ERSEA

Eligibility

Gads Hill Center implements an effective system of identification for children and families who are in greatest need of early childhood education services.

Family Support staff follow up with waitlisted families through telephone calls, texts, and/or emails. While we prioritize homeless children, foster children, children with an identified disability, and children with teen moms. Additional criteria considerations: are family participation in the TANF, and SNAP programs, and eligibility based on the poverty guidelines.

Family living situations are also taken into account when providing support to families. Such circumstances include non-English speaking households, recent immigration, or refugee status, If the child has an IFSP, history of DCFS or legal involvement, child/family abuse or neglect, alcohol or drug abuse, parental incarceration, and/or death in the immediate family.

Eligibility Criteria

To be eligible for Gads Hill Center Head Start a child must be three at the time of enrollment. Health and Human Services Poverty guidelines are used to determine low-income families. Early Head Start serves pregnant mothers and children ages six weeks – to age 3. Families whose income is above these guidelines may still apply for services; however, priority will be given to low-income families.

To be categorically eligible for Head Start services, families of age-eligible children must meet one of the following criteria:

• A family that receives public assistance. Public assistance means that the family is receiving benefits or services through the TANF, SNAP, or SSI programs.

• A family that is receiving public assistance, even if the family's income exceeds the poverty guideline

• Children in foster care, regardless of family income

• Homeless children as the meaning given the term “homeless children and youths” in section 725(2) of the McKinney-Vento Homeless Assistance Act.

**Categorical eligibility does not guarantee enrollment**

Age and income verifications will be done as part of the application process. if the family is over-income and the Child has an IEPs DFSS approval is needed (at the supervisor’s discretion). The program requires a 10% over-income allowance, and

10% enrollment of children with disabilities.

All Head Start programs require families to meet established poverty guidelines. There are other opportunities for your children to receive services in case your family exceeds the poverty guidelines. All Head Start programs are free. The most up-to-date guidelines as of January 2023 are:

Family of 2 ---- Annual Income of $19,710
Family of 3 ---- Annual Income of $24,860
Family of 4 ---- Annual Income of $30,000
Family of 5 ---- Annual Income of $35,140
Family of 6 ---- Annual Income of $40,280
Family of 7 ---- Annual Income of $45,420
Family of 8 ---- Annual Income of $50,560

For families /households with more than 8 persons, add $5,140 for each additional person.

Enrollment and Re-Enrollment

HS/EHS: Children remain in the program until eligible for public school.
Children transitioning from EHS to HS and third-year children must re-access income and reapply for the program.
HS/EHS: Children can transfer from one delegate agency to another under the income and other criteria established at initial enrollment in the original agency – parental permission.

Federal Funding Stipulations

HS/EHS
Full enrollment by the first day of the program year
Agencies must maintain full enrollment at all times
No more than 3% of slots can be reserved for high-need/risk families
Vacancies must be filled within 30 days
•PFA/PI: Maintain at least 80% of expected enrollment
If enrollment drops below the expected 80% for 2 or more consecutive months discuss the action plan with CSD
No fees are charged to eligible PFA/PI families

Recruitment

Recruitment methods are rooted in relationship building. GHC has a long history in the communities we serve. An important part of our efforts is our participation in strategic community events and outreach activity attendance. Our waitlist consists of referrals from current eligible beneficiaries--family members, friends, work colleagues, and neighbors--and from our network of community-based organization partners. Information about our early childhood education options are advertised on our social media and website and in local publications, whose readership comprises Gads Hill Center’s service areas and target populations.

Recruitment Procedures

The program will implement a recruitment plan to solicit applications from as many Head Start/ Early Head Start eligible families within the recruitment area as possible. This will include flyers to be posted in areas that serve families with young children, letters to current Head Start Parents, Public Service Announcements in local papers, cable access channels, and on local radio stations, back-to-school fairs and other recruitment strategies.

The recruitment process will occur prior to the beginning of the program year. Each Gads Hill Center staff is to obtain a number of waitlist applications that is greater than the enrollment opportunities that are anticipated to be available over the course of the next enrollment year in order to select those with the greatest need for services. This process also includes re-verifying applications for families from the current program year wait list for the following program year.

Recruitment Plan

Gads Hill Center operates a variety of Head Start and Early Head Start program options for children and families in the communities of North Lawndale, South Lawndale, Brighton Park, Back of the Yards, Chicago Lawn, Ashburn, and the surrounding areas. Program options include center-based and home-based models and program collaborations with partner sites that provide wraparound care for working families.

Objective 1: To recruit all income-eligible families with age-eligible children in the service area (1305.5)

Activities:

· Identify children in Early Head Start and Prevention Initiative programs who will be eligible for Head Start services during the following program year and engage parents in transition planning. (1305.7(c))

· Develop a schedule of recruitment activities and assign staff responsibilities for each activity. Identify existing community events that can be utilized as opportunities for recruitment.

· Canvass neighborhoods and community spaces with flyers, mailings, and leaflets advertising all programs.

· Utilize community media, including newspapers, television, radio stations, and newsletters to advertise programs to prospective eligible families.

· Engage staff and existing families in ongoing campaigns to disseminate information regarding the program, and open enrollment on an ongoing and continuous basis.

· Collaborate with COFI, Action for Children, and any other organizations maintaining an active database of eligible families.

Objective 2: Develop and leverage partnerships with community organizations, health providers, public schools, local businesses and all other entities providing services to children and families. (1304.41(a) (1-2))

Activities:

· Renew partnerships with existing community partners and provide partners with updated recruitment materials for all programs.

· Identify opportunities to conduct active recruitment activities with community partners.

· Inform community partners that enrollment for Head Start/Early Head Start programs is open and ongoing.

· Identify potential new partners within the service area and establish mutual referral partnerships.

Objective 3: Actively recruit children with suspected and diagnosed disabilities to ensure that 10% of enrollment is comprised of children with disabilities. (1308.4)

Activities:

· Develop partnership agreements with Early Intervention programs, hospitals, other Early Head Start programs, and all other providers of services to children with special needs.

· Ensure that all Head Start and Early Head Start staff members receive training and professional development to meet the needs of children with special needs in a welcoming and appropriate manner.

· Implement a comprehensive transition process from Early Head Start and Prevention Initiative to Head Start to ensure that children receiving Early Intervention services are transitioned to receive school-based special education services from the LEA.

Objective 4: Prioritize the selection of children from the waiting list for available enrollment spaces.

Activities:

· Accurately report all family conditions in the database and utilize the point values assessed to determine priority.

· Maintain an active waiting list at all times when programs are at full capacity.

· Help families with multiple children to enroll in the program options and models that will meet their needs.

Selection

Once eligibility is determined, Gads Hill Center staff initiate the enrollment and intake process, which includes working with parents to collect all necessary documentation-- birth certificate, current physical exam, the current dental exam for children over the age of 1, proof of medical insurance, documentation of the number in household, family residency status, and proof of income--and enter the data into the database system. Within 15 and 30 days of enrollment, the Family Support Worker completes a family assessment, identifies and enters at least one family goal, referral, and case note, and schedules the first home visit with the family. If a parent does not have proof of immunization records, staff refers the child to a medical provider for assistance. A child can be enrolled without proof of immunizations as long as a doctor provides a catch–up schedule. Family Support staff help parents access the certified IFSP with a signed parental consent form if needed. Staff create an enrollment folder, collect documentation and two additional emergency contacts, and help parents complete the Action for Children application. The Family Support Staff reviews Gads Hill Center’s policies and procedures as stated in the parent handbook. The Head Start Eligibility Verification form is filled out and signed within 5 days of enrollment date for directly operated sites and within 10 days of enrollment at Partner Network sites.

Selection Procedures

The succeeding program year selections will be completed prior to the beginning of the next program year. Allowable time will be given for applications received at the end of the current program year to be entered into COPA so that all children who have applied have the opportunity to be selected. All vacancies will be filled prior to the start of the program year. Notification by mail, phone, and/or home visit will be made in order to start the enrollment process. Other selections are made throughout the year as needed when a vacancy becomes available in order to maintain enrollment.

Children are prioritized by points based on age, income eligibility, and need for services. Children with disabilities who have a current Individualized Education Plan (IEP) are included in the selection criteria, as well as foster children, families receiving public assistance, families who are homeless, and families involved with the public child welfare system. Points are given according to the Selection Criteria established by the Head Start Policy Council. The computer data system then calculates these points for selection. Children who are not selected will remain on the waitlist as long as they are age eligible. When a child has been selected, their status is changed to “accepted” and the family is contacted to begin the enrollment process.

Enrollment

After giving priority to the most vulnerable, if our programs have not met the 10% over-income allowed slots, Gads Hill Center requests from Grantee permission to enroll over-income families. The family/child is enrolled in the database system and is placed on the waitlist. Once the child is on a waitlist, the Enrollment Specialist submits the over-income application via email as well as a ticket through the grantee helpdesk.

Enrollment Procedures

Enrollment

After a child has been accepted, the Enrollment process begins. All contacts and/or attempts at contact with the family must be documented in the data system. At least three attempts to contact the family will be made within one week of receiving the child’s name. When necessary, a visit to the home will be completed before the staff requests the next name. If a family cannot be contacted after three attempts, or the family declines the slot, the child’s status is changed to ineligible in the data system.

When a family is contacted and accepts the opening, the following must be completed before the child may attend.

· Income verification in the form of two (2-4) consecutive check stubs, Family statement letter, or any type of proof of income

· Verification of TANF (if applicable)

· Verification of SNAP (if applicable)

· Photo ID of the parent enrolling child(ren) for services

· Birth certificate to verify age

· Physical exam with lead, TB and hemoglobin results (no older than 6 months prior from enrollment date)

· Immunization records (can be listed on physical exam)

· Dental exam (no older than 6 months prior to enrollment date)

When all the above steps are complete, the child is considered enrolled into the program. The Family Support Worker will send a NEW ENROLLMENT form to designated staff.

Date of Entry

The child’s date of entry into the program (enrollment date) will be the date the child actually begins services. This is the beginning of their 45 days.

Attendance

At GHC attendance is taken daily and absences are noted with a qualitative explanation (Case notes). If a child is absent and the parent/guardian has not contacted program staff within one hour of the start time of the program, staff will contact the parent to ensure the child’s well-being and make note of the reason for the child’s absence. If unexplained absences exceed two consecutive days or more staff will call the family to assess the reason for absenteeism and to discuss the importance of school attendance as applicable. If contact attempts to the families are unsuccessful, an attendance letter is mailed/emailed to the home. If there is no response to phone messages, emails/texts, or letters, a home visit is attempted by program staff. If absenteeism continues, staff works with the parent to develop appropriate family engagement intervention strategies to encourage regular attendance. Program staff may also employ additional supports that include work with the program’s mental health consultant or social worker. If a child has not attended in 30 days, the child’s enrollment may be at risk for termination. In these cases, the program will make appropriate efforts to reengage the family to resume attendance, including providing information about the benefits of regular attendance, supporting families to promote regular attendance, and conducting home visits or making other direct contacts with the child’s parents. Within the first 60 days of program operation and ongoing thereafter, GHC leadership assesses individual child attendance data to identify children with patterns of absence that put them at risk of missing 10% of program days per year and develop appropriate strategies to improve individual attendance among identified children, such as direct contact with parents or intensive case management, as appropriate.

Consistent attendance and participation is a key requirement of all Gads Hill Center programs. Attendance requirements vary based on program option and are determined by funder and regulatory standards as well as program model expectations. Each participant is expected to maintain a minimum 85% participation based on these requirements.

None of the programs offered by Gads Hill Center are “drop-in” programs. Parents are expected to notify the designated program contact when their child will not be in attendance. Low attendance (below 85% average) and absences without parent contact require staff follow-up as designated in the attendance procedures.

Program Requirements:

Outlined below is a list of programs currently offered by Gads Hill Center and the attendance and participation requirements of those program options.

Children Services Department:

Center-Based Early Childhood and HS/EHS Partner Network: Child must attend a minimum of 85% of eligible days per month (no more than three absences per month).

HS/EHS Home Visiting: Family must participate in one home visit per week and two socialization events each month (no more than one missed visit/socialization per month).

Prevention Initiative Home Visiting: Family must participate in two home visits per month and two socialization events per month (no more than one missed visit/socialization per month).

Youth Services Department:

Junior Building Leaders: Year round; student must attend a minimum of 85% per month (no more than three excused absences per month).

Teen Connection: Student must attend a minimum of twice per week.

Building Leaders: Student must participate at minimum twice per week.

Stay in School Initiative: Student must participate at minimum once per week and all required Saturdays.

Procedures:

Every enrolled participant is expected to meet the minimum requirements of each program stated above. Parents/guardians are expected to notify program staff of absences and provide a reason for the absence.

If a child is absent and the program has not been notified, program staff will contact the parent/guardian to ensure that the child is safe. The result of this contact will be documented as a case note.

Whenever a child misses three consecutive days due to illness, a doctor’s release note is required when the child returns to the program. The note should include the date that the child is medically cleared to return to the program.

Planned absences, such as vacations, must be documented in writing in advance. Vacation forms are available in all programs for this purpose. If a vacation will exceed one month, the child will be terminated from the program until their return. Intake staff and education staff must be informed when a child will take a vacation.

Follow-up:

Center-Based Early Childhood, HS/EHS Partner Network and Junior Building Leaders:

If a child exceeds three absences per month, parents/guardians will be asked to schedule a conference with their family support worker or the after-school programs coordinator to discuss continued eligibility in our program. All absences must be recorded and documented in CARES/Earlybird/Salesforce.

If these absences are a result of the child’s illness or another emergency circumstance, the absences are considered to be excused. The situation must be documented in CARES/Earlybird/Salesforce, and no special action is required. Any other absences, including temporary family situations that affect attendance (i.e. lack of transportation), are considered to be unexcused.

Family support workers (HS/EHS) or program coordinators (CL) must initiate appropriate family support procedures for all children with the three or more unexcused absences in one month. These procedures must include home visits or other direct contacts with the child’s parents/guardians. The goal of this contact is to provide resources and support to address family needs, while emphasizing the benefits of regular attendance. If the child does not return within one month, the child must be terminated from the program and may be re-enrolled at a later time if space is available. All family contact must be documented in COPA/Salesforce.

If a parent/guardian does not notify the program of their child’s absence, the assigned family support worker (HS/EHS) or program coordinator (JBL) will contact the parent by telephone daily until the third day. If staff are unable to reach the parent/guardian by telephone after three days, the staff member must try to contact the parent through the United States Post Office with written notification.

If the family is unresponsive to the first written notification, within 5 business days the family support worker (HS/EHS) or program coordinator (JBL) will attempt to visit the family at the home address. If contact is made, staff will work with the family to keep the child in the program. If there is no contact after the visit to the home, a 2nd letter will be sent via certified mail notifying the family that the child will be terminated from the program if the parent/guardian does not respond within ten days. All contact must be documented in COPA/ETO. Children who do not return within one month must be terminated from the program and may be re-enrolled at a later time if space is available.

In no instance shall a child be allowed to remain absent for any reason for more than one month without written permission from the Director of Children’s Services or the Director of Youth Program and Program Planning and Evaluation.

Home Visiting programs:

Both home visits and socializations are scheduled in advance. When a home visit is missed, every effort will be made to reschedule and complete the home visit within a two-week period. Additional time to complete the missed home visit can and will be provided due to chronic medical conditions or other family crises.

Families who accumulate up to three consecutive unexcused missed home visits or miss two consecutive unexcused socializations will work with their home visitor and family support worker to develop an agreement to address, resolve and reschedule missed home visits and plan for maintaining participation in socialization.

Page updated

Google Sites

Report abuse