Transcript Book PowerPoint Presentation

•Common Record Review Findings (ERSEA section)
•The Enrollment Application
•Change of Status Form
•Determining Family Members
•Verifying Income
•Eligibility Verification Form
•The “0” Income Form
•The Family Residency Questionnaire
•Recruiting & Enrollment
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Application has mistakes or missing information
Change of Status form was missing or unsigned
Problems with Emergency Contacts
# of family members incorrect on app, COPA, or EV form
Problems with Points Page
Missing birth certificate
Missing EV form or not signed
Income documentation missing or incorrect
Income calculated incorrectly
Didn’t list age or income document used
“Age eligible” question not answered on EV form
“Income eligible” question not answered or incorrect
5.2%
5.5%
10.9%
3.0%
2.7%
1.2%
1.2%
2.4%
2.4%
2.1%
2.7%
4.2%
In most cases, the day that the parent comes to
fill out an enrollment application for their child
is the first contact you have with them. In some
ways, this will be the most important interaction
that you have with the parent all year because it
is the first impression.
During this application process, you need to
keep the following in mind:
•They don’t know you and certainly don’t trust you
•They don’t know what Head Start is about
•They have probably heard good and bad things about the
program
•They are considering whether to let you take care of the
most valuable thing they own
•They will tell others about you
•YOU NEED THEM TO LIKE YOU
•WE ALL NEED THEM TO LIKE YOU !!!!!
When completing the application, remember:
•The parent should not fill out the application. It should
be completed interview style by the staff.
•Every question is important
•Someone will be reviewing that application to look for
accuracy
•Only the parent or guardian of the applying child can
complete the application
•Never use Wite Out to correct a mistake. Draw a line
through the mistake, list your correction, and put your
initials.
Let’s take a look at the 2013-14 enrollment
application
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Me
During the recent Record Review, we found that
there were a lot of issues related to the Change
of Status Form.
The purpose of the Change of Status form is to
appropriately document when a significant
change takes place with a child’s family or with
the parent preferences.
Let’s take a look at the Change of Status form
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Me
The definition of "family" found in 45 CFR Part
1305.2(e) of the Head Start Program
Performance Standards states:
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.
We will now look at some potential scenarios
you may encounter when taking an enrollment
application:
Determining Family
Jane comes to fill out an application for her step daughter Katy. She tells the
interviewer that Katy’s dad, Joe, wanted to come and fill out the application but
he had to work. She said that he works in the coal mines and makes $700 per
week. Jane doesn’t work. She says that she and Joe are married. Joe has one
other biological child who stays with them on the weekends, but not during the
week. How many are in the family?
This is a family of 3. Because Jane is related to Katy’s dad by marriage, this
makes her part of the family. Joe’s other child does not live with them so he
would not be considered part of Katy’s family.
Determining Family
Raylan and Wynonna come to fill out an application for their son Boyd. The
couple tell the interviewer that they are the biological parents of Boyd. They are
divorced, but are now living together again. They plan on marrying again next
month. How many are in the family?
This is a family of 3. Even though Raylan and Wynonna are not married, they are
both the biological parents and they are living in the same home with Boyd.
Determining Family
Crystal comes to fill out an application for her nephew Kyle that lives with her in
Kinship Care. She gets $300 per month in Kinship money for Kyle. She says
that she is a single parent and has two biological children of her own, Brad and
Brady. Brad is married and does not live with the family. Crystal works at
Subway and makes $200 per week. How many are in the family and what is the
income?
This is a family of 1. Anytime you have a Foster/Kinship child, that child is
considered a family of 1. The $300 per month would be the only income counted
and it would be listed on COPA as income for the child.
Determining Family
Bonnie comes to fill out an application for her daughter Amy. Bonnie states that
she has 3 other children living with her besides Amy:
•Child #1 – Another biological child
•Child #2 – She is a guardian for her niece
•Child #3 – She is a foster parent for her nephew
How many are in the family?
This is a family of 4. The foster child would not count in Amy’s family because
he is a family of 1. You would not obtain the income that this mother receives
for the Foster/Kinship child because that money only counts if the parent is
enrolling the Foster/Kinship child.
Determining Family
Frankie comes to fill out an application for Megan. He tells the interviewer that
Megan’s mom is his girlfriend and they have been living together for a year. He
makes $200 per week at his job and Megan’s mom makes $400 per week at her
job. How many are in the family and what is the income?
First of all, he cannot fill out the application because he is not the biological
parent, step parent, or guardian of Megan. But let’s say that Megan’s mom was
filling out the application. In that case, it would be a family of 2 (Megan and her
mom) and the income would be $400 per week.
Determining Family
Shelia comes to fill out an application for her son Ramone. She tells the
interviewer that she and Ramone live with her parents. Shelia is married (not
Ramone’s biological father) and he lives with them. Shelia doesn’t work but
receives $200 a month in child support from Ramone’s father. Shelia’s states
that her husband makes about $200 per month doing odd jobs for people. Her
parents both receive retirement pay each month but she doesn’t know how
much. How many are in the family and what is the income?
This would be a family of 3 (Shelia, her husband, and Ramone)
Their income would be $400 per month. If she is not supporting her parents,
they would not count in the family.
Determining Family
Janet has one child, a four-year old son named Scooter. Two months ago, she
and Scooter moved in with her boyfriend Bubba. Bubba has 3 kids of his own
and they all live with him. Today, Janet came to fill out a Head Start application
for Scooter. What is the family size and whose income should be counted?
The family size would be 2 (Janet & Scooter). Only Janet’s income would be
used.
Determining Family
Same family as before, but yesterday, Janet and Bubba got married. She came in
today to fill out the application for Scooter. What is the family size and whose
income should count?
The family size would be 6 (Janet, Scooter, Bubba and his 3 kids). Both Janet
and Bubba’s income would be counted.
Determining Family
Same family as before.
Bubba tells Janet that 2 of his 3 kids are not actually his biological children. He
is their legal guardian but their real father lives with Bubba’s ex-wife in Alaska.
Janet made this clear to the staff person taking Scooter’s application today.
What is the size of family and whose income would count?
The family size would be 6 (Janet, Scooter, Bubba and his 3 kids). Both Janet
and Bubba’s income would be counted.
Since Bubba is the legal guardian for the 2 children and Bubba is Janet’s
husband, the 2 children are part of Scooter’s family.
Determining Family
Lindsey comes to fill out an application for her biological child Roscoe. She tells
the interviewer that she is married to Roscoe’s dad, Jose, and they have 3 more
children in the home with them:
Child # 1: Another biological child of Lindsey’s, but not Jose.
Child #2: A child that was adopted by both Lindsey & Jose
Child #3: An unrelated child that Lindsey and Jose have guardianship of.
How many are in Roscoe’s family?
This would be a family of 5. The only one that would not count in Roscoe’s
family would be the guardianship child. The reason he would not count is
because he is not related to Roscoe’s parents by blood, marriage, or
adoption. If the guardianship child had been related to the parents, he
would have counted in the family.
Determining Family
Same family as before. However, Lindsey has come to fill out an application for
her unrelated guardianship child. She and Jose are both guardians for this child.
There are 3 more children in the home:
Child #1: A child that was adopted by both Lindsey & Jose
Child #2: A biological child (Roscoe) of Lindsey and Jose
Child #3: Another biological child of Lindsey’s, but not Jose
How many are in the guardianship child’s family?
This would be a family of 6. Everyone is related to this child’s guardians by
blood, marriage, or adoption.
Income means the total cash receipts before taxes from all sources
In most cases, it is required that the interviewer obtain ALL income
information from the parent. However, in the following 3 situations, you
will only ask for the appropriate income as stated below:
Family is identified as homeless: No income should be obtained
Child is identified as foster/kinship: Only the foster/kinship income is
obtained
A family member receives TANF or SSI: Only the TANF or SSI income is
obtained
This is the only 3 instances when a child is viewed as
“Categorically Eligible”
Additional Notes Related to Income:
There are several items that can be used to verify income including:
Tax forms
 Pay stubs (must be for one consecutive month, near the date of the
application)
Written statement from employer
Official documentation showing unemployment, TANF, SSI, social
security, child support, foster/kinship care, or other benefits.
And if all else fails, a written statement from the parent
Note: A written statement from the parent is not acceptable for proving TANF, SSI,
Foster Care, or unemployment.
Let’s take a look at some actual
TPQY forms to see how to identify
SSI
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Additional Notes Related to Income:
Accepting a written statement to verify income should be a last
resort, not a first option.
When a parent tells you their family situation, income level, etc.,
DO NOT LEAD THEM DOWN AN ILLEGAL PATH TO ELIGIBILITY!!
With that said, you should always try to understand the family’s
current situation (information for the past 1 month) and determine if
it makes the family more eligible than their previous calendar year
taxes would. It is legal to use the one that makes them the most
eligible.
Determining Income
Additional Notes Related to Income:
Current Situation
In order to determine a family’s income, it may be more appropriate to use the
family’s current situation than to use the previous 12 months or previous calendar
year to get a clearer picture of the family’s true condition. To be considered as the
“current situation”, the family circumstance must have been happening for at least 1
month previously. If a family’s income level for the previous month is less than it was
for the previous 12 months or calendar year (based on monthly average), then the
interviewer should accept the previous month’s income and multiply the amount
according to the pay schedule to determine the family income.
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Additional Notes Related to Income:
If a family does not have any income, you will fill out the “0 Income
Form” with the family.
If the family has any income at all, do not fill out the “0 Income
Form.
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On the enrollment application, if a parent tells you that their
current housing is anything other than “Rent” or “Own”, a Family
Residency Questionnaire must be completed to determine if the child
would qualify for Head Start under the McKinney-Vento Act.
(Homeless)
Just because a family does not rent or own their current residence
does not mean that they are automatically homeless. There are
other factors in the MV Act that must be considered.
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What is the most effective recruiting method in our
Head Start program?
Using the responses that parents gave to the question “How did you
hear about the Head Start program and our application process” on
the enrollment applications this year, this is what we learned:
31% of the applications did not
have an answer on this question
What is the most effective recruiting method in our
Head Start program?
We also learned this:
Community Event
Flyers/Posters
Comm. Agency Referral
Mailings
Newspaper Ads
TV/Radio Ads
Family/Friend/Other Parent
Other
- 2%
- 11%
- 2%
- 4%
- 3%
- 4%
- 48%
- 17%
When a child withdraws from a classroom, do you
have to enroll another child at that classroom?
You do have to enroll another child, but it can be at a different
classroom. Pike County is funded to serve 445 kids, no more no less.
When a child withdraws from the program, they have 30 days to
replace him/her. But the child that withdrew may be at Mullins, and
the new child they enroll may be at Feds Creek. So when a classroom
loses a child, that does not necessarily mean that there is a vacancy
in that classroom.
Let’s discuss the enrollment struggles we have had
over the past few years.
Eligibility Waiting List (9 records)
HELP?
(click on Child/Family/Eligibility Points value to view details)
Name
ID
Age
Gump, Forrest
106327
3y /
5m /
24d
Kramer, Cosmo
4y /
101396 10m
/ 19d
PIR
Age
3
4
Family
Desired Program Options
Disability
Status
Documents
Eligibility
Points
Income Status
Any
Available
no
Complete
352
Underincome 100%
Any
Available
HEAD
START
no
Complete
221
Underincome 67.77%
Full-day
CenterBased (5
day per
week)
Any
Available
Susp
Complete
176
Underincome 100%
Center
Option
Model
view
Bean
Town
Part-day
CenterBased (4
day per
week)
view
Bean
Town,
Bean
Town
2
view
Bean
Town,
Bean
Town
3
view
Bean
Town
Any
Available
HEAD
START
no
Incomplete
129
Underincome 42.73%
Turtle
Lake
Part-Day
CenterBased (5
day per
week)
Any
Available
no
Complete
50
Overincome 19%
Any
Available
no
Complete
48
Overincome 256.91%
Fonzarelli, Arthur
102625
3y /
1m /
13d
Tyson, Mike
114549
4y /
2m /
16d
109259
6y /
0m /
23d
James, Jesse
111639
5y /
0m /
23d
4
view
Bean
Town
Full-day
CenterBased (4
day per
week)
Tripper, Jack
109217
4y /
10m
/ 23d
4
view
Turtle
Lake
Any
Available
Any
Available
no
Complete
45
Overincome 31.74%
Reynolds, Burt
104935
4y /
0m /
16d
3
view
Bean
Town
Full-day
CenterBased (4
day per
week)
Any
Available
IEP
Complete
12
Overincome 40.43%
James, Rick
106456
4y /
1m /
24d
3
view
Turtle
Lake
Any
Available
Any
Available
no
Complete
0
Overincome 217.25%
Mann, Aqua
5
view
There are only 3 instances when a program can
skip a child on the waiting list and enroll a
different child:
•If a program has not met their specified number of accepted 4 year
olds according to the Full Utilization Agreement, they can skip down
the list and enroll as many 4 year olds as needed to reach that
number
•If a program needs to accept a 4 year old instead of a 3 year old
because of age requirements at a specific classroom (If a classroom
has more 4s than 3s, they can enroll 20 kids. If they have more 3s than 4s,
they can only enroll 17 kids)
•If a program is nearing the December 1 deadline and has not
reached their mandatory 10% disability children
Additional Notes Related to Recruitment & Enrollment:
In order for a child to enroll in Head Start, they must meet 2
criteria: Age and Income
The state of KY requires all children in public school to have a valid
immunization certificate or exemption
A child cannot be denied enrollment in Head Start for other
reasons such as a disability or family refusal to obtain health
screenings
You cannot tell parents that there is any kind of requirement for
their child other than an immunization if the age and income is met
At least 90% of the children we enroll must be deemed income
eligible or within 30% above the poverty guideline
Additional Notes Related to Recruitment & Enrollment:
At least 10% of the children enrolled in Head Start must have an
identified disability with an IEP in place
A child is not automatically eligible for Head Start based on a
disability
When a child is accepted in the program, he is given an enrollment
slot for the following year as well when he is not old enough to enter
Kindergarten
If a “returning child” is age eligible for a 3rd year, a new application
and Eligibility Verification form must be completed. The child should
be given an enrollment slot for the 3rd year regardless of income
unless there is a justifiable reason not to. Returning child means that
the child was enrolled in the program on the last day of school.
Q. If a child withdrew from your classroom today, and then the parents
wanted to reenroll him again next month, would you need a new
application on that child?
A. If it has been more than 12 months since the application was completed,
you would have to complete a new application and Eligibility Verification
form on that child and he would only be enrolled if he had the most points
on the eligibility waiting list. Once a child withdraws from the program,
he/she does not get any special consideration if they want to return.
Q. Can a family living in West Virginia enroll their child in Pike Head Start?
A. No. We can only enroll children that have a residence in one of our 5
service counties (Floyd, Johnson, Magoffin, Martin, Pike).
Q. If a child will turn 3 years old on October 2, 2013, will he be eligible to
enroll in Head Start at the beginning of the year?
A. No. If the child has a diagnosed disability, he would be able to enroll on
or after his 3rd birthday because he did not turn 3 by the October 1 cutoff
date. If there was no disability, this child could be placed on the waiting list
after his birthday but would be a “last resort” enrollment during the year.
Q. What is the maximum number of children that can be enrolled in a Head
Start classroom?
A. 20
Q. If a program wants to change a child’s program model from Head Start
to KERA, does he have to be terminated on COPA in order to do so?
A. Yes. The child must be terminated, then his program model changed,
and then reenrolled.
Q. If there are enough enrollment applications to fill all of our classrooms
with income eligible children, can we still enroll some overincome children
as long as we meet the 90% income eligible mandate?
A. No. Enrollment selections follow the points received on the waiting list
Q. Can a parent choose whether they want their child to enroll in Head
Start or Preschool?
A. No. The Head Start program has a minimum number of “eligible”
children that must be enrolled in each county prior to Preschool
acceptance.
Q. If a child is at the top of the waiting list for North Magoffin today and
there is a vacancy that occurs next week, is that child guaranteed to get
that slot?
A. No. Head Start is not a “first come, first served” program. When the
program is ready to fill the slot, they must select the child with the greatest
need at that time.