ERSEA TRAINING 2015-2016

April 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

HOUSEKEEPING

Restroom renovations

Emergency procedures

Parking lot for questions

OPENING ACTIVITY

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

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

FINAL RULE IMPACTLACOE’s Current

Requirement OHS Final Rule

• Delegates currently:o Complete section D of

Application for Services to assist in determining eligibility

o Remove barriers that hinder the eligibility and enrollment process for homeless families

o Work with families to gather the needed documentation or information

• Categorically eligible children must be allowed to attend HS program while securing:o Immunization and other

medical records**o Proof of residencyo Birth certificates or other

documents

** Must comply with local, state, and/or licensing requirements

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)v1Conduct and document follow-up

HEALTH REQUIREMENTS

Fact vs Myth

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 interviewso Must document in the

participant’s file reasons why in-person interview was not possible

• Requires documents used to validate eligibility be retained

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 REQUIREMENT BASED ON FINAL RULE Policies and procedures must address:

Identifying when a phone interview may be conducted

Securing supervisor approvalSecuring eligibility documentation prior to

interviewReviewing original documentsSecuring parent signatures

FINAL RULE IMPACTLACOE’s Current

Requirement OHS Final Rule

• DOB is verified using:o Documents issued by a

government agency such as DCFS, DPSS

o Child’s Passport o Birth certificates o 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 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

FINAL RULE IMPACTLACOE’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 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 REQUIREMENT BASED ON FINAL RULEStaff must demonstrate efforts made to

secure eligibility documents

Staff, with parents authorization, may secure documentation directly from:

CalWorks (TANF) documentation 1-877-328-9677Supplemental Security offices 1-800-772-1213

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

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

REQUIRED TRAINING

Management and Staff

• Training must be completed by 6/12/2015

• Within 90 days of hiring new staff

• After completion of training:o Complete the Certification of

OHS Final Rule Trainingo Attach supporting documentso Submit the documents to the

agency’s assigned ERSEA monitor

Governing body and policy council

• Training must be completed by 9/12/2015

• Within 180 days of a new term

• After completion of training:o Complete the Certification of

OHS Final Rule Trainingo Attach supporting documentso Submit the documents to the

agency’s assigned ERSEA monitor

PROCESS OVERVIEW

Recruit

• Ongoing• Communica

tion

Determine Eligibility

• Income• Categorical

Select

• Accept• Waitlist

Enroll

• Assign Start Date

Record Attendance

• Ongoing• Documentat

ion

WHAT IS A SYSTEM

Provides structure for: Determining Eligibility

Conducting recruitment

Selecting applications

Enrolling children and pregnant mothers

Documenting and reporting attendance

WHAT IS THE ENROLLMENT PROCESS Explains the steps taken to enroll a child or

pregnant mother Recruitment

Selection I and II

Enrollment

ENROLLMENT PROCESS

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

2015-2016 ERSEA MANUAL

ERSEA MANUAL

Updated to include OHS Final Rule

Revised Minimum Components of an ERSEA Plan

Included Enrollment Process

Added clarifications based on feedback

2015 OFFICE OF HEAD START ERSEA

PROTOCOL

OHS ERSEA PROTOCOL

Focus on chronic absenteeism

Unexcused absences

Meeting enrollment of 10% children with disabilities

Ranked Waitlist Lists

Under enrollment

UPCOMING TRAININGS

ChildPlus Application and Enrollment

State Preschool May 15, 2015

Ongoing T&TA as necessary

QUESTIONS

Please complete the evaluation form

Post Parking Lot questions