Child Records

Enrollment/eligibility records will be housed in the client file and will remain intact until the child/pregnant woman is no longer eligible for the program. Once a child/family transitions out of the program, the client records are broken down from the binder in which they are housed in while enrolled. The order of the documents will remain in the order listed on the client file index located in the front of the file. The file is then placed in a large manila envelope and labeled with the client’s name, program last attended, year leaving the program, and last eligibility determination. The records are all transported to the main office and logged in the program's “archive records” spreadsheet. The records are then stored in alphabetical order program-wide and kept in a secure, locked storage area. 

 Partner Network Enrollment 

Prior to Enrollment 

 Each Head Start Partner Network site will designate one staff member to serve as the primary enrollment support to Gads Hill Center

  The enrollment liaison will ensure that families enrolling their child in an Early Head Start, Head Start or EHS-CCP classroom understand the benefits and requirements of the program.

  The enrollment liaison will maintain communication with Gads Hill Center Family Support staff to schedule enrollment appointments with families.

  The enrollment liaison will keep Gads Hill Center staff informed about the actual enrollment of each Early Head Start, Head Start, and EHS-CCP classroom and any projected changes in enrollment.

   When a family expresses an interest in enrolling their child in an Early Head Start, Head Start, or EHS-CCP classroom, the partner site staff will complete a brief pre-enrollment process:

  Partner Network site staff will verify that the family income is below the current federal poverty guidelines. (Over-income families must be approved by the Partner Network Manager or the Director of Children’s Programs and submitted to DFSS for final approval).

  Partner Network site staff will ensure that the child has a current physical. If the family needs assistance in obtaining a physical, Partner Network site staff will contact a Gads Hill Center Partner Network Family Support Specialist.

  Partner Network site staff will ask the family to complete a waiting list application. The enrollment liaison will send this waiting list application to a Gads Hill Center Partner Network Family Support Specialist and schedule an enrollment appointment. Families will be provided with a list of documents to bring to the enrollment appointment.

 Before enrolling a child into a Head Start classroom, Partner Network site staff must verify that the child will not place the classroom out of predominant age compliance. (A predominant age of 3 reduces the classroom capacity to 17, a predominant age of 4 permits a capacity of 20).

Enrollment

·       The enrollment liaison will schedule an enrollment appointment with the Gads Hill Center Partner Network Family Support Specialist for each family.  Each partner site will provide a private location for this appointment to take place in.

·       When possible, Head Start enrollment appointments should be scheduled to occur at the same time as the enrollment into the Partner Network site.

·       Children will only be considered to be enrolled when all Head Start required enrollment documents have been completed.

·       If a child is missing a dental examination, they will be permitted to enroll in the Head Start program.  Gads Hill Center Family Support Specialists will work with the family to obtain a dental as quickly as possible.

 Following Enrollment

·       Each partner site is responsible for maintaining full enrollment in all allocated Early Head Start, Head Start, and or EHS-CCP slots. Reduction of the Head Start budget by DFSS will result in a reduction of the Head Start funds available to voucher by the under-enrolled partner.

 Partner sites are required to follow the attendance policy set forth by Gads Hill Center and work with staff to follow up on child(ren) absences.