ERSEA TRAINING 2015-2016 April 17, 2015. OBJECTIVES Learn about OHS Final Rule on Head Start...
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Transcript of ERSEA TRAINING 2015-2016 April 17, 2015. OBJECTIVES Learn about OHS Final Rule on Head Start...
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