ERSEA ment August Identify and document Start... · Notebooks/obtai ning receipts for identified...

Family Service Worker/Advocate Monthly Task List 2018-2019

Created:1/5/2010 Reviewed:10/11/2018 Revised:10/11/2018

Month Parent Engage-

ment

Family Services

Health & Safety

Nutrition Bilingual Services

Disabilities Mental Health

ERSEA

August ParentOrientation

Parent Interest Survey

Identify and document Insurance Status, Medical Home, and Dental Home 1520

Documentation of health insurance/Medicaid/assistance to get insurance/Medicaid

Request students’ Medical and Dental records from Providers 3013

Fax for state labs (lead and hemoglobin 3035

Scan health documents into ChildPlus 2132

Assist with appointments for physical/dental exams

Immunization Log to school nurse

Assist with hearing and vision screening.

Make sure CPR/First Aid posters are in Cafeteria

Complete Crisis Management Check List in ChildPlus

School Menus

Heights/Weights C h i l d P l u s r e p o r t 3 4 2 0

Snack Menu with Substitutions

Scan Nutrition information form in Child Plus -

CP report 2132

EHS only: Heights/Weights/

Head Circumference according to EPSDT Child Plus report 3420

Monthly menus

Scan Nutrition information form in Child Plus -

CP report 2132

Bilingual Services Report Form – If applicable

* See On-going Monthly list

Assist the Region 7 Early/Head Start Program staff in recruiting efforts (LEA special education staff, parents) to meet the 10% disabilities requirement.

Assisting in distributing IDEA Parent Notebooks/obtaining receipts for identified students.

Assist in obtaining ECI/ARD records for identified students.

Scan & email the ECI/Special Ed Sign-in sheet to Disabilities Coordinator/Support on the LAST DAY of the MONTH!

Notify Disabilities Staff of scheduled ECI/ARD meetings. Scan and email ARD NOTES form and signed completed consent to Disabilities following ARD.

EHS ONLY – Scan and upload the Brigance-III Developmental sheets in Health tab of Child Plus.

Distribute Mental Health Staff Introduction Flyer at parent orientation.

Recruitment

Applications

Systematic Selection ChildPlus Reports 2025, 2007)



Month Parent Engagement

Family Services

Health &Safety Nutrition Bilingual Services


ERSEA Education

Sept

First Newsletter

Election of Parent Committee Officers

Policy Council Meeting

Volunteer Training

Standard of Conduct Confidentiality Form

1st home visit(Child Plus Report 1234)

Complete Needs Assessment ChildPlus

Initiate FPA (ChildPlus Report 1234)

• Request copies of physical anddental exams fromproviders.3035

• Assist families to makeappointments for physical anddental exams or follow-up asneeded

• Documentation of healthinsurance/Medicaid/assistanceto get insurance/Medicaid

• Scan/enter health documentsinto ChildPlus 2132

• Select HSAC parent membersand email names to HealthSupport

• Assist with hearing & visionscreenings 3035

• Prepare for On Site Dental visitincluding paper work

• Notify Health Support of date forHealth Parent Training

• Follow up on hearing andvision referrals 3035

• New / Withdrawn Students:Student Medical ConditionsForm, Immunization logs,Hearing and Vision Screening,medical and dental exams,scanning

• Immunization log from schoolnurse

• Weekly Playground Safety Checklist in ChildPlus

• Monthly Crisis ManagementCheck List in ChildPlus

• Print a new ChildPlus Report1520 (Emergency ContactInformation) and place in the backpocket of the Classroom First Aid

Nutrition referrals

Nutrition Parent Training dates

Submit PT dates to cafeteria for refreshments

Email supply request if needed

School Menus

Snack Menu with substitutions

Food allergies Child Plus report 3035

Heights/Weights Child Plus report 3420

Health Inspection (Food Service)

EHS only: Heights/Weights Head Circumference according to EPSDT Child Plus report 3420

Monthly menus


* See On-goingMonthly list

Recruiting for 10%




EHS & HS – Scan and upload the Brigance-III Developmental sheets in Health tab of Child Plus


Distribute Mental Health staff I n troduction F lyer at 1stmonthly parent training.

Post MH Introduction Flyer on bulletin board.

Send home Mental Health letter to all parents regarding visiting with MH team

Post letter on Parent Bulletin Board regarding visiting with MH team

Secure a location for Mental Health staff to meet with parents

Contact Mental Health Staff if a parent wants to set up a meeting

Recruitment

Applications

ChildPlus Reports 2025, 2007)

Scan First Parent Contact form into Child Plus under Education Tab

Send Parent Contact Update Form home by the 10th




Family Services

Health & Safety Nutrition

Bilingual Services


ERSEA Education

October

Parent Training 2nd Newsletter


Parent Training Plans

ESC Parent Conference

Initiate FPA/Follow-up monthly (Child Plus Report 1234)

• Request copies of physicaland dental exams fromproviders 3035

• Assist families to makeappointments for physical anddental exams or follow-up asneeded

• Documentation of healthinsurance/Medicaid/assistance to get insurance/Medicaid

• Scan/enter health documentsinto ChildPlus 2132

• Select HSAC parentmembers and email namesto Health Support

• Assist with Hearing and• Vision Screenings 3035• Prepare for On Site Dental

visit including paper work• Notify Health Support of date• for Health Parent Training• Follow up on hearing and

vision referrals 3035• Notify Health Staff of

children needing Lead orHemoglobin Testing 3035

• Send home 45/90 DayScreening Summary

• New / Withdrawn Students:• See September notes• Immunization log from

school nurse• Weekly Playground Safety

Checklist in ChildPlus• Monthly Crisis Management

Check List in ChildPlus • Print a new ChildPlus Report

1520 (Emergency ContactInformation) and place in theback pocket of the ClassroomFirst Aid

Referrals


School Menus


Heights/Weights Child Plus report 3420


EHS only: Heights/Weights/Head Circumference according to EPSDT Child Plus report 3420

Monthly menus

Bilingual Services Report Form – Ifapplicable


Recruiting for 10%







Scan social emotional screenings into Child Plus under Health tab

Recruitment

Applications ChildPlus Reports 2025, 2007)

Scan First Parent Contact form into Child Plus under Education Tab. Send Parent

Contact Update Form home by the 10th



Month Parent Engagemen

t

Family Services

Health & Safety Nutrition Bilingual Services Disabilities ERSEA

Nov

Parent Training

3rd Newsletter


FPA & monthly follow-ups (ChildPlus report 1234)

1st PFCE Outcomes Needs Assessment And Summary Due (Child Plus Report 4230/4220)

• Ensure parentrepresentative attend HSACmeeting, transport if needed

• Request copies of physicaland dental exams fromproviders.3013


• Make appointments forphysical and dental examsor follow-up as needed.

• Scan health documents intoChildPlus when received.2132

• Follow up on Hearing/Visionreferrals 3035

• Prepare for On SiteDental visit includingpaper work

• Notify Health Staff Datefor Health Parent Training

• Notify health staff of childrenneeding Lead or Hemoglobin.Testing 3035

• Send home 45/90 day screeningsummary

• New / Withdrawn Students:• See September notes• Complete Center/ Playground

Safety Check List weekly inChildPlus

• Complete Crisis ManagementCheck List in ChildPlus

• Print a new ChildPlus Report1520 (Emergency ContactInformation) and place in theback pocket of the ClassroomFirst Aid

Referrals


School Menus

Snack Menu with substitutions

Heights/Weights (new students) Child Plus report 3420


EHS only: Heights/Weights/ Head Circumference according to EPSDT Child Plus report 3420

Monthly menus

Bilingual Services Report Form - If applicable

* See On-going Monthlylist

Recruiting for 10%


Scan & email the ECI/Special Ed Sign-in sheet to Disabilities Coordinator/Staff on the LAST DAY of the MONTH!




Recruitment

Applications

ChildPlus

Reports

2025, 2007)





Family Services

Health & Safety Nutrition Bilingual Services

Disabilities ERSEA Education

December

Parent Training

4th Newsletter

FPA & monthly follow-ups (Child Plus Report 1234)

• Ensure parent representative attendHSAC meeting, transport if needed

• Request copies of physical and dentalexams from providers.3013

• Documentation of healthinsurance/Medicaid/assistance to getinsurance/Medicaid

• Make appointments for physical anddental exams or follow-up as needed.

• Scan health documents into ChildPluswhen received. 2132

• Follow up on Hearing/Vision• referrals 3035

• Notify Health Staff Date for HealthParent Training

• Notify health staff of children needingLead or Hemoglobin. Testing 3035

• Send home 45/90 day screening summary

• New / Withdrawn Students:• See September notes

• Complete Center/ Playground SafetyCheck List weekly in ChildPlus

• Complete Crisis Management Check Listin ChildPlus

• Print a new ChildPlus Report 1520(Emergency Contact Information) andplace in the back pocket of the ClassroomFirst Aid

Referrals


School Menus





Monthly menus


* See On-going Monthlylist

Recruiting for 10%






Recruitment

Applications

ChildPlus

Reports

2025, 2007)

2nd ParentContact (HS)

3rd ParentContact (EHS)





Family Services



ERSEA

January Parent Training

5th Newsletter


FPA & monthly follow- ups (Child Plus Report 1234)

• Request copies of physical anddental exams from providers3013


• Make appointments forphysical and dental exams orfollow-up as needed.



• Notify Health Staff Date forHealth Parent Training




• Complete Center/ PlaygroundSafety Check List weekly inChildPlus


• Print a new ChildPlus Report1520 (Emergency ContactInformation) and place in the backpocket of the Classroom First Aid

Referrals


School Menus

2nd Heights/Weights Child Plus report 3420



Monthly menus



Recruiting for 10%




EHS & HS – Scan and upload the Brigance-III Developmental sheets in Health tab of Child Plus for newly enrolled students

Notify of scheduled Round-ups



Scan social emotional screenings into Child Plus under Health tab

Recruitment

Applications

Begin scheduling Round-Ups






Family Services



February

Parent Training

6th Newsletter


FPA & monthly follow-ups Child Plus Report 1234

2nd home visitChild Plus Report 1234

2nd PFCE Outcomes Needs Assessment And Summary Due (Child Plus Report 4230/4220)


• Documentation of healthinsurance/Medicaid/assistance to getinsurance/Medicaid

• Make appointments forphysical and dentalexams or follow-up asneeded.

• Scan health documentsinto ChildPlus whenreceived. 2132


• Prepare for On SiteDental visit includingpaper work

• Notify Health Staff Datefor Health ParentTraining

• Notify health staff ofchildren needing Lead orHemoglobin. Testing 3035

• Send home 45/90 dayscreening summary



• Complete CrisisManagement Check List inChildPlus

• Print a new ChildPlus Report1520 (Emergency ContactInformation) and place in theback pocket of the Classroom First Aid

Referrals


School Menus





Monthly menus

Bilingual Services Report Form – Ifapplicable


Recruiting for 10%







Send home Mental Health letter to all parents regarding visiting with MH team

Post letter on Parent Bulletin Board regarding visiting with MH team

Contact Mental Health staff if a parent wants to set up a meeting

Secure a location for Mental Health staff to meet with parents, if needed




Family Services



March

Parent Training

7th Newsletter


2nd homevisit (Child Plus Report 1234)

• Health/Dental requirements fornew children enrolling






• Prepare for On SiteDental visit including paper work

• Notify Health Staff Datefor Health Parent Training

• Notify health staff of childrenneeding Lead or Hemoglobin. Testing 3035




• Complete CrisisManagement

• Check List in ChildPlus

• Print a new ChildPlus Report1520 (Emergency ContactInformation) and place in theback pocket of the ClassroomFirst Aid

Referrals


School Menus




EHS only: Heights/Weights Head Circumference according to EPSDT Child Plus report 3420

Monthly menus



Recruiting for 10%







Recruitment

Application & Enrollment for Program Year


3rd ParentContact (HS)

4th ParentContact (EHS)





Family Services



April

Monthly Parent Training

8th Newsletter

Volunteer Appreciation



• Ensure parent representativeattend HSAC meeting,transport if needed

• Request copies of physical anddental exams fromproviders.3013

• Documentation of healthinsurance/Medicaid/assistance toget insurance/Medicaid

• Make appointments forphysical and dental exams orfollow-up as needed.

• Scan health documents intoChildPlus when received. 2132


• Prepare for On Site Dentalvisit including paper work

• Notify Health Staff Date forHealth Parent Training






• Print a new ChildPlus Report 1520(Emergency Contact Information)and place in the back pocket of theClassroom First Aid

Referrals


School Menus


Heights/Weights (new students)

Child Plus report 3420



Monthly menus



Recruiting for 10%







Recruitment

Application &Enrollment for Program Year

ChildPlus Reports 2025, 2007

Scan Third Parent Contact form into Child Plus under Education Tab





Family Services



May

Parent Training

Last Newsletter

Complete Parent Surveys

Volunteer Appreciation


Transition activities

Close out FPAs (HS) ChildPlus 1234)

Final Assessment (PFCE Outcomes and Summary) due (Child Plus Report 4230/4220)

• Collect completedImmunization records fromschool nurses






• Notify Health Staff Datefor Health ParentTraining

• Notify health staff of childrenneeding Lead orHemoglobin. Testing 3035




• Complete CrisisManagement Check List inChildPlus

• Print a new ChildPlus Report1520 (Emergency ContactInformation) and place in theback pocket of theClassroom First Aid

Referrals


School Menus


Heights/ Weights (new students) Child Plus report 3420


EHS only: Heights/ Weights/ Head Circumference according to EPSDT Child Plus report 3420

Monthly menus



Recruiting for 10%






Submit New & Returning list at Round Up with ECI/Special Education uploaded as attachments in Disabilities tab in Child Plus.

Submit Suspected Disabilities forms with Consent to Release Confidential Information signed by parent


Recruitment/ Applications for Program Year


Scan Third Parent Contact form into Child Plus under Education Tab (HS)





Family Services



June

Parent Involvement documentation

Parent Sign-In Sheet

Volunteer Sign-In Sheet

Submit Community Networking Form (final copy)

HS: Turn in supplies

Turn in all original health documents

EHS only:

Monthly menus


Recruiting for 10%






Submit New & Returning list at Round Up with ECI/Special Education uploaded as attachments in Disabilities tab in Child Plus.


Scan Fourth Parent Contact form into Child Plus under Education Tab (EHS)

EHS: Send Parent Contact Update Form home by the 10th



July EHS: Turn in supplies

Turn in all original health documents

EHS only: Monthly menus

EHS only: Submit New & Returning list at Round Up with ECI/Special Education uploaded as attachments in Disabilities tab in Child Plus.


On-going During the Program Year


Family Services: Health & Safety: Nutrition: Mental Health: Disabilities: Monitor attendance and enrollment

Schedule Medical/Dental exams 3013 Medicaid status Folder Audit Attachment Reports

Nutrition Referrals Post Mental Health Information Flyer on Parent Bulletin Board.(English/Spanish)

Assist the Region 7 Early/Head Start Program staff in recruiting efforts (LEA special education staff, parents) to meet the 10% disabilities requirement

Home visits Identify children with special needs 2132

Nutrition Parent Meetings Scan in social emotional screenings (completed by parent and scored by teacher) in Health tab of Child Plus.

Assist Disabilities Coordinator/ Specialists in gathering, scanning and maintaining current and accurate ECI/ARD documentation in Child Plus-Disabilities attachments, for children with disabilities

Referral to community resources

Assist parents with medical/dental homes and appointments for follow- up

Food Allergies – MD Documentation

Complete Mental Health referrals as needed

Provide IDEA Parent Notebooks to parents of children with disabilities; scan and email receipt to Disabilities Coordinator

Recruitment/Application Assist parents in monitoring insurance status

45 days of enrollment scan the Nutrition Information Form in Child Plus report 2132

Secure a location for Mental Health staff to meet with paren ts

Report suspected or newly identified children with disabilities to Disabilities Coordinator, with Consent for Release of Confidential Information form signed by the parent.

Maintain waiting list Health education as directed Place the following documents in students manila folder:

• Medical Conditions form Updated and signed by parent as conditions change

• Dental Exam • Dental Treatment/follow

up (if applicable) • On-Site Dental Exam

with Consent for Health Services

• Physical Exam(s)/on site Blood Pressure (if applicable)

Scan and email provider sign-in sheet at the end of each month (if applicable)

Report newly enrolled children with disabilities to Disabilities Coordinator, with Consent for Release of Confidential Information form signed by the parent.


• Lab Results/Medical follow-up/Specialist

Exams/Tests • Hearing and Vision

• Forms Nutrition Information Form

Send in Medical Conditions forms & Immunization logs for new students

Assist contracted Mental Health providers as needed.

Notify Disabilities Staff of scheduled ECI/ARD meetings. Scan and email ARD NOTES form and signed consent to Disabilities following ARD.

Send in Immunization logs for withdrawn students

Assist Disabilities Coordinator/ Specialists in scanning and emailing disabilities information to and from teachers/parents

Keep Child Health information current 3035,2132

Email Disabilities Staff and Jana Castaneda when you attach documents in Child Plus in order for information to be updated.

ERSEA ment August Identify and document Start... · Notebooks/obtai ning receipts for identified...

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