Eligibility

Determining Income Eligibility 

In order for a family to apply for Head Start or Early Head Start, trained Enrollment Staff members will request income verification for the 12 months preceding the month in which the application is submitted or verification which reflects a relevant time period 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. Families will be asked to submit proof of income during the application process. Staff will use the definition of income as indicated in the Performance Standards and the Federal Register, U.S. Department of Health & Human Services. If the family reports they are self-employed with no income documentation or have no income, staff will: 

1. Request a signed declaration of no income from the family 

2. Document all efforts made to verify family income, explaining how the income was calculated 

3. In the event staff must contact a third party to obtain written information necessary to prove income or no income, staff will ensure permissions to exchange information has been signed stating the family gives consent for the information to be shared with the program Staff must indicate what documentation was used as verification utilizing the Selection Criteria Sheet. 

A redetermination of eligibility is required:  if a child transitions from Early Head Start to Head Start, and If a Head Start child is entering into a 3rd year in the Head Start program, then, Prior to the 3rd year a copy of all documentation used to determine a child’s eligibility will be collected and vetted Through the ERSEA manager.

Income requirements

There are certain categories of eligibility where income verification is not required. If a family’s circumstances include any of the following, the verification process does not need to include a family’s income. To verify family is a recipient of the categories listed below, the program must examine a copy of documentation from the state, local, or tribal public assistance agency and maintain a copy in the ERSEA file.

·       Eligible for or receiving the following public assistance:

Ø Temporary Assistance for Needy Families (TANF)

Ø Supplemental Security Income (SSI)

Ø Supplemental Nutrition Assistance Program (SNAP)

·       Experiencing homelessness

·       In foster care

Calculating Income

• When calculating income FSS may consider evidence of family income during the 12 months preceding the month in which the application is submitted in the form of a W2, pay stubs, or other eligible income within 60 calendar days, whichever more accurately reflects the needs of the family at the time of application.

• If income is already given in a monthly format multiply by 12.

  After multiplying If yearly income does not exceed the Poverty Guidelines, enroll a child into the data system.

• If income is in the form of W2 and the family does not exceed Poverty guidelines input income into the data system

     If the family has income below the current Federal Poverty level, the folder must contain check stubs, tax records, or other documentation that establishes the family income.

·       If the parent is paid in cash and does not have tax records, eligibility is determined by a letter or family statement handwritten by the parent indicating they are cash paid and how much is received monthly. (Letter from employer preferred but not required)

·       If a parent is paid bi-weekly 2 pay stubs are required

·       If a parent is paid weekly 4 pay stubs are required

·       Employment letter or Family statement is required for parents who are newly employed and have not received 30 days' worth of compensation.

·       If a family does not have ANY Income, eligibility is determined by the parents’ handwritten family statement

·       If the family is being supported by a third party, program staff may seek information from third parties who have firsthand knowledge about a family’s living or income situation. A family must complete a handwritten family statement and give consent to contact third parties. Program staff must attempt to verify family statements and document efforts with Third Party Verification form.

Selection 

Children are selected for enrollment in Head Start using a standardized criteria points system aligned with Improving Head Start for School Readiness Act of 2007, and the Head Start Performance Standards. Families/children are given points on the Section Criteria sheet based on their current needs, income eligibility, age eligibility, and other considerations. When an opening occurs, the next child/family will be selected based on the location desired and/or available, the highest points scored on the Section Criteria sheet in addition to the other considerations listed below

 Head Start Early Head Start: Children are prioritized by age, youngest to oldest, up to 3 years of age. When a child is income eligible and is participating in Early Head Start, he or she is income eligible throughout his/her enrollment in Early Head Start. 

Pregnant Women: Pregnant Women are prioritized by the latest term of pregnancy once pregnancy has been medically verified and approved by the Home Visiting 

  Disability Status: Children eligible for services under IDEA will be prioritized.

 GHC will maintain a minimum of 10% of its total funding of 10% of children with disabilities. 

 Other risk factors that have been identified in accordance with the Community Needs Assessment Parents/guardians will be notified of selection status by program staff once approved by the Selection Committee (Site Manager, ERSEA Manager). 

Various methods will be used to communicate with families in a timely manner (phone, email, etc.), thus beginning the enrollment process. This process will be followed up monthly until the family is selected to be served by the program, ages out, and/or becomes ineligible for services based on the program's selection process for eligibility or has chosen to be removed from the waitlist.  

 Site Waitlist

A waiting list is maintained throughout the year to support the timely enrollment of vacant slots as turnovers and transitions occur. Complete applications not accepted for enrollment will be kept on the waiting list for the program year in which applied. Ongoing resources and information related to educational and developmental needs will be offered to all families on the waitlist to support the best placement based on the information given to the program at the initial interview and application meeting. Should a child not be selected from the program waitlist during the program year and/or the parent/guardian wishes the child to be considered for enrollment in the succeeding program year, the original application and income verification must be updated after (60) days from the initial income verification. 

  Eligibility /Enrollment Guidance 

Head Start: 

a. Once a child is determined eligible and enrolled in the Head Start program, the child will remain eligible through the end of the succeeding program year. 

b. An exception occurs if the program chooses not to enroll a child when there are compelling reasons for the child not to remain in Head Start, such as when there is a change in the child’s family income, and there is a child with a greater need for Head Start Services. 

c. If the child attends a third year of Head Start, the child’s eligibility must be re-determined prior to enrollment for the child’s third year of Head Start. 

 Early Head Start:  

a. Once a child is determined eligible and enrolled in Early Head Start a child may remain enrolled until they reach 3 years old or through the completion of the school year after they turn 3 years old b. An exception occurs when/if the program elects not to enroll a child when there are compelling reasons for child not to remain in EHS, such as there is a child with a greater need for services based on current selection criteria. 

 A child may be transitioned from Early Head Start into Head Start if the child turns three years old after August 31 based on parent interest, developmental readiness, and availability in Head Start Program.  Child's eligibility must be re-determined prior to the transition to Head Start 

When determining eligibility for enrollment into EHS or HS, the program must follow federal guidelines of income allowances for the programs: 

a. Children that are in foster care or children that are homeless are given priority for enrollment over other children

 b. All efforts are made to serve all families that are at or below 100% of poverty guidelines before families that fall into the income range of between 101% to 130% above the poverty guidelines 

•  Up to 35% of actual enrollment for either Early Head Start or Head Start programs may fall into the income range between 101% to 130 % of poverty guidelines 

• Should the program elect to enroll a child who falls into the income range of between 101% and 130% of poverty guidelines, the program will document as appropriate. 

  C. All efforts are made to serve families that fall into the income range of between 101% to 130% above the poverty guidelines before families that are above 130% of poverty guidelines 

•  Up to 10% of actual enrollment for either Early Head Start or Head Start programs may fall into the income range above 130% of poverty guidelines. 

• Should the program elect to enroll a child who falls into the income range of above 130% of poverty guidelines, program will document as appropriate. 

• d. The Program must maintain at a minimum  10% of actual enrollment by mid-year for each program of children with disabilities.