ERSEA Training For Office Staff 2013-14

•Common Record Review Findings (ERSEA section)

•The Enrollment Application•Change of Status Form•Determining Family Members•Verifying Income•Eligibility Verification Form•The “0” Income Form•The Family Residency Questionnaire•Recruiting & Enrollment

• Application has mistakes or missing information 5.2%• Change of Status form was missing or unsigned 5.5%• Problems with Emergency Contacts 10.9%• # of family members incorrect on app, COPA, or EV form 3.0%• Problems with Points Page 2.7%• Missing birth certificate 1.2%• Missing EV form or not signed 1.2%• Income documentation missing or incorrect 2.4%• Income calculated incorrectly 2.4%• Didn’t list age or income document used 2.1%• “Age eligible” question not answered on EV form 2.7%• “Income eligible” question not answered or incorrect 4.2%

In most cases, the day that the parent comes to fill out an enrollment application for their child is the first contact you have with them. In some ways, this will be the most important interaction that you have with the parent all year because it is the first impression.

During this application process, you need to keep the following in mind:•They don’t know you and certainly don’t trust you•They don’t know what Head Start is about •They have probably heard good and bad things about the program•They are considering whether to let you take care of the most valuable thing they own•They will tell others about you•YOU NEED THEM TO LIKE YOU

•WE ALL NEED THEM TO LIKE YOU !!!!!

When completing the application, remember:•The parent should not fill out the application. It should be completed interview style by the staff.•Every question is important•Someone will be reviewing that application to look for accuracy•Only the parent or guardian of the applying child can complete the application•Never use Wite Out to correct a mistake. Draw a line through the mistake, list your correction, and put your initials.

Let’s take a look at the 2013-14 enrollment application

Click Me

During the recent Record Review, we found that there were a lot of issues related to the Change of Status Form.

The purpose of the Change of Status form is to appropriately document when a significant change takes place with a child’s family or with the parent preferences.

Let’s take a look at the Change of Status form

Click Me

The definition of "family" found in 45 CFR Part 1305.2(e) of the Head Start Program Performance Standards states:

Family means "all persons living in the same household who are: (1) Supported by the income of the parent(s) or guardian(s) of the child enrolling or participating in the program, and (2) related to the parent(s) or guardian(s) by blood, marriage, or adoption.

We will now look at some potential scenarios you may encounter when taking an enrollment application:

Determining Family

Jane comes to fill out an application for her step daughter Katy. She tells the interviewer that Katy’s dad, Joe, wanted to come and fill out the application but he had to work. She said that he works in the coal mines and makes $700 per

week. Jane doesn’t work. She says that she and Joe are married. Joe has one other biological child who stays with them on the weekends, but not during the

week. How many are in the family?

This is a family of 3. Because Jane is related to Katy’s dad by marriage, this makes her part of the family. Joe’s other child does not live with them so he

would not be considered part of Katy’s family.

Determining Family

Raylan and Wynonna come to fill out an application for their son Boyd. The couple tell the interviewer that they are the biological parents of Boyd. They are divorced, but are now living together again. They plan on marrying again next

month. How many are in the family?

This is a family of 3. Even though Raylan and Wynonna are not married, they are both the biological parents and they are living in the same home with Boyd.

Determining Family

Crystal comes to fill out an application for her nephew Kyle that lives with her in Kinship Care. She gets $300 per month in Kinship money for Kyle. She says

that she is a single parent and has two biological children of her own, Brad and Brady. Brad is married and does not live with the family. Crystal works at

Subway and makes $200 per week. How many are in the family and what is the income?

This is a family of 1. Anytime you have a Foster/Kinship child, that child is considered a family of 1. The $300 per month would be the only income counted

and it would be listed on COPA as income for the child.

Determining Family

Bonnie comes to fill out an application for her daughter Amy. Bonnie states that she has 3 other children living with her besides Amy:

•Child #1 – Another biological child•Child #2 – She is a guardian for her niece•Child #3 – She is a foster parent for her nephew

How many are in the family?

This is a family of 4. The foster child would not count in Amy’s family because

he is a family of 1. You would not obtain the income that this mother receives for the Foster/Kinship child because that money only counts if the

parent is enrolling the Foster/Kinship child.

Determining Family

Frankie comes to fill out an application for Megan. He tells the interviewer that Megan’s mom is his girlfriend and they have been living together for a year. He makes $200 per week at his job and Megan’s mom makes $400 per week at her

job. How many are in the family and what is the income?

First of all, he cannot fill out the application because he is not the biological parent, step parent, or guardian of Megan. But let’s say that Megan’s mom was filling out the application. In that case, it would be a family of 2 (Megan and her

mom) and the income would be $400 per week.

Determining Family

Shelia comes to fill out an application for her son Ramone. She tells the interviewer that she and Ramone live with her parents. Shelia is married (not Ramone’s biological father) and he lives with them. Shelia doesn’t work but

receives $200 a month in child support from Ramone’s father. Shelia’s states that her husband makes about $200 per month doing odd jobs for people. Her

parents both receive retirement pay each month but she doesn’t know how much. How many are in the family and what is the income?

This would be a family of 3 (Shelia, her husband, and Ramone)

Their income would be $400 per month. If she is not supporting her parents, they would not count in the family.

Determining Family

Janet has one child, a four-year old son named Scooter. Two months ago, she and Scooter moved in with her boyfriend Bubba. Bubba has 3 kids of his own and they all live with him. Today, Janet came to fill out a Head Start application

for Scooter. What is the family size and whose income should be counted?

The family size would be 2 (Janet & Scooter). Only Janet’s income would be used.

Determining Family

Same family as before, but yesterday, Janet and Bubba got married. She came in today to fill out the application for Scooter. What is the family size and whose

income should count?

The family size would be 6 (Janet, Scooter, Bubba and his 3 kids). Both Janet and Bubba’s income would be counted.

Determining Family

Same family as before.

Bubba tells Janet that 2 of his 3 kids are not actually his biological children. He is their legal guardian but their real father lives with Bubba’s ex-wife in Alaska.

Janet made this clear to the staff person taking Scooter’s application today. What is the size of family and whose income would count?

The family size would be 6 (Janet, Scooter, Bubba and his 3 kids). Both Janet and Bubba’s income would be counted. Since Bubba is the legal guardian for the 2 children and Bubba is Janet’s husband, the 2 children are part of Scooter’s family.

Determining Family

Lindsey comes to fill out an application for her biological child Roscoe. She tells the interviewer that she is married to Roscoe’s dad, Jose, and they have 3

more children in the home with them:

Child # 1: Another biological child of Lindsey’s, but not Jose.

Child #2: A child that was adopted by both Lindsey & Jose

Child #3: An unrelated child that Lindsey and Jose have guardianship of.

How many are in Roscoe’s family?

This would be a family of 5. The only one that would not count in Roscoe’s family would be the guardianship child. The reason he would not count is because he is not related to Roscoe’s parents by blood, marriage, or adoption. If the guardianship child had been related to the parents, he would have counted in the family.

Determining Family

Same family as before. However, Lindsey has come to fill out an application for her unrelated guardianship child. She and Jose are both guardians for this

child. There are 3 more children in the home:

Child #1: A child that was adopted by both Lindsey & Jose

Child #2: A biological child (Roscoe) of Lindsey and Jose

Child #3: Another biological child of Lindsey’s, but not Jose

How many are in the guardianship child’s family?

This would be a family of 6. Everyone is related to this child’s guardians by blood, marriage, or adoption.

Income means the total cash receipts before taxes from all sourcesIn most cases, it is required that the interviewer obtain ALL income

information from the parent. However, in the following 3 situations, you will only ask for the appropriate income as stated below:

Family is identified as homeless: No income should be obtainedChild is identified as foster/kinship: Only the foster/kinship income is obtainedA family member receives TANF or SSI: Only the TANF or SSI income is obtained

This is the only 3 instances when a child is viewed as

“Categorically Eligible”

Additional Notes Related to Income:

There are several items that can be used to verify income including:Tax forms Pay stubs (must be for one consecutive month, near the date of the application)Written statement from employerOfficial documentation showing unemployment, TANF, SSI, social security, child support, foster/kinship care, or other benefits.And if all else fails, a written statement from the parent

Note: A written statement from the parent is not acceptable for proving TANF, SSI, Foster Care, or unemployment.

25

Click Me

Let’s take a look at some actual TPQY forms to see how to identify

SSI


Accepting a written statement to verify income should be a last resort, not a first option.When a parent tells you their family situation, income level, etc., DO NOT LEAD THEM DOWN AN ILLEGAL PATH TO ELIGIBILITY!!

With that said, you should always try to understand the family’s current situation (information for the past 1 month) and determine if it makes the family more eligible than their previous calendar year taxes would. It is legal to use the one that makes them the most eligible.

Determining IncomeAdditional Notes Related to Income:

Current Situation In order to determine a family’s income, it may be more appropriate to use the family’s current situation than to use the previous 12 months or previous calendar year to get a clearer picture of the family’s true condition. To be considered as the “current situation”, the family circumstance must have been happening for at least 1 month previously. If a family’s income level for the previous month is less than it was for the previous 12 months or calendar year (based on monthly average), then the interviewer should accept the previous month’s income and multiply the amount according to the pay schedule to determine the family income.

27


If a family does not have any income, you will fill out the “0 Income Form” with the family.

If the family has any income at all, do not fill out the “0 Income Form.

Click Me

On the enrollment application, if a parent tells you that their current housing is anything other than “Rent” or “Own”, a Family Residency Questionnaire must be completed to determine if the child would qualify for Head Start under the McKinney-Vento Act. (Homeless)Just because a family does not rent or own their current residence does not mean that they are automatically homeless. There are other factors in the MV Act that must be considered.

Click Me

What is the most effective recruiting method in our Head Start program?

Using the responses that parents gave to the question “How did you hear about the Head Start program and our application process” on the enrollment applications this year, this is what we learned:

31% of the applications did not have an answer on this question

What is the most effective recruiting method in our Head Start program?We also learned this:Community Event -Flyers/Posters -Comm. Agency Referral -Mailings -Newspaper Ads -TV/Radio Ads -Family/Friend/Other Parent -Other -

2%11%2%4%3%4%

48%17%

When a child withdraws from a classroom, do you have to enroll another child at that classroom?

You do have to enroll another child, but it can be at a different classroom. Pike County is funded to serve 445 kids, no more no less. When a child withdraws from the program, they have 30 days to replace him/her. But the child that withdrew may be at Mullins, and the new child they enroll may be at Feds Creek. So when a classroom loses a child, that does not necessarily mean that there is a vacancy in that classroom.

Let’s discuss the enrollment struggles we have had over the past few years.

Eligibility Waiting List (9 records) (click on Child/Family/Eligibility Points value to view details)

HELP?

Name I D Age

PI R Age

Family Desired Program Options Disability

Status

Documents

Eligibility Points

I ncome Status Center Option Model

Gump, Forrest 106327 3y / 5m / 24d

3 view

Bean Town

Part-day Center-

Based (4 day per week)

Any Available

no Complete 352 Underincome 100%

Kramer, Cosmo 101396 4y / 10m / 19d

4 view

Bean Town, Bean Town

Any Available

HEAD START

no Complete 221 Underincome 67.77%

Fonzarelli, Arthur 102625 3y / 1m / 13d

2 view

Bean Town, Bean Town

Full-day Center-


Any Available

Susp Complete 176 Underincome 100%

Tyson, Mike 114549 4y / 2m / 16d

3 view

Bean Town

Any Available

HEAD START

no I ncomplete 129 Underincome 42.73%

Mann, Aqua 109259 6y / 0m / 23d

5 view

Turtle Lake

Part-Day Center-


Any Available

no Complete 50 Overincome 19%

J ames, J esse 111639 5y / 0m / 23d

4 view

Bean Town

Full-day Center-


Any Available

no Complete 48 Overincome 256.91%

Tripper, J ack 109217 4y / 10m / 23d

4 view

Turtle Lake

Any Available

Any Available


Reynolds, Burt 104935 4y / 0m / 16d

3 view

Bean Town

Full-day Center-


Any Available

I EP Complete 12 Overincome 40.43%

J ames, Rick 106456 4y / 1m / 24d

3 view

Turtle Lake

Any Available

Any Available


There are only 3 instances when a program can skip a child on the waiting list and enroll a different child:•If a program has not met their specified number of accepted 4 year olds according to the Full Utilization Agreement, they can skip down the list and enroll as many 4 year olds as needed to reach that number•If a program needs to accept a 4 year old instead of a 3 year old because of age requirements at a specific classroom (If a classroom has more 4s than 3s, they can enroll 20 kids. If they have more 3s than 4s, they can only enroll 17 kids)

•If a program is nearing the December 1 deadline and has not reached their mandatory 10% disability children

Additional Notes Related to Recruitment & Enrollment:

In order for a child to enroll in Head Start, they must meet 2 criteria: Age and IncomeThe state of KY requires all children in public school to have a valid immunization certificate or exemptionA child cannot be denied enrollment in Head Start for other reasons such as a disability or family refusal to obtain health screeningsYou cannot tell parents that there is any kind of requirement for their child other than an immunization if the age and income is metAt least 90% of the children we enroll must be deemed income eligible or within 30% above the poverty guideline

Additional Notes Related to Recruitment & Enrollment:

At least 10% of the children enrolled in Head Start must have an identified disability with an IEP in placeA child is not automatically eligible for Head Start based on a disabilityWhen a child is accepted in the program, he is given an enrollment slot for the following year as well when he is not old enough to enter KindergartenIf a “returning child” is age eligible for a 3rd year, a new application and Eligibility Verification form must be completed. The child should be given an enrollment slot for the 3rd year regardless of income unless there is a justifiable reason not to. Returning child means that the child was enrolled in the program on the last day of school.

Q. If a child withdrew from your classroom today, and then the parents wanted to reenroll him again next month, would you need a new application on that child?

A. If it has been more than 12 months since the application was completed, you would have to complete a new application and Eligibility Verification form on that child and he would only be enrolled if he had the most points on the eligibility waiting list. Once a child withdraws from the program, he/she does not get any special consideration if they want to return.

Q. Can a family living in West Virginia enroll their child in Pike Head Start?

A. No. We can only enroll children that have a residence in one of our 5 service counties (Floyd, Johnson, Magoffin, Martin, Pike).

Q. If a child will turn 3 years old on October 2, 2013, will he be eligible to enroll in Head Start at the beginning of the year?

A. No. If the child has a diagnosed disability, he would be able to enroll on or after his 3rd birthday because he did not turn 3 by the October 1 cutoff date. If there was no disability, this child could be placed on the waiting list after his birthday but would be a “last resort” enrollment during the year.

Q. What is the maximum number of children that can be enrolled in a Head Start classroom?

A. 20

Q. If a program wants to change a child’s program model from Head Start to KERA, does he have to be terminated on COPA in order to do so?

A. Yes. The child must be terminated, then his program model changed, and then reenrolled.

Q. If there are enough enrollment applications to fill all of our classrooms with income eligible children, can we still enroll some overincome children as long as we meet the 90% income eligible mandate?

A. No. Enrollment selections follow the points received on the waiting list

Q. Can a parent choose whether they want their child to enroll in Head Start or Preschool?

A. No. The Head Start program has a minimum number of “eligible” children that must be enrolled in each county prior to Preschool acceptance.

Q. If a child is at the top of the waiting list for North Magoffin today and there is a vacancy that occurs next week, is that child guaranteed to get that slot?

A. No. Head Start is not a “first come, first served” program. When the program is ready to fill the slot, they must select the child with the greatest need at that time.