Sample Business Plan for Early Head Start Program by nqd16111

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									                           SIUE HEAD START/EARLY HEAD START POLICY & PROCEDURE
    For the purposes of this manual, Center Coordinator includes Center Manager, Home-Based Supervisor, and Social Services Coordinator (Early).
                    For the purposes of this manual, Head Start refers to Head Start and Early Head Start unless otherwise specified.

Procedure No.     FS 1                                                                                           Issue Date: 9/98
Unit:   Family Support Services                                                                               Effective Date: 6/15/06
                                                                                                              No. of Pages: 1
Title:   Attendance
Regulatory Reference:                 1305.8
                                                             Approved by the Governance Group June 2, 2006
                                                              Approved by the Policy Council June 15, 2006

The Program has an attendance goal of maintaining an average daily attendance (ADA) of eighty-
five (85) percent. Average Daily Attendance is calculated for children in centers and family child
care homes. Attendance is not applicable for all other Head Start/Early Head Start options.

ADA Formulas
ADA: The total number of children present for a week or month divided by the number of class
days for a week or month.
ADA Percentage: The Average Daily Attendance for a week or month divided by the funded
enrollment.

The strategy to achieve and maintain an 85% ADA is to involve staff members and parents in a
process of identifying reasons for class absences to improve the child’s attendance and reduce the
number of absent days.

The attendance policy has four elements:
(1)    Parents are to contact staff members on the day that their children are absent and give the
       reason for the absence. The staff person who talks to the parent will record the information
       on a case note and give the information to the social service person assigned to the child’s
       case or the Center Coordinator/Center Manager. The case note will be filed in the child’s
       record.
(2)    Teachers take class attendance each day and submit an attendance report to Center
       Coordinators/Center Managers or their designees daily.
(3)    Social service staff monitor attendance daily – i.e. observe classrooms, talk to teachers,
       review attendance reports- and follow-up with parents when they have not notified staff
       members about the reason for their children’s absences.
(4)    Teachers make referrals to social service staff members when children are absent three
       consecutive days or exhibit irregular attendance.

While Center Coordinators/Center Managers receive the referrals from teachers, the Coordinators
will give the referrals immediately to the assigned social service person and keep a copy.
Referrals must be answered by the social service staff person within two working days of the
referral date.




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Social service staff:
(1)     Make home visits or initiate other contacts (i.e. telephone, face to face contact) with parents.
(2)     Assist parents to identify the reasons for the absences when children have irregular or poor
        attendance.
(3)     Engage parents in developing a plan to improve attendance when children have irregular or
        poor attendance, i.e. family partnership agreement
(4)     Provide supportive services to parents (i.e. information, transportation)
(5)     Assist parents to access identified needed community resources and services.
(6)     Follow-up with parents until the child has returned to class and has a regular attendance
        pattern.
(7)     Establish regularly scheduled appointments with parents and families to provide follow-up
        services.
(8)     Document all contacts or efforts in the child’s record.
(9)     Evaluate progress with parents.
(10) Discuss the referral with the immediate supervisor and make Center Coordinators aware of
        the finding
(11) Make written responses to referring teachers within five (2) working days of the date of the
        referral.
(12) Inform Center Coordinators when a child’s attendance does not improve within five (5)
        working days; and, there is no illness or other documented reason for the absence.
 (13) Social service staff members document parent contacts and follow-up regarding
        attendance on their weekly schedules

Case Staffing
If the child’s attendance does not improve within five (5) working days and there is no illness or
documented reason for the absence, Center Coordinators/Case Managers will schedule a case
staffing to be held within five (5) working days. Documentation of the case staffing and
recommendations will be maintained in the child’s record.

Termination
Center Coordinators/Case Managers/Social Service Coordinator Early will not terminate children
from Early Head Start or Head Start because of irregular or poor attendance. Center Coordinators
will consult with their assigned Program Operation Coordinators (POCs). If the POC and Center
Coordinator/Case Manager choose to recommend termination, the recommendation will be sent to
the Assistant Program Director or Program Director for approval.

The Program Director or Assistant Program Director must approve all terminations.

COLLABORATIONS
Head Start has collaborations with local school districts and private childcare centers.




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CHILDPLUS
Teaching staff members will input attendance data weekly. Site social service staff members will
record case notes, referrals, family partnership agreements, etc. Collaboration social service staff
will also enter attendance data daily.


Form(s):
Daily attendance report
Weekly attendance report
Meal Count report
Case notes
Referral
Family Partnership Agreement
Case staffing
Weekly Schedules




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                           SIUE HEAD START/EARLY HEAD START POLICY & PROCEDURE
    For the purposes of this manual, Center Coordinator includes Center Manager, Home-Based Supervisor, and Social Services Coordinator (Early).
                    For the purposes of this manual, Head Start refers to Head Start and Early Head Start unless otherwise specified.

Procedure No.     FS 2                                                                                           Issue Date: 9/98
Unit:   Family Support Services                                                                               Effective Date: 6/15/06
                                                                                                              No. of Pages: 1
Title:   Enrollees/Withdrawal/Drops/Vacancies/Changes of Status
Regulatory Reference:
                                            Approved by the Governance Group June 2, 2006
                                             Approved by the Policy Council June 15, 2006

ENROLLEES
(1)    Infants, toddlers and preschoolers with verified age and income eligibility who meet health
       requirements.
(2)    Expectant families with verified pregnancy
Family Consultants, Community Workers, Social Service Coordinators Early, Home Visitors,
Center Coordinators, Center Managers, and Home Base Supervisors must determine and verify age,
income eligibility and document health requirements: current physical, TB test and results.

If the child does not enter the classroom within three days of the first day of class or the family is
not available for the third home visit, program option staff members will schedule the next child on
the accepted list for a home visit or to enter the classroom.

INFANTS AND TODDLERS
Children, ages six (6) weeks to 35 months, are served in Early Head Start Centers, Home Based
option, collaborations, and Family Child Care Homes.

PRESCHOOLERS
Children, ages three (3) to five (5), are served through Head Start Centers, and collaborations.

SERVICES TO EXPECTANT FAMILIES
While Early Head Start prefers to begin serving pregnant females during the first trimester, the
Program will accept pregnant females up to the ninth month. These females are eligible to receive
services up to six (6) months postpartum.

ELIGIBLE
The applicant meets age and income Head Start/Early Head Start family income guidelines.

SELECTION
Each applicant has an Eligibility Priority Score and those with the highest scores are enrolled first.
Children must meet health requirements identified under the Illinois Child Care Licensing Act.

ACCEPTED




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The applicant has met (1) age and income eligibility and (2) enrollment requirements: current
physical, TB test and results as applicable and up to date immunizations. The applicant has met all
requirements for enrollment.

WAITING LIST
The applicant has been placed on the waiting list until there is an available slot.

WITHDRAWALS
Enrollees leave the Program after entering a center/family day care home, Services to Expectant
Families option or after the Home Visitor’s first official home visit.

TERMINATION
The Program Director or Assistant Program Director approves termination of children who were
enrolled for at least one day in an Early Head Start center/family day care home, Head Start center
or have received the Home Visitor’s first official visit in the Home-Based Early Head Start or Head
Start option.

RE-ENROLLEES
These are children or pregnant females who leave the program and return at a later point in time.
Center social service staff members, Home Visitors, Social Service Coordinators Early, Center
Coordinators, Center Managers and the Home-Based Supervisor must re-determine, document and
re-verify age, income eligibility, and health information.

TRANSFERS
Children or females move within an Early Head Start or Head Start center/option. For example,
children move from one classroom to another; females move from the Expectant Families program
to the Infant/Toddler option.

MOVEMENT OF RECORDS
When children move from one site/option to another – i.e. Belleville Center to Bluffview Center -,
their names go on the waiting list of the new site/option in ranked order.

COLLABORATIONS
Head Start has collaborations with local school districts and other child care centers.

VACANCY
When drops/withdrawals occur in centers/options, staff must fill vacancies within thirty (30) days
except during the last sixty days of program operation.

CHANGE OF STATUS
A Change of Status Action form (#1200-38) will be completed on every child who
(1) Enrolls after the beginning of classes
(2) Drops from the program
(3) Moves from a site/option
(4) Re-enrolls after leaving the Program


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(5) Has a change of name, address, telephone, custodian, guardian, etc.

This form must be completed by Social Service center staff and Home Visitors immediately upon
learning about the change and submitted to the Center Coordinator/Home-Based Supervisor/Center
Manager, who will initial and submit it to the assigned Social Services Coordinator/Parent
Involvement Coordinator. The Change of Status form will be completed within two (2) working
days after staff members learn about the changes.

CHILDPLUS
Site social service staff members and Home Visitors will input ChildPlus data to produce
computerized reports – i.e. new enrollees, transfers, movement of records, terminations,
withdrawals, re-enrollees, change of status, etc.

Form(s)
Change of Status
Application
Case Notes
Eligibility Priority Criteria
Parent Notification of Application Status
Approval For Enrollment Exception (If Applicable)
Parent Enrollment/Orientation Letter
Parent Handbook/Discipline Policy/Attendance Policy/Suspected Child Abuse & Neglect Policy
Consent for Services
Consent to Obtain/Release Information
CFS 593
CFS 581




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                           SIUE HEAD START/EARLY HEAD START POLICY & PROCEDURE
    For the purposes of this manual, Center Coordinator includes Center Manager, Home-Based Supervisor, and Social Services Coordinator (Early).
                    For the purposes of this manual, Head Start refers to Head Start and Early Head Start unless otherwise specified.

Procedure No.     FS 3                                                                                           Issue Date: 9/98
Unit:   Family Support Services                                                                               Effective Date: 09/06
                                                                                                              No. of Pages: 1
Title:   Caseload, Family Support Parent Contacts and Home Visits
Regulatory Reference:       1304.40(i)



Caseload
Center/Program social service staff will be assigned cases of children within
centers/programs. Staff will continue with the cases throughout the enrollment of the
children in a center/program. When children are transferred from one center/program to
another, the children will be assigned as cases to a social service staff person within the new
center/program.

Parent Contacts
Site/program social service staff members must have ten (10) scheduled parent contacts per week.
These contacts include meeting with parents in their own homes or in the centers. These are goal
directed contacts with parents, and staff must document these contacts on their weekly schedules
and in case notes in the child’s file. A prototype weekly schedule has been developed and
distributed to social service staff members.

DEFINITIONS
Home visits are defined as any face to face contact with parents/families in their own homes, in
Head Start Centers or in a designated safe location lasting thirty (30) minutes or longer.
Visits within the parent’s home are the preferred home visits.

Option/Site social service staff members will conduct two (2) home visits during the Family
Partnership Agreement process of assisting families to identify concerns/strengths and
offering parents the opportunity to develop partnership agreements.

ADVANTAGES OF HOME VISITS IN THE PARENT’S HOME
Home visits provide opportunities for social service staff and Home Visitors to:
(1)   Observe parent/child interactions;
(2)   Observe the Head Start child’s interactions with siblings or other children in the home;
(3)   Observe the family’s living situation such as housing and neighborhood;
(4)   Develop positive relationships with parents/families;
(5)   Teach parents to identify learning opportunities in their own home.

PURPOSE OF THE HOME VISIT
The focus is on positive interactions between staff members and families. Staff members and
parents/families participate in the home visit. The partnership between staff members and


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parents/families develops and grows during the visits. Each home visit has a purpose. At the
beginning of the home visit, staff state the purpose of the visit. If it is the first time the staff
person meets the parent/family, the staff person introduces himself/herself giving the Program’s
name and the reason for the contact. Use SIUE Head Start badges and business cards to facilitate
staff identification. In subsequent home visits, staff need to communicate at the beginning of the
visit what will happen during the visit and remind the parent about what was agreed to prior to
the visit. Listen and observe to see if it is possible to proceed with the agenda, or make changes
as necessary. For example, a parent verbalizing that she does not have milk for her baby requires
that the staff person address the parent’s needs not continue with the planned purpose saying,
“I’m here to do a family profile.” Meeting the parent where she is at the moment allows the staff
person to gather information about needs, the mother’s functioning level, and her problem
solving skills. Staff can implement the profile process and meet the parent where she is at the
same time. The staff person’s ability to change his/her focus communicates warmth and genuine
concern for the family as well as facilitates relationship building.

BRINGING THE HOME VISIT TO CLOSURE
At the end of the visit the staff person summarizes what happened during the visit including
agreements of what staff and parents will do prior to the next visit. The date, time and place for
the next contact/visit is established with the parent/family as well as the purpose.

SCHEDULING VISITS
Site social service staff and Home Visitors are to establish regular scheduled appointments
with parents/families.

Scheduled Home Visits
Home visits are to be scheduled with parents/families in advance either by telephone or letter.
Staff will call the parent the day prior to the appointment to confirm that the parent will keep the
appointment. Also, appointment letters must communicate to parents that they can change
appointment times; and, staff will provide the parent with telephone numbers to reach you in case
the parent needs to change the appointment. The scheduling process includes the purpose of the
home visit, when it is to occur, and where it will occur. If the parent needs to bring something to
the home visit or have done something prior to the home visit, staff needs to communicate this to
the parent/family at the time of scheduling the appointment. Likewise, staff members need to
communicate if he/she will bring something to the visit or do something prior to the appointment
and follow through on that commitment.

Unscheduled home visits will occur only when there is:
(1)   An emergency/crisis situation or
(2)   The family has no telephone and attempts to contact by mail are unsuccessful.

TIME LIMITS
The maximum time limit for home visits is one (1) hour, unless there is an emergency or some
specific situation requiring more time. For example, a parent is upset about her child’s pending
surgery and the staff person’s supportive help is required longer than one (1) hour.




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Home visits are a minimum of thirty minutes.

SAFETY
Staff members have the option of making home visits in pairs whenever one staff person has
health and safety concerns about the area and situation.

Cellular telephones may be available to staff members making home visits. Staff should never
put themselves in situations that are dangerous or where they feel uncomfortable. Social service
staff members will attend agency-sponsored safety training.

RECORDING
Home visits are to be recorded on case notes or the home visit form, giving as much detail as is
necessary to include what happened during the visit. Notes are not to be taken during the visit
except for specific information such as birthdates, clothing sizes, etc., which may be hard to
remember accurately. Staff members will make notes immediately after visits to assist them to
complete case notes during later recording time. Recording time is to be listed on the weekly
schedule.

Site social service staff and Home Visitors will establish regular weekly recording times – i.e.
case notes, ChildPlus entrees. Given family support work requirements, it may not be possible to
record immediately following a visit, so staff members need to establish the best method for
meeting recording requirements. If staff members cannot remember what happened during a
visit and notes do not help, the staff member needs to make more detailed notes or schedule
recording time after each home visit.

Recording tells a story - what, when, where and how. When deciding what to record, staff
members need to ask themselves, “Will a new staff person reading my recording know what has
happened in the case and be able to continue easily with the family?” If the answer is “No”, the
staff member needs to provide more information in the record.          Recording provides the
documentation of what has been done, what is being done and what is planned for tomorrow.
Regularly scheduled weekly recording times will help staff members to keep records current and
facilitate case planning and evaluation of case movement.

Family Consultants, Community Workers, Social Service Coordinators Early and Home
Visitors will complete case notes, Family Profiles, Family Partnership Agreements and
maintain the documentation in the files of children and Pregnant Women.

FILES
The file committee has established guidelines for file organization and maintenance. Staff
received training about the guidelines in the 2004-2005 School Year. Staff will organize
and maintain files following the committee’s guidelines.




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CHILDPLUS
Site social service staff members and Home Visitors will use the ChildPlus system weekly to
record case notes, referrals, home visits and other contacts, identified needs, family partnership
agreements, etc. Data that is not input into the ChildPlus system will be considered non-existent.

The ChildPlus system will be utilized to analyze data, compile monthly reports and monitor
service delivery and goal achievement – i.e. enrollment, attendance, identified needs, services
received to meet family needs, etc.


Form(s):
Case notes
Home Visit
Family Profile
Family Partnership Agreement
Weekly Schedule




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                           SIUE HEAD START/EARLY HEAD START POLICY & PROCEDURE
    For the purposes of this manual, Center Coordinator includes Center Manager, Home-Based Supervisor, and Social Services Coordinator (Early).
                    For the purposes of this manual, Head Start refers to Head Start and Early Head Start unless otherwise specified.

Procedure No.     FS 4                                                                                           Issue Date: 9/98
Unit:   Family Support Services                                                                               Effective Date: 09/06
                                                                                                              No. of Pages: 1
Title:   Family Partnership Process
Regulatory Reference:       1304.40(a)


OVERVIEW
The goal in Family Support Services is to assist families to identify their own strengths, needs,
and utilize appropriate community resources to move to self-sufficiency. Social service staff
members offer each parent or family an opportunity to develop a family partnership agreement.

The process begins at the time of application. Social service staff members begin gathering
information not hearsay or opinion. They start where parents/families are and allow them to tell
their own stories showing genuine concern and warmth communicating to families “I care.”

Staff members observe the behavior of parents/families in a non-judgmental way, and help
parents/families see and evaluate choices available to them. Staff members help families
consider the advantages and disadvantages of each choice, including the consequences of their
choices.

At the same time staff members seek information about the feelings of parents and families.
Staff members listen and observe discrepancies and consistencies between behaviors and words.
Questions are used to clarify and understand. Supportive statements are used to encourage
communication. The staff member’s demonstration of empathy grows out of understanding the
situation as the parent/family knows it, experiences it, feels it.

Staff members have to be aware of their own attitudes, values, feelings, and biases to prevent
them from negatively impacting upon the interaction between staff and parents/families. The
goal is to help families provide for their own needs not do it for them, be judgmental or say,
“they don’t want to do anything.”

Site social service staff members will collaborate with family members, significant others,
agency/organization representatives and other Head Start staff. This provides information to help
us see and understand the whole family. It reduces duplication of services when more than one
agency is involved at the same time allowing for an expanded supportive network. Family
members impact upon families and so do friends. Collaborating with others increases
opportunities for achieving success and reduces the risk of sabotage.




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RECORDING
Become familiar with the kind of information required on forms and formulate questions prior to
contact with the parent/family. Anticipate what kind of questions parents/families may ask,
prepare some answers and practice them.

The forms are documentation tools for the program. The forms make it possible for anyone to
take a case and provide services, starting where the prior staff person stopped, without
interruption.

Do not let parents or family members fill out any of the forms used during the
identification/assessment family partnership process. Social service staff members complete
family profiles not parents. Social service staff members ask questions, make comments and
listen to promote a free flowing conversation or interview.

Site social service staff members update and revise the family profiles and partnership
agreements when there are changes. Examples: a parent gets a job; a mother has a new baby.


FAMILY PARTNERSHIP AGREEMENT
The assessment is ongoing until the family no longer needs services, and is done with the
parent/family.

Outcomes include completion or updating of the family profile, identification of strengths, needs
and resources of the parent/family; and the establishment of goals and the Family Partnership
Agreement.

Site social service staff members will establish goals and partnership agreements with
parents/families. Staff members will assist parents/families to plan who will do what, when,
where and how. Staff and parents/families will establish their roles in the partnership. Example:
What will be the responsibility of the staff member and the parent?

Staff members will provide follow-up services to assess, monitor and evaluate with
parents/families their movement toward goal achievement or progress. Staff members will assist
parents/families to change goals and agreements when appropriate.

Staff members and parents/families will identify step-by-step tasks and establish time frames for
task completion. Together staff members and parents will set target dates. Staff members will
follow up and evaluate task completion with parents.

If a family has a TANF plan, or a plan with another agency, already in place, staff members will
talk to the parent about the plan and obtain the parent’s consent to talk to the TANF case
manager. Staff members must ensure that the Head Start Family Partnership Agreement does not
negate the TANF plan.




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The Family Partnership Agreement may change as the family’s situation changes. Staff members
will update the Agreement as necessary and maintain current recording in the record.

All social service staff and Center Coordinators/Home-Based Supervisors will read the Head
Start Performance Standards, Family and Community Partnership, [1304.40(a)].

FORMS
Social service staff:
(1)     Complete Family profiles within 60 days of the child’s enrollment or the enrollment of
        an expectant family for services.

(2)      Initiate Family Partnership Agreements within 90 days of the child’s enrollment or
         the enrollment of Expectant Families for Services.

(3)      Write Case Notes after every contact with parents/families and collaborators. The
         notes will provide enough detail for anyone reading the record to be able to provide
         uninterrupted services to the family. The notes will describe what happened during the
         visit and all activities, including dates, persons contacted, and the location of the contact.
         Use descriptive language that avoids opinions and conclusions that are not based on facts.
         For example: “Ms. Taylor reads at a fifth grade level.” Unless staff members have access
         to a screening tool identifying Ms Taylor’s reading level, this case note is inappropriate.
         If staff members do have access to data identifying her Ms Taylor’s reading level, it must
         be placed in the file. Without an actual reading assessment, an appropriate case note
         would be: “Ms Taylor asked her ten year old daughter to read the application and stated
         that she quit school in the fifth grade.” Remember: parents have the right to see their
         child’s record and records can be subpoenaed by court order. Staff will maintain Case
         Notes in the Child’s file or the file of an Expectant Family.

      (4) Make Weekly Schedules – ten parent contacts must be scheduled weekly.
          Case notes are used to record all contacts. For example, “9-10-97, I saw Ms Smith in
          the Center this morning and reminded her about the parenting workshop on 9-11-97.”
          Another example: “9-10-97, talked to M. Jones to confirm Melvin’s vision screening
          tomorrow.”

         There is no rule about how long or detailed you need to make your case notes. The key
         question is how much information do you need to record to tell someone else what is
         happening in this case – who, what where, when, and how.

(5)      Make Referrals as applicable – obtain the parent/guardian’s permission prior to
         releasing information to community organizations.


ChildPlus
Social service staff members will input all data about needs, goals, referrals, agreements, and
contacts into ChildPlus.


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                           SIUE HEAD START/EARLY HEAD START POLICY & PROCEDURE
    For the purposes of this manual, Center Coordinator includes Center Manager, Home-Based Supervisor, and Social Services Coordinator (Early).
                    For the purposes of this manual, Head Start refers to Head Start and Early Head Start unless otherwise specified.

Procedure No.     FS 5                                                                                           Issue Date: 9/98
Unit:   Family Support Services                                                                               Effective Date: 09/06
                                                                                                              No. of Pages: 1
Title:   Emergency/Crisis Intervention
Regulatory Reference:



Staff members will respond to and answer emergency/crisis referrals/requests within 24 working
hours.

Staff members will make a written response to the emergency/crisis referrals within 5 working
days.

Staff members will assist parents/families to access and utilize all existing community resources
including any services that are not listed here or in the Community Resource Directory.

Staff members will assist parents to identify and access internal family resources.

The Staff Development & Violence Education Coordinator can be called to assist at centers or at
the central office during crisis/emergency situations.

Emergency/crisis situations according to category and community resources are listed as follows:

         FOOD: Families needing food can be referred to Catholic Urban Programs, Lessie Bates
          Neighborhood House, Call Help, the Urban League, and the Salvation Army. TANF cash
          recipients need to be referred by their Illinois Department of Human Services case
          manager. In those cases, you need to call IDHS first.

         FINANCES: Families needing financial assistance can be referred to Catholic Urban
          Programs.

         SHELTER: The Salvation Army and Second Chance provide emergency shelter. The
          Women’s Crisis Center provides emergency shelter for battered women and their
          dependent children. Male children 14 and older cannot stay at the Women’s Crisis
          shelter. Call For Help has a youth residential services/emergency shelter.

         CHILD ABUSE: The Illinois Department of Children and Family Services operates a
          Child Abuse hotline twenty-four hours per day. Head Start staff members are mandated
          reporters and as such must report all cases of suspected child neglect and abuse to the
          Illinois Department of Children and Family Services.



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        DOMESTIC VIOLENCE: The Violence Prevention Center Of Southwestern Illinois
         provides services to battered women and their dependent children including shelter, order
         of protection and counseling.

        VIOLENCE: Staff Development & Violence Education Coordinator.

        SEXUAL ASSAULT: Call For Help and Volunteers of America provide counseling and
         education programs. Use Call For Help’s twenty-four hour hotline.

        SUICIDE: Call For Help has a twenty-four hotline.

        TEEN RUNAWAYS: Call For Help has a Youth-Teen line and youth                  residential
         services/emergency shelter.

        UTILITIES: Lessie Bates Neighborhood House, Urban League, Intergovernmental Grants
         Department (Energy Assistance), Call For Help, Hands Up.

        RENTAL ASSISTANCE: Urban League, Lessie Bates Neighborhood House, Call For
         Help.

        RESPITE CARE: Promise Center and CHASI.

        FIRE/DISASTER: American Red Cross

        CLOTHING: Call For Help, St. Vincent DePaul.


Call other agencies to advocate for services when identified emergency/crisis agencies have
exhausted their resources.

Use the Community Resource Directory to obtain specific information about the resources
listed above and, other community resources.

CHILDPLUS
Site social service staff members and Home Visitors will input ChildPlus data about
emergency/crisis needs of families and the services families have received to meet their needs.


Form(s):
Case notes
Family Profile
Family Partnership Agreement
Referral




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                           SIUE HEAD START/EARLY HEAD START POLICY & PROCEDURE
    For the purposes of this manual, Center Coordinator includes Center Manager, Home-Based Supervisor, and Social Services Coordinator (Early).
                    For the purposes of this manual, Head Start refers to Head Start and Early Head Start unless otherwise specified.

Procedure No.     FS 6                                                                                           Issue Date: 9/98
Unit:   Family Support Services                                                                               Effective Date: 09/06
                                                                                                              No. of Pages: 1
Title:   Referral Process
Regulatory Reference:                 1304.40(b)


Family Consultants and Community Workers will identify/assess the need with parents/ families
prior to making a referral:
       Involve the parent/family in need/problem identification and resolution. For example,
        when did it happen? How long has it been going on? What has the parent/family done
        about it? What resources has the parent/family used to resolve it before?
       Determine the parent’s/family’s resources to meet their own need.
       Learn the family’s strengths, weaknesses, roadblocks, etc.

An adequate assessment:
     Guides staff members to help the family make decisions about which resources are
      appropriate.
     Increases success in advocating for the family.
     Facilitates helping the family obtain needed services.
     Increases the family’s capacity to utilize the services.


Family Consultants and Community Workers are to read the Community Resource Directory to
learn about available resources. A call or visit should be made to the resource to determine if it
meets the family’s needs and to learn the following:
(1)     Eligibility requirements,
(2)     Formal intake policy,
(3)     Intake priorities, and
(4)     Availability of services

Prior to making a referral, social service staff members and Home Visitors will discuss the case
with the immediate supervisor. The Center Coordinator/Home Based Supervisor will be
informed of all referrals. Center Coordinators and the Home Based Supervisor will keep copies
of the referrals. A copy of the referral and all case notes relevant to the referral will be
maintained in the record.

Center Coordinators and the Home Based Supervisor will schedule case staffing meetings when
cases involve multiple disciplines.




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All staff members will obtain the parent’s written consent to obtain and release information as a
part of the referral process.

Staff members will not refer families to resources without having obtained an agreement from
the agency or organization that the requested service will be provided to the family.

When a referral is appropriate, Family Consultants and Community Workers must prepare the
family for the referral. Talk to the family about the agency’s requirements, expectations and
obtain the parent’s agreement to utilize the resource.

Staff members will prepare the receiving agency for the referral to facilitate the family receiving
services:
(1)     Describe family strengths,
(2)     Provide demographic data,
(3)     Describe family weaknesses, and
(4)     Describe family successes.

Family Consultants, Community Workers, and Home Visitors will advocate for families as
needed including seeking exceptions to policy when appropriate.

Family Consultants, Community Workers and Home Visitors will:
    provide transportation for parents or accompany parents to agencies or organizations
       when appropriate.
    follow up with each referred family to ensure that services are received and meet the
       family’s needs.
    advocate on behalf of the family as necessary.

ChildPlus
Staff members will use the ChildPlus system to record referrals made to community resources.

Form(s):
Referral
Consent to release/obtain information
Case notes
Family Partnership Agreement
Family Profile




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                           SIUE HEAD START/EARLY HEAD START POLICY & PROCEDURE
    For the purposes of this manual, Center Coordinator includes Center Manager, Home-Based Supervisor, and Social Services Coordinator (Early).
                    For the purposes of this manual, Head Start refers to Head Start and Early Head Start unless otherwise specified.

Procedure No.     FS 7                                                                                           Issue Date: 9/98
Unit:   Family Support Services                                                                               Effective Date: 09/06
                                                                                                              No. of Pages: 1
Title:   Accessing Community Resources
Regulatory Reference:     1304.40(b)


The Family Support Unit is responsible for updating the Community Resource Directory
annually. The process includes contacting agencies to update/revise data and adding names of
agencies/organizations submitted by Head Start staff members for inclusion in the directory. The
directory is not intended to include all resources within the area and it is recognized that changes
occur during the year.

Staff will make notes of resources they learn about during the year and submit the names to the
Social Services Coordinators/Parent Involvement Coordinator or the Family Support Coordinator
for inclusion in the next year’s directory. Staff will make changes they learn about collaborating
with community resources and submit the changes to the Social Services Coordinators/Parent
Involvement Coordinator or the Family Support Coordinator.

Community Resource Directories will be distributed to each center and the Home-Based Option.
The Directory is available on the SIUE Head Start web site. Each center has the computer
capacity to provide web access to the Directory to Early Head Start and Head Start parents.
Family Support Unit staff members will provide technical assistance on the directory to staff
members. Site social service staff and Home Visitors will provide training to parents about
community resources and how to use them beginning in September and throughout the program
year. Staff members will provide the training at parent orientations, in workshops, during home
visits, at parent meetings, etc.

CHILDPLUS
Staff will input ChildPlus data about the community resources being utilized by the family.




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                           SIUE HEAD START/EARLY HEAD START POLICY & PROCEDURE
    For the purposes of this manual, Center Coordinator includes Center Manager, Home-Based Supervisor, and Social Services Coordinator (Early).
                    For the purposes of this manual, Head Start refers to Head Start and Early Head Start unless otherwise specified.

Procedure No.     FS 8                                                                                           Issue Date: 9/98
Unit:   Family Support Services                                                                               Effective Date: 09/06
                                                                                                              No. of Pages: 1
Title:   Health Data Retrieval
Regulatory Reference:



HEALTH SCREENINGS CLINICS
Health unit staff members will notify social service staff and Home Visitors of clinic dates and
health screening activities.

Site social service staff members and Home Visitors will send fliers and letters to all recruits and
carryover families informing them of clinics and health requirements. In addition, Head Start
staff members will contact new recruits and parents of children eligible to return for another year
by telephone, and make home visits, etc. to obtain required health information.

FOLLOW-UP
Site social service staff members and Home Visitors will follow up with parents until the health
needs of their children have been met. They will assist parents to obtain a primary Health
Provider, schedule appointments, and provide transportation to health care providers, when
necessary.

RECORDKEEPING
Site social service staff members and Home Visitors will record health data. Health associates
will complete file reviews on-site and will analyze health information. Health Associate will
work with social service staff members and Home Visitors to ensure required health record
keeping and follow-up.

CHILDPLUS
Site social service staff members and Home Visitors will record health data.

Form(s):
Physical examination
Dental examination
Immunization record
TB test & result




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                            SIUE HEAD START/EARLY HEAD START POLICY & PROCEDURE
     For the purposes of this manual, Center Coordinator includes Center Manager, Home-Based Supervisor, and Social Services Coordinator (Early).
                     For the purposes of this manual, Head Start refers to Head Start and Early Head Start unless otherwise specified.

Procedure No.     FS 9                                                                                            Issue Date: 7/1/01
Unit:   Family Support Services/Support Services                                                               Effective Date: 08/05
                                                                                                               No. of Pages: 1
Title:   Parent Involvement Activities
Regulatory Reference:      1304.40 d-h; See also: PDM 1a-g, PDM 24, PDM 29, SP 12, HS14, FS 4



MALE INVOLVEMENT – Family Support Services Unit
DEFINITION: The SIUE male involvement program strives to fully engage significant males in
all aspects of the program and provide, either directly or through partnering organizations, a
comprehensive array of services that include education, employment information, and other
support services.

POLICIES/PROCEDURES:
  1. Each center or program option is expected to provide a minimum of six (6) male
     involvement activities during the school year.
  2. Program wide activities will be planned throughout the year. Centers and program options
     will be encouraged to participate in activities such as:
         a. Patriot’s Day
         a. Football Quarter Back Reading Club
         b. Kite Flying

PARENT INVOLVEMENT – Family Support Services Unit
DEFINITION: Head Start’s vision for parent involvement is to create and sustain an
environment of partnership and collaboration across all elements of the Head Start program
which: 1) supports parents as primary educators, nurturers, and advocates; 2) assures that every
parent has an opportunity for a positive experience in Head Start, thereby offering a supportive
environment for each family; and 3) assures the policy making role of parents which is the
foundation of Head Start’s unique success.

1.         The Family Support Services Unit is not responsible for the annual parent activity
           recognition and Policy Council.
2.         The Family Support Services Unit is responsible for monitoring parent meetings and
           parent involvement activities at the center, Home-Based, and Family Child Care Home
           level.

FAMILY LITERACY – Staff Development and Violence Education Counselor
DEFINITION: Family Literacy services are defined as “services that are of sufficient intensity in
terms of hours, and of sufficient duration, to make sustainable changes in a family and that
integrate all of the following activities”:



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A.       Interactive literacy activities between parents and their children (PACT);
B.       Training for parents regarding how to be the primary teacher for their children and full
         partners in the education of their children;
C.       Parent literacy training that leads to economic self-sufficient (Adult Education); and
D.       An age-appropriate education to prepare children for success in school and life
         experiences.”

Centers/Options are
1.     Expected to participate in Illinois Family Reading Night (Day) – November
2.     Expected to utilize parents as they participate in RIF, etc.

PARENT EDUCATION – Family Support Services Unit
DEFINITION: The SIUE Head Start parent education program is designed to provide parents
with a wide variety of opportunities to develop their knowledge and skills. The first goal is assist
in moving families towards self-sufficiency through collaborations with GED programs,
community colleges, institutions of higher education, vocational schools, CDA, etc. The second
goal focuses on parents enhancing their parenting skills, as they become their child’s first
teacher.

POLICIES/PROCEDURES:
1.   For every parent meeting except for parent orientation, a parent education opportunity is
     required. Parent Education topics should include those topics from the Parent Interest
     Surveys that were checked by several parents. Centers are encouraged to present Parent
     Education opportunities on domestic violence, child abuse, and substance abuse
     regardless of the amount of interest indicated by parents.
2.   Parents complete the “Parent Interest Survey” at orientation or during August/September
     home visits.
3.   Centers tally the results for their center to use for their own planning and share the
     information with Parent/Staff Training Coordinator.
4.   Parents maybe referred to parenting workshops offered in the area.
5.   Centers are encouraged to use a variety of staff from their center, central office staff, and
     external presenters to provide the parent trainings. A list of Head Start and other
     presenters and the topics on which they can present will be distributed in August and
     updates as needed.
6.   All centers are expected to provide at a minimum six (6) sessions of the 21st Century
     Curriculum.
7.   We will partner with a community nutrition program to initiate a six (6) week food
     education program for parents at two volunteering centers beginning in January 2005.
     The parents will be expected to attend at a minimum four (4) sessions.

EMPLOYABILITY – Family Support Services Unit
DEFINITION: The goal of the SIUE Head Start employability program is to assist parents in
becoming aware of employment opportunities and to assist with developing and enhancing their
job skills.




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POLICIES/PROCEDURES:
1.   Center/option staff are expected to identify, encourage and support parents to participate
     in an Image Workshop Project, obtain workshop survey results, follow-up with parents
     until they receive jobs, provide employability training and other related activities as a part
     of parent meetings.
2.   Center/option staff are responsible for providing parents with transportation to job fairs.
3.   Center/option staff are responsible for keeping the employment status of parents current
     in the C+ system.
4.   Parent/Staff Training Coordinator distributes green and yellow sheets of SIUE job
     openings weekly to centers.
5.   Center staff post green and yellow sheets of job opening at SIUE in centers.


REPORTING INFORMATION
Center/program staff will submit reports about male activities, parent meetings, parent education,
employability training and job success for parents in the Image Workshop Project to the Family
Support Unit by the 5th working day of the month:
   1. Flyers and Minutes of Parent Meetings
   2. Flyers and Title of Parent Education programs
   3. Flyers and title of Male Involvement Activities
   4. Flyers and 21st Century Curriculum sessions
   5. Flyers and Food Education Sessions
   6. Flyers and Employability (i.e. interviewing, resume writing, etc.)


Forms:
Parent Involvement Sign-in Sheet
Center Coordinator-SSCE Monthly Report Parent Involvement




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