Head Start/State dual enrollment vacancies must be filled immediately as a vacancy impacts our funding. Family Eligibility Specialist (FES) facilitate the enrollment process by working with families to schedule appointments & complete paperwork. Teachers or designee are part of the orientation process too.
Regulations & Policy
HS Performance Standards 1302.12, 1302.14, 1302.15 & State Title 5 Sections 17743, 17744 & 17782
Prior to initial enrollment and at the time of roll-over/recertification, programs must certify each family's/child's eligibility.
At least 10% of the total Head Start enrollment opportunities must be made available for children with disabilities.
Tools:
Enrollment
Head Start/State dual enrollment vacancies must be filled immediately as a vacancy impacts our funding.
Applications are completed with the parent/guardian through an interview process.
Once the child is selected for enrollment an orientation is held that includes a tour of the facility, complete licensing paperwork & review the program guidelines.
Communication Slip
When a new child is enrolled, the Master Teacher will communicate with the FES via the New Enrollment Communication Slip. This communication must take place prior to the child’s first day of enrollment.
When changes are made to a child’s enrollment such as moving from in-person to distance learning, a termination, transition to a new site or classroom or the parent communicates other changes such as a new home address, the Master Teacher will communicate with the FES via the Communication Slip Change Form.
Video Description: This Video talks about Head Start Enrollment
Selection Criteria
Children with an open Child Protective Services case or identified as being at-risk of neglect, abuse or exploitation by a legally qualified professional will be selected prior to selecting any other child.
COPA will prioritize all applications for Head Start/State openings by assigning a point value to each priority as outlined in the ERSEA policy.
Selection Criteria
Video Description: This video about Head Start Selection Criteria
Contacting Families
All families of the children selected will be notified by phone.
Families will be contacted by mail or home visit, if they are unable to be reached by telephone.
If the family cannot be contacted within three days, the family of the next child on the waiting list will be contacted.
All contact attempts will be documented in Family Case notes & on waitlist documentation.
Children’s names remain on the waiting list unless family requests removal.
State Program Application
The State program EESD9600 Application for Services must be completed no more than 30 days from the time of initial enrollment.
If there is no state application on file or the prior application was completed more than 30 days before the enrollment date a new EESD9600 must be completed.
Exception: Part-year state preschool (served in extended day) applications may be completed 120 days prior to the first day of school. Information on how to complete a EESD9600 may be found on the Application for Services module.
Orientation
Teacher or designee orients the family prior to the child's first day of enrollment. The orientation includes:
Tour of the facility
Completing licensing and program paperwork
Orientation video to learn about program requirements
Tools:
Length of Eligibility
RHS Child
Eligible through that enrollment year & the immediately succeeding enrollment year
EHS or EHS CCP Child
Eligible throughout their enrollment in EHS. When a child moves from EHS to RHS, the family income must be re-verified
30/60 Day Notice to Apply for EHS
State Child
Full Day Classroom: Once a family establishes eligibility & need, they will remain eligible & receive services for not less than 24 months. If eligibility period ends before the end of a program year, extend until the kindergarten start date, as long as child is age-eligible.
Extended Day Classroom: Once certified a child shall be deemed eligible for the remainder of the program year & for the following program year, as long as applicable age-eligibility requirements are met
COPA
In COPA, enrollment is a two-part process. First you must enroll the child, then you must enroll the family.
Tools:
Family Data File
Head Start enrollment/eligibility documentation are maintained in a family data file.
Using the checklists below file enrollment/eligibility documentation. Please note that family data files must be stored in a locked cabinet.
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 Check
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!
