ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT,

ATTENDANCE

Training Module 20v

ERSEA TRAINING

https://www.youtube.com/watch?v=l-gQLqv9f4o

Welcome to Tri-Valley Head Start! Key roles to understand: Center Manager, Family &

Community Services Specialist, Data Quality Support Assistant (DQSA), Assistant Center Manager, Family & Community Services Manager, Nurses, Health Assistants, Data Systems Coordinator, education staff

All work together as a team to make sure children and families have a positive experience while enrolled

Our mission is to cultivate life-long learning in children and families.

E R S E A and what it means to me

EligibilityRecruitment

SelectionEnrollmentAttendance

Resources to help you succeed

Recruiter & Family Advocate Manuals Family Services

ERSEA Data Quality and Support Assistant Manual ERSEA Data Entry / ChildPlus Laminated reference guides ChildPlus User Guides

Resources can also be found :

Teaming (https://teaming.tvoc.org)

Knowing Your Manual Make it your

manual - Add tabs - highlighter - notes - post its

Work Plans

Recruiter & Family Advocate

Job Description

Recruiter & Family Advocate - Identification and Recruitment - Family Services Data Quality and Support Assistant - 2nd checker - Data Entry

HEAD START INTEGRATED SERVICE PLANS

Eligibility, Recruitment, Selection, Enrollment and Attendance

E

Eligibility

To be eligible, children must meet two eligibility requirements 1. Age2. Income

Age

Head Start 3-5 years of age. Children cannot have attended

Kindergarten yet to attend Head Start

Early Head Start Pregnant women Birth to 3 years old

Income Eligibility

To be eligible for any Head Start program, a family is legally required to have their income verified by the program.

Staff must complete check of income before child can be eligible

BEWARE

A family can be considered income eligible in one of the following ways:

Income is below Federal Poverty Guidelines

Categorically eligible

2015 Federal Poverty GuidelinesPersonsin Family Annual Income1 $11,7702 15,9303 20,0904 24,2505 28,4106 32,5707 36,7308 40,890For each additional person, add 4,160

Categorically Eligible

Automatically income eligible regardless of their total income

TANF/MFIP Recipient SSI (Supplemental Security Income) Foster Care Homeless

Homeless Definition

McKinney-Vento Homeless Act definition - individuals who lack a fixed, regular and

adequate nighttime residence

If you are not sure if you should count someone as homeless , contact Melody or your Family Service Specialist

At your table, assign the following roles: Reader Reporter

Using a computer, go to ECLKC search for homeless interactive lessons

http://eclkc.ohs.acf.hhs.gov/hslc/ttasystem/family/center/family/Homelessness/hmls

Report back to large group on your family situation and what you learned.

HOMELESS SMALL GROUP ACTIVITY

Income Verification

Need 12 months of income - 12 months prior (2014-2015)

- previous calendar year (2014) HS: For returning families, verify

income every 2 years. Except over-income verify every year

EHS: Income is good for 3 years. 10% of funded enrollment can be over-

income. Call Melody for approvals Always need documentation!

Definition of Family for Income Verification

Purposeshttps://www.youtube.com/watch?

v=8au12HmM-1YAll persons living in the same household who are supported by the income of the

parent(s) or guardian(s) of the child AND

Related to the parent(s) or guardian(s) by blood, marriage or adoption

Pregnant women count as 2 peoplefor EHS when they are applying

What is Income?

Document total amount from all sources for everyone who meets the definition of family

Wages/Salary Social Security payments Unemployment payments Public Assistance (TANF,SSI) Self Employment Child Support College or university scholarships More in manual

What is not income

Capital Gains Assets Sale of Property Tax refunds Gifts Loans Lump sum

inheritances More in manual

Interviewing Families

http://eclkc.ohs.acf.hhs.gov/hslc/tta-system/family/pfce_simulation/index.html

Instead of…. You don’t get child support do you? Did you work all year? Is your living situation suitable?

Try to phrase it differently …. How much child support do you receive? I will need to show your income for the

whole year. Tell me about your housing situation.

Open Ended Questions

Confidentiality Policy & Procedures

Eligibility Intake Paperwork

Application – all Head Start families HS Eligibility Verification – income

Head Start Application

New Families:Complete a Head Start Application for all

NEW Head Start families All fields are required due to reporting.

Head Start Application

Returning Families: Print a copy of their application from ChildPlus Enrollment Report 2135.

Review entire application with the family and write any changes on the application, including updating points.

Family and RFA sign it. Update in ChildPlus – send hand written changes to Melody.

New Families: Complete this form every year for each

child. Obtain income information

Head Start Eligibility Verification Form

Head Start Eligibility Verification Form

Over Income Families: Complete this form every year for each

child Obtain new income information

Head Start Eligibility Verification Form

Returning Families: Complete this form every year for each

child Check “Other” and write “2014 Head Start

Eligibility Verification form” Make a copy of previous eligibility

verification form and supporting income documents, staple behind the new Head Start Eligibility Verification Form

Send a copy of all the forms mentioned about to AO

Form Distribution

1• RFA works with the family to complete the application paperwork which includes the following:•Application, Head Start Eligibility Verification Form, and income documents

2

•The application paperwork is given to the DQSA for review and to be entered into Child Plus•If all paperwork is in place and properly completed the DQSA will make a copy of the application and supporting documents. The copies will then be mailed to the Family & Community Services Manager

•If any documentation is missing or incomplete, the DQSA will return the application packet to the appropriate RFA for completion

3

•Upon receiving an application, the Family Services & Community Services Manager will do a final review

•if all required paperwork is in place and a family is determined to be eligible, he/she will stamp and initial the application as final approval.

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

4•Once an application has been stamped and initialed, it will be sent to the Administrative Office to be reviewed and filed

5•The original application with supporting documents will be stored at AO•The copy is filed is placed in the families file located at the center

Eligibility Forms

Forms should be reviewed at center for accuracy before sending to Melody.

Please staple Application, HS Eligibility Verification form, and income documents in that order

All applications should be entered into ChildPlus immediately (pending, waiting list, etc.)

R

RECRUITMENT

Recruitment Plan (include how to involve parents, how to target finding children with disabilities)

Recruitment Maps (Google Maps) Recruitment Log Recruitment Poster Log Resource Directory

Cast a big net while recruiting to get as many families who *might* qualify. Then you will interview families to determine if they are eligible.

Recruitment at your Site

School Census Mass mailings Door Knocking Speaking at churches Radio station Community meetings Newspaper ad

S

SELECTION

Children need to be eligible before they are selected Selection Process Key staff involved in selection (RFA’s ,

DQSA, Center Manager ) Set Day and Time for selection with Center

Manager

Selection Criteria

Accurate and up to date points Select income eligible children first with

the highest points

SELECTION

When do you call Melody for permission before selecting?

Family’s income is over the Federal Poverty Guidelines

Families that transfer

Join the waiting list at new center Contact Missy to have child moved to your

center on ChildPlus – do not enter information again because this make duplicate records

Using ChildPlus for selection

All selections will happen through ChildPlus so it’s critical to input ALL applications (pending and completed) immediately into the database

All reports will be run through ChildPlus

E

Enrollment & Waiting List

Waiting list of eligible children must be maintained and kept up to date

Children can only be enrolled in one program at a time

If a family is eligible on or before the date they enroll, they are able to continue services until the end of the program year.

No fee charged for Head Start services

Children must be eligible, selected, registered with education and health to be considered enrolled

Funded Enrollment

MBO reports

MBO Report

ENROLLMENT Funded Enrollment

Cumulative Enrollment

Current Enrollment Withdrawn Pending

Applications Wait List - IE Wait List - OI Attendance (MTD) Analysis of Absenteeism

Infant   6 6 0 0 0 0 86%

 

Toddler   6 6 0 0 0 3 88%

Preschool   16 16 0 0 0 0 83%

HB   0 0 0 0 0 0 NA

PW   3 3 0 0 0 0 NA

TOTAL 38 31 31 0 0 0 3 86%

Enrollment Language

Pending – needs income Eligible – eligibility is complete Selected (Accepted in ChildPlus) – selected

to attend the center Enrolled – selected, and registered with Ed

and Health.

Enrollment

Need to always be fully enrolled

TVOC policy is you have 10 days to fill any openings that occur during the program year

Registration Forms

Parent Handbook Parent/Guardian Rights & Responsibilities Family Contact Record Family Engagement Survey Family Services Information Form Service Referral

A

Attendance

ATTENDANCE

Ensure it’s in ChildPlus every week Attendance follow-ups as needed

Initiated after 2 unexcused absences

ChildPlus Reports

Enrollment 2025 for selection Enrollment 1520 for Emergency Contact

form Enrollment 2210 for # days remaining to fill

spots Enrollment 2135 – print applications Enrollment 2110 – Master list of participants Enrollment 2031 – age eligible kids Attendance 2305 – monthly attendance

Questions

https://www.youtube.com/watch?v=4z7gDsSKUmU

Thanks!

Melody HeddenOffice: 218-281-

0551Cisco ext: 2051

Cell: 218-280-6721