Recruitment efforts focus on the Community Outreach Plan, utilizing the COPA recruitment tab, StanWait & direct contacts such as walk-ins or door-to-door contact within the program service area. All contacts made must be documented on the Community Agency Contact Record & maintained in a binder organized by month.
Regulations & Policy
HS Performance Standard 1302.13 & State Title 5 Section 18277
Programs are required to develop and implement a recruitment process that is designed to actively inform all families with eligible children within the recruitment area of the availability of services.
Tools:
Video Description: This Video talks about recruiting for Head Start Programs
Recruitment Plan & Materials
Annually, recruitment is planned and documented on the CFS Ambassador’s Calendar. The CFS Outreach Events (Ambassador’s) document captures outreach efforts and collect data about recruitment. Please access the document here
When you are planning your recruitment, “book it” on the Outreach Events document by completing the teal columns. Please note that your event should be entered into the appropriate date row. (date, city, event/location, time, name of staff, if a canopy, tables or chairs are needed, type of event and recruitment focus (ex: CAPP or Home Based)\
Prior to your event, stop by the Outreach resource cabinet in the CAPP area and pick up a CFS Recruitment Kit. During recruitment, it is important to share about everything CFS has to offer. To assist in that effort we are asking staff to hand out the updated CFS Brochure (thank you Lisa) and IEEEP Brochure. If you need a shade canopy, tables or chairs, coordinate with Abraham Salgado ahead of the event. His email is asalgado@stancoe.org
During Recruitment, collect contact information so the appropriate staff can follow up after the event by having them complete the Outreach Referral Survey Tablets and mifis can be checked out from the training team (Yadi & Lily). The Resource & Referral team will monitor the survey responses and connect the interested person to the most appropriate CFS contact.
After the recruitment event, go back to the Outreach Event document to “close out” your recruitment event on the yellow columns. (# brochures distributed, if surveys were provided, would you attend the event again & comments)
Tools:
COPA Recruitment Tab
Used to complete a Recruitment Application record that contains partial parent contact information
A recruitment application is entered by staff in COPA or by parent through findchildcarestanislaus.org.
We use the information on the recruitment tab to follow-up with the parent.
Once information has been verified during the registration/ application appointment, the recruitment application must be converted into the family application within COPA.
Tools:
Recruitment Binder
Document all contacts made during any recruitment activities within a binder located at each site
The Community Contact Record is maintained in the Recruitment Binder for each specific month, along with any flyers or handouts gathered from other agencies
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!
