Attachment A - ERSEA Plan 2025-2026.pdf

City of Phoenix — Community Services and Education Subcommittee (2026-02-25)

Extracted text (via pymupdf) 44087 characters

Human Services Department
Education Division
ERSEA Plan
(Eligibility, Recruitment, Selection, Enrollment, and
Attendance)
Approved by the Head Start Birth to Five Policy Council on January 12, 2026
Approved by the Community Services and Education Subcommittee on
, 2026
Attachment A

TABLE OF CONTENTS

Goals of the ERSEA Plan ................................................................................................ 3
Age Eligibility ................................................................................................................... 3
Serving a Birth to Five Continuum ................................................................................... 3
Income Eligibility ............................................................................................................. 4
Categorically Eligible ....................................................................................................... 6
Income Verification Process ............................................................................................ 6
Recruitment Process ....................................................................................................... 7
Recruitment Assistance Sources .................................................................................... 7
Recruitment of Children with Special Needs ................................................................... 8
Intake Process ................................................................................................................ 8
Serving Multiple Children in the Same Family ............................................................... 10
Selection Process.......................................................................................................... 10
Notification of Enrollment .............................................................................................. 11
Enrollment ..................................................................................................................... 11
Enrollment for More Than One Year ............................................................................. 11
Re-enrollment ................................................................................................................ 12
Alternative Placement/Drop Policy ................................................................................ 12
Transfer Process ........................................................................................................... 13
Enrollment Lists ............................................................................................................. 13
Attendance and Absenteeism ....................................................................................... 13
Vacancy Policy .............................................................................................................. 14
Appendix A .................................................................................................................... 15
Appendix B .................................................................................................................... 17

Goals of the ERSEA Plan

The Goals of the City of Phoenix Head Start Birth to Five ERSEA Plan are:
• To specify the eligibility, recruitment, selection, enrollment, and attendance
procedures of the City of Phoenix Head Start Birth to Five Program.
• To identify the roles and responsibilities of the City of Phoenix Head Start Birth to
Five Program, Education Service Providers, and Child Care Partners.
• To maintain a 20% waitlist of eligible children beyond enrollment.
• To assure that efforts are made to inform and recruit potential enrollees identified
as the most in need.
• Ensure that decisions regarding the selection of enrollees are made
systematically and fairly based on the Selection Criteria.
• To abide by the McKinney-Vento Homeless Assistance Act as it applies to the
City of Phoenix Head Start Birth to Five Programs.
• To provide the least restrictive environment placement option for children served
under the Individuals with Disabilities Education Act (IDEA).

The City of Phoenix Head Start Birth to Five Selection Criteria and ERSEA Plan will be
approved annually, by the Policy Council and Governing Board. Approval will occur
before the beginning of the intake process. However, the identification and recruitment
of families is a continual effort.

Age Eligibility

Preschool children must be three or four years old before the date used to determine
eligibility for the public school in the community in which the City of Phoenix Head Start
classroom is located (in Phoenix, that date is generally either August 31st or September
1st, depending on the school district's kindergarten acceptance date). Children under
the age of three and pregnant women are eligible for the infant-toddler programs.
Children with disabilities requiring special education or related services (as determined
by the Individual Education Plan) should be considered age-eligible for the City of
Phoenix Head Start preschool programs as of their third birthday. Three-year-old
classrooms are available based on local needs.

Serving a Birth to Five Continuum

Three-year-old children transitioning from an infant/toddler placement from another
Head Start grantee (the City of Phoenix Early Head Start Program, Chicanos Por La
Causa Early Head Start, Child Crisis Arizona Early Head Start, Urban Strategies Early
Head Start, and Southwest Human Development Early Head Start) will be given priority
consideration for acceptance into City of Phoenix Head Start preschool programs. The
Birth to Five Selection Criteria supports the purpose and intent of this practice.

Eligible three and four-year-old children transitioning from other Head Start grantees will
be given priority based on available space to ensure continuity of services. Eligibility

will not need to be reestablished if the transfer happens during a school year for
preschool or fiscal year for Early Head Start.
The City of Phoenix Head Start Birth to Three service options give priority to younger
children, at-risk pregnant women, teen parents, and children with disabilities, as outlined
in the Selection Criteria (Appendix A).

Income Eligibility
HSPPS 1302.12
The City of Phoenix Head Start Birth to Five Program serves children from families with
at-risk backgrounds.

Income based on family size is the key component in determining eligibility. The
Federal Poverty Guidelines calculations are directly dependent upon the number of
persons in a family. To implement the regulations regarding income, the City of
Phoenix Head Start Birth to Five Program will use the definitions of "family" and
"income" found in the eligibility regulations 45 C.F.R., 1305.2 of the Head Start Program
Performance Standards (HSPPS).

In determining the size of a family, the following definition must be used. Family means
"all persons in the same household who are supported by the child's parent(s)' or
guardian(s)' income; and are related to the child's parent(s) or guardian(s) by blood,
marriage, or adoption; or are the child's authorized caregiver or legally responsible
party."

Income means gross income and only includes 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 under 37 U.S.C. 310 or any basic allowance
for housing under 37 U.S.C. 403 including housing acquired under the alternative
authority under 10 U.S.C. 169 or any related provision of law). Gross income only
includes sources of income provided in this definition; it does not include refundable tax
credits nor any forms of public assistance.

To accurately identify the family’s income, the relevant time period must be considered.
Relevant time period means a.) the 12 months preceding the month in which the
application is submitted; or b.) during the calendar year preceding the calendar year in
which the application was submitted, whichever more accurately reflects the family's
needs at the time of the application.

Families are considered income eligible if their annual income is at or below 100% of
the Federal Poverty Guidelines.

A family whose income exceeds 100% of the Federal Poverty Guidelines is considered
over-income. The Head Start Program Performance Standards allow Grantees to enroll
up to 35% of the funded enrollment with children whose families are over-income and
demonstrate a need for services based on the Selection Criteria.
At least 65% of enrolled children must live in families with a total annual income (before
taxes) at or below 100% of the Federal Poverty Guidelines issued by the U.S.
Department of Health and Human Services. Of the remaining 35%, 25% may be
children whose family’s income is between 100.1% and 130% of the Federal Poverty
Guidelines. The remaining 10% can be children whose family’s income exceeds 130%
of the guidelines.
Children with identified disabilities (under IDEA) whose family’s income is above 130%
of the Federal Poverty Guidelines will be selected based on the percentage over income
and need as demonstrated in the Selection Criteria.

HSPPS 1302.12
i) Verifying eligibility. (1) To verify eligibility based on income, program staff must use
tax forms, pay stubs, or other proof of income to determine the family income for the
relevant time period. (i) The program must calculate total gross income using applicable
sources of income. (ii) A program may make an adjustment to a family’s gross income
calculation for the purposes of determining eligibility to account for excessive housing
costs. A program may use available bills, bank statements, and other relevant
documentation provided by the family to calculate total annual housing costs with
appropriate multipliers to: (A) Determine if a family spends more than 30 percent of their
total gross income on housing costs, as defined in part 1305 of this chapter; and (B) If
applicable, reduce the total gross income by the amount spent on housing costs that
exceed more than 30 percent. (iii) If the family cannot provide tax forms, pay stubs, or
other proof of income for the relevant time period, program staff may accept written
statements from employers, including individuals who are self-employed, for the
relevant time period and use information provided to calculate total annual income with
appropriate multipliers.
For families that are initially over income, we may make adjustments to a family’s gross
income based on excessive housing cost as described above.
Housing costs means the total annual applicable expenses on housing which may
include rent or mortgage payments, homeowner’s or renter’s insurance, utilities,
interest, and taxes on the home. Utilities include electricity, gas, water, sewer, and
trash.

Categorically Eligible

A child living in one or more of the following situations would constitute automatic or
categorical eligibility.

Families Experiencing Homelessness
• Age-eligible children experiencing homelessness as defined by the McKinney-
Vento Homeless Assistance Act and the Office of Head Start.
Verification can be provided in one of the following.
o Homeless service provider
o School personnel
o Another service agency attesting the child is homeless
o Self-declaration from the parent
o Information gathered during the intake
o Other documentation to establish homelessness

Children in Foster Care
• The foster parent must provide a Notice to Provider from the Department of Child
Safety, or Tribal Entity (Kinship is not considered automatically eligible).

Public Assistance
A person included in the household receives one of the following.
• Temporary Assistance for Needy Families (TANF)
• Supplemental Security Income (SSI)
• Supplemental Nutrition Assistance Program (SNAP)
Documentation includes an award letter, electronic benefits card, or other
documentation of eligibility.

Income Verification Process

The City of Phoenix Head Start Birth to Five Program utilizes and maintains accurate
income eligibility information. Staff must review and ensure the documentation
represents a relevant period of the family's income. Staff signature on the Eligibility
Verification Form is proof of verification. All income documentation is uploaded into
ChildPlus. Supervisors must review and approve all income eligibility documents.

Verification of the current financial status can exist on any of the following
documents:
• W-2 Forms
• Individual Tax Form 1040
• Pay stubs
• Supplemental Nutrition Assistance Program Eligibility (SNAP) eligibility letter
• Supplemental Security Income decision letters
• Written statements of income from employer(s)
• Self-employed parents may use the Self-Declaration of income.

• Unemployment verification

Income is verified upon entry into any of the City of Phoenix Head Start Programs and
then again in the following situations.
• A child who is transitioning from the City of Phoenix Early Head Start to Head
Start
• A child who will attend a Head Start preschool classroom for a third year

Recruitment Process
HSPPS 1302.13

Although recruitment and outreach are conducted on a continual cycle throughout the
year, more targeted recruitment and outreach efforts will begin in February to ensure full
enrollment at the beginning of the school year. Recruitment and outreach efforts are
the responsibility of all staff within the City of Phoenix Head Start Birth to Five Program,
Education Service Providers, and Child Care Partners. Before the beginning of the
enrollment year, Education Service Providers and Caseworker IIIs will create and
establish a written Recruitment Plan, taking into account each Education Service
Provider's unique and individual needs based on their local community.

The process for making families aware of the City of Phoenix Head Start Birth to Five
opportunities includes cyclical and routine advertising, and community outreach in
collaboration with the designated City of Phoenix Public Information Officer, Education
Service Providers, and Child Care Partners. Pre-registration forms are completed
throughout the year via the website, telephone, and during community outreach events.

Recruitment Assistance Sources

The City of Phoenix Head Start Birth to Five Program will work collaboratively with
partners to recruit and identify families. Examples of partnerships include but are not
limited to:
• Phoenix Human Services Department-Community Service and Initiative Division
• Local Homeless Shelters
• Head Start Parents
• Arizona Early Intervention Program (AzEIP)
• Division of Developmental Disabilities (DDD)
• Other organizations serving children from Birth to Five with disabilities
• Arizona Health Care Cost Containment System (AHCCCS)
• Local Child Find Efforts
• Agencies serving low-income families and children
• Arizona Department of Economic Security
• Local Education Agencies (LEA)
• Women, Infants, and Children Food and Nutrition Services (WIC) Offices
• Department of Child Service (DCS)
• City of Phoenix Housing Department

Recruitment of Children with Special Needs

The City of Phoenix Head Start Birth to Five Program provides the least restrictive
environment for children identified under IDEA. Preference will be given to children who
receive services under IDEA and are income eligible. Considerable effort and
coordination are required to identify children with disabilities who may benefit from the
City of Phoenix Early Head Start services.

For preschool-aged children, each Education Service Provider will work collaboratively
with key staff within the local school district/s to identify children in self-contained
preschool placements who may benefit from a less restrictive environment. Some
children may be identified for placement in Head Start, as determined by the
Individualized Educational Plan (IEP) team. When considering a City of Phoenix Head
Start Birth to Five placement, a Head Start representative will be an active team
member.
Education Service Providers will also work with local school districts to participate in a
collaborative Child Find process to identify, place, and serve three to five-year-old
children with disabilities.

All Recruitment Plans will include outreach that intentionally markets to community
agencies that serve children with disabilities. Children may participate in dual
programs.

An Education Service Provider, which is also a local education agency, must develop
written documentation of the district's policies and procedures for placement of students
with I.E.P.s and assurance of the 10% mandate.

Non-profit Education Service Providers will collaborate with the local school district to
create a formalized agreement, such as a Memorandum of Understanding (MOU), to
outline specific responsibilities for ensuring the 10% mandate.

Enrollment in other therapy services or programs is not a basis for exclusion in a City of
Phoenix Head Start Birth to Five Program.

Intake Process

Conducting intakes in person is best practice; however, other meetings may occur
based on the family's situation or in the event of a pandemic.
• The caseworker may conduct a home visit
• The intake occurs in an agreed-upon public space
• The intake takes place over the phone or virtual platform

The intake processes for first-year families will include the following:
• Scheduling of intakes appointments
• Short screening via phone
• Verification of family's income

• Proof of the child's age
• Verification of address
• Determination of eligibility

City of Phoenix Head Start Birth to Five staff will complete the following at the intake in
ChildPlus:
• Application
• Health/Medical History
• Nutrition screening
• Immunizations
• Family Outcomes Pre-Assessment
• Verification of Eligibility (must be signed by the caseworker who conducted the
intake)
• Grant or Deny
• Selection Criteria
• Verification of Address
• Enrollment Agreement

A review of medical requirements and immunization status will include the following:
• Explanation of health requirements and resources provided, as needed
• Distribution of physical exam form
• Distribution of dental exam form
• Review of immunization status and distribution information on immunization fairs
• Distribution of special health and nutrition forms (SAM – Special Meal
Modification Form or Medical Information Referral) to gather information from the
child's health care provider regarding health or nutrition accommodations or
medication children may need in school or childcare.

A family will not be denied an intake if unable to verify the child’s age (i.e., birth
certificate, passport, or baptism records). The caseworker will assist the family in
obtaining appropriate documents.

Approved address verification documents include the following, within the last 30 days
(Federal and State documents, as well as property tax documents, are valid for a year,
as long as they are not expired at the time of intake).
• Lease agreements or mortgage statements
• Utility bills – water, electric, gas, cable, or internet
• Federal Documents –
o Supplemental Security Income (SSI),
o Social Security Administration letter
o Tax Returns, or
• State of Arizona Documents –
o Arizona Health Care Cost Containment System (AHCCCS)
determination letters
o Arizona Department of Economic Security (DES) letters
o Supplemental Nutrition Assistance Program Eligibility
(SNAP)determination letters

• City of Phoenix Property Tax Statement
• Shared residency verification/letter accompanied by a current utility bill or rental
agreement

If the intake is conducted via phone or virtually, the family will sign all documents
electronically.

Serving Multiple Children in the Same Family

When multiple age-eligible children are in the home, an intake will be completed for the
family by the same caseworker. Families who have children enrolled in multiple
services options will have one caseworker as their point of contact; all caseworkers will
support the family (i.e., if the family is enrolled in the Early Head Start Home-Based
program, more than likely that Caseworker would be the point of contact due to the
weekly visits with the family).

The point of contact will communicate their role to the family and describe the support
they will be given throughout the program year. The point of contact and other
caseworkers involved with the family will have regularly scheduled staffing to stay
updated on their assigned family’s status and progress. A summary of these meetings
will be documented in ChildPlus.

Selection Process
HSPPS 1302.14

The City of Phoenix Head Start Birth to Five Program has formal written processes for
selecting families with a Selection Criterion that considers income, age, disabilities, and
needs identified by the community assessment and families with at-risk backgrounds.

The approved City of Phoenix Head Start Birth to Five Selection Criteria will be
uploaded into ChildPlus annually no later than February 1st. This will allow
caseworkers to conduct first-year intakes for siblings during the intake for second-year
children.

The City of Phoenix Head Start Birth to Five staff will begin selecting second-year
preschool children for enrollment during February and March: birth to three selection is
ongoing throughout the year. City of Phoenix Head Start Birth to Five staff will begin
selecting first-year children into the program starting in March. Education Service
Providers will have access to a list of children who have been accepted into the
program but may not be placed in a classroom.

Eligible children will be approved in ChildPlus and placed on either the waitlist or in a
classroom. Children who are found to be not eligible will be provided with referrals and
resources for other agencies and supports.

Caseworker IIIs will place a child on the waitlist when:

• Before the school year starts, the child’s Selection Criteria are less than 5 points.
• The school year is in progress, and there are no available openings
Caseworker IIIs will place a child in a classroom when;
• Before the school year starts, the child’s Selection Criteria are 5 points or higher.
• The child is re-enrolling for a second year
• The school year is in progress, and there are available openings.

Caseworker IIIs and Education Service Providers will collaborate on the child’s final
placement before contacting the family.

A waitlist that ranks children based on the Selection Criteria will be maintained
throughout the year in ChildPlus, available to both the Education Service Provider and
the caseworker. This list will be used to ensure eligible children enter the program as
vacancies occur. As vacancies occur during the school year, the Education Service
Providers and Caseworkers will collaboratively identify and notify families to fill the
vacancies.

No child will be denied placement in a City of Phoenix Head Start preschool classroom
due to any chronic health condition or not being toilet trained.

Notification of Enrollment

All families completing an intake in the City of Phoenix Head Start Birth to Five
Programs are notified in writing, text, or telephone of their enrollment status. All eligible
families will be placed either on a class list or a waiting list.

Enrollment

The enrollment date is the first date the child attends school for center-based programs
or the first home visit for home-based programs. Enrollment is documented in ChildPlus
by the City of Phoenix Head Start Birth to Five caseworkers.

Each child enrolled in the City of Phoenix Head Start Birth to Five Program must be
allowed to remain in the Program until a natural transition, as defined in 45 C.F.R.,
Eligibility Duration of the HSPPS; an exception to this would be if the family moves out
of the service area.

Enrollment for More Than One Year

An income-eligible child who participates in a City of Phoenix Head Start preschool
program remains income eligible through the end of the succeeding enrollment year.
Children enrolled in a City of Phoenix Head Start infant-toddler program remain income-
eligible while participating in the program up to their third birthday. If a child turns three
during the school year, the toddler program will provide services, if appropriate and

available, for that child until a City of Phoenix Head Start preschool option becomes
available.

Children enrolled in the preschool option will be considered eligible until kindergarten
entry eligible, except in extenuating circumstances where the Head Start program may
choose not to enroll a child when there are compelling reasons for the child not to
remain in Head Start.

Re-enrollment

A child can be considered for re-enrollment as long as the family resides in the service
area and the request is within the same school year for preschool and the same
calendar year for infant-toddler programs. Eligibility will have to be re-verified to ensure
they are still eligible. If the request is outside these parameters, an intake must be
conducted to ensure the family meets the eligibility requirements. A re-enrollment
request may also be denied if children on the waitlist have higher needs based on the
Selection Criteria.

Alternative Placement/Drop Policy

Once a child is enrolled, and concerns arise regarding the child's individual needs, a
multi-disciplinary team meeting must occur to discuss the concerns and related services
available. The child's parent/guardian will be invited to participate in this meeting and
be a critical part of the multi-disciplinary team. This pertains to all City of Phoenix Head
Start children, not just children with disabilities. No child will arbitrarily be withdrawn
from the City of Phoenix Head Start Birth to Five Program.

No child shall be withdrawn from the program based solely on a parent/guardian's lack
of participation in the program or failure to meet its requirements.

It is the responsibility of all City of Phoenix Head Start Birth to Five staff, Education
Service Providers, and Child Care Partners to inform parents of the impact attendance
has on a child's educational experience and work with those parents whose children
have chronic absenteeism. Withdrawing children from the program based on chronic
absenteeism will only be done to remain in compliance with 45 C.F.R., 1302.15(a)
"Funded enrollment. A program must maintain its funded enrollment level and fill any
vacancy as soon as possible. A program must fill any vacancy within 30 days".
Parents/guardians will be notified if the child is dropped from the program by phone,
text, email, mail, or home visit. The Caseworker shall be notified of the child's
withdrawal and document the appropriate withdrawal date in ChildPlus.

In the Home-Based program, two appointments where the parent is not home during the
scheduled appointment and has not contacted the caseworker may result in the family
being withdrawn from the program. Attendance letters will be sent to families identifying
the number of missed appointments before withdrawal from the program. The

parent/guardian may be informed by phone, text, or letter that they have been
withdrawn. The withdrawal date is the last date of contact with the family.

Transfer Process

Enrolled children transferring from and to another City of Phoenix Head Start Birth to
Five Program will be enrolled if a slot is available to ensure a continuation of services. If
a slot is not available, the child will be placed at the top of the waiting list. If the family is
willing to keep the child enrolled in the original Education Service Provider, permission
from both directors must be obtained by the current Caseworker III. The Caseworker III
will ensure verification of new address is updated, documented in the Enrollment tab,
and proof of address is uploaded into ChildPlus. The current Caseworker III will
communicate the transfer via email to receiving Caseworker III. It is the responsibility of
the receiving Caseworker III to place the child in an age-appropriate classroom in
ChildPlus and communicate the status with the family. To ensure additional information
is being transferred and completed (DECA, Developmental Screener, etc.), the
receiving Caseworker III will notify the Education Service Provider and the Behavioral
Support Content Specialist of the transfer. Once the transfer is complete and the child
is enrolled, the receiving caseworker will schedule a staffing with both transfer sides to
discuss the family's case.

Enrollment Lists

Enrollment lists are developed for each program option. Children are placed on class
lists in the center-based option or on caseloads in the Home-Based program, based on
the service area. In the center-based preschool option, children are placed in
classrooms as close as possible to their homeschool. Efforts will be made to maintain a
20% waitlist. Once filled, the remainder of the children seeking placement in that
location will be placed on a waitlist. When a vacancy occurs, children from the waitlist
are considered based on needs determined by the Selection Criteria.

Attendance and Absenteeism

Promoting and tracking attendance is a strong focus in the City of Phoenix Birth to Five
Program, supported in the school readiness plan and strategic plan goals. Attendance
is taken daily and entered into the ChildPlus system within the first hour of class
beginning. If a child is absent and the parent/guardian has not notified the program
within the first hour of class, the program will reach out to the family to ensure the child's
safety. Attendance is monitored weekly by the caseworker through ChildPlus reports
and the classroom sign-in log. Monitoring of attendance will identify consecutive
absences or patterns of absenteeism to address with the family. After two consecutive
absences, the teacher will generate a referral to the caseworker. Collaboration and
communication between the classroom teacher and the caseworker are vital to support
families in promoting their regular attendance. To accomplish the strategic plan goal of

increasing attendance, the City of Phoenix Birth to Five Program will work
collaboratively with Education Service Providers to provide attendance incentives
programs. If a caseworker identifies a child with two or more absences in one month,
the family is contacted to determine the reason for the absences. Depending on the
situation, a student success plan may be developed to help the parent overcome the
barriers to getting the child to school on time and regularly. Any attendance follow-up
will be entered into ChildPlus under the attendance tab. Casework staff monitor the
child's attendance and continue to work with the parent to ensure successful
attendance. If a caseworker creates a student success plan and attempts to reengage
the family, but the child stops attending the program, the slot will be considered vacant.
Vacancy Policy

All vacancies must be filled from the prioritized waitlist within thirty (30) calendar days
from the last day the child attended, which aligns with 45 C.F.R. 1302.15(a) "A program
must maintain its funded enrollment level and fill any vacancy as soon as possible. A
program must fill any vacancy within 30 days."

A home-based option slot shall be considered vacant after the last contact between the
assigned caseworker and the family.

A center-based slot shall be considered vacant the day after the child's last day of
attendance.

The caseworker must be informed of a newly enrolled child on the child's first day of
attendance to ensure the child is enrolled in ChildPlus and screening deadlines are
established.

Appendix A
City of Phoenix Head Start Birth to Five
2025-2026 Selection Criteria

A.G.E. Birth to 3

1.
0 – 11 months
3
2.
12- 23 months
2
3.
24 – 36 months
1
DISABILITIES
4.
Child born premature (before 36 weeks) EHS ONLY
2
5.
Has a current IFSP/IEP
2
6.
Child with documented referral or diagnosis of developmental delay
1
7.
Child receiving therapy from a private agency
1
8.
Parent/Guardian and/or sibling with documented disability
1
PARENTAL STATUS
9.
Child in Foster Care
2
10.
Kinship – relative/guardian is caring for the child
2
11.
Teen parent at the time of registration (18 years old or younger)
2
12.
Teen parent at the time of child's birth (18 years old or younger)
1
13.
Parenting single
1
14.
Parent education level 8th grade or less
1
15.
Parent works for Head Start
2
OTHER FACTORS
16.
Transition from EHS/HS to HS
2
17.
Continuity of Care- Siblings in EHS/HS
1
18.
Refugee
2
19.
TANF/SSI/SNAP
1
20.
Three or more children under the age of 5 living in the home.
1
CRISIS
21.
Any member
in the home
who:
Is currently abusing substances (drugs or alcohol)
2
22.
Is currently incarcerated or has been at some point since
the child was born
2
23.
Has a mental health diagnoses or receiving mental health
treatment
2
24.
History of D.C.S. involvement
2
25.
History of domestic violence within the last six years
2
26.
Family separated due to crisis
2
27.
Family Experiencing Homelessness
3
TOTAL POINTS

DESCRIPTION
1.– 3.
Higher points for younger children allowing families to remain in the program for up to three
years.
4.
Children born prematurely have a higher likelihood of experiencing developmental delays
5.
The child has an official Individualized Family Service Plan (IFSP, 0 – 3) or an Individualized
Education Plan (IEP, 3 – 5). The parent must be able to provide a copy.
6.
The child has a referral for an evaluation with a government/private agency, local school
district, or appointment with a developmental pediatrician.
The child has a diagnosis of developmental delay by a government/private agency, local
school district, or developmental pediatrician and is either in the process of obtaining an
IFSP/IEP or does not require special education services at this time for identified diagnosis.
7.
The child is currently receiving therapy services through a private agency, and the parent is
able to provide documentation.
8.
The parent/guardian or the child's sibling has a documented disability (i.e., physical, sensory,
cognitive, or social/emotional – does not include mental or medical disabilities).
9.
The child is placed with a foster family, in a group home, or shelter by DCS (Department of
Child Services)
10.
The child is living with a relative – D.C.S. may or may not be involved.
11.
The parent is currently 18 years old or younger during registration.
12.
The parent was 18 years old or younger when the child was born.
13.
The parent/guardian is the only adult in the home caring for the child/children.
14.
One or both parents/guardians attended school up to the 8th grade or less, did not go to high
school.
15.
The child is living with a parent/guardian of a Head Start Staff. This includes Grantee and
Non-Grantee staff.
16.
The child participated in another EHS/HS program (i.e., it does not matter where they
participated).
17.
The family has children in both EHS and HS, including children enrolled in another grantee’s
Early Head Start program.
18.
A family who has or is experiencing resettlement in the United States through a resettlement
organization.
19.
The family (EHS/HS household) is receiving TANF (Temporary Assistance for Needy
Families), or SNAP (Supplemental Nutritional Assistance Program).
Anyone in the EHS/HS household who is receiving S.S.I. (Supplemental Security Income).
20.
It does not need to be children included in the household, currently living in the home.
21.
Anyone living in the home who uses illegal drugs, abusing prescription drugs, and/or abusing
alcohol per parent/guardian completing intake.
22.
Anyone living in the home who has been in prison for an extended period and/or jailed for
short periods may or may not be reintegrated into the home but impacts the child's life.
23.
Anyone living in the home who is currently under a doctor's care has atypical behavior due to
diagnosed disorder and/or has been identified as having a disorder that may impact the
child(ren).
24.
The parent or guardian had or currently has an open case, and/or children have been
removed from the home, including before the child's birth.
25.
May include sexual, physical, and/or emotional abuse involving parent(s) or guardian(s) of the
child(ren).
26.
Includes the following; divorce, separation, deportation, and death.
27.
Identify if the family is in temporary housing or if their current housing situation is permanent.
McKinney-Vento definition of homeless – "children and youths who are sharing the housing of
other persons due to loss of housing, economic hardship, or a similar reason; are living in a
motel, hotel, trailer park (in a tent or other type of substandard housing), camping grounds
due to lack of adequate alternative accommodations; are living in emergency or transitional
shelters.".

Appendix B
Attendance Procedure

Purpose
This attendance procedure ensures children maintain consistent attendance, which is vital for
their educational success and overall well-being. It promotes communication between
classroom staff, caseworkers, and families, enabling timely identification of attendance issues
and the provision of needed support. By showing concern for children's well-being and involving
families in attendance discussions, the process fosters ongoing engagement and accountability.
It also clearly states the consequences of non-compliance while highlighting the importance of
regular attendance for academic growth.

Procedure

Step 1: First Unexcused Absence
Initial Communication – Teacher or Designee
•
Method: Personalized Phone Call
•
Action
o Education Service Provider (ESP) will contact the families of children
with unexcused absences to ensure the family is safe.
•
Objective: Establish a connection, express genuine concern for the
child's well-being, and ensure the family is safe.

Step 2: Second Unexcused Absence
Communication – Teacher or Designee
•
Method: Personalized Phone Call
•
Action
o ESP will contact the families of children with unexcused absences to
ensure the family is safe.
o Notify the assigned Caseworker I using the referral process.
•
Objective: Establish a connection, express genuine concern for the child's
well-being, and ensure the family is safe.

Step 3: Second Consecutive Unexcused Absences

Communication – Caseworker I
•
Method: Home Visit
•
Action:
o The Caseworker I will conduct a home visit with families of children
after two consecutive unexcused absences and no contact with the
family has been established or when appropriate. During the home
visit, emphasize the importance of consistent attendance for their
child's development and education, and the importance of notifying the
Education Service Providers or Caseworker to ensure the family is safe
and well.

•
Objective: Establish a connection and express genuine concern for the
child's well-being.
Step 4: Third Accumulated Unexcused Absence
Communication – Teacher, Designee, or Caseworker
•
Method: Personalized Phone Call
•
Action:
o Teacher will notify the assigned Caseworker I using the referral
process.
o Caseworker I will contact families of children with three absences or
more than two absences in the current month to discuss concerns.
During the call, emphasize the importance of consistent attendance
for their child's development and education.
•
Objective: Establish a connection and express genuine concern for the
child's well-being.

Step 5: Follow-up Letter
• Method: Formal Letter
•
Action:
o The Caseworker I will send a letter summarizing the phone
conversation, outlining attendance concerns, and revisiting the
concept of the Enrollment Agreement that was completed at
intake. Include information about the benefits of regular
attendance and the potential consequences of continued
absenteeism.
•
Objective: Provide families with written information to refer back to
and encourage them to engage in the contract process.

Step 6: Enrollment Agreement Meeting
• Method: In-Person or Virtual Meeting
•
Action:
o The Caseworker I will schedule a meeting with any family with five or
more absences to discuss the Enrollment Agreement. Explain the
Enrollment Agreement purpose, parameters, and expectations during
the meeting. Allow for questions and input from the family.
•
Objective: Ensure families understand the contract terms and feel
involved in decision-making.

Step 7:
Attendance
Plan
• Parties Involved:
o Child's parent/guardian
o Caseworker I or Caseworker III
o Teacher or ESP representative (if possible)

• Attendance Expectations:
o Expectations are a minimum attendance percentage of 90%
monthly.
o Excused absences include, but are not limited to, illness, and family
emergencies.
• Consequences of Non-Compliance:
o The Caseworker I will conduct the following to monitor and
support the parent if attendance does not improve (e.g.,
weekly check-ins with the parent/guardian, provide additional
attendance resources from Attendance Works).
o The parent/guardian will receive notification that failure to
meet attendance goals may result in placement on the
waitlist.
• Support Offered:
o Resources available to assist with attendance (e.g., bus
passes, service referrals, Attendance Works handouts).

Step 8: Regular Check-Ins
•
Method: Ongoing Communication (Phone/Email/Classroom Visits)
•
Action:
o The Caseworker I will schedule regular check-ins (weekly) to
monitor attendance and provide support. During these check-ins,
discuss any challenges the family may face and adjust support
strategies as necessary.
•
Objective: Maintain open lines of communication and foster
accountability.
Step 9: Documentation of Attendance
•
Method: Tracking System
•
Action:
o The Caseworker I will maintain a record of attendance and any
communications with the family regarding attendance issues.
Document any meetings, phone calls, and contract compliance in
ChildPlus under the child’s Attendance Follow-Up section.
•
Objective: Ensure transparency and provide a basis for future decisions.

Step 10: Final Notification of Non-Compliance (after 15 total absences)
• Method: Formal Notification Letter
•
Action:
o If attendance does not improve after the agreed-upon timeframe
outlined in the contract of 30 days, the family will receive a formal
notification letter from the ESP.
o Program Coordinator will be notified before the letter is sent.

o This letter should include:
•
A summary of attendance records.
•
A statement of non-compliance with the attendance contract.
•
Notification that the child will be removed from the class and
placed back on the waitlist.
•
Information on how to appeal the decision or reapply in the
future.
•
Objective: Provide families with clear information on the consequences
of non-compliance and the next steps.