1. family and parenting
2. children
3. daycare and preschool

E.R.S.E.A. Manual 2013/2014
MANUAL INDEX
• Section 1 – Intake
• Section 2 – Application
• Section 3 – Systematic Selection Process
• Section4 – Child Plus Training
• Section 5 – Enrollment Part Two
• Section 6 – Returning Students
• Section 7 – Applicant Letters
• Section 8 – E.R.S.E.A.
o 8-1: Determining Community Strengths and Needs
o 8-2: Service Area
o 8-3: Recruitment Area
o 8-4: Eligibility
o 8-5: Recruitment
o 8-6: Selection Process
o 8-7: Enrollment and Re-Enrollment
o 8-8: Attendance
o 8-9: Policy on Fees
o 8-10: Compliance - E.R.S.E.A.
o 8-11: Definitions – E.R.S.E.A
o 8-12: Rationale – Region 7 ESC Head Start Systematic Selection System
Process
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
E.R.S.E.A. Manual 2013/2014
Section 1-Intake
This section is for Early Head Start Family Advocates only.
Complete the "quick application" information by interviewing the parent or guardian
either in person or by phone. This includes the Systematic Selection Process. Examine
the following documentation provided by the parent (may be faxed, mailed or hand-delivered)
•
•
•
•
proof of birth
income information
proof of residence (Gregg County)
guardianship documentation (if applicable)
Complete the Document Verification form.
Section 2-Application
Follow these steps to complete the application process for children and pregnant
women (EHS) participants of Head Start/Early Head Start.
2-1 Documents for Quick Application
A. The following documents must be verified by Region VII ESC Family Service Workers
to complete the Quick Application for enrollment of a child:
• Proof of Birth (verifies age eligibility)
• Proof of Income (verifies income eligibility)
• Proof of Residence
B. The following documents must be verified by Region VII ESC Family Service Advocates
to complete the Quick Application for enrollment of a pregnant woman (This is Early
Head Start only):
• Proof of Income (verifies income eligibility)
• Proof of Residence
2-2 Age Verification
Using official documentation presented by parent/guardian, Family Service Workers
copy and file in child's manila folder.
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
2-3 Income Verification
E.R.S.E.A. Manual 2013/2014
Check income of applicant (child and/or pregnant woman) using one of the following
sources. Document totals on the Income Worksheet Form.
•
•
•
•
•
•
•
1040 or W-2’s for both parents
Employer Verification (See Also: Employer Verification Form)
Child Support
Scholarship/Grant
Social Security Payments
Unemployment
Other
•
For clarification on definitions of income (IM ACYF-IM-HS-00-03) See Also: Head
Start Definition of Income
•
Note: Children determined to be homeless (See Also: Definition of Homeless - McKinney-Vento
Homeless Assistance Act) are considered income eligible and are automatically eligible
to apply for Head Start services. For any family identified as homeless, the Child Residency
Form must be completed for documentation.
•
For any family indicating zero income, document this on verification of No
Income/Unemployment form (online form).
•
If the family is over-income according to their last years income and are currently unemployed;
verification from their former employer, receipt of acceptance of unemployment benefits or No
Income/Unemployment form, must be obtained for documentation.
•
Determine eligibility for Head Start services using the total amount of income and the total
family members. Reference the Head Start Income Guidelines to determine eligibility status. A
family will be determined to be income eligible or not income eligible (over income).
•
For determining eligibility for Pregnant Women (EHS only), the pregnant woman is
counted as two (2) members of the household. Once a pregnant woman is accepted for
Early Head Start services, the pregnant woman is counted as the participant, until
the date of the birth of the baby. At this time, the transition process will be
completed in CHILDPLUS, which generates an enrollment opportunity for the newborn
child.
Head Start/(Early Head Start) Family Service Workers: copy (scan) income documents
and file along with the income worksheet in the child's manila folder.
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
2-4 Residence Verification
E.R.S.E.A. Manual 2013/2014
EHS ONLY: Using official documentation presented by parent/guardian, Family Service
Workers file in child/pregnant mother's record
2-5 Disability Verification
Family Service Worker copies all presented proof for a child with a diagnosed disability.
This will consist of:
•
•
EHS - Individual Family Service Plan - from Early Childhood Intervention
HS - Admission Review and Dismissal Document from a Local Education Agency
2-6 Document Verification Statement
Family Service Workers complete the Document Verification Statement after all steps
above have been completed. This document certified that the so designated Family
Service Worker has verified, through examination documentation to prove the following:
•
•
•
•
Applicant is age eligible (n/a for pregnant women - EHS) - list document(s) reviewed
Applicant is resident eligible (n/a for Head Start) - list document(s) reviewed
Applicant is income eligible - list document(s) reviewed OR
Applicant is not income eligible (over income) - list document(s) reviewed
Upon completion of these documents, the parent signs and dates the form
indicating with their signature that all information is true. The Family Service Worker signs and dates the
form indicating with their signature the listed documents were examined.
Family Service Worker files this statement in the child's record under ERSEA Cover Sheet.
Section 3-Systematic Selection Process
See Also: Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA)
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
E.R.S.E.A. Manual 2013/2014
The following items can be used as documentation of points given on the Systematic Selection for year
2013-2014:
• Current proof of diagnosed Disability
o Copied page of current ARD/IEP/IFSP stating diagnosed disability
o Signed letter from Region 7 ESC Head Start Disability Staff or documentation from ISD
Special Education Staff
• Proof of EHS Participation/Returning Child
o Documentation from Region 7 EHS Advocate stating child received services from EHS
(Document Verification Statement Form)
o Documentation from Region 7 FSW stating child received services (Document
Verification Statement Form)
• Homeless (McKinney-Vento Homeless ACT)
o Child Residency Form
• Guardianship paper from Grandparents
o ISD Guardianship papers
o Child placement from Social Service Agency
• Child has received services from ECI
o ECI Documentation
3-2 Systematic Selection Committee
Family Service Workers (Head Start) choose at least 3 people to form the Systematic Selection
Committee. These members should be chosen from:
1. Principal/Child Care Center Director AND
2. Head Start staff OR
3. School/Community member OR
4. Former Head Start parents
The committee members complete and sign the Systematic Selection Committee Signature Page. Attach
this signature page to the printed Child Plus 2025 Enrollment Priority Listing.
Note: Before a child is officially accepted into the program your assigned Education specialist must sign
off on the Systematic Selection Committee Signature Page.
3-3 Breaking the Tie
In the event of a tie in the total points after completing the Child Plus 2025 Enrollment Priority Listing
Report, the following factors will be used in determining the next child to be enrolled:
1. Date of Birth
2. Date of Application
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
Section 4-Child Plus Training
E.R.S.E.A. Manual 2013/2014
4-1 Data Entry for Family Service Workers
ADDING A NEW FAMILY APPLICATION
•
•
•
Click the Services tab;
Click Add New Family at the bottom left.
CP defaults to add the applying child first so complete the fields for the Head Start child. (Note:
There are different fields to enter specific to adults and children and their applicant type.) (STEP
1)
DO NOT ENTER THE FAMILY INFORMATION UNTIL ALL FAMILY MEMBERS ARE ENTERED IN CP. THIS
INCLUDES ADDRESS, PHONE NUMBERS, ETC.
•
•
•
•
•
To add next family member, click on Add Member and complete the fields for each additional
family member (STEP 2)
Complete the Family Information section (address, phone number(s), parental status, and
primary language). (STEP 3)
Complete the Family Income section (income sources and verification). (STEP 4)
Complete the Add Emergency Contact section. (STEP 5)
Complete the Enrollment For section using the following choices: (STEP 6)
o Program Term=2012-2013 Preschool Head Start
o Agency= Region 7 ESC
o Site=Your Center Nam
o Classroom=Leave Blank for now
o Funding=Head Start
o Application Status=Complete & Verified
o Application Date=Date of application
o Waitlisted=Date of application or date you place child on Waiting List
o Releases signed=Yes or No
o Date Signed=Date releases were signed
o Income Status=Eligible or Over Income only
o Participation Year=whatever year applies (usually 1 unless they are returning)
If a question is asked that is not addressed above, leave that blank alone.
•
•
•
Enter the Eligibility Criteria (2012-2013)
Skip Immunizations
Click Save and Add Another or Save and Close. (STEP 7)
They Systematic Selection Report in Child Plus:
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
•
•
•
Reports
Enrollment
2025 Enrollment Priority Listing
E.R.S.E.A. Manual 2013/2014
Section 5-Enrollment Part Two
The following documents are to be completed and filed in each child’s folder under the Health Section
•
Permission and Agreement Form – School & Center based child
Section 6-Returning Students
6-1 Update Forms
Family Service Workers/Family Advocates update all forms in Enrollment Part Two with current program
year date and information. Date, copy and file in child’s record.
6-2 Document Verification Statement-Returning Statement
If the family of a returning child has a significant change in their income, Family Service Worker may refigure income using the same process as a new child (See Application-Income Verification). Changes
should be made on the ORIGINAL form with new figures noted and dated on the ORIGINAL form. Family
Service Worker signs again and dates the current date of the changes as noted).
6-3 Setting up a Child’s Folder
•
The child’s individual folder will contain supporting documents of information captured in Child
Plus. Each section in the folder will have one of the following cover sheets.
o Systematic Selection
o Parent Engagement
o ERSEA
o Education/Disabilities
o Health/Nutrition
o Mental Health
• FSW will make a copy of each cover sheet and place it in the appropriate section using a twohole punch. FSW will file all information listed for particular content area behind the
appropriate cover sheet as applicable.
• FSW will attach the “Record of Access” on the outside front cover of each folder. The child’s
LAST NAME, FIRST NAME will be placed in the designated areas. Any person making inquiry into
the folder will sign the Record of Access before accessing the folder.
Created: 01/12/2011
Reviewed: 06/05/2013
Revised: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
•
•
E.R.S.E.A. Manual 2013/2014
FSW will place a colored sheet of paper in each section to divide information from one year to
the next for returning children.
FSW will store the folders in a locked cabinet at all times.
Note: All child folders must have all information filed and complete within 30 days of the child’s first day
of school. Family Service Workers must also maintain current and accurate information in the child’s
folder and in Child Plus.
Section 7-Applicant Letters
Family Service Workers will mail letters to applicants indicating the status of enrollment.
Status will be:
1. Eligible for Early/Head Start Services AND Accepted
2. Eligible for Early/Head Start Services AND on Waiting List
There are no other options for status. Applicants who are determined to be over
income are still considered eligible for Head Start services. If the applicant's
systematic selection points do not place them high enough for Acceptance status,
they will be placed on the Head Start Waiting List. (See 3-2: Waiting List/Priority Report)
Family Service Workers should file a copy of the letter mailed to families in the
child's record.
Section 8-ERSEA
Part 1305 – ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT AND ATTENDANCE IN
HEAD START
Section 8-1 Determining community strengths and needs
Region 7 ESC Head Start completes a comprehensive community needs assessment (Community
Assessment) every three years, with annual updates. This assessment is utilized by the program to:
•
•
•
determine the philosophy for service provision in the approved service area (see Also: 8-2
Service Area)
determine long and short range goals/objectives
frame program decisions related to budget, funded allocations, partner centers/LEAs, and
program options
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
E.R.S.E.A. Manual 2013/2014
The Community Assessment may be found at: Region 7 ESC Head Start Community Assessment online
Section 8-2: Service area
See also: 8-11: Definitions
Region 7 ESC Head Start service area includes the following counties:
Anderson, Cherokee, Gregg, Harrison, Henderson, Marion, Panola, Rusk, Smith, Upshur,
Van Zandt and Wood
Section 8-3: Recruitment area
See also: 8-11: Definitions
Region 7 ESC Head Start recruitment area includes the following counties and LEA/childcare partners:
•
Anderson County
o Elkhart ISD
o Palestine ISD
o Westwood ISD
•
Cherokee County
o Alto ISD
o Jacksonville ISD
o New Summerfield ISD
o Rusk ISD
o Wells ISD
•
Gregg County
o Gladewater ISD
o Kilgore ISD
o Longview ISD
o Playing For Keeps (childcare partner-Early Head Start and Head Start)
•
Harrison County
o Elysian Fields ISD
o Hallsville ISD
o Harleton ISD
o Karnack ISD
o Marshall ISD
o Waskom ISD
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
•
Henderson County
o Eustace ISD
o Malakoff ISD
•
Marion County
o Jefferson ISD
•
Panola County
o Carthage ISD
•
Rusk County
o Carlisle ISD
o Henderson ISD
o Laneville ISD
o Overton ISD
o Tatum ISD
o West Rusk ISD
•
Smith County
o Arp ISD
o Bullard ISD
o Chapel Hill ISD
o Lindale ISD
o Troup ISD
o Whitehouse ISD
•
Upshur County
o Gilmer ISD
o Ore City ISD
•
Van Zandt County
o Fruitvale ISD
o Grand Saline ISD
o Martins Mill ISD
o Van ISD
o Wills Point ISD
•
•
•
•
Wood County
Hawkins ISD
Mineola ISD
Winnsboro ISD
Created: 01/12/2011
E.R.S.E.A. Manual 2013/2014
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
Section 8-4 Eligibility
E.R.S.E.A. Manual 2013/2014
Age Eligibility
Pre-School Head Start serves children ages 3-5 years; Early Head Start serves children 0-3 years and
eligible pregnant women (based solely on income qualification). Head Start partner districts (LEAs) may
choose to limit their Head Start participants to age 4, or may choose to serve 3 year olds in their district
Head Start programs. All children, regardless of age, must be age eligible on or before September 1.
Children with a diagnosed disability (See Also: Section 8-11: Definitions) become eligible to apply for
Pre-School Head Start on their birthday, and are not required to meet the September 1st age eligibility
rule.
Region 7 ESC Head Start will not serve children aged 5 years of age who are eligible for other ISD
services.
Families must provide documentation of proof of birth at time of application.
Income/Over Income Eligibility (See Also: Information Memorandum ACYF-IM-HS-04-07)
At least 90% of the children served in the Head Start program must be income eligible (below or at
federal poverty guidelines). However, Region 7 ESC Head Start may serve up to 10% of children from
over income families.
Children from families at or below the federal poverty guidelines, SSI recipients, TANF recipients,
Homeless, or in Kinship or Foster care are considered categorically eligible to apply for Head Start
services. Families will be asked to provide documentation at application.
Region 7 ESC Head Start administration will have the option of serving 35% of the total Head Start
student population whose family income is between 100-130% of the federal poverty guidelines.
All over income children, without a diagnosed disability, must have prior approval from the Region 7
ESC Head Start Assistant Director for Family/Community Partners or designee for entry.
All over income children, with a diagnosed disability and a current ARD/IEP/IFSP, must have the
opportunity to apply for Head Start services without prior approval from Head Start administrative staff.
(See Also: Disability Eligibility).
Head Start partner LEAs may choose to open application opportunities to out-of-district students who
meet Head Start eligibility. However, no out-of-district tuition fees may be charged to families selected
to participate in Head Start classrooms. (See Also: Section 8-9: Policy on Fees).
Family income will be verified by Head Start staff, including examination of:
• individual income tax form/W-2’s for both parents/1099 or written statements from employers
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
•
•
•
E.R.S.E.A. Manual 2013/2014
documentation of current status as recipients of public assistance (TANF or SSI), Foster and/or
Kinship care
documentation of child support payments
verification of total cash receipts before taxes
A signed statement by an employee of the Region 7 ESC Head Start program, identifying which
documents were examined, eligibility status, and enrollment status will be completed at enrollment.
This form will be retained by Head Start Family Service workers in the child’s Head Start record.
Children with Disability Eligibility
Region 7 ESC Head Start must support children with a disability for at least 10% of the total enrollment.
Priority will be given to children with documentation of a diagnosed disability (See Also: Selection
Process – Children with Disabilities).
Section 8-5: Recruitment
Recruitment is an ongoing, collaborative process. Region 7 ESC Head Start, partner LEA/Childcare
centers, and local service agencies will be utilized to ensure dissemination of Head Start information and
application opportunities.
Strategies for recruitment may include:
• information about Head Start sent home with children in other LEA programs/classes with
eligible Head Start children and families
• information about Head Start sent home with children eligible for Free/Reduced lunch program
at partner school districts
• publicized opportunities for Head Start application in local newspapers, radio and television
stations, community bulletin boards and newsletters, shopping flyers, church bulletins and
newsletters, public service announcements,
• public advocacy presentations by Head Start management staff
• school district publicity opportunities
• information about Head Start distributed in local Laundromats, video stores, utility companies,
housing authorities, WIC offices, Department of Health and social service offices
• other Head Start participating families – mouth to mouth recruitment efforts
• information about Head Start provide to LEA Department heads – i.e., Special Education,
Curriculum Directors, etc.
• recruitment signs and posters placed in high traffic areas of school and community
Head Start Disability Staff will collaborate with LEA Special Education Staff (Directors, Speech Therapists,
Diagnosticians Etc.) and other campus staff to ensure students receiving special education services have
the opportunity to apply for Head Start.
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
E.R.S.E.A. Manual 2013/2014
All information (when possible) will be provided in dual-language mediums.
Section 8-6: Selection Process
(See Also: Section 8-12 – Rationale SSP)
The Systematic Selection Process (SSP) will be completed on each child who has completed the intake
process for Head Start services. Specific information on the intake form is given a point value. Children
receiving the highest point value will be served first in Head Start classrooms. The Policy Council and
Region 7 ESC Board of Directors review the SSP Criterion annually.
In the event of a tie on the SSP, these tie-breakers will be considered (in the order given):
• birthday (older children considered first); and, then,
• date of application
The SSP considers the following information for priority ranking purposes:
• Age (proof of birth required)
• Income (documentation required)
• Participation in Public Assistance (documentation required: SSI/TANF/Kinship/Foster/Homeless)
• Disability – (Current ISD/LEA/ECI documentation of ARD/IEP/IFSP required – See Also: Section 811 Definitions)
• Other factors (See Also: Section 9-12: Rationale for Selection)
o transition from EHS or a returning child for HS
o transfer from another Head Start program
o Parent with no GED/Diploma
o Homeless as defined by McKinney-Vento Homeless Act/Kinship/Foster
o Not receiving Medicaid, CHIP, private insurance or Title V
o Limited English Proficiency
o Child has received services from ECI
o Parent is age 19 years or younger
o Child living with grandparent (as guardian)
o Child of incarcerated parent
o Parent with other children under age 5
o Former Head Start parent
o Single Parent
Vacancies
•
•
all vacancies will be filled immediately from the center/school Waiting List (See Also: Waiting
List)
children withdrawn from Head Start for more than 30 days will be considered a new enrollee
and must re-apply
Waiting List
• waiting lists are maintained at each school/center/site
• children are placed on waiting lists when all available slots are filled
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
•
•
•
E.R.S.E.A. Manual 2013/2014
children are placed on waiting lists ranked by the point values indicated on the SSP
children with a tie in SSP numbers will be placed using the tie breakers listed in the SSP section
staff will monitor the waiting list for current information and information changes when
necessary
Section 8-7: Enrollment and Re-Enrollment
•
•
•
•
•
•
•
•
parent/guardians interested in application for Head Start services are required to complete an
intake process
children who withdraw from Head Start and return after 30 days must re-apply
children who withdraw from Head Start and return within 30 days may be considered a transfer
(45/90 day deadlines continue)
children transitioning from Early Head Start to Pre-School Head Start must re-apply
children served in Region 7 ESC Early Head Start will be given all available opportunities to be
served in Region 7 ESC Head Start
pregnant women served in Region 7 ESC Early Head Start are automatically withdrawn on the
birth date of their newborn child
newborns (born of participating pregnant women-EHS) are automatically enrolled using their
birth date as the enrollment date
newborns are provided services by EHS for 45 days, at which time appropriate program
placement will be determined through parent interview
Section 8-8: Attendance
•
•
•
•
•
Patterns of absences for each child will be monitored through the Child Plus Attendance
Reports.
EHS/Head Start staff will initiate appropriate family support procedures for all children with two
or more consecutive unexcused absences. Taking into consideration the circumstances of each
family, emphasis will be placed on the benefits of regular attendance. All contacts with the
child’s family will be documented in Child Plus software.
If the child is absent due to Head Start reasons (Medical appointment, dental appointment,
etc.), then he/she is counted present.
In circumstances where chronic absenteeism persists and it does not seem feasible to include
the child in either the same or a different program option, the child’s slot must be considered an
enrollment vacancy.
(EHS only) – In cases where the family cannot be contacted and/or fails to respond to calls,
letters, home visits, etc. for excessive absences, the child’s slot will be considered an
enrollment vacancy.
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
Section 8-9: Policy on Fees
E.R.S.E.A. Manual 2013/2014
Region 7 ESC Head Start (and/or partners) must not require any fee(s) for participation in the program.
Under no circumstances shall Region 7 ESC Head Start (and/or partners) solicit, encourage, or in any
other way condition a child’s enrollment or participation in the program upon the payment of a fee.
Section 8-10: Compliance – ERSEA
The failure of Region 7 Education Service Center Head Start (and/or partners) to comply with the
requirements of the ERSEA process may result in a denial of refunding or termination of said program.
Section 8-11: Definitions – ERSEA
•
•
•
•
•
•
•
•
•
•
•
service area: the geographic are identified in an approved grant application within which
Region 7 ESC Head Start may provide Head Start services
recruitment: the systematic ways in which a Head Start program identifies families
whose children are eligible for Head Start services
recruitment area: the geographic locality within which a Head Start program seeks to
enroll Head Start children and families
transfer: child moving from one Head Start program to another
entry date: the first day that Early Head Start of Head Start services are provided to the
child or family
enrollment: the official acceptance of a family by a Head Start program wand the
completion of all procedures necessary for a child and family to begin receiving services
selection: the systematic process used to review all application for Head Start services
and to identify those children and families that are enrolled in the program
re-enrollee: child enrolled within 30 days of withdrawal date
children with disability – children with a diagnosed disability needing special education
and related services to be considered for the systematic selection process, children with
a diagnosed disability (regardless of income) must present documentation of a current
ARD/IEP or IFSD
IFSP - Current (within the past 12 months)
IEP - Current (within the past 12 months)
Section 8-12: Rationale - Region 7 ESC Head Start Systematic Selection System
Process
1305.6 - Head Start Performance Standards and Other Regulations
The Systematic Selection Process is the formal process established by Region 7 ESC
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
Head Start to ensure:
•
•
•
•
E.R.S.E.A. Manual 2013/2014
all children/families are given equal access to participate in Head Start services
consideration is given of all other programs available to those interested in Head
Start services
consideration of documented needs as defined by the Region 7 ESC Head Start Community
Assessment
waiting lists are created and maintained ranked in order of points (highest to lowest)
from which vacancies are filled
Region 7 ESC Head Start uses a team approach for an annual review of the Systematic
Selection Process. The team uses all data sources available, including the most
recent Community Assessment, Self-Assessment and other monitoring results. In addition,
data from partner school districts and child care centers regarding other available
opportunities are reviewed so that children without other enrollment options are
given consideration as recruitment targets. (For instance, one program option available
to many children eligible for head Start services are state pre-K programs. While
many of the Head Start families qualify based on income, LEP (limited English proficiency)
families have an additional opportunity to participate in state pre-k programs, based
on the results of their home language survey.)
The Head Start Performance Standards and Other Regulations require programs develop
selection criteria to include four considerations:
1.
2.
3.
4.
Age of the child
Family income
Disability
Other factors
The goal of the Region 7 ESC Head Start ERSEA committee is to eliminate as much subjectivity
as possible from the selection system. As a result of this, any item for which points
may be given on the SSP must have documentation (evidence) to support. If documentation
is not available, points will not be given for that item.
Each category is allowed a maximum amount of points, which are all equal. This system
allows for equal access for children and families making application to the program.
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
E.R.S.E.A. Manual 2013/2014
Other factors included in the 2013-2014 SSP and the rationale for inclusion are as
follows:
•
transition from Early Head Start/Returning Child - approximately 20% of Head Start
enrollees are 3 year old children in their first year of participation, which allows
automatic income eligibility (if they were income eligible), without re-verification,
the second year. Approximately 45% of the Early Head Start enrollees transition
out of Early Head Start, and must re-apply for consideration to the Head Start program.
Points may be awarded to allow consideration of these children and their families
to continue with their family goals through Head Start services.
•
Homeless/Kinship/Foster - Head Start Act 2007 requires consideration for serving
children from Homeless families (McKinney-Vento Homeless Assistance Act; children
in kinship and foster care are considered income eligible even if the family income
exceeds the income guidelines.
•
Parent with no GED/Diploma.
-
•
The Community Assessment showed there was a significant increase of parents with
GED or less.
Child has received services from ECI. (Documentation is required)
-
Head Start children that have received ECI services would benefit greatly from the
Head Start delivery area.
•
Limited English Proficiency
- The Community Assessment showed a significant increase in the bi-lingual population
across all 12 counties. (See Region 7 ESC Community Assessment Table # 3 Racial and
Ethnic Composition)
•
Child living with grandparent (as guardian) - this is a social service consideration
- See Region 7 ESC Community Assessment County Chart #2 - Grandchildren in Household
- ranges from 4350 to 354 households (12 county service area)
•
Not receiving Medicaid, CHIP, Private Insurance, or Title V - According to the Region
7 ESC Head Start Community Assessment, families not receiving Medicaid (12 county
service area) ranged from 15.5% to 24.7%. There were particularly higher percentages
of uninsured children in Greg, Rusk, Smith and Upshur. Points may be awarded in
order for these children to find a medical home and maintain it, subsequently reducing
health costs and stress for the whole family.
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”
E.R.S.E.A. Manual 2013/2014
•
Child of incarcerated parent - The crime rate (particularly in Gregg, Smith, Harrison and Rusk
counties) has significantly increased. Awarding points for those children
of incarcerated parents would allow for families to receive education through parent
trainings on how to manage stressors of raising children on their own.
•
Former Head Start parent - Awarding points for a former Head Start parent would increase
the likelihood of that person participating in parent activities, going back to school,
etc. because they have been in the program.
•
Parents with children under the age of 5/ Parents with children under the age of 5 (particularly
Cherokee, Gregg, Panola, and Smith) would benefit from the program, simply because Head
Start serves children 0-5. Therefore allowing more access to
services for the whole family.
•
Single Parent- The majority of children that Region 7 Head Start serves come from single parent
households.
Created: 01/12/2011
Reviewed: 06/05/2013
If printed, valid only for: Thursday, July 25, 2013
Revised: 06/05/2013
“Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or
exceed our customers’ expectations.”