Transcript ERSEA Training 2015-2016

ERSEA TRAINING 2015-2016
April 17, 2015
OBJECTIVES
 Learn about OHS Final Rule on Head Start Eligibility (Final Rule)
 Identify how Final Rule impacts the existing enrollment process
 Learn about updates required for implementation
HOUSEKEEPING
Restroom renovations
Emergency procedures
Parking lot for questions
OPENING ACTIVITY
FINAL RULE
 Incorporates language from the Head Start Act
 Provides a roadmap for determining eligibility
 Identifies documents programs may accept to validate eligibility
 Removes barriers for enrolling categorically eligible families
FINAL RULE
 Clarifies definition of terms and includes new terms
 Requires policies and procedures for actions to be taken against staff
who intentionally enroll ineligible families
 Requires all staff and management who make eligibility
determinations to be trained within 90 days of the effective date
FINAL RULE IMPACT
LACOE’s Current Requirement
OHS Final Rule
• Delegates currently:
• Categorically eligible children must be
allowed to attend HS program while
o Complete section D of Application for Services to
assist in determining eligibility
securing:
o Remove barriers that hinder the eligibility and
enrollment process for homeless families
o Work with families to gather the needed
documentation or information
o Immunization and other medical records**
o Proof of residency
o Birth certificates or other documents
**
Must comply with local, state, and/or licensing
requirements
LACOE REQUIREMENT BASED ON FINAL RULE
 Delegates will continue to:
 Include in the ERSEA Plan the process for gathering eligibility documents
 Work with categorically eligible families to secure eligibility documents
and remove barriers to enrollment
 Work with the family to secure eligibility documents within a reasonable
timeframe, not to exceed 10 business days
 Comply with LACOE Health Services GIM-1304.20_(32)v1
 Conduct and document follow-up
HEALTH REQUIREMENTS
Fact vs Myth
FINAL RULE IMPACT
LACOE’s Current Requirement
OHS Final Rule
• Conduct interviews in person
• Conduct in-person interviews
• Review, copy, and retain eligibility documents
for participant’s file
• Allows over the telephone interviews
• Complete Page 2 of the Application for Services
form with the family
o Must document in the participant’s file
reasons why in-person interview was not
possible
• Requires documents used to validate
• Document eligibility notes in the note section of
eligibility be retained
the Application for Services form
LACOE REQUIREMENT BASED ON FINAL RULE
 Continue conducting in person interviews
 Continue retaining documentation used to validate eligibility
 Conduct phone interviews only in extenuating circumstances
 Include policies and procedures in the 2015-16 ERSEA Plan if the
delegate will allow over the phone interviews
LACOE REQUIREMENT BASED ON FINAL RULE
 Policies and procedures must address:
 Identifying when a phone interview may be conducted
 Securing supervisor approval
 Securing eligibility documentation prior to interview
 Reviewing original documents
 Securing parent signatures
FINAL RULE IMPACT
LACOE’s Current Requirement
OHS Final Rule
• DOB is verified using:
• Staff cannot collect documents that
confirm a child’s age, if doing so creates
o Documents issued by a government agency such as
DCFS, DPSS
a barrier for the family to enroll the child
o Child’s Passport
o Birth certificates
o Delegates identify what documents the agency
deems acceptable (ERSEA Plan)
• Family must be provided with
reasonable time to present these
documents.
LACOE REQUIREMENT BASED ON FINAL RULE
 Continue working with families to remove barriers to enrollment
 Revise ERSEA Plan to include variety of documents that can be used
to verify age
 Secure within a reasonable timeframe, not to exceed 10 business
days, documentation to verify age
 Conduct and document follow-up
FINAL RULE IMPACT
LACOE’s Current Requirement
OHS Final Rule
• Copies of documents used to determine
eligibility and income calculations are saved in
the file
• Copies of documents used to determine
eligibility must be kept in the file
• HSEV form is generated from ChildPlus and
included in the file
• Third party verifications are allowed
with written consent
• Allows current income circumstances
• Allows agencies to use current situation income • Eligibility determination record (HSEV)
calculation
form required in file
LACOE REQUIREMENT BASED ON FINAL RULE
 Print and maintain signed HSEV form in file
 Continue maintaining copies of eligibility documentation in files,
including:
Employer verification
Third party Verifications
 Revise the 2015-2016 ERSEA Plan to include how and when third
party verifications will be conducted
LACOE REQUIREMENT BASED ON FINAL RULE
Staff must demonstrate efforts made to secure eligibility documents
Staff, with parents authorization, may secure documentation directly
from:
CalWorks (TANF) documentation 1-877-328-9677
Supplemental Security offices 1-800-772-1213
UPDATES REQUIRED
 Revise policies and procedures to:
 Include language on Final Rule on Head Start Eligibility
 Describe the process for monitoring attendance, enter attendance daily
(weekly at a minimum) and submitting attendance reports by the 3rd
calendar day
 Describe how the agency will “Accept” total number of funded slots 30
days prior to agency Start Date
UPDATES REQUIRED
 Agency human resources must review and revise policies and
procedures to:
 Include actions taken against staff who violate federal eligibility
requirements
 Include requirements to train new staff responsible for determining
eligibility within 90 days of the hire date
REQUIRED TRAINING
Management and Staff
Governing body and policy council
• Training must be completed by 6/12/2015
• Training must be completed by 9/12/2015
• Within 90 days of hiring new staff
• Within 180 days of a new term
• After completion of training:
o Complete the Certification of OHS
Final Rule Training
o Attach supporting documents
o Submit the documents to the agency’s
assigned ERSEA monitor
• After completion of training:
o Complete the Certification of OHS
Final Rule Training
o Attach supporting documents
o Submit the documents to the agency’s
assigned ERSEA monitor
PROCESS OVERVIEW
Recruit
• Ongoing
• Communication
Determine
Eligibility
• Income
• Categorical
Select
• Accept
• Waitlist
Enroll
• Assign Start Date
Record
Attendance
• Ongoing
• Documentation
WHAT IS A SYSTEM
 Provides structure for:
 Determining Eligibility
 Conducting recruitment
 Selecting applications
 Enrolling children and pregnant mothers
 Documenting and reporting attendance
WHAT IS THE ENROLLMENT PROCESS
 Explains the steps taken to enroll a child or pregnant mother
 Recruitment
 Selection I and II
 Enrollment
ENROLLMENT PROCESS
HOME-BASED PROGRAM OPTION
 Enrollment date will remain the beginning of Home Visit week
 Home Visit schedule developed with parent
 If before first home visit, parent indicates they are no longer interested, the family is
Abandoned
 If staff attempts Home Visit and parent is not available, need to establish if the parent
is interested in participating
 If no response is received by the next scheduled home visit or within a week,
Abandon the applicant
 Slot must be filled with next child on the Waitlist
2015-2016 ERSEA MANUAL
ERSEA MANUAL
 Updated to include OHS Final Rule
 Revised Minimum Components of an ERSEA Plan
 Included Enrollment Process
 Added clarifications based on feedback
2015 OFFICE OF HEAD START ERSEA
PROTOCOL
OHS ERSEA PROTOCOL
Focus on chronic absenteeism
Unexcused absences
Meeting enrollment of 10% children with disabilities
Ranked Waitlist Lists
Under enrollment
UPCOMING TRAININGS
ChildPlus Application and Enrollment
State Preschool May 15, 2015
Ongoing T&TA as necessary
QUESTIONS
Please complete the evaluation form
Post Parking Lot questions