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WICAP Head Start In-Kind ACF Guidance & Standards Head Start Act Section 640(b) Grants Administration Manual Section 3.05 January 2008

WICAP Head Start In-Kind ACF Guidance & Standards Head Start Act Section 640(b) Grants Administration Manual Section 3.05 January 2008

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WICAP Head StartIn-Kind

ACF Guidance & Standards Head Start Act Section

640(b)Grants Administration

Manual Section 3.05January 2008

In-Kind ContributionWhat Is In-Kind?

In-kind is donated time, services, goods or materials. The Federal Government provides 80% of our money to operate Head Start. However the government expects parents and community volunteers to contribute the remaining 20% in what we call IN-KIND time instead of money.

Volunteer Services: Volunteer services furnished by current Head Start parents, former Head Start parents, professional and/or technical personnel, consultants, foster grandparents or other community members. – Staff may volunteer time to the program if it is not in the scope of

their regular position’s job requirements. Time (volunteering at the site, socializations, transporting to medical

appointments.)

What is In-Kind? - Continued Space

– Use parent home or area (homeless shelter)– Use of space or building for which we do not pay or pay a

reduced fee

Material goods and supplies– Any donation which will be used by the program

(classroom supplies, kitchen supplies, janitorial supplies, toys for classroom, diapers, clothing for classroom use etc.)

Other (any contribution that does not apply to the other three categories – cash, equipment, etc.)

Why do we report In-Kind?

• Grant requirement:–In Kind must equal 20% of the grant money received from the Federal government. –The amount of in-kind that each site is required to generate is based on the number of children enrolled. –If each family contributes 19 hours per month in the 3 – 5 program and 15 hours per month in prenatal – 3 program, the In-Kind requirement will be met.

If the In-Kind requirement is not met by the program, it could result in a reduction of

program funding.

Who Needs to Report Who Needs to Report In-kind?In-kind?

•It is the responsibility of all staff to generate in-kind including volunteer services to WICAP Head Start.

•All in-kind contributions must be documented.

•In-kind reports are due in the Administration office by the 5th of the month. (For example, January’s in-kind is due Feb 5th)

What are some things that parents

or community volunteers can do?

Kitchen Aide/Food Service

Assist in the Kitchen Picking up Supplies Parents could create a Cookbook with Nutritious

Meals/Snacks to Distribute to Head Start Families.

Donate Supplies.

Classroom Volunteer

• Classroom • Curriculum Planning Committee• Helping Families Support Learning At Home• Reading Is Fundamental• Classroom Preparation

– Materials (Activities families can do at home using simple everyday materials.)

• Making Nametags– Repairing Broken Toys or Books– Donate Supplies

Facilities/Custodial AideFacilities/Custodial Aide

Cleaning: Vacuuming, Dusting, Washing Cleaning: Vacuuming, Dusting, Washing Windows, etc.Windows, etc. Planting, RakingPlanting, Raking PaintingPainting Yard Clean UpYard Clean Up

Maintenance & ConstructionMaintenance & Construction Repair, Upkeep of the Head Start sites.Repair, Upkeep of the Head Start sites.

Field TripsField Trips• Preparation• Planning• Participation: Field Trip Aide

Home Visits

Any Visit Conducted with a Head Start Parent/Guardian. – When conducted in their home, count

both the time and use of the home.– If conducted out of their home (i.e.

park, Head Start site) count only the time.

Activities Based on Goals

Child Goals– The time spent by parents/guardians working on

activities to achieve established child goals.– Parent/Child Education Goal

Family goals– The time spent by parents/guardians working on

activities to achieve established family goal(s)– Home Ownership Goal– Medical Goal- Sign Up for Medicaid– Career Goal

Professional ServicesProfessional Services

Donation of timeDonation of time Discount Rate - Difference between the Discount Rate - Difference between the

Actual Fee and the Fee Charged to Head StartActual Fee and the Fee Charged to Head Start Mental Health ProfessionalMental Health Professional Medical ProvidersMedical Providers Presenters/Trainers/SpeakersPresenters/Trainers/Speakers Architects/ContractorsArchitects/Contractors Legal Services, etc.Legal Services, etc.

Parent Involvement

• Recruitment Time Spent by Head Start Parents and Community Members

• Use of Home• Use of Space for Socialization, Parent

Meetings, Group Activities, etc., not held at Head Start site.

• Donated Materials: School/Office Supplies, Books, Clothing Used in the Classroom for Dramatic Play and/or to keep in the classroom when a change of clothing is needed.

Parent Involvement Cont.

• Material Preparation• Office Work: Answer the Telephone,

Receptionist, Greeter at sites.• Time at the Parent/Teacher Conference• Meeting Preparation: Calling

Parents/Guardians and attending meetings, activities and/or Policy Council

Parent Involvement Cont.

• Parent leadership: Policy Council and/or Parent Committee. Male Involvement, Health Services, Curriculum, Advisory and/or Planning Committees, etc.

• Transportation: • Bus Aide

• To and From Medical Provider Appointments.

Unallowable MatchesUnallowable Matches

Are contributions that DO NOT provide a service to the Are contributions that DO NOT provide a service to the Head Start program such as:Head Start program such as:

The time that parents spend in special programs (GED, The time that parents spend in special programs (GED, college, job training, etc.) college, job training, etc.)

The time spent enrolling one’s own child. The time spent enrolling one’s own child. The time parents spend on fund raising activities. The time parents spend on fund raising activities. Clothing furnished to children and families for personal Clothing furnished to children and families for personal

use.use. Transporting your child to and from a Head Start site.Transporting your child to and from a Head Start site.

WICAP Head Start WICAP Head Start Policy & Procedure A09Policy & Procedure A09

Policy & Procedure A09Policy & Procedure A09

WICAP HEAD START POLICIES AND PROCEDURES Prenatal – 5 Years

POLICY ID: A09 January 04, 2008 CONTENT AREA: Program Management SUBJECT: In-Kind Contributions REGULATIONS: 45 CFR 74.23, 45 CFR 92.24 1301.20 (a)(1)(2)(3)(b)(c), 1301.21, 57 FR 41884 POLICY: Head Start Programs are required to provide 20% of non-federal match (in-kind) for federal grants granted under the Head Start Act to continue to receive Head Start Grants. In-kind is defined as any contribution for which the program would normally pay. All in-kind contributions to WICAP Head Start, such as volunteer services, donation of material goods, space, equipment, professional services, clothing donated for classroom use and the difference between the reduced rate or fee charged to Head Start and the standard rate or fee charged by an individual or professional groups for services. PROCEDURES: 1. Volunteer services are services which are not paid for by the program. Volunteer

services may be furnished by current or former Head Start parents, professional and technical personnel, consultants, foster grandparents and other community members. To count the time of a volunteer, the volunteer must be providing a service to and not receiving a service from the program.

2. The duties of the volunteer are controlled by Head Start. 3. The value of service performed is measurable and the value is based on the type of

service the volunteer provides. For example, if a dentist donates services to the Head Start Program, then that may be the base value of the service on the regular fees/salary the dentist would receive. If the dentist volunteers to provide a different type of service, the dentist volunteer service would be valued based on that type of service.

4. The time parents/guardians spend working with their children during home visits and

the time between home visits parents/guardians spend working with their children on specific planned structure activities to meet the child’s goals is allowable.

5. The time parents/guardians are involved in home visits is allowed as required by the

program and the parent/guardian is the recipient of the service.

In-Kind Contributions Page 2 6. The time parents/guardians spend working on specific structured activities to achieve

their written reasonable and obtainable goals which support the HS family’s experience, *Note these are goals which have been specifically established after the family enrolled into the program. The time parents/guardians spend in special programs, such as GED, literacy, etc., is not allowable because the parent/guardian is not providing a service to the Head Start Program.

7. Donated materials and supplies are any goods or materials donated for use by the

program and shall be valued at fair market value. Clothing used specifically for educational experiences for children (dramatic play, etc.) is allowable. Clothing donated and furnished to children or families for personal use is unallowable. Food donated is allowable when used by the program and not sent home for families use.

8. Space donations may be counted for the use of the home for home visits as in-kind

for the time it is used for planned activities with the child and their family. Space donated or the difference between the regular rate and the rate charged for the space for use by Head Start for planned, structured program activities is allowable.

9. In-kind contributions of equipment and any other donations shall be valued at fair

market value. 10. It is the responsibility of all staff to assure the documentation of in-kind and volunteer

services for WICAP Head Start. 11. Family Services Workers shall maintain a Volunteer Sign-In Record, Form HS-534,

in a designated area clearly marked where parent/guardians enter and leave the site. 12. The time During the enrollment home visit, family orientation, parent

meeting/activities and on-going throughout the year, staff shall assure parents/guardians receive guidance and information as to the importance and reason for signing the volunteer records to enable the program to track all volunteer hours.

13. Any Staff conducting in-home home visits must complete form HS-536 14. Regular volunteers are those individuals who contribute twelve (12) hours a week

every week. Regular volunteers who meet this criterion must complete an individual time sheet form HS-520 and be submitted with the monthly in-kind records.

15. The time spent at home completing the specific activities to meet the goals outlined

by the teacher or Home Base Home Visitor, which support the HS child’s experience and the curriculum used by the program, may be counted as in-kind and shall be documented on HS-535. .

16. Staff of the 3-5 year program option conducting home visits shall document the

specific activities to achieve their family goals on HS-561. 17. Any staff person receiving a donation or contribution shall complete Statement of

Contribution form W-15(a).

In-Kind Contributions Page 3 19. The time spent at home completing the specific activities to meet the goals outlined

by the teacher or Home Base Home Visitor, which support the HS child’s experience and the curriculum used by the program, may be counted as in-kind and shall be documented on HS-535. .

20. Staff of the 3-5 year program option conducting home visits shall document the

specific activities to achieve their family goals on HS-561. 21. Any staff person receiving a donation or contribution shall complete Statement of

Contribution form W-15(a). 22. In-kind contributions from all sources for Early Head Start and Head Start will be

tracked and reported separately. 23. Any Head Start person receiving a donation or contribution shall complete an

Statement of Contribution, form W-15(a), which includes the date and location where the donated service/goods were received, donor’s name and address and signature, an itemized list of the service/goods, value of the service/goods in dollars and cents, and furnish a copy of the W-15(a) if needed or requested to the donor.

24. The Family Service Worker/s will have the primary responsibility to collect all in-kind

documentation records and submit it to the Administration Office by the 5th of each month.

25. There will be a Family Service Worker from each site designated to \collect all in-kind

records. The sites that have EHS will have a designated Family Service Worker from EHS and regular HS collect all in-kind records to be submitted to the Administration office.

26. The Home Base Home Visitors not located at a site will maintain a record of all in-

kind documentation and submit it to the Administration Office by the 5th of each month.

27. The Program Management Coordinator will monitor the process to assure all in-kind

reports are received and entered monthly. 28. The Early Head Start and Head Start in-kind will be tracked separately and the totals

combined for monthly and annual cumulative totals.

29. The Data Entry Technician at the Administration Office shall enter all in kind records and generate a monthly report to be distributed to the Executive Director, Chief Financial Officer, Head Start Director, all Coordinators, and site supervisors.

30. The Chief Financial Officer will report the non-federal share (in-kind) on the monthly

Policy Council and the WICAP Board of Directors monthly report.

In-Kind Reporting Forms•HS-520

•Regular Volunteer Time Sheet – For volunteers who volunteer 12 hours per week every week.

•HS-534

•Volunteer Sign-In Record

•HS-535

•Family/Child Goal In-Kind Record

•HS-536

•In-Kind Use of Home/Home Visit Documentation

•HS-561

•Family Goal In-Kind Record

•W-15(a)

•Statement of Contribution – Head Start

All information must be completed legibly. If it can not be read, it can not be counted.

In-Kind Reporting Forms

Documentation of In-Kind

WICAP Head StartWICAP Head StartDocumentation of In-Kind (Cont.)Documentation of In-Kind (Cont.)

HS 520HS 520 Regular Volunteer Time SheetRegular Volunteer Time Sheet

This form is to be used for regular volunteers This form is to be used for regular volunteers ONLY. A regular volunteer is defined as any ONLY. A regular volunteer is defined as any

person volunteering 12 or more hours person volunteering 12 or more hours everyevery week.week.

This form must be signed by the volunteer and the This form must be signed by the volunteer and the original submitted to the Administration office by original submitted to the Administration office by the 5the 5thth of every month. of every month.

HS-534 - Volunteer Sign-In Record is used forHS-534 - Volunteer Sign-In Record is used for

Volunteers documenting their time at the centerVolunteers documenting their time at the center

ClassroomClassroom

Kitchen AideKitchen Aide

MaintenanceMaintenance

Foster GrandparentFoster Grandparent

Parent Teacher ConferencesParent Teacher Conferences

ReceptionistReceptionist

Preparing classroom materialsPreparing classroom materials

Preparing materials for parent activitiesPreparing materials for parent activities

WICAP Head Start

Documentation of In-Kind - Continued

HS-535 – Family/Child Goal In-Kind Record is used for:HS-535 – Family/Child Goal In-Kind Record is used for:

Recording the dates and time spent working on pre-Recording the dates and time spent working on pre-defined goals at home.defined goals at home.

This form must be signed by the parent/guardian and the This form must be signed by the parent/guardian and the original submitted to the Administration office by the 5original submitted to the Administration office by the 5thth of of each month.each month.

The goal sheet must be completed weekly.The goal sheet must be completed weekly.

COPIES OF PARENT/GUARDIAN SIGNATURES ARE NOT COPIES OF PARENT/GUARDIAN SIGNATURES ARE NOT ALLOWEDALLOWED

WICAP Head Start

Documentation of In-Kind - Continued

HS-536 - In-Kind Use of Home/Home Visit Documentation is used for documenting Home Visits

•If both parents attended, put both names on the form, preferably on the same line and do not enter on any other forms.

Put the length of the home visit.

Example: If both parents attended, and the home visit lasted 1 hour, the total length of the visit is 1 hour.

Fill in the Use of Home column if the home visit was done at the parent’s home

The Use of Home value is currently $1.50

NOTE: If the Use of Home column is left empty, you will not receive credit for it.

WICAP Head Start

Documentation of In-Kind - Continued

WICAP Head Start

Documentation of In-Kind - Continued

•HS-561 Family Goal Sheet (Center Base)

•Use one sheet per goal

•Goal sheet must be signed by the parent/guardian and the original submitted to the Administration office by the 5th of each month.

W-15(a) - Statement of ContributionW-15(a) - Statement of Contribution

Used for donations when:Used for donations when:

the donor wants a receiptthe donor wants a receipt

the donor plans to claim a tax deduction.the donor plans to claim a tax deduction.

We keep the original, give a copy to the donorWe keep the original, give a copy to the donor

This form must be signed by the donorThis form must be signed by the donor

The donation must be specificThe donation must be specific

WICAP Head Start

Documentation of In-Kind - Continued

WICAP HEAD START REGULAR VOLUNTEER TIME SHEET

P-5 YEARS Site: Month/Year: Volunteer Full Name (Please PRINT): This form is to be used for regular volunteers only. A regular volunteer is defined as any person volunteering 12 or more hours every week. Date Time In Time Out Activity

I certify that the above information is correct: Volunteer Signature: Date:

WICAP HEAD START VOLUNTEER SIGN-IN RECORD

Prenatal – 5 Years

Adams County Marble Front Payette Administration Marble Front EHS Payette EHS Boise County Marsing Weiser Donnelly Happy Day Wilder Emmett Happy Day EHS

Event: Month/Year: _____________________ (Parent meeting, socialization etc.)

Date/ Fecha

Parent Name/ Nombre **Please Print**

Is/Was Head Start Parent Yes or No

Activity/ Actividad Time In Time Out Total Time

WICAP HEAD START FAMILY/CHILD IN-KIND GOAL RECORD

Prenatal – 5 Years

Site: Staff Name: Date: Family Name: First Last Child Name: First Last Child’s Goals: Social/Emotional Goal: M T W T F S S

Activities Date

1.

Time Spent

2.

Time Spent

3.

Time Spent

Weekly Total Physical Goal: M T W T F S S

Activities Date

1.

Time Spent

2.

Time Spent

3.

Time Spent

Weekly Total Cognitive Goal: M T W T F S S

Activities Date

1.

Time Spent

2.

Time Spent

3.

Time Spent

Weekly Total Language/Literacy Goal: M T W T F S S

Activities Date

1.

Time Spent

2.

Time Spent

3.

Time Spent

Weekly Total

TOTAL TIME FOR CHILD GOALS

If Applicable IEP/IFSP Goal: M T W T F S S

Activities Date

1.

Time Spent

2.

Time Spent

3.

Time Spent

Weekly Total

HOME BASE/COMBO ONLY

Family Goal: M T W T F S S Activities Date

1.

Time Spent

2.

Time Spent

3.

Time Spent

Weekly Total

PARENT OBSERVATIONS

SOCIAL/ EMOTIONAL PHYSICAL

COGNITIVE LANGUAGE/ LITERACY

Parent Signature: _____________________________________ Date: ____________________________

WICAP HEAD START IN-KIND USE OF HOME/HOME VISIT

DOCUMENTATION Prenatal - 5 Years

Adams County Marble Front Payette Administration Marble Front EHS Payette EHS Boise County Marsing Weiser Donnelly Happy Day Wilder Emmett Happy Day EHS

This form is to be used for in-home home visits only. Date OF

HV (mm/dd/yy)

Parent/Guardian’s Full Name (Please Print)

Length of Home Visit

Use of Home Value

(1.50 per home Visit)

Staff Member’s Signature

WICAP HEAD START STATEMENT OF CONTRIBUTION

P-5 YEARS In accordance with Internal Revenue Code #170 (f) (8), the valuation of any Date of contribution: property donated is the responsibility of the person making the gift. The person listed below has donated goods to the above named agency. WICAP Dept. receiving donation: Head Start did not provide any goods or services in consideration for the gift. Site: Name Address Signature of Donor Signature of Agency Representative Date

Description of Contribution

Items

Cost per Item

Total Value

TOTAL

Frequently Asked QuestionsFrequently Asked QuestionsCan In-Kind from a previous month, which did not get included in the current report, be reported?

Yes!

Help – Reporting Requirements

Completing In-kind forms and reports must be legible, names, etc., if it can not be read, it can not be counted.

Are family/child goals clearly stated?

Are family/child activities clearly stated and do they support the goal(s)?