Program Information Report (PIR): Frequently Asked Questions
This page contains frequently asked questions regarding the 2016-2017 PIR. Submit all new questions to the Head Start Enterprise System (HSES) help desk at firstname.lastname@example.org.
"Since last year's PIR was reported" provides a time frame to report on any services that occurred, staff changes or credentialing accomplishments, etc. that occurred since the prior year's PIR was submitted.
Include any services delivered after the end of the program year to enrolled children and pregnant women, providing they occur prior to PIR submission. For example, a child who is transitioning into the public school may be supported by family service staff to complete or continue medical treatments through the summer months, even though classes have ended.
Also, include children who received services in preparation for their enrollment in Head Start or Early Head Start, such as Early and Periodic Screening, Diagnostic, and Treatment (EPSDT) screenings. These screenings may have occurred prior to last year's PIR submission. However, these children were not included in that report and therefore would be included in the current year's report.
If there are no specific instructions regarding the date of a response, (e.g. at enrollment, at end of enrollment, etc.), it is at the time the PIR is reported.
Do we report on children whose enrollment slots are funded through other sources of funds (pre-K, foundation monies, etc.)? In the past, we reported on these children. These slots are part of our required non-federal match.
Those children should be included in the PIR reports as the slots are part of the non-federal match and as such should be reflected on the grantee's Notice of Award (NOA).
A. Program Information
A.3 through A.8 - Funded Enrollment - Funded enrollment by program option – children
Report funded enrollment in this section according to the program options the grantee was funded to serve. When non-federal funds contribute to expanding the hours of a particular program option, such as expanding part-day to full-day, and those funds have been included on the grantee's Notice of Award (NOA). as match, report the option as full-day.
"Double sessions" are a type of center-based option. Specifically, double sessions are a variation in which a program employs a single teacher to work with one group of children in the morning and a different group of children in the afternoon.
Please note that the double session variation does not refer to a program that employs different teachers to operate one class in the morning and one class in the afternoon, even if the same classroom space is used.
For more information, see section 1306.32(c) of the Head Start Program Performance Standards.
A.10 - Funded Enrollment - Funded enrollment at child care partner
We have formal and informal agreements with local child care centers to assure children enrolled in Head Start have access to quality care. However, we do not exchange funds nor consider these arrangements to be program options. Should we count children who attend these child care centers in question A.10?
Enrollment reported here should include only those providers with whom the Head Start program has a formal arrangement for the child to receive Head Start services at the child care site.
A.13 and A.14 - Cumulative Enrollment - Children by age and pregnant women
At the time of enrollment, use the age of the child as of the date used by the local school system in determining eligibility for public school. See "45 CFR 1305.4(a)" at the following link regarding age determination for eligibility: 45 CFR 1305.4 Age of Children and Family Income Eligibility
Program Year: September 1 to June 16
Local school system eligibility date: December 1
- Jemal's birthday is July 31 and he is three years old on the first day of the program year which runs from September 1 to June 16. Jemal is still three years old on December 1, so he would be reported in the three year old category for the current PIR.
- Sarah's birthday is December 12 and she is four years old on the first day of the program year. Sarah is still four years old on December 1, so she would be reported in the four year old category for the current PIR.
- Althea's birthday is November 29 and she is four years old on the first day of the program year. Althea is five years old on December 1, so she would be reported in the five year old category for the current PIR.
- George was enrolled in Head Start last year. His birthday is October 1 and he is three years old on the first day of the program year. George is four years old on December 1, so he would be reported in the four year old category for the current PIR.
A.16 - Cumulative Enrollment - Type of eligibility
Programs should not assume all parents receiving TANF and SSI are below the poverty line. Programs should indicate the specific eligibility criteria used to determine the child as income eligible.
A.18 - Cumulative Enrollment - Prior enrollment
Last year's PIR instructions indicated that children should be counted as enrolled for their second year only if in their first year of Head Start or Early Head Start they were enrolled for at least half of the time classes or home visits were in session. Are they to be counted that way this year?
A.19 through A.23 - Cumulative Enrollment - Transition and Turnover
Do not include the following:
- Enrolled children who left the program before attending at least one class
- Children or pregnant women enrolled in home based options who left the program before receiving a home visit
B. Program Staff and Qualifications
B.1 and B.3 through B.29 - Total Staff, Management Staff, Child Development Staff, Non-Supervisory Child Development Staff, and Family & Community Partnership Staff, Education & Child Development Management Staff
Report as follows:
- For question B.1:
Report on all staff, including staff who left the program.
- For questions B.3 - B.15 and questions B.24 - B.29:
If more than one individual held the position during the year, report on the staff person who was in the position at the time the PIR is reported. If the position is vacant at the time the PIR is reported, provide information on the last person to hold the position during the year.
- For questions B.16 - B.23:
Only report on classroom teachers and home-based visitors who left the program during the year. For B.19 and B.23, only report on classroom teachers and home-based visitors, respectively, who were hired due to staff turnover.
- For question B.1:
When reporting on program staff, should we include all staff in the agency or only those directly involved with the program? We have a large multi-state agency with multiple funding streams and multiple Head Start programs.
Throughout Section B of the PIR, only report on staff who are working in that Head Start program, either assisting Head Start staff or delivering services to Head Start children and families.
B.5 and B.8 – Child Development Staff - Preschool child development staff - qualifications (HS and Migrant programs) and Infant and toddler child development staff - qualifications (EHS and Migrant programs)
Where would we report teachers with bachelor's degrees in unrelated fields that have credits in early childhood education, but have not yet reached the level of coursework that would be equivalent to a major in early childhood education?
B.5 - Preschool Child Development Staff: Do NOT report these teachers as having a baccalaureate degree in ECE or a related field in B.5.b. These teachers should be reported in B.5.e, "staff who do not have the qualifications listed," unless:
- The teacher holds a CDA credential or equivalent (report these teachers in B.5.d);
- The teacher has achieved an associate degree in early childhood education (report these teachers in B.5.c.1); or
- The teacher has achieved an associate degree in a field related to early childhood education and coursework equivalent to a major in ECE with experience teaching preschool children (report these teachers in B.5.c.2).
B.8 – Infant and Toddler Child Development Staff: Do NOT report these teachers as having a baccalaureate degree in ECE or a related field in B.8.b. These teachers should be reported in B.8.e, "staff who do not have the qualifications listed," unless:
- The teacher holds a CDA credential or equivalent (report these teachers in B.8.d);
- The teacher has achieved an associate degree in early childhood education with a focus on infant and toddler development (report these teachers in B.5.c.1); or
- The teacher has achieved an associate degree in a field related to early childhood education and coursework equivalent to a major in ECE with experience teaching infants and toddlers (report these teachers in B.5.c.2).
Staff enrolled in more than one early childhood continuing education program, such as CDA training and an associate degree program, would be listed under the highest early childhood education level they hold and for the highest level they are currently enrolled in.
Where do we report Teacher Assistants on the PIR for EHS, when the Teacher Assistants meet the qualifications for teacher so we are able to maintain the 1:4 ratio and maximum 8 group size requirements?
Report as Teachers in B.8.1. The term Assistant Teacher may be used by those programs who employ a third person to assist the two Teachers; this third person would be reported in B.8.2. The requirement that two Teachers be available for every classroom of no greater than 8 infants/toddlers was implemented in regulation to convey the message that each staff person directly responsible as the primary caregiver for 4 infants/toddlers in group care have the credentials, responsibilities and status of Teachers.
C. Child & Family Services
C.8.a and C.9 - Health Services - Medical services - children
Yes. "Medical treatment" must be a plan of care, based upon a diagnosis, conducted under the direction of a health care professional. Therefore, the individual providing the actual service (ex. administering a medication, managing a child's diet within the center, etc.) need not be a health care professional, but a health care professional must have initiated and be involved in an ongoing way in the plan.
C.20 - Health Services - Infant and toddler preventive dental services (EHS and Migrant programs)
The Head Start Program Performance Standards reference the state Medicaid/EPSDT periodicity schedule for dental services. There is no other Head Start regulation that requires a dental exam for EHS beyond the state Medicaid requirements.
There is no Head Start Program Performance Standard that requires pregnant women to receive a dental exam or treatment within 90 days. 1304.40(c)(1)(ii) requires programs to assist pregnant women in accessing comprehensive prenatal and post partum care through referrals immediately after enrollment into the program. This care must include "...dental examinations on a schedule deemed appropriate by the attending health care providers as early in the pregnancy as possible".
C.54 and C.55 - Family and Community Partnerships - Local education agency (LEA)
Count each formal agreement as one, even if there are multiple agreements within one LEA. For example, if there is a formal agreement with an LEA and also formal agreements with 3 schools, the total number of formal agreements would be 4.
Program Information Report - Frequently Asked Questions. HHS/ACF/OHS. 2015. English.
Last Reviewed: March 2017
Last Updated: March 27, 2017