ERSEA Region V 2015 Manual

ERSEA

MANUAL

REGION V

Table of Contents

Tri-Valley Opportunity Council, Inc. – Head StartPosition Work Plan

Position: Recruiter and Family AdvocateTimeline ResponsibilityPrior to Center Opening

Recruitment/Pre-identification efforts (ongoing)a. Update recruitment plan with Center Manager and submit to Administrative Office.b. Recruitment map should be updated and posted – identifying recruitment and service areas, as

well as where families are living.c. Preparation of posters/flyers – label with center name, address, phone number, and registration

dates.d. Post posters/flyers in local businesses, agencies, etc. in your recruitment area (examples: local

gas stations, grocery stores, laundry mats, WIC, Public Health, Clinics, Social Service Agencies, Workforce Centers and Migrant Agencies).

e. Announcements on local radio stations and in local newspapers.f. Pre-identification of families – completing the COE/Application and Head Start Eligibility

Verification form before on-site registration.g. Documentation of activities on the Recruitment Activity/Poster Log (examples: dates of activities,

business names, addresses and contact person/date posters were posted/checked).h. Inform Center Manager & Family & Community Services Specialist at least weekly on recruitment

activities, number of families identified, and local migrant issues (start date for agricultural activity, families moving into area, housing issues etc.)

i. Scan Recruitment Activity Log into Teaming weekly Community Contacts – (ongoing)

a. Completing Community Partnership Agreements. (Meet or speak with agencies and services in advance of program start.)

b. Updating existing Community Partnership Agreements.c. Identifying and initiate new Community Partnership Agreements.d. Establishing contacts with schools, Social Service Agencies, WIC, Food Shelf, Workforce, MET,

Adult Education, etc. – obtain information regarding services, times, contact person, etc.e. Identify and respond to immediate family needs. Assist or refer, as appropriate, and document.

This information can be garnered through Family Support Survey or other formal/informal family contacts.

f. Initiate Service Referral forms, documenting follow-up on each form and in online databaseg. Participate in community collaborative groups and activities.h. Create networking and referral opportunities, inviting other services to be involved in center

registration, parent meetings, etc.

Resource Directory. Utilize Community Resource directory and/or 211 resource brochure.(211 North West MN will print county resource brochures at little cost to Tri-Valley. Contact them at 800-543-7709)

a. Update last year’s resource directory/brochure – local emergency services, job information, ESL, and GED class information.

b. Directories or resource brochures MUST be updated and completed prior to registration so that copies are handed to parents.

c. Contact each phone number listed on directory/brochure to verify.d. Advise 211 services of any necessary corrections or changes.e. Request updated brochures reflecting accurate contact information.

Contact local growers/farm laborers and update list.On Site Registration Working with key staff, set up registration process.

Ensure all staff and families are aware of registration dates and times. Examine set-up. Ensure that it is easy to follow and families’ wait time is minimized as much as

possible. Post Welcome, Recruiter & Family Advocate, Nurse, etc. signs. Provide families the Parent Handbook and review together. Be sure that Center Information Sheet and

Community Resource Directory are included. Promote parent involvement activities and options, encouraging parent participation. Begin initial introduction to program governance concepts. (Center parent meetings and Policy

Council.) Parent Resource area and materials should be displayed and available. Continue follow-up and documentation of any previously identified family needs. COE/Application, Head Start Eligibility Verification, Selection Criteria and Eligibility Determination forms

given to Data Quality and Support Assistant/Center Manager to complete. Selection, Enrollment, Waiting List form is completed by Data Quality and Support Assistant (Region

XII). Initial Selection Process is completed by key staff, according to Center Manager’s instructions. Notify all families of selection results. Work with Center Manager and other appropriate staff to set up bus routes.

First Week of Center Opening

Continue identification/registration process. Make referrals – document in case notes, in online database

First Parent Meeting and Ongoing Parent Meeting Planning

Have discussion with Center Manager about first Parent Meeting. Assign responsibilities for the following:

a. Prepare and send Head Start Parent Committee Meeting Planning form to Family Service Specialist one week prior to meeting dates.

b. Prepare for Policy Council elections.

c. Compile training topics from Family Support Survey and present the most requested topics to parents.

d. Discuss use of Parent Activity funds. Share some possible options for parent meeting activities and solicit additional parent input. (Amount available and parent decisions must be reflected in meeting minutes.)

e. Parents discuss/review and approve Parent Committee By-Laws.f. Promote and ensure active parent involvement in all parent meeting planning and facilitation.g. Prepare agenda, sign-in, In-Kind, handouts, etc.h. After Policy Council elections, send the Policy Council Membership Agreement forms to

Administrative Assistant at the Administrative Office.i. Have community and parent education resources available at meeting.j. Scan copies of meeting notices, agendas, sign-ins, meeting minutes in Teaming store originals at

the center archives for three years.k. Send copies of agenda, meeting minutes, and In-Kind to Administrative Office.l. Make sure that Policy Council meeting minutes and Center committee meeting minutes are

available to parents through posting in Parent Resource area or newsletter.After Center Opens Recruiter & Family Advocates should be initiating Family Partnership Agreement/Goal Setting forms on

home visits. Goal settings must be initiated in a reasonable amount of time that allows for meaningful interactions/work/support to make progress toward identified steps and strategies.

Ongoing documentation of goal setting progress, referrals made, support services utilized on Head Start Database (Child Plus).

Ongoing updates of Family Contact Record and/or Child Plus Family Case Notes.Ongoing Encourage parents to volunteer with program, attend parent meetings.

Encourage parents to apply for positions within Tri-Valley. Encourage parents to use the parent resources available to them. Keep abreast of factors affecting families (changes in employment, changes in family

structure/members, housing issues, health concerns, families’ involvement with other service agencies, etc.) Update relevant center staff as appropriate, through Family Progress and Planning and other means as necessary.

Maintain a current awareness of community programs, services, etc. Ensure that Head Start program maintains an active presence/visibility in the community/ies served. Attend and participate in the Family Progress and Planning meetings. Be involved with the selection process. Recruitment. Identification/Registration of families.

Last Week of Services Gather information on families’ plans for next steps and settings.

Prepare and distribute local ND, MN, or TX resources information based on each families’ individual plans.

Provide resources to assist in connection with child’s next setting, ie: child care, kindergarten, another Head Start program, etc.

Ensure appropriate, updated family documents are included in the child and family portfolio. Be involved in a follow-up meeting with key staff. Make sure all completed forms are in the family files. Fill out applicable Program Information Report segments, as requested by Center Manager.

Recruiter & Family Advocate I, II, III

Reports to: Center ManagerProgram/Dept: Head Start

Grade: Non-Exempt O-26 (I), 27 (II), 28 (III)

Tri-Valley Opportunity Council, Inc.

The mission of Tri-Valley Opportunity Council, Inc. is to provide opportunities to improve the quality of life for people and communities

SUMMARY OF PRIMARY FUNCTION

The Recruiter & Family Advocate, at the local level, serves as the program recruiter, social services and parent involvement aide, child/family advocate, and primary liaison between families, the community, other service agencies. The Advocate assists in assuring program goals are met and practices comply with Head Start Performance Standards and other program components.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Identification and Recruitment1. Identifies, recruits, and enrolls eligible children/families in comprehensive child/family programs

including Head Start, Migrant Child Care, and K-12 Migrant Education.2. Proactively establishes contacts and connections with public and private community agencies to

facilitate effective program operation and follow-up.3. Enhances family/community awareness of the program through local advertising.4. Contacts local growers and community agencies and secures their permission to recruit

children/families on their premises.5. Explains to families the educational, health, nutritional, and social benefits of the program and

informs them of their civil rights.6. Requests and records information on all documentation necessary to certify eligibility.7. Provides information to parents about the various program services and their child’s program

activities.8. Provides appropriate translation/interpretation necessary for effective communication.9. Collaborate directly with the Regional Recruiters from Minnesota to coordinate recruitment efforts

at centers with migrant and seasonal programs.10. Provides communication and coordination with families, growers and public/private community

agencies to disseminate all program information, which relates to or involves the families.11. Maintains informed of family patterns, needs and issues. Identifies and proposes changes in services

and/or service areas to meet needs. Communicates needs and issues to Family & Community Services Manager.

12. Works with school districts, migrant programs, community agencies and agri-business partners with the geographic area to set up procedures for relaying information on identified migrant children.

13. Fully understands all forms pertaining to the job and how each form is to be correctly completed.14. Contacts potential employers (growers-farmers, nurseries, contractors, Human Resources/Personnel

Managers, etc.) in order to provide leads regarding location of children.

15. Conducts personal interviews with heads of potential households and other sources, completing the application or Certificate of Eligibility (COE) when appropriate.

16. Obtains parent/guardian/self-signature for all eligible families/individuals wherever possible.17. Forwards completed applications and Certificates of Eligibility (COE) to the Family & Community

Services Manager within 24 hours.18. Determines family eligibility based on an interview with the head of household or other responsible

person.

Resource Development1. Serves as the primary liaison between families, the community, other service agencies and the local

project. 2. Acts as a direct communication link between the project and families.3. Acts as a liaison/link between the school/community and the community/migrant/low income

population.4. Serves as liaison between Center staff and the family of a child with a suspected/diagnosed disability

throughout the process of identification and diagnosis of the disability, local service planning, implementation and follow-up.

5. Develops/ updates community resource directory to provide for families.

Parental and Family Involvement1. Assists parents in their involvement in school programs.2. Assists parents in recognizing their influence on their child’s health and development.3. Assists in the planning and implementation of local parent governance activities. This should include

attendance of its meetings, ensuring that minutes are taken, notifying parents of the meetings, and encouraging parental participation.

4. Assists in the planning and implementation of local parent training activities.5. Assists in identifying family needs and makes referrals as appropriate to meet needs.6. Provides appropriate translation/interpretation necessary for effective communication.7. Offers parents the opportunity to engage in collaborative family partnership agreement process.

Communication and Training1. Assists the local management/supervisory, educational, and health staff in effectively meeting child

and family needs. 2. Assists the education and health staff in the identification of special child and family needs and

works with the entire staffing planning educational and support programs that appropriately meet these specific needs.

3. Ensures ongoing documentation of contacts with family in online database.4. Assists the educational and health staff in scheduling/conducting home visits.5. Assists educational and health staff in providing parents with information regarding the child’s

health and educational activities, attendance, and progress.

STANDARD PERFORMANCE EXPECTATIONS

1. Maintains confidentiality of all client and employee information encountered.2. Displays a positive attitude and presence; is motivated to do their best.3. Builds professional work relationships; fosters a teamwork approach regardless of role or level of

interaction.

ISP – ERSEA 1 | P a g e

4. Professionally interacts with co-workers and supervisor, treating everyone with respect; supports the decisions of management and contributions of others.

5. Regularly attends work as position requires; provides notice as expected when time off is requested or necessary. Is punctual for work, meetings, and appointments.

6. Produces quality work, taking the initiative to complete duties with minimal supervision. Meets expectations and deadlines, asking for clarification and guidance as needed.

7. Complies with Corporate Policy Manual, Corporate Safety Policies and Procedures and applicable program or department specific policies, procedures, regulations and standards; seeking clarification as needed; reports unsafe or illegal actions; and understands they will be held accountable for their actions.

8. Adapts to and supports changes made to improve systems and services. Pursues different approaches, is flexible, offers suggestions and maintains an open mind to the ideas of others.

9. Displays fluid time management skills; simultaneously works on multiple projects and duties within strict time constraints.

10. Supports the mission of Tri-Valley; is knowledgeable of, supports and promotes Tri-Valley programs and services.

MINIMUM REQUIREMENTS

1. Meet language communication requirements by Head Start program: Region XII Program : Ability to communicate fluently in English and Spanish or Somali, as defined

by program need, verbally and in writing; must pass bilingual test. Region V Program : Ability to communicate fluently in English and Spanish or Somali, as defined

by program need, verbally and in writing, strongly preferred but not required.2. Familiar with the migrant population and culture of migrants and/or the ethnic population groups

served and their culture.3. Initiative to independently identify potential families within the communities served.4. Reliable transportation to meet the needs of the position.5. Proof of valid driver’s license and current/adequate vehicle insurance coverage.6. Ability and willingness to work a schedule necessary to meet identification and recruitment needs,

which may include evenings and weekends. 7. Excellent interpersonal and communication skills.8. Familiar with the geographical area within HS service area.9. Education and experience as follows:RFA I

High School diploma or equivalent; or Two year non-human service related degree

RFA II Family Service Credential Certificate; or Two year human service related degree with up to 5 years Head Start experience

RFA III Four year degree in Social Work, Family or Parent Education, Family and Consumer Science,

Social Justice or similar degree; or Two year degree in Social Work, Family or Parent Education, Family and Consumer Science,

Social Justice or similar degree with 5 or more years Head Start experience

PREFERRED REQUIREMENTS


1. Prior experience in migrant population “outreach work” with an established migrant service agency.2. Familiar with community resources available, general health care, and parent concerns.3. One year experience in a Migrant Education and/or Migrant Head Start program.4. Is knowledgeable of Head Start Performance Standards and appropriate State and Federal

guidelines.5. Ability to communicate in other languages that benefit program services.

PHYSICAL AND MENTAL DEMANDS - HAZARD AND EXPOSURE LEVEL

To ensure the safety and well-being of Tri-Valley employees, physical and mental demands have been identified, as well as the likelihood of hazards and exposure levels relative to this position. Precautionary measures are in place to reduce or eliminate injury and illness; employees are expected to follow to ensure their personal safety and safety of others. Reasonable accommodations may be available. This position requires:1. Significant driving of personal or program vehicle, requiring acute awareness of surroundings,

continuous use and unrestricted mobility of both hands, feet, arms and legs, head, neck, shoulders, and back. Prolonged sitting, physical and mental fatigue, stress associated with concern for personal safety in poor weather and road conditions, working in unfamiliar or unsafe neighborhoods, at times nights and weekends, and in the homes of others.

2. Normal range of hearing and vision, with or without corrective aides. 3. Regular walking with periods of prolonged sitting with regular movement of hands, wrist, and arms

to complete repetitive and independent tasks requiring manual dexterity sufficient to type and grip, grasp, hold, push and pull objects.

4. Regular twisting, turning, bending, reaching and stretching of head, neck, shoulders and torso at body level; occasional reaching above or below. Occasional bending, kneeling, squatting, climbing stairs and lifting up to 40 pounds.

5. Mental demands include stress associated with organizing work duties, multi-tasking and meeting deadlines, frequent changes in procedures and priorities. May encounter upset individuals, on the phone and in person. Must maintain calm, professional and respectful of others in stressful situations.

6. Environmental hazards associated with entering potential client homes and worksites; maintenance of buildings, dust, mold, chemicals, fumes, tobacco smoke, animals, and unexpected verbal aggression.

7. Occasional contact with contagious diseases, bloodborne pathogens; blood and bodily fluids.

ACKNOWLEDGEMENT

1. This position description details an overview of the duties, responsibilities, and expectations of the position. It should not be considered an exhaustive list of all expectations of the position; additional duties and responsibilities may be added or changed as appropriate to meet the needs of the corporation, program, or department.

2. This position description is not a contract for employment; Tri-Valley Opportunity Council, Inc. is an Employer at Will and as such either party may terminate employment at any time, for any reason, or no reason at all.

3. I have read and understand the essential functions and expectations of the position. I have had the opportunity to ask questions and attest that I can perform the essential functions of the position with or without a reasonable accommodation.


ERSEA ISP


A. Recruitment

General Approach:Tri-Valley Head Start Programs (TVHSPs) actively recruits children and families to ensure that every slot is filled as soon as possible, and within 30 days of becoming available for Head Start and Early Head Start. Ten percent of our slots are made available to children with disabilities. And, to ensure that we are serving the neediest families, no more than 10% of slots are occupied by over-income children. In addition, no more than 35% of children are between 100-130% of the federal poverty guidelines. Our goal is to actively inform all families with eligible children within the recruitment area of the availability of services, and encourage and assist them to apply for admission to the program, such that we always have a significant waiting list of families for each program, and for each program option.

We use two tools to ensure that we identify and ultimately serve the families in highest need:1) Community Assessment: TVHSPs perform a detailed Community Assessment every

three years and updates it in the interim years. The Community Assessment is used to identify specific areas with high concentrations of families in poverty as well as community-based agencies that can refer interested, income-eligible families. The Community Assessment is also used to adapt our recruitment strategies to address any gaps in our enrollment (e.g., underrepresented demographic or geographic groups).

2) Selection Criteria: The Selection Criteria, which is updated and approved by Policy Council annually, has been designed to ensure that children and families of the highest need rise to the top of the waiting list. When we recruit, we target as wide a range of eligible families as possible. The Selection Criteria allows us to then prioritize those families according to need.

We recruit largely by partnering with community-based agencies that serve low-income children and families, and can provide referrals for our services. We find it most effective to recruit in the following ways:

Currently Enrolled Parents Door-to-Door Canvassing Clinics/Hospitals Foster Care Providers Other Child Care Providers Churches Public Housing WIC Offices Early Intervention Partners Homeless Shelters/Agencies Local employers

Key Dates and Calendar Tasks:

Federal Regulations:

1304.50(d)(vii)—Policy Council Approval of Selection Criteria

1305.3(d)(3), (f), (g)—Determining Community Strengths and Needs

Tasks and Activities Timeframe Staff ResponsibleCommunity outreach through community partners.

Ongoing, with particular emphasis in spring/summer (as needed)

Recruiter Family Advocate (RFA)

Enrollment opportunities filled within 10 days for Head Start and Early Head Start.

Ongoing, as needed RFA

Community Assessment completed.

AugustProgram Compliance Manager

B. Eligibility and Selection

General Approach:TVHSPs uses a consistent process to define, approve and implement a set of Selection Criteria that is consistent with all Head Start Program Performance Standards and ensures we are providing services to children and families most in need.

Our Selection Criteria are closely linked to Community Assessment data as well as our strategic planning process. Annually, the program staff revisits these criteria to ensure they reflect the most recent information from the Community Assessment, then submits them to the Policy Council for review and approval.

The selection criteria fall into the following categories, depending on the program: Income Level Documented Disability Parental Status Child Factors Pregnancy Factors Family Factors Other Factors Parent Working Status Mobile Migrant

The Selection Criteria Tool contains descriptors in each of the categories above, with each descriptor assigned a point value ranging from 0–20 (depending on the category). Point values are intended to reflect enrollment priorities, and are updated at least annually to ensure they reflect any changes. We use this tool to evaluate each application to the program.

Total point values on the Selection Criteria are used to rank applicants in order of priority for enrollment, as well as to ensure that 10% of total enrollment opportunities are given to children with disabilities.

Key Dates and Calendar Tasks:



1304.50(d)(1)(vii)—Policy Council Approval of Selection Criteria

1305.3(d)(6)—Using Information from Community Assessment

1305.4—Age of Children & Family Income Eligibility

Tasks & Activities Timeframe Staff ResponsibleRevisit Selection Criteria and update as needed.

Annually Family & Community Services Team

Selection Criteria approved by Policy Council.

AnnuallyHead Start, Child & Family Programs Director

Selection Meeting.Varies by center

Center Manager and center team

C. Enrollment and Entry

General Approach:TVHSPs is committed to ensuring that our Head Start and Early Head Start programs remain fully enrolled at all times, that our Migrant & Seasonal Head Start Program meets its funded enrollment, and that new children and families begin receiving services as promptly and efficently as possible. We accomplish this by implementing a clear process for enrolling children and documenting it in ChildPlus.

The definition of enrollment, according to the Head Start Program Performance Standards, is the official acceptance of a family by a Head Start Program and the completion of all procedures necessary for a child and family to begin receiving services. TVHSPs defines “enrolled” as eligible, selected, registered with education and registered with health.

To be chosen for enrollment, a child must have the highest score on the Selection Criteria among children on the waitlist for that specific program option. We always verify income eligibility before a child is enrolled in our program. On the date of enrollment, the Data Quality Support Assistant (DQSA) re-categorizes that child’s status as “Enrolled” in ChildPlus.

D. Child and Family Intake

General Approach:TVHSPs is committed to providing each child and family with the highest quality services from the very beginning of their involvement. To this end, as well as to ensure effective, efficient management and compliance with all Head Start Program Performance Standards, we use a clear, consistent process for intake of new children and families. While this process is primarily designed to complete all required paperwork for a new child and family, it also contributes to the broader goals of transition and relationship-building for new families in the program (see also 6-M).

The intake process consists of the following basic steps:1) Application - The family completes the Head Start Application and submits several

other key pieces of documentation to enable selection.2) Selection – The Recruiter Family Advocate (RFA) completes the Selection Criteria to

determine the applicants’ eligibility (see also 13-B), Key staff meet to review all eligible applicants and select based on the highest selection points. Families are then contacted to inform them of acceptance (see also 13-C).



1305.7—Enrollment

3) Registration - In this important meeting, families are thoroughly briefed on program information and policies; ask any key questions; and complete a range of paperwork required by Head Start Program Performance Standards and state Child Care Licensing. In the center-based program, this takes place during registration days and includes completing paperwork with teaching, health and family service staff. In the home-based program, Home Visitors incorporate all requirements for this meeting into the first one or two home visits.

4) Orientation - During this step, families are familiarized with various program and agency policies and procedures, including in-kind and parent involvement, curriculum, parent committees and the Policy Council, as well as the Parent Handbook.

Standardized tools and forms are used for each intake step outlined above. In addition, each component of the intake process is an opportunity for communication and collaboration with families, particularly those families whose children have diagnosed or suspected disabilities (see also 8-F).

Key Dates and Calendar Tasks:Tasks & Activities Timeframe Staff Responsible

Registration for all new families entering the center.

Varies depending on program and center

Center Manager, RFA, teaching staff, health staff

Intake paperwork completed with new home-based families.

Ongoing, during new family’s first home visit(s)

Home Visitor

Intake meetings with newly enrolled center-based families.

Ongoing, before or during child’s first week

RFA

Home visits with families in the center-based program.

August/September; ongoing Teacher

E. ERSEA Record-Keeping and Monitoring

General Approach:TVHSPs utilizes a record-keeping system designed to enable leadership and family services staff to easily monitor the status of Eligibility, Recruitment, Selection, Enrollment, and Attendance. At the center of our system is ChildPlus, a technology application which allows us to capture all family intake and enrollment information, including:

Income and Eligibility Status. The family income from the previous 12 months or calendar year and number of family members, as well as whether the family is eligible via Public Assistance, Supplemental Security Income, homelessness, or foster care.

Selection Points. The points the child receives from the Selection Criteria. Enrollment. The date which a child enrolled. Enrolled means after a child is

deemed eligible, has been selected, and registered with education and health services.

Attendance. Daily attendance is entered.

The information captured in ChildPlus is used to monitor key indicators included in the weekly Manage By Objectives Report (see also 2-B), such as whether we are fully enrolled and have a



1304.51(g)—Record-Keeping & Reporting

waiting list; whether we have made available ten percent of slots for children with disabilities; whether we are serving at least 90 percent income-eligible children; and when a slot must be filled to meet the 30-day requirement.

TVHSPs also utilizes standardized tools and forms to capture and organize ERSEA-related information program-wide. This is evidenced in two places:

1) Family’s Files at center. Each family’s file is organized with a checklist of what needs to be included. Examples of forms used include the Application, Certificate of Eligibility, Income Eligibility Verification, and Eligibility Determination.

2) Original Family File at Administrative Office. The originals of the Family File are sent for secondary review to the Administrative Office. After any necessary corrections are made, the file is stored by center.


Family files completed and subsequently updated.

Ongoing as per individual start date

Home Visitor, RFA

ChildPlus updated with enrollment and attendance information.

Daily and as neededDQSA, Center Manager, Assistant Center Manager

Family files audited for completion. OngoingFamily & Community Services Specialist

F. Maintaining Enrollment and Waiting List

General Approach:TVHSPs is committed to ensuring that our Head Start & Early Head Start program remains fully enrolled at all times and that any vacancy is filled as soon as possible (no later than 10 days after becoming available). Likewise we are commited to reaching full enrollment by the end of the program year for our Migrant & Seasonal Head Start program. We accomplish this by maintaining an up-to-date waiting list and using ChildPlus to monitor attendance and enrollment at all times.

In the event that our program has no available slots for an applicant who would otherwise be eligible for Head Start, that child is automatically put on the waiting list for the appropriate center or program option. The waiting list is ranked in order of eligbility selection points, to ensure that we are always serving children and families most in need of services. For example, income-eligible children will always be ahead of over-income children on the list.

Children may also be put on the waiting list at a family’s request. For example, a family who is offered enrollment in the center-based program option may request to also be put on the home-based waiting list.

Family service staff update the waiting list throughout the year, as new applications are received. Once a year, we contact all families on the waiting list, as a courtesy to confirm their continued interest in the program, to ensure that we have a current address, and confirm eligibility.



1305.6(d)—Waiting List

When a child leaves the program for any reason, we immediately take steps to ensure that his/her slot is filled within 10 calendar days. Family services or home-based staff contact the first family on the waiting list. If that family accepts the enrollment opportunity, the child is enrolled in ChildPlus and arrangements are made for entry (see also 14-C). If a waiting list family chooses not to enroll in the program when given the opportunity, we contact the next ranked family.

Our program uses the weekly Management By Objectives Report, based on data from the ChildPlus technology application, to monitor our enrollment, waiting list and 30-day turnover. On a monthly basis, ChildPlus reports 2001: Enrollment and 2210: Enrollment Turnover are printed and reviewed by the Family & Community Services Manager. TVHSPs also uses ChildPlus Report 2025: Enrollment Priority Listing to view the current waiting list.


Enrollment opportunities filled within 10 days.

Ongoing, as neededRFA and Home-Based staff

MBO report produced and distributed, including enrollment data.

WeeklyData Systems Coordinator

Follow-up to address enrollment issues in Weekly MBO.

WeeklyHead Start, Child & Family Programs Director & Leadership Team

Send update to all families on waiting list to provide current waiting-list status, confirm contact information, remind about staying current with medical requirements.

Annually (usually May)

RFA and Home-Based staff

G. Monitoring Attendance and Absenteeism

General Approach:TVHSPs is committed to maintaining full enrollment as well as ensuring that children and families enrolled in all program options are receiving the full benefit of our services. For these reasons, we closely monitor attendance and absenteeism and implement any necessary steps to address problems on the individual, classroom or program level.

Center-based attendance is recorded daily by teachers and entered in ChildPlus. Home-based attendance is tracked in ChildPlus through recording participation in weekly home visits. The average daily attendance for the month is included in the weekly Manage By Objectives Report (see also 2-B). And, ChildPlus Report 2330: Consecutive Absences is used to identify individual problems with absenteeism.

Our first priority in addressing child absenteeism is to determine whether additional support is needed for that family. RFAs regularly contact families after children are absent more than two days from the center-based program without parental notification, thus staying informed about



1305.8(a)—Average Daily Attendance

any new challenges or circumstances the family may be facing. In this conversation, staff will gather information about any family circumstances affecting attendance, identify additional family support needs, emphasize the importance of regular attendance, and set expectations for improvement.

In situations where absenteeism is chronic, consistently undocumented;, unrelated to illness, family hardship or similar reasons, or persists even after multiple attempts at family support as described above, we will offer the family another program option, such as home-based services, that may better fit their needs. In this event, the center-based slot will be considered a vacancy. This step is a last resort, used only after staff has made every effort to keep the family engaged in and benefiting from the program.


MBO report produced and distributed. Weekly Data Systems Coordinator

Follow-up to address attendance issues. WeeklyHead Start, Child & Family Programs Director & Leadership Team

Use ChildPlus Reports 2301 and 2330 to monitor average daily attendance and consecutive unexcused absences.

MonthlyHead Start, Child & Family Programs Director & Leadership Team


A. Reclutamiento

Enfoque General:Los Programas de Tri-Valley Head Start (TVHSP) activamente reclutan a niños y familias para asegurar que cada espacio se llene lo más pronto posible, y dentro de 30 días de haberse puesto disponible para Head Start y Head Start de Temprana Edad. 10% de nuestros espacios están reservados para niños con discapacidades. Y, para asegurar que estemos sirviendo a las familias más necesitadas, no más de 10% de nuestros espacios pueden ser ocupados por niños de familias que estén sobre el límite de ingreso. Además, no más del 35% de niños pueden estar dentro del 100-130% de la línea de pobreza. Nuestra meta es informar a todas las familias que tengan niños elegibles dentro del área de reclutamiento de nuestros servicios, y animar y asistirlos para que soliciten participar en el programa, tal que siempre tengamos una lista de espera significante para cada programa y opción de programa.

Usamos dos herramientas para asegurar que identifiquemos y ultimadamente sirvamos a las familias con mayor necesidad:

1) Asesoramiento Comunitario: TVHSP realiza un Asesoramiento Comunitario detallado cada tres años y lo actualiza durante los años interinos. El Asesoramiento Comunitario se usa para identificar áreas específicas con altas concentraciones de familias que sufran de pobreza, al igual que para identificar agencias comunitarias que puedan referir a familias elegibles e interesadas. El Asesoramiento Comunitario también se usa para adaptar nuestras estrategias de reclutamiento y para poder abordar cualquier problema de matriculación (como grupos demográficos o geográficos no representados).

2) Criterio de Selección: El Criterio de Selección, el cual es actualizado y aprobado por el Concilio de Póliza anualmente, ha sido diseñado para asegurar que los niños y familias de la más alta necesidad estén primero en la lista de espera. Cuando reclutamos, buscamos a un rango ancho de familias elegibles. El Criterio de Selección nos permite priorizar a esas familias de acuerdo a sus necesidades.

Reclutamos en gran parte asociándonos con agencias comunitarias que sirvan a niños y familias de bajos ingresos, y puedan referirnos a estas familias. Reclutamos más efectivamente de las siguientes maneras:

Padres Actualmente Matriculados Tocando de Puerta a Puerta Clínicas/Hospitales Proveedores de Cuidado de Crianza Temporal Otros Proveedores de Cuidado de Niños Iglesias Viviendas Publicas Oficinas del WIC Socios de Intervención Temprana Refugios/Agencias para Personas sin Hogar Empleadores Locales

Fechas Claves & Actividades en el Calendario:Tareas y Actividades Marco de Tiempo Personal Responsable

Alcance comunitario por medio de socios comunitarios

Continuo, con énfasis particular en la primavera/verano (como sea necesario)

RFA’s

Llenar espacios de matriculación disponibles dentro de 10 días para Head Start y Head Start de Temprana Edad

Continuo, como sea necesario RFA

“people helping people” Recruiter & Family Advocate I, II, III 1/9/151

Reglamento Federal:

1304.50(d)(vii)—Aprobación del Criterio de Selección por el Concilio de Póliza

1305.3(d)(3), (f), (g)—Determinación de Fortalezas y Necesidades Comunitarias

Completar Asesoramiento Comunitario

AgostoGerente de Cumplimiento del Programa

B. Elegibilidad & Selección

Enfoque General:TVHSP usa un proceso consistente para definir, aprobar e implementar un Criterio de Selección que sea consistente con todas las Normas de Desempeño del Programa de Head Start y asegure que estemos proveyendo servicios a los niños y familias que más lo necesiten.

Nuestro Criterio de Selección está vinculado cercanamente con los datos del Asesoramiento Comunitario al igual que con nuestro proceso de planeamiento estratégico. Anualmente, el personal del programa revisa el criterio para asegurar que refleje la más reciente información del Asesoramiento Comunitario, y después se lo entrega al Concilio de Póliza para que lo revise y lo apruebe.

El criterio de selección cabe dentro de las siguientes categorías, dependiendo del programa: Nivel de Ingreso Discapacidad Documentada Estado Parental Factores del Niño Factores de Embarazo Factores Familiares Otros Factores Estado de Trabajo de los Padres Migrante Móvil

La Herramienta de Criterio de Selección contiene descripciones de cada categoría mencionada arriba, y cada descriptor tiene una puntación de entre 0-20 puntos (dependiendo de la categoría). Los puntos reflejan la prioridad de matriculación, y se actualizan anualmente para asegurar de que reflejen cualquier cambio. Usamos esta herramienta para evaluar cada solicitud del programa.

La puntación total se usa para priorizar a los solicitantes, al igual que para asegurar que 10% de todos los espacios disponibles vayan a niños con discapacidades.


Revisión y actualización de criterio de selección.

AnualmenteEquipo de Servicios de Familia

Aprobación del Criterio de Selección por el Concilio de Póliza

AnualmenteDirector del Programa para Niños y Familias de Head Start

Reunión de Selección Varia por Centro Equipo y Gerente del Centro

C. Matriculación & Entrada


Reglamento Federal:

1304.50(d)(1)(vii)—Aprobación del Criterio de Selección por el Concilio de Póliza

1305.3(d)(6)—Usar Información del Asesoramiento Comunitario

1305.4—Edad del Niño & Elegibilidad de Ingreso Familiar

Reglamento Federal:

1305.7—Matriculación

Enfoque General:TVHSP hace todo lo posible por asegurar que nuestros programas de Head Start y Head Start de Temprana Edad permanezcan completamente matriculados en todo momento, que nuestro Programa de Head Start para Familias Migrantes y de Temporada cumpla con su matriculación subvencionada, y que niños y familias nuevas reciban servicios lo más pronto y eficiente posible. Logramos esto por medio de la implementación de un proceso claro de matriculación y documentación de niños en ChildPlus.

La definición de matriculación, según las Normas de Desempeño de Head Start, es la aceptación oficial de una familia por el Programa de Head Start y la terminación de todos los procedimientos necesarios para que el niño y su familia empiecen a recibir servicios. TVHSP define “matriculado” a un niño que sea elegible, seleccionado, y registrado con los departamentos de educación y salud.

Para ser elegido, un niño debe tener la puntación más alta en el Criterio de Selección, de todos los niños que estén en la misma lista de espera. Siempre verificamos el ingreso de la familia antes de matricularlo en nuestro programa. En la fecha de matriculación, el Asistente de Calidad de Datos (DQSA) re-categoriza el estado del niño como “Matriculado” en ChildPlus.

D. Admisión de Niño y Familia

Enfoque General:TVHSP se ha comprometido a proveer servicios de la más alta calidad a cada niño y su familia desde el inicio de su participación en el programa. Con este fin, al igual que para asegurar una administración efectiva y eficiente y el cumplimiento con todas las Normas de Desempeño del Programa de Head Start, usamos un proceso claro y consistente para inscribir a niños y familias. Mientras este proceso está diseñado principalmente para completar el papeleo requerido para cada nuevo niño y familia, también contribuye a las metas de transición y a la creación de relaciones para nuevas familias del programa (vea también 6-M).

El proceso de inscripción consiste de los siguientes pasos:1) Solicitud – La familia llena la solicitud de Head Start y entrega las piezas de documentación requeridas

para posibilitar el proceso de selección.2) Selección – El Reclutador y Asistente Familiar (RFA) revisa el Criterio de Selección para determinar la

elegibilidad de la familia (vea también 13-B). El personal se reúne para revisar a todos los solicitantes elegibles y para priorizarlos usando la puntación de selección. Las familias después son contactadas para informarles de que han sido aceptadas (vea también 13-C).

3) Matriculación – Las familias son informadas sobre el programa y sus pólizas, pueden hacer preguntas, y completan un rango de papeleo requerido por las Normas de Desempeño del Programa de Head Start y por la Licenciatura de Cuidado de Niños del Estado. Para el programa basado en el centro, esto se lleva a cabo durante los días de inscripción e incluye llenar formularios con el personal de instrucción, de salud, y de servicios familiares. Para el programa basado en casa, los Visitantes de Casa incorporan todos los requisitos de esta reunión en una o dos visitas a casa.

4) Orientación – Durante este paso, las familias son informadas sobre los varios programas y procedimientos, incluyendo el requisito de en-especie y participación de padres, currículo, comité de padres, el Concilio de Póliza y el Manual de Padres.

Se usan formularios y herramientas estandarizadas para cada paso de inscripción delineado arriba. Además, cada componente del proceso es una oportunidad para comunicarse y colaborar con las familias, particularmente aquellas familias que tengan niños que hayan sido diagnosticados con, o para los que se sospeche que tengan, alguna discapacidad (vea 8-F).


Matriculación para nuevas familias del centro

Varía dependiendo del programa y del centro

Gerente del Centro, RFA’s, Personal de Instrucción, Personal de Salud

Completar formularios con familias Continuo, durante la primera Visitante de Casa


del programa basado en casa visita de casa de la familiaReuniones con las familias nuevas del centro

Continuo, antes o durante la primera semana del niño

RFA ‘s

Visitas de Casa con familias del programa del centro

Agosto/Septiembre, continuo Maestras

E. Mantenimiento de Registros & Monitoreo de ERSEA

Enfoque General:TVHSP utiliza un sistema de mantenimiento de registros diseñado para permitir que el personal de servicios familiares monitoree fácilmente el estado de Elegibilidad, Reclutamiento, Selección, Matriculación y Asistencia. En el centro de nuestro sistema esta ChildPlus, una aplicación tecnológica que nos permite capturar toda la información de inscripción y matriculación de la familia, incluyendo:

Estado de Elegibilidad e Ingreso. Se toma en cuenta el ingreso familiar de los pasados 12 meses y el número de miembros en la familia, y también si la familia es elegible para recibir Asistencia Pública, Ingreso Suplementario del Seguro Social, esta sin hogar o provee cuidado de crianza temporario.

Puntos de Selección. Los puntos que el niño recibe del Criterio de Selección. Matriculación. La fecha en la cual se matriculo al niño. Matriculado significa que el niño ha

sido determinado elegible y ha sido seleccionado, e inscrito con los departamentos de servicios de salud y educación.

Asistencia. Se documenta la asistencia diaria.

La información capturada en ChildPlus se usa para monitorear los indicadores claves que son incluidos en el Reporte de Manejo de Acuerdo a los Objetivos (vea también 2-B), tal como si estamos completamente matriculados y tenemos una lista de espera; si hemos reservado 10% de los espacios para niños con discapacidades; si por lo menos 90% de los niños que estamos sirviendo vienen de familias con ingreso elegible; y cuándo es que se debe llenar un espacio para cumplir con el requisito de 30 días.

TVHSP también utiliza formularios y herramientas estandarizadas para capturar y organizar la información del programa entero relacionada con ERSEA. Esto se evidencia en dos sitios:

1) Archivo Familiar del Centro. El archivo de cada familia está organizado con una lista de control de lo que debe ser incluido. Algunos formularios incluyen la Solicitud, Certificado de Elegibilidad, Verificación de Ingresos, y Determinación de Elegibilidad.

2) Archivo Familiar Original en la Oficina Administrativa. Las copias originales del Archivo Familiar se mandan a la Oficina Administrativa para ser revisados una segunda vez. Ya que se haya hecho cualquier cambio necesario, el archivo se guarda en el centro.


Completar y actualizar archivos de familias

Continuo, conforme empiece un niño nuevo

Visitante de Casa, RFA

Actualizar ChildPlus con información de matriculación y asistencia

Diario, como sea necesario

Gerente del Centro, Asistente de Gerente del Centro, DQSA

Auditoria de los archivos de familia ContinuoEspecialistas de Servicios de Familia

F. Mantenimiento de Matricula & Lista de Espera


Reglamento Federal:

1304.51(g)—Mantenimiento de Registros y Reportaje

Reglamento Federal:

1305.6(d)—Lista de Espera

Enfoque General:TVHSP se ha comprometido a asegurar que nuestro programa de Head Start y Head Start de Temprana Edad permanezca completamente matriculado en todo momento y que cualquier vacancia se llene lo más pronto posible (no más de 10 días después de haberse puesto disponible). Igualmente, nos hemos dedicado a adquirir el número de matrículas subvencionadas necesarias para el Programa de Head Start para Familias Migrantes y de Temporada. Realizamos esto por medio del mantenimiento de una lista de espera y usando ChildPlus para monitorear la asistencia y matriculación del programa en todo momento.

En dado caso que nuestro programa no tenga un espacio disponible para un solicitante que de otra manera seria elegible para el programa de Head Start, ese niño es automáticamente puesto en la lista de espera del centro apropiado u opción de programa. La lista de espera es priorizada de acuerdo a los puntos de selección, para asegurar que siempre estemos sirviendo a los niños y familias que más necesiten nuestros servicios. Por ejemplo, niños de familias de bajos ingresos siempre estarán antes en la lista que niños de familias que estén sobre ingreso.

Niños también pueden ser puestos en la lista de espera a petición de la familia. Por ejemplo, una familia que este participando en el programa basado en el centro podría pedir ponerse en la lista de espera para el programa basado en casa.

El personal de servicios familiares actualiza la lista de espera durante el transcurso del año, conforme se vayan recibiendo nuevas solicitudes. Una vez por año, contactamos a las familias en la lista de espera como cortesía, para confirmar que siguen interesadas en el programa, asegurar que tengamos su dirección actual, y para reafirmar su elegibilidad.

Cuando un niño deje el programa por cualquier motivo, nosotros inmediatamente tomamos pasos para asegurar que ese espacio se llene dentro de 10 días. El personal de servicios familiares o del programa basado en casa contacta a la primera familia en la lista de espera. Si la familia acepta la oportunidad, el niño es inscrito en ChildPlus y se hacen arreglos para que empiece (vea también 14-C). Si la primera familia decide no matricularse en el programa cuando se le da la oportunidad, contactamos a la siguiente familia en la lista.

Nuestro programa usa el Reporte de Manejo de Acuerdo a los Objetivos semanal, tomando datos de la aplicación tecnológica ChildPlus, para monitorear la matriculación, la lista de espera, y los cambios de los últimos 30 días. Mensualmente, se imprimen los reportes de ChildPlus 2001: Matriculación y 2210: Cambios en Matriculación y son revisados por el Gerente de Servicios Familiares. TVHSP también usa el Reporte de ChildPlus 2025: Lista de Prioridad de Matriculación para revisar la lista de espera.


Llenar espacios de matriculación dentro de 10 días

Continuo, como sea necesario

RFA y Personal del Programa Basado en Casa

Crear y distribuir reporte MBO, incluyendo datos de matriculación

SemanalmenteCoordinador de Sistemas de Datos

Seguimiento para discutir cuestiones de matriculación en el MBO Semanal

SemanalmenteDirector del Programa para Niños y Familias de Head Start, Equipo de Liderazgo

Poner al día a las familias sobre la lista de espera sobre el estado actual de la lista, confirmar información de contacto, recordarles que se pongan al día con los requisitos médicos

Anualmente (usualmente en Mayo)

RFA y Personal del Programa Basado en Casa

G. Monitoreo de Asistencia & Ausentismo


Reglamento Federal:

1305.8(a)—Promedio de Asistencia Diaria

Enfoque General:TVHSP se ha comprometido a la matriculación completa y a la misma vez asegurar que los niños y familias participando en todas las opciones del programa estén recibiendo el beneficio completo de nuestros servicios. Por esto, monitoreamos cercanamente la asistencia y el ausentismo e implementamos cualquier paso necesario para abordar cualquier problema a nivel individual, del salón, o del programa.

La asistencia del centro es documentada por las maestras diaria y en ChildPlus. La asistencia del programa basado en casa es documentada por medio de la participación de la familia en las visitas a casa de cada semana. El promedio de asistencia del mes es incluido en el Reporte de Manejo de Acuerdo a los Objetivos (vea también 2-B). Se usa el reporte de ChildPlus 2330: Ausencias Consecutivas, para identificar problemas de ausentismo.

Nuestra primera prioridad para abordar el ausentismo del niño es determinar si es necesario algún apoyo adicional para la familia. Los RFA’s contactan regularmente a las familias con niños del programa basado en el centro que hayan faltado más de dos días consecutivos sin notificación de los padres, así se mantienen informados sobre cualquier nuevo reto o cambio en circunstancia de la familia. Durante esta conversación, el personal reúne información sobre la familia que pueda estar afectando la asistencia del niño, e identifica si la familia necesita algún apoyo adicional. También se crean expectativas de mejoramiento y se enfatiza la importancia de la asistencia regular.

En situaciones donde el ausentismo es crónico y consistentemente indocumentado; no relacionado con enfermedad, dificultad familiar o motivos similares; o persistente después de múltiples atentos para apoyar a la familia, le ofrecemos a la familia otra opción del programa que mejor se adapte a sus necesidades. En este caso, el espacio se considerara vacante. Este paso es el último recurso y se usa solo después de que el personal no haya logrado mantener a la familia participando y beneficiando del programa.


Crear y distribuir reporte MBO SemanalmenteCoordinador de Sistemas de Datos

Seguimiento para abordar asuntos de asistencia.


Usar Reportes 2301 y 2330 en ChildPlus para monitorear la asistencia diaria y el número de ausencias sin excusa.



CUMULATIVE FORM LIST – MIGRANT ENROLLMENT MANUAL

Attendance Follow-Up Printing Instructions - ½ sheet, Photocopy x 3 (Health, Family, Education)EnglishInstructions - This form is to be initiated by the Teaching Staff after the 2nd unexcused absence or irregular center attendance.

Teaching Staff must forward form onto the Recruiter & Family Advocate as soon as it is filled out. The Recruiter & Family Advocate will contact the family by phone or home visit to find out the reason for the absence and to encourage parents to send their child to the center. The Recruiter & Family Advocate will work with families on understanding the importance and benefits of regular classroom attendance.

Distribution - A copy goes in the Health File after final completion. A copy goes in the Family File after final completion. A copy goes in the Education File after final completion.

Teaching Staff - Completes after the 2nd unexcused absence.Mentor Coach/Mentor Supervisor - Spot checks forms to ensure completion.Recruiter & Family Advocate -Completes after contacting the family and distributes to appropriate staff.Nurse -Checks for health related issues and places in the health file.Center Manager - Monitors the use of the form and follow-up process. Decides if irregular attendance results in dropping the child from

enrollment.FCS Manager - Monitors follow-up process along with attendance forms.

Attendance RecordPrinting Instructions - 8½ x 11, Photocopy on whiteEnglishInstructions - This form is used to document attendance, ensure accurate counts for food program reimbursement and used as a

“double-check” for reporting funded enrollment. Distribution - A copy of the form is given to the Center Manager on a weekly basis. The Center Manager will forward the copy to the

Administrative Office on a weekly basis. The original forms to Administrative Office on a monthly basis. A copy of the monthly attendance is included in the monthly Food Service Report.

Teaching Staff - Completes on a daily basis. Reviews and reports consecutive missed attendance to Recruiter & Family Advocate for follow-up.

Data Quality and Support Assistant - Collects from classrooms on a weekly basis (Region XII) and inputs into Head Start database. Ensures the Administrative Office receives original copy at end of month.

Center Manager - Collects from classrooms on a weekly basis (Region V) and forwards copy to the Administrative Office. Monitors attendance issues. Sends copy of monthly attendance record in the monthly Food Service Report.

Support Systems Team – Audit and monitors the data and files form for 7 years. Uses form as a double-check for reporting funded enrollment.

Food & Nutrition Specialist - Reviews to ensure accurate counts for food program reimbursement and files with monthly food service report.

FCS Manager - Reviews for accuracy and uses to ensure accurate reports

FCS Manager – Reviews form to ensure family is an eligible Migrant and that information is complete and clear. Keeps file for seven years.

Support Systems Team - Audits and maintains Head Start database.

Change in Family Status Printing Instructions - ½ sheetEnglishInstructions - This form is used to communicate with staff about a family information change, or when a child has been withdrawn. Distribution - Copy goes in the Education File. A copy goes to the Data Quality Support Assistant (Region XII), Nurse (Region V) and

in the Family File.Teaching Staff - Completes form. Reads information pertinent to classroom.Data Quality and Support Assistant - Ensures all staff is informed of change and/or if a child is withdrawn from the class list. Makes

updates in the Head Start database (Region XII).Recruiter & Family Advocate - Completes form.Center Manager - Ensures use of form to communicate pertinent information. Makes updates in the Head Start database (Region V). Support Systems Team – Audits and maintains Head Start database and attaches to enrollment forms.

Consent for Release and Exchange of Information Printing Instructions - 8½ x 11, Photocopy on whiteEnglish/SpanishInstructions - This form is used to request child or family information from another source. Form must specify agency where information

is being requested prior to the parent signing. Follow the Procedures – Confidentiality for how information may be exchanged. Distribution - A copy goes to the parent. The original goes in the appropriate file. A copy is sent to the agency where the information is

to be obtained.All Staff - Completes as needed.Administrative Office Staff – Reviews for monitoring purpose and provides technical assistance.


Family Engagement SurveyPrinting Instructions - 8½ x 11English/SpanishInstructions - The purpose of this form is to help the staff determine the needs and interests of the family. It is filled out during

registration, with the family. The information can then be used to determine volunteer activities, personal skills, parenting skills, etc. The information will be placed on the Volunteer Opportunities & Special Skills form to effectively use the information at the center.

Distribution - The parent receives a copy. A copy is forwarded to the Area Nurse who ensures families receive prenatal information as needed. A copy goes in the Family File.

Area Nurse – Makes necessary arrangements for prenatal care/information. (Region XII)Recruiter & Family Advocate - Completes one time, at registration, with the family. Uses information to involve family.Family and Community Services Manager – Provides technical assistance and monitors process.

Family Contact Record Printing Instructions - 8½ x 11, 2 Sided, Photocopy on whiteEnglishInstructions - This form is used to document family contacts that are not documented on any other form. A form is kept in the Education

File, the Health File and the Family File, depending on which staff are completing on an ongoing basis.Teaching Staff - Completes on an ongoing basis.Recruiter & Family Advocate - Completes on an ongoing basis.Nurse - Completes on an ongoing basis.Center Manager - Completes on an ongoing basis.

File Access RecordPrinting Instructions - 8½ x 11, Photocopy on whiteEnglish/SpanishInstructions - This form is used to ensure appropriate confidentiality of family, child and health records and track who has taken them

out of the room. Staff must fill out when removing file from room for home visits, family progress and planning meeting and other meetings.

Distribution – The original must be placed on appropriate file cabinet. All Staff - Completes when removing file from room it is stored.Center Manager – Completes when removing file from room. Reviews to ensure staff are completing.Administrative Office Staff – Completes when removing file from room. Reviews to ensure staff are completing.

File Review Record Printing Instructions – 8 ½ x 11, Photocopy on whiteEnglish/SpanishInstructions - This form is used to ensure appropriate confidentiality of family, child and health records and document who reviews the

file. Staff who does not work directly with the file must fill out when reviewing the file. This includes anyone on internal or federal reviews and auditors.

Distribution – The original must be placed on the outside cover of appropriate file. Center Manager – Completes when reviewing a file. Ensures staff are completing.Administrative Office Staff – Completes when reviewing a file. Monitors process.

Head Start Eligibility Verification Printing Instructions – 8 ½ x 11, copy on whiteEnglishInstructions - This form is used to document and determine income eligibility for the program. Supporting income documents must be

copied and RFA needs to indicate what documents were copied in order to determine eligibility. Photocopies of income document viewed will be maintained in family file. If family is homeless or no income is available, write information to support eligibility based on homelessness or no income as indicated on form.

Distribution – The white copy is sent with the COE/application to the FCS Manager at Apple Valley Administrative Office. Copy is kept in the Family File during program services.

Data Quality and Support Assistant -Reviews the form for completion and clarity of information. Uses the information to complete the Eligibility Determination Form. Inputs data into the Head Start database and ensures routing. (Reg XII)

Recruiter & Family Advocate - Completes one time, prior to enrollment.Center Manager - Reviews for completion and clarity of information. Ensures data is entered into the Head Start database and ensures

routing. (Reg V)FCS Manager - Provides technical assistance and approval of special cases in writing. Determines if family fits the homeless definition

according to Head Start regulations. Reviews for completeness and accuracy of information and determines eligibility. Keeps on file for seven years.

Support Systems Team - Audits and maintains Head Start database.

Home Base Attendance RecordPrinting Instructions - 8½ x 11, Photocopy on whiteEnglish


Instructions - This form is used to document attendance for home visits and socializations, and used as a “double-check” for reporting funded enrollment.

A copy of the form is given to the Center Manager (Region V) or the Data Quality Support Assistant (Region XII) on a weekly basis. Distribution - The Center will forward the copy to the Administrative Office on a weekly basis. The center will forward the original forms

to Administrative Office on a monthly basis.Teaching Staff - Completes on a daily basis. Reviews and reports consecutive missed attendance to Recruiter & Family Advocate for

follow-up.Data Quality and Support Assistant - Collects from classrooms on a weekly basis (Region XII) and inputs into Head Start database.

Ensures the Administrative Office receives original copy at end of month. (REGION XII)Center Manager - Collects from classrooms on a weekly basis (Region V). and inputs into Head Start database. Ensures the

Administrative Office receives original copy at end of month. Monitors attendance issues.Support Systems Team - Audits and maintains Head Start database and files form for 7 years. Uses form as a double-check for

reporting funded enrollment.Health Services Manager - Reviews to ensure accurate counts for food program reimbursement and files a copy of the form with the

food program information (Region V).FCS Manager - Reviews for accuracy and uses to ensure accurate reports.

I ncome Verification Request (TOOL) May be used instead of the Consent for Release of Information form, to obtain income documents that the family did not bring with them when they moved.

Recruitment Activities Log Printing Instructions - 8½ x 11, 2 Sided, Photocopy on whiteEnglishInstructions - This form is used to document all recruitment activities including community contacts and poster sites.Distribution - The form is kept at center for reference for two years.Recruiter & Family Advocate - Completes on an ongoing basis. Center Manager - Uses to monitor recruitment activities.

Recruitment Poster Log (TOOL)May be used to document when and where posters were hung. Also help document when posters were checked.


Recruitment


Recruitment PPRRecruitment PlanThe Recruiter and Family Advocates (RFA’s) are the primary recruiters for the center, although all staff members are expected to assist in this area. Continued recruitment efforts are expected by staff, regardless of the size of the waiting list.

Centers must implement a variety of recruitment activities. Each center must develop and implement a Recruitment Plan that demonstrates efforts to actively recruit all potential eligible children (i.e. income below poverty, children in foster care, children who are homeless, children with disabilities, etc.). The Recruitment Plan must include detailed steps that will be taken if slots are full and a child with a disability applies for the program. The Recruitment Plan must also state how the center plans to involve parents in their recruitment efforts. This plan must be completed annually, two months before the center opens. The Recruitment Plan must be saved to Teaming and shared with the RFA, Family & Community Services Specialist, and Family & Community Services Manager.

All recruitment materials must include the following information:• The agency name…Tri-Valley Opportunity Council, Inc.• The ADA statement, “This information is available in alternative formats to individuals with disabilities. Contact

us at 1-800-584-7020 or by calling the Telecommunication Relay Service at 711 or 1-800-627-3529. Tri-Valley Opportunity Council, Inc. is an equal opportunity employer/provider. EOE/M/F/D/V”

• Information about what transportation is or is not provided.• “Services to children with disabilities”• “Services to homeless children”

Recruitment Logs & Poster LogsRecruitment Logs and Poster Logs must be completed on an ongoing basis and kept in a central location at the center. All recruitment efforts must be documented on the Recruitment Logs and Poster Logs. These Logs must be scanned into TEAMING at the end of every month and turned into the Family & Community Services Specialist.

MIGRANT & SEASONAL HEAD START PROGRAM ONLY - RFA’s must attend required Identification and Recruitment Conference Calls to share information and collaborate with Regional Recruiters and other RFA’s.


The following are a list of recruitment ideas you can use yet are not limited to:

- Ask parents to help with recruitment;- Send postcards to previous families;- Place posters in the community;- Knock on doors in low-income housing areas, migrant camps, etc.;- Place informational door hangers or magnetic business cards on doors when families

are not home;- Send out press releases to the media;- Speak to local churches;- Attend community meetings and inform community partners of services;- Visit local employers where families work to share information about the program;- Place ads in local newspapers, radio, TV, movie previews, grocery store bags, etc.;- Host a free lemonade stand in a high-traffic area;- Create a reciprocal referral system with local community partners;- Provide partners with flyers, brochures, and notices about the program that they can

send to their clients; and,- Hold open houses and invite the entire community to visit the center.

Plan de ReclutamientoLos Reclutadores y Asistentes Familiares son los reclutadores principales del centro, pero se espera que todos los miembros del personal asistan en esta área. Se espera que el personal haga un esfuerzo continuo de reclutar, sin importar el tamaño de la lista de espera.

Los centros deberán llevar a cabo una variedad de actividades de reclutamiento. Cada centro deberá crear e implementar un Plan de Reclutamiento, que demuestre el esfuerzo que ha hecho para reclutar activamente a todos los niños elegibles (por ejemplo: ingresos debajo del nivel de pobreza, niños sin hogar, niños con discapacidades, etc.). El Plan de Reclutamiento deberá incluir los pasos que se tomaran si no hay espacio y un niño con una discapacidad llena una solicitud para el programa. El Plan de Reclutamiento también deberá explicar cómo el centro planea involucrar a los padres en sus esfuerzos de reclutamiento. Este plan se deberá completar anualmente, dos meses antes de la apertura del centro. El plan se deberá guardar en el programa de internet llamado Teaming, y se deberá compartir con los Reclutadores y Asistentes Familiares y el Gerente de Servicios de la Familia.

Todo el material de reclutamiento deberá incluir la siguiente información: • El nombre de la agencia…Tri-Valley Opportunity Council, Inc.• Declaración de cumplimiento con la Ley de Estadounidenses con Discapacidades, “Esta información está

disponible de forma alternativa para individuos con discapacidades. Llámenos al 1-800-584-7020 o llame al Servicio de Transmisión Tele-Comunicativa al 711 o al 1-800-627-3529. Tri-Valley Opportunity Council, Inc. es un empleador/proveedor de oportunidad igual. EOE/M/F/D/V”

• Información acerca de los tipos de transportación que son o no son proveídos. • “Servicios para niños con discapacidades”• “Servicios para niños sin hogar”

Registros de Reclutamiento y Registros de CartelesLos Registros de Reclutamiento y los Registros de Carteles se deberán llenar continuamente y mantener en una área central en el centro. Cualquier esfuerzo de reclutamiento debe ser documentado en el Registro de Reclutamiento y Registro de Cartel. Estos registros deben ser escaneados a TEAMING a fin de mes, cada mes, y entregados al Especialista de Servicios de la Familia.


La siguiente es una lista de ideas de reclutamiento que puede usar, sin ser limitado a:

- Pedir a los padres que ayuden con reclutamiento; - Mandar tarjetas postales a familias previas; - Colocar carteles en la comunidad; - Tocar puertas en áreas de vivienda de bajos-ingresos, campamentos para migrantes,

etc.; - Coloque un cartel o tarjeta magnética en la puerta cuando la familia no esté en casa; - Envié comunicados de prensa a los medios de comunicación; - Hable con el personal de Iglesias en el área; - Asista a juntas comunitarias e informe a socios comunitarios sobre los servicios; - Visite a los empleados de las familias y comparta información acerca del programa; - Ponga anuncios en los periódicos locales, radio, TV, pre-estrenos de cine, bolsas del

mercado, etc.; - Organicé un puesto de limonadas gratis en una zona de alto tráfico; - Cree un sistema de referencias reciproco con socios comunitarios; - Provea a socios con volantes, folletos, y avisos para que distribuyan a sus clientes; y,- Sea anfitrión de una “casa abierta” e invite a la comunidad entera a que visite el

centro.

PROGRAMA DE HEAD START PARA FAMILIAS MIGRANTES Y DE TEMPORADA SOLAMENTE – Los Reclutadores y Asistentes Familiares deberán asistir a las Llamadas de Conferencia de Identificación y Reclutamiento requeridas, para compartir información y colaborar con los Reclutadores Regionales y otros Reclutadores y Asistentes Familiares.


RECRUITMENT PLAN

Each center must update the recruitment plan annually, at least two months prior to center opening, scanned into teaming and submit to the Administrative Office. Centers should enter specific activities they plan to do for their site (fairs, parades, visits to agri-businesses, etc.)Plan should be kept at center along with all recruitment materials and maps to demonstrate recruitment efforts done by center. Plan must specifically detail how your center recruits children with disabilities. The plan also needs to demonstrate efforts to identify all migrant and seasonal farmworker families regardless if we have the permission to serve them or not. Refer to the Recruitment Policy & Procedures for additional information.

Name of Center Recruitment Plan

Recruitment Plan What was accomplished, additional activities that took place

Month/Year: Steps that you will take during the

month to increase applications for the program

Month/Year: What actually took place/date

Name of the month: Steps that you will take during the












Recruitment Area:


Recruitment Log Guide sheet

1. At least 2 Weeks prior to Center Registrationa. Make Flyers/Posters and Local Center Information Sheet

Must include:Center Name and location and phone numberDates and times of serviceServices to children with disabilities

2. At least 2 Weeks prior to Center Registrationa. Update Resource Directory/ Contact First Call from Help MN for updated community resource

information. Scan into Teaming

3. At least 2 Weeks prior to Center Registrationa. Post Flyers/Postersb. Local newspaper/radio announcements

4. At least 2 Weeks prior to Center Registration5. At least 2 weeks prior to center operation

a. Contact local adult education institutionsThat offer: GED, ESL, job trainingObtain list of courses, times, contact persons etc.

6. Obtain brochures to share with families.7. Ongoing

a. Develop Community Partnership Agreements8. Ongoing

a. Check on poster sites – replace posters if necessary9. Prior to center closing Contact local school districts10. Obtain registration information including dates, times, contact person, what families need to bring to register

their families, if interpretation services are available.



Tri-Valley Opportunity Council, Inc. Region V HS Region XII HS

HEAD START Region V EHS Region XII EHSRECRUITMENT ACTIVITIES LOG

Page of

Center: Program Year:

Activity Agency or Location, Contact Person, Address (include apt/trailer #), and Phone

Date Completed

Follow UpNeeded

Yes or No

Date Follow Up Completed

Staff Initials

“people helping people” Recruiter & Family Advocate I, II, III 1/9/15 1

RECRUITMENT POSTER LOG

Site: Program Year:

Location Address Date 1 Date 2 Date 3 Date 4 Date 5

“people helping people” Recruiter & Family Advocate I, II, III 1/9/15 2


Quick Recruiting Tips

(From the Head Start Bureau)

Put up notices about your program on Bulletin Boards at grocery stores, hardware stores, office supply stores, restaurants and schools.

Send out press releases (print) or public service announcements (broadcast) regularly to the media telling them about things you are doing. You can announce:

New outreach programs in your community Festivals, fairs, holiday events sponsored by your program Moves to a new location Awards received by staff and/or parents Special educational projects Gifts or donations made by local businesses or organizations Fundraisers Celebrity or well-known attendees Anything that would interest the readers in your community

Open your mouth. Talk to all the people you see: gasoline and grocery store cashiers, hairdresser, and sales clerks, etc.; sure they know about your program.

Speak at your church and at other area churches. Speak at seminars and conferences. Promote your speaking engagement with flyers, or a press release to community newspapers or radio stations.

Appear on local community able shows that have program geared to the community. Contribute articles to your neighborhood newspapers so they are familiar with your program’s

activities. Attend community meetings, speak up and let everyone know who you are and what your

program is doing! Send out postcards with simple announcements about events at your Head Start program.

Postcards get read! Send out greeting cards each holiday with a flyer about your program. Why not have the

children make the holiday cards? Go to school with your children. Talk to the classes and teachers about the Head Start

program. Visit other schools and talk with the principals. Leave behind your materials in the teacher’s lounge.

Take out a small quarter page ad in a popular community newspaper. This works best if you put the same ad in each issue of the publication for several months and have the ad positioned in the same place of same section each time.

Attend conferences, festivals, fairs. Network and pass out your program’s flyers and cards. Publish a program newsletter and distribute it widely Write letters to the editor about issues that affect your program, Letters that get printed in

magazines and newspapers carry a lot of weight. Call in to radio talk shows. Make your comments and identify yourself and what you do. You

never know who may be listening. Be a copycat. If you see a good promotional idea, copy it.


Phone-a-thon. Call everyone you know and tell them you are recruiting. Do a poster or flyer for your program. Put it where the foot traffic is high. Do a survey to find out what children’s services your community wants. Make sure your program is listed in all the area phone directories, and specialized community

directories, too! Connect your program with other community campaigns. Help out with the events and share

the publicity. Hold an Open House. Invite the community to your program. Give tours when it is convenient. Sponsor an artist. Have a talented artist do a mural on a wall or help the children do a mural.

Publicize the event and invite the community to the opening. Create a sticker with the phone number of your program. Stick it everywhere permissible. Frame articles about your program. Keep a notebook of positive press. Wear a symbol of your program everywhere, for example, a Head Start button. Offer an inexpensive gift to parents who refer other parents and children to your program. Create a list of the organizations and businesses that have helped or worked with you in the

past. Send each one a note to thank them and telling them you are recruiting.

Try all these idea. The more ideas you use the better! The key to promotion is repetition. Be persistent. Soon you’ll have all the volunteers and help you need.

Partnership Recruitment Tips

The recruitment process is public relations and customer service driven; successful programs have developed strong community partnerships. Community partnerships are critical to your recruitment plan.

Develop Head Start/Early Head Start bookmarks and distribute to libraries to give out. Hold a recruitment event (take applications too) at the library. After the event, encourage families to stay and read and obtain library cards.

Partner with your local fast food restaurant and put your Head Start or Early Head Start recruitment message in the tray liners.

Partner with your local TANF office and put a notice about enrollment in the TANF checks, remember it will have to be the size of an envelope and not weigh a lot.

Partner with local electric, gas and phone companies to put recruitment notices in monthly bills.

Get a billboard company to sponsor a Head Start or Early Head Start billboard advertising this important community service.

Have Head Start and Early Head Start information in the local post office waiting area available, check with the postmaster for postings.

Put large banners and signs up at all Head Start centers announcing recruitment.


PERSONAL SAFETY FOR VISITING PROFESSIONALSOffice Procedure:

1. Make fellow staff aware of your day’s schedule.2. Call the office at scheduled times to check in.3. Keep address/client file updated.4. Work with a partner, if possible.5. If the visit is in an unfamiliar location, ask a staff member who may be familiar with the location to brief you

regarding any known risks or possible hazards.6. Ask for precise driving instructions and consult a map before leaving the office.7. Any incident or circumstance that makes staff uncomfortable in a location or on a home visit should be reported to a

supervisor immediate. Examples of such situations at a home visit are: unsecured weapons, threatening clients or family member and residences where illegal activity appears to be taking place.

8. Contact the client ahead of the visit so he/she will be watching for your arrival.

In the Car:1. Keep your car in good working order and make sure you have enough gas to carry you through the day.2. Before entering your car, check the back seat. When approaching, be sure to look under the car.3. Lock your car doors and keep windows up at all times. If necessary, keep windows only partially open above ear

level while driving.4. Keep valuables out of sight.5. Avoid rubble and broken glass that can flatten a tire and immobilize your car.6. If possible, try to park where you can see your car from inside the home and check on it periodically. Try to park in

front of a clients’ home. 7. Choose a parking space that is well lit or in the open that offers the safest walking route to the dwelling.8. Do not park in a driveway to lesson the chance of being blocked in when you want to leave.9. Park in the direction you want to go when leaving the home.10. Be wary of dead-end streets.11. As you leave the car, be confident and walk purposefully toward your destination.

In the Community:1. Be alert and observant; develop a sense of consciousness regarding your immediate environment.2. Arrange your work schedule so you can make new or questionable visits early in the day. You’ll be less likely to

find loitering or illegal activities.3. Wear shoes and clothes that make it easy to move quickly.4. It is not advisable to carry purses while in the field.5. Carry a minimal amount of money, your driver’s license, and you keys on your person, not in a purse.6. Lock your purse in the trunk of your car before leaving the office.7. Make yourself known to businesses and institutions and also to management and security personnel in public

housing and other high-rise buildings.8. Look for public telephones. You don’t need a quarter to call 911.

Approaching the Dwelling:1. Trust your instincts. If you feel uncomfortable in any situation, leave.2. Drive around the area and block of the dwelling looking for :

Unsafe conditions like poor lighting, limited visibility (fences, bushes) Unsecured animals, people yelling, drinking or fighting/loitering Sources of help like pay phones, neighbors at home. McGruff Houses, open businesses, other community

workers such as police and fire personnel, utility trucks.3. If you find you have an incorrect address don’t search for the client by knocking on strange doors. Call your office

from a public facility.4. If you suspect you are being followed, enter the closest public place. If a car is following you, turn around and walk

in the opposite direction.5. If people are loitering on the street or sidewalk, walk around them or cross the street.6. If you are verbally confronted, maintain a professional manner and don‘t attempt to answer verbal challenges.


7. If you are using an elevator, use an empty one if possible. Always stand next to the door and the control panel. If you have a problem, push all the buttons so the elevator stops on all the floors, providing a better chance of escape. Press the appropriate floor number yourself. Don’t ask someone else to do it. If someone suspicious get on while you’re already in the elevator, get off as soon as possible.

At the dwelling1. Pay attention to signs like “No Trespassing,” “Beware of the Dog,” etc. as they may be an indicator of the residents’

attitude toward strangers.2. Pause at the door before knocking and listen. If you hear loud quarreling, sounds of fighting or other disturbances,

leave immediately.3. If an unfamiliar person answers the door, find out if the client is home before entering.4. Do not enter a home where you suspect an unsafe condition exists.5. If you decide it’s safe to enter, don’t let your guard down. Be alert to signs of violence or sexual advances from

either the client or family members.6. Make a note of other exits/entrances as soon as you enter the dwelling, also where the telephone is located.7. If there are other family or non-family members in attendance you aren’t comfortable with, reschedule the visit.8. Be aware of any other people in the dwelling and traffic in and out of the home while you are there.9. If there are pets in the home, note this on your record. If the pet should be a nuisance, ask the client to put it in

another room for the duration of the visit.10. Do not go into a dark room (or basement or attic) first. Have the client go first and turn on the light. Follow, never

lead, even if you’ve been to the dwelling before.11. While it is legal to have a firearm in the house, its casual display is inappropriate during a professional consultation.

If you see a firearm, or become aware of one in the room or that someone there is armed, leave immediately. Notify your supervisors and assess risk level-minimally require client to put the firearm in another room during your visit and that they not allow armed individuals in the residence during you visit(s).

12. If you need to retrieve something from outside, knock again or say hello when you reenter.13. Leave the client’s home if you feel unsafe because of a heated family argument that erupts. Inform client of your

return visit plans.14. When sitting, choose a hard chair if possible to increase chance of getting up more quickly.15. If possible sit so your back is to a solid wall, not to an unknown space.16. Sit as close to an exit/entrance as possible.

Dealing with Hostile / Angry Clients:Clients can react with anger because of difficulty in finding help with their situations, emotional pain or discomfort, fear and anxiety about the results of your visit.

1. React and respond to the client in a calm but firm manner.2. To help client define their anger, verbally acknowledge it, “I understand that you are upset” or “It sounds like you are

really angry about this.”3. Reinforce the positive long-term benefits of your assistance, your commitment to their best interests, your role as

their ally.4. A lower volume of voice can help the client calm down.5. Encourage the client to sit down.6. Rehearse ahead of time what you’d say or do in these situations.7. Don’t tolerate crazy behavior or nonsense. Leave.

COMMUNITY RESOURCE DIRECTORY INSTRUCTIONS


Each center should have a community resource directory already in place with specific numbers and information for communities you serve. A sample from Breckenridge is on the next two pages. Each center should also have a larger community resource directory with more comprehensive information and contact information for each agency, eligibility requirements for programs, paperwork needed, etc. The directories should be updated annually and saved into Teaming under the center. Give every family a small community resource guide when you are interviewing them. Larger community resource directories should be shared with enrolled families. Contact your Family & Community Services Specialist if you need assistance locating your community resource directories.


Eligibility

Eligibility PPRDefinitionsFraud: Intentional deception or theft which produces a loss or misuse of program resources or property.

Infant: Between the ages of 6 weeks to 16 months.


Toddler: Between the ages of 16 months to 35 months.

Children 16-18 months can either be considered an infant or a toddler.

Preschooler: Between the ages of 36 months to compulsory school age.

Foster Child/Kinship: A Foster child is considered a family unit of (1) one. Foster children are categorically eligible. Kinship care is considered relative foster care; therefore the child is categorically eligible for Head Start regardless of foster or kinship family income. Proof of foster or kinship care must be obtained by local county social services.

Public Assistance: Children whose family receives public Assistance (i.e. TANF/MFIP, DWP, Supplemental Security Income (SSI), etc.) are categorically eligible for Head Start services. Note that public assistance was received by family on the Head Start Eligibility Verification form along with document viewed.

Homeless: Children classified as homeless according to the McKinney Vento act are categorically eligible for Head Start. Staff must document the reason for homelessness clearly on the Head Start Eligibility Verification Form.

RequirementsMIGRANT & SEASONAL HEAD START ONLY: To be eligible for services, children must meet all three requirements of age, migrant or seasonal status, and income.

HEAD START & EARLY HEAD START ONLY: To be eligible for the program, applicants must meet both the age and income eligibility requirements.

Each center must obtain a number of applications during the recruitment process prior to the beginning of enrollment that is greater than the number of slots available.

Each applicant must be certified as eligible before being considered for selection.

Staff must disclose any possible conflict of interest when determining a family’s eligibility to the Family & Community Services Manager. Conflict of interest includes but is not limited to determining eligibility of immediate family members and using one’s position for personal gain.

The program will investigate suspected fraudulent activity.

Staff must contact a Family & Community Services Specialist or Manager to determine eligibility for a Tri-Valley employee before the family can be considered for selection.

MIGRANT & SEASONAL HEAD START ONLY: A trained designated second checker must review all eligibility documents, verify eligibility, and sign the Eligibility Determination Form. The child is then certified as eligible.

The Family & Community Services Manager will review all eligibility paperwork.

AgeMIGRANT & SEASONAL HEAD START ONLY: Eligible applicants include children ages six weeks up to five years of age, and pregnant women.

EARLY HEAD START ONLY - Eligible applicants include infants, toddlers and pregnant women.

HEAD START ONLY - Eligible applicants include children, ages three years up to five years of age. “people helping people” Recruiter & Family Advocate I, II, III 1/9/15

8

MIGRANT & SEASONAL HEAD START AND EARLY HEAD START: Once a child is six weeks old and has received necessary immunizations or doctor’s note, child may begin attending.

It is a rare exception to serve children who should be in Kindergarten based on their age, or have already attended Kindergarten. To request to serve children who are age eligible for kindergarten, Center Managers must complete a Request for Alternate Services. Permission will be granted from the Head Start Child and Family Programs Director. Permission will generally be granted for those children for whom it is demonstrated that Head Start is the best placement (i.e. if a disability exists that precludes a child from participating with his/her age appropriate peers).

There is some flexibility with age placement of children within a two month time period. A request must be submitted in writing to the Education & Disability Services Manager.

Residency/MoveMIGRANT & SEASONAL HEAD START ONLY: To be eligible as a Migrant family, the family has to have changed residency from one reasonable location to another within the past 24 months for qualifying agricultural work (seeking, obtained or contracted to work).

• Qualifying agricultural activities of migrant families must be seasonal or temporary as defined in the Enrollment Manual.

• Centers must obtain a move document which clearly demonstrates that a change of residence has occurred.

• A family is eligible to re-apply for Head Start services for up to two years after the qualifying arrival date listed on their Certificate of Eligibility.

• A baby born after the family’s qualifying arrival date will be eligible for Migrant and Seasonal Head Start services.

• Eligibility decisions regarding the family cannot be made or recorded on the Certificate of Eligibility until sufficient demonstration of move/residency has taken place.

• The form of move documentation used must:o Provide clear information (dates, locations, names and purpose);o Clearly show evidence of valid residency, employment or both;o Demonstrate real activity versus a paper trail; and,o In all but exceptional cases, come from sources other than the family, relatives or friends.


Acceptable residence documents include:

- Migrant or Seasonal Housing, where families must leave the housing unit after the season has ended (example migrant camp or company provided housing). Document on the Eligibility Determination Form the name of the housing unit and indicate that it is migrant/seasonal housing. No further documentation from the family is needed.

- Child’s (school age) School Records (may be obtained through MSIX or other databases);

- Child’s (preschool) Preschool/Child Care Records;- Employment Records (pay stubs);- Public Assistance (WIC, MA, TANF, etc.);- W-2’s (only when supported by income verification documentation); or- A statement by an employer or agency stating that they had at least two contacts

with the family through the time period reflecting the residency. This may be done over the phone by Head Start staff documenting the name of the agency, phone

• If the family does not have a document to prove their move, staff must call the Family & Community Services Manager for approval in writing. Approval will only be granted if there is reason to believe that a move has actually occurred.

• Staff cannot retain any original family documents. Documents should be photocopied and immediately returned to the family. The photocopies should be attached to the eligibility forms and sent to the Administrative Office. Do not keep a copy of the move document in the family file. A copy of the income document should be kept at the center.

Seasonal:MIGRANT & SEASONAL HEAD START ONLY: To be eligible as a seasonal family, the family will have not changed residency in the past 24 months and is primarily engaged in seasonal agricultural work. • Qualifying agricultural activities of seasonal families must be “seasonal” as defined in the

Enrollment Manual.• Seasonal Head Start applications are valid for one program year.

Eligibility Paperwork:MIGRANT & SEASONAL HEAD START ONLY: To complete a family’s migrant or seasonal eligibility paperwork follow the steps below:• Interview the family using the Family Interview Questions as a tool.• Ask open-ended questions when gathering information from the family about their work and move

history• If a family meets the definition of a migrant family according to the eligibility policy, complete a

Certificate of Eligibility.o Based on the family interview, staff must select the appropriate qualifying seasonal or

temporary agricultural activity from the list found in the Enrollment manual to complete a Certificate of Eligibility.

o Only one certificate of eligibility should be completed per qualifying move.o Refer to the instructions for completing a Certificate of Eligibility found in the Enrollment

manual.


Acceptable residence documents include:

- Migrant or Seasonal Housing, where families must leave the housing unit after the season has ended (example migrant camp or company provided housing). Document on the Eligibility Determination Form the name of the housing unit and indicate that it is migrant/seasonal housing. No further documentation from the family is needed.

- Child’s (school age) School Records (may be obtained through MSIX or other databases);

- Child’s (preschool) Preschool/Child Care Records;- Employment Records (pay stubs);- Public Assistance (WIC, MA, TANF, etc.);- W-2’s (only when supported by income verification documentation); or- A statement by an employer or agency stating that they had at least two contacts

with the family through the time period reflecting the residency. This may be done over the phone by Head Start staff documenting the name of the agency, phone

Unacceptable residence documents include:

- Job Service Referrals;- Utility/Phone/Tax Statement/Bills;- Unemployment/Workers Compensation Records;- Receipts; - Medication Prescriptions; and,- Bank Account Receipts.

o For migrant families who have a valid certificate of eligibility and have a baby born after the qualifying arrival date, the baby’s name and date of birth will be added to the Certificate of Eligibility. A note should be added to the Certificate of Eligibility stating ‘baby born after QAD’.

o Complete a Migrant & Seasonal Head Start Application for every eligible child.• If a family meets the definition of a seasonal family according to the eligibility policy, complete a

Migrant & Seasonal Head Start Application. o Based on the family interview, staff must select the appropriate qualifying seasonal agricultural

activity from the list found in the Enrollment Manual to complete a Migrant & Seasonal Head Start Application.

• Once a pregnant woman has been deemed eligible as migrant or seasonal, complete a Migrant and Seasonal Head Start Application.

Eligibility paperwork (Certificate of Eligibility, Applications, Head Start Eligibility Verification form, Selection Criteria and Eligibility Determination, income documents and move documents) must be turned in to the Family & Community Services Manager on a weekly basis.

IncomeTo be eligible for any Head Start program a family is legally required to have their income verified by the program once every two years.

Families are considered eligible for income purposes in one of five categories:1) Based on the review of 12 months of income 2) Public Assistance (TANF/MFIP) – categorically eligible3) Supplemental Security Income – categorically eligible4) Foster Care – categorically eligible5) Homeless – categorically eligible

If a child is categorically eligible for Head Start, it is not necessary to view 12 months of income documents. Documentation proving the categorical eligibility is required.

A child is not eligible for Head Start until adequate documentation has been obtained to support one of the five categories listed above

In cases where sufficient documentation has not occurred, it is the family’s responsibility to produce additional needed information.

A Head Start Eligibility Verification Form must be completed and signed by a trained staff member for each family every year. EARLY HEAD START ONLY - income must be verified once every three years.

Income period, definition of income:• The required income period is defined as the 12 month period preceding the month of application for

services. The previous calendar year may be used, although it should not be the norm or automatic choice.

• The definition of what needs to be counted as income for Head Start purposes is listed on the Income Guidelines Sheet.

How to determine family size for income verification purposes:• To determine the family size to use for income purposes, a family is defined as all persons currently living

in the same household who:o Are supported by the income of the parent(s) or guardian(s) of the child; ando Are related to the parent(s) or guardian(s) by blood, marriage or adoption.

• Pregnant women applying for count as 2 people for family size.

When to verify income:


• If the family was enrolled in our program the previous program year, their income was verified, and they were determined income eligible, they do not need to provide income the second year unless they were over income. A new Head Start Eligibility Verification form is required annually.

• If a family verified their income but remained on the waiting list the entire year and were never enrolled, their income must be re-verified before the start of the next program year.

• Over-income families must re-verify their income every year.• Income must be verified when a family is applying to change programs (i.e. Early Head Start to Head Start) • If the family was enrolled in our program the previous program year and did not verify income, they must

verify income this year. These families can be found through records in ChildPlus.

Income Documentation:• The family is responsible for providing documentation for all income. • When a family does not provide documents to verify all income information, staff may offer to assist.

o Staff may use the Consent for Release and Exchange of Information; oro Obtain confirmation over the phone. Staff must document the name of the agency, phone number,

name and title of person attesting to the family’s income and details of the conversation in the “other” section on the Head Start Eligibility Verification Form.

• Once staff reviews the income documents, he/she must complete the Head Start Eligibility Verification Form and sign. Photocopy the original income documents and return originals to the family. The center must keep copies of family income documents and send a copy to the Administrative Office.

Income Documentation Waivers: • The following are the ONLY exceptions to the requirement of providing verifying documents:

o Family was paid in cash only and received no receipts. Family must sign and date a statement with their annual income and where they worked. Staff must document this amount of family income on Head Start Eligibility Verification Form. Write comment in “other” section of document viewed.

o Divorced or separated families and migrating parent is unable to get the necessary documentation from their spouse/former spouse.

o “Documentation of “No Income” families with no income history of their own. o Change in Family Status families whose income has taken a major change. This may only be used in

EXTREME cases. Staff must obtain written authorization from the Family & Community Services Manager prior to granting this waiver.

• Staff must obtain written authorization from the Family Community Services Manager prior to granting these waivers.

• A waiver if granted is for one year only. If the child returns next program year, the complete income verification process is required without the possibility of another waiver

Eligibility Paperwork Review and Approval Process:

MIGRANT & SEASONAL HEAD START ONLY: Only completed applications should be submitted to the Migrant Education Services Manager, on a weekly basis, for final review and approval. Applications missing any forms and/or documentation should be held at the center until all the necessary paperwork has been obtained.

Completing Paperwork:

Applications and required supporting documents must be completed and obtained by center Recruiter and Family Advocates (RFA’s). However, in cases where an RFA is not available, another trained staff member may work with a family to complete an application.

Once an application is complete and all necessary supporting documents have been obtained, it should be given to the center’s Data Quality and Support Assistant (DQSA) for review. The DQSA will review the application and, if all paperwork is in place and properly completed, he/she will complete an Eligibility


Determination Form, make a copy of the application for the center’s family file, and mail off all originals to the Migrant Education Services Manager, for final review and approval.

If any documentation is missing or incomplete, the DQSA will return the application packet to the appropriate RFA or staff member for completion and ask that it be returned once all required paperwork is in place.

The following documents must be included, in the listed order, as part of the eligibility paperwork:1. Eligibility Determination Form 2. 3 page application for each child/pregnant woman being considered for the program

I. Make sure to include the “Additional Child Form” for families with more than “5” family members.

3. Head Start Eligibility Verification FormI. RFAs will show their mathematical work (how the total income was added up) on the

Eligibility Verification Form4. Income documents

I. Must include proof of current seasonal work for SEASONAL families5. Move documents (for migrant families only) 6. COE - Certificate of Eligibility (for migrant families only)

Upon receiving an application, the Migrant Education Services Manager will do a final review and, if all required paperwork is in place and a family is determined to be eligible, he/she will stamp and initial the application as final approval.

If the application is determined to be incomplete and/or a family is determined to be ineligible, the Migrant Education Services Manager will follow-up with the appropriate staff member as necessary.

Once an application has been stamped and initialed, it will be sent to the Administrative Office for auditing and filing.

Region V Head Start and Early Head Start Only: Only completed applications should be submitted to the Family & Community Services Manager, on a weekly basis, for final review and approval. Applications missing any forms and/or documentation should be held at the center until all the necessary paperwork has been obtained.

Completing Paperwork:

Applications and required supporting documents must be completed and obtained by center Recruiter and Family Advocates (RFA’s). However, in cases where an RFA is not available, another trained staff member may work with a family to complete an application.

Once an application is complete and all necessary supporting documents have been obtained, it should be given to the center’s Data Quality and Support Assistant (DQSA) for review. The DQSA will review the application and, if all paperwork is in place and properly completed, he/she will make a copy of the application for the center’s family file, and mail off all originals to the Family & Community Services Manager, for final review and approval.

• If any documentation is missing or incomplete, the DQSA will return the application packet to the appropriate RFA or staff member for completion and ask that it be returned once all required paperwork is in place.

The following documents must be included, in the listed order, as part of the eligibility paperwork:1. Eligibility Determination Form 2. 3 page application for each child/pregnant woman being considered for the program

o Make sure to include the “Additional Child Form” for families with more than “5” family members.


3. Head Start Eligibility Verification Formo RFAs will show their mathematical work on the Eligibility Verification Form

4. Income documents

Upon receiving an application, the Family Services & Community Services Manager will do a final review and, if all required paperwork is in place and a family is determined to be eligible, he/she will stamp and initial the application as final approval.

If the application is determined to be incomplete and/or a family is determined to be ineligible, the Family & Community Services Manager will follow-up with the appropriate staff member as necessary.

Once an application has been stamped and initialed, it will be sent to the Administrative Office for auditing and filing.


DefiniionesFraude: decepción intencional o robo lo cual produce una pérdida o mal uso de los recursos o propiedad del programa. Bebe: Un niño/a entre las edades de 6 semanas y 16 meses.

Niño Pequeño: Un niño/a entre las edades de 16 meses y 35 meses.

Niños entre las edades de 16-18 meses podrán ser considerados bebes o niños pequeños.

Niño Preescolar: Un niño/a entre las edades de 36 meses y 5 años.

Hijo de Crianza/Parentesco: Un hijo de crianza es considerado una unidad familiar de (1) uno. Hijos de Crianza son categóricamente elegibles. Cuidado de parentesco es considerado cuidado de crianza familiar; por eso, el niño/a es elegible categóricamente para Head Start sin tomar en cuenta el ingreso familiar. Comprobante de cuidado de crianza o de cuidado de parentesco debe ser obtenido de la agencia de servicios sociales del condado.

Asistencia Pública: Los niños/as de familias que reciben asistencia pública (por ejemplo: TANF/MFIP, DWP, SSI, etc.) son categóricamente elegibles para los servicios de Head Start. Se anotara en las Formas de Elegibilidad de Head Start, que la familia recibió asistencia pública junto con documentación que será verificada.

Personas Sin Hogar: Niños clasificados como “sin hogar” de acuerdo con la ley McKinney Vento, son categóricamente elegibles para servicios de Head Start. El personal deberá documentar el motivo por cual la familia está sin hogar, en las Formas de Elegibilidad de Head Start.

RequisitosHEAD START PARA FAMILIAS MIGRANTES Y DE TEMPORADA SOLAMENTE: Para ser elegibles para servicios, los niños deben cumplir con los tres requisitos de edad, estatus de familia migrante o de temporada, e ingresos.

HEAD START & HEAD START DE TEMPRANA EDAD SOLAMENTE: Para ser elegibles para el programa, los solicitantes deben cumplir con los dos requisitos de edad e ingresos.

Cada Centro de Head Start debe obtener un numero de aplicaciones más grande que el número de espacios que tienen disponibles durante el proceso de reclutamiento, antes de que empiecen las inscripciones.

Cada solicitante debe ser certificado como elegible antes de ser considerados para ser seleccionados.

El personal debe revelar si hay algún conflicto de interés cuando estén determinando la elegibilidad de alguna familia, al Gerente de Servicios de la Familia. Un conflicto de interés incluye, pero no está limitado a, tener que determinar la elegibilidad de algún miembro de la familia inmediata y usar la posición de uno para obtener beneficios personales.

El programa investigara cuando se sospeche que ha habido alguna actividad fraudulenta.

El personal debe contactar al Especialista o Gerente de Servicios de la Familia para que determine la elegibilidad de un empleado/a de Tri-Valley, antes de que esta familia sea considerada para ser seleccionada.

HEAD START PARA FAMILIAS MIGRANTES Y DE TEMPORADA SOLAMENTE: Una persona entrenada y designada revisará todos los documentos de elegibilidad, verificará la elegibilidad y firmara el formulario de Criterio de Selección y Determinación de Elegibilidad.

El Gerente de Servicios de la Familia revisara todas las formas de elegibilidad. “people helping people” Recruiter & Family Advocate I, II, III 1/9/15

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EdadHEAD START PARA FAMILIAS MIGRANTES Y DE TEMPORADA SOLAMENTE: Solicitantes elegibles incluyen niños entre las edades de seis semanas y cinco años de edad, y mujeres embarazadas.

HEAD START DE TEMPRANA EDAD SOLAMENTE – Solicitantes elegibles incluyen bebes, niños pequeños y mujeres embarazadas.

HEAD START SOLAMENTE – Solicitantes elegibles incluyen niños entre las edades de tres y cinco años.

HEAD START PARA FAMILIAS Y MIGRANTES Y DE TEMPORADA & HEAD START DE TEMPRANA EDAD: Ya que un bebe haya cumplido seis semanas y haya recibido las vacunas necesarias o una nota de un doctor, él bebe podrá asistir al programa.

Son raras las veces cuando servimos a niños que deberían de estar en Kindergarten de acuerdo con su edad, o que ya hayan asistido a Kindergarten anteriormente. Para pedir servicios para un niño/a ya elegible para Kindergarten, el Gerente del Centro debe llenar una forma pidiendo servicios alternativos. El Director de Programas de Head Start decidirá si se otorgara el permiso, que generalmente es dado para niños por cuales se ha demostrado que Head Start es el mejor servicio (por ejemplo: si existe alguna discapacidad que impide que el niño participe con otros niños de su edad).

Hay flexibilidad para inscribir a un niño durante un periodo de dos meses. Se deberá pedir estos servicios por escrito al Gerente de Servicios de Educación & Discapacidades.

Residencia/MudanzaHEAD START PARA FAMILIAS MIGRANTES & DE TEMPORADA SOLAMENTE: Para ser elegible como una familia Migrante, la familia tiene que haberse cambiado de residencia de un lugar razonable a otro en los últimos 24 meses en busca de trabajo agrícola (buscando, obtenido, o contratado para trabajar).

Las actividades agrícolas calificativas para familias migrantes deben ser de temporada o temporarias como son definidas en el Manual de Elegibilidad.

• Los Centros de Head Start documentaran información acerca del cambio de residencia, que claramente demuestra que ha habido un cambio de residencia.

• Una familia puede re-aplicar para servicios de Head Start hasta dos años después de la fecha de llegada que fue escrita en su Certificado de Elegibilidad.

• Un bebe nacido después de la fecha de llegada calificativa será elegible para los servicios de Head Start Para Familias Migrantes y de Temporada.

• No se podrán hacer decisiones, ni se podrán anotar en el Certificado de Elegibilidad, hasta que haya suficiente información que demuestre que ha habido un cambio de residencia.

• La documentación utilizada para establecer un cambio de residencia debe:o Proveer información clara (fechas, ubicaciones, nombres, y propósito); o Demostrar claramente que hay una residencia valida, que hay trabajo, o las dos cosas; o Demostrar estas actividades concretamente, no solo con papeleo; y, o En todos casos, menos casos excepcionales, venir de personas que no son familiares,

parientes, o amigos.


• Si la familia no tiene algún documento que compruebe el cambio de residencia, el personal deberá llamar al Gerente de Servicios de la familia que podrá aprobar a la familia por escrito. Esta aprobación solo será concedida si hay razones suficientes que indiquen que una mudanza ha ocurrido.

• El personal no podrá retener ningún documento original. Los documentos deben ser fotocopiados e inmediatamente devueltos a la familia. Las fotocopias deben ser adjuntadas a las formas de elegibilidad y enviadas a la Oficina Administrativa. No se mantendrá una copia de los documentos en el archivo de la familia. Una copia del comprobante de ingresos se mantendrá en el Centro de Head Start.

De Temporada:HEAD START PARA FAMILIAS MIGRANTES Y DE TEMPORADA SOLAMENTE: Para ser elegible como familia de temporada, la familia no debe haberse cambiado de residencia en los últimos 24 meses y debe dedicarse principalmente en trabajo agrícola de temporada. • Las actividades agrícolas calificativas para familias de temporada deben ser “de temporada” como

son definidas en el Manual de Elegibilidad. • La solicitud para Head Start Para Familias de Temporada son válidas por un año del programa.

Formas de Elegibilidad: HEAD START PARA FAMILIAS MIGRANTES & DE TEMPORADA SOLAMENTE: Para llenar las formas para una familia migrante o de temporada siga los próximos pasos: • Entreviste a la familia usando la forma de Preguntas Para Una Entrevista de Familia como una guía.


Documentación de mudanza aceptable incluye:

- Alojamiento en un campamento para familias Migrantes o de Temporada, donde familias deben desalojar la vivienda al terminar la temporada (por ejemplo: alojamiento proveído por un campamento para migrantes o una compañía). El nombre del campamento será documentado en el Certificado de Elegibilidad, indicando que es alojamiento para familias migrantes o de temporada. No se pedirá documentación adicional de la familia.

- Los registros de la escuela de un niño de edad escolar obtenidos por MSIX u otra base de datos;

- Los registros de un niño prescolar obtenidos de un prescolar o centro de cuidado de niños;

- Registros de empleo (talón de cheques); - Asistencia Pública (WIC, MA, TANF, etc.);- La forma W-2’s (solo cuando se entrega junto con algún otro comprobante de

ingresos) o- Una declaración de un patrón o agencia confirmando que ha tenido por lo menos

dos contactos con la familia durante las fechas reflexionando las fechas de residencia. Esto lo puede hacer el personal de Head Start por teléfono, que después anotara el nombre de la agencia, el teléfono al que llamo, y el nombre y título de la persona que confirmo la residencia de la familia, junto con los detalles de la conversación.

Documentación no aceptada incluye:

- Referencias de Servicios de Empleo; - Facturas de luz/teléfono/declaración de impuestos/cualquier otra factura.- Registros de desempleo/compensación de trabajadores; - Recibos; - Prescripciones de Medicación; y,- Comprobante de Cuenta de Banco.

• Haga preguntas abiertas cuando este recaudando información acerca del trabajo que hacen y de sus mudanzas previas.

• Si la familia cumple con la definición de familia migrante de acuerdo con las pólizas de elegibilidad, llene el Certificado de Elegibilidad. o Durante la entrevista, el personal debe seleccionar la actividad de temporada o actividad

temporaria que califica, de la lista que se encuentra en el Manual de Elegibilidad para completar el Certificado de Elegibilidad.

o Solo un Certificado de Elegibilidad se debe llenar por mudanza calificada. o Refiérase a las instrucciones para llenar el Certificado de Elegibilidad que se encuentra en el

Manual de Elegibilidad. o Para familias que tienen un Certificado de Elegibilidad valido y que tienen un bebe que nace

después de la fecha de llegada calificativa, el nombre del bebe y fecha de nacimiento será añadida al Certificado de Elegibilidad. Se hará una nota en el Certificado de Elegibilidad explicando que él bebe nació después de la fecha de llegad calificativa.

o Se debe llenar una solicitud de Head Start Para Familias Migrantes y De Temporada para cada niño elegible.

• Si una familia cumple con la definición de familia de temporada, de acuerdo con las pólizas de elegibilidad, llene una solicitud para Head Start Para Familias Migrantes y de Temporada. o Durante la entrevista, el personal debe seleccionar la actividad de temporada que califica, de la

lista que se encuentra en el Manual de Elegibilidad para completar la solicitud de Head Start Para Familias Migrantes y de Temporada.

• Ya que una mujer embarazada se haya determinado elegible como migrante o de temporada, llene la solicitud para Head Start Para Familias Migrantes y de Temporada.

Las formas de elegibilidad (Certificado de Elegibilidad, Solicitudes, Forma de Elegibilidad para Head Start, Criterio de Selección y Determinación de Elegibilidad, comprobantes de ingreso, comprobantes de mudanza) deben ser entregadas al Gerente de Servicios de la Familia, cada semana.

IngresoLa ley requiere que el ingreso de cada familia, que participe en cualquier programa de Head Start, sea verificado por el programa cada dos años.

Las familias son declaradas elegibles por motivos de ingreso en una de las siguientes cinco categorías: 1) Basado en la revisión de ingreso de 12 meses2) Asistencia Pública (TANF/MFIP) – elegible categóricamente3) Seguro Social Suplementario – elegible categóricamente4) Cuidado de Crianza – elegible categóricamente5) Sin Hogar – elegible categóricamente

Si un niño es categóricamente elegible para Head Start, no es necesario revisar el ingreso de 12 meses. Prueba de la elegibilidad categórica será requerida

Un niño no es elegible para Head Start hasta que la documentación adecuada haya sido obtenida, verificando la elegibilidad en una de las cinco categorías.

En casos donde no hay suficiente documentación, es la responsabilidad de la familia encontrar la información necesaria.

Una Forma de Elegibilidad de Head Start debe ser completada y firmada por un miembro del personal entrenado, para cada familia cada año. HEAD START DE TEMPLRANA EDAD SOLAMENTE – ingreso debe ser verificado cada tres años.

Periodo de Ingresos, definición de ingreso:


• El periodo de ingreso requerido es definido como el periodo de 12 meses, antes del mes en cual se sometió la solicitud de servicios. El año de calendario previo se puede utilizar, pero esta no debería de ser la primera opción o la opción automática.

• La definición de lo que se debe contar como ingreso por motivos de Head Start, se puede encontrar en la Página de Pautas de Ingreso.

Como determinar el tamaño de una familia durante la verificación de ingreso:• Para determinar el tamaño de una familia durante la verificación de ingreso, la familia es definida como

todas las personas viviendo en la misma casa quienes: o Son mantenidos por el ingreso de los padres o guardianes del niño elegible; y o Son parientes de los padres o guardianes por sangre, matrimonio, o adopción.

• Mujeres embarazadas que han aplicado cuentan como dos personas en una familia.

Cuando hay que verificar ingreso:• Si la familia participo en el programa el año previo, su ingreso fue verificado y fueron determinados

elegibles por motivos de ingreso, entonces no necesitan verificar su ingreso para el siguiente año, a menos que el ingreso haya sido muy alto. Sin embargo, si se necesita llenar una nueva forma de Elegibilidad de Head Start cada año.

• Si la familia verifico su ingreso, pero se quedó en la lista de espera todo el año y nunca logro participar, se tendrá que re-verificar el ingreso antes de empezar el año.

• Familias que tuvieron el ingreso demasiado alto, deben re-verificar su ingreso cada año. • Si una familia busca cambiarse de programa, tendrá que verificar su ingreso nuevamente (por ejemplo: se

quiere cambiar de Head Start de Temprana Edad a Head Start) • Si la familia participo en el programa el año previo y no les toco verificar su ingreso, tendrán que verificar

su ingreso para el año entrante. Estas familias pueden ser identificadas por sus registros en ChildPlus.

Documentación de Ingreso: • La familia es responsable de proveer toda la documentación referente a todo ingreso. • Cuando una familia no logra proveer todos los documentos necesarios para verificar el ingreso, el personal

puede ofrecerles ayuda. o El personal puede obtener un Consentimiento de Divulgación e Intercambio de Información; o o Obtener confirmación por teléfono. El personal debe documentar el nombre de la agencia, el número

de teléfono, y el nombre y título de la persona confirmando el ingreso de la familia, junto con los detalles de la conversación en la sección adecuada en la forma de Elegibilidad de Head Start.

• Ya que el personal haya revisado los documentos de ingreso, él/ella debe llenar la Forma de Elegibilidad de Head Start y firmar. Deberá fotocopiar los documentos originales y regresar los originales a la familia. El Centro de Head Start deber mantener copias de estos documentos y enviar una copia a la Oficina Administrativa

Renuncia de Verificación de Ingresos: • Las siguientes son las UNICAS excepciones al requisito de proveer documentos para verificar ingreso:

o Se le pago a la familia en efectivo y no recibió recibos. La familia deberá firmar y fechar una declaración con su ingreso anual y el lugar donde trabajo. El personal debe documentar la cantidad de ingresos en la forma de Elegibilidad de Head Start en la sección adecuada.

o Los padres están divorciados o separados y el padre migrante no logro obtener la documentación necesaria de su ex-pareja.

o La familia no tiene ingreso e historia de algún ingreso propio. o Familias con cambios en su estatus familiar cuyo ingreso ha cambiado dramáticamente. Esto solo se

podrá usar en casos EXTREMOS. El personal deberá obtener una autorización por escrito del Gerente de Servicios a la Familia, antes de conceder esta excepción.

• El personal deberá obtener una autorización por escrito de le Gerente de Servicios a la Familia antes de conceder estas excepciones.


• La renuncia de verificación de ingresos es válida solo por un año. Si el niño/a decide participar el siguiente año, se requerirá que se complete el proceso de verificación de ingresos sin la posibilidad de obtener una segunda renuncia.

Proceso de Revisión y Aprobación de Formas de Elegibilidad

HEAD START PARA FAMILIAS MIGRANTES Y DE TEMPORADA SOLAMENTE: Solo solicitudes completas deberán ser enviadas al Gerente de Servicios de Educación Migrante, semanalmente, para una revisión y aprobación final. Solicitudes aun necesitando algún formulario y/o documentación, deberán mantenerse en el centro hasta que toda la documentación necesaria se haya obtenido.

Proceso para Completar Papeleo:

Las solicitudes y los documentos necesarios deben ser completos/obtenidos por los Reclutadores y Asistentes Familiares (RFA’s) del centro. Sin embargo, en casos donde no este un RFA disponible, otro miembro del personal entrenado puede trabajar con la familia para completar la solicitud.

Ya que la solicitud está completa y todos los documentos requeridos hayan sido obtenidos, la solicitud deberá ser entregada al Asistente y Apoyo de Calidad de Datos (DQSA) para ser revisada. El DQSA revisara la solicitud y, si todo el papeleo esta en lugar y la solicitud fue completada correctamente, él/ella llenara un Formulario de Determinación de Elegibilidad (Eligibility Determination Form), hará copias de la solicitud y el papeleo para el centro, la cual se mantendrá en el expediente de la familia, y mandara la solicitud y todos los documentos originales al Gerente de Servicios de Educación Migrante, para una revisión y aprobación final.

Si algún documento falta o está incompleto, el DQSA devolverá el paquete de la solicitud al RFA o miembro del personal apropiado, y pedirá que se entregada nuevamente, ya que todos los documentos requeridos se hayan obtenido y estén completos.

Los siguientes documentos deben ser incluidos, en esta misma orden, como parte del papeleo de elegibilidad:

1. El Formulario de Determinación de Elegibilidad (Eligibility Determination) 2. Las 3 páginas de la solicitud para cada niño/mujer embarazada que se esté considerando para

el programa.I. Asegúrese de incluir el formulario de “Niños Adicionales” (Additional Child Form) para

familias que tengan más de “5” miembros.3. Verificación de Elegibilidad de Head Start (Head Start Eligibility Verification)

I. RFA’s deberán demostrar en esta hoja su trabajo matemático (como es que llegaron a la dada cantidad de ingreso total)

4. Documentos de Ingreso I. Debe incluir comprobante de trabajo agrícola actual para familias de TEMPORADA

5. Documentos que comprueben mudanza (para familias migrantes solamente) 6. COE - Certificado de Elegibilidad (para familias migrantes solamente)

Al recibir una solicitud, el Gerente de Servicios de Educación Migrante hará una última revisión del papeleo y, si todo lo requerido está incluido y se determina que la familia califica para recibir servicios, él/ella dará su aprobación final e inicializara la solicitud.

Si se determina que la solicitud está incompleta y/o se determina que la familia no califica, el Gerente de Servicios de Educación Migrante se comunicara con el miembro del personal apropiado, como sea necesario.

Ya que una solicitud haya sido aprobada e inicializada, será enviada a la Oficina Administrativa para inspeccionar y archivar.


Región V de Head Start y Head Start de Temprana Edad Solamente: Solo solicitudes completas deberán ser enviadas al Gerente de Servicios de la Familia, semanalmente, para una revisión y aprobación final. Solicitudes aun necesitando algún formulario y/o documentación, deberán mantenerse en el centro hasta que toda la documentación necesaria se haya obtenido.

Proceso para Completar Papeleo:

Las solicitudes y los documentos necesarios deben ser completos/obtenidos por los Reclutadores y Asistentes Familiares (RFA’s) del centro. Sin embargo, en casos donde no este un RFA disponible, otro miembro del personal entrenado puede trabajar con la familia para completar la solicitud.

Ya que la solicitud está completa y todos los documentos requeridos hayan sido obtenidos, la solicitud deberá ser entregada al Asistente y Apoyo de Calidad de Datos (DQSA) para ser revisada. El DQSA revisara la solicitud y, si todo el papeleo está en lugar y la solicitud fue completada correctamente, él/ella llenara un Formulario de Determinación de Elegibilidad (Eligibility Determination Form), hará copias de la solicitud y el papeleo para el centro, la cual se mantendrá en el expediente de la familia, y mandara la solicitud y todos los documentos originales al Gerente de Servicios de la Familia, para una revisión y aprobación final.

Si algún documento falta o está incompleto, el DQSA devolverá el paquete de la solicitud al RFA o miembro del personal apropiado, y pedirá que se entregada nuevamente, ya que todos los documentos requeridos se hayan obtenido y estén completos.

Los siguientes documentos deben ser incluidos, en esta misma orden, como parte del papeleo de elegibilidad:

1. El Formulario de Determinación de Elegibilidad (Eligibility Determination) 2. Las 3 páginas de la solicitud para cada niño/mujer embarazada que se esté considerando para

el programa.o Asegúrese de incluir el formulario de “Niños Adicionales” (Additional Child Form) para

familias que tengan más de “5” miembros.3. Verificación de Elegibilidad de Head Start (Head Start Eligibility Verification)

o RFA’s deberán demostrar en esta hoja su trabajo matemático (como es que llegaron a la dada cantidad de ingreso total)

4. Documentos de Ingreso

Al recibir una solicitud, el Gerente de Servicios de la Familia hará una última revisión del papeleo y, si todo lo requerido está incluido y se determina que la familia califica para recibir servicios, él/ella dará su aprobación final e inicializara la solicitud.

Si se determina que la solicitud está incompleta y/o se determina que la familia no califica, el Gerente de Servicios de Educación Migrante se comunicara con el miembro del personal apropiado, como sea necesario.

Ya que una solicitud haya sido aprobada e inicializada, será enviada a la Oficina Administrativa para inspeccionar y archivar.

Tri-Valley Opportunity Council, Inc. Region V EHS Region XII HS/EHS


HEAD START Region V HS Page 1 of 5

APPLICATIONCenter: Program Year:

APPLICANT (child or pregnant women applying for services)First Middle Last Suffix Nickname Birthday Gender

Race Hispanic English Proficiency Other Language Other Language ProficiencyAsian American Indian/Alaska Native Yes None Spanish Little

Black Hawaiian/Pacific Islander No Little Somali Moderate

White Multi-Racial Moderate Chuukese Proficient

Other: Proficient _____________

Child Care Assistance Child Lives WithReceiving Child Care Assistance Denied Both Parents Father Only Father/Stepmother Foster Parents

Applied, on Waiting List Needs to Apply Grandparents Mother Only Mother/Stepfather Other:_______

Allergies/Health Concerns Expected Departure Date (migrant only) Pregnant Woman Due Date

Complete forSeasonal Families

Qualifying Seasonal Agricultural Work Season/Months of Seasonal Agricultural Employment

ADULT 1First Middle Last Suffix Nickname Birthday Gender





Highest Education Level Employment Status Child’s Relationship Custody Check All that Applyfor this Adult

Highest Grade Completed __ Full Time Full Time & Training Natural/Adopted/Step Yes Lives with Family

High School Graduate Part Time Part Time & Training Grandchild No Provides Financial Support

GED Seasonal Training or School Niece/Nephew Teen Parent

Associates Degree Unemployed Retired or Disabled Foster Pregnant

Bachelor’s Degree Other:____________

Master’s Degree

Email Address:

ADULT 2First Middle Last Suffix Nickname Birthday Gender





Highest Education Level Employment Status Child’s Relationship Custody Check All that Applyfor this Adult

Highest Grade Completed __ Full Time Full Time & Training Natural/Adopted/Step Yes Lives with Family

High School Graduate Part Time Part Time & Training Grandchild No Provides Financial Support

GED Seasonal Training or School Niece/Nephew Teen Parent

Associates Degree Unemployed Retired or Disabled Foster Pregnant

Bachelor’s Degree Other:____________

Master’s Degree

Email Address:

ADDITIONAL CHILD (Non-Applicant)First Middle Last Suffix Nickname Birthday Gender






ADDITIONAL CHILD (Non-Applicant) Page 2 of 5First Middle Last Suffix Nickname Birthday Gender





ADDITIONAL CHILD (Non-Applicant)First Middle Last Suffix Nickname Birthday Gender





ADDITIONAL CHILD (Non-Applicant) – (if more children use Additional Child Sheet form)First Middle Last Suffix Nickname Birthday Gender





FAMILY INFORMATIONLiving Address Address Line 2 City State Zip County

Mailing Address (if different) Address Line 2 City State Zip County

Phone Numbers Type (check one) Notes (preferred way and time to communicate)

Cell Home Work Other:

Cell Home Work Other:

Parental Status(check one)

Primary Language at Home

Homeless Family Military FamilyReferred by Child Welfare Agency

Receiving SNAP (food support)

1 Parent 2 Parent Yes No Yes No Yes No Yes No

FAMILY INCOME

TANF / MFIP Supplemental Security Income WIC

Yes No Formerly Yes No Yes No

EMERGENCY CONTACTS - (including daycare providers listed) will be informed if child is being released due to lice and health conditions.

Contact 1

Name Relationship Language(s)

English Spanish Somali Chuukese

Phone #1: Phone #2:

Cell Home Work Cell Home Work

Contact 2



Phone #1: Phone #2:



Contact 3



Phone #1: Phone #2:



Page 3 of 5SELECTION CRITERIA (review with family and check the points awarded before adding up and totaling)

MIGRANT AND SESAONAL HEAD START/EARLY HEAD START

IncomeHomeless (20pts) Below poverty guidelines/TANF/SSI/Foster Care (10pts)

100-130% (8pts) 131-199% (3pts) 200+ (0pts)

Parent Working Status

Both Parents working or contracted to work in Head Start qualifying agriculture employment (16pts)

One parent working or contract to work in Head Start qualifying agriculture employment (8pts)

Parent(s) worked in Head Start qualifying agricultural employment within the past 12 months (4pts)

Documented Disability IEP, IFSP, IIP, or Health Care Plan (Health Care Plan must be approved by Health Services Manager) (10pts)

Other Factors

Single Parent (5pts) Referral from outside agency (5pts) Crowded living conditions (5pts)

Teen parent(s) [under 21 years] (4pts) New Tri-Valley Head Start family (2pts) No transportation (2pts)

No family support system within 20 mile radius (2pts) Limited English Proficiency [Parent(s)] (2pts)

Pregnancy FactorsReferral from outside agency (5pts) High risk pregnancy/diagnosed depression (5pts)

Limited or no pre-natal care (3pts) First Pregnancy (2pts)

Mobile MigrantQualifying Arrival Date

<3 months from opening of center (10pts) <6 months from opening of center (5pts)

<12 months from opening of center (3pts) <24 months from opening of center (1pt)

Seasonal Farm Worker (0pts)

HEAD START


100-130% (8pts) 131-199% (3pts) 200+ (0pts)


Parental Status Foster or Guardian (10pts) Single parent (5pts) Two-parents (2pts)

Child Factors

Open child protective services case within past 6 months (6pts) Referral from outside Agency (5pts)

In process of documenting disability approved by Center Manager (5pts) Involuntary separation from parent (4pts)

Limited English proficiency (2pts)

Family Factors

Multiple social services (8pts) Single social service (4pts) Teen parent (4pts)

Parent(s) work (32hrs) or attend school (12 credits) full time (4pts) Literacy (2pts)

Limited English proficiency (parents) (2pts) Parent(s) work or attend school part-time (2pts)

Previous Head Start family (2pts)

Other Factors Enrolled in Early Head Start (10pts)

EARLY HEAD START


100-130% (8pts) 131-199% (3pts) 200+ (0pts)


Parental Status Foster or Guardian (10pts) Single Parent (5pts) Two-Parents (2pts)

Child Factors

Open child protective services case within past 6 months (6pts) Referral from outside Agency (5pts)

In process of documenting disability approved by Center Manager (5pts) Involuntary separation from parent (4pts)

Limited English proficiency (2pts)

Family Factors

Multiple social services (8pts) Single social service (4pts) Teen parent (4pts)

Parent(s) work (32hrs) or attend school (12 credits) full time (4pts) Literacy (2pts)

Limited English proficiency (parents) (2pts) Parent(s) work or attend school part-time (2pts)

Previous Head Start family (2pts)


Pregnancy FactorsReferral from outside agency (5pts) High risk pregnancy/diagnosed depression (5pts)

Limited or no pre-natal care (3pts) First Pregnancy (2pts)

TOTAL POINTS


DATA PRIVACY - TENNESSEN WARNING

Individuals supplying personal or confidential data about themselves need to know they have the right to privacy and the right to review information kept in agency files about them or their families. These rights are protected by State and Federal laws. Minnesota’s Government Data Practices Act states that individuals must be advised on the reasons why the data is being collected, how it will be used and who will have access to it.

Tri-Valley Head Start collects private data on individuals and families:- To determine if they meet Federal guidelines for admission in the program;- To assess the child’s health or special needs status;- To provide assistance or referrals to community services; and,- To encourage families to maximize their strengths.

The collected information about you and/or your family remains private within Tri-Valley Head Start. Certain information may be used in statistical reports with no names or other identifying information included. The data collected will only be shared if it is authorized by an informed consent release signed by you.

Employees of this agency will have access to information about you anytime their work requires it. By law some other government and contractor agencies will also have access to certain information about you if they provided a service to you or if they provided a service to this agency that affects you and requires access to your records. They include social and human service agencies under contract to this agency; the Minnesota Department of Human Services; the Welfare or human service agency of any county to which you move, if you want aid or services there; the county attorney or other local county or state officials, if you are involved in an investigation relating to one of the programs operated by this agency. Other uses include census information, audits and reviews from the local school district, Minnesota Department of Education and Federal and State Head Start Bureau.

You have the right to review the information in your file and to challenge the accuracy or completeness of any public or private data about yourself.

You may refuse to provide the requested information. However, without the required information, we may be unable to determine if your family is eligible for enrollment into the Head Start Program.

This notice will apply to all future contacts you have with Tri-Valley Head Start, whether those contacts are in person, over the phone, or by mail. This notice applies to all the information which you provide to Head Start staff either paid employees or unpaid volunteers.

I authorize Tri-Valley Head Start to contact and share pertinent information directly with the persons named on this form regarding my child. I authorize the named physician or associates and/or dentist to render such treatment as necessary in an emergency. I authorize Tri-Valley Head Start to take whatever action is necessary in the event that I or other persons listed on this form, cannot be reached. I have read this information and agree to the statement as it is written.

I certify the information I have provided on this form is true and correct to the best of my belief and knowledge. If any part is false, my participation in this program may be terminated and I may be subject to legal action. I have been informed of my data privacy rights. I understand that this completed application does not guarantee enrollment in (Early) Head Start. I understand that income guidelines are determined by the Department of Health and Human Services.

Parent Signature: Date:

Staff Signature: Date:

This information is available in alternative formats to individuals with disabilities by contacting us at 800-201-3461 or


by calling the Minnesota Relay at 711 or (800) 627-3529.


Page 5 of 5

Solicitud Para el Programa de Head Start para Migrantes y Trabajo de TemporadaADVERTENCIA TENNESSEN, DECLARACIÓN DE DIVULGACIÓN

Las personas que provean información personal y confidencial acerca de ellos mismos necesitan saber que están en su derecho de privacidad y en el derecho de revisar esa información que se mantiene en los archivos de la agencia acera de ellos y de sus familiares. Estos derechos son protegidos por las leyes estatales y federales del gobierno. El acta de práctica de información del gobierno de Minnesota establece que las personas tienen que ser advertidas de las razones por las que esa información a sido recopilada, como se va a usar y quien tiene acceso sobre ella.

Tri-Valley Head Start recopila información privada de personas y familias: - Para determinar si cumplen con las guías federales para la admisión del programa; - Para hacer un asesoramiento de salud de los niños o determinar si existe una necesidad especial; - Para proveer asistencia o hacer recomendaciones a servicios en la comunidad; y, - Para estimular a las familias a maximizar sus fortalezas.

La información recopilada acerca de usted y de su familia permanece en privado en Tri-Valley Head Start. Cierta información pudiera ser usada en reportes estadísticos sin usar nombres u otros tipos de información que pueda revelar la identidad de usted. Estos datos recolectados solamente se compartirá si usted firma una autorización dando su permiso.

Empleados de esta agencia tendrán acceso a la información sobre usted en cualquier hora que sea necesario para cumplir con su trabajo. Por ley algunas otras agencias del gobierno y agencias privadas que tienen contrato para proveer servicios a proveerle servicios o agencia que le afectan a usted, tendrán acceso a cierta información. Ellos incluyen agencias de servicios sociales y humanos que tienen contrato con esta agencia; Departamento de Servicios Humanos de Minnesota; las agencias de Asistencia o servicio humanos de cualquier condado a donde usted se muda, si usted desea ayuda o servicios allá; el abogado del condado o otros oficiales locales, del condado o del estado, su usted esta envuelto en una investigación que se trata con unos de los programas operado por esta agencia. Otros usos incluyen información del censo, reviso del Departamento de Educación, Departamento de Head Start y de la escuela local.

Usted tiene el derecho de revisar la información en su archivo y de poner en duda la veracidad y totalidad de cualquier información pública o privada acerca de usted.

Usted puede rehusarse de proveer la información que se le pida. De cualquier manera, sin esa información no podemos determinar si su familia puede calificar para la admisión de los programas de Head Start.

Este aviso se aplicará en todas las ocasiones en que usted recurra a Head Start, aunque esos contactos sean en persona, por teléfono, o por correo. Este aviso se le aplicará a toda la información que usted provee al personal de Tri-Valley así sean empleados o voluntarios.

Firma del padre(s)/guardián(s): Fecha:

Firma del personal: Fecha:

Esta información está disponible en formatos para personas individuales con discapacidades contactándonos al teléfono (800) 201-3466 o llamando a Minnesota Relay al teléfono 711 o (800) 627-3529.

42 G-DrivePlanning

Migrant Enrollment Manual1/29/14

Income Eligibility

Intake Paperwork

43 G-DrivePlanning


HEAD START ELIGIBILITY VERFICATION INSTRUCTIONS

Region V only: Fill out on Over Income children and 3rd year repeater children.

Child’s Name (Region V) Write the full name of the child that appears on the Application.

Family – Head of Household Write the full name of the head of household as it appears on the COE or Seasonal Application.

Family Size: Enter the number in the family. For income purposes, pregnant women count as two. For income purposes, family is defined as all persons currently living in the same household who:

-are supported by the income of the parent(s) or guardian(s) of the child;and-are related to the parent(s) or guardian(s) by blood, marriage, or adoption

Check the applicable category of eligibility for the child/pregnant woman. Check what is true for the child/family. Write total 12 month income if earned income was viewed. If child/family is eligible due to TANF/MFIP, SSI, Foster Care or Homeless no total income amount is needed. If child/family is eligible due to homeless, describe in detail why they are considered homeless according to McKinney-Vento Act.

What documentation was used to determine eligibility?Check appropriate box to demonstrate what document was viewed. Photocopy documents viewed and attach to document.

When using last year’s income, mark “other” and write “YEAR Head Start Eligibility Verification form”. (Ex. 2012 Head Start Eligibility Verification form)

Documentation of no incomeClear documentation of why child/family has no income. Contact Family & Community Services Manager prior to using this option.

Staff signature Staff signature MUST be legible.

Date of eligibility verificationDate when documents were viewed by staff.

Staff name and title Clearly document staff’s name and date who determined child/family’s eligibility.

44 G-DrivePlanning



HEAD START Region V EHS Region XII EHS

1. Child’s Name (Region V):

Family – Head of Household (Region XII):

2. Family Size:

3. Check the applicable category of eligibility for this child:Income Eligible (check box that applies) Total Amount:

Below federal poverty guidelines

Between 100-130% of federal poverty guidelines(no more than 35% of enrolled children may fall into this category)

Over-Income Total Amount:

Public assistance (TANF/MFIP)

Supplemental Security Income (SSI)

Foster Care

Homeless (according to McKinney-Vento Act)Describe living situation:

4. What documentation was used to determine eligibility?Income Tax Form 1040 Written statements from employers

W-2 Foster care reimbursement

TANF/MFIP documentation SSI documentation

Pay stub or pay envelopes OtherIf other, explain:

Unemployment

Documentation of no income:

Comments:

5. Staff signature: Date of eligibility verification:

6. Staff name: Title:

45 G-DrivePlanning


HOMELESS FAMILIES

Definition of Homeless for Head Start eligibility and reporting purposes (McKinney-Vento Homeless Assistance Act Sec. 725)The term “homeless children and youth” -----‘

A. means individuals who lack a fixed, regular, and adequate nighttime residence..; andB. includes –

i. children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative 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…

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 who qualify as homeless for the purposes of this subtitle because the children are living in circumstances described in clauses (i) through (iii).

Some Migrant Housing can be deemed homeless, while some cannot. Examples of housing that is considered homeless:

Migrant housing with communal bathrooms Company housing/apartments where there is a requirement of a number of adults per unit Inadequate trailer parks Lack of heat, water, electricity

The above examples are not meant to be exclusive. It is best to decide on a case by case basis due to the varying circumstances that homeless families face. When in doubt contact the Family and Community Services Manager to discuss the situation and to determine homelessness.

Homeless children automatically qualify for Head Start services. This means that if families have problems gathering documents (income, immunizations, etc.) this should not stop the family from enrolling their children. Their homeless status makes them automatically income eligible; regardless of their income.

Check the appropriate box [Homeless (according to McKinney-Vento Act)] on the Head Start Eligibility Verification form. Describe the living situation on the line provided. The following are ways you can describe the living situation of families who are considered homeless:

Temporarily sharing housing of another family due to loss of housing, economic hardship or similar reason

Motel, hotel or campground because cannot afford or find affordable housing Vehicle or any kind; in an abandoned building; substandard housing without running water/electricity; or

in a park, bus or train station Emergency or transitional shelter

If the Homeless box is checked, on the Selection Criteria and Eligibility Determination form in the Income Level box you’ll check “below poverty, TANF/SSI/FC/Homeless” to give the family 10 points.

For the Migrant Head Start program, homeless children still have to have made a qualifying move and work in qualifying agricultural activities to be eligible for services.

46 G-DrivePlanning


2015 REFERENCE GUIDE FOR INCOME LEVEL

Under PovertySize of Family Poverty Level

1 $11,7702 15,9303 20,0904 24,2505 28,4106 32,5707 36,7308 40,890

Over Income

INCOME GUIDELINES

47 G-DrivePlanning


Size of Family 100-130% 131-199% 200% +

1 11,771 - 15,301 15,302- 23,422 23,423

2 15,931 – 20,709 20,710 – 31,700 31,701

3 20,091 – 26,117 26,118 – 39,979 39,980

4 24,251 – 31,525 31,526 – 48,257 48,258

5 28,411 – 36,933 36,934 – 56,536 56,537

6 32,571 – 42,341 42,342 – 64,814 64,815

7 36,731 – 47,749 47,750-73,093 73,094

8 40,891 – 53,157 53,158 – 81,371 81,372

2015Persons

in Family Annual Income

1 $11,770

2 15,930

3 20,090

4 24,250

5 28,410

6 32,570

7 36,730

8 40,890

For each additionalperson, add

4,160

Income which must be reported and considered means total cash receipts (before taxes) from all sources. Exceptions are listed in B. below.A. Income includes:

(1) Money wages and salaries. (13) Child Support.(2) Non-farm self-employment (net receipts). (14) Military family allotments.(3) Farm self-employment (net receipts). (15) Support from an absent family member (someone (4) Social Security payments. not living in the household).(5) Railroad retirement. (16) Private pensions.(6) Unemployment compensation. (17) Government employee pensions (including military(7) Strike benefits from Union funds. requirement pay).(8) Workers’ Compensation. (18) Regular insurance/annuity payments.(9) Veteran’s payments. (19) College or University scholarships, grants, (10) Public assistance (TANF, Supplemental fellowships, and assistantships.

security income, Emergency Assistance (20) Dividends, interest, net rental income, and net money payments, and non-federal royalties. General Assistance or Relief payments). (21) Receipts from estates or trusts.

(11) Training stipends. (22) Net gambling/lottery winnings.(12) Alimony.

B. Income does not include the following:(1) Capital gains. (9) Injury compensation payments.(2) Assets drawn down as withdrawals from (10) Non-cash benefits:

a bank. a. Employer-paid portion of health insurance.(3) Receipts from sale of property, a house, or b. Union-paid portion of health insurance.

a car. c. Employee fringe benefits.(4) Tax refunds. d. Food or housing received in lieu of wages.(5) Gifts. e. Value of food and fuel produced and (6) Loans. consumed on farms.(7) Lump-sum inheritances. f. Imputed value of rent from non-farm or farm housing.(8) One-time insurance payments. g. Federal non-cash benefits (Medicare,

Medicaid, Food Stamps, school lunches,and housing assistance).

48 G-DrivePlanning


GUÍAS DE POBREZA PARA 2015

Tamaño de la Familia Ingresos Anual

1 $11,770

2 15,930

3 20,90

4 24,250

5 28,410

6 32,570

7 36,730

8 40,890

Por cada miembro adicional 4,160

Ingresos que deben ser reportadas y consideradas son todos los recibos de dinero (antes de impuestos) de todas las fuentes de trabajo. Las excepciones están apuntadas en la sección B de esta página.A. Ingresos incluye:

(1) Salarios y sueldos. (13) Dinero pagado para el mantenimiento de niños como (2) Empleo no-agrónomo de si mismo (recibos netos). parte del divorcio.(3) Empleo no-agrónomo de sí mismo (recibos netos). (14) Dinero recibido del ejército.(4) Pagos de Seguro Social. (15) Dinero que la familia recibe de un miembro de la (5) Jubilación del ferrocarril. familia (alguien que no vive con la familia).(6) Compensación de desempleo. (16) Pensión Privada.(7) Beneficios pagados con los fondos de la unión. 17) Pensión de un empleado del Gobierno (incluyendo (8) Compensación por haberse herido en el trabajo. pago del ejército).(9) Compensación de los Veteranos. (18) Seguro regular/pagos por anualidad.(10)Asistencia Pública (TANF, Seguro Suplementario (19) Becas de la Universidad o del Colegio

Asistencia de Emergencia y Asistencia General (20) Dinero recibido por intereses, dividendos, renta(que no es federal o Pagos de Alivio). que se recibe si es dueño de una casa que se alquila.

(11) Fondos para Entrenamientos. (21) Dinero recibido a través de herencias.(12) Pensión Alimenticia (alimony). (22) Neto ganancias de apuestas/lotería.

B. Ingresos no incluye el siguiente:(1) Dinero que se gana al vender una propiedad. (9) Pagos por compensación de heridas.(2) Dinero que se saca de una cuenta de ahorro. (10) Beneficios que no son de dinero:(3) Dinero recibido de vender una propiedad, a. Porción que el patrón paga por su seguro de salud.

casa o carro. b. Porción que el unión paga por su seguro de salud.(4) Reembolso de Impuestos c. Beneficios al empleado.(5) Regalos. d. Comida o vivienda recibida en forma de pago.(6) Prestamos. e. Valor de comida y materiales de combustión que (7) Herencias de solamente una ocurrencia. se usa en un rancho.(8) Pagos de seguro de solamente una ocurrencia. f. Valor que tenga una propiedad arrendada.

g. Beneficios del gobierno federal que no es dinero (Medicare, Medicaid, Estampillas, almuerzos en la escuela, y asistencia de vivienda).

What counts as income?

49 G-DrivePlanning


Income which must be reported and considered means total cash receipts (before taxes) from all sources.

Income includes:(1) Money wages and salaries. (13) Child Support.(2) Non-farm self-employment (net receipts). (14) Military family allotments.(3) Farm self-employment (net receipts). (15) Support from an absent family member (someone (4) Social Security payments. not living in the household).(5) Railroad retirement. (16) Private pensions.(6) Unemployment compensation. (17) Government employee pensions (including military(7) Strike benefits from Union funds. requirement pay).(8) Workers’ Compensation. (18) Regular insurance/annuity payments.(9) Veteran’s payments. (19) College or University scholarships, grants, (10) Public assistance (TANF, Supplemental fellowships, and assistantships. security income, Emergency Assistance (20) Dividends, interest, net rental income, and net money payments, and non-federal royalties. General Assistance or Relief payments). (21) Receipts from estates or trusts.(11) Training stipends. (22) Net gambling/lottery winnings.(12) Alimony.

Income does not include:

(1) Capital gains. (9) Injury compensation payments.(2) Assets drawn down as withdrawals from (10) Non-cash benefits: a bank. a. Employer-paid portion of health insurance.(3) Receipts from sale of property, a house, or b. Union-paid portion of health insurance.a car. c. Employee fringe benefits.(4) Tax refunds. d. Food or housing received in lieu of wages.(5) Gifts. e. Value of food and fuel produced and (6) Loans. consumed on farms.(7) Lump-sum inheritances. f. Imputed value of rent from non-farm or farm housing.(8) One-time insurance payments. g. Federal non-cash benefits (Medicare,

Medicaid, Food Stamps, school lunches,and housing assistance).

50 G-DrivePlanning


1 G-DrivePlanning


Last 12 Calendar Months

Jan-14

Feb-14 Feb-14

Mar-14 Mar-14 Mar-14

Apr-14 Apr-14 Apr-14 Apr-14

May-14 May-14 May-14 May-14 May-14

Jun-14 Jun-14 Jun-14 Jun-14 Jun-14 Jun-14

Jul-14 Jul-14 Jul-14 Jul-14 Jul-14 Jul-14

Aug-14 Aug-14 Aug-14 Aug-14 Aug-14 Aug-14

Sep-14 Sep-14 Sep-14 Sep-14 Sep-14 Sep-14

Oct-14 Oct-14 Oct-14 Oct-14 Oct-14 Oct-14

Nov-14 Nov-14 Nov-14 Nov-14 Nov-14 Nov-14

Dec-14 Dec-14 Dec-14 Dec-14 Dec-14 Dec-14

Jan-15 Jan-15 Jan-15 Jan-15 Jan-15

Feb-15 Feb-15 Feb-15 Feb-15

Mar-15 Mar-15 Mar-15

Apr-15 Apr-15

Jul-14 May-15

Aug-14 Aug-14

Sep-14 Sep-14 Sep-14

Oct-14 Oct-14 Oct-14 Oct-14

Nov-14 Nov-14 Nov-14 Nov-14 Nov-14

Dec-14 Dec-14 Dec-14 Dec-14 Dec-14 Dec-14

Jan-15 Jan-15 Jan-15 Jan-15 Jan-15 Jan-15

Feb-15 Feb-15 Feb-15 Feb-15 Feb-15 Feb-15

Mar-15 Mar-15 Mar-15 Mar-15 Mar-15 Mar-15

Apr-15 Apr-15 Apr-15 Apr-15 Apr-15 Apr-15

May-15 May-15 May-15 May-15 May-15 May-15

Jun-15 Jun-15 Jun-15 Jun-15 Jun-15 Jun-15

Jul-15 Jul-15 Jul-15 Jul-15 Jul-15

Aug-15 Aug-15 Aug-15 Aug-15

Sep-15 Sep-15 Sep-15

Oct-15 Oct-15

Nov-15

Last calendar year or if verifying

January 2015 If verifying in February 2015 If verifying in

March 2014 If verifying in April 2015 If verifying in

May 2015 If verifying in June 2015

If verifying July 2015 If verifying in

August 2015 If verifying in September 2015 If verifying in

October 2015 If verifying in November 2015 If verifying in

December 2015

2 G-DrivePlanning



HEAD START Region V EHS Region XII EHSCONSENT FOR RELEASE AND EXCHANGE OF INFORMATION /

CONSENTIMIENTO PARA ENTREGAR O INTERCAMBIAR INFORMACIÓN

I. Identifying Information / Información de Identificación

Child’s Name / Nombre del Niño:

Birthdate / Fecha de Nacimiento: Social Security # / # de Seguro Social:

Parent/Guardian / Padre/Guardián: Social Security # / # de Seguro Social:

Address / Dirección: Center / Centro:

City / Ciudad: State / Estado: Zip / Código:

II. Type and Use of Information / Tipo y Uso de la InformaciónI authorize Tri-Valley Opportunity Council, Inc., Head Start to give verbal and written information to, to receive information from, and to exchange information as follows / Yo autorizo a Tri-Valley Opportunity Council, Inc., Head Start para que de información por escrito o verbal, y para que reciba o intercambie información sobre lo siguiente (favor marcar):

Education / Educación Social History Information / Información del Historia SocialMedical Information / Información de Salud Financial Information / Información de FinanciasOther / Otro Other / Otro

This information is needed for the following purposes / Esta información se necesita para los propósitos que siguen:a. To assist Tri-Valley Opportunity Council, Inc., Head Start in determining available services / Para asistir a Tri-Valley Opportunity Council, Inc.,

Head Start en determinar que servicios son disponibles. b. To assist Tri-Valley Opportunity Council, Inc., Head Start in determining program eligibility / Para asistir a Tri-Valley Opportunity Council, Inc.,

Head Start en la determinación de elegibilidad al programa.c. To assist Tri-Valley Opportunity Council, Inc., Head Start in providing appropriate services / Para asistir a Tri-Valley Opportunity Council, Inc.,

Head Start de proveer servicios apropiados.d. To provide Tri-Valley Opportunity Council, Inc., Head Start with information for coordination of services / Para proveer a Tri-Valley Opportunity

Council, Inc., Head Start con información para coordinar servicios con otras agencias.

III. Understandings / Acuerdosa. I understand that the information to be received/exchanged will be treated as private data as governed by the Government Data Practices Act.

This means that the information will be safeguarded, as required above, and no release of information will be made without my further consent. I understand this information is being received/exchanged because staff from the program meet regularly to plan service, to coordinate service delivery and to review the need for continuation and/or change of services for my child and family / Yo entiendo que la información recibida/intercambiada será tratada como información privada de acuerdo a las leyes del gobierno federal. Esto quiere decir que la información será protegida, por requisitos mencionados anteriormente, y ningún intercambio de información se hará sin mi consentimiento. Yo entiendo que esta información es recibida/intercambiada porque el personal del programa se juntan regularmente para planear servicios, coordinar la realización de los servicios y revisar la necesidad para continuar y/o cambiar los servicios para mi hijo y mi familia.

b. I authorize Tri-Valley Opportunity Council, Inc., Head Start to request, receive, exchange and provide information with the following agencies/institutions that have information concerning my child or family. I understand this information will be exchanged with staff of Tri-Valley Opportunity Council, Inc., Head Start / Yo autorizo a Tri-Valley Opportunity Council, Inc., Head Start a pedir, recibir, intercambiar y proveer información con las siguientes agencias/instituciones que tienen información que concierne a mi hijo o a mi familia. Yo entiendo que esta información será intercambiada con el personal de Tri-Valley Opportunity Council, Inc., Head Start.

Agency / Agencia Address / Dirección Information to be Released/Exchanged /Información que será Entregada/Intercambiada

c. I understand that Tri-Valley Opportunity Council, Inc., Head Start cannot release/exchange information disclosed by this consent to anyone other than those listed above, unless I give written permission / Yo entiendo que Tri-Valley Opportunity Council, Inc., Head Start no puede dar/intercambiar información revelada por este consentimiento a otras personas que no sean las mencionadas anteriormente, a menos que yo dé autorización por escrito.

d. I understand that my consent terminates one year from the date of this signature unless I choose to revoke it earlier by notifying Tri-Valley Opportunity Council, Inc., Head Start in writing / Yo entiendo que mi consentimiento termina un año a partir de la fecha de mi firma a menos que yo decida revocar este consentimiento antes del año por escrito a Tri-Valley Opportunity Council, Inc., Head Start.

e. A copy of this document is as good as an original / Una copia de este documento es valida al igual de un original.

Parent/Guardian Signature / Firma de Padre/Guardián: Date / Fecha:

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Eligibility

Determination

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Selection Region V PPRRequirementsKey center staff must clearly set the scheduled day and time for the selection process. The initial selection decisions will be made during the months of April or May.

Families must be informed of the selection process and how it works at the local center when completing the application.

Each applicant must be certified as eligible before being considered for selection.

All eligible applicants must be considered for selection. Registration with Education and Health is not required before children are selected.

Once a child or pregnant woman application is taken, the following process must be used to determine priority for services: Award appropriate points using the selection criteria contained in this policy. (points are awarded to the

child not to the family) Determine total points for each child/pregnant woman. Determine the child’s rank in the total pool of eligible children/pregnant women for that specific

age/developmental level. All applications must be pooled and ranked in groups by income eligible and over-income and according to age group.

All income eligible children and pregnant women must be considered for selection first. After all income eligible children have been selected, children and pregnant women whose family’s income is between 100-130% above the poverty line will be considered, not to exceed 35% of total enrolled children. In addition, the program may serve up to 10% of enrolled children as over income.

Due to limited slots, center staff must obtain permission from the Family and Community Services Manager prior to selecting children and pregnant women whose family’s income is over the federal poverty guidelines.

Enter all information used in determining selection into Child Plus for all children (new, pending, waiting-list, and eligible children).

The following process must be used to determine a child’s priority for services:• Recruiter and Family Advocates will complete the selection criteria portion of the application with the family. • Determine total points for each applicant using the Selection Criteria on the last page of this policy.• Determine the applicant’s rank in the total pool of eligible applicants for that specific age/developmental level

using the Enrollment 2025 Report from ChildPlus.• Select children based on the Selection Policy.• Notify families of the results of selection immediately.

When families relocate and move from one community to another where a center is located, families join the waiting list pool at that center. These families are not automatically enrolled.

In the case of children with a disability, selection may be based on individual child needs, which may supersede the points.

The Center Manager must ensure that key center staff is involved in the selection process.

Tie Breaking ProceduresThis process is to be used whenever two or more children have identical selection point totals. The Selection Criteria will be considered in the following order:

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1) Income Eligible (over income children are in a separate selection pool)2) Documented Disability3) Parental Status4) Child Factors 5) Family Factors

Compare point differences between the “tied” children in the order listed above.

If no difference is found in the first category, proceed to the next.

When there is a difference, the child with the highest point in the category must be enrolled or ranked higher on the Waiting List.

If no difference appears after going through all of the criteria listed above, ties will be resolved through the following process:

Write the name of each “tied” child on a 3x3 card.

The Center Manager will draw a child’s name from the cards in the presence of at least one parent or guardian of each child involved, if at all possible.

Reasonable attempts must be made to have each child’s parent(s) in attendance.

Inability to reasonably contact all parents should not delay or interfere with filling open child slots.

Children must be ranked in the order in which they are drawn.

Early Head Start SpecificEach child is selected only once. Children are not re-selected to move between classrooms, but rather transitioned. For example: a pregnant woman is selected, her child is transitioned to the infant room and toddler room. An infant is selected and transitioned to the toddler room.

Re-SelectionParents whose children are affected by re-selection must be notified.

Staff must obtain the most current selection criteria information in order to update the points in ChildPlus.

Re-selection will follow the Selection Policy. All families will be notified of the results of re-selection.

When a center needs to close a classroom, the classroom with the smallest number of children affected will be closed.

Selection Criteria

Income Level – Over-income children are selected separately from income eligible childrenHomeless (according to McKinney Vento Act) 20 pointsBelow poverty guidelines/TANF/SSI/Foster Care 10 pointsOver Income 100-130% 8 pointsOver Income 131-199% 3 pointsOver Income +200% 0 points

Documented Disability

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Documented Disability – IEP, IFSP, IIP or Health Care Plan (Health Care Plan must be approved by Health Services Manager)

10 points

Parental StatusFoster or Guardian 10 pointsSingle Parent 5 pointsTwo Parent 2 points

Child FactorsOpen Child Protective Services Case Within Past 6 Months 6 pointsReferral from Outside Agency 5 pointsIn Process of Documenting a Disability Approved by Center Manager 5 pointsInvoluntary Separation from Parent (Incarceration, deployment, long-term substance abuse treatment, recent death or divorce, all in the past 12 months)

4 points

Limited English Proficiency 2 points

Pregnancy Factors (for EHS only)Referral from outside agency 5 pointsHigh Risk Pregnancy/Diagnosed Depression 5 pointsLimited or no Pre-Natal Care 3 pointsFirst Pregnancy 2 points

Family FactorsMultiple Social Services (support group, mental health, child protection, parent aide, AA, open social service case, all within past 6 months)

8 points

Single Social Service 4 pointsTeen Parent 4 pointsParent(s) Working Full Time (32+ hours) or in School Full Time (12 credits) 4 pointsParent(s) Working Part Time or in School Part Time 2 pointsLiteracy (no GED or high school diploma) 2 pointsPrevious Head Start Family 2 pointsLimited English Proficiency [parent(s)] 2 points

Other Factors (for HS only)Enrolled in Early Head Start 10 points

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RequisitosEl personal clave del centro deberá elegir un día y una hora para llevar a cabo el proceso de selección. Las selecciones iniciales se harán durante los meses de Abril y Mayo.

Se les informara a las familias acerca del proceso de selección y de cómo funciona en su centro local, al llenar la solicitud.

Cada solicitante tendrá que ser certificado como elegible antes de ser considerado para ser seleccionado.

Se consideraran todos los solicitantes elegibles durante el proceso de selección. No se requiere una registración con Educación y Salud antes de que los niños sean seleccionados.

Se deberá seguir el siguiente proceso ya que se haya aceptado la solicitud de un niño o una mujer embarazada, para determinar la prioridad de servicios: Otorgar puntos apropiados usando el criterio de selección contenido en esta póliza. (los puntos son

otorgardos al niño, no a la familia) Determinar el número total para cada niño/mujer embarazada. Determinar el rango del niño en el grupo completo de niños/mujeres embarazadas elegibles dependiendo

de la edad/nivel de desarrollo. Todas las solicitudes deberán ser clasificadas por grupos elegibles a base de ingreso y sobre ingreso, y de acuerdo a la edad.

Todos los niños y mujeres embarazadas elegibles a base de ingreso deberán ser considerados para ser seleccionados primero. Ya que se hayan elegido a todos los niños elegibles a base de ingreso, niños y mujeres embarazadas cuyo ingreso familiar esta entre 100-130% sobre la línea de pobreza serán considerados, pero este número no podrán exceder el 35% de niños matriculados. Además, el programa puede servir hasta un 10% de niños matriculados clasificados como sobre ingreso.

Debido al número de espacios limitados, el personal del centro deberá obtener permiso del Gerente de Servicios de la Familia antes de seleccionar a niños y mujeres embarazadas, cuyo ingreso familiar excede las directrices federales de pobreza.

Toda la información usada para determinar la selección de niños deberá ser entrada en ChildPlus para todos los niños (nuevos, pendientes, lista de espera, y niños elegibles).

El siguiente proceso se seguirá para determinar la prioridad de servicios de un niño:• Los Reclutadores y Asistentes Familiares llenaran la porción de la solicitud de criterio de selección con la

familia. • Se determinara el número total de puntos para cada solicitante usando el Criterio de Selección en la última

página de esta póliza. • Se determinara el rango del solicitante en el grupo completo de solicitantes de acuerdo con su edad/nivel de

desarrollo usando el Reporte de Matriculación 2025 de ChildPlus. • Se elegirán niños usando la Póliza de Selección. • Se informara inmediatamente a las familias de los resultados del proceso de selección.

Cuando una familia se muda y se traslada de una comunidad a otra donde hay un centro, las familias se unirán al grupo de familias en lista de espera del nuevo centro. Estas familias no serán automáticamente matriculadas.

En casos de niños con discapacidades, el proceso de selección se basara en las necesidades individuales del niño, que podría sustituir el número de puntos.

El Gerente del Centro de Head Start deberá asegurar que el personal clave del centro esté involucrado en el proceso de selección.

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Procedimientos en Caso de EmpateEste proceso se usara cuando dos o más niños tengan un total de puntos de selección idéntico. El Criterio de Selección será considerado de la siguiente manera:

1) Elegible a Base de Ingreso (Niños sobre ingreso están en un grupo de selección por separado)2) Discapacidad Documentada3) Estado de los Padres4) Factores del Nino5) Factores de Familia

Compare los puntos de los niños “empatados” de acuerdo a la lista de arriba.

Si no hay ninguna diferencia en la primera categoría, proceda a la siguiente.

Cuando haya una diferencia, el niño con más puntos en esa categoría deberá ser matriculado o clasificado arriba del otro niño en la lista de espera.

Si no hay ninguna diferencia después de repasar el criterio de la lista de arriba, los empates serán resueltos usando el siguiente proceso:

Escriba el nombre de cada niño “empatado” en una tarjeta de 3”x3”.

El Gerente del Centro de Head Start seleccionara el nombre de un niño al azar bajo la presencia de por lo menos un padre o guardián de cada niño involucrado, si es posible.

Se deberán hacer atentos razonables para que los padres de cada niño puedan asistir.

La inhabilidad de contactar a todos los padres de una manera razonable no deberá interceder o retrasar el proceso de llenar los espacios disponibles.

Los niños serán clasificados de acuerdo a la orden por la cual son seleccionados.

Específico para Head Start de Temprana EdadCada niño es seleccionado solamente una vez. Niños no son re-seleccionados para moverse de salón, si no por motivos de traslado. Por ejemplo: Una mujer embarazada es seleccionada, su niño será trasladado al salón para bebes y al salón para niños pequeños. Un bebe es seleccionado y será trasladado al salón para niños pequeños.

Re-SelecciónPadres cuyo niño ha sido afectado por motivos de re-selección serán notificados.

El personal deberá usar el criterio de selección más vigente para poder poner al día los puntos en ChildPlus.

La re-selección seguirá la Póliza de Selección. Todas las familias serán informadas acerca de los resultados de la re-selección. Cuando sea necesario que un centro cierre un salón, el salón en cual el menor número de niños será afectado será cerrado.

Criterio de Selección

Nivel de Ingreso – Niños sobre ingreso son seleccionados aparteSin Hogar (de acuerdo a la Ley McKinney Vento) 20 puntosDebajo de Pobreza/TANF/SSI/Cuidado de Crianza 10 puntos100-130% Sobre Ingreso 8 puntos131-199% Sobre Ingreso 3 puntos+200% Sobre Ingreso 0 puntos

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Discapacidad DocumentadaDiscapacidad Documentada – IEP, IFSP, IIP o Plan de Cuidado de Salud (El Plan de Cuidado de Salud deberá ser aprobado por el Gerente de Servicios de Salud)

10 puntos

Estado de PadresDe Crianza o Guardián 10 puntosPadre Soltero 5 puntosDos Padres 2 puntos

Factores del NiñoCaso abierto con el Servicio de Protección de Menores en los últimos 6 Meses 6 puntosReferido por Otra Agencia 5 puntosEn proceso de documentar una discapacidad aprobada por el Gerente del Centro

5 puntos

Separación del padre involuntaria (Encarcelamiento, despliegue, tratamiento de largo plazo por abuso de substancias, muerte reciente o divorcio, todo en los últimos 12 meses)

4 puntos

Ingles Limitado 2 puntos

Factores de Embarazo (para Head Start de Temprana Edad Solamente)Referido por Otra Agencia 5 puntosEmbarazo de Alto Riesgo/Diagnosis de Depresión 5 puntosCuidado Prenatal Limitado o No Existente 3 puntosPrimer Embarazo 2 puntos

Factores de FamiliaVarios Servicios Sociales (grupos de apoyo, salud mental, protección de menores, ayuda para padres, AA, caso abierto con servicios sociales, todo en los últimos 6 meses)

8 puntos

Un Servicio Social 4 puntosPadre Adolescente 4 puntosPadres con Trabajo de Tiempo Completo (32+ horas) o Estudiando Tiempo Completo (12 créditos)

4 puntos

Padres con Trabajo de Medio Tiempo o Estudiando Medio Tiempo 2 puntosAlfabetismo (no GED o Diploma de Secundaria) 2 puntosFamilia de Head Start Previamente 2 puntosPadres con Ingles Limitado 2 puntos

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Eligibility Process for Region V

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2015 REFERENCE GUIDE FOR INCOME LEVEL

Under PovertySize of Family Poverty Level

1 $11,7702 15,9303 20,0904 24,2505 28,4106 32,5707 36,7308 40,890

Over Income

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Size of Family 100-130% 131-199% 200% +

1 11,771 - 15,301 15,302- 23,422 23,423

2 15,931 – 20,709 20,710 – 31,700 31,701

3 20,091 – 26,117 26,118 – 39,979 39,980

4 24,251 – 31,525 31,526 – 48,257 48,258

5 28,411 – 36,933 36,934 – 56,536 56,537

6 32,571 – 42,341 42,342 – 64,814 64,815

7 36,731 – 47,749 47,750-73,093 73,094

8 40,891 – 53,157 53,158 – 81,371 81,372

Families that transfer

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FAMILY TRANFSFERING FROM ONE CENTER TO ANOTHER When a family comes to your center and states that they had been served by another Tri-Valley Head Start center the following should take place.

Call the center where the family had been served.

Request a fax/scanned copy of the COE to speed up the intake process.

Request that they mail copies of the family file, education file and health file. This is to avoid repeating screenings and intake on the family/children.

Fill out a new COE with information from the old one, except for eligibility data box. You must fill in the new move information as this will give the family a new qualifying move date and activity.

DQSA will fill out a new Eligibility Determination form to verify their new move. Use “information from (previous center name) “ as the move documentation.

Send the new COE and Eligibility Determination form to the Apple Valley Administrative Office indicating that this family was served at a previous TVOC Center.

Contact AO to have child transferred on Child Plus to appropriate center. DO NOT data enter as a new family/child.

Child enters the waiting list as all new children, there is no priority given to children that were served at another center. It all depends on availability of slots at your center.

Continue with the Family Goals that were set at the previous center. Make sure to obtain any new goals or needs that the family may have. Also use the same information from the Family Engagement Survey filled out at other center – update any changes or wants.

File Keeping and Confidentiality14 G-Drive

Planning Migrant Enrollment Manual

1/29/14

Confidentiality PPR

Requirements

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Records concerning children and families are confidential and include, but are not limited to, the following: • Enrollment/Application Forms; • Health Records; • Observation Records; • Individual Education Plans (IEP’s), Individual Family Service Plans (IFSP’s), Individual Interagency Intervention Plans (IIIP’s); • Written home visit/conference forms; • Other information about the child and family. Confidential information is always accessible to the Center Manager, Head Start, Child and Family Programs Director and the specific parent or guardian. When necessary to complete job functions, confidential information is accessible to: • The Nurse; • The Recruiter and Family Advocate; • The Child’s Primary Caregiver; • Administrative staff responsible for monitoring and providing technical assistance; • Other staff designated by the Center Manager; and, • Government officials, their representatives and auditors responsible for certifying compliance to regulations. All children and family files must be kept in locked storage when not in use. Files must not leave the room in which they are stored, except when signed out by an approved staff person for a specific purpose. Written documents posted in the center containing a child’s full name, must have a coversheet or be placed in a binder to protect confidentiality. This includes Attendance Records, Child Emergency Information, File Access Records, bus lists, classroom lists, etc. with the exception of baby bottles which must be labeled with the child’s full name to ensure the infant receives the correct bottle. The child file, which is taken on home visits, must be stored in a locked vehicle when not in use. Information about children and families cannot be given without parent or guardian written consent. Newsletters and/or other information sent to parents or community partners cannot contain a child’s full name. The names of children who may have caused injury to other children cannot be given to the injured child’s parent or guardian. Discussions about an individual child will not take place when other children or parents are present. Discussions about an individual child will not take place within their hearing range. Child or family issues will only be discussed with appropriate staff as determined by each particular circumstance. This should not be done with other adults in the classroom or on the playground.

If a staff member is approached with regards to identifying a child who was photographed or videotaped, staff must: Ask for identification of the person photographing or videotaping (name, address, phone number, organization they work for, what their purpose is). Have them point out the children - DO NOT refer to the children by name. Inform the inquiring individual that a representative from Head Start will contact the child’s parents and request written permission to disclose the child’s identification.

Discussions regarding one parent’s handling of a situation with another parent cannot happen. The matter should be referred to the immediate supervisor. Photographs & Videotapes At registration, the Parent Permission for Education Services Form must be completed with the parent of each child. This form has two types of permissions to photograph, one for center purposes and the other for recruitment and public relations. If parents do not agree, pictures of their child cannot be used. If children from a center are photographed or videotaped while out in a public location and no individuals in the photograph or videotape are identified by name, written parental permission is not required. Research and Public Relations Permission A separate parental authorization must be obtained on the Permission for Field Trip, Photograph/Videotape or Research prior to any individual(s) entering the center to do research involving children served by the center.

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- Research includes student teachers making observations for their studies.

If in doubt as to whether written authorization must be obtained, request it. Authorizations must be maintained in the child’s file. Parents must receive a signed copy of the permission form. File Access Record The purpose of this form is to ensure confidentiality of all records at the Center and Administrative level. The form must be placed on all file cabinets where child and family files are kept. When someone takes a file out of the room they must sign the File Access Record indicating who has taken the file and when it was taken and returned. File Review Record This form is used to ensure confidentiality of all records and to monitor who reviews the record. The form is placed on each file folder. Anyone other than the person responsible for the files that goes into the file must fill out the form. For example - family files; Recruiter and Family Advocates do not need to document every time they are in a file because they are responsible for those files and it is expected that they would be in those files. However if the Center pg. 4 C o n f i d e n t i a l i t y P P R

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Manager or Family and Community Services Manager reviews the file, they must document that they were in it. Release & Exchange of Information Staff must obtain written permission from parents in order to release and/or exchange child and family information. The authorization on the Certification of Eligibility (COE) only authorizes immunization records and developmental screening results to be released. Parents must sign the COE at the time of initial identification. This authorization is valid for one year from the signature date. Staff must ensure that parents have checked the appropriate authorization box to verify that authorization to exchange information was granted. This should only be used when it is difficult to reach the family (i.e. they have moved out of the area). The Consent for Release and Exchange of Information Form allows for more detailed information to be exchanged. Tri-Valley Head Start or another agency may specify what information is to be exchanged. Parents must be informed of the information to be exchanged. This authorization is valid for one year from the signature date.

Staff can only exchange information that Tri-Valley creates (i.e. Tri-Valley forms). Staff cannot forward reports from other agencies such as doctor reports, IEPs not written by Tri-Valley, etc. The Consent for Release and Exchange of Information Form must be kept in the child or family’s file. Scanned Documents Centers using the printer/scanner option to obtain copies of confidential documents will: • Save scanned image to an encrypted folder on the computer’s desktop; • Delete image from computer’s desktop and empty trash, once scanned image has been emailed; • Delete email from sent items and empty trash.

Staff will not share computer passwords. Information on the computer will be treated as confidential. Refer to the Tri-Valley Opportunity Council, Inc. Personnel Policy and Procedures regarding staff and personnel record data privacy and computer policies. pg. 5 C o n f i d e n t i a l i t y P P R

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Requisitos Los registros de los niños y sus familias son confidenciales e incluyen, pero no se limitan a, los siguientes: • Formas de Solicitud/Matriculación; • Expedientes de Salud; • Documentación de Observación; • Planes Individualizados de Educación (IEP), Planes Individualizados de Servicios de la Familia (IFSP’s), Planes Individualizados de Intervención Entre Agencias (IIIP’s); • Informes de visitas a casa/conferencias; • Cualquier otra información sobre el niño y su familia. El Gerente del Centro de Head Start, el Director de Programas de Niños y Familias de Head Start, y los padres o guardianes de un niño, siempre tendrán acceso a la información confidencial de su niño particular. Cuando sea necesario para completar las funciones del trabajo, información confidencial será accesible a: • La Enferma; • El Reclutador y Asistente Familiar; • El Cuidador Principal del Niño; • El Personal Administrativo responsable de monitorización y de proveer asistencia técnica; • Cualquier otro personal como sea designado por el Gerente del Centro de Head Start; y, • Funcionarios del Gobierno, representantes y auditores responsables por certificar el cumplimiento con el reglamento. Todos los expedientes de los niños y sus familias se deben mantener en un gabinete bajo llave cuando no se estén usando. Los expedientes no pueden salir del cuarto donde se mantienen, excepto cuando es hecho por un miembro del personal autorizado, por motivos específicos. Documentos por escrito, colocados en el Centro de Head Start, que tengan el nombre completo de un niño, deben de tener una portada o ser guardados en una carpeta para proteger la confidencialidad del niño. Esto incluye Registros de Asistencia, Información de Emergencia del Niño, Registros de Acceso al Expediente, listas de autobús, listas del salón, etc., con la excepción de los biberones de los bebes, que tienen que ser marcados con el nombre completo del bebe para asegurar que él bebe reciba el biberón correcto. El expediente del niño, que se lleva cada vez que se hace una visita a casa, debe ser guardado en un vehículo bajo llave cuando no se esté usando. No se puede dar información acerca de un niño o su familia sin el consentimiento por escrito de los padres o guardianes. Los boletines informativos y/o cualquier otra información disponible para padres o socios comunitarios, no puede contener el nombre completo de un niño. El nombre de un niño que pudo haber causado una lesión a otro niño, no se le puede dar a los padres o guardianes del niño lastimado. No se podrá discutir acerca de un niño cuando haya otros niños o padres presentes. No se podrá discutir acerca de un niño dentro de su rango de audición. pg. 6 C o n f i d e n t i a l i t y P P R

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Si se acercan a un miembro del personal con respecto a la identidad de un niño que ha sido fotografiado o grabado, el personal deberá: Pedir la identificación de la persona tomando las fotos o video (nombre, dirección, número de teléfono, organización para la que trabaja, el propósito de las fotos o video). Pedirles que señalen a él/los niño/s – NO se refiera a los niños por nombre. Informarle al individuo que un representante de Head Start se pondrá en contacto con los padres del niño para pedir permiso por escrito para divulgar la identidad del niño. Informar a la persona pidiendo el consentimiento si se le ha negado el permiso.

Problemas acerca de un niño o su familia solamente serán discutidos con el personal apropiado, como sea determinado por las circunstancias del caso particular. Esto no se deber discutir con otros adultos en el salón o en el patio de recreo. Nunca discuta la manera en que un padre manejo una situación con otros padres. Refiera el problema a su supervisor. Fotos & Video Cada padre tendrá que llenar el formulario de Permiso de Padres para Servicios de Educación durante el proceso de matriculación. Esta forma pide dos tipos de permiso para fotografiar a un niño, uno para el propósito del centro, y otro para el propósito de reclutamiento y relaciones públicas. No se usaran las fotos de un niño sin el consentimiento de los padres. No se necesita el consentimiento de los padres cuando se les toma fotos o video a los niños de un centro de Head Start en un lugar público, siempre y cuando los niños no sean identificados por nombre. Permiso para Investigaciones y Relaciones Publicas Se deberá obtener autorización de los padres aparte, en el formulario de Permiso para Viajes Educativos, Fotografías/Video o Investigaciones, antes de que un individuo entre al centro para realizar investigaciones involucrando a niños que son servidos por el Centro de Head Start. - Estas investigaciones incluyen a estudiantes universitarios haciendo observaciones para sus estudios.

Si no está seguro si necesita autorización de los padres, es más seguro obtenerla. Estas autorizaciones deben ser mantenidas en los expedientes de los niños. Se les entregara una copia firmada del permiso a los padres. Registro de Acceso a Un Expediente Esta forma se usa para asegurar la confidencialidad de todos los registros en los Centros de Head Start y al nivel Administrativo. La forma se deberá colocar en todos los gabinetes donde se encuentren los expedientes de los niños y las familias. Cada vez que alguien saque un expediente del salón, la persona debe firmar el Registro de Acceso a Un Expediente, indicando el nombre de la persona que se lleva el expediente y la fecha en la cual se sacó y se devolvió el expediente. pg. 7 C o n f i d e n t i a l i t y P P R

20 G-DrivePlanning


Registro de Revisión del Expediente Esta forma se usa para asegurar la confidencialidad de todos los registros y para monitorear quienes ven los expedientes. Esta forma se encuentra en cada expediente. Cualquier persona que abre el expediente, aparte de la persona encargada de los registros, debe llenar la forma. Por ejemplo – Expedientes de Familias; el Reclutador y Asistente Familiar no tiene que firmar cada vez que abre un expediente porque esta persona está encargada de los expedientes y se espera que los use. Sin embargo, si el Gerente del Centro de Head Start o el Gerente de Servicios de la Familia revisa el expediente, ellos deben documentar que han leído el expediente. Divulgación e Intercambio de Información El personal debe obtener permiso por escrito de los padres, antes de divulgar y/o intercambiar información de un niño o una familia. La firma en el Certificado de Elegibilidad solo autoriza que se divulgue información relacionada con el registro de vacunas o los resultados de alguna evaluación de desarrollo. Los padres deben firmar el Certificado de Elegibilidad durante el proceso de identificación. Esta autorización será válida hasta por un año después de haberse firmado. El personal debe verificar que se haya marcado la caja apropiada, concediendo el permiso para intercambiar información. Esta forma solo se debe usar cuando es difícil ponerse en contacto con la familia (por ejemplo: la familia se ha mudado fuera del área). El Consentimiento de Divulgación e Intercambio de Información permite el intercambio de información detallada. El programa de Head Start de Tri-Valley, o la otra agencia, pueden especificar cual información es la que se intercambiara. Se les informara a los padres acerca de la información que será intercambiada. Esta autorización será válida hasta por un año después de haberse firmado.

El personal solo puede intercambiar información que ha sido creada por Tri-Valley (por ejemplo: formas creadas por Tri-Valley). El personal no puede reenviar información que ha recibido de otras agencias tal como expedientes médicos, Planes Individualizados de Educación creados por otra agencia, etc. El Consentimiento de Divulgación e Intercambio de Información se deberá mantener en el expediente del niño o de la familia. Documentos Escaneados Centros de Head Start imprimiendo/escaneando copias de documentos confidenciales deberán: • Guardar la imagen escaneada en un sitio cifrado en la computadora; • Borrar la imagen de la computadora y vaciar la papelera o “basurero” de la computadora, después de mandar la imagen por correo electrónico; • Borrar la copia del correo electrónico de su email y vaciar la papelera nuevamente.

El personal no compartirá contraseñas de computadora. La información de la computadora se tratara como confidencial. Refiérase al manual de Pólizas y Procedimientos del Personal de Tri-Valley Opportunity Council, Inc., con respecto a la privacidad y pólizas de computadora del personal.

21 G-DrivePlanning




FILE REVIEW RECORD

Parents, Head Start employees and any other individual identified in writing by the parent have access to the child and family records. Personnel from other agencies/service providers will need a Release of Information form signed by the parent before access can be granted. / Padres, personal de Head Start y otros identificados por el padre por escrito tienen acceso al los archivos del niño y la familia. Personal de otros agencias necesita una forma de Releve de Información firmado por los padres antes de recibir información del archivo.

Instructions: Sign your name below when you review a file. / Instrucciones: Firma su nombre cuando revise el archivo.

Name of Reviewer / Nombre Purpose of Review / Razón de Revisar Date / Fecha

22 G-DrivePlanning




FILE ACCESS RECORD

Parents, Head Start employees and any other individual identified in writing by the parent have access to the child and family records. No confidential health documentation can go into the classroom file. Personnel from other agencies/service providers will need a Release of Information form signed by the parent before access can be granted. / Padres, personal de Head Start y otros identificados por el padre por escrito tienen acceso al los archivos del niño y la familia. No documentación sobre el salud puede estar en el archivo del salón de clase. Personal de otros agencias necesita una forma de Releve de Información firmado por los padres antes de recibir información del archivo.

Instructions: Sign your name below when you check out the file, and leave the room where the file is maintained. / Instrucciones: Firma su nombre cuando saque el archive del salón/oficina donde se guarda el archive.

Name / Nombre Files Taken / Archivos Purpose of Renoval / Razón de Llevar

Date / Fecha

Time Taken /Hora de Llevar

Date /Fecha

Time Returned /

Hora de Regresar

23 G-DrivePlanning


Family & Community Services Family Files Region V SOD

The following will be done to keep consistency in Family & Community Services family files.

Step Who What1 RFA Work with family to compete the application paperwork

which includes (Application, Head Start Eligibility Form, and income

documents) then turns the paperwork over to the DQSA (Center Manager if center does not have a DQSA)

2 DQSAOrCM

Applications are reviewed and entered into Child Plus If all paperwork is in place and properly completed the

DQSA will make a copy of the application and supporting documents. The originals will be mailed to the Family & Community Services Manager. The copies will be given to the RFA to file in the Family File

If any documentation is missing or incomplete, the DQSA will return the application packet to the appropriate RFA for completion.

3 FCSM Upon receiving an application, the Family Services & Community Services Manager will do a final review If all required paperwork is in place and a family is

determined to be eligible, he/she will stamp and initial the application as final approval.

If the application is determined to be incomplete and/or a family is determined to be ineligible, the Family & Community Services Manager will follow-up with the appropriate staff member as necessary.

Once the application is stamped with approval the paperwork is passed to the Data Systems Coordinator.

4 DSC DSC will review the application and supporting documents and file them at AO.

Family Files:

RFA’s assemble files using the following guidance: Family File Contents Form (ensuring that the following are filled out)

o Program typeo Family Nameo Program Yearo ChildPlus ID #o Center

Follow Family Files Contents forms order as shown on the cover sheet.

Ensure that all forms are signed and dated by parents and staff.

Staple the Family File Contents Form on top of family services forms (in order as indicated on the Family File Contents Form) per program year.

Make sure all the files are locked.

24 G-DrivePlanning


Selection & Enrollment

Enrollment Region V PPR25 G-Drive

Planning Migrant Enrollment Manual

1/29/14

RequirementsCenters cannot serve more children or pregnant women than they are assigned funded enrollment slots for, without prior approval from the Administrative Office.• Each child must be documented as selected before the child can be enrolled.• A family must meet with the education and health staff, and a current immunization record must be obtained before the child can begin attending.

A waiting list of eligible children must be maintained in ChildPlus and updated throughout program services, based on selection criteria. Each child is assigned a unique identifying number within ChildPlus to prevent counting children for enrollment more than once.

Awarded points must be kept up-to-date for children and pregnant women on the waiting list.

Any time an additional eligible child or pregnant woman is recruited, that person must be added to the waiting list being considered for actual enrollment.

Children can only be enrolled in one program (Head Start or Early Head Start) at a time.

Once a child is enrolled the Family & Community Services Specialist will assign the family to an RFA.

Children cannot transition between programs without withdrawing from one and going through the eligibility and selection process for the other.

Enrolled children and pregnant women are counted towards funded enrollment. Enrolled children and pregnant women have been certified as eligible, registered with education, registered with health, and have been selected.

An enrollment list, by developmental level, must be maintained at each center.

As children and pregnant women withdraw from the program, the child or pregnant woman on the waiting list with the highest points must be selected.

Children and pregnant women will be enrolled as necessary up until the end of the program year.

10% of the total number of enrollment slots is made available to children with disabilities.

No fee is charged for Head Start or Early Head Start services.

RequisitosEl número de niños y mujeres embarazadas matriculados en los Centros de Head Start no puede exceder el número de niños y mujeres embarazadas que han sido financiados para matriculación, sin la aprobación de la Oficina Administrativa. • Cada niño debe ser documentado como seleccionado antes de ser matriculado. • La familia debe reunirse con el personal en las áreas de educación y salud, y deben proveer un registro de vacunas vigente antes de que el niño pueda asistir.

Se mantendrá una lista de espera de niños elegibles en ChildPlus y se actualizara durante la continuación del programa. Cada niño será asignado un numero de identificación único en ChildPlus para asegurar de que cada uno aparezca en la lista solamente una vez.

Todos los puntos otorgados se mantendrán actualizados para niños y mujeres embarazadas en la lista de espera.

26 G-DrivePlanning


Cada vez que un nuevo niño o mujer embarazada sea reclutado, esa persona será añadida a la lista de espera que se está considerando para matriculación.

Niños solo pueden estar matriculados en un solo programa (Head Start of Head Start de Temprana Edad) a la vez.

Ya que un niño haya sido matriculado, los Especialista de Servicios de la Familia le asignaran a la familia un RFA.

Niños no pueden cambiarse de un programa para otro, sin primero retirarse del programa y seguir las pólizas de elegibilidad y selección del otro programa.

Niños y mujeres embarazadas matriculados son contados como parte de las matriculaciones financiadas. Estos niños y mujeres embarazadas matriculados han sido declarados elegibles, registrados con el departamento de educación, registrados con el departamento de salud, y han sido seleccionados.

Una lista de personas matriculadas se debe mantener en cada Centro de Head Start.

Conforme se vayan retirando niños y mujeres embarazadas del programa, el niño o mujer embarazada en la lista de espera con la mayoría de puntos será seleccionado.

Niños y mujeres embarazadas serán matriculados como sea necesario hasta que termine el año vigente del programa.

10% de los espacios de matriculación son reservados para niños con discapacidades.

No hay costo por los servicios de Head Start/Head Start de Temprana Edad.

27 G-DrivePlanning


Eligibility & Enrollment Process-Region V Head Start Program

:

1 G-DrivePlanning


(1) Recruiter & Family Advocate completes interview and

eligibility paperwork(COE, Application, & Head Start Eligibility

forms and photo copy income & move documents)

(2) Center Manager/Data Quality Support Assistant

Verifies Eligibility reviews paperwork, completes Eligibility

Determination form

(3) Family & Community Servcies Manager

Verifies/Approves Eligibility & Assigns Funding Source

Family & Community Services Manager

Consultation as Needed

Funding Source

Assignment-MSHS

-MSEHS-MN HS-MN CC-ND DPI

(1) & (2) Notify Family & Un-enroll

(3)

(1)

(2)

(A) Incomplete

Follow-Up with

Family

(B) Ineligible

(C) Complete &

Eligible

(A & B) Incomplete or Ineligible

(C) Complete &

Eligible

Enter into ChildPlus

Key Staff Selection

Enrollment

(A & B) Incomplete or Ineligible

(C) Complete & Eligible

Keep eligibility forms on file for 7 years

Notify Family

Individual Performance

Report

Mail paperwork to Melody

Registration

REGISTRATION

Center Staff Complete at Registration – Original - Family File

By the time your center has their On- Site Registration, most of the families will be identified and documented on the COE and Head Start Eligibility Verification forms. In fact their forms should be with the Data Quality Support Assistant to finalize the paper work.

Family Service Workers role at On-Site Registration is mainly one of welcoming parents and assuring their needs are being met.

Some of their duties may be:- To assist staff with interpretation- To greet parents and see if needs found during intake were met- To obtain any documents necessary for the completion of the intake process - To answer questions family may have

There will always some intake paper filled out for families that “drop by”.

Registration is a good time to give the parents the Parent Handbook, as Education and Health staff may also point out some valuable information in the handbook.

Discuss and have parents sign Parent Code of Conduct. Place signed copy in family file.

Data Quality Support Assistants must ensure that the Local Center Information sheet is filled in and placed into each Parent Handbook.- The Center Director will provide the information that needs to be placed on this document. - Centers may choose to create this document on the computer.

Family Service Workers must make parents aware of:- How many children can be served at center (center information sheet attached to handbook)- Service days and times (center information sheet attached to handbook)- Selection process, points and times - Attendance - Transportation - Confidentiality - Reporting of Child Abuse and Neglect - Clothing, Diapers - Volunteer Opportunities - Parent Scholarship Opportunities - Client Appeal Policy


LOCAL CENTER INFORMATION / INFORMACIÓN DEL CENTRO

Program Year / Año del Programa:

Name of Center / Nombre del Centro: Phone / Teléfono:

Center Director / Director del Centro:

Project Coordinator / Coordinador de Titulo I:

Family Service Worker(s) / Trabajador de Servicios Familiares:

Family Service Worker(s) / Trabajador de Servicios Familiares:

Nurse / Enfermera:

Times of Services / Horas de Servicios: AM To / A PM

Days of Services / Días de Servicios: Through / Hasta

Length of Services / Duración de Servicios: To / A

Holidays (all federal) / Días Festivos (federal):

Pre-Registration / Pre Matricula:

On-Site Registration / Matricula en el Centro:

Initial Selection of eligible Children for Enrollment / Selección Inicial de Niños Elegibles:

Ongoing Selection Time / Horario de SeleccióContinuo:

Physician Signing Standing Orders / Medico que firma los permisos:

Medical Facility / Clínica:

Emergency Medical Facility / Clínica usada para Emergencias:

Nutrition Consultant / Consultor de Nutrición:

Phone / Teléfono:

Days available / Días Disponible: Hours / Horas:

Mental Health Consultant / Consultor de Salud Mental:

Phone / Teléfono:

Days available / Días Disponible: Hours / Horas:

Local Child Protection Agency / Agencia Local de Protección del Niño:

Phone / Teléfono:

This center is restricted by available space and government regulation to serve no more than __________ children from ages six weeks to Kindergarten / Por orden del gobierno según el espacio, este centro no puede servir más de __________ niños de entre las edades de seis semanas a Kindergarten.

Tri-Valley Opportunity Council, Inc. Region V HS Region XII HSCenter Staff Complete at Registration – Original - Family File


PARENT/GUARDIAN RIGHTS AND RESPONSIBILITIES

Parent and family participation and involvement are essential to the success of Tri-Valley Opportunity Council’s Head Start programs. We believe that parents and family members are their child’s first teachers and are valuable contributors to our program. For this reason, we have very high expectations for families, including treating all people with dignity, decency and respect.

Parent RightsMy rights as a parent or guardian in the program include:

1. To be recognized as my child’s primary educator.2. To be treated with respect by the Head Start program.3. To be welcomed in my child’s classroom. There is an open-door policy, and I may visit

the center at any time during its hours of operation (without advance notice).4. To receive information and guidance from the Head Start program about my child’s

progress and development, including regular progress reports from my child’s teacher. 5. To participate in discussions about my child’s progress and setting goals for my child’s

learning and development. 6. To be supported as an advocate for my child. In the event that my child has a

diagnosed disability or has been referred for a concern; I will be involved by the local school district in creating an Individualized Education Plan, and will be kept informed on my child’s progress in meeting his/her goals.

7. To take part in decisions regarding my child’s center and the Head Start program. My ideas and suggestions will be valued, and I will have opportunities to share them with faculty and other parents. Opportunities include Parent Center Committee Meetings, Policy Council meetings, and other workshops, trainings, and/or events.

8. To be informed about resources within the community related to education, health, social services, employment, etc.

9. To review and ask for clarification on policies and procedures.10. To submit any concerns regarding the center’s alleged violation of the licensing

requirements to the state Child Care Licensing office11. To report any concerns about child abuse or neglect occurring at the center to the state

Child Care Licensing office12. To file claims regarding any perceived violations of the Law Against Discrimination or the

Americans with Disabilities Act by contacting, the United States Department of Justice (800-669-4000).

13. To follow the Client Appeal Policy, outlined in the Parent Handbook, when I have a concern about services.

Parent ResponsibilitiesMy responsibilities as a parent/guardian in the Head Start program includes:

1. Ensure my child attends the program consistently and on time to support his/her development.

2. Participate actively in the program and take advantage of the opportunities that the program offers.

3. Work with teachers, faculty, and other families in a cooperative manner.4. Be open to new ideas and experiences that can benefit me and my children.5. Help make the Head Start program better by offering my opinions, constructive criticism,

and suggestions.Center Staff Complete at Registration – Original - Family File

6. Ask questions of my child’s teacher, our Recruiter & Family Advocate, the Center Manager or other members of the staff.


7. Reinforce what my child learns at the program by working with my child at home.8. Ensure that my child is up-to-date on all required medical and dental needs.9. Be honest in reporting my family’s work and income information when determining our

eligibility for the program.10. Keep all children safe by not bringing a firearm or other weapon into any Tri-Valley

location.11. Keep confidential information to myself and respect all family’s right to privacy.12. To refrain from using alcohol or drugs when attending program operations and picking

up children from center-based services. 13. Refrain from participating in any form of harassment (including verbal, non-verbal,

physical, and sexual).14. To maintain and promote professionalism. I will not talk negatively about the agency,

the program, children, families or staff. I will respect others, including those with opinions different from my own.

Center-based Program Option only: 15. Participate in home visits and Parent/Teacher Conferences each year with my child’s

Teachers.16. Participate in home visits with the Recruiter & Family Advocate assigned to my family on

an as needed basis.17. Volunteer with my child’s program. I will receive a Volunteer Training and promise to

follow all the policies and procedures at the center, including the Code of Conduct & Ethics Policy.

18. Ensure that my child has extra clothing at the center and, if in a full day program, has items for nap time.

Home-Based Program Option only: 19. Participate in one home visit each week with my child’s Home-Based Visitor.20. Participate in monthly group socialization activities with my child.

Appropriate measures will be taken against individuals who violate these rights and responsibilities. Depending on the severity of the issue, failure to comply with these expectations can result in an individual’s limited access/involvement in center operations, modification of program services, or program ineligibility.

___________________________________________

Print Name

___________________________________________ _____________________________

Family Representative Signature Date


(This signature applies to any family member interacting with the Head Start program.)




DERECHOS Y RESPONSIBILIDADES DE LOS PADRES/GUARDIAN

La participación de los padres y las familias es esencial para el éxito de los programas de Head Start de Tri-Valley Opportunity Council. Nosotros creemos que los padres y los miembros de familia son los primeros maestros de su niño y son contribuyentes valiosos al programa. Por esta razón, tenemos expectativas muy altas para las familias, incluyendo tratando toda la gente con dignidad y respecto.

Derechos de los padresMis derechos como padre o tutor en el programa incluyen:

1. Ser reconocido como el primer maestro de mi niño.2. Ser tratado con respeto por el programa.3. Ser bienvenido a la clase de mi niño. Tenemos una póliza de “puerta abierta,", y puedo

visitar el centro a cualquier hora durante las horas de operación (sin tener aprobación previa).

4. Recibir información y guía del Programa de Head Start sobre el progreso y desarrollo de mi niño, incluyendo los informes de progreso de la maestra de mi niño.

5. Ser invitado a participar en discusiones sobre el progreso de mi niño y las metas para su desarrollo y enseñanza.

6. Ser apoyado como el defensor de mi niño. En el caso de que mi niño sea diagnosticado con discapacidad o se me informe sobre alguna preocupación, el distrito escolar local me hará participar en la creación de un Plan individualizado de educación, y se me informará sobre el progreso de mi niño para alcanzar sus metas.

7. Tener parte en las decisiones en cuanto al centro de mi niño y el programa. Mis ideas y sugerencias serán valoradas en el programa, y tendré oportunidad de compartirlas con el personal y las demás familias. Esto incluye reuniones de la Comisión del Centro de Padres, del Concilio de Póliza, de talleres, capacitación y/ o eventos.

8. Ser informado sobre los recursos de la comunidad relacionados con educación, salud, asistencia social, empleo, etc.

9. Poder revisar y pedir aclaración de las pólizas y procedimientos.10. Presentar cualquier preocupación en cuanto a la violación presunta en el centro de los

requisitos de licencias a la Oficina de Licenciamiento.11. Poder manifestar cualquier preocupación sobre el abuso o negligencia de los niños que

ocurra dentro del centro a la Oficina de Licenciamiento.12. Presentar una demanda en cuanto a cualquier violación percibida de la Ley de Contra

Discriminación o de la Ley sobre Estadounidenses con Discapacidades, poniéndome en contacto con el Departamento de Justicia de los Estados Unidos (800-669-4000).

13. Seguir el póliza de apelación del cliente, que está en el manual de padres, cuando tengo una preocupación sobre servicios.

Responsabilidades de los padresMis responsabilidades como padre o tutor en el programa de Head Start incluyen:

1. Asegurarme que mi niño asiste al programa regularmente, y a horario para apoyar su desarrollo.

2. Participar activamente en el programa y aprovechar las oportunidades que éste ofrece.3. Trabajar con los maestros, el personal y otras familias en una manera cooperativa.4. Estar abierto a nuevas ideas y experiencias que puedan beneficiarme a mí y a mis

niños.5. Ayudar a mejorar nuestro programa ofreciendo mis opiniones, crítica constructiva y

sugerencias.6.


7. Hacer preguntas a la maestra de mi niño, mi Reclutador y Asistente de Familia, el gerente de centro, u otros miembros del equipo.

8. Reforzar lo que mi niño aprende en el programa trabajando con él en casa.9. Asegurarme que mi niño está al día con todas las revisaciones de salud requeridas, las

visitas al doctor y al dentista.10. Ser honesta cuando reportar mi trabajo y ingresos para determinar el elegibilidad del

programa.11. Cuidar a todos los niños por no tener posesión de pistolas o armas en cualquier sitio

que maneje asuntos de Tri-Valley12. Guardar la información confidencial y respectar al derecho a privacidad que todos las

familias tengan.13. No participo en cualquier operación relacionada con el programa ni recoger a mis niños

en condición incompetente debido a uso de alcohol o drogas 14. No participo en ningún tipo de acoso (incluyendo verbal, no-verbal, físico, ni sexual)15. Voy a mantener y promover profesionalismo. No voy a hablar negativamente sobre la

agencia, el programa, los niños, las familias ni el personal. Voy a respetar otros incluyendo los que tiene opiniones diferentes de lo mío.

Opción de Programa Basado en el Centro:

16. Participar en visitas del hogar y conferencias de padres y maestras cada año con los maestras de mi niño.

17. Participar en visitas del hogar cada año con mi Reclutador y Asistente de Familia. 18. Ser voluntario en el centro de manera regular. Recibiré un Entrenamiento de cómo Ser

Voluntario y prometeré seguir todas las pólizas y procedimientos en el centro, incluyendo el Póliza de Código de Conducto y Ética.

19. Asegurar que mi hijo tenga ropa adicional en el centro, y si participa en el programa del día entero, tener los artículos para el tiempo de descanso.

Opción de Programa Basado en el Hogar: 20. Participar en una visita al hogar por semana con la maestra domiciliaria de mi niño.21. Participar en las actividades de socialización en grupo mensuales con mi niño.

Medidas apropiadas serán tomadas contra individuos que violen esta póliza. Dependiendo de la severidad del asunto, el incumplir estas normas puede resultar en la participación y acceso limitado del individuo en las operaciones del centro, modificación de los servicios del programa o en no reunir los requisitos para el programa

___________________________________________

Imprime el nombre del Representante de la Familia

___________________________________________ _____________________________

Firma del Representante de la Familia Fecha

Distribution: Original – Family File. Compile information on the Volunteer Opportunities and Special Skills form 4/2013

(Esta firma aplica para cualquier miembro de la familia que interactúe con el programa de Head Start)


HEAD START Region V EHS Region XII EHSFAMILY ENGAGEMENT SURVEY

Center: Program Year:

Family Name:

Family engagement makes Head Start unique from other programs. You are a vital part of our program. We would like to share some of the opportunities and experiences that are available to you and ask how you would like to be involved.

Volunteer Opportunities:

Are you interested in volunteering? How would you like to be involved with Head Start?

Volunteering in the Classroom Orienting New Parents to the Program Assisting with Food Service Planning Activities for Parents or Family Events Assisting with Field Trips Being a Policy Council Member Completing Classroom Projects at Home Attending Parent Meetings Playground/Equipment Repair and Maintenance Assisting with Parent Newsletters or Calendars Assisting with Staff Interviews Helping with Curriculum/Planning Calling Parents Menu

Translating/Interpreting Other

Family Strengths and Skills:

My family has skills in the following areas: My families strengths are: Crafts/Hobbies Gardening Patience Positive Discipline

Home Repairs Auto Repair Reliability Commitment

Shopping Wisely Carpentry Flexibility Experience

Cooking/Baking Sewing Time Communication

Entertaining Budgeting Teaching Role Model

Art Music Other

Computer Technology Other

Personal Growth and Training:

Listed below are possible training topics. Please check all that you are interested in or would like more information about. Family Nutrition Kinship Care Budgeting/Family Finances

First Aid/Safety Parenting Child Behavior Management

Teen Parenting Depression Drug/Alcohol Abuse Prevention

Foster Parenting Stress Adult/Child Self-Esteem

Family Violence Incarceration Winterizing your Home

Single Parenting Child Support Coping with Divorce

Pre-Natal Care Co-Parenting Employment Skills

Mental Wellness Male Involvement Time Management


Other Child Development

Parent Committee Meetings

What day(s) of the week work best to attend? Sunday Monday Tuesday Wednesday Thursday Friday Saturday

What time(s) of day work best to attend? Morning Afternoon Evening

Parent/Guardian Signature: Date: Staff Initials:



HEAD START Region V EHS Region XII EHSENCUESTA DE APOYO FAMILIAR

Centro: Año del Programa:

Nombre de la Familia:

La participación de padres hace que el programa de Head Start sea único a otros programas. Usted es una parte fundamental del programa. Queremos ofrecerle algunas oportunidades y experiencias disponibles para usted y preguntar cómo quiere ser involucrado.

Oportunidades para los Voluntarios:

¿Esta usted interesada en ser voluntario en Head Start? Sí No

___________________________________________________ ______________________ _____________________________________________________________________________ ______________________ _____________________________________________________________________________ ______________________

¿Cual(es) de las siguientes oportunidades le gustaría hacer? Voluntario en el Salón de Clase Orientar Padres Nuevos al Programa Ayudar con la Comida Planear Actividades para Padres o Familia Ayudar con Paseos Educacionales Ser Miembro del Concilio de Póliza Hacer Proyectos del Salón en su Casa Asistir a Juntas de Padres Reparara equipo del parque Ayudar con Breves Informativos o Calendarios Ayudar con las Entrevistas de Personal Ayudar con la Creación de Currículum Llamar Padres Otro

Traducir/Interpretar

Habilidades y Fortalezas de la Familia

Mi familia tiene habilidades en las siguientes áreas: Fortalezas de mi familia son: Artesanías/Pasatiempos Jardinería Paciencia Disciplina Positiva

Reparos de Casa Reparos de carros Confiable Dedicado

Hacer buenas Compras Carpintería Flexible Experiencia

Cocinar/Pastelería Costura Tiempo Comunicación

Organizar Fiestas Presupuestos Enseñar Modelo Positivo

Arte Música Otro

Computadoras/Tecnología Otro

Entrenamiento y Crecimiento Personal

Abajo se encuentran algunos temas de interés. Favor de marca todas las áreas en lo cual usted esta interesada en recibir más información. Nutrición Familiar Custodio Presupuestos/Financias de la Familia

Seguridad y Primeros Auxilios Crianza de los Hijos Manejo del Comportamiento del Niño

Padres Adolocentes Depresión Prevención del Abuso de Drogas/Alcohol

Custodio Manejo de Tensión (estrés) Auto-estima para Adultos/Niños

Violencia Familiar Incarceration Preparar a la Casa Para el Invierno

Padre Soltero Apoyo Financiero para el Niño Divorcio

Cuidado Pre natal Ser buen padres Habilidades para Trabajar

Bienestar Emocional Participación de los Hombres Manejo del Tiempo

Otro Desarrollo del Niño

Las Juntas de Padres

¿Cuales días son los mejores para asistir? domingo lunes martes miércoles jueves viernes sábado

¿Qué parte del día es mejor para asistir? mañana tarde noche

Firma de Padre/Guardián: Fecha: Personal:


SERVICE REFERRAL

Date: Center: Program Year:

Contact Person

Agency

Address

We are referring:

(Name)

Present Address Permanent Address

(phone) (phone)

To your agency for:

If you have any questions, please contact:

Head Start Follow-Up: Did the family receive services (explain)?



(Center Label)

include phone #

Attendance


Attendance PPRDefinitions Excused Absence – The center is notified of the child’s absence. Excused Absences are typically due to illness or a family emergency. Unexcused Absence – The center is not notified of the child’s absence. Parent Specifics Parents are expected to notify the center on the day that their child will be absent. When this does not occur, the absence will be considered “unexcused”. After the 2nd unexcused absence, staff will contact parents to determine the reason for the absence, and to provide information and training on the importance of regular attendance. Staff will assist families with issues that are affecting their attendance such as transportation and health concerns. A child may be withdrawn from the program if the family leaves the area for more than two weeks. The family may re-apply when they return. Average Daily Attendance Minimum requirements for center days of operation and home visits must be followed in order to meet the federal mandate of 85% monthly average attendance. Region V Only – When vacancies occur during the school year, the open slot must be filled immediately by a child from the waiting list. All vacancies must be filled within 10 calendar days from the withdrawal date, unless approval has been granted by the Family and Community Services Manager. Registration with education and health should be completed on the first three children on the waiting list at any given time in order to ensure a speedy enrollment process. Documentation 1) Attendance is taken daily by teaching staff and recorded on the Attendance Record Form. 2) Designated staff will compare the Attendance Record Form with the Bus Passenger Attendance List to ensure all children are accounted for. 3) Designated staff will enter attendance into ChildPlus.

Follow-Up 1) After two unexcused absences, teaching staff will initiate an Attendance Follow-Up Form and give to the Recruiter and Family Advocate (RFA). 2) The RFA will make three attempts to contact the family. This contact should include a variety of methods including phone calls, home visits, and notes home. 3) The RFA will document all attempts to contact the family in ChildPlus. 4) The RFA will discuss the importance of regular attendance with the family, give parents a copy of the Attendance Policy, and determine the cause of the absenteeism. 5) The RFA will provide support to the family.

Withdrawal Due to Attendance The Center Manager is responsible to determine whether or not a child or pregnant woman will be withdrawn from the program due to irregular attendance or unexcused absences. The Center Manager will request approval using the Request for Alternate Services Form. pg. 3 A t t e n d a n c e P P R


Causes of Absenteeism and Potential Solutions: Health Concern – RFA can seek guidance from the health staff to determine appropriate attendance expectations and relay this information with the family. RFA may also refer the family to health resources in the community. Family Concern – RFA can use an eco-map or family tree to identify resources available to the family and determine action needed. RFA can provide a referral to an appropriate community resource. RFA will follow-up with the family to determine if the issue has been resolved. Transportation Concern – RFA can use an eco-map or family tree to identify resources available to the family and determine action needed. RFA will encourage family to utilize alternate forms of transportation provided by family members, friends, or other community resources. pg. 4 A t t e n d a n c e P P R


Definiciones Ausencia Justificada – El Centro de Head Start es informado de la ausencia del niño. Ausencias Justificadas típicamente son por motivos de enfermedad o alguna emergencia familiar. Ausencia Injustificada – El Centro de Head Start no es informado de la ausencia del niño. Especificaciones Para Padres Se espera que los padres notifiquen al Centro de Head Start de la ausencia de su niño. Cuando esto no suceda, se va a considerar que la ausencia es “injustificada”. Después de 2 ausencias injustificadas, el personal contactara a los padres para determinar el motivo de la ausencia, y para proveer información y entrenamiento acerca de la importancia de una asistencia regular. El personal asistirá a familias con problemas que estén afectando la asistencia de su niño, tal como problemas de transportación y problemas de salud. Un niño puede ser removido del programa si la familia se va del área por más de dos semanas. La familia podrá re-aplicar cuando regrese. Promedio de Asistencia Diaria Para poder cumplir con el mandato federal de tener por lo menos un promedio de asistencia mensual de 85%, el Centro de Head Start debe seguir los requisitos mínimos de días de operación y visitas de hogar. Región V Solamente – Cuando se produzcan vacancias durante el año escolar, los espacios se deben de llenar inmediatamente con un niño de la lista de espera. Todas las vacancias se deben de llenar dentro de 10 días de haberse abierto, a menos que el Gerente de Servicios de la Familia haya aprobado alguna otra opción. Los primeros tres niños en la lista de espera deben ser registrados con los departamentos de educación y de salud para asegurar una matriculación rápida. Documentación 1) El personal de instrucción toma asistencia todos los días y anota los resultados en el Registro de Asistencia. 2) Un miembro del personal designado comparara el Registro de Asistencia con la Lista de Pasajeros del Autobús para asegurar de que todos los niños sean contados. 3) Un miembro del personal designado entrara los resultados en ChildPlus.

Seguimiento 1) Después de dos ausencias injustificadas, el personal de instrucción iniciara la Forma de Seguimiento de Asistencia y se la entregara al Reclutador y Asistente Familiar. 2) El Reclutador y Asistente Familiar hará tres atentados para ponerse en contacto con la familia. Estos atentados deberán hacerse de varias maneras incluyendo llamadas por teléfono, visitas a casa, y notas a casa. 3) El Reclutador y Asistente Familiar documentara todos los atentados para contactar a la familia en ChildPlus. 4) El Reclutador y Asistente Familiar hablara con la familia acerca de la importancia de una asistencia regular, y dara a los padres una copia de la Póliza de Asistencia, y determinara la causa del ausentismo. 5) El Reclutador y Asistente Familiar le proveerá apoyo a la familia. pg. 5 A t t e n d a n c e P P R


Causas de Ausentismo y Posibles Soluciones: Problemas de Salud – El Reclutador y Asistente Familiar puede buscar ayuda del personal del departamento de salud para determinar unas expectativas de asistencia apropiadas y comunicarle estas expectativas a la familia. El Reclutador y Asistente Familiar también podrá referir a la familia a un lugar comunitario con recursos para la salud. Problemas Familiares – El Reclutador y Asistente Familiar podrá usar un mapa o árbol familiar para identificar recursos disponibles para la familia y determinar cuáles son los servicios necesarios. El Reclutador y Asistente Familiar puede referir a la familia a un centro de recursos comunitario apropiado, y le dará seguimiento a la familia para determinar si el problema ha sido resuelto. Problemas de Transportación – El Reclutador y Asistente Familiar podrá usar un mapa o árbol familiar para identificar recursos disponibles para la familia y determinar cuáles son los servicios necesarios. El Reclutador y Asistente Familiar animara a la familia para que utilice alguna forma alternativa de transporte, posiblemente proveído por algún otro miembro de la familia, amigos, u otro recurso comunitario

Remoción por Motivos de Asistencia El Gerente del Centro de Head Start es responsable por determinar si o no un niño o mujer embarazada deberá ser removido del programa por motivos de asistencia irregular o ausencias injustificadas. El Gerente del Centro de Head Start pedirá una aprobación usando la Forma de Solicitud de Servicios Alternativos.




ATTENDANCE FOLLOW-UP

Instructions: Complete Part 1 when a child has been absent for 2 days (unexcused) or has had irregular attendance.Part 1 Center: Current Date:

Child’s Name: # of Days Absent:

Teacher: Room: Dates Absent:

Instructions: Complete Part 2 when the family has been contacted to determine the reason for the absence.Part 2 Letter Home Visit Phone Call

Explanation of Absence:

Parent/Guardian Signature: Date:





CHANGE IN FAMILY STATUS

Center:

Child’s Name: Classroom:

Birthdate: Parent/Guardian Name:

Information Change:

Withdrawal (state reason):

Did the child attend center or did a home visit (Region V only) take place? Yes No



Performance Standards for ERSEA

1305.1 Purpose and scope.

This part prescribes requirements for determining community needs and recruitment areas. It contains requirements and procedures for the eligibility determination, recruitment, selection, enrollment and attendance of children in Head Start programs and explains the policy concerning the charging of fees by Head Start programs. These requirements are to be used in conjunction with the Head Start Program Performance Standards at 45 CFR part 1304, as applicable.

1305.2 Definitions.

Accepted means a child or pregnant woman has met the eligibility criteria and has completed the enrollment process.

Children with disabilities means children with mental retardation, hearing impairments including deafness, speech or language impairments, visual impairments including blindness, serious emotional disturbance, orthopedic impairments, autism, traumatic brain injury, other health impairments or specific learning disabilities who, by reason thereof need special education and related services. The term “children with disabilities” for children aged three to five, inclusive, may, at a state’s discretion, include children experiencing developmental delays, as defined by the state and as measured by appropriate diagnostic instruments and procedures, in one or more of the following areas: physical development, cognitive development, communication development, social or emotional development, or adaptive development; and who, by reason thereof, need special education and related services.

Enrolled means a child has been accepted and attended at least one class, has received at least one home visit, or has received at least one direct service while pending completion of necessary documentation for attendance in a center, based on state and local licensing requirements. For Early Head Start, enrollment includes all pregnant women that have been accepted and received at least one direct service.

Enrollment means the number of participants in an Early Head Start, a Head Start, a Migrant or Seasonal, or an American Indian Alaska Native Head Start program.

Enrollment opportunities mean vacancies that exist at the beginning of the enrollment year, or during the year because of children who leave the program, that must be filled for a program to achieve and maintain its funded enrollment.

Enrollment year means the period of time, not to exceed twelve months, during which a Head Start program provides center or home-based services to a group of children and their families.

Family, for a child, means all persons living in the same household who are: (1) supported by the child’s parent(s)’ or guardian(s)’ income; and (2) related to the child’s parent(s) or guardian(s) by blood, marriage, or adoption; or (3) the child’s authorized caregiver or legally responsible party. Family, for a pregnant woman, means all persons who financially support the pregnant woman.

Foster care means 24-hour substitute care for children placed away from their parents or guardians and for whom the state agency has placement and care responsibility. This includes, but is not limited to, placements in foster family homes, foster homes of relatives, group homes, emergency shelters, residential facilities, child care institutions, and pre-adoptive homes. A child is in foster care in accordance with this definition regardless of whether the foster care facility is licensed and payments are made by the state or local agency for the care


of the child, whether adoption subsidy payments are being made prior to the finalization of an adoption, or whether there is Federal matching of any payments that are made.

Funded enrollment means the number of children which the Head Start grantee is expected to serve, as indicated on the grant award.

Head Start eligible means a child or pregnant woman who meets the requirements for age and family income or categorical eligibility or, if applicable, the requirements established by a grantee under section 645(a)(2) of the Head Start Act or by a Head Start program operated by an Indian tribe under 45 CFR 1305.4(e). Unless otherwise noted, references to Head Start eligible include Early Head Start and Migrant or Seasonal Head Start programs.

Head Start program means a Head Start grantee or its delegate agency(ies).

Homeless children means the same as homeless children and youths in section 725(2) of the McKinney-Vento Homeless Assistance Act at 42 U.S.C. 11434a(2). The definition in this regulation also applies to Migrant or Seasonal Head Start programs.

Income means gross cash income and includes earned income, military income (including pay and allowances), veterans’ benefits, Social Security benefits, unemployment compensation, and public assistance benefits. Additional examples of gross cash income are listed in the definition of “income” which appears in U.S. Bureau of the Census, Current Population Reports, Series P-60-185.

Income guidelines means the poverty line specified in section 637(19) of the Act (42 U.S.C. 9832).

Indian Tribe means any tribe, band, nation, pueblo, or other organized group or community of Indians, including any Native village described in section 3(c) of the Alaska Native Claims Settlement Act (43 U.S.C. 1602(c)) or established pursuant to such Act (43 U.S.C. 1601 et seq.), that is recognized as eligible for special programs and services provided by the United States to Indians because of their status as Indians.

Low-income family means a family whose total income before taxes is equal to, or less than, the income guidelines.

Migrant family means, for purposes of Head Start eligibility, a family with children under the age of compulsory school attendance who changed their residence by moving from one geographic location to another, either intrastate or interstate, within the preceding two years for the purpose of engaging in agricultural work that involves the production and harvesting of tree and field crops and whose family income comes primarily from this activity.

Migrant or Seasonal Head Start Program means: (A) with respect to services for migrant farmworkers, a Head Start program that serves families who are engaged in agricultural labor and who have changed their residence from one geographic location to another in the preceding 2-year period; and (B) with respect to services for seasonal farmworkers, a Head Start program that serves families who are engaged primarily in seasonal agricultural labor and who have not changed their residence to another geographic location in the preceding 2-year period.

Participant means a pregnant woman or a child who is enrolled in and receives services from a Head Start, an Early Head Start, a Migrant Seasonal Head Start, or an American Indian Alaska Native Head Start program.

Recruitment means the systematic ways in which a Head Start program identifies families whose children are eligible for Head Start services, informs them of the services available, and encourages them to apply for enrollment in the program.


Recruitment area means that geographic locality within which a Head Start program seeks to enroll Head Start children and families. The recruitment area can be the same as the service area or it can be a smaller area or areas within the service area.

Relevant time period means: (A) the 12 months preceding the month in which the application is submitted; or (B) 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.

Responsible HHS official means the official of the U.S. Department of Health and Human Services having authority to make Head Start grant awards, or his or her designee.

Selection means the systematic process used to review all applications for Head Start services and to identify those children and families that are to be enrolled in the program.

Service area means the geographic area identified in an approved grant application within which a grantee may provide Head Start services.

Vacancy means an unfilled enrollment opportunity for a child and family in the Head Start program.

1305.3 Determining community strengths and needs.

(a) Each Early Head Start grantee 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. With regard to Indian Tribes, the service area may include areas designated as near-reservation by the Bureau of Indian Affairs (BIA) or, in the absence of such a designation, a Tribe may propose to define its service area to include nearby areas where Indian children and families native to the reservation reside, provided that the service area is approved by the Tribe's governing council. Where the service area of a Tribe includes a non-reservation area, and that area is also served by another Head Start grantee, the Tribe will be authorized to serve children from families native to the reservation residing in the non-reservation area as well as children from families residing on the 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 of reasonable size and, except in situations where a near-reservation designation or other expanded service area has been approved for a Tribe, does not overlap with that of other Head Start grantees.

(c) Each Early Head Start and Head Start grantee 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 grantee'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.

(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.

(The information collection requirements are approved by the Office of Management and Budget (OMB) under OMB Control Number 0970-0124 for paragraphs (b) and (d).)

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

(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.

(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.

1305.4 – Determining, verifying, and documenting eligibility.

(a) Process overview.


(1) Program staff must:

(i) conduct an in-person interview with each family, unless paragraph (a)(2) of this section applies;

(ii) verify information as required in paragraphs (h)-(j) of this section; and,

(iii) create an eligibility determination record for each enrolled participant according to paragraph (l) of this section.

(2) Program staff may interview the family over the telephone if an in-person interview is not possible. In addition to meeting the criteria provided in paragraph (a)(1) of this section, program staff must note in the eligibility determination record reasons why the in-person interview was not possible.

(b) Age eligibility requirements. (1) For Early Head Start, except when the child is transitioning to Head Start, a child must be an infant or a toddler younger than three years old. A pregnant woman may be any age.

(2) For Head Start, a child must:

(i) be at least three years old; or,

(ii) turn three years old by the date used to determine eligibility for public school in the community in which the Head Start program is located; and,

(iii) not be older than compulsory school age.

(3) For Migrant or Seasonal Head Start, a child must be younger than compulsory school age by the date used to determine public school eligibility for the community in which the program is located.

(c) Income eligibility requirements. (1) A pregnant woman or a child is eligible, if:

(i) the family’s income is equal to or below the poverty line; or,

(ii) the family is eligible or, in the absence of child care, would be potentially eligible for public assistance.

(2) If the family’s income is above the poverty line, a program may enroll a pregnant woman or a child who would benefit from services. These participants can only make up to 10 percent of a program’s enrollment in accordance with (d).

(d) Additional allowances for programs. (1) A program may enroll an additional 35 percent of participants whose families are neither income nor categorically eligible and whose family incomes are below 130 percent of the poverty line, if the program:

(i) establishes and implements outreach, and enrollment policies and procedures to ensure it is meeting the needs of income or categorically eligible pregnant women, children, and children with disabilities, before serving ineligible pregnant women or children; and,

(ii) establishes criteria that ensures eligible pregnant women and children are served first.

(2) If a program chooses to enroll participants, who are neither income nor categorically eligible, and whose family incomes are between 100 and 130 percent of the poverty line, it must be able to report to the Head Start Regional Program Office:


(i) how it is meeting the needs of low-income families or families potentially eligible for public assistance, homeless children, and children in foster care, and include local demographic data on these populations;

(ii) outreach and enrollment policies and procedures that ensure it is meeting the needs of income eligible or categorically eligible children or pregnant women, before serving over-income children or pregnant women;

(iii) efforts, including outreach, to be fully enrolled with income eligible or categorically eligible pregnant women or children;

(iv) policies, procedures, and selection criteria it uses to serve eligible children;

(v) its current enrollment and its enrollment for the previous year;

(vi) the number of pregnant women and children served, disaggregated by whether they are either income or categorically eligible or meet the over-income requirements of paragraph (c)(2) of this section; and,

(vii) the eligibility criteria category of each child on the program’s waiting list.

(e) Additional Allowances for Indian tribes. (1) Notwithstanding paragraph (c)(2) of this section, a tribal Head Start or Early Head Start program may fill more than10 percent of its enrollment with participants whose family incomes exceed the low-income guidelines or who are not categorically eligible, if:

(i) the program has served all pregnant women or children who wish to be enrolled from Indian and non-Indian families living on the reservation who either meet low-income guidelines or who are categorically eligible;

(ii) the program has served all pregnant women or children who wish to be enrolled from income-eligible or categorically-eligible Indian families native to the reservation, but living in non-reservation areas the tribe has approved as part of its service area;

(iii) the tribe has resources within its grant or from other non-federal sources, without using additional funds from HHS intended to expand Early Head Start or Head Start services, to enroll pregnant women or children whose family incomes exceed low-income guidelines or who are not categorically eligible; and,

(iv) at least 51 percent of the program’s participants are either income or categorically eligible.

(2) If another Early Head Start or Head Start program does not serve a non-reservation area, the program must serve all income-eligible and categorically-eligible Indian and non-Indian pregnant women or children who wish to enroll before serving over-income pregnant women or children.

(3) A program that meets the conditions of this paragraph must annually set criteria that are approved by the policy council and the tribal council for selecting over-income pregnant women or children who would benefit from Early Head Start or Head Start services.

(f) Categorical eligibility requirements. (1) A family is categorically eligible for Head Start, if:

(i) the child is homeless, as defined in §1305.2; or,

(ii) the child is in foster care, as defined in §1305.2.

(2) If a program determines a child is categorically eligible under (1)(i) in this paragraph, it must allow the child to attend a Head Start program, without immunization and other medical records, proof of residency, birth certificates, or other documents. The program must give the family reasonable time to present these documents.


(g) Migrant or Seasonal eligibility requirements.

A child is eligible for Migrant or Seasonal Head Start, if:

(1) the family meets an income eligibility requirement in paragraph (c); or (2) the family meets a categorical requirement in paragraph (f); and (3) the family’s income comes primarily from agricultural work.

(h) Verifying age. Program staff must verify a child’s age according to program policies and procedures. A program’s policies and procedures cannot require staff to collect documents that confirm a child’s age, if doing so creates a barrier for the family to enroll the child.

(i) Verifying income. (1) If the family can provide all W-2 forms, pay stubs, or pay envelopes for the relevant time period, program staff must:

(i) use all family income for the relevant time period to determine eligibility according to income guidelines;

(ii) state the family income for the relevant time period; and

(iii) state whether the pregnant woman or child qualifies as low-income.

(2) If the family cannot provide all W-2 forms, pay stubs, or pay envelopes for the relevant time period, program staff may accept written statements from employers for the relevant time period and use information provided to calculate total annual income with appropriate multipliers.

(3) If the family reports no income for the relevant time period, a program may:

(i) accept the family’s signed declaration to that effect, if program staff:

(A) describes efforts made to verify the family’s income; and,

(B) explains how the family’s total income was calculated; or,

(ii) seeks information from third parties about the family’s eligibility, if the family gives written consent. If a family gives consent to contact third parties, program staff must adhere to program safety and privacy policies and procedures and ensure the eligibility determination record adheres to paragraph (l)(2)(ii)(C) in this section.

(4) If a child moves from an Early Head Start program to a Head Start program, program staff must verify the family’s income again.

(5) If the family can demonstrate a significant change in income for the relevant time period, program staff may consider current income circumstances.

(j) Verifying categorical eligibility. (1) A family can prove categorical eligibility, with:

(i) a court order or other legal or government-issued document or a written statement from a government child welfare official demonstrating the child is in foster care;

(ii) a written statement from a homeless services provider, school personnel, or other service agency attesting that the child is homeless or any other documentation that indicates homelessness, including documentation


from a public or private agency, a declaration, information gathered on enrollment or application forms, or notes from an interview with staff to establish the child is homeless, as defined in §1305.2 or,

(iii) any other document that establishes categorical eligibility.

(2) If a family can provide one of documents described in (j)(1), program staff must:

(i) describe efforts made to verify the accuracy of the information provided; and,

(ii) state whether the family is categorically eligible.

(3) If a family cannot provide one of the documents described in (j)(1) to prove the child is homeless, a program may accept the family’s signed declaration to that effect, if, in a written statement, program staff:

(i) describes the efforts made to verify that a child is homeless, as defined in §1305.2;and,

(ii) describes the child’s living situation, including the specific condition described in §1305.2 under which the child was determined to be homeless.

(4) Program staff may seek information from third parties who have first-hand knowledge about a family’s categorical eligibility, if the family gives consent. If the family gives consent to contact third parties, program staff must adhere to program safety and privacy policies and procedures and ensure the eligibility determination record adheres to paragraph (l) (2)(ii)(C) in this section.

(k) Eligibility duration. (1) If a child is determined eligible under this section and is participating in a Head Start program, he or she will remain eligible through the end of the succeeding program year.

(2) If a program 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 program’s Early Head Start, the program must ensure, whenever possible, the child receives Head Start services until enrolled in school.

(l) Records. (1) A program must keep eligibility determination records for each participant and on-going training records for program staffs. A program may keep these records electronically.

(2) Each eligibility determination record must include:

(i) copies of any documents or statements, including declarations, that are deemed necessary to verify eligibility under paragraphs (h) - (j) of this section;

(ii) a statement that program staff has made reasonable efforts to verify information by:

(A) conducting either an in-person, or a telephonic interview with the family as described under paragraph (a) of this section;

(B) describing efforts made to verify eligibility, as required under paragraphs (h) - (j) of this section; and,

(C) collecting documents required for third party verification under paragraphs (i)(3)(ii) and (j)(4) of this section, that includes:

(1) the family’s written consent to contact each third party;

(2) the third parties’ names, titles, and affiliations; and,


(3) information from third parties regarding the family’s eligibility.

(iii) a statement that identifies whether:

(A) the family’s income is below income guidelines for its size, and lists the family’s size;

(B) the family is eligible for or, in the absence of child care, potentially eligible for public assistance;

(C) the child is homeless child, as defined at §1305.2 including the specific condition described in §1305.2 under which the child was determined to be homeless;

(D) the child is in foster care;

(E) the family meets the over-income requirement in paragraph (c)(2) of this section; or,

(F) the family meets alternative criteria under paragraph (d) of this section.

(3) A program must keep eligibility determination records:

(i) for those currently enrolled, as long as they are enrolled; and,

(ii) for one year after they have either stopped receiving services; or,

(iii) are no longer enrolled.

(m) Program policies and procedures on violating eligibility determination regulations. A program must establish policies and procedures that describe all actions taken against staff who intentionally violate federal and program eligibility determination regulations and who enroll pregnant women and children that are not eligible to receive Early Head Start or Head Start services.

(n) Training. (1) A program must train all governing body, policy council, management, and staff who determine eligibility on applicable federal regulations and program policies and procedures. Training must, at a minimum:

(i) include methods on how to collect complete and accurate eligibility information from families and third party sources;

(ii) incorporate strategies for treating families with dignity and respect and for dealing with possible issues of domestic violence, stigma, and privacy; and,

(iii) explain program policies and procedures that describe actions taken against staff, families, or participants who intentionally attempt to provide or provide false information.

(2) A program must train management and staff members who make eligibility determinations within 90 days following the effective date of this rule, and as soon as possible, but within 90 days of hiring new staff after the initial training has been conducted.

(3) A program must train all governing body and policy council members within 180 days following the effective date of this rule, and within 180 days of the beginning of the term of a new governing body or policy council member after the initial training has been conducted.

(4) A program must develop policies on how often training will be provided after the initial training.


1305.5 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.

(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.

(c) Each program, except migrant programs, must obtain a number of 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.

1305.6 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 based 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 Sec. 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.

(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 Sec. 1305.2(a). An exception to this requirement will be granted only if the responsible HHS official determines, based on such supporting evidence 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 Plans (IEP) or Individualized Family Service Plans (IFSP), with services provided directly by Head Start or Early Head Start 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.

1305.7 Enrollment and reenrollment.

(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.


(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.

(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 reverified. 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.

1305.8 Attendance.

(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.

(b) If the absences are a result of illness or 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 as special family support service activities provided by program staff must be documented.

(c) 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.

1305.9 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.

1305.10 Compliance.

A grantee's failure to comply with the requirements of this Part may result in a denial of refunding or termination in accordance with 45 CFR part 1303.


Head Start Acronyms

* Denotes terms further explained in the Head Start Dictionary AACF* Administration for Children and Families ACYF* Administration on Children, Youth and Families ADA* Americans with Disabilities Act ADD Attention Deficit Disorder AIAN American Indian and Alaska Native B/CCA* Community AssessmentCAA Community Action AgencyCACFP* Child and Adult Care Food ProgramCAP Community Action ProgramCCDBG Child Care Development Block GrantCCDF* Child Care Development FundCDA* Child Development AssociateCDC Centers for Disease Control and PreventionCDL Commercial Driver’s LicenseCEU Continuing Education UnitsCFR* Code of Federal RegulationsCSRSChild Safety Restraint SystemsCSBG*Community Services Block Grant D/E DAP Developmentally Appropriate PracticesD&B* Dun & Bradstreet

DUNS*Data Universal Number SystemEHS* Early Head Start ECLKC*


Early Childhood Learning and Knowledge CenterEITC* Earned Income Tax CreditEOM*End of Month EnrollmentEPSDT Early and Periodic Screening Diagnosis and Treatment ERIC Educational Resources Information CenterERSEA Enrollment, Recruitment, Selection, Eligibility & AttendanceESL English as a Second Language F/GFAA Financial Assistance AwardFACES* Family & Child Experiences Survey

FAPE* Free Appropriate Public EducationFAQ Frequently Asked QuestionsFCP Family & Community PartnershipsFPA* Family Partnership AgreementFTE Full-Time Equivalent FYSB*Family and Youth Services BureauFY* Fiscal YearGABI* Grant Application Budget InstrumentGAO General Accountability Office GED General Equivalency Diploma GPO U.S. Government Printing Office H/I

HHS* U.S. Department of Health and Human Services HSAC* Health Services Advisory CommitteeHSCO*Head Start Collaboration Office HSB* Head Start Bureau HSFIS* Head Start Family Information System


HSRC* Head Start Resource Center IDEA* Individuals with Disabilities Education Act IEP* Individualized Education Program IFSP* Individualized Family Service PlanIM* Information Memorandum J/K/L/MKM Knowledge Management

LEA* Local Education Agency LEP Limited English Proficiency LRE* Least Restrictive Environment MIS Management Information System MOA Memorandum of Agreement MOU Memorandum of Understanding MSPB* Migrant and Seasonal Program Branch NNCLB No Child Left Behind ActNHTSA National Highway Transportation & Safety AdministrationNPRM* Notice of Proposed Rule Making O/P/Q/R

OFA*Office of Family AssistanceOHSMS*Office of Head Start Monitoring SystemOHS*Office of Head StartOMB* Office of Management & BudgetOPREOffice of Planning, Research & EvaluationPC* Policy CouncilPI* Program InstructionPIR*


Program Information Report P.L. Public LawPMS* Payment Management SystemPROMIS* Program Resources & Outcomes Management Information SystemPSA Public Service Announcement

QIP* Quality Improvement Plan RAMRisk Assessment MeetingRFP* Request for Proposal S/TSEA State Education AgencySF-269 Standard Form 269 Financial ReportSF-272 Standard Form 272 Financial ReportSSBG* Social Services Block Grant SSISupplemental Security IncomeT/TA*Training and Technical Assistance TANF* Temporary Assistance to Needy FamiliesTDD Telecommunications Device for the Deaf

U/V/W/X/Y/ZURL Uniform Resource LocatorUSDA United States Department of AgricultureWIC Women, Infants and Children


My Head Start Story…My Head Start Story

When my parents signed me up for Head Start in 1979 I am sure they weren’t aware of the impact it would have on my life. Head start is the foundation from which my life skills were built. Born into a family stricken with poverty wasn’t easy. I was the daughter of a famer who battled with alcoholism and his wife that took on jobs to help ends meet. I didn’t realize how poor we were until my adult years. I thought it was normal for your power to be turned off now and then, add water to the ketchup to make it last until we could afford to buy more and live in a small section of the house in winter months. As hard as those years were I wouldn’t change anything.

Getting signed up for Head start was largely due to my aunt Pat, who was my favorite aunt and my own personal super hero. You see, my aunt was the director of our community’s local Head Start. Boy did I give her a run for her money. I can recall on several occasions convincing the bus driver that my Aunt Pat said I had better be dropped off at her house. After getting in trouble a few times I decided that wasn’t the best way to get to her house.

Head Start became my security blanket. I was in a class with several other children my age many of whom I would later go to school with. When I think back to those years I remember Mrs. Ollie coming to my house. I didn’t realize she did home visits with all the kids in her class I always thought she came to my house because I was her favorite. I remember playing on the playground with all of my friends and the wonderful homemade meals they would feed us. One incident I remember in particular is Ms. Ollie talked my dad into volunteering at the center. I wasn’t sure how she did that as my dad was a very shy man! He came to the center dressed as Santa Clause. Everyone sat in his lap told him what they wanted and he gave them a book. While I sat patiently waiting on my turn to speak with Santa and rehearsing my list in my mind I couldn’t help but to be caught up in something familiar about him. When it was my turn I sat in his lap not paying to much attention as it was important that he knew I wanted a Betsy Wettsie for Christmas. After I finished my plea for the doll I said, “this aint Santa, this is my daddy, I know because he has cow poop on his boots” Mrs. Ollie rushed me off his lap and brought on the next child. I learned so much in those few years.

I would go many years not thinking about Head Start. In those years I would be struck by several tragic events including the suicide of my father. I felt my life was spinning out of control for some time. I eventually graduated high school and married my high school sweet heart. We began to have children and I stayed home with them for the first couple of years. I began to think back at my own childhood and the experiences I had. I then signed my own children up for Head Start. I volunteered in their classrooms accompanying field trips and doing activities at home with them. I was pregnant with my third child and accepted into the pregnant mom’s program. I began to realize how important my future was because my children’s future largely depended on my future.

While my children were in Head Start they received services that would later change their lives as well. My oldest who was shy and unsure of himself is now an infantryman in the US Army. My daughter who was in the speech program is now going to college in pursuit of a career working with children in poverty. My youngest was referred for lots of testing by Head Start and while in the program we learned that he needed glasses, tubes and had a brain tumor. He is now in the eighth grade and attends a lot of the Head Start activities with me. Their time in the program was priceless.

No one had to sell me on Head Start being the best start. I started thinking of a career with Head Start and applied for a Family Advocate position and was hired in June of 1999. I can recall telling a coworker, “I can see myself retiring from a job like this”. After she got done laughing and assured me that I could find better ways to make a living, I just smiled and knew inside this is where I was meant to be. Head Start paid for me to take classes as I worked. I earned my associated degree in Human Services as well as obtained the Family Service Credential from Duke University. I was


promoted to ERSEA Specialist in December of 2000 . This year I moved my family from North Carolina to accept a position with Head Start’s Tri-Valley Opportunity Council as Family and Community Services Manager.

As you can see I never quite let go of that security blanket I call Head Start. It is my mission to foster life changing events in the lives of children and families that I work with. I would like to ask you to join my mission and share your Head Start experience with others. Together we can cover more ground of recruiting children into their local Head Start programs.

-Melody Hedden-


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