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Policy

Head Start of Lane County selects children for enrollment according to Federal age/income eligibility criteria, as well as Agency created priority points based on the Community Assessment

Procedure

  1. Selection of child/family from the wait list follows Federal and Agency eligibility requirements.
  2. Age eligible three year and four year old children from the highest priority families are selected for Head Start (HS) preschool. The highest priority families who fit age requirements are selected for the Early Head Start (EHS) program. Highest priority is determined by Agency created priority points, which are based on the Community Assessment.
  3. The ERSEA Committee (which includes parent and staff representatives) updates enrollment policies annually to refocus enrollment priorities according to community needs and federal requirements.
  4. The Community Assessment is used to determine the prioritization of children to best reflect the need and demographics of the community.
  5. The Agency monitors all of the above activities.
  6. In HS preschool of the program, each child enrolled must be at least three years old by the local school system cutoff date for kindergarten eligibility. (see Selection policy). Certain exceptions may apply (see Child Assignment to Classroom policy).
  7. When an opening occurs, and there is no wait list for the classroom, up to ten percent of children program-wide may be from over-income families who could benefit from HS preschool or EHS program services.
  8. When an Eligibility Application (EA) is received at the central office:
    1. Date stamp with the date received at the central office.
    2. Verify attachments and keep with the EA:
      1. Verify the size of the family.
      2. Families who are applying for a foster child, or who are currently homeless, will be categorically eligible.
      3. Families who are currently receiving SNAP, TANF or ERDC (employment related daycare) benefits or Supplemental Security Income will be considered categorically income eligible.
      4. If neither #2 nor #3 above apply, request income verification for the last twelve (12) months or prior calendar year. The program will calculate total gross income using applicable sources of income. Income eligibility will be established using current Federal poverty level guidelines, from individual income tax form 1040, W-2 forms, pay stubs, written statement from employers, or a signed and dated written statement from the applicant. Income means gross income and will ONLY include wages, business income, unemployment compensation, pension or annuity payments, gifts that exceed the threshold for taxable income, and military income (excluding special pay for a member subject to hostile fire or imminent danger or any basic allowance for housing.
      5. If a family is determined to be Over Income, an adjustment MAY be made to account for excessive housing costs. Using available bills, bank statements and other relevant documentation provided by the family, the program will determine if a family spends more than 30% of their total gross income on housing costs. If so, the total gross income will be reduced by the amount that exceeds 30%.  
      6. Birth date will be verified by birth certificate, medical card, immunization record or hospital certificate, etc.
      7. Immunization status is verified by the Health and Safety Specialist or Health and Safety Consultant.
      8. Information from Early Childhood CARES (EC CARES) will be used to confirm disability information.
  9. An Eligibility interview (EI) , to confirm correct and complete application information, will be conducted with the signatory applicant after the initial EA is received. The EI will take place in-person if possible, unless appearing for the EI would pose a burden or hardship to the family. If appearing in person for the interview is a hardship, staff will make a note of it in the child’s file and will conduct the EI by phone.
  10. EA information will be entered into the database by the central office Receptionist or an ERSEA Assistant. (See the EA Process Manual). ERSEA staff will sign the federal Head Start Eligibility Verification Sheet statements regarding income eligibility and documents reviewed by staff. Other staff who have received the eligibility training, may conduct the EI with the signatory applicant and sign the EI worksheet.
    1. Immunization information is entered into the database by the Health and Safety Specialist or the Health and Safety Consultant.
  11. ERSEA staff and other staff who conduct the EI, or sign off on Eligibility Verification will receive annual training to ensure that they are fully aware of the consequences established by the Grant Recipient for any employee who knowingly commits fraud in any part of the eligibility, intake and enrollment process. Please see current Labor Management Agreement, Article 17, Discipline and HR Policy Code of Conduct and Professional Ethics, parts 2, 8 and 9.

This policy complies with Head Start Performance Standard 1302.12
It has been approved by Policy Council on January 13, 2004. June 2010. December 2015. November 2024
It has been approved by Board of Directors June 2010. December 2015. November 2024

Updated December 2003. March 2008. July 2010. August 2014. October 2015. October 2019. April 2022. September 2024. November 2024

© 2008-24. Head Start of Lane County. All rights reserved.

Reviewed: December 2020. April 2022. September 2024. October 2024