southern seven head start/early head start · applying for early head start/head start can be a...

Southern Seven Head Start/Early Head Start

Created by the ERSEA Team January, 2015

Intake Handbook, 04/15, sg/rm 2

Table of Contents

Intake Flow Chart..........................................................................................................................3 Parent Engagement in the Application/Enrollment Process ..........................................................4 Intake Process ..............................................................................................................................5 Information Worksheet ..................................................................................................................6 Friendly Reminder Letter ..............................................................................................................8 Friendly Reminder Letter (Spanish Version) ............................................................................... 10 Best Practices for Interviewing ................................................................................................... 11 Determining Family Size ............................................................................................................. 12 Income Tip Sheet........................................................................................................................ 13 Family Income ............................................................................................................................ 15 Compliance Certification Form ................................................................................................... 16 Working With Families in Foster Care ........................................................................................ 17 Living Situation Survey Form ...................................................................................................... 18 0 Income Affidavit ....................................................................................................................... 20 Income Worksheet ...................................................................................................................... 22 Intake Follow Up Letter ............................................................................................................... 23 Selection Criteria Form ............................................................................................................... 24 Recruitment Roster ..................................................................................................................... 25 Frequently Asked Questions Cited From ECLKC ....................................................................... 26 Standards of Conduct ................................................................................................................. 36


Intake Flow Chart


Parent Engagement in the Application/Enrollment Process Applying for Early Head Start/Head Start can be a very frustrating, lengthy experience. The most effective customer friendly process is for a knowledgeable person to assist with filling out the application. The application process is a great way for parents and staff to make a positive connection. However, we don’t get a second chance on a first impression. Staff should be prepared, friendly and not rushed. Let’s review the checklist below and see how we rate. We always have forms in English and other languages, and have an interpreter on-hand

to help with the application. We give ample time for the application process; we do not rush. We fill out the application with the parent in a private area, free of interruptions, doorbells,

telephones. We only allow staff members who understand every item of the application to help

parents with the application. We never send an application out in the mail. We do not require medicals and dentals with the application. We do not take social security numbers with the application. We never use forms that are copied poorly or stapled incorrectly.

Once applications are fully processed, the family is selected (or not) and notified of acceptance (or waitlist). At that point the family is technically enrolled in the program. Now that the parent is enrolled, are we taking advantage of their excitement about their child’s Early Head Start/Head Start experience? Have you ever considered this?

• Provide returning Parent Committee Chair with newly enrolled parent contact information. • Send sample newsletters home for parents to read. • Find out what skills, resources, and talents parents or other family members have; see if

they would share with the program. • Others?

Taken from T/TAS, WKU, 2011


Intake Process

1305.5 (b) – “the program must assist families in filling out the application form in order to assure that all information needed for selection is completed.” As of February 1, 2011 all applications for Southern Seven Early Head Start/Head Start are completed during an Intake Process. On flyers, parents are requested to call for an appointment. When a family calls: 1) Complete an Information Worksheet. 2) Set an Intake Appointment at a time that is convenient for the family; all efforts are made to

complete the Intake within one week of initial contact. 3) Ask family if they prefer the Intake Appointment occurs at their home, site, or other location. 4) Mail an “Appointment Reminder” to the family to include items needed for the Intake. When a family walks in: 1) Complete an Information Worksheet. 2) If Intake Staff is available, begin the application process. 3) If Intake Staff is not available, schedule an Intake Appointment at family’s home, site, or

other location. 4) Provide “Appointment Reminder” to the family to include items needed for the Intake. 5) DO NOT TURN ANYONE AWAY, WITHOUT AT LEAST BEGINNING THE PROCESS!

If a staff member would like to apply for their child, the Intake will need to be completed by an Administrative Office Staff Person.

ITEMS NEEDED FOR INTAKE APPOINTMENT:

Child’s Birth Certificate - If family has original certified birth certificate, please bring that

and we will make a copy. If family does not have original, please bring hospital certificate.

Income Documentation – Income Tax Form (1040), W-2s, two current pay stubs,

written statements from employers, documentation showing current status of SSI/TANF, child support, alimony, scholarships/grants, Social Security, etc.

IEP/IFSP (if applicable) – If child has a suspected disability, to receive additional

selection criteria points, we must have written documentation from a professional. Health Records (if available) – immunization record, physical/dental exams, medical

card, etc. Other Information (if applicable) – Referrals from Social Service Agency (s), foster care

placement, custody/guardianship documentation, etc. *If family is homeless, the above documentation is not needed at time of Intake.


Southern Seven Head Start/Early Head Start INFORMATION WORKSHEET

0 Center Based Location _________________________

0 Early Head Start Location _______________________

0 Home Based Location __________________________

Date: ______________________

Parent or Legal Guardian’s Name: __________________________________________________________________

Street Address: _________________________________________________________________________________

Mailing Address (if different): _____________________________________________________________________

City: __________________________ State: __________ Zip: _____________ County: ___________________

Phone: ( ) ____-______ Home / Cell / Message (circle one) ( ) ____-______ Work / School (circle one)

Would you prefer that your appointment occur at your home, the Head Start Center, or other location?

______________________________________________________________________________________________

Are you employed? Yes / No (circle one) Do you attend school? Yes / No (circle one)

Are you receiving SSI or TANF Benefits? Yes / No (circle one)

Child’s Name: _________________________ Date of Birth: ____ / ____ / ____ Child’s Name: _________________________ Date of Birth: ____ / ____ / ____ Child’s Name: _________________________ Date of Birth: ____ / ____ / ____ Southern Seven Head Start offers an array of program options in Alexander, Hardin, Johnson, Massac, Pope, Pulaski and Union County. To find out more about the program options or have any questions, please call 1-800-698-4820. Mail this form to: Southern Seven Head Start You may drop off at any Southern Attn: Enrollment Seven Head Start and/or Health 37 Rustic Campus Drive OR Department Clinic Ullin, IL 62992 FOR OFFICE USE ONLY: Intake Appointment: Date:_________________ Time:_________________ Location:_______________________ *Provide Parent with appointment reminder.


Follow – Up Contact

DATE

FOCUS

NOTES


FOCUS CODE: HV=Home Visit L=Letter PC=Phone Call R=Referral WI=Walk In FTF=Face to Face

Friendly Reminder

Date: ________________________ Dear _____________________________, Thank you for your recent inquiry into our Head Start Program and your interest in enrolling your child. We are sending you a friendly reminder of your appointment time for meeting with staff to complete the application process. Your appointment is _________________________ at____________________________. (date/time) (location) It is important to bring the information below to complete your application process. If you have any questions or concerns, please feel to contact the center at ___________________.


Sincerely,

Items Need for Intake Appointment: Child’s Birth Certificate - If family has original certified birth certificate, please bring that and we will

make a copy. If family does not have original, please bring hospital certificate. Income Documentation – Income Tax Form (1040), W-2s, two current pay stubs, written

statements from employers, documentation showing current status of SSI/TANF, child support, alimony, scholarships/grants, Social Security, etc.

If you have the following available please bring:

IEP/IFSP (if applicable) – If child has a suspected disability, to receive additional selection criteria points, we must have written documentation from a professional.

Health Records (if available) – immunization record, physical/dental exams, medical card, etc. Other Information (if applicable) – Referrals from Social Service Agency (s), foster care placement,

custody/guardianship documentation, etc.


Recordatorio Amistoso

Fecha: ________________________ Estimado: ________________________, Gracias por su reciente investigación sobre nuestro programa de Head Start y su interés en inscribir a su hijo. Enviamos un recordatorio amigable de su cita para reunirse con el personal y completar el proceso de la aplicación. La Citaes es ___________________________ en_____________________________. (el dia y la hora) (la ubicación) Es importante que traiga la información que le pedimos abajo para completar su proceso de aplicación. Si tiene alguna pregunta o inquietud, por favor, llame al centro al ___________________. Atentamente,

Las cosas que necesita traer el día de la cita: Certificado de nacimiento del niño - si la familia tiene el certificado de nacimiento original por favor

tráigalo y le haremos una copia. Si la familia no tiene el acta de nacimiento puede traer el certificado del hospital.

Documentación de ingresos : formulario de impuesto(1040), W-2, dos talones de cheque, o por escrito una carta de su empleadores, el estado actual de la documentación que muestra de SSI/TANF, pensión alimenticia, manutención, becas y subvenciones, Seguridad Social, etc.

Si usted tiene los siguientes disponibles por favor traiga: IEP/IFSP (si procede): si el niño tiene una discapacidad sospechosa, para recibir puntos de criterios

de selección adicionales, tiene que tener una carta por escrito de un profesor. Registros de salud (si está disponible): registro de inmunización, exámenes físicos/dental, tarjeta

médica, etc. Otra información (si procede): referencias de Agencia de servicio Social (s), custodia y tutela

documentación, etc.


Best Practices for Interviewing

Make sure to make the family comfortable (adult chair, activities for younger children, offer a drink, etc.)

Explain a little bit about Head Start (philosophy, expectations, income guidelines, site specific information such as transportation, hours, meals, etc.)

Try to make it more conversation based versus question/answer format. Be careful on word choices to avoid parents assuming that their child has been accepted

prior to selection process. Learn the family “story” prior to begin filling out the application. Interview don’t investigate! Use this opportunity to begin building a relationship. If applicant is a family member or close friend, ask a co-worker to complete Intake due to

the eligibility requirements. Staff complete the application (pgs 1-3) based on the family’s responses. All blanks must

be completed. Please print and write neatly. The remainder of the application may be completed by the parent during the appointment.

Household Size and Family Size can be different. Prior to completing pages 1-2, you will need to determine the family size. Some questions that may be helpful: Tell me about your family. How many adults and children do you have in your household? How are these individuals related to you and your child?

Additional questions that will need to be asked in order to calculate income correctly: Tell me a little about your family income. Are there any additional sources of income provided to your family (child support, SSI,

Social Security, self-employment, TANF, grants, scholarships, etc.)? How often do you get paid and do these paystubs reflect a typical pay, if not explain? How long have you been employed by this employer?

At the conclusion of the intake: Review the results with the family to ensure accuracy prior to family signing application. Explain the selection procedure (provide Intake Follow Up Letter).

DO NOT GUARANTEE FAMILY A SLOT!

LISTEN TO “THEIR STORY”


DETERMINING FAMILY SIZE 1305.2 (e) “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.” This definition has two important parts. In order to be considered a member of the family, a person must meet both parts one and two of the definition. If the child is in Foster Care a family will consist of one member. For example: A parent has two children – a four- year- old and a one-year-old. She wants to enroll the four-year-old into the Head Start program. She is living with her boyfriend, who is the father of the one-year-old but not the father of the four-year-old. Based on the definition of family in this regulation, the four-year-old family is a family of three. The boyfriend is not counted because he does not meet 1305.2 (e)(2). However, if family was applying for the one-year-old, it is a family of four. If applying for prenatal services for the purpose of determining eligibility based on family income, the pregnant woman is counted as two members of the household. OHS – PC – I – 025 (ECLKC) For the purpose of determining eligibility based on family income how is a pregnant woman counted? An IM from 2002 says to count the pregnant woman as 2 members of the household – can you please clarify? The 2002 IM was in reference only to enrolling children in an Early Head Start program. In that situation, the only reason the pregnant mother would be enrolled would be because of the program’s intent to enroll her child and, for that reason, a pregnant mother was to be counted as a family of two for purposes of determining Head Start income eligibility.

In the case of a family wishing to enroll their child in a Head Start program (i.e. a 3 or 4 year old) the family’s actual size as of the time of recruitment should be used in determining eligibility.

Requirement 45 CFR 1305.2(e); 45 CFR 1305.2(j); 45 CFR 1305.2(l)

May 22, 2007


INCOME TIP SHEET

If family provides income documentation with social security numbers or bank account information, please black out this information in front of the family so that they know we do not have this confidential information. If the family submits a copy

of their taxes, please use total income for calculation purposes.

Income is: Income is not: Cash receipts before taxes; net income from farm or self-employment

Capital gains

Money wages or salary before deductions Assets drawn down as withdrawals from a bank

Regular payments from Social Security or railroad retirement

Sale of property

Payments from unemployment compensation Tax refunds Strike benefits from union funds Gifts Workers’ Compensation Loans Veterans benefits Lump-sum inheritance Public Assistance (TANF & SSI) Medicaid Training Stipends Medicare Alimony Food Stamps Child support School Lunches Military family allotments Housing Assistance Other regular support from an absent family member or someone not living in the household

College or university scholarships, grants, fellowships, and assistantships

Net gambling or lottery winnings The period of time to be considered for eligibility is:

1) the twelve months immediately preceding the month in which the application or reapplication for enrollment of a child in a Head Start program is made,

2) or for the calendar year immediately preceding the calendar year in which the application is made, whichever more accurately reflects the family’s current needs.

3) See following page.


OHS – PC – I –OO8 - ECLKC Can a Head Start program enroll, as income eligible, a child whose family’s income was above the poverty line in both the preceding twelve months and in the preceding calendar year, but whose situation has significantly changed so that looking at current income, the family is income eligible? Yes. The language in section 645(a) of the Head Start Act that allows grantees to consider either the income of the last 12 months or of the preceding calendar year was not intended to suggest those were the only two time periods that could be considered in determining income eligibility. Consistent with the text of the statute, Head Start programs are permitted to consider, at the time of enrollment, information that most accurately reflects the needs of the family.

If neither the last 12 months or the preceding calendar year now accurately represents the family’s current situation (perhaps, for example, because the parent is now unemployed) then the Head Start program should use its judgment in deciding if it seems likely that the current situation more accurately reflects the family’s likely economic status during the period of the child’s Head Start enrollment.

In this situation, the file should contain as required by 45 CFR 1305.4(e), a signed statement by an employee of the Head Start program identifying the documents examined, an explanation of what data was used to determine eligibility, the program’s justification for determining that the child is income eligible, and a statement that the child is eligible to participate in the program.

Requirement Sec. 645(a) of the Head Start Act; 45 CFR 1305.4(e)

April 23, 2007

1) Complete Compliance Certification with family (which includes reviewing definition of income).

2) Complete Income Worksheet in its entirety.

3) If any family member is currently receiving TANF or SSI Benefits, no calculations are needed.

4) If a child is in foster care, no calculations are needed.

Calculation Formulas

Annual (12 Month) Income Monthly Income Weekly Pay X 52 Pays = Year Weekly Pay X 4.33 = Month Bi Weekly Pay X 26 Pays = Year Bi Weekly Pay X 2.15 = Month Bi Monthly Pay X 24 Pays = Year Monthly Pay X 12 Pays = Year


2015 FAMILY INCOME .

FAMILY SIZE

Income Eligible Over Income 100-75% Below

75-50% Below

50-25% Below

25-0% Below

1-30% Above

30-50% Above

50% & Over

1 0 - 2,942 2,943 – 5,884 5,885 - 8,827 8,828 – 11,770 11,771 - 15,301 15,302 - 17,655 17,656 & Above

2 0 - 3,982 3,983 - 7,964 7,965 - 11,947 11,948 - 15,930 15,931 - 20,709 20,710 - 23,895 23,896 & Above

3 0 – 5,022 5,023 - 10,044 10,045 - 15,067 15,068 - 20,090 20,091 - 26,117 26,118 - 30,135 30,136 & Above

4 0 – 6,062 6,063 - 12,124 12,125 - 18,187 18,188 - 24,250 24,251 - 31,525 31,526 - 36,375 36,376 & Above

5 0 – 7,102 7,103 - 14,204 14,205 - 21,307 21,308 - 28,410 28,411 - 36,933 36,934 - 42,615 42,616 & Above

6 0 – 8,142 8,143 - 16,284 16,285 - 24,427 24,428 - 32,570 32,571 - 42,341 42,342 - 48,855 48,856 & Above

7 0 - 9,182 9,183 - 18,364 18,365 - 27,547 27,548 - 36,730 36,731 - 47,749 47,750 - 55,095 55,096 & Above

8 0 - 10,222 10,223 - 20,444 20,445 - 30,667 30,668 - 40,890 40,891 - 53,157 53,158 – 61,335 61,336 & Above

For families with more than 8 persons, add $4,160 for each additional person.


Southern Seven Head Start/Early Head Start COMPLIANCE CERTIFICATION FORM

Eligibility and Selection Process Head Start is funded for families that fall below the income guidelines, those that are homeless, receive public assistance (TANF and/or SSI), and for children in foster care. Up to ten percent of families can be from families that are over income but only after all of the income eligible families are served. Families are selected for the program based on selection criteria points found on the back side of this form to ensure that families with the greatest need receive top priority. Children with disabilities are also a priority for enrollment.

2015 Federal Income Guidelines Persons in Family Poverty Guideline

1 $11,770 2 $15,930 3 $20,090 4 $24,250 5 $28,410 6 $32,570 7 $36,730 8 $40,890

The Head Start definition of income has been shared with me by ________________________. Staff Name By signing this form I certify to the best of my knowledge and belief that all information in the application and income submitted is true and accurate. I further understand that this is an application for services that are paid for with federal funds and that intentionally providing misleading, inaccurate, or untruthful information of a material nature could result in disenrolling my child from Early Head Start/Head Start and could have serious legal consequences for me. ____________________________________ ____________________________ Parent/Guardian’s Signature Date -------------------------------------------------------------------------------------------------------------------------------- For Office Use Only I have reviewed the information provided to me from the applicant and have submitted the application with income and birth certificate to the ERSEA Manager. ____________________________________ ____________________________ Staff Signature Date


Southern Seven Head Start/Early Head Start WORKING WITH FAMILIES IN FOSTER CARE

Steps for the In-Take Process for Children in Foster Care:

• Application and Foster Care Contact Information Form are completed. • Certified Birth Certificate is obtained (if available). • Case Notes indicate that child is in Foster Care. • Application is submitted to ERSEA Manager and forwarded to Social Services

Coordinator.

Steps for the Social Services Coordinator: • Contact the Caseworker noted on the Foster Care Contact Information Form.

o Send child’s Pick-Up List via fax to Caseworker to verify. o Send Application Consent Forms via fax to Caseworker to obtain DCFS

Signatures. o Request Court Documentation to verify placement. o Request child welfare agency referral for child.

• Contact Caseworker to obtain Certified Birth Certificate (if one is not present). • Case Note all information in the file.

Things to Remember:

• Parent Coordinator should contact Caseworker as soon after acceptance as possible.

• Caseworker should be invited to Parent/Teacher Conferences, Home Visits, Partnership Building Meetings, etc.

• Parent Coordinator should document efforts made with the Caseworker. • A Parent may regain custody of their child (to be in the physical care of) but the

state still maintains legal guardianship of the child. • All consents including pick-up list have to be signed off on by DCFS. • Only prior authorization from the Caseworker will be accepted when dropping a

child from Head Start/Early Head Start.


FOSTER CARE CONTACT INFORMATION Child’s Name: Date of Birth: Foster Parent Name: Relationship to Child: Center Attending:

Child Protective Services Agency: (DCFS, Lutheran Social Services, Chritas Family Solutions, Illinois Mentor, etc.) Caseworker’s Name: Phone Number/Ext.:


Southern Seven Head Start/Early Head Start LIVING SITUATION SURVEY

Child’s Name: ________________________________ Date of Birth: __________________ Parent/Guardian Name(s): _______________________________________________________ Instructions: Each family who qualifies for Early Head Start/Head Start Services due to being homeless must be assisted by assessing their current living situation. What phone number should we use to reach you or leave a message for you (this number may be different than what is listed on the Emergency Release Form)? Phone Number 1: _____________________________ Phone Number 2: _______________ Contact Person’s Name: ________________________________________________________ Where do you want us to send your mail? ___________________________________________ History

• How did you lose your housing? Eviction Destruction / Damage Condemned / Uninhabitable Lease / Rental Agreement Violation Economic Hardship Other: ______________________________________________________________

• Contributing factor(s) to homelessness (check all that apply) Addiction / Substance Abuse Physical / Mental Disability Divorce / Family Break Up Unable to pay rent / mortgage Domestic Violence Unemployment Illness Loss of TANF Jail / Incarceration Moved to seek work Other: ______________________________________________________________

• Where were you living right before this place? _________________________________

• Why did you leave? ______________________________________________________

• How long did you live in your last place? ______________________________________

• How many times in the past year have you moved? _____________________________

Current Situation • Current living situation: Emergency Shelter Transitional Housing Domestic Violence Shelter Car, Camper, Etc. On the Street Relative Friend / Acquaintance Shared Housing Motel / Hotel / Campground Other: _____________________

• Is your current living situation temporary or long term? ___________________________


• How long will you be at your current location? __________________________________ • Why are you staying in your current location? __________________________________

• Where would you go if you couldn’t stay where you are currently at? ________________

• Could your friends / relatives ask you to leave if they wanted to? ___________________

• Do you stay in the same place every night? ___________________________________

Other Needs

• Are you aware of the services and rights available to you and your child(ren) because you lost your home? ______________________________________________________

• Do you have any current personal needs? Medical / Dental Care Eye Glasses Mental Health Services Clothing Personal Care Items Food Household Goods Other: _____________________

Future Plans • Are you looking for permanent housing? ______________________________________

• If so, where? ____________________________________________________________

• Are you looking for another place to live (this could be another temporary living situation)?

______________________________________________________________________

• What prevents you from getting into permanent housing? _________________________

• What efforts have you made to address those barriers? __________________________

• What school will your child attend when they leave Head Start? ____________________

• How can Head Start assist you? ____________________________________________ Staff Signature: _________________________________ Date:___________________ Family has been provided with: Name of Homeless Liaison in the Family’s School District (current and any possible

future districts) Copy of their rights under the McKinney Vento Act (What You Need to Know to Help

Your Child in School booklet) Community Resource Directory External Referral(s), if applicable

Information still needed to complete the application: Proof of Birth Meets homeless eligibility: Yes No Administrative Approval: __________________________ Date:___________________



“0” INCOME AFFIDAVIT

Child’s Name: ________________________________ Center: _______________________ Please help us understand how you have been managing with little or no income by answering each question. 1) Do you receive money on a regular basis (circle one)? Yes No If yes, how often do you receive it and from what source do you receive it? 2) How have you been paying your expenses the last 12 months? 3) How have you been paying for your rent/house payment, utilities, food, and transportation expenses? Place of last employment? Name: ___________________________________ Telephone: _______________________ Address: _________________________________ Last day of work ______/______/______ City: _____________________________________ State: ____________________________ If you sold merchandise to pay bills: What type of merchandise? How much did you receive? _________________________________________ $ _______________________________ _________________________________________ $ _______________________________ If friends and relatives have been giving financial support, you must list their names, address, telephone numbers and the dollar amount that they have contributed. Verification of support form(s) must be completed (see back of form). I understand that this is an application for services that are paid for with federal funds and that intentionally providing misleading, inaccurate or untruthful information of a material nature could result in disenrolling my child from Early Head Start/Head Start and could have serious legal consequences for me. ____________________________________ ___________________________ Signature Staff Signature ____________________________________ ___________________________ Date Date


Southern Seven Head Start/Early Head Start VERIFICATION OF SUPPORT

Child’s Name:___________________________ Center:_____________________ Name: ________________________________________________________________ Relationship: __________________________________________________________ Address: ______________________________________________________________ Phone: _______________________________________________________________ Dollar Amount: $ _________ (circle one) One Time Payment Weekly Monthly Yearly Other: _________________________________________ _______________________________________ _____________________ Signature (person providing financial support) Date


Southern Seven Head Start/Early Head Start Income Worksheet

Child’s Name (last, first): (as it appears on birth verification) Mother’s Name (if prenatal):

Notes related to family size: Family Size: Income Sources used for Verification: Income Notes and Math Computation: Show all work and use PENCIL for computation. For additional space, please use back of this page. Annual Income: Period of Time Considered for Eligibility:

12 months preceding the month the application was made. Previous calendar year Categorically Eligible (Foster Care/Homeless) Public Assistance (TANF/SSI) Or information that most accurately reflects the needs of the family. i.e. Family is now unemployed (must include documentation on why this was used below):

Staff Signature Title Date ERSEA Signature Date Reviewed


Intake Follow Up Letter Date (Fecha): _________________________ Dear (Estimado) _______________________________, Thank you for taking the time to complete the application process with Southern Seven Head Start. All applications for entrance into the program must go through a selection process which helps to serve those children and families most in need of our services. This selection process is now underway. We will inform you as soon as possible whether or not your child has been selected for enrollment. If your child is selected we will let you know what steps are required for completion for the enrollment process. Should your child not be selected, we will place your child on the waitlist until a slot becomes available. If you have any questions or concerns, please feel free to contact the center at the number listed above or our Administrative Office at 1-800-698-4820 or 618-634-9340. We look forward to working with you and your family. Sincerely; Southern Seven Head Start

Gracias por tomar el tiempo para completar el proceso de la aplicación con (Southern Seven Head Start). Todas las solicitudes de entrada en el programa deben pasar por un proceso de selección que ayuda a servir a los niños y familias mas necesitadas para nuestros servicios. Este proceso de selección ya esta en marcha.

Le informaremos lo antes posible si su hijo ha sido seleccionado para la inscripción. Si su hijo/a esta seleccionado nos permitirá saber que pasos son necesarios para completar el proceso de inscripción. Si su hijo no fue seleccionado, lo colocaremos en la lista de espera hasta que un lugar este disponible.

Si tiene alguna pregunta o inquietud, no dude en contactarnos al 1-800-698-4820 o 618-634-9340. Estamos deseosos de trabajar con usted y su familia.


Southern Seven Head Start/Early Head Start 2015 - 2016 SELECTION CRITERIA

CHILD’S NAME (Last, First):

AGE (maximum 95 points) Subtotal Age Points:

HS - Child is 4 (or will turn 4) by 9/1/15 95 HS - Child is Transitioning from EHS 85

HS - Child is 3 (or will turn 3) by 9/1/15 (and did not attend EHS) 75 HS - Child turned 3 (or will turn 3) after 9/1/15 45

EHS - Birth to 12 Months 95 EHS - 12 – 24 Months 75 EHS - 24 – 30 Months 55

EHS - 30-36 Months 15

INCOME (maximum 95 points) Subtotal Income Points:

TANF/SSI/Foster/Homeless 95 Low Income 100 - 75% Below Poverty Guidelines 95 Low Income 75 – 50% Below Poverty Guidelines 85 Low Income 50 – 25% Below Poverty Guidelines 75

Low Income 25 – 0% Below Poverty Guidelines 65 Near Low Income 1 – 30% Over Poverty Guidelines* 25

Over Income 30 – 50% Over Poverty Guidelines 15 Over Income 50% and Over Poverty Guidelines 5

* Near Low Income is counted as over income. OTHER FACTORS (maximum 95 points) (Derived from the Community Assessment)

Subtotal Other Factor Points:

Teen Parent 40 Referral from Social Service Agency 30

Incarcerated Parent 30 Child on Wait List from Last Program Year 30

Parent in School or Training 20 Parent Loss of Job or Dislocated Worker 20

Parent less than High School Diploma or less than a GED 20 Active Military Family or Veteran 20

Doubled Up (Providing housing of other persons due to loss of housing) 20 Parent w/Disability 20

English is Second Language 10

DISABILITY (maximum 95 points) Subtotal Disability Points:

Diagnosed Disability (IEP/IFSP) 95 Potential Disability (documentation by a professional) 65

PARENTAL STATUS (maximum 95 points) Subtotal Parental Status Points:

Foster Parent 95 Lives w/Guardian 75

One Parent in Household 65 Two Parents in Household 45

PRIORITY (maximum 95 points) Subtotal Priority Points:

Homeless (McKinney Vento Homeless Act) 95

GRAND TOTAL:

Completed By: Date:

ERSEA Reviewed By: Date: Date Approved by Policy Council: 01/12/15 Date Approved by Board of Health:


Recruitment Roster Month: (Site Name) Week Ending:

Child’s Name (Last Name, First Name)

Age As of 9/1/15

Family Requesting

Site Name or HB

Income

Eligible Over

*Disability

(Y or N)

Thank You

Letter

1

2

3

4

5

6

7

8

9

10

11

12

*Disability – for HS must have IEP or for EHS must have IFSP included in file.


Frequently Asked Questions Cited From ECLKC OHS – PC – I – 002 Which government programs qualify as public assistance for determining Head Start eligibility? Temporary Assistance to Needy Families (TANF) and Supplemental Security Income (SSI) are the only two programs which qualify as public assistance for determining Head Start eligibility. For more information on TANF please see Program Instruction ACYF-PI-99-06. For additional information on SSI please see OHS – PC – I – 016.

Requirement Sec. 645(a) of the Head Start Act March 15, 2007 Revised April 27, 2007

OHS – PC – I – 005 When a child's divorced mother and father have been given joint custody of the child, how is the child's income eligibility for Head Start determined? If either of the child’s parents is receiving public assistance, the child should be considered income eligible. If this is not the case, the Head Start program should determine if one of the parents is paying any child support to the other parent. If that is the case, the income of the parent receiving the child support* should be used for determining income eligibility. If neither parent is providing any child support to the other, the Head Start program should count half of each parent’s income and the sum of these two should be used by the program in determining whether or not the child is low-income.

*Child support payments need to be considered as income when determining the parent’s total income.

Informal Guidance March 1, 2007

OHS – PC – I – 010 Is Veterans Disability considered the same way that SSI or Social Security is when determining income? In order to be eligible for Head Start, children must be from families with incomes below the poverty line or families receiving public assistance. Public assistance is defined as either SSI or TANF (See ACYF-PI-HS-99-06 for a further discussion of public assistance.) Veterans’ disability payments are not, for Head Start purposes, considered to be public assistance and are generally considered as income, with the exception of certain disability payments made to the disabled children of Vietnam veterans, as prescribed by the Secretary of Veterans Affairs.

Requirement Sec. 645(a) of the Head Start Act April 23, 2007


OHS – PC – I – 016 How is eligibility for Head Start based on SSI determined? If anyone in a prospective Head Start child’s family is receiving SSI, that child is considered income eligible for Head Start, irrespective of the child’s family’s income. Family members include the child, the child’s parent(s) or guardian(s) and any other person living in the child’s household who is supported by the income of the child’s parent(s) or guardian(s) and is related to the child’s parent(s) or guardian(s) by blood, marriage or adoption.

Requirement Sec. 645(a) of the Head Start Act April 25, 2007

OHS – PC – I – 020 How is income eligibility determined for children that are in foster care? Children in foster care are categorically eligible for Head Start, regardless of their foster family’s income.

Requirement 45 CFR 1305.2(l) May 01, 2007

OHS – PC – I – 021 If a child is accepted for enrollment in May as a foster child and, as such, is categorically eligible for Head Start, must the program re-verify the child’s foster care status prior to the beginning of the program year? A determination of income eligibility is made by the program at the time of recruitment, typically in April or May even though the child may not actually begin Head Start until late August or September. A program is not required to re-verify the child’s eligibility between the time of selection and the beginning of the program year. A child determined to be income eligible at the time the child is selected for enrollment is considered to remain income eligible for the upcoming program year and the succeeding year.

Requirement 45 CFR 1305.7(c) May 15, 2007

OHS – PC – I – 022 Does the family income of children entering Head Start for a third year need to be re-verified? Children enrolled in an Early Head Start (EHS) program that were enrolled as "income eligible" children remain eligible throughout their time in EHS, even if they are being provided a third year of service. Family income in this situation does not have to be re-verified.

Children enrolled as income eligible that are transitioning from EHS to Head Start must have their family’s income re-verified.

Children enrolled as income eligible in a Head Start program are not required to have family income re-verified in order to enroll in the second year of service, but must have their family’s income re-verified if a program intends to enroll the child for the third year.


Requirement 42 USC 9840(a)(1)(B)(ii); 45 CFR 1305.7(c) May 15, 2007

OHS – PC – I – 026 An 18 year old is still living at home and being supported by his/her parent(s). Can this 18 year old be counted as a family member for purposes of determining Head Start eligibility? Yes. A family, for Head Start purposes, consists of all individuals living in the home of the parent(s) of the prospective Head Start child who are supported by the income of the parent(s) and are related to the parent(s) by blood, marriage or adoption. An 18 year old who is supported by his/her parents is a member of that family and, as such, is to be included in determining family size.

Requirement 45 CFR 1305.2(e) May 22, 2007

OHS – PC – I – 029 If a family was determined to be income eligible last year but the child was not enrolled, must the Head Start program again determine the family’s income eligibility for the current program year or can the child still be considered as income eligible? Because the child was not, in fact, enrolled in Head Start, the Head Start program must again determine the child’s income eligibility.

Requirement 45 CFR 1305.7(c) June 12, 2007

OHS – PC – I – 032 How does a Head Start program determine household size for a family in which one or both parents are deployed out of the country in the military? The notion of what constitutes a household can be confusing if one or both parents are deployed out of the country. In that situation the household size should be computed by including the deployed parent(s), the child being considered for enrollment, any of that child’s siblings that are supported by the child’s parents and anyone else related by blood, marriage or adoption to the parent(s) that are supported by the parent(s). For example, a single mother with two children is deployed overseas. The children, during the mom’s deployment, are living with their maternal grandmother. That should be considered, in most cases, a family of three (mother and two children) and only the income of the mother should be counted in determining eligibility. (If the mother’s income was also supporting the grandmother, this would then be a family of four.)

Informal Guidance June 12, 2007


OHS – PC – I – 034 If a child lives with and is supported solely by the child’s grandparents whose income is used to determine Head Start eligibility, under what circumstances can a Head Start program release the child to the grandparents and allow the grandparents to make health decisions for the child? There are many low-income children in this country who are being raised by their grandparent(s). In these situations it is important for a Head Start program to gather as much information as it can in making a decision about enrolling a child. Programs should speak to the child’s grandparent(s) and gather as much information as possible about the child and the specific circumstances that resulted in the child being with his/her grandparent(s). Programs should determine whether they believe the current arrangement will be temporary or is likely to be long term. Programs also need to determine if a conversation with the child’s parents would be both possible and beneficial. If the program determines that the child is, for all intents and purposes, being raised by the child’s grandparent(s) the Head Start program should consider the income of the grandparent(s) when determining income eligibility. All of the information relevant to this process should be included in the child’s folder. If a Head Start program enrolls a child who is living with the child’s grandparent(s) who has not been designated as the child’s guardian(s), the Head Start program must help that family work with child welfare and other social service agencies to determine the best course of action for that family. Head Start programs that conclude the child is, for all intents and purposes, being raised by the child’s grandparents may release the child to the grandparents and allow the grandparents to make decisions about the health services for the child.


OHS – PC – I – 038 How long does an application for Head Start enrollment remain in effect? The application, including data on income, remains valid throughout the program year for which the family has applied. Should the child not be selected for enrollment during that program year, the family must submit a new application, with updated income data, if the family wishes to apply to have their child considered for enrollment in the succeeding program year.


OHS – PC – I – 040 Is there a maximum income limitation for families that exceed the low-income guidelines but fall within the up to ten percent of children that may also be selected for Head Start? No. There is no maximum income limitation for those families as long as the family meets the criteria that the Head Start program has established for selecting such children and the child would benefit from Head Start.

Requirement 45 CFR 1305.4(b); 45 CFR 1305.6(a) June 26, 2007


OHS – PC – I – 042 If a child is determined to be Head Start eligible because the child is in foster care and subsequent to enrolling the child, the child is reunited with his/her parents, can the child remain in Head Start as an income eligible child? Yes. The child’s status at the time of recruitment is what determines the child’s Head Start eligibility. A foster child enrolled in Head Start should be considered as an income eligible child for two years.

Requirement 45 CFR 1305.2(l); 45 CFR 1305.7(c) July 3, 2007

OHS – PC – I – 044 If a Head Start program enrolls an income eligible child as a three year old that child remains income eligible in the following year. However, if, in that second year, that child’s family wishes to enroll the child’s 3 year old sibling, must the program determine the younger child’s income eligibility? The first child enrolled in the above example does indeed remain income eligible during the child’s two year enrollment in Head Start. However, that eligibility does not confer eligibility on any other sibling in that child’s family. The Head Start program must determine the younger child’s income eligibility and if that child’s family is no longer income eligible, the younger sibling can be enrolled in Head Start only as an "over-income" child.

Requirement 45 CFR 1305.4(a)–(b) July 3, 2007

OHS – PC – I – 046 If we count half of each parent’s income for children whose parents have joint custody, how is family size counted—including new spouses and unrelated children as part of one or both parents’ families? Family size would be calculated by determining for both families any individual that meets the Head Start definition of family; i.e. all persons related by blood, marriage, or adoption living within a household who are supported by the income of the parent or guardian of the child enrolling or participating in the program. This total number of family members for both families would then be divided in half. (If this computation results in a fraction, programs should round the family size up to the next whole number.)

For example, if both custodial parents have remarried and each has a child from this marriage, the family size is 2 custodial parents + 2 spouses + 2 children + Head Start child = 7; divided by 2 = 3 ½ or, rounding up, 4.

Informal Guidance July 13, 2007

OHS – PC – I – 047 If a child lived with his parent until April of this year but is now living with his aunt, who is the child’s legal guardian, whose income is used to determine eligibility? The income of the aunt, as the legal guardian of the child at the time the child is being considered for enrollment, should be used.

Requirement 45 CFR 1305.2(e) July 13, 2007


OHS – PC – I – 048 If a Head Start child who was enrolled as an "over-income" child returns to Head Start for a second year and the child’s family has seen a change in its economic status so that the family’s income is now below the poverty level, can that child now be considered as income eligible? Yes. If the Head Start program has appropriate documentation that the family can now qualify as a low-income family, that child can be considered as income eligible and not counted against the 10% over-income limitation.

Requirement 45 CFR 1305.4(b)(1); 45 CFR 1305.4(c) July 13, 2007

OHS – PC – I – 050 What income should be used if the legal guardian of a child receives TANF and also has an income. Is this a family of one or two? If the guardian is receiving regular, on-going TANF benefits (See Program Instruction ACYF-PI-HS-99-06) the child for whom the guardian is responsible is categorically eligible for Head Start. If not, the guardian’s income should be used in determining eligibility. Assuming the guardian has no other dependents, this would be considered a family of two.

Requirement 45 CFR 1305.2(l) July 13, 2007 Revised September 24, 2008

OHS – PC – I – 051 Does a child who was enrolled in a Head Start program and then had to drop out because the child has moved retain his/her income eligibility through the remainder of the current program year? No, that child’s income eligibility ended when the child left the program. (See 1305.7(c) which says … “and is participating in a Head Start program”). If that child’s family wishes to enroll that child in the Head Start program serving the community to which they have moved, the family’s income eligibility needs to be determined.

Requirement 45 CFR 1305.7(c) July 13, 2007

OHS – PC – I – 053 If a "single parent" family is found income eligible and that family’s child is enrolled in a Head Start program and during the Head Start year the single parent marries, does the Head Start program need to re-verify income eligibility, including the new spouse’s income in the determination of eligibility?

No, once a child has been determined income eligible and that child continues to be enrolled in a Head Start program, that child remains income eligible through the remainder of the program year and for the succeeding year, irrespective of any changes in the family’s income.


Requirement 45 CFR 1305.7(c) July 13, 2007

OHS – PC – I – 062 Can a parent who is not regularly living in the household of the Head Start child be counted as part of that child’s family for purposes of determining income eligibility? A program needs to determine if the parent’s absence is likely to be a temporary situation or is more likely to be a long term arrangement. For example, in an earlier policy clarification it was noted that parents in the military who were assigned overseas should be counted in determining family size. A parent temporarily in a different city because of a job should also be considered as part of that family. A parent who is not living in the prospective child’s home and there is little likelihood that parent will return to that home anytime in the near future (i.e. during the child’s tenure in Head Start) should not, however, be included when determining family size. Programs must make individual judgments about whether the absent parent is truly part of the child’s family or not and to document, in the child’s file, their decision and the reasons for that decision.

Informal Guidance August 8, 2007

OHS – PC – I – 063 If a family seeking to enroll their child in Head Start has just started receiving TANF benefits, how does a program determine that child’s income eligibility? If, at the time the Head Start program is making its decisions on enrollment, a family is receiving regular on-going TANF benefits, that child is considered categorically eligible irrespective of that family’s income over the last 12 months.

Requirement 45 CFR 1305.2(l) August 8, 2007 Revised September 24, 2008

OHS – PC – I – 072 If a Head Start sibling receives Social Security survivor benefits, does this need to be included as income in determining the family’s income eligibility for Head Start? No. The only income that needs to be considered is the income of the child’s parent(s) or legal guardian(s). Income earned by other family members is not included when determining family income.

Requirement 45 CFR 1305.2(e) September 26, 2007


OHS – PC – I – 081 What is the definition of “homeless children”? The term “homeless children” has the meaning given the term “homeless children and youths” in section 725(2) of the McKinney-Vento Homeless Assistance Act. “Homeless children” means:

1. Individuals who lack a fixed, regular, and adequate nighttime residence; and

2. Includes -

a. Children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due to lack of alternative adequate accommodations; are living in emergency or transitional shelters; are abandoned in hospitals; or are awaiting foster care placement;

b. Children and youths who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings;

c. Children and youths who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and

d. Migratory children who qualify as homeless because they are living in circumstances described in a-c above.

Requirement Sec. 725(2) of the McKinney-Vento Homeless Assistance Act. January 22, 2008

OHS – PC – I – 082 What kinds of pay and allowances of members of the uniformed services are not counted for purposes of determining the eligibility of dependents for Head Start programs? (Note: the “uniformed services” includes Army, Navy, Air Force, Marine Corps, Coast Guard, National Oceanic and Atmospheric Administration, and Public Health Service.)

Head Start programs shall not count the following amounts of pay and allowances of members of the “uniformed services” (as defined at 37 USC 101) for purposes of determining the eligibility of a dependent of such member(s):

1. The amount of any special pay relating to duty subject to hostile fire or imminent danger in accordance with 37 USC 310.

2. The amount of basic allowance for housing in accordance with 37 USC 403, including any amount provided on behalf of a member for housing acquired or constructed under 10 USC 2871-2872, and 2882.

In addition please note that any subsistence allowance paid to members of the Armed Forces (i.e. Army, Navy, Air Force, Marine Corps and Coast Guard) should not be included in determining Head Start eligibility. See OHS – PC – I – 037.

Requirement Sec. 645(a)(3) of the Head Start Act ; 37 USC 101; 37 USC 310; 37 USC 403; 10 USC 2871-2872 and 2882 January 22, 2008


OHS – PC – I – 085 What is required for documenting/proving homelessness? Section 640 (m) (1) of the Head Start Act as amended requires that homeless children be prioritized for enrollment. The Office of Head Start (OHS) recognizes that verification and documentation of the circumstances that fall within the federal definition of homeless children can present unique challenges to Head Start agencies. OHS encourages agencies to enroll homeless children based on the families description of their living situation (if that description meets the definition) while required verification of circumstances and collection of documents are obtained within a reasonable time frame. OHS encourages grantees to engage their school district homeless liaisons, private and public shelter providers, HUD Continuums of Care, and other homeless service agencies in their service area to assist in the verification and documentation process. OHS urges agencies to exercise sufficient care to ensure that their verification activities do not increase the risk that families may be evicted or suffer other resulting adverse consequences.

Informal Guidance

April 11, 2008

OHS – PC – I – 086 What type of living situation typically qualifies a child to be "homeless"? Also, what is the definition of "substandard housing"? To be categorically eligible for Head Start services as a "homeless child", a child must meet the definition in the McKinney-Vento Homeless Assistance Act of 2001. That Act defines homeless children as "individuals who lack a fixed, regular, and adequate nighttime residence." In addition the definition goes on to specify a number of living situations that homeless children may be found in, such as living in "trailer parks, or camping grounds due to the lack of alternative accommodations". The fact that a child lives in a trailer park does not necessarily cause such child to come within the definition of 'homeless child' unless other factors are present. The examples listed in the definition include many of the more common situations of homelessness but those examples are not meant to be exclusive; there may be some homeless families living in situations not included in the examples in the definition. Head Start staff must gather and analyze information from the family and possibly other sources in order to make the appropriate determination of eligibility. This must be done on a case by case basis because the circumstances of homelessness vary with each family’s situation.

In determining whether a child is living in "substandard housing", Head Start staff must evaluate whether the child's housing situation falls short of community standards or is of lower quality than the law prescribes. Staff should consider factors such as whether there are health and safety concerns related to the housing; the number of occupants per square foot; the age(s) of the occupants; and whether the housing meets State or local building codes. Does a comparison of the housing in question with community norms and laws lead staff to conclude that it is lower than what community norms or laws require?

Informal Guidance

May 8, 2008

OHS – PC – I – 087 We have some families that either lack documentation that could be used to determine family income or have documentation that does not seem to be accurate. How should we handle this type of situation? The factors to be used in determining a child's eligibility for Head Start are the child's age and the relevant income or categorical status of the child’s family.

Each program, using its own selection criteria, needs to make judgments about which families to enroll and, consequently, which not to enroll. Families with documentation issues need to be considered using the same process and priorities programs use in considering all other families that have applied to have their child enrolled. The program must determine on a case by case basis whether a family’s situation is such that it believes the child should be enrolled in Head Start.

The Head Start program should discuss with the family its specific situation to better understand what is happening in this family, including what sources of support the family has. The program needs to determine the reasons the family has inadequate or inaccurate income documentation, and encourage the family to obtain accurate documentation.


Program staff should use their best judgment about the accuracy of what the parents report to be their income. Programs should gather as much relevant information as possible about the family; i.e. where they live, what their living arrangements are, their employment situation, etc. to make as informed a judgment as possible about the family's eligibility status. If the program determines that this is indeed an eligible family, it should include notes in the child’s file describing what steps they took and what information they obtained that resulted in their conclusion.

Requirement 45 CFR 1305.4

May 28, 2008

OHS – PC – I – 089 What are the general eligibility requirements for Early Head Start and Head Start? There are two primary kinds of eligibility for Head Start: categorical eligibility and income eligibility. Categorical Eligibility: A child from birth to age five or a pregnant woman is categorically eligible for Head Start (child aged 3-5) or Early Head Start (child aged 0-3, or a pregnant woman) if: homeless, in foster care, or the recipient of public assistance (TANF or SSI). Grantees are not required to verify family income (pay stubs, W-2s or the like) for those categorically eligible for Head Start. However, the grantee must verify that the child/woman is either homeless, in foster care, or in a family that is receiving public assistance. Grantees are required to retain a record of the documents reviewed and relied upon to determine that a child/woman is categorically eligible accompanied by a signed statement of an employee of the Head Start grantee that the child/woman was found to be eligible. Income Eligibility: A child from birth to age five or a pregnant woman is income eligible for Head Start (child aged 3-5) or Early Head Start (child aged 0-3, or a pregnant woman) if the family income is determined to be below the income figures published annually by the federal government as the Poverty Guidelines. Grantees are required to verify family income documents such as pay stubs, or W-2s to determine if the child/woman is income eligible. As is the case with those categorically eligible, grantees are required to retain a record of the documents reviewed and relied upon to determine that a child/woman is income eligible accompanied by a statement signed by an employee of the Head Start grantee that the child/woman was found to be eligible.

In addition to the two primary kinds of eligibility, grantees (with some exceptions for tribal grantees) may enroll up to 10% of children from families that have incomes above the Poverty Guidelines. Programs may also serve up to an additional 35% of children from families whose incomes are above the Poverty Guidelines, but below 130% of the poverty line if the program can ensure that certain conditions, described in section 645(a)(1)(B)(iii)(II) of the Head Start Act, have been met. Documentation of Eligibility: The circumstances of individual families vary widely. Grantees have, through requests for policy clarification, identified families who have no income and homeless families as two categories where documentation of eligibility might be difficult. In response, OHS has published policy clarifications OHS-PC-I-081, OHS-PC-I-085, OHS-PC-I-086, and OHS-PC-I-087.

Requirement Section 645 of the Head Start Act; and 45 CFR 1305

August 18, 2009


Southern Seven Head Start/Early Head Start STANDARDS OF CONDUCT

Pursuant to Head Start Performance Standard 1304.52 (h) (1), all employees, consultants and volunteers within the Head Start Division shall abide by the following Standards of Conduct. As a Head Start employee, I will:

• respect and promote the unique identity of each child and family and refrain from stereotyping on the basis of gender, race, ethnicity, culture, religion or disability.

• follow program confidentiality policies concerning information about children, families, and other staff members.

• ensure that no child will be left alone or unsupervised while under my care.

• use positive methods of child guidance and will not engage in corporal punishment, emotional or physical abuse or humiliation.

• not employ methods of discipline that involve isolation, the use of food as punishment or reward, or the denial of basic needs.

• not knowingly commit fraud or provide misleading or inaccurate information in an effort to deem a family eligible for Head Start services.

Employees violating these standards will be subject to discipline up to and including dismissal. Consultants and volunteers shall be subject to discontinuance of their services. I agree to these Standards of Conduct by my signature below. ______________________________ __________________ Employee Date ______________________________ __________________ Supervisor Date

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