ERSEA Training 2015-2016 April 17, 2015 04/17/2015 LACOE Head Start-State Preschool

04/17/2015 objectives Learn about OHS Final Rule on Head Start Eligibility (Final Rule) Identify how Final Rule impacts the existing enrollment process Learn about updates required for implementation LACOE Head Start-State Preschool

housekeeping Restroom renovations Emergency procedures 04/17/2015 housekeeping Restroom renovations Emergency procedures Parking lot for questions LACOE Head Start-State Preschool

04/17/2015 Opening activity LACOE Head Start-State Preschool

final rulE Incorporates language from the Head Start Act 04/17/2015 final rulE Incorporates language from the Head Start Act Provides a roadmap for determining eligibility Identifies documents programs may accept to validate eligibility Removes barriers for enrolling categorically eligible families LACOE Head Start-State Preschool

final rulE Clarifies definition of terms and includes new terms 04/17/2015 final rulE Clarifies definition of terms and includes new terms Requires policies and procedures for actions to be taken against staff who intentionally enroll ineligible families Requires all staff and management who make eligibility determinations to be trained within 90 days of the effective date LACOE Head Start-State Preschool

LACOE’s Current Requirement 04/17/2015 final rulE ImPact LACOE’s Current Requirement OHS Final Rule Delegates currently: Complete section D of Application for Services to assist in determining eligibility Remove barriers that hinder the eligibility and enrollment process for homeless families Work with families to gather the needed documentation or information Categorically eligible children must be allowed to attend HS program while securing: Immunization and other medical records** Proof of residency Birth certificates or other documents ** Must comply with local, state, and/or licensing requirements LACOE Head Start-State Preschool

LACOE Requirement based on Final rulE 04/17/2015 LACOE Requirement based on Final rulE Delegates will continue to: Include in the ERSEA Plan the process for gathering eligibility documents Work with categorically eligible families to secure eligibility documents and remove barriers to enrollment Work with the family to secure eligibility documents within a reasonable timeframe, not to exceed 10 business days Comply with LACOE Health Services GIM-1304.20_(32)v1 Conduct and document follow-up LACOE Head Start-State Preschool

Health Requirements Fact vs Myth 04/17/2015 LACOE Head Start-State Preschool

LACOE’s Current Requirement 04/17/2015 Final Rule Impact LACOE’s Current Requirement OHS Final Rule Conduct interviews in person Review, copy, and retain eligibility documents for participant’s file Complete Page 2 of the Application for Services form with the family Document eligibility notes in the note section of the Application for Services form Conduct in-person interviews Allows over the telephone interviews Must document in the participant’s file reasons why in-person interview was not possible Requires documents used to validate eligibility be retained LACOE Head Start-State Preschool

LACOE Requirement based on Final rule 04/17/2015 LACOE Requirement based on Final rule Continue conducting in person interviews Continue retaining documentation used to validate eligibility Conduct phone interviews only in extenuating circumstances Include policies and procedures in the 2015-16 ERSEA Plan if the delegate will allow over the phone interviews LACOE Head Start-State Preschool

LACOE Requirement based on Final rulE 04/17/2015 LACOE Requirement based on Final rulE Policies and procedures must address: Identifying when a phone interview may be conducted Securing supervisor approval Securing eligibility documentation prior to interview Reviewing original documents Securing parent signatures LACOE Head Start-State Preschool

LACOE’s Current Requirement 04/17/2015 final rulE Impact LACOE’s Current Requirement OHS Final Rule DOB is verified using: Documents issued by a government agency such as DCFS, DPSS Child’s Passport Birth certificates Delegates identify what documents the agency deems acceptable (ERSEA Plan) Staff cannot collect documents that confirm a child’s age, if doing so creates a barrier for the family to enroll the child Family must be provided with reasonable time to present these documents. LACOE Head Start-State Preschool

LACOE Requirement based on Final rulE 04/17/2015 LACOE Requirement based on Final rulE Continue working with families to remove barriers to enrollment Revise ERSEA Plan to include variety of documents that can be used to verify age Secure within a reasonable timeframe, not to exceed 10 business days, documentation to verify age Conduct and document follow-up LACOE Head Start-State Preschool

LACOE’s Current Requirement 04/17/2015 final rulE Impact LACOE’s Current Requirement OHS Final Rule Copies of documents used to determine eligibility and income calculations are saved in the file HSEV form is generated from ChildPlus and included in the file Allows agencies to use current situation income calculation Copies of documents used to determine eligibility must be kept in the file Third party verifications are allowed with written consent Allows current income circumstances Eligibility determination record (HSEV) form required in file LACOE Head Start-State Preschool

LACOE Requirement based on Final Rule 04/17/2015 LACOE Requirement based on Final Rule Print and maintain signed HSEV form in file Continue maintaining copies of eligibility documentation in files, including: Employer verification Third party Verifications Revise the 2015-2016 ERSEA Plan to include how and when third party verifications will be conducted LACOE Head Start-State Preschool

LACOE Requirement based on Final rule 04/17/2015 LACOE Requirement based on Final rule Staff must demonstrate efforts made to secure eligibility documents Staff, with parents authorization, may secure documentation directly from: CalWorks (TANF) documentation 1-877-328-9677 Supplemental Security offices 1-800-772-1213 LACOE Head Start-State Preschool

Updates required Revise policies and procedures to: 04/17/2015 Updates required Revise policies and procedures to: Include language on Final Rule on Head Start Eligibility Describe the process for monitoring attendance, enter attendance daily (weekly at a minimum) and submitting attendance reports by the 3rd calendar day Describe how the agency will “Accept” total number of funded slots 30 days prior to agency Start Date LACOE Head Start-State Preschool

04/17/2015 Updates required Agency human resources must review and revise policies and procedures to: Include actions taken against staff who violate federal eligibility requirements Include requirements to train new staff responsible for determining eligibility within 90 days of the hire date LACOE Head Start-State Preschool

Governing body and policy council 04/17/2015 Required TRAINING Management and Staff Governing body and policy council Training must be completed by 6/12/2015 Within 90 days of hiring new staff After completion of training: Complete the Certification of OHS Final Rule Training Attach supporting documents Submit the documents to the agency’s assigned ERSEA monitor Training must be completed by 9/12/2015 Within 180 days of a new term After completion of training: Complete the Certification of OHS Final Rule Training Attach supporting documents Submit the documents to the agency’s assigned ERSEA monitor LACOE Head Start-State Preschool

Determine Eligibility 04/17/2015 Process Overview Recruit Ongoing Communication Determine Eligibility Income Categorical Select Accept Waitlist Enroll Assign Start Date Record Attendance Documentation LACOE Head Start-State Preschool

What is a System Provides structure for: Determining Eligibility 04/17/2015 What is a System Provides structure for: Determining Eligibility Conducting recruitment Selecting applications Enrolling children and pregnant mothers Documenting and reporting attendance LACOE Head Start-State Preschool

What is the enrollment process 04/17/2015 What is the enrollment process Explains the steps taken to enroll a child or pregnant mother Recruitment Selection I and II Enrollment LACOE Head Start-State Preschool

04/17/2015 Enrollment Process LACOE Head Start-State Preschool

Home-based program option 04/17/2015 Home-based program option Enrollment date will remain the beginning of Home Visit week Home Visit schedule developed with parent If before first home visit, parent indicates they are no longer interested, the family is Abandoned If staff attempts Home Visit and parent is not available, need to establish if the parent is interested in participating If no response is received by the next scheduled home visit or within a week, Abandon the applicant Slot must be filled with next child on the Waitlist LACOE Head Start-State Preschool

04/17/2015 2015-2016 ERSEA Manual LACOE Head Start-State Preschool

ERSEA Manual Updated to include OHS Final Rule 04/17/2015 ERSEA Manual Updated to include OHS Final Rule Revised Minimum Components of an ERSEA Plan Included Enrollment Process Added clarifications based on feedback LACOE Head Start-State Preschool

2015 Office of Head Start ERSEA Protocol 04/17/2015 2015 Office of Head Start ERSEA Protocol LACOE Head Start-State Preschool

OHS ERSEA protocol Focus on chronic absenteeism Unexcused absences 04/17/2015 OHS ERSEA protocol Focus on chronic absenteeism Unexcused absences Meeting enrollment of 10% children with disabilities Ranked Waitlist Lists Under enrollment LACOE Head Start-State Preschool

Upcoming trainings ChildPlus Application and Enrollment 04/17/2015 Upcoming trainings ChildPlus Application and Enrollment State Preschool May 15, 2015 Ongoing T&TA as necessary LACOE Head Start-State Preschool

questions Please complete the evaluation form 04/17/2015 questions Please complete the evaluation form Post Parking Lot questions LACOE Head Start-State Preschool