PERFORMANCE OBJECTIVE: Eligibility for Early Head Start and Head Start is based on a child’s age, family size and income that meet the federal regulations to ensure the program is providing education services to age-eligible children from low-income families. All children entering Head Start preschool centers must also have complete immunizations according to the State of California Community Care Licensing requirements. (Health and Safety Code, Division 105, Part 2, Chapter 1, Sections 120325-120380; California Code of Regulations, Title 17, Division 1, Chapter 4, Subchapter 8, Sections 6000-6075)

ATCAA Early Childhood Services operates both Head Start and California State Preschool Programs. Due to this dual funding there is a two stage application process for Head Start eligible families who wish to enroll in a program that provides state services.

• In accordance with Head Start Regulations for age requirements, families enrolling in Head Start must present a birth certificate or other official document to verify each child’s age. The Family Advocates or Home Visitors will screen all eligibility applications to verify that each child is age eligible. Head Start enrolling children must be at least three years old by December 2^nd. December 2^nd is the age-eligibility date for public schools in Amador and Tuolumne counties. Early Head Start enrolling children need to be between the ages of zero and three.

• There are no age requirements for pregnant mothers who wish to participate in Early Head Start services.

• To verify income, families will submit documentation of their gross family income such as Tax Forms: 1040 or W2, TANF documentation, pay stubs, unemployment, statement from employer, foster care reimbursement, SSI, or other documentation used as proof of their income status. The Family Advocates or Home Visitors will verify that proper income documentation is submitted.

• Families will submit Immunization Records for each enrolling child. The Family Advocate or Home Visitor will screen immunization records to see that they are current. The State of California Community Care Licensing board sets requirements for immunization of children.

Eligibility Application Processing Steps:

1.       Management Assistant, Family Advocates, and Home Visitors will collect all intake information: eligibility application, income and birth certificate. Documents will be date stamped and initialed before being placed in the mailbox of the center or home base program of parental choice.

2.       Families that walk into the office or centers will be assisted by the staff to complete the eligibility application on site. If a family calls the center or Home Base, the Family Advocate or Home Visitor will make an appointment to complete the eligibility application. If unable to contact the family an “incomplete notice” will be mailed to the family that requests the additional documents needed. The “Consent to Exchange Confidential Information” form will be included, if needed to assist the family in obtaining the required documentation. If the family cannot come to the site, and needs assistance, the staff member will make a family visit to complete the eligibility application. The Family Advocate or Home Visitor will discuss with the family all options available to them.

3.       If a non-English proficient family calls or walks in, then the appropriate language interpreter will be called immediately. If the interpreter is not available, then the name and phone number of the family will be recorded on the Family Contact form and placed in the appropriate interpreter’s mailbox. The staff member accepting the eligibility application will immediately notify the interpreter. The interpreter will contact the family within 5 days.

4.       Family Advocates or Home Visitors will track their center or home base programs eligibility applications on the AppTrack form, attach the cover sheet checklist, and send the family a “received eligibility application” postcard including their contact information.

5.       Family Advocates or Home Visitors will verify that the eligibility application and all required documents are complete and attached. They will follow-up on any incomplete documents by calling, sending a letter or making a home visit to the family. They will sign and date the cover sheet checklist as it applies.

6.       Family Advocates or Home Visitors will place the completed eligibility applications in the Eligibility Specialist’s mailbox located in Sonora and Jackson Early Childhood Services main offices. (Please note that during the summer months when centers are closed and staff is limited that designees will follow the same above procedures)

7.       Once a week the Eligibility Specialist will “batch” the eligibility applications; verify age of child, family size and calculate income. Verification will be completed by signing the Early Head Start/Head Start Eligibility Verification form following these guidelines:

7.1     The Eligibility Specialist will verify the family size and income eligibility of each family according to federal poverty guidelines. As a best practice, the Eligibility Manager will re-verify the income eligibility and make the final decision of eligibility.

a.     Priority will be given to children from low-income families:

i.      Below Federal Poverty Guidelines;

ii.     Public assistance, SSI, Homeless, or Foster Care

b.    Up to 10% of total enrollment may include children that exceed the federal poverty guidelines who are not eligible under (a)(i) or (ii)

c.     An additional 35% of total enrollment may include children 100%-130% of the federal poverty guidelines who are not eligible under (a)(i) or (ii) and meet the additional Head Start requirements as listed in the Head Start Act: Sec. 645.(a)(1)(B)(iii)(II)(aa) &(bb).

8.        The Eligibility Specialist completes the Eligibility Points worksheet applying the appropriate priority points according to the ATCAA Early Childhood Services Selection Process/Criteria, as approved by the Parent Policy Council. The eligibility application is then sent to the Eligibility Manager.

9.        Once a week, the Eligibility Manager will “batch” the completed eligibility applications; re-verify age of child, family size, income calculations, and priority points. Re-verification will be completed by signing the Early Head Start/Head Start Eligibility Verification form and the Eligibility Points worksheet. Family is then notified, within 10 days by mail or phone call, of their eligibility status.

10.     When the eligibility applications and support documents are determined to be complete and re-verified by the Eligibility Manager the family name will be entered onto the computer tracking system to check for any duplications, if none, then the family will have their data entered and the child will go onto the wait list with the established priority status points applied.

11.    If a family calls to inquire about their eligibility application, enrollment status or to update information, then the staff member will direct them to the person responsible for that eligibility application, who will then call the family.

12.    If the family is no longer interested, has moved out of the area, or is no longer eligible (perhaps due to the child’s age), then the eligibility application is  abandoned and filed in the abandoned file drawer. Abandoned eligibility applications can be re-activated if family circumstances have changed and eligibility has been re-established.

13.     The Family Advocate or Home Visitor will notify the Eligibility Management Staff when they have an opening.

14.     The Eligibility Management Staff will keep all completed eligibility applications in a locked file drawer until an opening occurs. When an opening occurs, the Eligibility Management Staff will distribute the approved eligibility application to the center or home base with the opening.

15.     Family Advocates and Home Visitors make the enrollment opening offer to the parent/guardian, and once the offer is accepted, follow-up on additional documentation including immunizations before the child may enter.

16.     Eligibility Staff will verify any new income and immunizations collected at this time.

17.     The Family Advocate or Home Visitor will set up an appointment with the parent/guardian and complete the enrollment process.

18.     The Family Advocate will prepare a "New Enrollment" form for the teacher to announce that a new child will be entering the class.