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WICAP Head Start In-Kind ACF Guidance & Standards Head Start Act Section 640(b) Grants Administration Manual Section 3.05 January 2008.

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Presentation on theme: "WICAP Head Start In-Kind ACF Guidance & Standards Head Start Act Section 640(b) Grants Administration Manual Section 3.05 January 2008."— Presentation transcript:

1 WICAP Head Start In-Kind ACF Guidance & Standards Head Start Act Section 640(b) Grants Administration Manual Section 3.05 January 2008

2 In-Kind Contribution What Is In-Kind? In-kind is donated time, services, goods or materials. The Federal Government provides 80% of our money to operate Head Start. However the government expects parents and community volunteers to contribute the remaining 20% in what we call IN-KIND time instead of money. Volunteer Services: Volunteer services furnished by current Head Start parents, former Head Start parents, professional and/or technical personnel, consultants, foster grandparents or other community members. –Staff may volunteer time to the program if it is not in the scope of their regular position’s job requirements. Time (volunteering at the site, socializations, transporting to medical appointments.)

3 What is In-Kind? - Continued Space –Use parent home or area (homeless shelter) –Use of space or building for which we do not pay or pay a reduced fee Material goods and supplies –Any donation which will be used by the program (classroom supplies, kitchen supplies, janitorial supplies, toys for classroom, diapers, clothing for classroom use etc.) Other (any contribution that does not apply to the other three categories – cash, equipment, etc.)

4 Why do we report In-Kind? Grant requirement: –In Kind must equal 20% of the grant money received from the Federal government. –The amount of in-kind that each site is required to generate is based on the number of children enrolled. –If each family contributes 19 hours per month in the 3 – 5 program and 15 hours per month in prenatal – 3 program, the In-Kind requirement will be met. If the In-Kind requirement is not met by the program, it could result in a reduction of program funding.

5 It is the responsibility of all staff to generate in-kind including volunteer services to WICAP Head Start. All in-kind contributions must be documented. In-kind reports are due in the Administration office by the 5 th of the month. (For example, January’s in-kind is due Feb 5 th )

6 What are some things that parents or community volunteers can do?

7 Kitchen Aide/Food Service Assist in the Kitchen Picking up Supplies Parents could create a Cookbook with Nutritious Meals/Snacks to Distribute to Head Start Families. Donate Supplies.

8 Classroom Volunteer Classroom Curriculum Planning Committee Helping Families Support Learning At Home Reading Is Fundamental Classroom Preparation –Materials (Activities families can do at home using simple everyday materials.) Making Nametags –Repairing Broken Toys or Books –Donate Supplies

9 Facilities/Custodial Aide Cleaning: Vacuuming, Dusting, Washing Windows, etc. Cleaning: Vacuuming, Dusting, Washing Windows, etc. Planting, Raking Planting, Raking Painting Painting Yard Clean Up Yard Clean Up Maintenance & Construction Maintenance & Construction Repair, Upkeep of the Head Start sites. Repair, Upkeep of the Head Start sites.

10 Field Trips Preparation Planning Participation: Field Trip Aide

11 Home Visits Any Visit Conducted with a Head Start Parent/Guardian. –When conducted in their home, count both the time and use of the home. –If conducted out of their home (i.e. park, Head Start site) count only the time.

12 Activities Based on Goals Child Goals –The time spent by parents/guardians working on activities to achieve established child goals. –Parent/Child Education Goal Family goals –The time spent by parents/guardians working on activities to achieve established family goal(s) –Home Ownership Goal –Medical Goal- Sign Up for Medicaid –Career Goal

13 Professional Services Donation of time Donation of time Discount Rate - Difference between the Actual Fee and the Fee Charged to Head Start Discount Rate - Difference between the Actual Fee and the Fee Charged to Head Start Mental Health Professional Mental Health Professional Medical Providers Medical Providers Presenters/Trainers/Speakers Presenters/Trainers/Speakers Architects/Contractors Architects/Contractors Legal Services, etc. Legal Services, etc.

14 Parent Involvement Recruitment Time Spent by Head Start Parents and Community Members Use of Home Use of Space for Socialization, Parent Meetings, Group Activities, etc., not held at Head Start site. Donated Materials: School/Office Supplies, Books, Clothing Used in the Classroom for Dramatic Play and/or to keep in the classroom when a change of clothing is needed.

15 Parent Involvement Cont. Material Preparation Office Work: Answer the Telephone, Receptionist, Greeter at sites. Time at the Parent/Teacher Conference Meeting Preparation: Calling Parents/Guardians and attending meetings, activities and/or Policy Council

16 Parent Involvement Cont. Parent leadership: Policy Council and/or Parent Committee. Male Involvement, Health Services, Curriculum, Advisory and/or Planning Committees, etc. Transportation: Bus Aide To and From Medical Provider Appointments.

17 Unallowable Matches Are contributions that DO NOT provide a service to the Head Start program such as: The time that parents spend in special programs (GED, college, job training, etc.)  The time spent enrolling one’s own child.  The time parents spend on fund raising activities.  Clothing furnished to children and families for personal use.  Transporting your child to and from a Head Start site.

18 WICAP Head Start Policy & Procedure A09 Policy & Procedure A09 Policy & Procedure A09

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22 In-Kind Reporting Forms HS-520 Regular Volunteer Time Sheet – For volunteers who volunteer 12 hours per week every week. HS-534 Volunteer Sign-In Record HS-535 Family/Child Goal In-Kind Record HS-536 In-Kind Use of Home/Home Visit Documentation HS-561 Family Goal In-Kind Record W-15(a) Statement of Contribution – Head Start

23 All information must be completed legibly. If it can not be read, it can not be counted. In-Kind Reporting Forms Documentation of In-Kind

24 WICAP Head Start Documentation of In-Kind (Cont.)  HS 520  Regular Volunteer Time Sheet  This form is to be used for regular volunteers ONLY. A regular volunteer is defined as any person volunteering 12 or more hours every week.  This form must be signed by the volunteer and the original submitted to the Administration office by the 5 th of every month.

25 HS-534 - Volunteer Sign-In Record is used for HS-534 - Volunteer Sign-In Record is used for Volunteers documenting their time at the center Volunteers documenting their time at the center Classroom Classroom Kitchen Aide Kitchen Aide Maintenance Maintenance Foster Grandparent Foster Grandparent Parent Teacher Conferences Parent Teacher Conferences Receptionist Receptionist Preparing classroom materials Preparing classroom materials Preparing materials for parent activities Preparing materials for parent activities WICAP Head Start Documentation of In-Kind - Continued

26 HS-535 – Family/Child Goal In-Kind Record is used for: HS-535 – Family/Child Goal In-Kind Record is used for: Recording the dates and time spent working on pre- defined goals at home. Recording the dates and time spent working on pre- defined goals at home. This form must be signed by the parent/guardian and the original submitted to the Administration office by the 5 th of each month. This form must be signed by the parent/guardian and the original submitted to the Administration office by the 5 th of each month. The goal sheet must be completed weekly. The goal sheet must be completed weekly. COPIES OF PARENT/GUARDIAN SIGNATURES ARE NOT ALLOWED COPIES OF PARENT/GUARDIAN SIGNATURES ARE NOT ALLOWED WICAP Head Start Documentation of In-Kind - Continued

27 HS-536 - In-Kind Use of Home/Home Visit Documentation is used for documenting Home Visits If both parents attended, put both names on the form, preferably on the same line and do not enter on any other forms. Put the length of the home visit. Example: If both parents attended, and the home visit lasted 1 hour, the total length of the visit is 1 hour. Fill in the Use of Home column if the home visit was done at the parent’s home The Use of Home value is currently $1.50 NOTE: If the Use of Home column is left empty, you will not receive credit for it. WICAP Head Start Documentation of In-Kind - Continued

28 WICAP Head Start Documentation of In-Kind - Continued HS-561 Family Goal Sheet (Center Base) Use one sheet per goal Goal sheet must be signed by the parent/guardian and the original submitted to the Administration office by the 5 th of each month.

29 W-15(a) - Statement of Contribution W-15(a) - Statement of Contribution Used for donations when: Used for donations when: the donor wants a receipt the donor wants a receipt the donor plans to claim a tax deduction. the donor plans to claim a tax deduction. We keep the original, give a copy to the donor We keep the original, give a copy to the donor This form must be signed by the donor This form must be signed by the donor The donation must be specific The donation must be specific WICAP Head Start Documentation of In-Kind - Continued

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37 Frequently Asked Questions  Can In-Kind from a previous month, which did not get included in the current report, be reported?  Yes!  Help – Reporting Requirements  Completing In-kind forms and reports must be legible, names, etc., if it can not be read, it can not be counted.  Are family/child goals clearly stated?  Are family/child activities clearly stated and do they support the goal(s)?


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