December 13, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–B–041 -- I understand Head Start enrolls some preschool-age children who use diapers. What are the sanitation regulations for changing older children in diapers? Are there limits on the number of diapered children per classroom, and what is the teacher ratio per diapered children in an early childhood classroom setting?

OHS–PC–B–042 -- What type of documentation is required by Head Start in order to determine if a child is up to date on a schedule of well child care?

OHS–PC–B–043 -- What is the Head Start program’s responsibility if a child is due to have a physical or dental examination, as required by the state Medicaid Early and Periodic Screening, Diagnostic and Treatment (EPSDT) program, 90 calendar days after the child’s entry into the Head Start program?

OHS–PC–D–023 -- Can a Head Start staff person serve as a member of the Health Services Advisory Committee?

OHS–PC–F–006 -- What type of documentation is required by Head Start in order to determine if a child is up to date on a schedule of well child care?

OHS–PC–G–017 -- We have staff with various levels of mental health training and experience performing program tasks related to mental health, such as parent education and classroom observation. Do all mental health related activities have to be directly provided by a licensed mental health professional?

OHS–PC–K–022 -- I understand Head Start enrolls some preschool-age children who use diapers. What are the sanitation regulations for changing older children in diapers? Are there limits on the number of diapered children per classroom, and what is the teacher ratio per diapered children in an early childhood classroom setting?

One Policy Clarification has been revised:

OHS–PC–I–037 -- Is supplemental subsistence allowance paid to a member of the armed forces counted in determining eligibility?

December 04, 2007

12^th Annual Birth To Three Institute

A World of Difference for All Infants, Toddlers and Families
August 4 – 7, 2008 ~ Marriott Wardman Park Hotel ~ Washington, DC

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November 26, 2007

SpecialQuest Announcement

SpecialQuest is continuing with a new grant award from the U.S. Department of Health and Human Services Administration for Children and Families for the Head Start/Hilton Foundation Training Program to Support Inclusive Early Childhood Services.

 

November 21, 2007

National Influenza Vaccination Week

The Centers for Disease Control and Prevention (CDC) has announced the week of November 26 to December 2 as National Influenza Vaccination Week . ACF/OHS urges Head Start/Early Head Start programs to support and promote influenza vaccination for families and staff.

 

November 20, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–061 -- Can Federal dollars be used for outreach purposes; i.e. paying for advertisements?

OHS–PC–A–062 -- When a grantee’s indirect cost pool is comprised of more than 50% Head Start funds, do staff in this pool; i.e. the Executive Director and the Fiscal Director, need to be approved by the Policy Council?

OHS–PC–A–063 -- Is it allowable to count as non-federal share the amount of time a Policy Council member attended a conference that was relevant to the member’s Head Start responsibilities?

OHS–PC–A–064 -- Our non-profit agency operates three different programs, only one of which is an Early Childhood Education Program that includes Head Start funded classrooms, among others. Are there any restrictions or penalties for fundraising and/or grant writing to supplement activities provided by the Head Start grant (i.e. to secure funds to raise teacher salary scales to more competitive rates, or to pay for transportation services with other funds so that those Head Start funds could be rebudgeted to raise salary scales)? It has been implied that such fundraising would, in effect, have to be deducted from the original grant award, thus defeating the purpose.

OHS–PC–B–036 -- Can a Head Start program temporarily exclude children with head lice?

OHS–PC–B–037 -- Is it necessary to send all children home and sanitize the center and bus if a child has head lice?

OHS–PC–B–038 -- If a child receives sensory screenings during a well child visit, is the Head Start program required to screen the child within 45 days of their entry into the Head Start program?

OHS–PC–B–039 -- What is a Head Start program’s responsibility if a parent provides documentation from the child’s most recent well child examination and there is no information about whether the child received sensory screenings during the visit?

OHS–PC–B–040 -- What are the requirements for lead screening for Head Start and Early Head Start children?

OHS–PC–E–020 -- Can a Head Start center change its hours without parents’ input?

OHS–PC–F–005 -- In the Grantee's Privacy Policy, in the section where it indicates who has access to the records of children, families, and staff, and access to mechanical systems, should it also include members of the Governing Board and the Policy Council's Executive Committee?

OHS–PC–I–077 -- If an Early Head Start child’s mother becomes pregnant, does the mother have to reapply for her second child?

OHS–PC–I–078 -- If a Head Start mother is married, but separated, does the income of the child’s father need to be counted in determining eligibility?

OHS–PC–I–079 -- Is there anything in the Head Start Act or Performance Standards that prevents a child from being enrolled in both Head Start and their State-funded preschool program?

OHS–PC–J–027 -- Do the Head Start teacher requirements apply on days that the regular classroom teacher is absent?

OHS–PC–K–021 -- I am a speech therapist providing services to a Head Start center through the local school district. Our special education staff has been told that we cannot pull children out of the classroom for services at all. All children must receive their special education services in the classroom. Is this correct?

November 06, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–056 -- Can a Head Start Staff write a grant for money that would benefit Head Start children and families?

OHS–PC–A–057 -- Can a Head Start program use the total value of volunteers from the Foster Grandparent program as non-federal share?

OHS–PC–A–058 -- Can programs count as in-kind the costs incurred by parents in transporting their home-based children to socialization experiences?

OHS–PC–A–059 -- If books are donated to the Head Start program for training on how to use books and at the end of the program year the books are given to the children, can the donated books be valued as non-federal share?

OHS–PC–A–060 -- If parents come to the center to have lunch with their child, can that time be counted as non-federal share?

OHS–PC–I–073 -- If the number of 4-year-olds in our Head Start program has declined because many families are enrolling their child in the state pre-K program, can a program request an enrollment reduction given the maximum class size for three-year-olds is less than that for four-year-olds?

OHS–PC–I–074 -- Where parents have joint custody of a child, the parents live in different communities and the child spends alternating months with each parent, can we enroll the child knowing the child will be absent 50% of the time?

OHS–PC–I–075 -- If we have a single parent who is not working, can we use a full-day slot for their child?

OHS–PC–I–076 -- A parent has decided to hold their child back a year from entering kindergarten. Can such a child be enrolled in a Head Start program?

OHS–PC–J–025 -- Can staff enrolled in a program that will result in a BA degree in ECE who have enough credits to constitute an AA degree, but have no AA diploma, be counted as eligible teachers?

OHS–PC–J–026 -- In the home-based option, are children and parents required to attend all "socializations" unless a valid reason for absence is documented?

 

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October 23, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–055 -- Are Head Start programs required to have criminal background checks, including fingerprints, on Management Consultants who do not spend time in the classroom nor interact with the Head Start enrollees in any way?

OHS–PC–J–023 -- Do children need to be present at EHS/HS educational home visits?

OHS–PC–J–024 -- Do children need to be present at EHS parent conferences?

One Policy Clarification has been revised:

OHS–PC–A–053 -- Can a Head Start program require teachers to pursue their AA/BA degree to meet the mandate and will the agency have to pay overtime if the teachers attend school after work?

October 10, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–E–018 -- If a parent committee officer has misused funds from a fundraiser for the center and has a felony charge for fraud, can they be an officer the next upcoming year?

OHS–PC–E–019 -- By the end of August at the delegate agency where I work, Parent Involvement coordinators will be establishing the Parent Committees in each of the centers and the Policy Committee. Our written procedures gives the opportunity to Parent Committees to organize with a board even if this parent elected to the board is a staff or member of their immediate families. BUT they are not permitted to serve on the Policy Committee. Only parents that are not staff or are not members of their immediate families CAN serve on the Policy Committee.

My question is if this procedure is in compliance with the regulation below 1304.50(b)(6)

(6) No grantee or delegate agency staff (or members of their immediate families) may serve on Policy Councils or Policy Committees except parents who occasionally substitute for regular Early Head Start or Head Start staff. In the case of Tribal grantees, this exclusion applies only to Tribal staff who work in areas directly related to or which directly impact upon any Early Head Start or Head Start administrative, fiscal or programmatic issues.

OHS–PC–J–021 -- Can two children share a slot (i.e. one child attends Head Start for three days a week and the other child for the remaining two days)? Would it be appropriate for a classroom to have more than 20 children on its roster if the schedule were planned so that there were never more than 20 children in the classroom at the same time?

OHS–PC–J–022 -- In 1306.33(b) "Home visits must be conducted by trained home visitors with the content of the visit jointly planned by the home visitor and the parents." In this case, please define "parent." We have several non-traditional families in which the significant person in the child's life may not be a biological or adoptive parent. Two specific cases we currently have include a lesbian couple who have adopted a baby, in which only one mother's name is on the birth certificate, yet they both are the child's "parents." Does a home visit count if it is with the mother who is not on the birth certificate? Another example is a significant other that the mother has been with for many years. The man is not the child's biological father and they are not married, yet they both feel that they are the child's "parents." Does a home visit count if it is with this person?

OHS–PC–K–015 -- Can two children share a slot (i.e. one child attends Head Start for three days a week and the other child for the remaining two days)? Would it be appropriate for a classroom to have more than 20 children on its roster if the schedule were planned so that there were never more than 20 children in the classroom at the same time?

OHS–PC–K–016 -- Is Head Start considered a "parentally-placed elementary school" under IDEA 2004? If the Head Start program is in a different county or school district than the child lives, which school district is responsible for evaluating the child? Which school district is responsible for providing FAPE?

OHS–PC–K–017 -- Our program uses a standardized developmental screening instrument which is developed to begin for children at 4 months. We have not been able to locate a screening tool for use with children under 3 months of age. Are we required to screen children who are younger than 4 months of age?

OHS–PC–K–018 -- If our program does not provide transportation to one of our sites for children without disabilities, must we provide transportation to that site for children with disabilities?

OHS–PC–K–019 -- If a home-based option is the only Head Start service option our program provides to children and families in a geographic area, must we accommodate parents of children with disabilities from that area who request that services for their child be provided in a center-based program? Our program has no problem meeting the requirement for 10% special needs.

OHS–PC–K–020 -- What is the legal and/or financial responsibility of the LEA for IDEA/Part C identified children enrolled in Head Start when Head Start funds are used to pay for special services? Is Head Start due reimbursement for identified children from the LEA Special Education department for services provided with Head Start funds?

OHS–PC–L–020 -- If our program does not provide transportation to one of our sites for children without disabilities, must we provide transportation to that site for children with disabilities?

Three Policy Clarifications have been revised:

OHS–PC–J–006 -- If a State imposes a requirement that individuals must be fingerprinted in order to complete a criminal background check, do all potential Head Start new hires have to comply?

OHS–PC–K–002 -- By what point in the program year must we demonstrate that we have made 10% enrollment opportunities available to children with disabilities?

OHS–PC–L–019 -- Does the requirement that the seat behind the Head Start child either be unoccupied or that the occupants of that seat be restrained apply to the use of all child restraint systems?

October 05, 2007

Fall 2007 NRS Assessment

The Office of Head Start announces that it is cancelling the fall 2007 NRS assessment. Materials for the spring 2008 assessment will be sent in early spring.

October 03, 2007

OHS Healthy Marriage Initiative Grants

Head Start has awarded 24 Healthy Marriage Initiative grants. The goal of this Initiative is to improve child well-being by strengthening family formation and healthy marriage among Head Start and Early Head Start families, including married couples, engaged couples or couples planning marriage, and individuals desiring to develop relationship skills for the future purpose of forming a healthy marriage and family.

 

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September 26, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–045 -- Are programs allowed to keep monies funded for Head Start positions when the position becomes vacant?

OHS–PC–A–046 -- Can we spend cash donations any way we want or do we have to follow federal regulations?

OHS–PC–A–047 -- When a program has a vendor who gives discounts for their products to a Head Start program, can these discounts be used as non-federal share?

OHS–PC–A–048 -- When determining how to value a volunteer’s time for purposes of non-federal share, can a Head Start program include the average fringe benefit rate for the program in addition to the volunteer’s "salary"?

OHS–PC–A–049 -- Can a Head Start program use as in-kind the costs incurred by parents in transporting their children, who are enrolled in a home-based option, to socialization activities?

OHS–PC–A–050 -- Can a Head Start grantee that has done a recent wage comparability study and determined that Head Start staff is paid wages below those received in the community for comparable positions claim this difference as non-federal share?

OHS–PC–A–051 -- Please clarify if a program that does not offer any transportation services may count as non-federal share the costs incurred by parents in transporting their children to and from the Head Start center.

OHS–PC–A–052 -- Can Head Start staff be given mileage for travel to worksites and/or training locations outside of their regular tour- of- duty location?

OHS–PC–A–053 -- Can a Head Start program require teachers to pursue their AA/BA degree to meet the mandate and will the agency have to pay overtime if the teachers attend school after work?

OHS–PC–A–054 -- May a state-funded scholarship awarded for completing ECE-related coursework/degrees to individual Head Start teachers be counted as non-federal share?

OHS–PC–B–035 -- If a child enrolled in a center-based program has been transported to the center on a school bus and needs to be taken home because of head lice or illness because the parent does not have transportation, can a van be used to transport that child home?

OHS–PC–E–016 -- Can a Head Start Director terminate staff without getting an approval from the Policy Council or the Board?

OHS–PC–E–017 -- Are Head Start agencies at will to develop employee polices and procedures or are there standards/guidelines that must be followed?

OHS–PC–G–016 -- Are Head Start agencies at will to develop employee polices and procedures or are there standards/guidelines that must be followed?

OHS–PC–I–071 -- Sometimes, a prospective child’s situation changes in the 12 months prior to the time the child is being considered for enrollment. For example, a child’s guardian may change, or the child may be placed in or removed from foster care. How does a program determine income eligibility in these situations?

OHS–PC–I–072 -- If a Head Start sibling receives Social Security survivor benefits, does this need to be included as income in determining the family’s income eligibility for Head Start?

OHS–PC–J–020 -- Can a Head Start program require teachers to pursue their AA/BA degree to meet the mandate and will the agency have to pay overtime if the teachers attend school after work?

OHS–PC–K–014 -- Many Early Head Start programs include some number of pregnant women as part of their total enrollment. Are these enrollment slots included when determining the program’s compliance with the 10% disabilities requirement?

OHS–PC–L–015 -- Please clarify if a program that does not offer any transportation services may count as non-federal share the costs incurred by parents in transporting their children to and from the Head Start center.

OHS–PC–L–016 -- Do programs providing transportation services for children enrolled in Combination Option need to meet the provision of the Head Start transportation regulations related to child safety restraint systems, bus monitors, and the use of school buses or allowable alternative vehicles?

OHS–PC–L–017 -- If a child enrolled in a center-based program has been transported to the center on a school bus and needs to be taken home because of head lice or illness because the parent does not have transportation, can a van be used to transport that child home?

OHS–PC–L–018 -- Do high-back school bus seats alone meet the requirements for "child restraint systems" for transporting children ages three to five years?

OHS–PC–L–019 -- Does the requirement that the seat behind the Head Start child either be unoccupied or that the occupants of that seat be restrained apply to the use of all child restraint systems?

September 24, 2007

ACF-IM-HS-07-07 FY 2008 Monitoring Protocol

The FY 2008 OHS Monitoring Protocol has been refined and enhanced based on feedback received from Federal Review Team Leaders, reviewers, and grantees. We encourage all Head Start Grantees to access the link to download the Protocol as OHS will not be disseminating printed copies.

September 17, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–041 -- Does the 15% administrative cap include the total of both federal and non-federal share?

OHS–PC–A–042 -- If it would cost a Head Start program more to prepare and submit paperwork to another party for reimbursement than that party would reimburse the grantee, can the grantee choose to not participate in such an arrangement?

OHS–PC–A–043 -- If a program has met its required non-federal match without counting all of the donations it received, is this acceptable?

OHS–PC–A–044 -- Is it necessary for parents or other community members to provide a receipt for purchases that are being donated to the Head Start program and are being counted as non-federal share?

OHS–PC–D–022 -- If a program employs as a teacher assistant a Head Start parent with a CDA, can they promote that person to the position of teacher?

OHS–PC–I–064 -- In calculating average daily attendance does a program use funded or actual enrollment?

OHS–PC–I–065 -- Can a child who is eligible for kindergarten attend Head Start half-day while attending kindergarten the other half of the day?

OHS–PC–I–066 -- A child, living with his mother, was enrolled last year as an income-eligible child, based on the child’s mother’s income. Over the summer, the child’s father received custody of the child. Does the child’s family income need to be re-verified?

OHS–PC–I–067 -- If a foster family receives $2,900 a month for the care of an 18-year-old girl with a disability and the girl has a child that she wants to enroll in Head Start, do you count the income received by the foster family in determining Head Start eligibility?

OHS–PC–I–068 -- A family receiving SSI benefits is categorically eligible for Head Start. Is this true for all Social Security programs; i.e. Retirement, Survivors and Disability Insurance, etc.?

OHS–PC–I–069 -- If a Head Start program enrolls two children from an "over-income" family are both children counted against the 10% over-income limitation?

OHS–PC–I–070 -- In the beginning of the program year, a Head Start program takes two days that are used as a gradual entry for children starting the program. Half of the children come one day for 3.5 hours and the other half come the other day for 3.5 hours. Can we count those two days as service days to children?

OHS–PC–J–018 -- If a center-based program enrolls a child with only a few months remaining in the program year, is the program still required to have two home visits and two parent-teacher conferences?

OHS–PC–J–019 -- If a program employs as a teacher assistant a Head Start parent with a CDA, can they promote that person to the position of teacher?

OHS–PC–K–013 -- Can a child who is eligible for kindergarten attend Head Start half-day while attending kindergarten the other half of the day?

 

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August 21, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–B–034 -- How do I know which degree qualifies someone to serve as a mental health specialist for our Head Start program?

OHS–PC–E–015 -- If a current staff person applies for a vacant position within the program and this is considered to be a lateral transfer or promotion, and the staff person is determined to be the successful candidate, is Policy Council approval necessary?

OHS–PC–G–015 -- How do I know which degree qualifies someone to serve as a mental health specialist for our Head Start program?

August 08, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–036 -- Do the obligations reported on the second semiannual financial status report form 269 have to match the obligations paid on the final financial status report? In other words, does the unobligated balance of federal funds have to be the same on both reports? If not the same, do we need to amend the second semiannual report to match the obligated balance?

OHS–PC–A–037 -- What is the minimum number of days for an Early Head Start program?

OHS–PC–A–038 -- If a program receives state pre-K funding that is blended with its Head Start funding can the state funds be counted as non-federal share at the same time the federal funds are being used as match for the state match?

OHS–PC–A–039 -- Can Head Start funds be used to pay parents’ admission to, say, a museum as part of a field trip for which the parent has volunteered?

OHS–PC–A–040 -- Can the time parents in a home-based program spend between home visits working on goals planned during the home visits count as non-federal share?

OHS–PC–B–031 -- Performance Standards 1304.23(b)(1)(i) require the use of the Child and Adult Care Food Program (CACFP) as the primary source for child meals. Can a Head Start program partner with and support funded enrollment in a child care provider who otherwise complies with Performance Standards but either does not qualify for or chooses not to participate in CACFP? Does the child care provider’s lack of participation in CACFP create a barrier for a Head Start child care partnership?

OHS–PC–B–032 -- What is the Office of Head Start's stance on having the children go outside everyday, even in weather that is really cold or hot?

OHS–PC–B–033 -- Can a Head Start program require that parents pay a portion of the total costs of any medical or dental treatment provided their Head Start child?

OHS–PC–C–006 -- What is the Office of Head Start's stance on having the children go outside everyday, even in weather that is really cold or hot?

OHS–PC–C–007 -- Can time-out be used in a Head Start classroom? If so, are there recommendations about its appropriate use?

OHS–PC–D–020 -- Can Head Start funds be used to pay parents’ admission to, say, a museum as part of a field trip for which the parent has volunteered?

OHS–PC–D–021 -- Can the time parents in a home-based program spend between home visits working on goals planned during the home visits count as non-federal share?

OHS–PC–G–014 -- Can time-out be used in a Head Start classroom? If so, are there recommendations about its appropriate use?

OHS–PC–I–061 -- If a child has been in Head Start for two years, if that child is age eligible for a third year income eligibility must be re-verified. If the family’s income is now above the poverty line, must we serve these children as "over-income" or can the program choose not to provide a third year of service and, instead, enroll a child who is income eligible?

OHS–PC–I–062 -- Can a parent who is not regularly living in the household of the Head Start child be counted as part of that child’s family for purposes of determining income eligibility?

OHS–PC–I–063 -- If a family seeking to enroll their child in Head Start has just started receiving TANF benefits, how does a program determine that child’s income eligibility?

OHS–PC–J–015 -- What is the minimum number of days for an Early Head Start program?

OHS–PC–J–016 -- Can a Head Start program exceed the class size limitations of 1306.32 if additional classroom staff is made available?

OHS–PC–J–017 -- Can Head Start funds be used to pay parents’ admission to, say, a museum as part of a field trip for which the parent has volunteered?

 

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July 31, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–032 -- Can Head Start program funds be used to cover a family’s health insurance co-payment, or deductible?

OHS–PC–A–033 -- Can programs count, as non-federal share, the time spent by a parent walking his/her child to the Head Start center?

OHS–PC–A–034 -- If a program operates both a Head Start and an Early Head Start program, is the 20% non-federal share requirement and the 15% administrative cap applied to both programs separately or to just the total program’s grant?

OHS–PC–A–035 -- What should the content of child abuse training for Head Start staff include? Who should conduct the training? Who should receive the training?

OHS–PC–B–025 -- Does using a paper screening tool to assess a child’s vision and/or hearing within 45 days meet the requirements of the Head Start Program Performance Standards?

OHS–PC–B–026 -- Can Head Start program funds be used to cover a family’s health insurance co-payment, or deductible?

OHS–PC–B–027 -- Can a Head Start program’s selection criteria include a requirement that children be up-to-date on their immunizations and other health screenings (such as tuberculosis)?

OHS–PC–B–028 -- Can a child be denied entry into Head Start if they are not up to date on their physical or immunizations?

OHS–PC–B–029 -- If a Head Start child does not receive their physical examination within one year of their last physical (as required by Medicaid/EPSDT), can the child be expelled from Head Start?

OHS–PC–B–030 -- Can a child be temporarily excluded from attending Head Start classes until they show proof of an appointment for their annual medical or dental exam required by the State Medicaid\EPSDT periodicity schedule?

OHS–PC–D–019 -- Can programs count, as non-federal share, the time spent by a parent walking his/her child to the Head Start center?

OHS–PC–E–012 -- Are "policies", "plans" and "procedures" interchangeable terms in the Program Performance Standards, or do they have different meanings? Are programs required to have separate documents on file to demonstrate compliance with requirements for these three activities when the Program Performance Standards say they must be "written"? Please explain.

OHS–PC–E–013 -- What should the content of child abuse training for Head Start staff include? Who should conduct the training? Who should receive the training?

OHS–PC–E–014 -- We operate an Early Childhood Education Center on an Indian Reservation that includes both an Infant Toddler program funded with federal and Tribal dollars, and a Preschool Program funded with federal Head Start and Tribal dollars. Both programs follow the Head Start Performance Standards and there is a single Policy Council that serves both programs. The Policy Council has 11 members. Six members (55 %) are parents of enrolled Head Start children, three are parents of children enrolled in the Infant Toddler program, and two are appointed representatives of our local school board and the tribal council. Is the composition of our Policy Council in compliance with the Head Start Performance Standards?

OHS–PC–F–004 -- Are "policies", "plans" and "procedures" interchangeable terms in the Program Performance Standards, or do they have different meanings? Are programs required to have separate documents on file to demonstrate compliance with requirements for these three activities when the Program Performance Standards say they must be "written"? Please explain.

OHS–PC–G–013 -- What should the content of child abuse training for Head Start staff include? Who should conduct the training? Who should receive the training?

OHS–PC–I–056 -- Can a Head Start program’s selection criteria include a requirement that children be up-to-date on their immunizations and other health screenings (such as tuberculosis)?

OHS–PC–I–057 -- Can a child be denied entry into Head Start if they are not up to date on their physical or immunizations?

OHS–PC–I–058 -- If a Head Start child does not receive their physical examination within one year of their last physical (as required by Medicaid/EPSDT), can the child be expelled from Head Start?

OHS–PC–I–059 -- Can a child be temporarily excluded from attending Head Start classes until they show proof of an appointment for their annual medical or dental exam required by the State Medicaid\EPSDT periodicity schedule?

OHS–PC–I–060 -- If a 16 year old is pregnant, not working and living at home with her parents, how do we determine income and family size?

OHS–PC–J–014 -- What should the content of child abuse training for Head Start staff include? Who should conduct the training? Who should receive the training?

OHS–PC–L–014 -- Can programs count, as non-federal share, the time spent by a parent walking his/her child to the Head Start center?

One Policy Clarification has been revised:

OHS–PC–A–005 -- Can Head Start federal or non-federal share funds be used to pay membership dues or fees?

July 19, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–030 -- Can program funds be used to reimburse families for mileage expenses to and from socialization activities in the home-based program option?

OHS–PC–A–031 -- If a Head Start program enrolls (as part of its 10%) children from families who are not low-income and these families do not have medical insurance, how would the program pay for health services provided to these children?

OHS–PC–B–024 -- If a Head Start program enrolls (as part of its 10%) children from families who are not low-income and these families do not have medical insurance, how would the program pay for health services provided to these children?

OHS–PC–D–018 -- Can program funds be used to reimburse families for mileage expenses to and from socialization activities in the home-based program option?

OHS–PC–G–012 -- To ensure we meet the goal of having 50% of our teachers with an AA or BA in education, our program has emphasized teaching staff pursuit of the AA or BA degree. We have staff enrolled in BA programs that have the "equivalent" of an AA degree (i.e. enough units/credits to constitute an AA). Can staff in pursuit of the BA who have enough credits to constitute an AA (but no AA diploma/certificate) count as qualified teaching staff?

OHS–PC–J–013 -- To ensure we meet the goal of having 50% of our teachers with an AA or BA in education, our program has emphasized teaching staff pursuit of the AA or BA degree. We have staff enrolled in BA programs that have the "equivalent" of an AA degree (i.e. enough units/credits to constitute an AA). Can staff in pursuit of the BA who have enough credits to constitute an AA (but no AA diploma/certificate) count as qualified teaching staff?

OHS–PC–L–013 -- Can program funds be used to reimburse families for mileage expenses to and from socialization activities in the home-based program option?

July 13, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–024 -- Are there times when grantees can award a sole source contract?

OHS–PC–A–025 -- Can a Head Start program purchase gift certificates for Head Start children with donations/fund raising, etc.?

OHS–PC–A–026 -- What is the relationship between indirect cost rates and Administration and Development costs? Is it possible for a grantee with an indirect cost rate over 15% to exceed the 15% cap on Administration and Development costs?

OHS–PC–A–027 -- Can federal dollars be used to give incentives to Head Start parents for reasons such as perfect attendance at meetings, referring another eligible child, etc?

OHS–PC–A–028 -- What can you do if you suspect that a member of the governing body is receiving or taking advantage of Head Start funds?

OHS–PC–A–029 -- State daycare rules and Head Start’s rules sometimes differ. Which rule must Head Start programs comply with? Why?

OHS–PC–B–017 -- Who is qualified to provide dental preventive services?

OHS–PC–B–018 -- When does the 45 day requirement for completing screenings begin?

OHS–PC–B–019 -- How often does the Health Services Advisory Committee need to meet in a program year?

OHS–PC–B–020 -- Does using infant cribs with solid plastic ends that are placed head to head in infant rooms meet the Head Start Program Performance Standards?

OHS–PC–B–021 -- Are Head Start programs required to provide free meals to assigned classroom staff and volunteers?

OHS–PC–B–022 -- How can a Head Start program meet the requirements of 1304.20 (d) Ongoing care?

OHS–PC–B–023 -- Can a Head Start program begin to provide services to a child, including screenings at a Health Fair, before the program year begins?

OHS–PC–C–005 -- When does the 45 day requirement for completing screenings begin?

OHS–PC–D–015 -- How can a Head Start program meet the requirements of 1304.20 (d) Ongoing care?

OHS–PC–D–016 -- Can a Head Start program begin to provide services to a child, including screenings at a Health Fair, before the program year begins?

OHS–PC–D–017 -- When does the 45 day requirement for completing screenings begin?

OHS–PC–E–009 -- How many terms can the President of the governing body serve?

OHS–PC–E–010 -- Can a parent member of the Policy Council be hired as a temporary or regular part-time employee of the Head Start agency?

OHS–PC–E–011 -- What can you do if you suspect that a member of the governing body is receiving or taking advantage of Head Start funds?

OHS–PC–F–002 -- Can a Head Start program begin to provide services to a child, including screenings at a Health Fair, before the program year begins?

OHS–PC–F–003 -- When does the 45 day requirement for completing screenings begin?

OHS–PC–G–010 -- If a parent has a teaching certificate from another country can the non-federal share be matched at the teaching wage when volunteering in the classroom?

OHS–PC–G–011 -- Can a parent member of the Policy Council be hired as a temporary or regular part-time employee of the Head Start agency?

OHS–PC–H–004 -- State daycare rules and Head Start’s rules sometimes differ. Which rule must Head Start programs comply with? Why?

OHS–PC–I–046 -- If we count half of each parent’s income for children whose parents have joint custody, how is family size counted—including new spouses and unrelated children as part of one or both parents’ families?

OHS–PC–I–047 -- If a child lived with his parent until April of this year but is now living with his aunt, who is the child’s legal guardian, whose income is used to determine eligibility?

OHS–PC–I–048 -- If a Head Start child who was enrolled as an "over-income" child returns to Head Start for a second year and the child’s family has seen a change in its economic status so that the family’s income is now below the poverty level, can that child now be considered as income eligible?

OHS–PC–I–049 -- Is an agency allowed to accept children of staff as part of the 10% over income slots if that is written into the agency’s selection criteria?

OHS–PC–I–050 -- What income should be used if the legal guardian of a child receives TANF and also has an income. Is this a family of one or two?

OHS–PC–I–051 -- Does a child who was enrolled in a Head Start program and then had to drop out because the child has moved retain his/her income eligibility through the remainder of the current program year?

OHS–PC–I–052 -- If a foster child has been adopted prior to applying for Head Start is the child considered eligible?

OHS–PC–I–053 -- If a "single parent" family is found income eligible and that family’s child is enrolled in a Head Start program and during the Head Start year the single parent marries, does the Head Start program need to re-verify income eligibility, including the new spouse’s income in the determination of eligibility?

OHS–PC–I–054 -- Does Head Start have to use a child’s name as it appears on their birth certificate, Social Security Card, and health records when enrolling the child, or can the program use a different name; i.e. a parent’s preferred name?

OHS–PC–I–055 -- If a family is receiving kinship care for the Head Start child, is the child automatically deemed income eligible for Head Start?

OHS–PC–J–009 -- Who is qualified to provide dental preventive services?

OHS–PC–J–010 -- If a parent has a teaching certificate from another country can the non-federal share be matched at the teaching wage when volunteering in the classroom?

OHS–PC–J–011 -- State daycare rules and Head Start’s rules sometimes differ. Which rule must Head Start programs comply with? Why?

OHS–PC–J–012 -- Are Head Start programs required to provide free meals to assigned classroom staff and volunteers?

July 3, 2007

Policy Clarifications

New Policy Clarifications have been added:

OHS–PC–A–018 -- How should a Head Start program cover the costs of providing health services to an enrolled child if the child’s family is not eligible for Medicaid/EPSDT?

OHS–PC–A–019 -- We have some computer system components which are 7 years old and now incompatible with our newer system. May we transfer it to another part of our agency which still uses this type of equipment; we do not know if it has any residual value since the manufacturer no longer supports the hardware. Additionally, we have a variety of small used items such as books, blocks, small furniture which have been replaced by newer materials. It has been suggested that we sell this off at a garage sale or flea market, would this be all right to do?

OHS–PC–A–020 -- We have some employees who, after calculating the COLA, will be over the top of the scale for their positions and therefore cannot get the COLA. It has been suggested that some sort of lump sum payment could be used to compensate these employees. Would this be permissible?

OHS–PC–A–021 -- Our grantee agency is self-insured for workmen's comp costs. The agency submits an annual bill to Head Start for workmen's comp costs fund. This bill covers the costs for staff who are employed in the Head Start program. Should Head Start related workmen's comp costs exceed the funds paid, a subsequent bill will be submitted by the agency. This fiscal procedure has afforded Head Start to make more effective budgetary decisions about this expenditure. Is this procedure within federal regulations and policies?

OHS–PC–A–022 -- We have some parents who sometimes volunteer in the classroom by helping the teachers with whatever is necessary. In essence they are doing the job of an "Assistant Teacher". Does the regulation require these volunteers to specify exactly what they did, i.e. read a story, cleaned up after lunch, prepared the cots for naptime etc. or can they just put it down as "Teacher’s Assistant"?

OHS–PC–A–023 -- Please explain why 1304.40 (b)(1)(i) does not allow for donated clothing to be counted as in-kind when it is provided for families to take home, especially in crisis situations such as house fires, or fleeing domestic violence.

OHS–PC–B–012