial and ethnic composition;

(2) Other child development and child care programs that are serving Head Start eligible

children, including publicly funded State and local preschool programs, and the

approximate number of Head Start eligible children served by each;

(3) The estimated number of children with disabilities four years old or younger, including

types of disabilities and relevant services and resources provided to these children by

community agencies;

(4) Data regarding the education, health, nutrition, and social service needs of Head Start

eligible children and their families;

(5) The education, health, nutrition and social service needs of Head Start eligible children

and their families as defined by families of Head Start eligible children and by institutions

in the community that serve young children;

(6) Resources in the community that could be used to address the needs of Head Start

eligible children and their families, including assessments of their availability and

accessibility.

PACT for West Central Illinois has identified the following counties as its Head Start service area: rural Adams, Brown, Cass, Hancock, McDonough, Pike, Schuyler and Scott. These service areas are approved each program year upon receipt of the Financial Assistant Award from the Department of Health and Human Services. Head Start grant applications and the Financial Assistance Award are maintained in the offices of the Executive Director and Fiscal Officer.

A full Community Assessment is completed every three years and is included in the Head Start Base Grant Application. Updates are done for each second and third year. The Executive Director is responsible for ensuring that the Community Assessment is complete and up-to-date. The Executive Director and/or his/her designee are also responsible for the

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collection and analysis of information included in the Assessment. Collection of information is gathered from a variety of sources and includes: Head Start Staff; Head Start Parents; Community Leaders; U.S. Bureau of Census; Illinois Dept. of Human Service; Illinois Dept. of Public Health; Local School Districts and Special Education Cooperatives; Social Service Organizations; U.S. Dept. of Labor; and the Illinois Dept. of Children and Family Services, as well as a variety of other resources. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.3 (d) (1) (2) (3) (4) (5) (6)

Executive Director

Exec. Director

Ongoing

n/a

Rules & Regulations:

(d) The Early Head Start and Head Start grantee and delegate agency must use information

from the Community Assessment to:

(1) Help determine the grantee’s philosophy, and its long-range and short-range program

objectives;

(2) Determine the type of component services that are most needed and the program option

or options that will be implemented;

(3) Determine the recruitment area that will be served by the grantee, if limitations in the

amount of resources make it impossible to serve the entire service area;

(4) If there are delegate agencies, determine the recruitment area that will be served by the

grantee and the recruitment area that will be served by each delegate agency;

(5) Determine appropriate locations for centers and the areas to be served by home-based

programs; and

(6) Set criteria that define the types of children and families who will be given priority for

recruitment and selection.

Information regarding how the results of the Community Assessment are used to determine philosophy, long and short range objectives, program options and locations for centers. It is the responsibility of the Executive Director to ensure that the grantee board and policy council are involved in all applicable use of the community assessment. The Assistant Director will present selection criteria and recruitment procedures to the board in February of each year for approval. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.3 (e)

Exec. Director

Exec. Director

Ongoing

n/a


(e) In each of the two years following completion of the Community Assessment the grantee

or delegate agency must conduct a review to determine whether there have been significant

changes in the information described in paragraph (b) of this section. If so, the Community

Assessment must be updated and the decisions described in paragraph (c) of this section

must be reconsidered.

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The Community Assessment is updated in each of the two years following the completion of the comprehensive Community Assessment. The Executive Director has the primary responsibility for identifying significant changes and trends and relating this information to the Grantee Board and Policy Council. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.3 (f)

Exec. Director

Exec. Director

On Going

n/a


(f) The recruitment area must include the entire service area, unless the resources available

to the Head Start grantee are inadequate to serve the entire service area.

This regulation is not applicable. PACT’s recruitment area includes the entire service area of the

8 counties as identified in 1305.3 (a).


1305.3 (g)(1)(2)(i)(ii)

Exec. Director

Exec. Director

On Going

n/a


(g) In determining the recruitment area when it does not include the entire service area the

grantee must:

(1) Select an area or areas that are among those having the greatest need for Early Head

Start or Head Start services as determined by the Community Assessment; and

(2)Include as many Head Start eligible children as possible within the recruitment area, so

that:

(i) The greatest number of Head Start eligible children can be recruited and have an

opportunity to be considered for selection and enrollment in the Head Start program, and

(ii) The Head Start program can enroll the children and families with the greatest need for

its services.

PACT for West Central Illinois recruits, selects, and enrolls from the entire eight county service areas for 3-5 Head Start. PACT’s service area for Early Head Start is the entire eight county area serving pregnant women and children up to 36 months old for the home-based program. In Pike, Hancock, McDonough and rural Adams counties, PACT offers full-day, full year center-based program for infants and toddlers of parents that work or are in training/school (at the Pittsfield, Carthage, Macomb, and Camp Point Centers). Head Start Performance Who is Who Timelines or Form

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Standard Number Responsible Implements On Going Name 1305.4 (a)

Asst. Director

HB Teachers, Family Advocates

On Going

Enrollment Application, Change of Status

AGE OF CHILDREN AND FAMILY INCOME ELIGIBILITY


(a) To be eligible for Head Start services, a child must be at least three years old by the date

used to determine eligibility for public school in the community in which the Head Start

program is located, except in cases where the Head Start program’s approved grant

provides specific authority to serve younger children. Examples of such exceptions are

programs serving children of migrant families and Early Head Start programs.

To be eligible for PACT Head Start services, a child must be at least 3 years old on or before September 1 of that program year. However due to low enrollment and under the guidance and direction from Kay Willmoth of the Chicago Regional Office a child may be enrolled under the following criteria. In Home Based areas and Centers where all eligible children are enrolled and an intense recruitment effort has been completed, the following shall apply:

Home Based Children who do not meet the September 1 school age cut-off date may be enrolled into HS Home Base Service if they meet all other eligibility criteria. They shall be enrolled on or after the day that they turn three years of age. Children referred by Early Intervention, Child & Family Connections, Prevention Initiative, and Early Childhood programs shall receive priority for enrollment in order to avoid a lapse of services and to enhance the transition process. Center Based Only children who turn three years of age prior to December l may be enrolled into HS Center Based if they meet all other eligibility criteria services. They shall be enrolled on or after the day that they turn three years of age. Children referred by Early Intervention, Child & Family Connections, Prevention Initiative, and Early Childhood programs shall receive priority for enrollment in order to avoid a lapse of service and to enhance the transition process.

Early Head Start program means a program that provides low-income pregnant women and families with children from birth to age 3 with family-centered service that facilitate child development, support parental roles, and promote self-sufficiency. At the time of application, each child’s birth date will be verified by a HBT or FA by seeing a birth certificate, medical card, immunization record, or passport/visa or other governmental document. A Change of Status form will be completed by the HBT or FA to change the enrolled or wait listed pregnant woman’s application to the newborn. The Change of Status will be signed by Staff indicating documents seen to verify birth. A Head Start staff person must sign the application stating they have verified the child’s birth date before the application will be processed by the Assistant Director.

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For both Head Start and Early Head Start programs, PACT will define a pregnant teen or a teen parent as age 19 and below or enrolled in high school. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.4 (b)

Assist. Director

Asst. Director

On Going

none


(b) (1) At least 90 percent of the children who are enrolled in each Head Start program must

be from low-income families.

(b) (2) Except as provided in paragraph (b) (3) of this section, up to ten percent of the

children who are enrolled may be children from families that exceed the low-income

guidelines but who meet criteria the program has established for selecting such children

who would benefit from Head Start services.

The HS Act, 12/12/07, SEC. 14. PARTICIPATION IN HEAD START PROGRAMS. Section

645 of the Head Start Act (42 U.S.C. 9840) is amended— (1) in subsection (a)— (A) by

striking paragraph (1) and inserting the following:

(a)(1)(A) The Secretary shall by regulation prescribe eligibility for the participation of

persons in Head Start programs assisted under this subchapter.

(B) Except as provided in paragraph (2), such regulation shall provide—

(i) that children from low-income families shall be eligible for participation in programs

assisted under this subchapter if their families’ incomes are below the poverty line, or if

their families are eligible or, in the absence of child care, would potentially be eligible for

public assistance;

(ii) that homeless children shall be deemed to be eligible for such participation;

(iii) that programs assisted under this subchapter may include—

(I) to a reasonable extent (but not to exceed 10 percent of participants), participation of

children in the area served who would benefit from such programs but who are not eligible

under clause (i) or (ii); and

(II) from the area served, an additional 35 percent of participants who are not eligible under

clause (i) or

(ii) and whose families have incomes below 130 percent of the poverty line, if—

(aa) the Head Start agency involved establishes and implements outreach and enrollment

policies and procedures that ensure such agency is meeting the needs of children eligible

under clause (i) or (ii) (or subclause (I) if the child involved has a disability) prior to meeting

the needs of children eligible under this subclause; and

(bb) in prioritizing the selection of children to be served, the Head Start agency establishes

criteria that provide that the agency will serve children eligible under clause (i) or (ii) prior

to serving the children eligible under this subclause;

(iv) that any Head Start agency serving children eligible under clause (iii)(II) shall report

annually to the Secretary information on—

(I) how such agency is meeting the needs of children eligible under clause (i) or (ii), in the

area served, including local demographic data on families of children eligible under clause

(i) or (ii);

(II) the outreach and enrollment policies and procedures established by the agency that

ensure the agency is meeting the needs of children eligible under clause (i) or (ii) (or clause

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(iii)(I) if the child involved has a disability) prior to meeting the needs of children eligible

under clause (iii)(II);

(III) the efforts, including outreach efforts (that are appropriate to the community

involved), of such agency to be fully enrolled with children eligible under clause

(i) or (ii);

(IV) the policies, procedures, and selection criteria such agency is implementing to serve

eligible children, consistent with clause (iii)(II);

(V) the agency’s enrollment level, and enrollment level over the fiscal year prior to the fiscal

year in which the report is submitted;

(VI) the number of children served by the agency, disaggregated by whether such children

are eligible under clause (i), clause (ii), clause (iii)(I), or clause (iii)(II); and

(VII) the eligibility criteria category of the children on the agency’s waiting list;

(v) that a child who has been determined to meet the eligibility criteria described in this

subparagraph and who is participating in a Head Start program in a program year shall

be considered to continue to meet the eligibility criteria through the end of the succeeding

program year.

Per the HS Act, 12/12/07, and under guidelines in IM-HS-08-03, a majority of the children enrolled in the PACT Head Start or PACT Early Head Start program will be from low-income families. In areas where all low-income children that were placed on a waiting list are currently being served and an opening occurs, the Assistant Director will consider over-income families that have children with a disability before children from families that are between 100% and 130% of the poverty line for enrollment. Over-income families will be enrolled according to the established selection criteria in 1305.6 of this section. PACT may enroll up to 35% of children whose families are over 100% Poverty Guideline and below 130% of Poverty Guideline. See selection criteria, 1305.6, in this section. An annual report will be complied, when requested, per HS Act 645 (a) (1) (B) (iv) (I-VII), to be submitted to the Secretary of the Office of Head Start.

Subtitle B of title VII of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11431 et seq.), Section 725 specifies definition of homeless children: For purposes of this subtitle:

(1) The terms enroll' and enrollment' include attending classes and participating fully in school activities. (2) The term homeless children and youths' —

(A) means individuals who lack a fixed, regular, and adequate nighttime residence (within the meaning of section 103(a)(1)); and

(B) includes — (i) children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative adequate accommodations; are living in emergency or transitional shelters; are abandoned in hospitals; or are awaiting foster care placement; (ii) children and youths who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings (within the meaning of section 103(a)(2)(C)); (iii) children and youths who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and (iv) migratory children (as such term is defined in section 1309 of the Elementary and Secondary Education Act of 1965) who qualify as homeless for the purposes of this subtitle because the children are living in circumstances described in clauses (i) through (iii). (3) The terms local educational agency' and State educational agency' have the meanings given

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such terms in section 9101 of the Elementary and Secondary Education Act of 1965. (4) The term Secretary' means the Secretary of Education. (5) The term State' means each of the 50 States, the District of Columbia, and the Commonwealth of Puerto Rico. (6) The term unaccompanied youth' includes a youth not in the physical custody of a parent or guardian.

(b) (3)

(b) (3) (i)

(b) (3) (ii)

(b) (3) (iii)

(b) (3) (iv)

(b) (4)

The above are not applicable to PACT for West Central Illinois as the agency is not operated by an Indian Tribe.

2013 INCOME GUIDELINES

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Size of family unit

100% Poverty Guideline

1

$11,490

2

$15,510

3

$19,530

4

$23,550

5

$27,570

6

$31,590

7

$35,610

8

$39,630

For family units with more than 8 members, add $4,020 for each additional member.

Time periods for past 12 month period for recruitment week will be: On or after April 1, 2012 - March 31, 2013

All families who fall below the income guideline or who receive any financial assistance from Temporary Assistance for Needy Families (TANF), Supplemental Security Income (SSI), or

applicants who are foster children or homeless children are considered eligible.

EHS - A pregnant woman and her unborn child are considered a family of 2 calculating income on the application.

EHS - A pregnant teen or a teen parent is considered a family of her/his own when calculating

income. The teen’s parents’ income is not counted even if the teen is living at home.

HS - To be considered a four year old, birth dates must be after

September 1, 2008 - August 31, 2009

HS - To be considered a three year old, birth dates must be after


EHS - To be considered a two year old, birth dates must be after


1 Year Olds 2 Year Olds 3 Year Olds 4 Year Olds

Sept 1 2011 2010 2009 2008

Oct 2011 2010 2009 2008

Nov 2011 2010 2009 2008

Dec 2011 2010 2009 2008

Jan 2012 2011 2010 2009

Feb 2012 2011 2010 2009

March 2012 2011 2010 2009

April 2012 2011 2010 2009

May 2012 2011 2010 2009

June 2012 2011 2010 2009

July 2012 2011 2010 2009

Aug 31 2012 2011 2010 2009 Head Start Performance Who is Who Timelines or Form

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Standard Number Responsible Implements On Going Name 1305.4 (c)

Assist. Director


On-going

Enrollment Application


(c) The family income must be verified by the Head Start program before determining that

a child is eligible to participate in the program.

HS Act, 12/12/07, Section 645 (C) In determining, for purposes of this paragraph, whether a

child who has applied for enrollment in a Head Start program meets the eligibility criteria,

an entity may consider evidence of family income during the 12 months preceding the

month in which the application is submitted, or during the calendar year preceding the

calendar year in which the application is submitted, whichever more accurately reflects the

needs of the family at the time of application; and

(B) by adding at the end the following:

(3)(A) In this paragraph:

(i) The term ‘dependent’ has the meaning given the term in paragraphs (2)(A) and (4)(A)(i)

of section 401(a) of title 37, United States Code.

(ii) The terms ‘member’ and ‘uniformed services’ have the meanings given the terms in

paragraphs (23) and (3), respectively, of section 101 of title 37, United States Code.

(B) The following amounts of pay and allowance of a member of the uniformed services

shall not be considered to be income for purposes of determining the eligibility of a

dependent of such member for programs funded under this subchapter:

(i) The amount of any special pay payable under section 310 of title 37, United States Code,

relating to duty subject to hostile fire or imminent danger.

(ii) The amount of basic allowance payable under section 403 of such title, including any

such amount that is provided on behalf of the member for housing that is acquired or

constructed under the alternative authority for the acquisition and improvement of military

housing under subchapter IV of chapter 169 of title 10, United States Code, or any other

related provision of law.

Calculate income for the time period which most accurately shows the family’s current financial status. The two time periods that may be used are either the last calendar year or the last 12 months. The staff member, during discussion with the family, decides which time period should be used and marks the appropriate box on the 3rd page of the application. Review the entire income sheet of the application with the family to make sure no source of income will be missed.

DEFINITION OF INCOME

[Attachment for Information Memorandum] ACF-IM-HS-08-05-R

Income means total cash receipts before taxes from all sources, with the exceptions noted below. Income includes money wages or salary before deductions; net income from non-farm self-employment; net income from farm self-employment; regular payments from Social Security or railroad retirement; payments from unemployment compensation, strike benefits from union funds, workers' compensation, veterans benefits (with the exception noted below), public assistance (including Temporary Assistance for Needy Families, Supplemental Security Income, Emergency Assistance money payments, and non-Federally funded General Assistance or General Relief money payments); training stipends; alimony, child support, and military family allotments or other regular support from an absent family member or someone not living in the household; private pensions, government employee pensions (including military retirement pay), and regular

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insurance or annuity payments; college or university scholarships, grants, fellowships, and assistantships; and dividends, interest, net rental income, net royalties, and periodic receipts from estates or trusts; and net gambling or lottery winnings.

As defined here, income does not include capital gains; any assets drawn down as withdrawals from a bank, the sale of property, a house or a car; or tax refunds, gifts, loans, lump-sum inheritances, one-time insurance payments, or compensation for injury. Also excluded are non-cash benefits, such as the employer-paid or union-paid portion of health insurance or other employee fringe benefits; food or housing received in lieu of wages; the value of food and fuel produced and consumed on farms; the imputed value of rent from owner-occupied non-farm or farm housing; and such Federal non-cash benefit programs as Medicare, Medicaid, food stamps, school lunches, and housing assistance, and certain disability payments made to disabled children of Vietnam veterans as prescribed by the Secretary of Veterans Affairs.

The period of time to be considered for eligibility is the twelve months immediately preceding the month in which application or reapplication for enrollment of a child in a Head Start program is made, or for the calendar year immediately preceding the calendar year in which the application or reapplication is made, whichever more accurately reflects the family's current needs.

Per ACF-IM-HS-08-05-R: Section 645(a)(3)(A) of the new Head Start Act requires that certain types of pay and allowance to members of the uniformed services not be counted as income for purposes of determining Head Start eligibility. Specifically, the following two pay/allowances are to be excluded when determining Head Start eligibility:

The amount of any special pay payable under section 310 of title 37, United States Code, relating to duty subject to hostile fire or imminent danger.

The amount of basic allowance payable under section 403 of title 37, including any housing allowance. (Please see Section 645(a)(3)(ii) of the Head Start Act for the full statutory language.)

In addition, under 37 U.S.C. 402 a (g), the child or spouse of a member of the armed forces (Army, Navy, Air Force, Marine Corps, and Coast Guard) receiving a "supplemental subsistence allowance" who, except on account of such allowance, would be eligible to receive a service provided under the Head Start Act, shall be considered eligible for such benefits notwithstanding the receipt of the allowance. The subsistence allowance would therefore not be counted in determining eligibility for programs authorized by the Head Start Act.


1305.4 (d)

Assist. Director

HB Teachers, Asst. Director., Family Advocates

On-going

Request for Income

Verification form, Request

for Income Verific. Letter,

Unverifiable Income Form,

Enrollment Application

VERIFICATION OF INCOME Rules & Regulations:

(d) Verification must include examination of any of the following: Individual Income Tax

Form 1040, W-2 forms, pay stubs, pay envelopes, written statements from employers, or

documentation showing current status as recipients of public assistance. All income sources and amounts must be verified by a Head Start employee. Income may be verified by examining any of the following:

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Individual Income Tax Form 1040, W-2 forms, pay stubs, pay envelopes, written statements from employers, or documentation showing current status as recipients of public assistance. In cases where the family does not have verification of an income source available in their home, the staff member must complete a Request for Income Verification form for each unverified source and have the person who received the income sign the release. If the release is to verify Supplemental Social Security Income (SSI) Social Security Benefits or Unemployment benefits, the payee must also put their name and social security number of the person who is receiving the benefits on the release. A SS Form 3288 may be necessary to be completed by the SSI recipient if verification is needed by the SS office. Contact the Assistant Director if family cannot locate written statements. NOTE: Families receiving SSI or TANF at the time the application is taken are automatically considered income eligible. Foster children are also automatically considered income eligible. The time periods listed on the Request for Income Verification form must match the time period listed on the income page of the application. The Head Start staff member is responsible for making a copy of each completed Request for Income Verification form and attaching the copies to the back of the Application with a paper clip. The staff member then mails a Request for Income Verification Letter along with the original Request for Income Verification along with the letter and a self-addressed, stamped envelope to the income source. Staff then forwards the application to the central office. The Social Service Aide will “hold” the application until the completed Request for Income Verification is received. When the verification does come in, the aide will attach the verification to the application and forward it to the Assistant Director for approval. In a few instances, a parent may not have any verification of income source. For example, records were destroyed in a fire, an income source paid in cash and no records were kept, migrant or immigrant families may not have records, or an estranged spouse may be unable to be located or it may be dangerous for the family to have their location revealed to that person. In those cases, it is acceptable to have the parent complete an Unverifiable Income form for those sources. When parents have been married or living together and are now separated or divorced, or when a child’s parent has married within the past year, income from both parents is counted for the period of time that both parents were in the home. From the date of separation, income from only the parent with whom the child is living is considered. For all self-employment incomes, make a copy of the family’s complete tax forms, including all schedules and send in with the application for the Assistant Director to figure income. Income from self-employment is too time consuming to be figured in the home and there is a need to make sure the rules for figuring the income are uniformly applied. Do not send in the family’s only copy of the tax forms.

EHS:

Calculating a pregnant teen’s income or a teenage mother: HBT and FA will only count the teen’s income, even if the teen is living at home with her parents. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

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1305.4 (e) Assist. Director HB Teachers, Assist. Director., Family Advocates

On-going Enrollment Application


(e) A signed statement by an employee of the Head Start program, identifying which of these

documents was examined and stating that the child is eligible to participate in the program,

must be maintained to indicate that income verification has been made. After all sources of income have been verified or a release has been completed, the Head Start staff person checks off what has been looked at to verify income and birth date on the last page of the application and signs it. The Assistant Director is responsible for holding applications waiting on income verification to be returned from income sources. When the verification is received, the Assistant Director marks that income verification was received for that source on the income page of the application and initials it. The Assistant Director is responsible for reviewing the entire application to ensure everything is complete and verified, and then calculate the family’s income percentage of the poverty guidelines by dividing the actual family income by the family income listed in the income guidelines for that size family. The Assistant Director completes the top section of the 1st page of the application and signs it, signifying the application is complete and the child is eligible to participate in the Head Start program. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.5 (a)

Assist. Director

HB Teachers, Assist. Director, Family Advocates

On-going

Prospective Student

Intake//Recruitment

Activities, We’ve Been

Recruiting...Letter, PACT brochure,

Recruitment Inkind Contribution ½ Sheet

RECRUITMENT OF CHILDREN


(a) In order to reach those most in need of Head Start services, each Head Start grantee and

delegate agency must develop and implement a recruitment process that is designed to

actively inform all families with Head Start eligible children within the recruitment area of

the availability of services and encourage them to apply for admission to the program. This

process may include canvassing the local community, use of news releases and advertising,

and use of family referrals and referrals from other public and private agencies. The plan for recruitment of children is developed by staff with input and approval sought from parents annually. Recruitment begins in the spring and continues throughout the year.

The Assistant Director contacts agencies in each county for referrals. Agencies include, but are not limited to:

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- Department of Human Services - Public Health Departments - Department of Children & Family Services - General Assistance Offices - Two Rivers Regional Council of Public Officials - Mental Health Centers - Morgan-Cass-Scott Community Services - United Cerebral Palsy - Special Education Districts - 0-3 Programs - Western Illinois Regional Council

PACT is part of the Joint Cooperative Agreement between Head Start and the Illinois Department of Children and Family Services (DCFS) to recruit, enroll, provide services cooperatively, and cooperate in trainings of staff and parents to prevent child abuse and neglect for children and families in the child welfare system. This includes foster children, children of wards, and children from DCFS intact families (families that have service plans with DCFS and children are with parent/guardians OR families that have been referred by DCFS). The Assistant Director will initiate PSIs for foster children, DCFS wards, children of wards, and intact families receiving DCFS services who are identified from DCFS. Family advocates and Home Based Teachers will complete applications ASAP on any foster child, DCFS ward, child of a ward, or child of intact family receiving DCFS services, identified through Central Office, walk-ins, or cold call visits.

In addition to the agencies listed above the following agencies apply to EHS: Physicians, hospitals, early intervention programs, domestic violence agencies, and school officials.

Newspaper, radio, and television spots are used to inform the public that applications are being taken for the fall program. Each Home Based Teacher, Family Advocate, and parent is asked for a list of potentially eligible children. The Home Based Teachers and Family Advocates are responsible for posting at least ten (10) fliers containing information about recruitment in their areas. Family Advocates and EHS Home Based Teachers check local newspapers weekly for births. HBT and FA complete PSI/Recruitment Activities and send the completed form to the central office. If staff knows a family is over income, staff will not complete a PSI/Recruitment Activities form for that family. Staff will refer over income families to the local school district. Following training, each Home Based Teacher and Family Advocate is assigned a geographical area and contacts all families within that area that have been referred to PACT. Prospective Student Intake/Recruitment Activities Form All staff is required to identify age and income eligible children. Staff document prospective children and families on a Prospective Student Intake/Recruitment Activities Form. After the top section (everything above ‘Recruitment Activities’) of the form is completed, the form is forwarded to the Assistant Director. Each HBT and FA will be given folders sorted by town containing Prospective Student Intake/Recruitment Activities Forms that give basic information about referred families. Staff are expected to contact each family, explain the PACT program, and complete an application if the family so wishes. PSI/RA are followed up by the Home Based Teacher or Family Advocate within three weeks after they are received. HBT and FA must document all attempts (whether by phone, mail, or in person) to contact the family on the bottom section of the PSI/RA form. If the staff member has exhausted all resources and has still been unable to reach the family to complete an application, they will mail the family

15

a PACT brochure and a “We’ve been recruiting in your area” letter. After the brochure and the letter have been mailed, and staff has documented the mailing on the PSI/RA form, staff will forward all information on the family to the Assistant Director. The Assistant Director will review all paperwork that did not result in an application to determine whether the follow-up is “Complete”, should be held for “Future follow up”, or may be returned to the staff member for more complete follow-up. Determination is written across the top of the PSI/RA and forwarded to Social Service Aide for filing in recruitment files, or returned to staff. If during the attempts to reach the family, the Home Based Teacher or Family Advocate discovers the family has moved out of the area she is recruiting, she writes the complete new address on the PSI/RA form and submits all information on the family to the Assistant Director. If the family is still within the 8-county service area, the Assistant Director will forward the family information to the Home Based Teacher or Family Advocate responsible for that area. Recruitment Inkind For recruitment, inkind is only counted for using the space (home) to take the Application. If the paperwork is filled out at the center, the parent’s mileage can be counted as inkind. All recruitment inkind should be documented on the yellow, ½ sheet Inkind Contributions - Non-

Federal Share form. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.5 (b)

Assist. Director


Spring & Ongoing

Prospective Student

Intake/Recruitment Activities,

PACT Head Start Enrollment

Application, Disabilities

Services Identification, Inkind

Contrib- Non-Federal Share,

Change of Status Form


(b) During the recruitment process that occurs prior to the beginning of the enrollment

year, a Head Start program must solicit applications from as many Head Start eligible

families within the recruitment area as possible. If necessary, the program must assist

families in filling out the application form in order to assure that all information needed for

selection is completed.

After a Home Based Teacher or Family Advocate has followed up on all names given to them for recruitment, the Home Based Teacher or Family Advocate needs to spend the rest of the working time “cold calling”. She asks at businesses, daycares, and other places within the community for names of children who may be eligible for Head Start services. Whenever a name is received, a Prospective Student Intake/Recruitment Activities form must be completed with family information. Staff then follows recruitment follow up procedures. Home Based Teachers and Family Advocates will also stop at homes where presence of a young child is noted, or in some instances, may go door-to-door, passing out program brochures and asking for referrals. Application Process When a contact with a family results in their interest in completing a PACT Head Start

Enrollment Application, the Home Based Teacher or Family Advocate will fill out the application

16

during an interview process with the family. The application should be completed in blue or black ink and all signatures must be in ink. Do not use white out. (See 1305.4 (b) (c) (d) (e) in this section regarding completion of the income page.) Determining the # in the family: When completing the number of family members on page two and three of the application, the following definition must be used:

In order to be considered as a member of a family, a person has to live in the same household, be supported by the income of the parent(s) or guardian(s) of the child enrolling in the Head Start program and be related to the parent(s) or guardian(s) by blood, marriage, or adoption. A foster child is considered a family of one person.

An unborn child (for an EHS application) is counted as a member of a family. In HS, the unborn child is not counted as a member of the family.

There may be other persons residing in the household which you may wish to list on page 1 or 2 of the application which do not meet the definition of a family member. Once the application and all needed income releases are complete, the staff member should read aloud to parents the statement on the Special Needs Identification form emphasizing that answering this form is optional, voluntary, and confidential. Continue to complete this form, referring to instructions from the Disabilities/Mental Health Services Coordinator - 1308.5 (b) in the Disabilities Plan. Next, give a Recruitment Health Memo to each family that completed an application. Explain the yellow Inkind Contributions - Non-Federal Share form and have parent sign. After all paperwork is complete, explain to parents that the Assistant Director will be processing all applications and selecting the most eligible families for enrollment. Families will receive a selection or waiting list letter sometime in June. There are no guarantees that a family will be enrolled. Families placed on the waiting list will be notified when there is an opening for their child. At the end of each day of recruitment, the staff member is responsible for making copies of and mailing all income releases. Each completed application and the accompanying paperwork should be assembled in the following order from top to bottom and paper clipped together before mailing to Central Office:

- Inkind Sheet - Application

-Income Worksheet - Income Releases

- Unverifiable Income or Documentation of Zero Income - Prospective Student Intake/Recruitment Activities form

- Health information - Special Needs Identification form and accompanying releases - Not all families will have completed these forms.

17

A Recruitment Training Manual is update yearly by the Assistant Director, Health and Disabilities/Mental Health Services Coordinators. HB Teachers, Family Advocates, and Site Supervisors receive the manual in the spring during recruitment training. If the application information changes after submission, Family Advocates and HB Teachers are to complete a Change of Status Form for any updates to the application: address changes, family member changes and status of employment. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.5 (c)

Assist. Director


Spring

none


(c) Each program, except migrant programs, must obtain a number or applications during

the recruitment process that occurs prior to the beginning of the enrollment year that is

greater than the enrollment opportunities that are anticipated to be available over the

course of the next enrollment year in order to select those with the greatest need for Head

Start services.

Prior to beginning spring recruitment the Assistant Director determines how many applications must be obtained by using the following formula:

Funded enrollment -- # of returning children

total + # of drops (enrolled and selected but didn’t enroll) = projected number of applications needed

Each recruiter is assigned a “target” number of applications to complete during recruitment. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.6 (a)(b)(c)(d)

Assist. Director


Ongoing

none

WAITING LIST Rules & Regulations:

Selection Process. (a) Each Head Start program must have a formal process for establishing selection criteria

and for selecting children and families that considers all eligible applicants for Head Start

services. The selection criteria must be base on those contained in paragraphs (b) and (c) of

this section. (b) In selecting the children and families to be served, the Head Start program

must consider the income of eligible families, the age of the child, the availability of

kindergarten or first grade to the child, and the extent to which a child or family meets the

criteria that each program is required to establish in 1305.3 (c)(6). Migrant programs

must also give priority to children from families whose pursuit of agricultural work

required them to relocate most frequently within the previous two year period.

18

(c) At least 10 percent of the total number of enrollment opportunities in each grantee and

each delegate agency during an enrollment year must be made available to children with

disabilities who meet the definition for children with disabilities in 1305.2(a). An exception

to this requirement will be granted only if the responsible HHS official determines, based on

such supporting evidence as he or she may require, that the grantee made a reasonable

effort to comply with this requirement but was unable to do so because there was an

insufficient number of children with disabilities in the recruitment area who wished to

attend the program and for whom the program was an appropriate placement based on

their Individual Education Plan (IEP), with services provided directly by Head Start or in

conjunction with other providers.

(d) Each Head Start program must develop at the beginning of each enrollment year and

maintain during the year a waiting list that ranks children according to the program’s

selection criteria to assure that eligible children enter the program as vacancies occur.

19

Selection of Children for 3 to 5 Head Start

After completion of recruitment the Social Service Coordinator selects children for enrollment based on selection criteria established by the Policy Council. Priority Selections are listed in order of priority. Families indicate on the top of the application which HS program option they want. Current criteria for selecting children are:

H

om

e B

ased

Par

t-D

ay S

ing

le

Ses

sio

n

Par

t-D

ay

Do

ub

le S

essi

on

Fu

ll-D

ay S

essi

on

Ex

ten

ded

Ses

sio

n


X

X

X

X

X

Returning children previously enrolled that do not have kindergarten available to them.

X

X

X

X

X

10% Special needs a. returning children. b. Lowest income eligible (100% or below of Poverty Guideline) until 10% is filled.

X

X

X

X

X

Children previously enrolled in Early Head Start who meet income eligibility requirements (100% or below of Poverty Guideline).

X

X

Any 3-5 year old children whose parent is enrolled in Western Illinois University who meet income eligibility requirements (100% or below of Poverty Guideline). (For the Macomb Center only)

X

X

X

X

X

Any child referred by Department of Children and Family Services or Special E. Co-Ops who meets age and income eligibility (100% or below of Poverty Guideline) requirements.

X

X

X

X

X

Any foster child or homeless child who meets age requirements.

X

X

X

X

X

Income eligible (100% or below of Pov. Guideline) 4 year-olds (lowest to highest income).

X

X

X

X

X

Income eligible (100% or below of Pov. Guideline) 5 year-olds (lowest to highest income).

X

X

X

X

X

Income eligible 3 year-olds (100% or below of Pov. Guideline) (lowest to highest income).

X

X

X

X

X

Over-income (over 100% of Pov. Guideline) previously enrolled in EHS children with special needs.

X

X

X

X

X

Over-income (over 100% of Pov. Guideline) children with special needs.

For Between 101% - 130% of Poverty Guideline, these criteria apply until 35% of Funded Total Enrollment is met:

X

X

X

X

X

Children previously enrolled in Early Head Start who are between 101% - 130% of Poverty Guideline.

X

X

Any 3-5 year old children whose parent is enrolled in Western Illinois University who are between 101% - 130% of Poverty Guideline (For the Macomb Center only)

X

X

X

X

X

Any child referred by Department of Children and Family Services or Special E. Co-Ops who meets age eligibility and is between 101% - 130% Poverty Guideline) requirements.

20

H

om

e B

ased

Par

t-D

ay S

ing

le

Ses

sio

n

Par

t-D

ay

Do

ub

le S

essi

on

Fu

ll-D

ay S

essi

on

Ex

ten

ded

Ses

sio

n


X

X

X

X

X

Between 101% - 130% Poverty Guideline 4 year-olds (lowest to highest income).

X

X

X

X

X


X

X

X

X

X


X

X

X

X

X

Income eligible children age 3 after the Sept 1 cut off date that were referred by Early Intervention, Child & Family Connection, Prevention Initiative, and Early Childhood programs.

X

X

X

X

X

Income eligible children age 3 after the Sept 1 and prior to Dec 1.

X

Income eligible children age 3 anytime after Sept. 1.

X

X

X

X

X

Between 101% - 130% Poverty Guideline children age 3 after the Sept 1 cut off date that were referred by Early Intervention, Child & Family Connection, Prevention Initiative, and Early Childhood programs.

X

X

X

X

X

Between 101% - 130% Poverty Guideline children age 3 after the Sept 1 and prior to Dec 1.

X

Between 101% - 130% Poverty Guideline, children age 3 anytime after Sept. 1.

X

X

X

X

X

Over-income previously enrolled children in EHS.

X

X

X

X

X

Over-income children referred by DCFS, or Special Ed Co-Ops who meet age requirements.

X

X

X

X

X

Over-income 4 year old children.

X

X

X

X

X

Over-income 5 year old children.

X

X

X

X

X

Over-income 3 year old children

21

Selection of Children for Early Head Start

After completion of recruitment the Assistant Director selects children for enrollment based on selection criteria established by the Policy Council. Priority Selections are listed in order of priority. Families indicate on the top of the application which EHS program they want. Current criteria for selecting children are:

H

om

e B

ased

P

art-

Day

Sin

gle

Ses

sio

n

Par

t-D

ay

Do

ub

le S

essi

on

F

ull

-Day

Ses

sio

n

E

xte

nd

ed

Ses

sio

n

Selection of Children for Early Head

Start

X

X

Returning children previously enrolled that are under three years old as of Sept. 1.

X

X

Sibling of an enrolled child who meets income eligibility (100% or below of Poverty Guideline) requirements.

X

Pregnant woman with an enrolled child who meets income eligibility (100% or below of Poverty Guideline) requirements.

X

Pregnant teen referred by the Health Department, Physician, School Official, Social Service or Domestic Violence agencies who meet income eligibility (100% or below of Poverty Guideline) requirements.

X

Pregnant teen who meets income eligibility (100% or below of Poverty Guideline) requirements.

X

X

10% special needs - Lowest income eligible until 10% is filled. (100% or below of Poverty Guideline)

X

Any 0-3 year old children whose parent is enrolled in Western Illinois University who meet income eligibility requirements (100% or below of Poverty Guideline). (For the Macomb Center only)

X

X

Any child referred by Department of Children and Family Services or Early Intervention programs who meet income eligibility requirements (100% or below of Poverty Guideline).

X

X

Any foster or homeless child who meets age requirements.

X

X

Income eligible (100% or below of Poverty Guideline) 0-3 year-olds (lowest to highest income).

X

Income eligible (100% or below of Poverty Guideline) pregnant woman.

X

X

Over-income (over 100% of Poverty Guideline) children with special needs.

For Between 101% - 130% of Poverty Guideline, these criteria apply until 35% of Funded Total Enrollment is met:

22

H

om

e B

ased

P

art-

Day

Sin

gle

Ses

sio

n

Par

t-D

ay

Do

ub

le S

essi

on

F

ull

-Day

Ses

sio

n

E

xte

nd

ed

Ses

sio

n

Selection of Children for Early Head

Start

X

X

Between 101% - 130% of Poverty Guideline, sibling of an enrolled child.

X

X

Between 101% - 130% of Poverty Guideline, 0-3 children referred by DCFS or Early Intervention programs.

X

X

Between 101% - 130% of Poverty Guideline, 0-3 year old children (lowest to highest income)

X

Between 101% - 130% of Poverty Guideline, pregnant woman with an enrolled child.

X

Between 101% - 130% of Poverty Guideline, pregnant teen referred by the Health Department, Physician, School Official, Social Service or Domestic Violence agencies.

X

Between 101% - 130% of Poverty Guideline, Pregnant Teen

X

Between 101% - 130% of Poverty Guideline, pregnant woman.

X

X

Over-Income sibling of an enrolled child.

X

X

Over-income 0-3 children referred by DCFS or Early Intervention programs.

X

X

Over-income 0-3 year old children (lowest to highest income)

X

Over-Income pregnant woman with an enrolled child.

X

Over-Income pregnant teen referred by the Health Department, Physician, School Official, Social Service or Domestic Violence agencies.

X

Over Income pregnant teen.

X

Over-Income pregnant woman.

After all applications are received in the Central Office and processed, the selection process begins. Children residing in a center based classroom area are selected first. The selection criteria is applied to those applications until all classrooms are full. The remainder of those applications are then grouped with the rest of the applications for selection for the home based program. Children residing in the center classroom areas that are selected for the home based program may also be put on the waiting list for the center program if the family so chooses.

23

Waiting Lists

A waiting list is maintained and updated throughout the year as new applications are received. If a family is enrolled and they move out of the classroom area or home visiting territory into another home visiting or classroom area, they will be put on a Waiting List in the new county. As an opening occurs in a given geographical territory, the selection criteria are applied to children on the waiting list for that territory. Applications for HS and EHS are accepted throughout the program year. See 1305.5 (a) in this section. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.7 (a)

Assist. Director, Social Serv. Coor.

Assist. Director, HB Teachers, Family Advocates

Ongoing

none

ENROLLMENT Rules & Regulations:

Enrollment and re-enrollment.

(a) Each child enrolled in a Head Start program, except those enrolled in a migrant

program, must be allowed to remain in Head Start until kindergarten or first grade is

available for the child in the child’s community, except that the Head Start program may

choose not to enroll a child when there are compelling reasons for the child not to remain in

Head Start, such as when there is a change in the child’s family income and there is a child

with a greater need for Head Start services. If a child is age eligible for Kindergarten, but does not have Kindergarten available to them due to a special need, PACT may provide services to that child if they meet all other eligibility criteria. This applies even if the child has already been enrolled in Head Start for 2 years. However, if a child has been enrolled for 2 years, a new Application must be taken. If the child does not meet income guidelines, they may be put on a waiting list. The maximum length of time a child may be enrolled in Head Start is 3 years. Per Illinois Licensing Standards for Day Care Centers, Rules 407-(64), adopted 4/1/10, families will be provided a written notice during the intake visit, via the PACT Parent Handbook, that within 30 days of enrollment, the parent or guardian must provide a certified copy of the child’s birth certificate or other reliable proof of identity and age of the child. If a certified copy of the birth certificate is not available, the parent or guardian must submit a passport, visa or other governmental documentation as proof the child’s identity and age and an affidavit or notarized letter explaining the inability to produce the certified copy of the birth certificate. PACT is required by law to notify the Illinois State Police or local law enforcement agency if the parent or guardian fails to submit proof of the child’s identity within the 30-day time frame. The copy of the certified birth certificate will be initialed and dated by the staff member receiving it and then filed in the DCFS File for a child enrolled in center-based classes or the child’s file in home-based areas. The certified copy of the birth certificate should be returned to the family no later than the one day after receipt. Family Advocates and Home Based Teachers will notify the Social Service Coordinator within 3 weeks of the intake visit, if the copy of the certified birth certificate has not been received.

24


1305.7 (b)

Assist. Director

Assist. Director, Family Advocates, HB & CB Teachers

On Going

Change of Status,

Classroom

Transfer Plan ,

File Maintenance

Checklist,

Enrollment

Changes


(b) A Head Start grantee must maintain its funded enrollment level. When a program

determines that a vacancy exists, no more than 30 calendar days may elapse before the

vacancy is filled. A program may elect not to fill a vacancy when 60 calendar days or less

remain in the program’s enrollment year.

641A, New Head Start Act, 12/12/07:

(h) REDUCTION OF GRANTS AND REDISTRIBUTION OF FUNDS IN CASES OF

UNDERENROLLMENT.—

(1) DEFINITIONS.—In this subsection:

(A) ACTUAL ENROLLMENT.—The term ‘actual enrollment’ means, with

respect to the program of a Head Start agency, the actual number of children

enrolled in such program and reported by the agency (as required in paragraph (2))

in a given month.

(B) BASE GRANT.—The term ‘base grant’ has the meaning given the term in

section 640(a)(7).

(C) FUNDED ENROLLMENT.--The term ‘funded enrollment’ means, with

respect to the program of a Head Start agency in a fiscal year, the number of

children that the agency is funded to serve through a grant for the program during

such fiscal year, as indicated in the grant agreement.

(2) ENROLLMENT REPORTING REQUIREMENT.—Each entity carrying out a

Head Start program shall report on a monthly basis to the Secretary and the relevant Head

Start agency—

(A) the actual enrollment in such program; and Procedures.

(B) if such actual enrollment is less than the funded enrollment, any apparent

reason for such enrollment shortfall.

Per ACF-PI-HS-08-06, dated 9/18/08, The Assistant Director reports actual enrollment plus vacancies that are less than 30 days old monthly to the Office of Head Start, Head Start Enterprise System, via the hses.ohs.acf.hhs.gov website. Enrollment is tracked in ChildPlus computer tracking system and Enrollment Class Lists on MS Excel spreadsheets. If a child has been selected for enrollment the Family Advocate or Home Based Teacher receives phone notification and then a copy of the selected child’s application. The Family Advocate or Home Based Teacher begins the Intake Visit Procedure as soon as phone notification is made by the Assistant Director.

Intake Visit Beginning of the program year: HBT document their intake visit on one of the following forms: HB Intake/Transfer Home Visit or

25

EHS Prenatal Intake or EHS Parent/Child Intake. Family Advocates document their intake on HS CB Intake Home Visit or EHS CB Intake Home Visit. In the Center Based Program, Family Advocates receive a ChildPlus report documenting all selected children and their addresses. Family Advocates contact each family to schedule an intake visit (HB schedule at least 1 ½ hours for new or returning children and 2 to 2 ½ hours for families enrolling more than 1 child). The FA will complete all paperwork documented on the FA Intake Home Visit Form. The intake visit with the family advocate will be completed before the lst day of class (entry into the program). The intake visit with the home based teacher will be completed before entry into the program (Visit #1). The Family Advocate and Home Based Teachers will call the Social Service Coordinator or Social Service Aide on the date the intake visit (enrollment process) is completed. Child Plus enrollment date equals the date child entered the program. For CB options, the beginning class date. For HB options, week #1, visit #1. Conducting New Intake Visits throughout the program year: The Intake Visit is to occur as soon as possible within five (5) days after the Home Based Teacher or Family Advocate receives the new family/child information from the Assistant Director. In Center Based option, the family advocate informs the teacher, Site Supervisor, and Transporter (if applicable) of the selection of a new child. This discussion is to find out when the teacher would be available to review the intake paperwork and to find out teacher’s availability to contact the family, if needed, to follow up on medical alerts. The teacher also needs to schedule the home visit with the family, which is conducted after the entry date (lst day in class) of the child. Any new enrollees need two home visits with the CB teacher for the year. The child’s lst day of class will be after the FA Intake visit and after the teacher has completed follow up and review of intake papers, and should be agreed upon by family advocate, teacher, Site Supervisor, and family to ensure all paperwork is in place and that children are enrolled within time limits. Classroom materials need to be ready and transportation needs to be in place, if applicable. Teachers will inform Site Supervisor on the day a child attends for the first time. The Site Supervisor will notify the Assistant Director by e-mail on that day. In HB option, teacher calls Social Service Coordinator or Social Service Aide on date of HV #1. Conducting Transfer Intake Visits throughout the year: The Transfer Intake Visit is to occur as soon as possible within five (5) days after the Home Based Teacher or Family Advocate receives the family information from the Assistant Director. In Center Base option, the family advocate informs the teacher, Site Supervisor, and Transporter (if applicable) of the selection of a new child. This discussion is to find out when the teacher would be available to review the transfer intake paperwork and for the teacher to conduct a visit, to go over medical alerts, if needed, in addition to other info noted on the Education Contact Report. The child’s lst day of class will be after the FA Transfer Intake visit and after the visit (either in the home or at the center) by the teacher has been completed with follow up and review of transfer intake papers. The Family Advocate and CB Teacher visit can be done together. Any new enrollees/transfers need two home visits with the CB teacher for the year. The first day should be agreed upon by family advocate, teacher, Site Supervisor, and family to ensure all paperwork is in place and that children are enrolled within time limits. Classroom materials need to be ready and transportation needs to be in place, if applicable. Teachers will inform Site Supervisor on the day

26

a child attends for the first time. The Site Supervisor will notify the Assistant Director by e-mail on that day. In HB option, a child transferring from another HB area or CB class, will be transferred on the last day they attended CB class or the last day of the week in their old HB area. This will be determined by the Assistant Director. If the family is contacted and is no longer interested or if the family has moved out of the area the Home Based Teacher or Family Advocate will notify the Assistant Director by phone (Note: Staff must actually speak with the Assistant Director). The Assistant Director will complete an Enrollment Change form and distribute it among Central Office Staff, after the following steps have been verified: If the Home Based Teacher or Family Advocate has done all of the following:

1. Gone to the family’s home at least 3 times, 2. Left notes asking the family to contact them, 3. If the family has a phone, the Staff member has tried the family several times at

different times of the day, 4. Has mailed a note asking the family to call them or Central Office, 5. Has called the emergency numbers on the application to determine the families’

current status,

and the Intake Visit has not occurred, the Home Based Teacher or Family Advocate will call the Assistant Director as soon as all preceding steps have been completed and no longer than five (5) days after receiving the family information from the Assistant Director. The Assistant Director will mail a letter within two days giving the family five days to contact them or the family will be dropped and another family from the waiting list selected for enrollment. HS and EHS Intake Visit Date: Family Advocates and Home Based Teachers will call the Social Service Coordinator or Aide when a child has completed the intake visit, thus completing the enrollment process. EHS HB Post Partum Home Visits and documenting the baby’s enrollment Date When a pregnant woman is enrolled in EHS and delivers her baby, the Home Based Teachers will document “PPC” on the attendance worksheet (PPC = Post Partum Contact Visit) under the baby’s name. The PPC will also be the mother’s drop date. The Home Based Teacher will complete an Intake Visit and HV #1 with the baby within 30 days of the mother’s drop date.. See EHS HB Home Visit Training Guide for more details.

Transfers

EHS & Child Care Classroom Transfer Plan

EHS: If a child has a Positive Behavior Support Plan, contact the Disabilities Coordinator, as applicable, to schedule a conference. Contact the Assistant Director before the transfer plans are completed with families. If the transfer is taking place from a childcare room to a childcare room, the Site Supervisor is to be consulted first and then the other steps follow. If the transfer includes childcare and/or EHS, consult Site Supervisor and Assistant Director.

Step two (EHS and Child Care): Center Based Teachers and Child Care Teachers will complete a Classroom Transfer Plan (page 1) with each family who has a 30 month old child enrolled in

27

Child Care or EHS classrooms serving children under two years of age. The completed form will be forward to the new classroom teacher who will post the form on the Health & Safety Board. When enrollment is low in the new classroom, the new teacher will request a child to visit her classroom. The new teacher will document dates, times and activities the child participated in on the bottom portion of the Classroom Transfer Plan. The new teacher will keep the Classroom

Transfer Plan in her classroom until the Family Advocate asks for it. The Assistant Director will select a child when an opening occurs in the new classroom and will notify the Family Advocate. The advocate will review the child’s activities log documented on the bottom portion of the Classroom Transfer Plan. If the selected child has not visited the new classroom, that child will not be transferred. When the child has visited the classroom, the advocate will contact the new teacher for 3 different dates/times to schedule a Transfer Intake Visit. The advocate will contact the family to schedule the appointment time and relate that information back to the new teacher. The Transfer Intake Visit is to occur as soon as possible within five (5) days after the Home Based Teacher or Family Advocate receives the family information from the Assistant Director. In Center Base option, the family advocate informs the teacher, Site Supervisor, and Transporter (if applicable) of the selection of a new child. This discussion is to find out when the teacher would be available to review the transfer intake paperwork and for the teacher to conduct a visit, to go over medical alerts, if needed, in addition to other info noted on the Education Contact Report. The child’s lst day of class will be after the FA Transfer Intake visit and after the visit (either in the home or at the center) by the teacher has been completed with follow up and review of transfer intake papers. The Family Advocate and CB Teacher visit can be done together. Any new enrollees/transfers need two home visits with the CB teacher for the year. The first day should be agreed upon by family advocate, teacher, Site Supervisor, and family to ensure all paperwork is in place and that children are enrolled within time limits. Classroom materials need to be ready and transportation needs to be in place, if applicable. Teachers will inform Site Supervisor on the day a child attends for the first time. The Site Supervisor will notify the Assistant Director by e-mail on that day. In HB option, a child transferring from another HB area or CB class, will be transferred on the last day they attended CB class or the last day of the week in their old HB area. This will be determined by the Assistant Director. The Assistant Director will file in child’s social service working file. Completed plans for Child Care children will be maintained in the child’s file and DCFS file by teachers and Site Supervisors. Family advocates files will also contain a copy. Refer to ELIGIBILITY, RECRUITMENT, ENROLLMENT, SELECTION section in the Work Plans for documenting transfer dates on the Attendance Worksheets. Teachers inform the Site Supervisor on 1st day entry and transfer dates. The Site Supervisors e-mail the Assistant Director. The Assistant Director enters the information in Child Plus tracking system and enrollment spreadsheets.

Classroom Transfer Plan - HS & Child Care Families or staff may request a child to be transitioned into a new classroom due to scheduling or behavioral concerns. The transition phase of the transfer lasts a minimum of 2 days and a maximum of 2 weeks and allows children to periodically visit a the new classroom on a weekly basis. Contact the Assistant Director before the transfer plans are completed with families. If the transfer is taking place from a childcare room to a childcare room, the site supervisor is to be consulted

28

first and then the other steps follow. If the transfer includes childcare and/or EHS, consult Site Supervisor and Assistant Director. Center Based Teachers will complete page 1 of the Classroom Transfer Plan with each family requesting a transfer. The completed form will be forward to the new classroom teacher who will post the form on the Health & Safety Board. When enrollment is low in the new classroom, the new teacher will request the child to visit her classroom. The new teacher will document dates, times and activities the child participated in on the bottom portion of the Classroom Transfer

Plan. The new teacher will keep the Classroom Transfer Plan in her classroom until the Family Advocate asks for it.

The Assistant Director will select a child when an opening occurs in the new classroom. The Assistant Director will notify the Family Advocate of who the selected child is. The advocate will review the child’s activities log documented on the bottom portion of the Classroom Transfer

Plan. If the selected child has not visited the new classroom, that child will not be transferred. When the child has visited the classroom, the advocate will contact the new teacher for 3 different dates and times to schedule a Transfer Intake Visit. The advocate will contact the family to schedule the appointment time and relate that information back to the new teacher. The parent/guardian, teacher and advocate will complete page 2 of the Classroom Transfer Plan. The completed original plan for all children transferring to/from HS will be forwarded to the Assistant Director. The Assistant Director will file the original in child’s social service working file. Family advocates files will also contain a copy. Completed plans for Child Care children will be maintained in the child’s file and DCFS file by teachers and Site Supervisors.

Refer to ELIGIBILITY, RECRUITMENT, ENROLLMENT, SELECTION section in the Work Plans for documenting transfer dates on the Attendance Worksheets. Teachers inform the Site Supervisor on 1st day entry and transfer dates. The Site Supervisors e-mail the Assistant Director. The Assistant Director enters the information in Child Plus tracking system and enrollment spreadsheets. Drops When a family drops from the program for any reason, regulations require replacement of the family within 30 calendar days. As several attempts may need to be made before replacement is completed, it is important that the previous timelines set for intake procedures be strictly followed by all staff. The Home Based Teacher or Family Advocate is required to notify the Assistant Director by phone when a family drops from the program. The Assistant Director will complete an Enrollment Changes form for all drops and distribute as necessary. Staff use the File Maintenance Checklist (attached to the front of the child’s files) when a child leaves the program in mid-year and for all children at the end of each program year. Staff will follow instructions on the form to shred form, retain form in the file, or submit form to appropriate coordinator. Before the Family Advocate or HBT brings files to CO, the files should be gathered by child: past years’ files, family file, education file, DCFS file and, papers from the Health and Safety Notebook. When children drop during mid-year, the combined files will be hand carried by Family Advocate or HB Teacher to Central Office at the next stall meeting. All children’s files at the end of each program year will be hand carried to the Central Office, as designated in End of Year Checkout Procedures.

29

Note: The Assistant Director will stop selecting 4 year old children for the ½ day or extended day HS program options when 60 calendar days or less remain in the program’s enrollment year. Three year old children will not be selected for ½ day or extended day HS program options when 30 days or less remain in the program’s enrollment year. Summer Time Drop Procedure During the summer time (when FA work 1 day a week), HS and EHS teachers will contact the Assistant Director when they know a family has dropped. The teacher documents the drop date on the attendance worksheets (FA will learn of the drop when they review the attendance worksheets). See 1305.8 (b) in this section. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.7 (c)

Assist. Director


April/May

HS or EHS Re-

Enrollment form

RE-ENROLLMENT Rules & Regulations:

(c) If a child has been found income eligible and is participating in a Head Start program,

he or she remains income eligible through that enrollment year and the immediately

succeeding enrollment year. Children who are enrolled in a program receiving funds under

the authority of section 645A of the Head Start Act (programs for families with infants and

toddlers, or Early Head Start) remain income eligible while they are participating in the

program. When a child moves from a program serving infants and toddlers to a Head Start

program serving children age three and older, the family income must be re-verified. If one

agency operates both an Early Head Start and a Head Start program, and the parents wish

to enroll their child who has been enrolled in the agency’s Early Head Start program, the

agency must ensure, whenever possible, that the child receives Head Start services until

enrolled in school. During early April, the Assistant Director will review the age of all enrolled children in HS and EHS. ChildPlus Report #2030 will be used identifying all children who are age eligible to re-enroll. The grid will be forwarded to FA and HBT. After HBT and FA receive the grid, they will be responsible for completing a Re-Enrollment form for each child identified on the grid. Once the Re-Enrollment Forms are complete, the HBT and FA forward the forms and the grid to the Assistant Director. The Assistant Director will mark “R” beside all re-enrolling children on the Child Plus Report #264 (RE ENROLL). The Re-Enrollment Form will be stapled to the front of the child’s original Application. Children who are age-eligible for kindergarten and have been in Head Start for two years may be eligible to remain in Head Start for a third year IF the child has a special need and a staffing/IEP plan determines the child should remain in Early Childhood (Special Education Pre-School) rather than attend kindergarten. For the 3rd year of enrollment, a new Application must be completed, certifying the family is still income-eligible. If the family is over-income, they will be put on the waiting list.

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EHS families remain in EHS until they are eligible to transition into Head Start. At that time a new application will be completed to determine eligibility. For EHS children turning three years old before December 1, a Head Start application will be completed in the spring recruitment season. Priority for HS selection is given to income eligible children previously enrolled in EHS. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.8 (a)

SS Coordinator

SS Coordinator

Ongoing

none

ATTENDANCE Rules & Regulations:

(a) When the monthly average daily attendance rate in a center-based program falls below

85 percent, a Head Start program must analyze the causes of absenteeism. The analysis

must include a study of the pattern of absences for each child, including the reasons for

absences as well as the number of absences that occur on consecutive days. Staff is required to maintain 85% class attendance in the center based option and strongly encouraged to maintain 85% home visit attendance in the home based option. The Social Service Coordinator is responsible for analyzing causes of absenteeism whenever class attendance drops below 85% for the month in the center-based option. Periodically, the Social Service Coordinator will figure Year to Date attendance percentage for all areas/classes and distribute at staff meeting to keep teachers and Family Advocates informed of the attendance percentage.

EHS: Pregnant Women enrolled in EHS will maintain 85% attendance based on an Intensive or Moderate Home Visit schedule. Intensive Home Visits are weekly from the time of enrollment to the time of delivery. Moderate Home Visits are monthly during 1st trimester, biweekly during the 4th, 5th, and 6th months, and weekly from the 7th month till time of delivery. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.8 (b)

SS Coordinator

Teachers, SS Coor.

Ongoing

Support Offered, Attendance

Worksheet, Make-Up Visit Attempt

Log, Absentee Report, Change of

Status

ABSENCES AND IRREGULAR ATTENDANCE Rules & Regulations:

(b) If the absences are a result of illness of if they are well documented absences for other

reasons, no special action is required. If, however, the absences result from other factors,

including temporary family problems that affect a child’s regular attendance, the program

must initiate appropriate family support procedures for all children with four or more

consecutive unexcused absences. These procedures must include home visits or other direct

contact with the child’s parents. Contacts with the family must emphasize the benefits of

regular attendance, while at the same time remaining sensitive to any special family

circumstances influencing attendance patterns. All contacts with the child’s family as well

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as special family support service activities provided by program staff must be documented. Regular participation in the Home Visits, Classes, Parent Meetings, and other program activities is important if children are to receive full benefit from PACT. The following are acceptable reasons for missed visits and classes:

Visits or classes are canceled by the Parent because the child (or another member of the family living in the home): - Is hospitalized - Is incapacitated due to serious illness or injury - Has a health ailment which temporarily prevents the visit or class attendance. - Has to receive medical treatment or therapy at the time of the scheduled visit or

class and which could not have been scheduled for another time - Where participation is affected by a temporary family situation-must be approved

by the Social Service Coordinator and a Support Form submitted to Central Office - Where there is a death in the family - Where the Teacher cannot make the visit or class is canceled due to weather

conditions, etc. - EHS ONLY- When parents/guardians want to spend time with their infant/toddler. Anything not listed above is unexcused.

PACT will allow a 30-day grace period for families who take vacation, out of the area, during the Head Start/Early Head Start Program year. The FA or HB Teacher documents the situation on a Support Offered form. After 30 days the enrollment slot will be deemed vacant, and the child put on a waiting list. The Assistant Director will send families a letter stating their child would possibly be dropped 2 weeks prior to the anticipated drop date. FA or HB Teacher must receive approval from the Social Service Coordinator prior to utilizing the 30-day grace period. See 1305.8 (b) How and when to complete a Support Offered form.

Attendance Procedures

Center Based Classroom Procedures – Teachers and Family Advocates

Center Based Attendance Worksheets Once a month the Center Based Teacher will receive a Weekly Attendance Worksheet (Child Plus Report) from the Social Service Aide. The Center Based Teacher will copy the Attendance Worksheet to use for the weeks ahead. The Center Based Teacher will document the month and the date on each Weekly Attendance Worksheet. On the form are the names of the children served. If a child is present, the Teacher circles the “P” for that particular day. If the child is absent, the Teacher determines whether the absence is excused or unexcused and marks an “E” or a “U” in the appropriate blank using the list above. The Teacher will contact the family by using all phones the family has (home and parent’s cell phones) to determine the reason for the absence. The Teacher then documents the reason for the absence in the box next to “E” or “U”. If the child comes back after one day of absence it is the Teacher who is responsible to obtain from the parent the reason for the absence and enter it on Attendance Worksheet. If the child is absent the next day for unknown reasons, the teacher will call the parent again (using all phone numbers). If the parent is unable to be reached the Teacher will then call the emergency contact people. If the Teacher is still unable to contact the parent and or emergency contact person she/he will begin an Absentee Report. See section regarding

32

Absentee Reports in the section. Families without a phone If the family does not have a phone, the Teacher will call and leave a message with the family’s emergency contact. If the child is absent the next day for unknown reasons, the teacher will call the emergency contact again. If the Teacher is still unable to contact the emergency contact person she/he will begin an Absentee Report. See section regarding Absentee Reports in the section. Center Based Teacher will review Attendance Worksheets and forward to Family Advocate at the end of class on Thursday or Friday (if that is the last day) unless they still need to contact a family for reason of absence. If Family Advocate is not working that week, the Center Based Teacher will make a copy of the Attendance Worksheet and place it in the Family Advocates mailbox at the center. The Teacher will then mail the original Attendance Worksheet to the Social Service Coordinator on the last day of class that week. Children are expected to be present during core Head Start hours. Family Advocates are responsible for follow-up if parents/guardians do not follow procedure. Documenting entry dates, drop dates and transfer dates -teacher The teacher will hand write a “new”child’s name on the worksheet the 1st day the child attends class (if the child’s name is not already printed on the worksheet). The teacher will document the child’s entry date on the attendance worksheet by writing: “1st day MM/DD/YY”. If a child transfers to another classroom or center, the teacher will document the information on the attendance worksheet by writing: “transferred to CB ___ on MM/DD/YY”. If a child drops the teacher will document the drop date on the worksheet by writing: “dropped on MM/DD/YY”. Teachers inform the Site Supervisor on 1st day entry and transfer dates. The Site Supervisor e-mails the Assistant Director. The Assistant Director will enter the information in the computer. Absentee Reports

If the parent is unable to be reached on the 2nd consecutive day of absence and only when reason

for absence is unknown or unexplained, the Teacher will begin documentation of her efforts on the Absentee Report and forward it to the Family Advocate for immediate follow-up. The Teacher is to document at least 3 attempts to contact the family, using all phone numbers (home and cell) and emergency contacts. The Family Advocate will document date and type of support, results of her/his calls and/or personal contacts and forward original Absentee Report with the Attendance Sheet to the Social Service Coordinator and copy to the teacher. Center Based Attendance Worksheets-Family Advocates After receiving Attendance Worksheets from Center Based Teacher the Family Advocate will review to insure all days are marked with “P”, “E”, “U”, or “N” and reasons for absence is marked for every child. If worksheet is incomplete the Family Advocate will communicate with the Teacher to insure it is complete before mailing to Social Service Coordinator. Family Advocates review attendance sheets for absences and cross check attendance issues documented on the worksheets with Support Offered forms. Absences that are a result of illness,

33

WIU Breaks or inclement weather require no special action other than documentation from the teacher of the illness, specific WIU Break, or specific weather related issue on the Attendance Worksheet. Absences for excused (other than illness, WIU Breaks or inclement weather) or unexcused reasons require special action (see When and How to complete a Support Offered form in this section) Family Advocates paperclip all Support Offered forms to CB Attendance Worksheets. Support Offered forms and Attendance Worksheets are mailed to the Social Service Coordinator by the Advocate by 4:30 p.m. each Monday. See section regarding Support Offered forms in this section for additional information.

HS and EHS Attendance Sheets: A copy of the completed and verified weekly attendance sheet will be kept in a notebook accessible to the Site Supervisor at all times at each Center. Family Advocates will place the copies in the notebook by class. The original attendance sheet will be mailed to Central Office on Friday afternoons or Monday. Full Day Attendance Guidelines for HS and EHS Families who become unemployed while enrolled in a full day program will be given 45 days for job search before their child is dropped and returned to a waiting list. If an opening exists in the ½ day HS or Home Based HS programs or EHS Home Based program, the family will be offered this service rather than being dropped from the program. FA will complete a change of status when employment status changes. The completed Change of Status is forwarded to the Assistant Director. Families enrolled in school/training may continue to utilize the full day program during summer months if parents are registered for fall classes. See 1306.32 (d) (3) (Staffing and Program Options HS/EHS) for additional criteria used for full day programs.

Home Based Attendance Procedures

Attendance Worksheets are filled out weekly by each Home Based Teacher for their area and reported to the Social Service Coordinator or his/her designee each Friday. On this form are names of the children served. Each line is to be marked appropriately using the following codes: NA = not applicable V = Visit made M = Make-up Visit H = Visit not made due to fault of staff or program, and reason specified. F = Visit not made due to fault of family, and reason specified. R = Missed visit was reported to the Central Office PPC = Post Partum Contact Visit made Visits missed by Staff H- This code includes any reason visits are missed by the staff person. This may be illness, holiday, agency training or meeting, staff vacation/personal day, bad weather, etc. on the day indicated on the monthly schedule for that family. Home Based Teachers are required to make up visits missed by them.

34

How to fill out attendance worksheets Home Based Teachers will use the day/time slot indicated for each family on their monthly schedule to determine how to mark attendance. If a regularly scheduled home visit is canceled and made up in the same week, staff will mark it as HR/M or FR/M according to who canceled the visit. If a make-up visit is not made and the regularly scheduled visit was missed due to the fault of the staff member, it will remain a HR even if a make-up visit was attempted. Attempted make-up visits may be documented on the Make-Up Attempt Log. A separate form should be used for each family and attempts documented throughout the year. A copy should be mailed to the Social Service Coordinator and the Teacher’s supervisor.

At the end of each month the Home Based Teacher will copy the attendance report to keep

in her records and mail the original to central office.

Visits made ahead of time If a staff person knows they will be missing a home visit in advance, due to a holiday, time off, etc. they may wish to schedule the make-up visit in advance. If the family does the make-up visit then it is marked M and the HR is considered made-up. If the family cannot schedule the visit or fails to complete the scheduled make-up visit, then the HR will still need to be made up at a later date. Documenting enrollment dates, drop dates and transfer dates -teacher The teacher will hand write a “new”child’s name on the worksheet the 1st day the child attends class (if the child’s name is not already printed on the worksheet). The teacher will document the child’s intake date on the attendance worksheet by writing: “Intake MM/DD/YY. If a child transfers to another classroom or center, the teacher will document the information on the attendance worksheet by writing: “transferred to CB ___ on MM/DD/YY. If a child drops the teacher will document the drop date on the worksheet by writing: “dropped on MM/DD/YY. HB Teachers contact the Assistant Director by phone to report enrollment and transfer dates. The Assistant Director will enter the information in Child Plus tracking system and enrollment spreadsheets. See EHS HB Post Partum Home Visits in this section for procedures to document baby’s enrollment date after the baby is born. On Friday of each week it is the Home Based Teacher’s responsibility to report attendance for that week to the Social Service Coordinator or his/her designee. Reporting will be accomplished by one of the following: 1. On Central Office staff meeting days, teachers will see the Social Service Aide to report attendance on the “Master” Attendance Worksheet, including reasons for missed visits. 2. On all other Fridays the Teacher will telephone Central Office to report attendance to the

Social Service Coordinator or his/her designee. Reporting will include why visits were missed, if known. All missed visits and reasons for missed visits are recorded on “Master” Attendance Worksheet by the Social Service Coordinator or Social Service Aide.

Documenting Unknown reasons for missed visits When reporting attendance when the reason for missing the visit is not known, the person doing the recording (the Home Based Teacher or the Social Service Coordinator or his/her designee) will put an ‘X’ in the section marked REASON and leave the line blank following the ‘X’. It will

35

be the Home Based Teacher’s responsibility to determine why the visit was missed at the next home visit. Reasons for missed visits need to be specific. For example -- Family not at home, will not be sufficient. The reason for the missed visit will be recorded next to the ‘X’ on the back of the Attendance Report on the Friday following the completed visit. The Social Service Coordinator will provide training to staff before home visits and classes begin pertaining to reporting and recording missed visits and classes.

Center Based and Home Based Option

When and How to complete Support Offered Forms-Home Based Teacher and Family

Advocate

-Unexcused Absences: Anytime a child misses 2 consecutive class days or 2 weeks of home visits for unexcused reasons, the Family Advocate or Home Based Teacher has to follow up. The Advocate or Home Based Teacher documents (on the Support Offered form) the date she spoke with the family and writes a brief synopsis of the type of support she offered. If the child is a foster child, ward of DCFS, the child of a ward or a child from an intact family involved with DCFS, the Family Advocate or Home Based Teacher will contact the DCFS caseworker to inform them of unexcused absences. If after intervention the child subsequently misses the next scheduled class or home visit for unexcused reasons, the FA or HBT notifies the Social Service Coordinator by phone immediately. The Assistant Director informs the family by letter that they are at risk of being dropped from the program and offers them an opportunity to call or return to the Waiting List if they so desire. The Family Advocate sends the Social Service Coordinator a copy of the support offered. The original form is filed in the child’s Family File. Family Advocates communicate with teachers on support given to family. -Excused Absences other than illness: In situations where children are absent for more than 2 class days or 2 home visits for excused reasons (other than for illness, WIU Breaks, or inclement weather), FA or HBT documents the date and details of the situation on a Support Offered form. The Advocate makes contact with the family periodically until the child returns to school. HBT make contact with the family weekly until the family resumes home visits. If the child is a foster child, ward of DCFS, the child of a ward or a child from an intact family involved with DCFS, the Family Advocate or Home Based Teacher will contact the DCFS caseworker to inform them of excused absences. If a child is absent or will be absent for more than 1 week (CB) or 2 weeks (HB) for excused reasons the FA or HB teacher will contact the Social Service Coordinator to discuss the situation. The Family Advocate sends the Social Service Coordinator a copy of the Support Offered form. The original form is filed in the child’s Family File. Family Advocates communicate with teachers on support given to family.

Documenting future attendance issues If and when additional attendance problems arise, the Home Based Teacher or Family Advocate pulls the same Support Offered sheet from the family file and repeats the same process described above. If the child is a foster child, ward of DCFS, the child of a ward or a child from an intact family involved with DCFS, the Family Advocate or Home Based Teacher will contact the DCFS caseworker to inform them of unexcused absences. All updates and/or changes on the form will be copied and mailed to the Social Service Coordinator. When a child’s actual attendance is 65% of their center-based classes or a family’s actual

attendance is 65% of their home visits

36

Center Based Teachers will receive a Child Plus 1009 report quarterly showing children’s individual attendance and Home Based Teachers will get a separate individual attendance report. If at any time during the year, a child’s actual attendance is 65% of their center-based classes or a family’s actual attendance is 65% of their scheduled visits, the Family Advocate, Center Based Teacher, or Home Based Teacher should contact the Social Service Coordinator. The Social Service Coordinator will review reasons for missed classes/visits and Support Offered forms before contacting the Assistant Director. The family will receive a warning drop letter and the family will have five days to contact the FA, CBT, or HBT to discuss staying in the program. If family chooses to stay in the program, the FA or HBT will write a Family Action Plan with the family to improve attendance. If the child continues to miss class or the family continues to miss visits and attendance falls to 50%, they may be dropped from the program for irregular attendance. The Coordinators, in consultation with the Family Advocate or Home Based Teacher, Assistant Director, or Executive Director will make a decision as to whether the family will be dropped from the program. This will be on a case-by-case basis, taking into consideration all the needs of the family.


1305.8 (c)

Assist. Director

Assist. Director Ongoing

none


In circumstances where chronic absenteeism persists and it does not seem feasible to include

the child in either the same or a different program option, the child’s slot must be

considered an enrollment vacancy. See Center and Home Based Attendance Policies 1305.8 (b) in this section. Head Start Performance Who is Who Timelines or Form Standard Number Responsible Implements On Going Name

1305.9

Exec. Director

Exec. Director

Ongoing

none

FEE POLICY Rules & Regulations:

Policy on fees.

A Head Start program must not prescribe any fee schedule or otherwise provide for the

charging of any fees for participation in the program. If the family of a child determined to

be eligible for participation by a Head Start program volunteers to pay part or all of the

costs of the child’s participation, the Head Start program may accept the voluntary

payments and record the payments as program income. Under no circumstances shall a

Head Start program solicit, encourage, or in any other way condition a child’s enrollment or

participation in the program upon the payment of a fee. All Head Start and Early Head Start services are provided at no charge to the family. In the full day Head Start and Early Head Start classrooms, children attending before 8:00 am and after 3:30 pm are provided child care services. Parents are asked to complete an application for a child care subsidy from the Illinois Department of Human Service. As part of that process, IDHS assigns parent a co-payment amount that must be paid weekly for the care provided before and after Head Start or Early Head Start services are provided.

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