SAMPLE LETTER ON FOLLOWING PAGE by t2aaSB

VIEWS: 25 PAGES: 32

									                                                              2011-2012




           ERSEA

 Eligibility, Recruitment, Selection,
    Enrollment and Attendance

Head Start Performance Standard
              1305




                                                     Eligibility –Part A
                                                   Recruitment –Part B
                  Application, Criteria Ranking & Waiting List –Part C
                                                    Enrollment –Part D
                                                   Attendance – Part E
                                      Withdrawal from Services - Part F
                                              WCFD Database –Part G
              2011-2012




 Part A

Eligibility
                                                                                                         2011-2012
                         WYOMING CHILD AND FAMILY DEVELOPMENT, INC.


                                         Performance Standard 1305.4

                                       APPLICATION Procedures
                   EARLY HEAD START/HEAD START/DISCOVERY PRESCHOOL

An Application for EHS/HS/DP is completed with all families who are interested in the Head Start, Early Head
Start or Discovery Preschool programs. It is recommended that the information be collected “interview style”,
making sure that all information is accurate and complete. The Application will be entered into ChildPlus,
criteria ranking report will be generated and forwarded to the Criteria Ranking team for their review. Families
are eligible to participate in Head Start if they meet the Income Poverty Guidelines, are in foster care, receive
public assistance or if they meet the definition of homeless. The Head Start Act establishes income eligibility
for participation in Head Start programs based on the Poverty Guidelines. These Guidelines are updated
annually in the Federal Register by the U.S Department of Health and Human Services. The most current
Poverty Guidelines must be used to determine if a family is income eligible.

The preferred option for enrolling families will be through meeting the criteria of the Income Guidelines. If a
family is being considered for enrollment because they receive Public Assistance, written documentation of the
Public Assistance program must be verified by the Eligibility Specialist. Public Assistance is the participation
in a TANF programs (Temporary Assistance for Needy Families), the SSI program (Supplemental Security
Income), or the Foster Care Program. If the family is being considered for enrollment because they meet the
definition of homelessness, the family must also complete the Homeless Verification form which shall be
attached to the application.

The period of time to be considered for eligibility is the twelve months immediately preceding the month in
which application or reapplication for enrollment of a child in a Head Start program is made, or for the calendar
year immediately preceding the calendar year in which the application or reapplication is made, whichever more
accurately reflects the family’s current needs. If however, a family is being enrolled because they are receiving
Public Assistance or are homeless, this must reflect their current situation.




                                                                                                     ERSEA – Part A
                                                                                                             Page 1
                                                                                                         2011-2012



                                          CRITERIA RANKING
                                          Performance Standard 1305.6


A Criteria Ranking form (ChildPlus report 2025) is completed on each child’s application for the EHS, HS or
DP program utilizing the Criteria Ranking Checklist in ChildPlus. This ranking is weighted according to
EHS/HS/DP guidelines and the results of the Community Assessments. The ranking criteria are approved
through the Policy Council and the WCFD Board of Directors to ensure appropriateness and regional
sensitivity. Each Head Start program must develop and maintain a Waiting List that ranks children according to
the program’s selection criteria to assure that eligible children enter the program as vacancies occur.

▪   Once the child is enrolled, file the Application for EHS/HS/DP form (only) in the child’s file under the
    Eligibility Section.

▪   DO NOT file the Criteria Ranking Form (ChildPlus report 2025) in the child’s file. Retain the Criteria
    Ranking Form in a separate file for four (4) years.


                            PROCEDURES FOR CRITERIA RANKING
1. All families who are interested in enrolling in the HS/EHS/DP program must complete an application. (If
   the parent indicates they are not interested on the Developmental Clinic Screening Form, do not fill out an
   Application for EHS/HS/DP or enter the child into ChildPlus.)

2. After the Application for EHS/HS/DP form is completed, the information will be entered into ChildPlus.
   Review Report 2025 to verify Criteria Ranking points. This form will be attached to the application and
   forwarded to the Criteria Ranking team for review. A consistent team will review the application and Report
   2025 to help ensure objectivity and fair consideration of all relevant factors. A committee will be
   established at each site to complete this process. Criteria ranking team members are designated for the entire
   program year to ensure consistent ranking.

3. Early Head Start criteria ranking teams will include the Center Coordinator, Early Head Start Home
   Visitor/Teacher, and either the Family Services Assistant or Health Interventionist as determined by the
   Center Coordinator. Teams in DD counties should also include the Special Educator or other designated
   therapy personnel.

4. Three to Five Year Old Head Start criteria ranking teams will include Center Coordinator, Family Services
   Assistant, one (1) Classroom Teacher, one (1) Home Visitor (if appropriate for site), and one (1) Early Head
   Start Home Visitor/Teacher (only for transitioning EHS children). Teams in DD counties should also
   include the Special Educator or other designated therapy personnel.

5. Staff who are involved with screening, but not part of the Criteria Ranking Team, are responsible for
   providing documentation of concerns noted during screening.



                                                                                                     ERSEA – Part A
                                                                                                             Page 2
                                                                                                         2011-2012
6. If upon review of the application, the Criteria Ranking Team feels additional points are appropriate to more
   accurately reflect the needs of the community, the family, or results from the community assessment, they
   will document this on the child’s Application, utilizing a different color of ink. This information will be
   added to ChildPlus and the updated information will be reviewed in Report 2025.

7. The Criteria Ranking must be updated twice a year to coincide with spring and fall enrollment opportunities.
   It is also necessary to update the information if a family moves to another center or additional information is
   obtained.

8. Although family dynamics are included in the ranking, each child needs to be ranked individually. WCFD
   does prioritize by the individual child’s ranking, not by the family ranking, therefore, siblings ranking may
   differ according to need. A sibling of an enrolled child will only be enrolled if he/she is the next child on
   the waiting list.


Specific Criteria:
A. Age:
   Age on September 15 of the present school year will be used to determine age eligibility. If a waiting list
      is filled out in January, and on the child’s November birthday he/she turned five, the child is ranked as a
      four year old.

B. Family Criteria:
   “Single parent family” if the parent is single or divorced, regardless of the number of partners or the
     stability of the relationship.
   “Foster family” if the primary guardian is appointed through the courts or authorized state agency.
   “Child living with Grandparent or Guardian” if the grandparent or guardian has temporary or permanent
     custody of the child.
   “Minor” refers to persons less than 18 years of age.

C. Income:
   To determine income eligibility, check the Application for EHS/HS. Eligibility can be determined by:
      1. Meeting (<100%) the Head Start Poverty Guidelines. (Discovery Preschool can be up to185% FPL
          according to USDA guidelines.
      2. Receiving Public Assistance (participation in a TANF funded program).
      3. Receiving Supplemental Security Income (SSI)
      4. Receiving Foster Care Services
      5. Meeting the definition of Homelessness.

   If the family’s income is between 101% and 130% of Federal Poverty Guidelines, the family will be
   awarded the specified number of points listed on the Criteria Ranking form. It is important to remember
   that families may not be enrolled under the 101% - 130% of Poverty Guideline status until all income
   eligible families on the Waiting List have been served.



1. Head Start Poverty Guidelines:
   The Head Start Act establishes income eligibility for participation in Head Start programs based on the
   Federal Poverty Income Guidelines. These guidelines are updated annually. Review the Head Start
                                                                                                     ERSEA – Part A
                                                                                                             Page 3
                                                                                                        2011-2012
   Program Definition of Income for specific guidance when calculating income. (Note: Eligibility for
   Discovery Preschool is 185% of Federal Poverty Income Guidelines and is based on USDA Income
   Guidelines.)

2. Public Assistance through the participation in TANF funded program:
   The preferred option for enrolling families will be through meeting the criteria of the Federal Poverty
   Income Guidelines. If a family is being considered for enrollment because they receive Public Assistance,
   written documentation of the Public Assistance program must be verified by the Eligibility Specialist.
   Attach the documentation to the Eligibility Verification Form and place in the child’s file.

3. Supplementary Security Income (SSI):
   SSI is a federal program administered by the Social Security Administration (SSA). The program is
   sometimes called Title XVI benefits. The SSI program provides cash assistance to individuals who have
   limited income and resources, and who are blind or disabled. This program also serves low-income adults
   over the age of 65. SSI is a “needs-based” program, sometimes called a “welfare” program. If a family
   qualifies for Head Start services by receiving SSI, a check stub from the Social Security Office must be used
   to verify the information. Attach the documentation to the Eligibility Verification Form and place in the
   child’s file.

       Social Security Disability Insurance (SSDI – Title II): SSDI is not based on low-income, but pays
       benefits to dependents or beneficiaries of a disabled or deceased parent or spouse. SSDI is always
       counted as income when determining Head Start eligibility.

4. Meeting the definition of Homeless:
   As documented in the “Improving Head Start for the School Readiness Act of 2007”, Homeless
   Children are Automatically eligible for the Head Start Program. If a family meets the definition of
   homelessness, complete the Homeless Verification Statement. Please refer to the Definition of Homeless
   below.

OHS-PC-I-081

Definition of “Homeless Children”:

The term “homeless children” has the same meaning given to “homeless children and youths” in section 725(2)
of the McKinney-Vento Homeless Assistance Act.

“Homeless Children” means:
   1. Individuals who lack a fixed, regular and adequate nighttime residence; and
   Includes –
          a. Children and youths who are sharing the housing of other persons due to loss of housing,
              economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping
              grounds due to lack of alternative adequate accommodations; are living in emergency or
              transitional shelters; are abandoned in hospitals; or are awaiting foster care placement.
          b. 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.
          c. Children and youths who are living in cars, parks, public spaces, abandoned buildings,
              substandard housing, bus or train stations, or similar settings; and migratory children who qualify
              as homeless because they are living in circumstances described in a-c above.

                                                                                                    ERSEA – Part A
                                                                                                            Page 4
                                                                                                    2011-2012
Special Needs:
   1. Disability suspected/at risk: This indicates that the child has been referred for testing or there is a
       concern about a disability that has not been diagnosed. This child is not on an IEP/IFSP in any area.
   2. IEP/IFSP in one or more areas: This indicates that a child has an active IEP/IFSP. This item is
       marked if the child was being served for articulation concerns and was referred for assessment in
       another area. As long as there is an active IEP/IFSP regardless of other concerns or referrals, this
       item is marked. DO NOT MARK BOTH DISABILITY SUSPECTED AND IEP IN ONE OR
       MORE AREAS.
   3. Behaviorally challenged, Attention span or Academic readiness: If one of these areas is marked, you
       must be able to document the reason for awarding points.
       For example:
        “Behaviorally challenged” points are awarded for emotional problems, biting, aggressive
           behavior, inability to be served in a regular preschool, attachment concerns, etc.
        “Attention span” points could be awarded for ADHD type behaviors or diagnosis such as paying
           attention, distractibility or “hyperactivity.
        “Academic Readiness” points could be awarded for difficulty learning pre-academic skills, low
           DIAL 3/DSI scores, etc.

   Sources of documentation can include parent report, staff observation or other community referrals.

   Family Background:
     Check only one category in this area. If a parent has a trade, but no diploma, mark trade.

   Family Services:
     Document the number of agencies from which the family was referred. A family with more than
      one agency will receive the maximum points. Early Head Start is considered a referring agency
      when a child is transitioning from Early Head Start to the Head Start program.

   Community Considerations:
     Points are given if the child resides more than ten (10) miles from the community, family has no
      reliable transportation, or services are unavailable in the community. The maximum number of
      points is thirty (30).

   Other Factors for Consideration: (Must be documented)
    Other factors include: separation, divorce, marriage, job loss, job change, moved, eviction,
      incarceration, court mandated services, legal problems, DFS case plan, substance abuse, domestic
      violence, death of a family member, dual language learners, chronic health concerns, mental health
      concerns, and change in the number of children at home.
    These factors are boxes the family may check that have occurred in the last 12 months.

Early Head Start Only
    Criteria Checklist total for 3-5 year olds will not include any item in the Early Head Start Only
      section.
    Pregnancy (Points may be given for more than one category).
           Currently Pregnant under Age 18: Include this in addition to the Pregnant Woman line.
           Maternal/Post Partum Depression: Note any current depression concerns or if there is a
              history of depression.
    Education: (Points cannot be given for more than one category)
                                                                                                ERSEA – Part A
                                                                                                        Page 5
                                                                                                         2011-2012
          One and/or both parent(s) are attending 7th through 12th grade: Points will be given if at least one
           parent is attending middle or high school.


                                Waiting List and Vacancy Procedures

      File the Application for EHS/HS/DP and supporting documentation in a designated notebook. Criteria
       ranking scores should be reflected from highest to lowest. ChildPlus Report 2025 is used to generate
       current waiting list information.

      When an opening in the program occurs, the top child on the waiting list will be considered for
       enrollment.

      Head Start Performance Standards require verification of income and age prior to acceptance and
       enrollment in the program.

      If the child is not income eligible, check with your Area Coordinator to determine 10% or 130%
       availability.

       Upon determining eligibility, the family will receive a Confirmation/Acceptance letter. All sites will
       use the Acceptance Letter from the WCFD website to ensure program consistency. This letter will
       discuss the need to schedule an appointment to complete the Annual Paperwork and the date of child’s
       first day of services.

      If a child with the highest criteria ranking score is not enrolled, document the reason utilizing the
       date/time stamp feature in ChildPlus under eligibility notes, i.e.10% slots not available, and parent chose
       not to enroll at this time etc.

      After “comments” are documented, children not enrolled due to special circumstances will remain on
       the waiting list for the current program year.

      If multiple unsuccessful attempts to enroll a family are made and the child is not enrolled, print an
       updated ChildPlus 2025 Criteria Ranking report that includes eligibility notes and attach to the Child
       Application.

      Application forms for EHS/HS/DP are to be reviewed two times a year to determine changes in the
       family’s circumstances. Contact the family by telephone, mail, or in person to update the application.

      Following a review of the Application for EHS/HS/DP, changes should be reflected in a different color
       of ink with a staff signature and date documented at the bottom of the form. Updated information will
       be added to the Criteria Ranking Checklist in ChildPlus and Report 2025 will reflect all changes.


Please see screen shots and instructions on running ChildPlus report 2025.

Running ChildPlus Report 2025 to generate center waiting list:
    Click reports
    Click enrollment
                                                                                                     ERSEA – Part A
                                                                                                             Page 6
                                         2011-2012
   Click 2025
   Select your site
   Check status of waitlisted
   Report type is detail
   Other filters to be used:
         Show name
         Show Contact Information
         Show Eligibility notes




                                     ERSEA – Part A
                                             Page 7
                                                                                                 2011-2012
Running ChildPlus Report 2025 to generate Criteria Ranking Checklist
    Click reports
    Click enrollment
    Click 2025
    Select your site
    Check status of waitlisted
    Report type is detail
    Other filters to be used:
         Show name
         Show Eligibility Criteria
         Show Eligibility notes

      Select the Individuals tab (all children will have a check mark next to their name)
      In the upper right hand corner uncheck the box that says all
      Select the child you wish to print the Criteria Ranking Checklist for
      Attach to Child Application for the Criteria Ranking Team to review




                                                                                             ERSEA – Part A
                                                                                                     Page 2
              2011-2012




  Part B


Recruitment
                                                                                                       2011-2012
                         WYOMING CHILD AND FAMILY DEVELOPMENT, INC.


                                         Performance Standard 1305.6

                                    RECRUITMENT PHILSOPHY

The goal of WCFD is to actively seek out families in the community who are most in need of support services
and can benefit from the Head Start experience. The recruitment process is designed to inform all families with
Head Start eligible children of the availability of services and to encourage application for admission into the
program. WCFD is committed to ongoing recruitment throughout the program year and to maintaining a
Waiting List that accurately reflects the needs of the community. Each WCFD site will maintain a Recruitment
Notebook to reflect recruitment efforts.

       In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited
       from discriminating on the basis of race, color, national origin, sex, age or disability.

       To file a complaint of discrimination, write: USDA, Director, Office of Civil Rights, 1400 Independence
       Avenue, SW, Washington, DC 20250-9410, or call 800.795.3272 (voice) or 202.720.6382 (TTY).
       USDA is an equal opportunity provider and employer.

                                           ADVERTISEMENT
                                              Spring & Ongoing


Advertisements within the community promoting WCFD’s free screening and/or ongoing recruitment efforts, is
a method of increasing public awareness about the Head Start program. Some ideas for advertising include
articles and ads through the television and radio; flyers, signs, posters in churches, businesses, laundromats,
DFS, Public Health, doctors, dentists, restaurants, bars, schools, parks and recreation sites. The Chamber of
Commerce can also be utilized as a resource for recruiting families in each community. It is essential to
advertise where the Head Start families frequent and that all advertisements are reflective of the cultures and
primary languages. All brochures will include information about the availability of transportation services.

Advertisements will be placed in the local newspaper throughout the program year. Newspapers that are
delivered once a week will have the ad placed for two weeks. Local communities that have a daily newspaper
will have the ad placed in the Wednesday and Sunday editions. Radio advertisements will be broadcast on the
local radio station. Each station has a time for public service announcements. Many communities have free
announcement services through their cable systems. Determine an appropriate amount of time for the public
service announcement to be aired.

The State of Wyoming provides a list of families whose children may qualify for the Head Start program. Each
of these families will receive a letter and brochure describing the availability of services.

SAMPLE LETTER ON FOLLOWING PAGE:




                                                                                                    ERSEA – Part B
                                                                                                           Page 1
                                                                                                      2011-2012




Current Date


Names of Parents
Address




Dear____________________:

Enclosed, please find a brochure regarding the programs offered by Wyoming Child and Family Development.
Head Start is a unique program which offers a wide variety of services for children and their families. We are
in the process of enrolling children for the 20_-20_ school year. Please call our center,
__________________________, for more information.

Our center is located at ________________________________. You are invited to stop in and pick up an
application.

We hope to hear from you.

Sincerely,




                                                                                                   ERSEA – Part B
                                                                                                          Page 2
                         2011-2012




       Part C

Verification of Income
  & Age Eligibility
                                                                                                           2011-2012
                         WYOMING CHILD AND FAMILY DEVELOPMENT, INC.

                                         Performance Standard 1305.4

                     VERIFICATION OF INCOME & AGE ELIGIBILITY

For a child to be eligible for Early Head Start/Head Start services, grantees must verify that the child meets the
requirements regarding age and be from a “low-income” family (90%). A low-income family is a family whose
income before taxes is below the Federal Poverty Guideline or a family is receiving Public Assistance. Families
that meet the definition of Homelessness and children in foster care or receiving TANF funded services are also
Early Head Start/Head Start eligible. In addition, the child must be at least three years old by the day used to
determine eligibility for public school in the respective community. In order to meet the age requirement for
Early Head Start, a child must be in the birth to age three category. Early Head Start also serves pregnant
women. The Early Head Start/Head Start/Discovery Preschool program must verify the family income before
determining that a child is eligible to participate in the program. A signed statement by two employees of the
Early Head Start/Head Start Program, identifying which of these documents was examined and stating that the
child is eligible to participate in the program, must be maintained to indicate that income verification has been
made. (45 CFR Part 1305.4 e)

Income Verification:
   1. Reschedule Appointment if family does not have PROOF of INCOME or PROOF of AGE
   2. Verify income for EHS/HS according to the Federal Poverty Income Guidelines (on WCFD website and
      in ERSEA notebooks). For Discovery Preschool, use the USDA Income guidelines.

   3. Family may qualify if receiving specific social services or meets the definition of homelessness. Attach
      documentation to the Eligibility Verification Form to verify Foster Care, SSI, TANF, or Homelessness
      and place in the child’s file.

   4. Complete Eligibility Verification Form as instructed.
   5. Check what documentation was used to verify income, copy the documentation and forward the Child
       Application, Eligibility Verification form, proof of age and proof of income for review by a second
       WCFD Eligibility Specialist. After the final review, attach the proof of income to the Eligibility
       Verification Form.
            1040 TAX STATEMENT
            PAY STUBS
            INCOME DECLARATION– A letter from an employer
            UNEMPLOYMENT
            W2 STATEMENT
            PUBLIC ASSISTANCE FORM
            OTHER – Family is receiving services from an agency listed on criteria ranking procedures. List
              how staff was able to verify services.
    ZERO INCOME – Complete the Eligibility Verification – No Income Form. Documentation should
   reflect how the family has covered living expense for the last twelve months prior to enrollment.
            If a family has income qualified for EHS/HS/DP services and they enroll at another site within
              WCFD service area, it will be necessary to complete a new Criteria Ranking and a new Income
              Verification Form.


                                                                                                 Eligibility – Section C
                                                                                                                 Page 1
                                                                                                     2011-2012

                 VERIFYING AGE ELIGIBILTY & PROOF OF BIRTH
1. Age Eligibility
      a. Child is not three before Sept.15th – eligible for EHS
      b. Child is between ages of three & five before Sept.15 – eligible for HS
      c. Child will be five by Sept.15th – not eligible for EHS/HS, eligible for Kindergarten

2. Age Eligibility Documentation:
      a. Birth Certificate
      b. Hospital Certificate
      c. Baptism Certificate
      d. Bracelet/Hospital
      e. Two Letters, stating birth date

3. Family does not have proof of birth:
      a. Assist family in sending release of information to hospital for proof of birth
      b. Family receiving public assistance – verification may be obtained from DFS
      c. Two letters verifying the birth of the child (Doctor, friend, relative, clergy)

4. Make copies of verification papers.

5. Pregnant minors must show proof of age. Release of information must be signed by parent/guardian for
   minors.




                                                                                           Eligibility – Section C
                                                                                                           Page 2
             2011-2012


 Part D

Enrollment
                                                                                                          2010-11
                         WYOMING CHILD AND FAMILY DEVELOPMENT, INC.

                                          Performance Standard 1305.7

                                          Enrollment Guidelines
The goal of WCFD is to provide quality services to families who are most in need of support services and can
benefit from the Early Head Start/ Head Start/ Discovery Preschool experience. In order to provide EHS/HS/DP
services as designed, full enrollment must be completed by the first child day of the program year. When a
vacancy occurs, it is preferred that the vacancy be filled immediately. However, all vacancies must be filled
within 30 days. The enrollment process is designed to serve families that meet the Early Head Start/Head Start
or Discovery Preschool eligibility requirements. In addition, the commitment of maintaining full enrollment
will guarantee Early Head Start/Head Start or Discovery Preschool services to the maximum number of children
and families.

Programs are expected to be at full enrollment on the first day of the enrollment year. In order to ensure this
critical part of 45 CFR 1305, WCFD will utilize spring recruitment/enrollment to enroll up to 100% of funded
enrollment opportunities. Enrollment means the official acceptance of a family by an Early Head Start/Head
Start/ Discovery Preschool program and the completion of all procedures necessary for a child and family to
begin receiving services.

Criteria for enrollment:
     Completion of all procedures necessary for a child and family to begin receiving services (i.e. proof of
        income, proof of birth).
     Acceptance of a family into an EHS/HS program or Discovery Preschool utilizing the WCFD
        Acceptance letter found on the WCFD website.

In order to document the notification of families and the acceptance into the EHS/HS /DP program, each family
will receive an Acceptance Letter,
The letter will include:
     Acceptance of the child into the EHS/HS/DP Program.
     Reminder to schedule dental/physical appointments.
     For children enrolling during the spring and summer, the letter should include verification that contact
        will be made in August to confirm dates and times of the child’s first day and to complete other
        paperwork requirements.

Each teacher will develop a class roster by running ChildPlus Report 2125-Participant Alphabetical list. (See
following page for a screen shot of the report set up)




                                                                                                    ERSEA – Part D
                                                                                                            Page 1
                                2010-11

   Program Term: All
   Select Site
   Select Classroom
   Status: Enrolled
   Grouping: Classroom
   Type: Detail




                          ERSEA – Part D
                                  Page 2
                                                                                                       2010-11

Annual (enrollment) Paperwork Procedures:
      Let the family know the location of the Center and approximately how long the meeting will last
      Arrange for an interpreter for ELL applicants if necessary
      Follow guidelines on Enrollment/Annual Paperwork Checklist
      Complete ChildPlus information
      Begin FPA
      CHILD’S IMMUNIZATION RECORD – pregnant woman can show doctor’s statement of current
       immunizations
      Copy of Insurance Card
      CUSTODY DOCUMENTS (as needed)


                  ANNUAL PAPERWORK FOR RETURNING CHILDREN

SPRING:
   Schedule an appointment to confirm placement with family and meet new staff.
   If the family is using a 10% slot, review their income status to ensure their continued need for the over
     income classification. If the family’s adjusted income meets the qualifications of the Head Start Income
     Guidelines, complete a new Eligibility Verification form to document the change in status.
   It is not necessary to update the Income Verification form for returning families who have met the Head
     Start Income Guidelines or have qualified for Head Start by receiving “Automatic Qualifying” services.
     (TANF, SSI, Foster Care)
   Discovery Preschool families must complete new income verification each year and show current proof
     of income. Please refer to the USDA income guidelines.
   Spring screening should be completed if possible.
   Give HS parents/guardians Physical and Dental Exam forms to be completed within the required
     timelines.
   Send confirmation letter and keep a dated copy of the letter on site.

FALL:
   Complete the Annual Paperwork as outlined on Enrollment/Annual Paperwork Checklist form.




                                                                                                 ERSEA – Part D
                                                                                                         Page 3
                                                                                                          2010-11
                                     ENROLLMENT TRACKING
Head Start Program Performance Standard 1305.7(b) mandates the following:
 A Head Start grantee must maintain its funded enrollment level.
 When a program determines that a vacancy exists, the vacancy must be filled within 30 days.


In order to meet WCFD’s funded enrollment, the following caseload/classroom sizes are required:
 HS/DD Center-based classrooms                       18 HS eligible children*
 HS/DD 2:2 caseloads                                 12 HS eligible children*
 HS Center-based classrooms                          18 HS eligible children
 HS 3:1 Combination classrooms                       17 HS eligible children
 Full Day/HS Center-based classrooms                 17 HS eligible children
 HS 2:2 caseloads                                    12 HS eligible children
 EHS Home-based caseloads                            10 EHS eligible children
 EHS Center-based/ 2:2 caseloads                     8 EHS eligible children
 Discovery Preschool TLC                             20 TANF eligible children
 Discovery Preschool WECC                            8 TANF eligible children
 Discovery Preschool Lusk                            5 TANF eligible children

* Due to additional staff and varying program requirements, up to two (2) additional DD qualified children may
be served in a HS/DD setting. NO CLASSROOM CAN SERVE MORE THAN 20 CHILDREN.

Any variance in the above caseload sizes must be approved by the EHS or HS Director or his/her designee.

All vacancies must be filled within 30 days. Each vacancy must be filled by the child with the highest criteria
ranking on the waiting list. If a family chooses not to enroll their child at that time, reasons must be
documented under eligibility notes in ChildPlus. The eligibility notes will be used to document attempts to
contact a family and/or enroll a child into a WCFD program.
1. When a vacancy occurs, the waiting list is reviewed in an effort to identify the family with the highest level
    of need.
2. The family at the top of the Waiting List will be notified with an Acceptance Letter. The Acceptance Letter
    will note the child’s first day of school and the child’s teacher. All sites will use the WCFD website
    Acceptance Letter to ensure program consistency. Each Acceptance Letter must have the Center
    Coordinator’s signature. At this time, each teacher will schedule a time to complete the Annual Paper work.
3. Document each attempt to contact and/or enroll a family in the Eligibility notes of ChildPlus.




                                                                                                    ERSEA – Part D
                                                                                                            Page 4
             2010-11



  Part E

ATTENDANCE
                                                                                                              2010-11
                          WYOMING CHILD AND FAMILY DEVELOPMENT, INC.

                                           Performance Standard 1305.8

                                            Attendance Guidelines
When the monthly average daily attendance in a center-based program falls below 85%, the agency must
analyze the causes. The analysis must include a study of the pattern of absences for each child, including the
reasons and the number that occur on consecutive days.
 If the absences are a result of illness or if they are clearly for other good reasons, no special action is
    required.
 If, however, the absences result from other factors (including family problems), the agency must initiate
    appropriate family support procedures for all children who have four (4) or more consecutive unexcused
    absences.
 These procedures must include home visits or other direct contact with the parents: Contacts with the
    family must emphasize the benefits of regular attendance. All contacts with the child’s family, as well as
    special family support service activities provided by program staff, must be documented.
 Where chronic absenteeism persists and it does not seem feasible to include the child in either the same or a
    different program, this must be considered a vacant slot.


Attendance is a very important part of the Early Head Start and Head Start experience. In order for families to
receive the most benefit in child development, health, and family partnerships, regular attendance is necessary.
The following procedures will be used with regard to absences:

If the Home Visitor cancels a home visit, the parent must be offered a make up home visit within a two week
time period. This make up home visit must be at a mutually convenient time for both the parent and the Home
Visitor. When a parent cancels a home visit, rescheduling is not required; however it is encouraged if time
permits. If Home Visit attendance falls below 85%, reasons will be documented in the Family Services module
of ChildPlus and monitored via ChildPlus Report 4140. Classroom attendance will be monitored using
ChildPlus Report 2320-Individual Attendance. Reasons for absences must be documented when taking
ChildPlus attendance. ChildPlus Report 2305- Monthly Attendance will be utilized to track children’s
attendance percentages as well as the average daily classroom attendance. Families will be encouraged to
notify the Early Head Start/Head Start staff when a child will be absent from the program. If the family fails to
contact the center, the staff will be expected to contact the family to document reason for absence. When a child
has three (3) consecutive absences from a planned Head Start/Home Start/EHS contact (socialization or home
visits) with no contact initiated by the family to explain the reason for the absences:

   Contact must be made through telephone calls, written notes to parents and/or a home visit to meet with the
    family to identify the cause of the attendance problem. Document this contact in the Child and Family
    Staffing and in ChildPlus attendance records.

   If the cause of the absences is not resolved, goals/action plans to address solutions for improving attendance
    will be completed on the FPA.

   After using a variety of methods (phone, home visit, written notes, etc.) to contact a family, an attendance
    letter will be sent by registered mail. The letter is to include a deadline of ten calendar days from the date of
    postmark for the family to contact the Center.
                                                                                                        ERSEA – Part E
                                                                                                               Page 1
                                                                                                            2010-11

   If the family responds, goal(s) will be developed with the family to address solutions for improving
    attendance; or,

   If there is no response from the family, the deadline will be considered the date of withdrawal of the child
    from the program; and,

   If a child is withdrawn because of a lack of response, start replacement process immediately with the next
    highest-ranking child on the waiting list.


    IMPORTANT: IT IS PREFERRED THAT ALL VACANCIES BE FILLED IMMEDIATELY AND
                   ALL VACANCIES MUST BE FILLED WITHIN 30 DAYS

    All programs will use the following reports to monitor attendance:
     ChildPlus 2320—Individual Attendance: monitors attendance for all program terms/funding options
           for center based classrooms, combination program socializations and discovery groups. Includes
           documentation of reasons for absences and needs for attendance goals/action plans.
     ChildPlus 2305—Monthly Attendance: monitors average daily attendance for Head Start Center
           Based, and combination classrooms. Also required for EHS Center Based and 2:2 classrooms.
           Includes attendance percentages for individual children.
     ChildPlus 4140-Home Visits: monitors and tracks attendance for Home Visits for all programs.

    At the end of the month, when completing the Attendance Forms:

   If within the reporting month a family has less than 85% of attendance on home visits and/or socialization
    (DG) during a month, reason for absences must be documented.
    If the family has three unexcused consecutive absences, a Family Partnership goal/action plan will be
    written.
   If lack of attendance is the result of a family need, a Family Partnership goal/action plan will be written.
   If an appropriate explanation for less than 85% attendance has been provided, documentation will be
    included in the Child and Family Staffing as well as the ChildPlus attendance records.
   Print all required reports and retain on site.

Do not include DD only children in any calculations for average daily attendance. However, attendance should
be monitored to ensure the delivery of therapy services.

See the following pages for screen shots and instructions setting up all ChildPlus Attendance Reports:




                                                                                                      ERSEA – Part E
                                                                                                             Page 2
                                                  2010-11




Report 2320-Individual Attendance
 Program Term: ALL
 Select Site
 Select Classroom
 Status: Enrolled, Terminated, Term/Wait
 Grouping: Classroom
 Report Type: Detail
 Select Month to be reported
 Select Notes




                                            ERSEA – Part E
                                                   Page 3
                                                                                             2010-11




Report 2305—Monthly Attendance: Attach this report to Report 2320 Individual Attendance
 Program Term: Head Start, Early Head Start, or Early Head Start Expansion (DO NOT INCLUDE DD IN
    THE CLASSROOM IN THIS REPORT)
 Select Site
 Select Classroom
 Select Status’ indicated below
 Group by Classroom
 Report Type: Detail
 Run report for 2 months
 Attendance Codes: Not Scheduled and Present




                                                                                       ERSEA – Part E
                                                                                              Page 4
                                                                  2010-11




Report 4140—Home Visit Attendance in Family report module
 Program Term: ALL
 Select Site
 Select Classroom
 Status: Enrolled
 Grouping: Site
 Report Type: Detail
 All Status’ except scheduled




                                                            ERSEA – Part E
                                                                   Page 5
                                                                                                         2010-11




Dear (Parent/Guardian Name),

Your child has missed the last (insert the number of days missed) (Home Visits, Socializations, Discovery
Groups). We have made several attempts to contact you regarding your child’s attendance. (List attempts: ex:
left message on door 8/2, phone daily from 8/2-8/6, left message with Grandmother 8/4) We have not heard
from you as of this time.

We would like to discuss the reason for the absences and offer our support. Please contact us immediately at
(insert address and phone number)

If we have not heard from you by (date 10 calendar days from postmark of letter), we will assume that you are
no longer interested in having your child enrolled in the Head Start Program and your child will be withdrawn.

Sincerely,


(Teacher/Home Visitor/EHS)




                                                                                                   ERSEA – Part E
                                                                                                          Page 6
                           2010-11




         Part F

Withdrawal from Services
                                                                                                           2010-11

                                 WITHDRAWAL FROM SERVICES
                                             &
                                 TRANSFER FILE ROUTING SLIP

Withdrawal from Services/Transfer File Routing Slip form will be used:
       when a child withdraws from the entire program OR
       when a child withdraws from only one program while remaining enrolled in the other programs, (i.e.
         if a child no longer qualifies for the Developmental Disabilities program yet remains in the EHS/HS/
         DP program) OR
       when a child is transferred between program options (i.e. child is transferred from 2:2 with
         wraparound childcare to home based option).

Check appropriate box to indicate whether the child has been withdrawn or transferred between options. Under
“Reason”, give further clarification, including: why the child is being withdrawn/transferred, what program
option he/she is being withdrawn/transferred from, etc.

Pass Withdrawal from Services/Transfer File Routing Slip to all appropriate staff members. Each staff member
listed is responsible for completing all necessary paperwork, filing pertinent information into child’s file, and
initialing as indicated.

Timeframe:
     Withdrawal from Entire Program: Child file needs to be sent to Central Office within two weeks.
     Transfer and/or Withdrawal from Program Option: Child file must be brought up-to-date and
       forwarded to child’s teacher ASAP.




                                                                                                     ERSEA – Part F
                                                                                                            Page 1
                          2010-11




        Part G

WCFD ChildPlus Database
                                                                                                        2010-11




                                    WCFD ChildPlus DATABASE
WCFD utilizes the ChildPlus data tracking system for all families and children served by Wyoming Child and
Family Development, Inc. Family and child information is entered into the database upon application at
enrollment and updated as appropriate. (Children receiving therapy only services will be tracked through the
State of Wyoming Developmental Disabilities database.)

Each site will set up a ChildPlus Database process for entering, updating, and monitoring data. When entering
information into ChildPlus, it is important to complete ALL required modules and fields.

It is essential to have an accurate and complete database. The database will be used to monitor all program
components. Component reports will be used by site staff and Component Coordinators to monitor services,
address concerns, and track outcomes for enrolled children and families. These reports will also provide
information to be used in developing appropriate plans for future program implementation.




                                                                                                  ERSEA – Part G
                                                                                                          Page 1

								
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