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Policy

Children are enrolled into Head Start of Lane County (Head Start <HS> or Early Head Start<EHS>) from classroom waiting lists which rank children according to points assigned from the established selection criteria (see Selection policy).  To be considered enrolled, families and children will complete the Eligibility and Intake process and receive a home visit or attend class.

Procedure

  1. Children eligible for kindergarten the next program year will NOT be enrolled if less than 30 days remain in the program year. Children enrolled in HS are eligible to remain enrolled in the program for the following year without re-establishing income eligibility or points, if the child is not age-eligible for kindergarten.
  2. For the HS portion of the program, beginning  approximately one (1) month before the end of the current program year, regional staff will identify returning children and their family’s preferences for placement for the following program year.
  3. In EHS, the transition process to the appropriate HS placement will begin six (6) months prior to child’s third birthday, and be completed 30 days prior to the child’s third birthday (see EHS Transition policy). Income eligibility is determined for all EHS children transitioning into HS.
  4. After the placement requests for EHS transitioning children and returning children have been processed, new children may be accepted to the appropriate classroom from the wait list according to the following time lines.
    1.  From the last day of the Part Day program year until one month before the start of the new program year: select, offer placement and conduct Intake with eligible families to fill up to 75 percent of funded slots.
      1. Contact families.
      2. Confirm classroom preference and interest in program.
      3. Discuss transportation needs.
      4. Discuss any special needs for the child.
      5. Schedule Intake appointment.
      6. Complete Intake process.
    2. Beginning one (1) month before the start of the new program year: select, offer placement and conduct Intake with eligible families to fill up to 100 percent of funded slots. Exception: in communities with no wait list of eligible families, over-income families, and/or children not meeting the age cutoff,  may be enrolled after consultation with, and approval by ERSEA Manager. (See Child Assignement to Classroom, Teacher policy).
  5. Returning children: contact re-enrollees to verify continued enrollment for the following program year. Update any pertinent information. (See Classroom Assignment policy)

Guidance for filling openings in the full day program

  1. Family is enrolled in part day HS or EHS, but needs full day services because of full-time work or school and may have a childcare subsidy or financial aid.
  2. Family has not yet been selected, but is HS eligible, on the wait list, and needs full day because of full-time work or school and may have a childcare subsidy or financial aid. Offer slots based on points (see Selection policy). If family needs full-time care for work or school but does not have and may not qualify for a childcare subsidyexplore parent pay based on sliding scale.
  3. Family is enrolled in part day HS or on a HS wait list and special circumstances exist where enrollment in Full Day (FD) would be benefit the child and/or family. Family may be selected for FD placement after consultation with and approval by ERSEA Manager and/or FD Regional Manager. The family’s special circumstances leading to selection for FD placement must be documented in the record. NOTE: These slots must be funded with either voluntary parent pay or state blended dollars.
  4. Open slots will be filled as soon as possible. Slots are never to remain open over 30 days.
    1. The Regional Assistant may contact the family listed as #1 on the waiting list, to determine if the family would like to accept the slot.
      1. In limited cases, the Regional Manager and ERSEA Manager can make the decision to enroll the next child on the wait list who is best suited for the opening, bypassing other children on the wait list. Documentation regarding reasons for this decision will be entered into the record. (see Child Assignment to Classroom, Teacher policy).
      2. After the start of the program year, when several attempts to reach a family have not been successful, a letter requesting contact within seven (7) business days will be sent. If no contact is made by the family prior to the deadline, enrollment staff will contact the next family on the wait list. During summer Intake season, a text or voicemail message giving the deadline may be used. The family should be given at least two (2) business days to respond to such message.

Transfers

  1. Families who withdraw from the program and reapply will not be considered transfers.
  2. Children transitioning from EHS to HS are not considered transfers.
  3. Request for transfer (because of a change in the family’s living, working or childcare arrangements) will be given priority for placement ahead of new families seeking enrollment. All other transfer requests will be subject to approval by Managerial staff.
  4. Enrollment staff will involve the RM (both previous and possible new site RM) and/or the ERSEA Manager for placement decisions in transferring families. The issues considered and the decision will be documented in the record.
  5. Except in special circumstances, over-income families are not granted a transfer within the current program year. Transfers may be granted in year two (2) of enrollment. Over-income transfer requests due to special circumstances will be subject to approval by Managerial staff.

Withdrawn status

  1. If there are attendance concerns, the Regional Manager and Family Support Coordinator will attempt to resolve them. If placement is terminated due to insufficient attendance, a letter from the Regional Manager will be sent to the family. (See Attendance policy).
  2. The Regional Manager will contact the Early Childhood CARES coordinator and the Child Development/Disabilities Consultant when a child being considered for termination is on an IFSP, or has a referral to Early Childhood CARES.
  3. When families withdraw from the program for two (2) or more months and return requesting to attend, they must go through the eligibility process again.
  4. The above procedures are typically completed by the Regional Assistant. The Family Support Coordinator will assist with verification and updating of forms and gathering information of returning families, as needed.

Home Visit or Attendance to complete enrollment

  1. The Service portion of the Intake Process will routinely be completed by the Family Support Coordinator, Community Childcare Specialist, Interpreter, Regional Manager, or Assistant Regional Manager. When needed, ERSEA personnel may substitute in conducting the service portion of the Intake Process.
  2. The partnership process will be initiated at the time of Intake by completing the Family Strengths and Needs Assessment (SANA).
  3. If the family is enrolling into a Full Day site, attendance may serve as the completion of the Intake Process. The Family SANAmust then be completed as soon as possible after the child attends.
  4. The staff person completing the service portion of the Intake Process will also orient the family to the Head Start/Early Head Start program.

Parents will be informed about the program structure and philosophy of Head Start/Early Head Start, and how they are implemented in their child’s Head Start/Early Head Start experience. See Orientation Check list.

This policy complies with Head Start Performance Standard 1305.4, 1305.5, 1305.7
It was approved by Policy Council on September 9, 1997. March 12,2002, May 13, 2003. January 13, 2004. May 23, 2005. May 31, 2006. August 21, 2012. March 2013. February 2016
It was approved by the Board of Directors on November 2009. June 2010. August 2012. March 2013. February 2016

Updated March 8, 2000. October 12,2000. April 24, 2001. January 23, 2002. May 7, 2003. January 7 2004.April 28, 2004. November 22, 2004, .May 2006. April 2008. April 2009. July 2010. August 2012. January2013. May 2013. January 2016. February 2019