Family Eligibility Specialist (FES) complete Head Start applications on an ongoing basis. The State program EESD9600 Application for Services are completed at the same time during high enrollment periods or after selected for enrollment. During the application process, parents will be informed of their eligibility status & their child’s name will be placed on the COPA waiting list. Parents will be provided information about findchildcarestanislaus.org & other child care programs in the area if they do not meet the Head Start or State eligibility requirements.
Regulations & Policy
HS Performance Standard 1302.12 & State Title 5 Section 17752 & 18082
State & Head Start programs are layered/combined in order to serve children for a full-day (9 to 10 hours); therefore, the family must apply for both programs.
Prior to initial enrollment & at the time of roll-over/recertification, programs must certify each family's/child's eligibility.
Tools:
Application & Enrollment Processes
This process is intended to help guide staff through the application & enrollment process based upon the program model children are served in.
Tools:
Completing Applications
FES complete Head Start applications in COPA on an ongoing basis. State program applications are completed in CenterTrack during high enrollment periods or after selected for enrollment. Applications are completed with the parent/guardian through an interview process.
Required forms are included in How to Apply packets located at findchildcarestanislaus.org. The Income & Family Size worksheet must be included with each application. The State Income Calculation Worksheet or CenterTrack's income worksheet must be included with each State application. Other forms are used as applicable to the family's case.
Tools:
Head Start Application Process
All data regarding income, date of birth, immunization status and any special circumstances must be verified by the staff completing the application, health staff & management staff.
SCOE GO Application & Enrollment Process
FES assists parents with documentation & completes application within COPA
Place original Child Information Form on top of application.
Education Concerns: Contact Chris Lemings
Health & Nutrition Concerns: Contact Nurse
Health staff approves immunization records.
If applicable, disability staff verifies current IEP/IFSP
FES organizes application documents for file
Using the monitoring tool, 2nd FES or FCES reviews & approves
Approver moves the application to the COPA Eligible/Accepted List indicating the program model (Full-Day = COPA Full Working Day)
FES maintains the application and supporting documentation within the Application Waiting List binder
Tools:
Video Description: Video on Head Start Program Eligibility
State Program Application Process
Confidential Application for Child Development Services and Certification of Eligibility (EESD9600), must be completed and signed by the parent & an agency representative within 30 days prior to child entering care.
Tools:
High-enrollment periods OR at the time of enrollment:
FES or designee assists parents with documentation & completes the eligibility & child portion of form EESD9600 within the CenterTrack database
FES organizes application documents for manager to review based on the order of the Family Data File Checklist
FES analyzes & completes the need section of form EESD9600. If any family member is enrolled in anther state program, such as the Alternative Payment program, the FES will complete all portions for all state programs for which the family is enrolled in
FES reviews & approves EESD9600
FES or designee must issue a Notice of Action (NOA) to approve or deny services. The NOA must be mailed or delivered to the parent within 30 calendar days from the date the EESD9600 was signed by the parent
Family data file is compiled once child is enrolled
Full-day sites: Maintained at the central office
Ongoing
FES or designee assists parents with documentation & completes the Eligibility Determination Waiting List Application form, instead of form EESD9600
FES maintains Eligibility Determination Waiting List Application form, along with supporting documentation, which is placed with the HS Application in the Waiting List & Enrollment Binder
Once a child is selected for enrollment from the waiting list, state documents are updated & the EESD9600 is completed
Note: Watch all 6 videos
Application Binders
Waiting List Binder
Monthly waiting list report, vacancy waiting list report & approved applications are maintained in the Eligible/Accepted Waiting List binder until a child is selected for enrollment.
Incomplete, Ineligible or Declined Application Binder
Applications that are incomplete, ineligible or have been declined enrollment are maintained in a separate binder.
Tools:
Monitoring
A Grantee monitoring review will be held every program year. In addition, self-monitoring must be documented and occur as follows:
ERSEA: Within first 45 days
FPA Assessment & Goals: Within 90 days
Case Conferencing: Quarterly
Tools:
Knowledge Checks
Are you ready to check for understanding? No worries, if you do not do well the first time, you can take the Knowledge Check a second time.
Good luck my friend!
