Recruitment Training Eligibility & Documentation

There are two criteria used to determine eligibility for Head Start and Early Head Start: –Age –Income Eligibility Criteria

Head Start children must be 3 or 4 years-old by September 1, (depends on site as some sites do not take 3 yr olds). –ONLY EXCEPTION If child has an IEP they can apply even if not 3 by Sept. 1 st and/or are 5 by Sept. 1 st. Early Head Start children must be at least 6 wks old for center base, and there is no minimum age for home base. They can apply before this age it should be clear to parent they won’t be eligible for selection until 6 weeks old. There is no age requirement for pregnant women. They must provide proof of pregnancy. Age

The following documents can not be used to determine a child’s age. –Crib Cards –Birth Announcements –Baby Books –Hospital Bills The following documents can be used –Verification of Birth Facts –Any State Birth certificate –Certification of Birth All must be signed/stamped An application can be accepted w/o a birth certificate with approval from the FCP Manager Provide an example of correct age documentation Age Documentation

Pregnant women do not have to provide age documentation, instead they must provide proof of pregnancy. –A document from a physician; preferably with expected due date listed. –Provide an example of Proof of Pregnancy documentation Age Documentation

Determining Income HS ACT 645(a)(1)(C) C) In determining, for purposes of this paragraph, whether a child who has applied for enrollment in a Head Start program meets the eligibility criteria, an entity may consider evidence of family income during the 12 months preceding the month in which the application is submitted, or during the calendar year preceding the calendar year in which the application is submitted, whichever more accurately reflects the needs of the family at the time of application.

Determining 12 months to use For program term ; you will use previous year 2012 – EHS you will begin using the same documentation as HS for the rest of , and continue through Previous Year is used when: – Income is essentially the same as current situation Previous 12 months is used when: – The families current situation is (income-wise) different than the previous year

Determining Previous 12 months You CAN NOT cross years. – Example: Taking a W2 for 2012 and Child Support for March 2013-April 2012 – All income taken must be from the same 12 month period. Previous 12 months – Application date in April Previous 12 months ___________________ – Application date in August Previous 12 months_________________ – Application date in December Previous 12 months_______________________

Income eligibility is based on the federal poverty guidelines No more than 10% of the children enrolled in our program could be over income (101% and up) –Up to 35% of the OI children enrolled could fall between 101%-130% over the poverty levels Go Over the Income Guidelines Income Eligible & Over-Income

Documenting Income 45 CFR (i) –Income means gross cash income and includes earned income, military income (including pay and allowances), veterans benefits, Social Security benefits, unemployment compensation, and public assistance benefits. Additional examples of gross cash income are listed in the definition of "income" which appears in U.S. Bureau of the Census, Cur-rent Population Reports, Series P

2012 Income Tax Return 2012 W-2 Check Stubs (Gross, Previous 12 Months, Year-to-Date) Social Security Benefits Child Support Scholarships and Grants Unemployment Employer Letter Self-Declaration of Income 1099-MISC No Income Declaration (must include “for the past 12 months”) Provide examples of each type of income Income Documentation

Categorically Eligible-Children and families that are categorically eligible do not provide income. They are considered income eligible. There are only 3 ways a family can be categorically eligible: –Public Assistance –Homeless –Foster Income Documentation

Public Assistance A family is eligible due to public assistance if they are receiving : – Supplemental Security Income – TANF (Ongoing, not a one time benefit) CCS (Child Care Services: Form 2050) Workforce Investment Act Transportation Assistance (Dated Gas or Transit Voucher, Medicaid transportation not applicable ) – DID YOU KNOW-CCS, Workforce Investment Act and Transportation assistance are subsidized through TANF? Provide examples of public assistance documentation

A family is eligible due to Homeless if they answer yes to any of the questions on the Intake Form (the McKinney Vento Questionnaire is on it) –McKinney Vento Act –Subtitle B of Title VII of the McKinney-Vento Homeless Assistance Act (Title X, Part C, of the No Child Left Behind Act) defines "homeless" as follows: The term "homeless children and youths“— Homeless

(A) means individuals who lack a fixed, regular, and adequate nighttime residence (within the meaning of section 103(a)(1)); and (B) includes-- (i) children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative adequate accommodations; are living in emergency or transitional shelters; are abandoned in hospitals; or are awaiting foster care placement; (ii) children and youths who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings (within the meaning of section 103(a)(2)(C)); (iii) children and youths who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and (iv) migratory children (as such term is defined in section 1309 of the Elementary and Secondary Education Act of 1965) who qualify as homeless for the purposes of this subtitle because the children are living in circumstances described in clauses (i) through (iii). McKinney Vento Act

A child is classified as foster if: – DFPS Placement Authorization – Kinship Placement documents – Child Safety Evaluation Plan – Family Service Plan These can only be used if they are current – If you are unsure if it is current contact FCP to get approval to accept. Provide Examples of each. Foster

Children who have been adopted within one year, and provide a letter stating they are eligible for pre-k programs will no longer be categorized as Foster OHS – PC – I – 052 If a foster child has been adopted prior to applying for Head Start is the child considered eligible? – If a child is in foster care at the time the child is being considered for enrollment that child is considered categorically eligible. If, however, that child is no longer in foster care and has, instead, been adopted, the income of the child’s adopted parents should be used in determining if that child is income eligible; i.e. a child from a low- income family. Foster

The definition of "family" to be used in determining eligibility is found in 45 CFR (e), which defines family as all persons living in the same household who are: – Supported by the income of the parent(s) or guardian(s) of the child enrolling or participating in the program, and – related to the parent(s) or guardian(s) by blood, marriage or adoption. Definition of Family

The Green Family Jack: Sue and John’s father Liz: Sue and John’s mother Sue: 6 year old female John: 4 year old male How many people are in John’s Family? How to determine # in Family Activity

What if John’s grandma lived with them and she supported herself?

How to determine # in Family Activity What if John’s grandma lived with them and they support her?

B) Smith Family Jeffery:44 yr. old – Kim’s Dad Susan:43 yr. old – Kim’s Mom Kim:18 yr. old – Unemployed Tim Reid:19 yr. old – Kim’s Boyfriend Sarah:17 yr. old – High School Student Nancy:3 yr. old – Kim’s Daughter Sue:1yr. old Kim and Tim’s Daughter How many people are in Nancy’s family? How to determine # in Family Activity

What if Kim was applying for EHS with Sue?

B) Keen Family Jim Bob:58 yr. old – Sarah’s husband Sarah:52 yr. old – Jim Bob’s wife, Kristi’s aunt Jake:16 yr. old –Jim Bob & Sarah’s son Kristi:4 yr. old – currently in foster care How many people are in Kristi’s family? How to determine # in Family Activity

If a child is in foster care placement (and we have documentation), the # in family is 1. How many in family if we didn’t have documentation?

Number in Household indicates how many people are living in the home. Include: –Grandparents –Other Family Members (children) –Boyfriend/Girlfriend (children) –Friends (children) The recruitment/elgibility note must document who is living in the home. Number in Household

(A) The Green Family Jack: Sue and John’s father Liz: Sue and John’s mother Sue: 6 year old female John: 4 year old male How many people are in John’s household? How to determine # in Household Activity

What if John’s grandma lived with them?

B) Smith Family Jeffery:44 yr. old – Kim’s Dad Susan:43 yr. old – Kim’s Mom Kim:18 yr. old – Unemployed Tim Reid:19 yr. old – Kim’s Boyfriend Sarah:17 yr. old – High School Student Nancy:3 yr. old – Kim’s Daughter Sue:1yr. old Kim and Tim’s Daughter How many people are in Nancy’s household? How to determine # in Household Activity

B) Keen Family Jim Bob:58 yr. old – Sarah’s husband Sarah:52 yr. old – Jim Bob’s wife, Kristi’s aunt Jake:16 yr. old –Jim Bob & Sarah’s son Kristi:4 yr. old – currently in foster care How many people are in Kristi’s household? How to determine # in Household Activity

PS (a) –(a) Each Head Start program must have a formal process for establishing selection criteria and for selecting children and families that considers all eligible applicants for Head Start services. – (d) Each Head Start program must develop at the beginning of each enrollment year and maintain during the year a waiting list that ranks children according to the program's selection criteria to assure that eligible children enter the program as vacancies occur. Provide Selection Criteria Selection Criteria

45 CFR (2) –Children with disabilities means, for children ages 3 to 5, those with mental retardation, hearing impairments including deafness, speech or language impairments, visual impairments including blindness, serious emotional disturbance, orthopedic impairments, autism, traumatic brain injury, other health impairments, specific learning disabilities, deaf-blindness, or multiple disabilities, and who, by reason thereof, need special education and related services Children with Disabilities

The term "children with disabilities" for children aged 3 to 5, inclusive, may, at a State's discretion, include children experiencing develop-mental delays, as defined by the State and as measured by appropriate diagnostic instruments and procedures, in one or more of the following areas: Physical development, cognitive development, communication development, social or emotional development, or adaptive development; and who, by reason thereof, need special education and related services. Infants and toddlers with disabilities are those from birth to three years, as identified under the Part H Program (Individuals with Disabilities Education Act) in their State. Children with Disabilities

At least 10% of the children enrolled in our program must be diagnosed with a disability. The Local Education Agency (School Districts, Special Ed Co-ops etc.) must diagnose the disability and an IEP must be developed. Children with Disabilities

Selection Criteria Points for Disabilities The child may ONLY receive 95 points for a diagnosed disability if you are given a copy of one of the following: –Current IEP/ARD (Individualized Education Plan-ages over 3) or IFSP (Individualized Family Service Plan- ages under 3) showing that the child requires special educational services A Head Start Child that has an IFSP that expired when s/he turned 3, but the child is not yet 4 years old can be given 3 pts, as long as you are given a copy of the following: –Expired IFSP (Individualized Family Services Plan) within last 12 months

Selection Criteria Points for Disabilities The following is not considered documentation of diagnosed disabilities according to the Office of Head Start: –Referral letter from physician or LEA- MUST be either an IEP or IFSP. –Medical diagnosis report- Children must be diagnosed by an education agency. Physician reports don't count toward the 10% disability requirement. –Documentation from private agencies such as: TTU Health Sciences Center, Pediatric Therapy Inc., Speech & Language Hearing Center of Lubbock etc. –Parent's word that s/he has an IEP or IFSP at home- They MUST bring it with them and allow you to copy it for it to count as 95 pts

Selection Criteria Points for Disabilities If you do not have a copy of a current IEP IN YOUR HAND as you do the application, but the parent has concerns or thinks the child will qualify, the child can only be given 40 pts for a disability concern.

Selection Criteria Points for Disabilities The following are the types of disability concerns we can give points for: –Speech impairment –Intellectual Disabilities (mental retardation) –Hearing impairment –Visual impairment –Learning disabilities –Autism –Developmental delays (MUST HAVE DOCUMENTATION)

Selection Criteria Points for Disabilities Children should NOT receive any disability points for the following (UNLESS there is an IEP with the application): –Health Impairment (ex: heart murmur, heart condition, asthma, diabetes, eczema, etc…) –Orthopedic Impairment (ex: bone disease, use of wheel chair/walker, cerebral palsy) –Behavioral issues (ex: the child is angry, fights, disobeys etc.) –Aggression If you have questions about whether a child should receive disability points, call the Mental Health & Disability Manager for clarification!

Selection Criteria Child Transferring from EHS or Migrant- (EX: TTU EHS; TMC Migrant ) Food Insecurity- a family who does not qualify for WIC/SNAP, and is struggling with providing food Dual Language Learner- Primary language at home is not English Referral from other Agency/Professional- referred from other programs Sibling Enrolled- A sibling enrolled in the program Child has no insurance- Applicant doesn’t qualify or not receiving Moved within 6 months- Family has moved to a different city or state in last 6mos Recent death in family- Family has had a death in the immediate family (grandparents/aunts/uncles don’t count) Recent = Within 6 months

Selection Criteria Undocumented parent-Parent(s) who are undocumented Deported parent-Parent(s) who have recently (within 6 months) been deported Guardian-Someone other than people listed on birth certificate taking care of child. Foster does not get points for this. Family Member w/Health Problems/disability-any family member w/health problem or a disabilty Family Migrant and/or Seasonal Farm Worker- any family member who works in field work or moves to find work depending on season Parent Incarcerated and/or recently released-parent(s) who live in household and were recently incarcerated or recently released

Selection Criteria Pregnancy/Blended families- Parent is pregnant and/or blended. Meaning children with different parents living together as one family now. Additional sibling applying-more than one child in family applying for program Child received ECI services-Child was enrolled in ECI within last year Family in Transition - any additional reason with explanation in notes Recently Deployed/Returning Military Parents-Parent(s) who are just back from serving or have just left.

Declaration Form If the family is an employee of SPCAA or related to an employee of SPCAA contact someone from the employee list to do the recruitment for you. If the family answers yes to 3 or 4, you must have documentation to complete application and you will give Diagnosed Points and Enter information in Disability Tab. If the family answers yes to 5, you will provide points on selection criteria for suspected and enter information in Disability Tab. Provide example of Declaration Form

47 IF parent answers Yes to either #1 or #2; please schedule appt with above.

48 If the family answers yes to 3, you must have documentation to complete application and you will give Diagnosed Points and Enter information in Disability Tab. If the family answers yes to 4, you must have documentation to complete application and you will give Diagnosed Points for EHS and ECI points for HS and then enter information in Disability Tab. If the family answers yes to 5, you will provide points on selection criteria for suspected and enter information in Disability Tab.

Intake Form Next, you will complete the intake form This form identifies, whether you take income or not. Enter DOB, and verify documentation – McKinney Vento Act Determination Questionnaire is on this form Provide example of Intake Form.

Child’s Name Parent Name Parent completes this section All Parents sign

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