Recruitment Training
Eligibility & Documentation
Intake Form
• First, you will complete the intake form.
• This form is used to confirm age and if families
are considered categorically eligible.
– McKinney Vento Act Determination Questionnaire
is now on this form
• Provide example of Intake Form.
Declaration Form
• Fill out Declaration Form after Intake
• 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.
• If the family answers yes to 5, you will
provide points on selection criteria for
suspected.
• Provide example of Declaration Form
Eligibility Criteria
• There are two criteria used to determine
eligibility for Head Start and Early Head
Start:
– Age
– Income
• Provide Poverty Guidelines & Age Sheet
Age
• Head Start children must be 3 or 4 yearsold by September 1, 2011. (depends on
site as some sites do not take 3 yr olds).
• Early Head Start children must be at least
6 wks old for center base, and there is no
minimum for home base.
• There is no age requirement for pregnant
women. They must provide proof of
pregnancy.
Age Documentation
• The following documents can not be used to
determine a child’s age.
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–
–
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Crib Cards
Birth Announcements
Baby Books
Hospital Bills
• A recruitment application for a Homeless
family can be completed without a birth
certificate. The FSW will be responsible for
working with the family to get a birth
certificate as soon as possible.
• Provide an example of correct age documentation
Income
• 45 CFR 1305.2(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-60-185
Income Documentation
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•
•
•
•
•
•
•
2010 Income Tax Return
2010 W-2
Check Stubs (Gross, Previous 12 Months)
Social Security
Child Support
Scholarships and Grants
Unemployment
Employer Letter
No Income Declaration (must include “for the past 12 months”)
Provide examples of each type of income
Income Eligible & Over-Income
• Income eligibility is based on the
federal poverty guidelines
• 35% of the children enrolled could
fall between 101%-130% over the
poverty levels
• 10% of the children enrolled in our
program could be over income (131%
and up over the poverty levels.)
• Go Over the Income Guidelines
Categorically Eligible
• Children and families that are
categorically eligible do not provide
income.
• There are only multiple ways a family
can be categorically eligible:
– Public Assistance
– Homeless
– Foster
Public Assistance
• A family is eligible due to public assistance if
they are receiving:
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–
–
–
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TANF (Ongoing, not a one time benefit)
Supplemental Security Income
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.
Homeless
• A family is eligible due to Homeless if they
answer yes to any of the questions on the
McKinney Vento Determination
Questionnaire
– 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“—
McKinney Vento Act
(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).
Foster
• 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.
• 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 lowincome family.
Definition of Family
• 45 CFR 1304.3(9)(i)(A)(B)(ii)
(9) Family means for the purposes of the
regulations in this part all persons:
(i) Living in the same household who are:
(A) Supported by the income of the parent(s) or
guardian(s) of the child enrolling or
participating in the program; or
(B) Related to the child by blood, marriage, or
adoption; or
(ii) Related to the child enrolling or participating
in the program as parents or siblings, by
blood, marriage, or adoption.
How to determine # in Family
Activity
Jack:
Liz:
Sue:
John:
(A) The Green Family
Sue and John’s father
Sue and John’s mother
6 year old female
4 year old male
How many people are in John’s Family?
How to determine # in
Family Activity
•4
• What if John’s grandma
lived with them and she
supported herself?
How to determine # in
Family Activity
•4
How to determine # in Family
Activity
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
•3
• What if Kim was applying for EHS
with Sue?
How to determine # in
Family Activity
•4
How to determine # in Family
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 family?
How to determine # in
Family Activity
•1
• If a child is in foster care placement (and we
have documentation), the # in family is 1.
Number in Household
• 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 contact note must document
who is living in the home.
How to determine # in Household
Activity
Jack:
Liz:
Sue:
John:
(A) The Green Family
Sue and John’s father
Sue and John’s mother
6 year old female
4 year old male
How many people are in John’s household?
How to determine # in
Household Activity
•4
• What if John’s grandma
lived with them?
How to determine # in
Family Activity
•5
How to determine # in Household
Activity
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
•7
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
•4
Selection Criteriea
• PS 1305.6(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.
• Provide 2011-2012 Selection Criteria
Selection Criteria
• Go over it
Children with Disabilities
• 45 CFR 1304.2(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 must diagnose the
disability and a ARD/IEP must be developed.
Selection Criteria Points for
Disabilities
• The child may ONLY receive 75 points for a diagnosed
disability if you are given a copy of one of the following:
– Current IEP (Individualized Education Plan) showing that the
child requires special educational services
– Current IFSP (Individualized Family Services Plan)
• 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 50
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. Physicians don't count.
– Parent's word that s/he has an IEP or IFSP at homeThey MUST bring it with them and allow you to copy it
for it to count as 75 pts
Selection Criteria Points for
Disabilities
• If you do not have a copy of either
a current IEP or IFSP 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 pts for:
– Speech impairment
– Mental retardation
– Hearing impairment
– Visual impairment
– Learning disabilities
– Autism
– Developmental delays
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
– Orthopedic Impairment
– Behavioral issues
– Aggression
If you have questions about whether a child should
receive disability points, call the Mental Health &
Disability Manager or Assistants for clarification!
Time Management
• Scheduling
– Sites will be first option
– People related to staff
• Contact person/s on declaration sheet, make
appointment that day
• Be patient if management doesn’t return call in 5 min,
call next person on list
• Contact Mary/myself last as we are working on ERSEA
review
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Recruitement Training Documentation