Attachment A - ERSEA PLAN 2020-2021.pdf

City of Phoenix — Land Use and Livability Subcommittee (2020-05-20)

View PDF Meeting page

Extracted text (via pymupdf) 28253 characters

Updated: Program Year 2020-2021

Attachment A
Human Services Department/Education Division

ERSEA Plan
(Eligibility, Recruitment, Selection, Enrollment and
Attendance)

2
TABLE OF CONTENTS

GOALS OF THE ERSEA PLAN

AGE ELIGIBILITY POLICY

SERVING A BIRTH TO FIVE CONTINUUM

INCOME ELIGIBILITY POLICY

CATEGORICALLY ELIGIBLE

INCOME VERIFICATION POLICY

VERIFICATION OF CURRENT FINANCIAL STATUS

RECRUITMENT OF CHILDREN

RECRUITMENT ASSISTANCE SOURCES

RECRUITMENT OF CHILDREN WITH SPECIAL NEEDS

INTAKE PROCEDURES

SELECTION PROCESS

NOTIFICATION OF ENROLLMENT

ENROLLMENT

ENROLLMENT FOR MORE THAN ONE YEAR

RE-ENROLLMENT

ALTERNATIVE PLACEMENT/DROP POLICY

TRANSFER POLICY

CLASS LIST

ATTENDANCE and ABSENTEEISM

VACANCY POLICY

APPENDIX A

3
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 specific roles and responsibilities of the City of Phoenix Head Start
Birth to Five staff.
 To identify enough eligible children to maintain a waitlist of 20% beyond
enrollment per site.
 To assure that efforts are made to inform and recruit potential enrollees identified
as most in need.
 To assure 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 program.
 To provide the least restrictive environment placement option for children being
served under the Individuals with Disabilities Education Act (IDEA).

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

Age Eligibility Policy

Preschool children must be three or four years old prior to 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 program as of their third birthday (ACF IM-94-16). 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 with one of the
Maricopa County Grantees will be given priority consideration for acceptance into City
of Phoenix Head Start preschool program. 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 once the family has completed the intake process and been deemed
eligible to ensure continuity of services.

The City of Phoenix Head Start Birth to Five Early Head Start Home-Based service
option gives priority to younger children, at-risk pregnant women, teen parents, and
children with disabilities, as outlined in the selection criteria (Appendix A).

4
Income Eligibility Policy
The City of Phoenix Head Start Birth to Five program is required to serve children from
families with at-risk backgrounds as the primary responsibility.
At least 90% of the children must live in families with a total annual income (before
taxes) equal to or below the federal poverty income guidelines. The remaining 10% of
the children may come from families whose income is above the poverty guidelines.
The remaining 10% of the children may live in families whose income is above the
poverty guidelines but meet other qualifying factors. Children of over-income families
with identified disabilities (under IDEA) may be served. Once the 10% mandate has
been fulfilled, eligibility decisions should consider income and selection criteria
(Appendix A).

Income-based on family size is the key component in determining eligibility. The federal
poverty guideline figures 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.”

Once the family size has been determined, the family’s income will be compared with
the federal poverty guidelines to determine if their income is equal to or below the
poverty line. The term income means “gross cash income and includes earned income,
military income (including pay and allowances), veteran's benefits, Social Security
benefits, unemployment compensation, child support income, and public assistance
benefits.”

Categorically Eligible

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

 Age eligible children who are experiencing homelessness as defined by the
McKinney-Vento Homeless Assistance Act and the Office of Head Start.
 Children within the foster care system.
 The family is eligible for or, in the absence of child care, would be potentially
eligible for public assistance, including TANF child-only payments.
Income Verification Policy

5
The City of Phoenix Head Start Birth to Five program is responsible for utilizing and
maintaining accurate information regarding income eligibility. Staff must indicate they
have seen and verified documentation of the family’s income. Staff signature on the
Eligibility Verification Form is proof of verification. All income documentation will be
uploaded into Child Plus. Supervisors review and approve all 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 or pay envelopes
 DES or Supplemental Security Income decision letters
 Written statements of income from employer(s)
 Self-declaration of income may be accepted under special circumstances after
evaluation by the supervisor
 Unemployment verification
 Foster care reimbursement
 Child support award letters

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

Recruitment of Children

Although recruitment and outreach are conducted on a continual cycle throughout the
year, more targeted recruitment and outreach efforts will begin in February of each year
to ensure full enrollment at the beginning of the school year for the following August.
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
caseworkers will create and establish a written Recruitment Plan, which takes 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
program opportunities include cyclical and routine advertising, 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:

6
 Phoenix Human Services Department-Community Services Division
 Local homeless shelters
 Head Start parents
 Arizona Early Intervention Program (AzEIP)
 Division of Developmental Disabilities (DDD)
 Other organizations serving children birth to five years of age 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 (DES)
 Local Education Agencies (LEA)
 Women, Infants, and Children Food and Nutrition Services (WIC) offices
 Child welfare
 City of Phoenix Housing Department

Recruitment of Children with Special Needs

The City of Phoenix Head Start Birth to Five program provides a less 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 who are currently in
self-contained preschool placement and 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 program placement, a Head Start representative will
be an active member of the team.

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 IEP’s and assurance of the 10% mandate.

In cases of non-profit education service providers, a formalized agreement, such as a
Memorandum of Understanding, is required to outline specific responsibilities of
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.

7
Intake Procedures

The intake processes for first-year families will include the following:
 Scheduling of intakes appointments
 Short screening via phone
 Verification of family’s income
 Verification of child’s age
 Verification of address to determine placement
 Determination of eligibility

City of Phoenix Head Start Birth to Five staff will complete the following forms at the first
intake:
 Application
 Grant or Deny
 Nutrition Screening
 Family Outcomes Pre-Assessment

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 of information on immunization
fairs
 Distribution of special health and nutrition forms to gather information from the
child’s health care provider regarding health or nutrition accommodations
children may need while at school or in child care

Selection Process

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.

The approved City of Phoenix Head Start Birth to Five program selection criteria will be
uploaded into Child Plus no later than February 1. 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
on-going 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.

A waitlist which ranks children according to their needs and based on the selection
criteria will be maintained throughout the year to ensure eligible children enter the
program as vacancies occur. However, if a child has the opportunity for service due to
eligibility according to another funding source, the City of Phoenix Head Start Birth to

8
Five program will work with partners to ensure children are served and not prevented
from service due to placement on any waitlist.

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 into the City of Phoenix Head Start Birth to Five
program are notified in writing, by text or telephone of their enrollment status. All eligible
families will be placed either on a class list or a waiting list. The enrollment date is the
first date the child attends school for center-based programs and the date of the first
home visit or service for home-based programs. Enrollment is documented in Child Plus
by City of Phoenix Head Start Birth to Five caseworkers.

Enrollment

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.
1302.12(j), 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

A child who is income-eligible and is participating in a City of Phoenix Head Start
preschool program remains income eligible through the end of the succeeding
enrollment year. Children who are enrolled in a City of Phoenix Head Start infant-toddler
program remain income-eligible while they are 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.

Re-enrollment

A child can be considered for re-enrollment once they have left the program 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. If the request is
outside of these parameters, an intake must be conducted to ensure the family
continues to meet the eligibility requirements. A re-enrollment request may also be
denied if there are children on the waitlist with higher needs based on the selection
criteria.

Alternative Placement/Drop Policy

Once a child is enrolled and attending a program 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 parent/guardian of the child 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

9
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, or mail. The caseworker shall be notified of the child’s withdrawal and will
document the appropriate withdrawal date in Child Plus.

In the home-based program, two appointments where the parent is not home during the
scheduled appointment and has not made contact with the caseworker may result in the
family being withdrawn from the program. Client attendance letters will be sent to
request participation in the program before dropping. 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 Policy

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.

City of Phoenix Early Head Start children may transfer from one program option to
another when family employment circumstances change. The home-based program is
available for non-working parents/guardians, and the child care partnership option is
available for full-time working parents or students enrolled in school.

Class List

Enrollment lists are developed for each program. Children are placed on class lists
based upon the service area in which they reside trying to ensure they are as close as
possible to their homeschool. Efforts will be made to maintain a 20% waitlist for each
classroom. Once the class is filled, the remainder of children seeking placement in that
location will be placed on a waitlist. When a vacancy occurs, children from the waitlist
are considered based on need determined by the selection criteria.
Attendance and Absenteeism

Attendance is entered into Child Plus daily by the instructional staff or a caseworker for
home-based services. Caseworkers are responsible for monitoring attendance to
identify any patterns or trends in children’s absenteeism. If a child’s average daily
attendance slips below 95% in one month, prompt action will be taken to mitigate the
circumstances which are effecting the child’s education opportunity. The actions will

10
include contact with the parent/guardian to identify any barriers in the child attending
school. A Student Success Plan may be developed to assist the parent/guardian in
overcoming attendance barriers.

All program options in the City of Phoenix Head Start Birth to Five program have a
written absenteeism policy, approved by the Policy Council or Policy Committee. Each
parent/guardian receives a copy of the absenteeism policy. Parents/guardians are
responsible for contacting the classroom or their caseworker for home-based services if
their child will be absent from school. This information is communicated during
orientations, home-visits, and is included in all parent handbooks.

In compliance with 45 C.F.R. 1302.16(a)(1) of the HSPPS “if a child is unexpectedly
absent and a parent has not contacted the program within one hour of program start
time, the program must attempt to contact the parent to ensure a child’s well-being.”
The education service provider or child care partner is responsible for contacting the
family the day the child is absent from class if the family has not contacted the program.

On the second consecutive day of absence, the teacher writes a referral to the
caseworker if there has not been any contact with the parent/guardian indicating why
the child is absent. The caseworker makes personal contact with the parent/guardian to
identify the reason for the absence and provides the parent/guardian with assistance
and resources to overcome the attendance barrier. If the parent/guardian is unable to
overcome the barrier and wishes to withdraw their child from the program, the
caseworker will document the withdrawal in Child Plus and report it to the appropriate
education service provider or child care partner staff.

Vacancy Policy

All vacancies must be filled from the prioritized waitlist as quickly as possible, and 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 visitation slot shall be considered vacant after the last contact between the
program and the family.

A center-based slot shall be considered vacant on the child’s last day of attendance. An
exception to this rule can be made with the approval of the City of Phoenix Head Start
Birth to Five Program Coordinator. 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 Child
Plus and screening deadlines are established.

11
Appendix A
City of Phoenix Head Start Birth to Five
2020-2021 Selection Criteria

AGE Birth to 3
Points
1.
0 – 11 months
3
2.
12- 23 months
2
3.
24 – 36 months
1
PARENTAL/CCDF STATUS (EHS CCP only)

4.
Has a CCDF Subsidy
2
5.
Qualified for CCDF (on DES waitlist)
1
DISABILITIES
6.
Child born premature (before 36 weeks) EHS ONLY
2
7.
Has a current IFSP/IEP
2
8.
Child with documented referral or diagnosis of developmental delay
1
9.
Child receiving therapy from a private agency
1
10.
Parent/Guardian and/or sibling with documented disability
1
PARENTAL STATUS
11.
Child in foster care
2
12.
Kinship – relative/guardian is caring for the child
2
13.
Teen parent at the time of registration (18 years old or younger)
2
14.
Teen parent at the time of child’s birth (18 years old or younger)
1
15.
Parenting single
1
16.
Parent education level 8th grade or less
1
OTHER FACTORS
17.
Transition from EHS/HS to HS
2
18.
Continuity of Care- Siblings in EHS/HS
1
19.
Refugee
2
20.
TANF/SSI
1
21.
Three or more children under the age of 5 living in the home
1
CRISIS
22.
Any member
in the home
who:
Is currently abusing substances (drugs or alcohol)
2
23.
Is currently incarcerated or has been at some point since
the child was born
2
24.
Has a mental health diagnoses or receiving mental
health treatment
2
25.
History of DCS involvement
2
26.
History of domestic violence within the last 5 years
2
27.
Family separated due to crisis
2
28
Family experiencing homelessness
3
TOTAL POINTS

Selection Criteria Descriptions
1.– 3.
Higher points for younger children allows families to remain in the program for up to three
years.
4.– 5.
Child Care and Development Fund Subsidies – participation in EHS Child Care Partner
classrooms
6.
Children born prematurely have a higher likelihood of experiencing developmental delays
7.
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.
8.
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 diagnoses 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.
9.
The child is currently receiving therapy services through a private agency, and the parent is
able to provide documentation.
10.
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).
11.
The child is placed with a foster family, in a group home, or shelter by DCS (Department of
Child Services)
12.
The child is living with a relative – DCS may or may not be involved.
13.
The parent is currently 18 years old or younger during registration.
14.
The parent was 18 years old or younger when the child was born.
15.
The parent/guardian is the only adult in the home caring for the child/children.
16.
One or both parents/guardians attended school up to the 8th grade or less, did not go to high
school.
17.
The child participated in another EHS/HS program (i.e. does not matter where they
participated).
18.
The family has children in both EHS and HS, which can include children enrolled in Chicanos
Por La Causa or Neighborhood Ministries.
19.
A family who has or is experiencing resettlement in the United States through a resettlement
organization.
20.
The family (EHS/HS household) is receiving TANF (Temporary Assistance for Needy
Families).
Anyone in the EHS/HS household who is receiving SSI (Supplemental Security Income).
21.
It does not need to be children included in the household, currently living in the home.
22.
Anyone living in the home who is using illegal drugs, abusing prescription drugs and/or
abusing alcohol per parent/guardian completing intake.
23.
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.
24.
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) in the home.
25.
The parent or guardian has had or currently has an open case and/or children have been
removed from the home, including before the child’s birth.
26.
May include sexual, physical, and/or emotional abuse involving parent(s) or guardian(s) of the
child(ren).
27.
Includes the following: divorce, separation, deportation, and death.
28.
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 alternative adequate accommodations; are living in emergency or transitional
shelters”.