HEAD STARTEARLY HEAD START by maclaren1

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									                              HEAD START/EARLY HEAD START
                                FAMILY SERVICES POLICIES


Adult Basic Education-------------------------------------------------------------------------------- FS-1
Childcare for Parent Meetings----------------------------------------------------------------------- FS-3
Donated Funds ---------------------------------------------------------------------------------------- FS-4
Family Partnership Agreement---------------------------------------------------------------------- FS-5
Male Involvement------------------------------------------------------------------------------------- FS-7
Parent Handbook-------------------------------------------------------------------------------------- FS-10
Requesting an Interpreter ---------------------------------------------------------------------------- FS-11
Travel Reimbursement for Parents ----------------------------------------------------------------- FS-12
Volunteer Recruitment and Recognition----------------------------------------------------------- FS-13
                  REGION 16 EDUCATION SERVICE CENTER
                         Head Start/Early Head Start

Subject:    Adult Basic Education                               Section:           Family Services
Program:    Head Start/Early Head Start                         Date Revised:      April 6, 2006
Policy Council Approval: May 4, 2006

Regulation Reference:     45 CFR Part(s):     1304.40 (b) (1) (iii), 1304.40 (d) (1), 1304.41

Policy: Region 16 ESC Head Start/Early Head Start will provide Head Start/Early Head Start
parents with the opportunity to learn English, attain their General Education Development
(GED) at a minimal cost, improve their basic education, and/or receive information regarding
college enrollment.

Procedure:
   1. At the initial home visit, the Interest and Needs Survey will be completed; if the family
      needs Adult Basic Education (ABE), GED, or English as a Second Language (ESL)
      information, the family services staff will provide the family with the information or will
      obtain that information for them.
   2. Prior to the second home visit or monthly contact, the family services staff will obtain
      information about the most convenient site(s) for GED/ESL/ABE services for Head Start
      parents. A strong community partnership with Region 16 ESC Adult Basic Education
      will be utilized.
   3. If any Head Start/Early Head Start parent wants to obtain their GED, the following
      procedure will be followed:
      a. The family services staff will encourage the parent to begin studying for the test.
          They will inform the parent that GED study materials can be checked out (when
          available) from the training secretary.

       b. After completing an orientation or 12 class hours, the parent will take an assessment
          test. When the orientation/class instructor considers the parent ready to take the
          actual GED exam, the parent will obtain a GED Scholarship Fund Application
          (HS.16) from family services staff. Testing fees vary from site to site, but family
          services staff will explain that Head Start/Early Head Start parents will pay $10.00 of
          the GED testing fee and the Head Start Scholarship Fund will pay the balance (if
          funds are available.)

       c. The parent will fill in the top portion of the application and have the class instructor
          fill in the bottom portion certifying that the parent is ready to test. The instructor also
          needs to provide the testing site information including the fee, address, phone, and
          fax number for the testing site. The parent will return the application to family
          services staff who will submit the form to the family services secretary.

       d. The family services secretary will complete a voucher indicating the Region 16 Head
          Start program’s agreement to pay the testing fee less the $10.00 to be paid by the
          parent. This authorized voucher will be faxed to the testing site.



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Adult Basic Education
Page 2

       e. When the parent has tested, the testing site will bill the Region 16 ESC Head Start
          Scholarship Fund. Testing sites are requested to notify the family services secretary
          of a parent’s pass/fail status. If a parent does not pass a portion of the test, family
          services staff will work with the parent to make a plan for completion. The plan will
          include family services staff encouraging the parent to study and retest at a later date.
          Parents have three opportunities within one calendar year to pass each portion of the
          test.
4. All Head Start/Early Head Start parents that attain their GED at a Region 16 site will be
   invited to participate in a graduation ceremony.
5. Current Head Start/Early Head Start parents who attain their GED will be recognized with a
   dictionary from Head Start.
6. If a Head Start/Early Head Start parent has been attending classes to obtain a GED and has
   not tested prior to the end of the program year, then approval to use the Head Start
   Scholarship Fund (if funds are available) will be at the discretion of the family services staff
   and an administrative team member.




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                   REGION 16 EDUCATION SERVICE CENTER
                          Head Start/Early Head Start

Subject:    Childcare for Parent Meetings                       Section:          Family Services
Program:    Head Start/Early Head Start                         Date Revised:     March 31, 2005
Policy Council Approval: April 20, 2005

Regulation Reference:      45 CFR Part(s):     1304.50(f)

Policy:

The Region 16 ESC Head Start/Early Head Start program will provide childcare for Policy
Council meetings, Parent Committee meetings and designated trainings.

Procedure:

To ensure the safety of children in care while their parents attend meetings and trainings the
following procedures will be followed:

Amarillo Centers
1. Head Start/Early Head Start staff member(s) certified in Infant and Toddler CPR will provide
   childcare and supervise volunteers at all times.

2. Each parent will be required to sign his or her child(ren) in and out of childcare.

3. The child(ren) will be given an ID bracelet with their name written on it and a number.

4. The parent will be given the tag with the same number for identification purposes.

5. A child safety gate will remain at the entrance until every child has been picked up by their
   parents or the door will remain closed so that no child may leave the care of the worker(s).

6. The childcare worker(s) will wear a nametag designating them as a caregiver.

7. The supervisor(s) will also wear a nametag designating him/her as the supervisor.

8. All parent or caregiver concerns will be brought to the attention of the supervisor(s) in a
   timely manner so the problem may be resolved appropriately. If needed, the supervisor will
   bring the concern to the attention of a Head Start/Early Head Start specialist.

9. It is the responsibility of the supervisor to group children according to age and
   developmentally appropriate practices and staff appropriately.

Regional Schools/Centers
1. Head Start/Early Head Start staff member(s) certified in Infant and Toddler CPR will provide
   childcare and supervise volunteers at all times.

2. Staff will follow all district or center guidelines in providing childcare.


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                  REGION 16 EDUCATION SERVICE CENTER
                         Head Start/Early Head Start

Subject:    Donated Funds                                      Section:        Family Services
Program:    Head Start/Early Head Start                        Date Revised:   January 19, 2006
Policy Council Approval: March 29, 2007

Regulation Reference:     45 CFR Part(s):   1304.40(b)(1)(i)


Policy: A committee will be formed to make decisions on the use of funds that have been
donated or acquired through parent fund-raising efforts and made available for Head Start/Early
Head Start families in crisis or with emergency needs.


Procedure:

   1. Committee Membership
      There must be a minimum of four people present for a decision to be made regarding the
      use of donated funds. This committee will be comprised of:
       • A minimum of one current Head Start/Early Head Start parent. Three parents, at the
          beginning of each year, will be contacted to serve on this committee. Selection of
          the parents will be based on their availability and commitment to serve.
       • Head Start/Early Head Start administrator
       • Family services specialist
       • Family advocate

   2. Criteria for providing assistance using donated funds.
      • Use of money from this fund should be a last resort when other community resources
          have been explored.
      • The parent who is requesting assistance must complete an Application for Use of
          Donated Funds.
      • A Head Start/Early Head Start staff member will ensure all questions on the
          application are answered completely and thoroughly.
      • The staff member will submit the application to the family services secretary.
      • The family services secretary will make arrangements for a meeting of the donated
          funds committee, as needed.
      • Documentation of expenses must be submitted for donated funds to be reimbursed.

   3. Questions for the committee to consider before granting a request.
      • Has the parent already accessed funds?
      • Can the parent come up with any of the money on his/her own?
      • What is the plan for future payments/funding?

   4. Once the applications are approved, a Donated Funds Distribution Request form will be
      given to the designated Head Start administrative secretary.



                                                                                            FS-4
                     REGION 16 EDUCATION SERVICE CENTER
                            Head Start/Early Head Start

Subject:    Family Partnership Agreement                         Section:            Family Services
Program:    Head Start/Early Head Start                          Date Revised:       June 3, 2004
Policy Council Approval: March 29, 2007

Regulation Reference:        45 CFR Part(s):    1304.40 (a – c), (f- g) and (1) (i-ii) 1308.21 (a) (8,10)

Policy:

The Head Start/Early Head Start staff will work with parents to identify and access services and
resources responsive to their interests and needs, while maintaining sensitivity to the families’
traditions and culture.

Procedure:

1.        Family services staff in Head Start and family services staff and teachers in Early Head
          Start will assist parents in completing an individualized Family Partnership Agreement
          (FPA). The FPA includes the Interest and Needs Survey and Family Strengths and Goals
          (HS.50, HS.51, EHS 12). The Interest and Needs Survey will be done within three weeks
          of enrollment. The Family Strengths and Goals will be initiated at the first family
          services assistant’s home visit with each parent. The FPA will be filed in the child’s
          folder.

2.        Using the information gathered on the Interest and Needs Survey, the family services
          staff will refer the family to the appropriate social service agency. (This would also
          include services for children with disabilities.) The Interest and Needs Survey is used as
          an on-going process throughout the time the child is enrolled in Head Start/Early Head
          Start.

3.        The family services staff will be trained to identify a crisis situation and respond
          accordingly. The family services staff will support the family during crisis periods
          through phone and/or face-to-face contact as needed, while encouraging self-reliance and
          self-sufficiency.

4.        Parents will be educated as needed about counseling programs concerning mental health
          issues such as at-risk programs, support organizations, substance abuse treatment
          programs, and domestic violence resources. Education may be provided at parent
          meetings, one-on-one contact with parents, distribution of brochures, and/or parent
          bulletin board postings.

5.        The family services staff will provide parents with information about employment
          services and continuing education, such as GED/ESL classes and college enrollment.
          Parents will be encouraged to participate in trainings offered by Head Start/EHS and
          other community agencies in order to gain beneficial job skills.

6.        The family services staff will encourage parents to participate in Policy Council, parent
          committees, Head Start advisory committees, and other community groups.

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Family Partnership Agreement
Page 2


7.    The family services staff will follow up on referrals made to families in order to assure
      that the family received the appropriate service in a timely manner. A Referral for
      Services form will be used when a family member is referred for counseling. A copy will
      be filed in the child’s folder. Results of services received will be documented on the
      Interests and Needs Survey and on the Plan of Services/Documentation (HS.66) or
      Family Services Notes (EHS.11).

8.    Head Start/Early Head Start staff will make every effort to provide the needed services in
      the family’s preferred language. This could include translation as well as services
      provided by the community.




                                                                                            FS-6
                  REGION 16 EDUCATION SERVICE CENTER
                         Head Start/Early Head Start

Subject:    Male Involvement                                   Section:          Family Services
Program:    Head Start/Early Head Start                        Date Revised:     April 6, 2006
Policy Council Approval: May 4, 2006

Regulation Reference:      45 CFR Part(s):    1304.40 (a-g) and (1) (i-ii), 1308.21 (a) (8,10), 1304.41 (a-c)

Policy:

The Head Start/Early Head Start staff will focus on empowering men by helping them grasp their
roles in their children’s and family’s healthy development, while maintaining sensitivity to the
families’ structure and culture, and male friendliness.

Procedure:

1. The paternal involvement specialist will be available to visit childcare sites and familiarize
   himself with staff, directors, teachers, children and site policies.

2. The paternal involvement specialist will prepare a “survey for fathers” in order to identify the
   needs of the community in the involvement of males in the lives of children. The program
   services will be designed to address the following areas:

           •   Importance of fathers in their children’s lives
           •   Child development
           •   Taking care of children’s physical needs
           •   Home safety/child safety
           •   Child health/mental wellness
           •   Age appropriate interaction/teaching of children
           •   Getting along well with child’s mother
           •   Information about GED or furthering education
           •   Healthy living/being a good role model
           •   Rewards/challenges of fatherhood

3. Using the information gathered from the “survey for fathers”, the paternal involvement
   specialist along with input from the central office staff and the parent involvement
   subcommittee of the policy council will develop strategies for becoming more father
   friendly.

4. After a family is enrolled in Head Start/Early Head Start and the Family Partnership
   Agreement is completed, the family services assistant, the family advocate or home educator
   will encourage the participation of both mothers/female role models and fathers/male role
   models in program services.

5. The paternal involvement specialist will be available to help Head Start/Early Head Start
   staff members regarding a particular family’s needs and concerns in the area of male
   involvement and paternal issues.


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Male Involvement
Page 2

6. Upon receipt of a referral form (HS.79), the paternal involvement specialist will contact the
   family to discuss the family’s need and make a plan of action.

7. After action has been taken, the paternal involvement specialist will document services
   provided on the Family Services Notes (form EHS.11). The Additional Records form
   (HS.31) will be sent to the family services assistant, the family advocate and/or the home
   educator to be filed in the child’s folder.

8. If a parent discusses a father/male involvement issue with the paternal involvement
   specialist, he will assist the parent with the need as appropriate and document the action on
   the Family Services Notes (form EHS.11). Within the limits of confidentiality, he will then
   notify the family services assistant, the family advocate and/or home educator of the services
   rendered and discuss any follow up plans. If the parent’s need cannot be met by the paternal
   involvement specialist, he will contact the family services assistant or the family advocate
   with the information and a plan will be made.

9. The family services assistants, the family advocates and/or home educators may refer any
   family as needed to the paternal involvement specialist throughout the program year. Since
   one staff member cannot possibly meet the needs of all families, all staff members will
   become knowledgeable about paternal involvement issues and share that knowledge with
   families.

10. Responsibilities of the paternal involvement specialist will include, but are not limited to, the
    following activities:
           • Visits to the home with the family services assistant, the family advocate and/or
               home educator
           • Visits to the classroom to interact with teachers and children
           • Attendance at Group Socialization Activities
           • Attendance at Parent Committee Meetings
           • Participation in community committees to discuss male involvement issues
           • Attendance at Policy Council Meetings to encourage male attendance and
               participation

11. The paternal involvement specialist with assistance from appropriate staff will conduct staff
    training on the issues of father/male involvement. Staff will gain understanding of the role
    that paternal involvement plays in the Head Start/Early Head Start program. Staff will
    encourage and support father involvement in the Head Start/Early Head Start program.

12. The paternal involvement specialist will be available to educate parents on issues concerning
    male/father involvement. This education may be provided to parents through parent
    meetings, Group Socialization Activities, one-on-one contacts, Policy Council, brochures,
    parent bulletin board postings, and/or other methods.

13. In accordance with community partnerships, the paternal involvement specialist will
    collaborate with community agencies that have father/male specific resources and make this
    information available to all Head Start/Early Head Start staff.


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Male Involvement
Page 3


14. The paternal involvement specialist will encourage fathers to participate in Policy Council,
    parent committees, Head Start advisory committees, and other community groups.

15. The paternal involvement specialist will make every effort to provide the needed services in
    the family’s preferred language. This could include translation as well as services provided
    by the community.




                                                                                               FS-9
                  REGION 16 EDUCATION SERVICE CENTER
                         Head Start/Early Head Start

Subject:    Parent Handbook                                    Section:          Family Services
Program:    Head Start/Early Head Start                        Date Revised:     April 6, 2006
Policy Council Approval: March 29, 2007

Regulation Reference:     45 CFR Part(s):    1304.40 (h) (1), 1304.51 (b-c)

Policy:

The Region 16 Education Service Center Head Start program will provide each Head Start/Early
Head Start family with a Parent Handbook upon enrollment. The Parent Handbook will give
parents written information about the Head Start program.

Procedure:

1. The Parent Handbook will be revised each year. The family services secretary will
   coordinate revision of the Region 16 ESC Head Start/Early Head Start Parent Handbook each
   spring. The handbook will be reviewed and revisions recommended by content specialists
   and one or more of the following: center managers, teaching staff, parents and/or family
   services assistants. The family services specialists will remind all content area specialists in
   a specialist meeting in January or February that all suggestions or revisions should be
   submitted in writing to the family services secretary.

2. The Parent Handbook will include some or all of the following:
   a. The Handshake page. (A page to be removed and placed in the child’s folder containing
      the parent’s signature and the signature of the Head Start/Early Head Start staff that
      explained the handbook to the parent.)
   b. Parent Involvement information.
   c. Opportunities.
   d. Training opportunities.
   e. Information on the Parent Committee and Policy Council.
   f. Information on the General Educational Development (GED) and English as a Second
      Language (ESL) classes.
   g. Family Services.
   h. Education.
   i. Health-Medical, Dental, Nutrition, Mental Wellness and Disabilities.
   j. Child Abuse Prevention and Child Safety.
   k. The Center Policies will be included in the Parent Handbook for the Region 16 Head
      Start/Early Head Start Centers..

3. At the first home visit, (or within 30 days of enrollment), a member of the Head Start/Early
   Head Start staff will meet with the parent or parents to explain the handbook and answer any
   questions about the Head Start/Early Head Start Program.

4. Additional copies of the handbook will be made available to staff for distribution to families
   enrolling later in the year.


                                                                                              FS-10
                       REGION 16 EDUCATION SERVICE CENTER
                              Head Start/Early Head Start

Subject:    Requesting an Interpreter                           Section:           Family Services
Program:    Head Start/Early Head Start                         Date Revised:      March 21, 2007
Policy Council Approval: March 29, 2007

Regulation Reference:      45 CFR Part(s):     1304.51(c)(1)-(2)

Policy:

Interpreters will be provided for Head Start and Early Head Start families as needed to enable them to
participate fully in the program activities.

Procedure:

1. Head Start/Early Head Start staff will first refer to the interpreter listed on the application form
   (HS.01). Staff will attempt to access that individual first in order to provide translation for the
   meeting with the family.

2. If no one is listed or that person cannot be accessed, the staff member who requests the interpreter
   will fill out the interpreter request form (HS.71). The staff member will deliver the completed form
   to the Head Start Family Services secretary or Early Head Start secretary. All staff will keep in
   mind that the form needs to be turned in far enough in advance (minimum 2 weeks) to ensure the
   secretary has ample opportunity to access the interpreter and the interpreter can make
   arrangements to be available for the meeting.

3. The Head Start Family Services secretary or Early Head Start secretary will make the needed contact
   with the interpreter.

4. The interpreter will be requested to contact the family and schedule the meeting according to the
   family, interpreter and Head Start or Early Head Start staff schedules.

5. The interpreter will call the Head Start Family Services secretary or Early Head Start secretary with
   the date and time. The secretary will forward the information to the requesting staff by e-mail,
   telephone or memo. The requesting staff will contact the appropriate staff members with the
   meeting information.

6. All attempts should be made to keep the meeting once it is set. If complications arise it is the
   responsibility of the requesting staff member to contact the interpreter and notify them of the
   conflict. The interpreter will be given the name and phone number of the requesting staff to notify if
   a problem arises.

7. The Head Start Family Services secretary and Early Head Start secretary will encumber funds in
   increments of $200 beginning in August. The secretary will monitor the funds and encumber
   additional funds as needed.




                                                                                                    FS-11
                  REGION 16 EDUCATION SERVICE CENTER
                         Head Start/Early Head Start

Subject:    Travel Reimbursement for Parents                 Section:          Family Services
Program:    Head Start/Early Head Start                      Date Revised:     April 26, 2006
Policy Council Approval: May 4, 2006

Regulation Reference:     45 CFR Part(s):   1304.50 f

Policy:

The Region 16 ESC Head Start/Early Head Start program will provide travel reimbursement to
Head Start/ Early Head Start parents for Policy Council meetings, Parent Committee
meeting/trainings and other designated trainings when the travel is preapproved and the expense
is reasonably incurred.

Procedure:

1. Head Start/Early Head Start parents traveling from outside the immediate region (Amarillo or
   other designated location) will fill out and submit a travel reimbursement form.

2. Reimbursement for travel to Policy Council meetings will be distributed at the end of the
   meeting.

3. Reimbursement for travel to parent committee meetings and trainings will be distributed in
   the travel check cycle following the submission of the form.




                                                                                               FS-12
                  REGION 16 EDUCATION SERVICE CENTER
                         Head Start/Early Head Start

Subject:    Volunteer Recruitment and Recognition                  Section: Family Services
Program:    Head Start                                        Date Revised: March 31, 2005
Policy Council Approval: April 20, 2005

Regulation Reference:     45 CFR Part(s)   1304.40 (d) (2), 1304.40 (g) (1) (i),1304.50 (d) (2) (iv)

Policy:

Every effort will be made to encourage parents to volunteer in the center. The “Volunteer
Information Sheet” will be used to determine the best ways to involve each group of parents.

Procedure:

1. Volunteer Information Sheet
   a. The “Volunteer Information Sheet” (HS.15) will be given to the parent/s at the teachers’
      initial home visit. The parent/s will be asked to check their areas of interest.
   b. The completed “Volunteer Information Sheet” will be submitted to the classroom teacher
      and filed in the Volunteer Information Folder in their child’s classroom. When
      volunteers are needed, the family services or instructional staff will check the Volunteer
      Information Folder to determine which parent/s are able to assist in activities.
   c. At the end of the program year or when the child withdraws from the program, the
      “Volunteer Information Sheet” will be filed as a permanent record in the child’s
      individual folder.

2.   Volunteer Training – The center manager and/or the teacher will give an orientation to each
     volunteer.

3.   Volunteer Bulletin Board – Classrooms may have a volunteer bulletin board or display area.
     The bulletin board should be inviting and highly visible. The classroom teacher, who is in
     charge of all volunteer activities, keeps this board up-to-date. The following information
     may be on the board:
     a. Procedures for becoming a classroom volunteer
     b. Invitation to volunteer
     c. Snapshots of volunteers
     d. Acknowledgement of current volunteers
     e. Testimonies from current volunteers

4. Volunteer Activities
   The teacher must approve all volunteer activities. Volunteer Activities may include but are
   not limited to the following:
    a. Assisting with center time
    b. Assisting during snack time
    c. Assisting with lunch duty
    d. Assisting children with disabilities



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Volunteer Recruitment and Recognition
Page 2


    e.   Assisting with recess duty
    f.   Assisting with field trips
    g.   Preparing bulletin boards
    h.   Assisting in planning and preparing a parent newsletter
    i.   Assisting with pre-approved errands for classroom staff

5. Volunteer’s Lunch
   The Head Start program will pay for a volunteer’s lunch when the volunteer has completed
   three volunteer hours within one week. The three hours of volunteer time does not have to
   occur on the same day, but within a one-week period. The volunteer hours must be
   documented on an In-kind Donated Services/Items Reporting Form (HS.04).

6. Volunteer Certificates
    a. By May 5, the teachers will receive a master copy of the volunteer certificate.
    b. Teachers who choose to give certificates to volunteers will make copies from the master
       certificate. The teachers will be responsible for writing the names of the volunteers on
       the certificates and distributing the certificates.




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