1. ERSEA Training 2015-2016 April 17, 2015 04/17/2015
LACOE Head Start-State Preschool

2. 04/17/2015
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
LACOE Head Start-State Preschool

3. housekeeping Restroom renovations Emergency procedures
04/17/2015
housekeeping
Restroom renovations
Emergency procedures
Parking lot for questions
LACOE Head Start-State Preschool

4. 04/17/2015
Opening activity
LACOE Head Start-State Preschool

5. final rulE Incorporates language from the Head Start Act
04/17/2015
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
LACOE Head Start-State Preschool

6. final rulE Clarifies definition of terms and includes new terms
04/17/2015
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
LACOE Head Start-State Preschool

7. LACOE’s Current Requirement
04/17/2015
final rulE ImPact
LACOE’s Current Requirement
OHS Final Rule
Delegates currently:
Complete section D of Application for Services to assist in determining eligibility
Remove barriers that hinder the eligibility and enrollment process for homeless families
Work with families to gather the needed documentation or information
Categorically eligible children must be allowed to attend HS program while securing:
Immunization and other medical records**
Proof of residency
Birth certificates or other documents
** Must comply with local, state, and/or licensing requirements
LACOE Head Start-State Preschool

8. LACOE Requirement based on Final rulE
04/17/2015
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 _(32)v1
Conduct and document follow-up
LACOE Head Start-State Preschool

9. Health Requirements Fact vs Myth 04/17/2015
LACOE Head Start-State Preschool

10. LACOE’s Current Requirement
04/17/2015
Final Rule Impact
LACOE’s Current Requirement
OHS Final Rule
Conduct interviews in person
Review, copy, and retain eligibility documents for participant’s file
Complete Page 2 of the Application for Services form with the family
Document eligibility notes in the note section of the Application for Services form
Conduct in-person interviews
Allows over the telephone interviews
Must document in the participant’s file reasons why in-person interview was not possible
Requires documents used to validate eligibility be retained
LACOE Head Start-State Preschool

11. LACOE Requirement based on Final rule
04/17/2015
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 ERSEA Plan if the delegate will allow over the phone interviews
LACOE Head Start-State Preschool

12. LACOE Requirement based on Final rulE
04/17/2015
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
LACOE Head Start-State Preschool

13. LACOE’s Current Requirement
04/17/2015
final rulE Impact
LACOE’s Current Requirement
OHS Final Rule
DOB is verified using:
Documents issued by a government agency such as DCFS, DPSS
Child’s Passport
Birth certificates
Delegates identify what documents the agency deems acceptable (ERSEA Plan)
Staff cannot collect documents that confirm a child’s age, if doing so creates a barrier for the family to enroll the child
Family must be provided with reasonable time to present these documents.
LACOE Head Start-State Preschool

14. LACOE Requirement based on Final rulE
04/17/2015
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
LACOE Head Start-State Preschool

15. LACOE’s Current Requirement
04/17/2015
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
HSEV form is generated from ChildPlus and included in the file
Allows agencies to use current situation income calculation
Copies of documents used to determine eligibility must be kept in the file
Third party verifications are allowed with written consent
Allows current income circumstances
Eligibility determination record (HSEV) form required in file
LACOE Head Start-State Preschool

16. LACOE Requirement based on Final Rule
04/17/2015
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 ERSEA Plan to include how and when third party verifications will be conducted
LACOE Head Start-State Preschool

17. LACOE Requirement based on Final rule
04/17/2015
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
Supplemental Security offices
LACOE Head Start-State Preschool

18. Updates required Revise policies and procedures to:
04/17/2015
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
LACOE Head Start-State Preschool

19. 04/17/2015
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
LACOE Head Start-State Preschool

20. Governing body and policy council
04/17/2015
Required TRAINING
Management and Staff
Governing body and policy council
Training must be completed by 6/12/2015
Within 90 days of hiring new staff
After completion of training:
Complete the Certification of OHS Final Rule Training
Attach supporting documents
Submit the documents to the agency’s assigned ERSEA monitor
Training must be completed by 9/12/2015
Within 180 days of a new term
After completion of training:
Complete the Certification of OHS Final Rule Training
Attach supporting documents
Submit the documents to the agency’s assigned ERSEA monitor
LACOE Head Start-State Preschool

21. Determine Eligibility
04/17/2015
Process Overview
Recruit
Ongoing
Communication
Determine Eligibility
Income
Categorical
Select
Accept
Waitlist
Enroll
Assign Start Date
Record Attendance
Documentation
LACOE Head Start-State Preschool

22. What is a System Provides structure for: Determining Eligibility
04/17/2015
What is a System
Provides structure for:
Determining Eligibility
Conducting recruitment
Selecting applications
Enrolling children and pregnant mothers
Documenting and reporting attendance
LACOE Head Start-State Preschool

23. What is the enrollment process
04/17/2015
What is the enrollment process
Explains the steps taken to enroll a child or pregnant mother
Recruitment
Selection I and II
Enrollment
LACOE Head Start-State Preschool

24. 04/17/2015
Enrollment Process
LACOE Head Start-State Preschool

25. Home-based program option
04/17/2015
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
LACOE Head Start-State Preschool

26. 04/17/2015
ERSEA Manual
LACOE Head Start-State Preschool

27. ERSEA Manual Updated to include OHS Final Rule
04/17/2015
ERSEA Manual
Updated to include OHS Final Rule
Revised Minimum Components of an ERSEA Plan
Included Enrollment Process
Added clarifications based on feedback
LACOE Head Start-State Preschool

28. 2015 Office of Head Start ERSEA Protocol
04/17/2015
2015 Office of Head Start ERSEA Protocol
LACOE Head Start-State Preschool

29. OHS ERSEA protocol Focus on chronic absenteeism Unexcused absences
04/17/2015
OHS ERSEA protocol
Focus on chronic absenteeism
Unexcused absences
Meeting enrollment of 10% children with disabilities
Ranked Waitlist Lists
Under enrollment
LACOE Head Start-State Preschool

30. Upcoming trainings ChildPlus Application and Enrollment
04/17/2015
Upcoming trainings
ChildPlus Application and Enrollment
State Preschool May 15, 2015
Ongoing T&TA as necessary
LACOE Head Start-State Preschool

31. questions Please complete the evaluation form
04/17/2015
questions
Please complete the evaluation form
Post Parking Lot questions
LACOE Head Start-State Preschool