ERSEA

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

Goal Statement:

• Navajo Head Start (NHS) Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) staff governs how NSH will determine eligibility, enroll children, and track attendance. The ERSEA team acknowledges the diversity of the Navajo communities in the language and value system ERSEA liaisons will be responsible for community assessments and the recruitment of all income-based families, children with disabilities, homelessness, pregnant women, foster children, and those who need Head Start Services. Standard Operating Procedures have been established to verify Eligibility, Recruitment, Selection, Enrollment, and Attendance. The NHS program will ensure that our most deserving families and children are accommodated through eligibility, recruitment, and enrollment.

• Navajo Head Start is operating with Actual Enrollment that is less than the funded enrollment indicated in its grant agreement for Head Start. As a Head Start Grantee operating programs with an actual enrollment that is less than its funded enrollment, the responsible HHS official in collaboration with the Navajo Head Start developed the following plan and timelines for reducing or eliminating under enrollment in the Head Start program required by section 641A (h)(3)(B) of the Head Start

Navajo Head Start Eligibility

Children are eligible to participate in Head Start or Early Head Start with age eligibility. Age eligibility can be determined through a variety of proof of birth documentations. NHS tries not to create barriers for families when enrolling families. ERSEA content team will assistance all families as much as possible to ensure the one major goal is reach which is enrolling your child in one of the following programs NHS offers. During the enrollment intake there is an interview style conversation that will take place with the ERSEA Liaison. This interview will help liaisons determine the child/families eligibility selection criteria points. These points are helpful when placing those children/families on a priority list, which highlights our most needy families when enrolling into the programs that NHS offer. There are two parts to the ERSEA enrollment process which identifies program collaboration to ensure the process is following compliance measures from Office of Head Start.

• Head Start child must turn three (3) years old by September 1. Eligible age is identified from 3 years to 5 years.
• Early Head Start eligible age for program is set from birth to 3 years of age, typically around 2 years 11 months cut off age line.
• Pregnant Women Program Provides services to expectant mothers who are in their three trimesters of pregnancy.

Required Documents for Eligibility:

First Part of Enrollment

• Proof of Age:
  • child’s birth certificate, child’s hospital crib card, child’s immunization record, hospital affidavit form identifying child’s date of birth, guardianship documentation, power of attorney, child’s educational development forms, etc.
• Completed Navajo Head Start Application

NHS also wants to inform all families, although there are only two specifics enrollment documents at the time of determining eligibility, be mindful there are additional documents ERSEA may request to help support the enrollment process. These documents are considered encouraged to help program improvement or requirements from other NHS content providers. These forms will be asked for at the time of enrollment so ERSEA can help alert other content specific care. The following are examples of additional enrollment documents:

• Individual Education Plan (IEP)
• Individual Family Service Plan (IFSP)
• Child’s Immunization Record (Most Current)
• Certificate of Indian Blood (CIB)
• Map to Families home (Families Physical address)
• Any medical forms that will alert center staff of your child’s health history
• Power of Attorney forms
• Legal Guardianship forms (court ordered)
• Temporary Guardianship forms
• Child Custody Court documents
• Child Authorization Release Forms

Re-enrollment

Head Start children returning for a second year are considered priority during the enrollment process. The enrollment process is primarily easier than new intake due to children and families already being in the database. A new application is NOT needed if there are no major changes to the families demographics. There are a few minor questions that ERSEA will ask during interview style conversation with all families. Another Eligibility Selection Criteria will be completed as well providing RETURNEE points to the child, which will place on a higher priority selection listing in the database. The following questions are as follows:

1. Did your household size change in the last year? Decrease? Increase?
2. Did your physical address or mailing address change in the last year?
3. Did your contact information change? Phone number? Work number? Email address?
4. Did your child’s health history change in the last year?
5. Did your household have any major changes that could affect your child’s mental health or development progress?

An Early Head Start child returning remains eligible up to age three (3). Once the child turns three (3), the family will transition to Head Start Program. There is no new application as the child is returning to the EHS program. The ERSEA team will ask the standard return In-take questions as listed above.

Transfer of Students

Every child/parent has a right to transfer their child(ren) to another Head Start Region upon the availability of the Head Start, and in compliance with ERSEA guidelines and existing waiting lists when applicable.

Waiting List

Children who are not enrolled and the classroom have met funded enrollment requirements will be on a waiting list until a vacancy is available. A standard follow-up from an ERSEA liaison will be established every 10 school days to ensure families are not missed during the enrollment process/waitlist process.

Second part of Enrollment:

The second part of enrollment entails the Enrollment Parental Consent Forms that are completed with Center Staff or identified ERSEA Liaisons. This consent packet is combination of program operations and the expectations of parents/guardians. The enrollment packet gives families a chance to give “consent” and fully understatement listed on the packet. The families can also decline specific services NHS is offering. This will need to be specifically stated on the very last page of the enrollment packet. The enrollment packet includes the following oversights of program operations:

• ENROLLMENT
• EDUCATION
• ATTENDANCE
• TRANSPORTATION
• PHOTOGRAPHS
• HEALTH SERVICES
• STRENGTHENING FAMILIES AND SUPPORTING CHILD’S SOCIAL & EMOTIONAL WELL-BEING

Attendance

Attendance begins the first day the child enters classroom for those sites that are operating in-person sessions. Programs that offer home base services, the first initial home visit will be identified as the first day of services with NHS.

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

Goal Statement:

• Navajo Head Start (NHS) Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) staff governs how NSH will determine eligibility, enroll children, and track attendance. The ERSEA team acknowledges the diversity of the Navajo communities in the language and value system ERSEA liaisons will be responsible for community assessments and the recruitment of all income-based families, children with disabilities, homelessness, pregnant women, foster children, and those who need Head Start Services. Standard Operating Procedures have been established to verify Eligibility, Recruitment, Selection, Enrollment, and Attendance. The NHS program will ensure that our most deserving families and children are accommodated through eligibility, recruitment, and enrollment.

• Navajo Head Start is operating with Actual Enrollment that is less than the funded enrollment indicated in its grant agreement for Head Start. As a Head Start Grantee operating programs with an actual enrollment that is less than its funded enrollment, the responsible HHS official in collaboration with the Navajo Head Start developed the following plan and timelines for reducing or eliminating under enrollment in the Head Start program required by section 641A (h)(3)(B) of the Head Start

Navajo Head Start Eligibility

Children are eligible to participate in Head Start or Early Head Start with age eligibility. Age eligibility can be determined through a variety of proof of birth documentations. NHS tries not to create barriers for families when enrolling families. ERSEA content team will assistance all families as much as possible to ensure the one major goal is reach which is enrolling your child in one of the following programs NHS offers. During the enrollment intake there is an interview style conversation that will take place with the ERSEA Liaison. This interview will help liaisons determine the child/families eligibility selection criteria points. These points are helpful when placing those children/families on a priority list, which highlights our most needy families when enrolling into the programs that NHS offer. There are two parts to the ERSEA enrollment process which identifies program collaboration to ensure the process is following compliance measures from Office of Head Start.

Required Documents for Eligibility:

First Part of Enrollment

NHS also wants to inform all families, although there are only two specifics enrollment documents at the time of determining eligibility, be mindful there are additional documents ERSEA may request to help support the enrollment process. These documents are considered encouraged to help program improvement or requirements from other NHS content providers. These forms will be asked for at the time of enrollment so ERSEA can help alert other content specific care. The following are examples of additional enrollment documents:

Re-enrollment

Head Start children returning for a second year are considered priority during the enrollment process. The enrollment process is primarily easier than new intake due to children and families already being in the database. A new application is NOT needed if there are no major changes to the families demographics. There are a few minor questions that ERSEA will ask during interview style conversation with all families. Another Eligibility Selection Criteria will be completed as well providing RETURNEE points to the child, which will place on a higher priority selection listing in the database. The following questions are as follows:

1. Did your household size change in the last year? Decrease? Increase?
2. Did your physical address or mailing address change in the last year?
3. Did your contact information change? Phone number? Work number? Email address?
4. Did your child’s health history change in the last year?
5. Did your household have any major changes that could affect your child’s mental health or development progress?

An Early Head Start child returning remains eligible up to age three (3). Once the child turns three (3), the family will transition to Head Start Program. There is no new application as the child is returning to the EHS program. The ERSEA team will ask the standard return In-take questions as listed above.

Transfer of Students

Every child/parent has a right to transfer their child(ren) to another Head Start Region upon the availability of the Head Start, and in compliance with ERSEA guidelines and existing waiting lists when applicable.

Waiting List

Children who are not enrolled and the classroom have met funded enrollment requirements will be on a waiting list until a vacancy is available. A standard follow-up from an ERSEA liaison will be established every 10 school days to ensure families are not missed during the enrollment process/waitlist process.

Second part of Enrollment:

The second part of enrollment entails the Enrollment Parental Consent Forms that are completed with Center Staff or identified ERSEA Liaisons. This consent packet is combination of program operations and the expectations of parents/guardians. The enrollment packet gives families a chance to give “consent” and fully understatement listed on the packet. The families can also decline specific services NHS is offering. This will need to be specifically stated on the very last page of the enrollment packet. The enrollment packet includes the following oversights of program operations:

• ENROLLMENT
• EDUCATION
• ATTENDANCE
• TRANSPORTATION
• PHOTOGRAPHS
• HEALTH SERVICES
• STRENGTHENING FAMILIES AND SUPPORTING CHILD’S SOCIAL & EMOTIONAL WELL-BEING

Attendance

Attendance begins the first day the child enters classroom for those sites that are operating in-person sessions. Programs that offer home base services, the first initial home visit will be identified as the first day of services with NHS.