HEAD START/EARLY HEAD START ADMINISTRATION …Subject: Communication with ESC Board and Policy...

HEAD START/EARLY HEAD START ADMINISTRATION POLICIES

Communication Among Staff .................................................................................................AD-1 Communication between Staff and Community Partners ....................................................AD-2 Communication with ESC Board and Policy Council ..............................................................AD-3 Communication with Families ...............................................................................................AD-5 Community Assessment.........................................................................................................AD-6 Confidentiality ........................................................................................................................AD-7 Fees ........................................................................................................................................AD-8 Grievance Procedures for Parents and Community Members ..............................................AD-9 Non-Federal Share In-kind………………..……………………………………………………………………………..AD-11 Ongoing Monitoring ...............................................................................................................AD-12 Organizational Structure ........................................................................................................AD-14 Personnel Policy .....................................................................................................................AD-15 Program Planning ...................................................................................................................AD-17 Reimbursement for In Town Mileage ....................................................................................AD-19 Self-Assessment .....................................................................................................................AD-20 Snacks for Meetings and Trainings ........................................................................................AD-22 Supplemental Pay Procedure – CDA for Regional Schools/Childcare Centers ......................AD-23 Timeline – Amarillo ................................................................................................................AD-24 Timeline – Regional ................................................................................................................AD-26 Transportation of Children with Disabilities ..........................................................................AD-28 Transportation – Incidental Services .....................................................................................AD-30 Transportation Services .........................................................................................................AD-34 Use of HS/EHS Procedures Manual........................................................................................AD-35

REGION 16 EDUCATION SERVICE CENTER Head Start/Early Head Start

Subject: Communication Among Staff Section: Administration Program: Head Start/Early Head Start Date Revised: January 5, 2016 Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1304.51(b)

Policy: The program will establish and implement effective systems of communication to ensure that timely and accurate information is provided to staff. The program will have mechanisms for regular communication among all program staff to facilitate quality outcomes for children and families. Procedure: 1. Information from the Region 16 Education Service Center leadership is delivered to the

Head Start/Early Head Start administrators by the Director of Direct Services. 2. The Head Start/EHS administrators deliver information monthly at the specialists’ meetings.

All specialists are responsible for passing on information to the staff members that they supervise.

3. All staff members may submit items to be discussed at specialists’ meetings and/or at

administrators’ meetings. 4. Information is distributed to staff from the administrators as well as among staff. The

following is a list of samplings of communication among staff: Head Start staff meeting minutes (administrative, specialists, content areas) Correspondence (email, letters, memos, faxes etc.) Telephone contacts Head Start webpage/Facebook page Bulletin board postings Mission statement/Goals/Objectives Policies and procedures Community assessment results Self-Assessment results Annual public report Monthly reports Region 16 ESC website/Facebook page Policy council, health advisory committee, school readiness team Region 16 ESC board reports Region 16 ESC Connect and other videos Region 16 ESC Centerline Region 16 ESC calendar/directory


Subject: Communication Between Staff and

Community Partners Section: Administration

Program: Head Start/Early Head Start Date Revised: January 5, 2016 Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1304.51 (b)

Relationship-Based Competencies: Family Access to Community Resources, Family

Connections to Peers and Community Policy: The program will establish and implement effective systems of communication to ensure that timely and accurate information is provided between staff and community partners. Procedure: 1. The Head Start/Early Head Start (EHS) staff will deliver pertinent information to community

partners. 2. Information is distributed to community partners from Head Start/EHS staff in a variety of ways

including:

Correspondence (email, letters, faxes) Telephone contacts Face to face contacts Meetings/video conferences Head Start webpage/Facebook page Flyers and brochures Referral forms Release of Information forms Head Start/EHS services forms Policies and procedures Community assessment results

Self-Assessment results Annual public report Monthly reports Policy council Health advisory committee School readiness team Contracts/agreements Region 16 ESC website/Facebook page Region 16 ESC Connect and other videos Region 16 ESC calendar/directory

3. Head Start/Early Head Start staff members serve on boards, committees, and advisory groups of

community agencies. 4. Community partners serve on the policy council, the school readiness team, and the health

advisory committee. 5. When expansion funds or enrollment slots are available, notification will be sent to school districts

and/or childcare centers in the Region 16 Education Service Center service area. Districts and childcare centers that express an interest in Head Start/Early Head Start information will be contacted on an individual basis. A meeting will be held, as needed, to encourage new collaborations with Head Start/Early Head Start. An announcement about the meeting will be published in the newspaper.

REGION 16 EDUCATION SERVICE CENTER

Head Start/Early Head Start Subject: Communication with ESC Board and

Policy Council Section: Administration

Program: Head Start/Early Head Start Date Revised: January 5, 2016 Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1304.51(d)(1-4)

Relationship-Based Competencies: Data Driven Services and Continuous Improvement Policy: The program will establish and implement effective systems of communication to ensure that timely and accurate information is provided between staff, governing bodies, and policy groups. The following information is provided regularly to the ESC Board and to members of the Policy Council:

(1) Procedures and timetables for program planning (2) Policies, guidelines, and other communications from Health and Human Services (HHS) (3) Program and financial reports (4) Program plans, policies, procedures, and Early Head Start and Head Start grant

applications Procedure: 1. Information from the Region 16 Education Service Center’s leadership cabinet and/or ESC

Board is delivered to the Head Start administrative team. The team meets regularly and consists of the Director of Direct Services, Head Start coordinators and early childhood principals.

2. The administrative team delivers pertinent information to the Policy Council. 3. Policy Council representatives deliver the information to the parent committees and post

the information on the center parent bulletin board. 4. Parents bring pertinent information to the Policy Council representative from their parent

committee. 5. Policy Council representatives take the pertinent information to the Policy Council for

discussion. 6. The administrative team will submit pertinent information to the Director of Direct Services

who will present it to the ESC Board as needed.

Communication with ESC Board and Policy Council Page 2 7. At each Board meeting the Board members receive information about the Head Start

program as well as requests for any action that needs to be taken. The Board is given the opportunity to respond and make comments or suggestions on all Board agenda items related to Head Start/Early Head Start. Some items that come to the Board’s attention are:

• Reconfiguration of the program based on community needs and assessments • Approval of new professional positions • Information on all personnel decisions • Information on the budgets • Approval of all funding applications and amendments

8. Information is distributed among Head Start/Early Head Start staff, ESC Board, and Policy

Council in the following ways: 1. Official letters 2. Memos 3. Faxes 4. E-mail 5. Telephone Contacts 6. Head Start Board Training Packet 7. Appointment Calendar – contains Region 16 school list, staff, etc. 8. Policy Council Minutes 9. Head Start/Early Head Start Policy Council Roster


Head Start/Early Head Start Subject: Communication With Families Section: Administration Program: Head Start/Early Head Start Date Revised: January 5, 2016 Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1304.51(c)(1&2)

Relationship-Based Competencies: Self-Aware and Culturally Responsive Relationships, Positive

Goal-Oriented Relationships Policy: The program will ensure that effective, timely, accurate two-way comprehensive communications between staff and parents are carried out on a regular basis throughout the program year. Communication with parents will be carried out in the parents’ primary or preferred language or through an interpreter, to the extent feasible. Procedure: 1. Head Start staff members are responsible for delivering pertinent information to the parents.

Content area specialists regularly distribute information on education, special needs, health, dental, nutrition, mental wellness, family services, and safety to Head Start/Early Head Start parents.

2. Information is also distributed through published media to parents from the administrative office

and from Head Start/Early Head Start staff in the following ways: Parent Handbooks Website/Facebook/Videos Flyers and Handouts Memos Bulletin board postings Minutes from Parent Committee meetings and Policy Council Meetings Appointment Calendar – contains Region 16 school list, staff, etc. Parent Committee Newsletters Notification of accidents and incidents Summary of Education Services Summary of Health and Nutrition Services Letters to individual parents Transition Packets Daily Communication Sheets for Infants and Toddlers “Take Home” folders to Parents Posted Lesson Plans Email as appropriate

3. Information is also distributed verbally to parents from Head Start/Early Head Start staff in the

following ways: Home Visits Parent Conferences Informal Discussions in the Classrooms or Centers Telephone Calls Campus Parent Committee Meetings Group Socialization Activities


Subject: Community Assessment Section: Administration Program: Head Start/Early Head Start Date Revised: April 16, 2015 Policy Council Approval: May 6, 2015 Regulation Reference: 45 CFR Part(s): 1305.3

Policy: An in-depth community assessment within the Region 16 service area will be conducted every three years. The community assessment will be updated annually. Information gathered through the community assessment will be used in decision-making and program planning. This information will also be used to modify goals and objectives, operational plans, policies and procedures, recruitment and selection, service delivery, program options and program expansion. Procedure:

1. The in-depth community assessment will be conducted in December/January by the administrative team and content area specialists. Information gathered will include at least the following: • The demographic make-up of Head Start/Early Head Start (HS/EHS) eligible children and

families including their estimated number, geographic location, and racial and ethnic composition

• Other child development and childcare programs that are serving HS/EHS eligible children including preschool programs

• The estimated number of children with disabilities four-years-old or younger, including types of disabilities and relevant services and resources provided to these children by community agencies

• Data regarding the education, health, nutrition, and social service needs of HS/EHS eligible children and their families as defined by their families and by community agencies

• Resources in the community that could be used to address the needs of HS/EHS eligible children and their families

2. The annual update will be conducted by the administrative team and content area specialists

and will include information regarding significant changes in the bulleted items listed above.

3. The information from the community assessment will be disseminated or presented to the administrative team, the Region 16 ESC Board, the Policy Council, and Head Start/Early Head Start staff.

4. The information from the community assessment will be used to: • Revise goals and objectives • Revise operational plans • Revise policies and procedures • Determine recruitment, selection, and expansion priorities • Determine program options and service delivery options


Subject: Confidentiality Section: Administration Program: Head Start/Early Head Start Date Revised: April 16, 2015 Policy Council Approval: May 6, 2015 Regulation Reference: 45 CFR Part(s): 1304.51(g) Policy:

Confidentiality of information must be maintained to protect Head Start/Early Head Start children and families. All correspondence, discussions, staffings and records are to remain confidential. The Head Start/Early Head Start staff will have access to records of assigned children/families. Procedure:

1. Hard copy records pertaining to children and families must be kept from public access to prevent unauthorized review. Electronic records must have restrictions through passwords, limited user access, or other security measures to be kept from public access.

2. Information about a child may not be shared with other agencies or service providers

without the specific consent of the parent. Parental consent will be obtained on the Release of Information form (HS.09). These forms will be kept on file.

3. Before signing the Release of Information form, parents will be made aware of the type of information requested.

4. Telephone requests for information are not acceptable unless the parent has previously authorized the release of this information.

5. Information collected by others and forwarded to the Head Start/Early Head Start staff with parental consent will become part of the child’s record.

6. Parents have a right to see all information in their child’s file at any time.

7. Parents may ask to speak to a staff member in confidence at any time concerning their

child. The staff must treat this information in a professional, responsible and confidential manner.

8. Staff members other than the teacher, instructional assistant or family services assistant will sign the File Access sheet (HS.24) when accessing a child’s hard copy records.


Head Start/Early Head Start Subject: Fees Section: Administration Program: Head Start/Early Head Start Date Revised:

Date Reviewed: March 22, 2013 January 5, 2016

Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1305.9, 1306.32 (e) Policy: The Head Start/Early Head Start program will not charge fees for participation in the program. Under no circumstances will the program solicit, encourage, or in any other way condition a child’s enrollment or participation in the program upon a payment of a fee. Childcare centers that house Head Start classes may charge for wrap-around care (i.e. childcare provided before or after the Head Start class time). Procedure for Head Start: 1. The Head Start program will not establish a fee schedule or otherwise provide for the charging of fees for

participation in the program. 2. Childcare centers that house Head Start classes may charge parents for wrap-around care if children are

cared for by childcare staff before or after the Head Start class time. Fees charged for wrap-around care will be determined by the childcare center.

3. A wrap-around childcare fee by the childcare center will not be charged for children who attend the Head

Start class time only. Procedure for Early Head Start: 1. Early Head Start center-based program provides full-day services in partnership with local child care

centers. The child’s family must be eligible for Early Head Start and also must be able to provide financial support for childcare (through generating a subsidy, parent co-pays, and/or other financial means).

2. The childcare center brings full-day childcare funding to the partnership by accessing subsidies, parent

fees, and private funding. Early Head Start funds go to the centers to: provide additional caregivers to meet the 4 children to 1 caregiver ratio; enhance the center’s pay scale so that qualified Early Head Start teachers can be hired and retained; provide substitutes so that caregivers may attend training; and purchase additional supplies and materials. The Early Head Start staff also provides training and technical assistance and support to the childcare staff.

3. Early Head Start program can be described as a child and family development “cake.” The first layer of the

cake, paid for primarily by childcare subsidies, assures compliance with licensing standards for the care and safety of the child for the entire day. The second layer, funded by Early Head Start, adds the necessary resources for a quality, comprehensive child and family development program in a full-day setting. Thus, the entire day is childcare with Early Head Start “wrapped-in” to childcare. Each of the funding sources pays what it customarily pays for services and receives value-added from the addition of the services financed by the other funding source.


Subject: Grievance Procedures for Parents and

Community Members Section: Administration

Program: Head Start/Early Head Start Date Revised: January 5, 2016 Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1304.50(d)(2)(v)

Policy: In order to ensure that parents and community members have the opportunity to voice concerns and receive resolutions to all concerns, the following procedures have been established. Procedure: 1. When a parent or community member has a concern regarding a local Head Start/Early

Head Start site, the parent or community member will be directed to the classroom teacher.

2. If the classroom teacher cannot resolve the issue, the parent or community member will be directed to the building principal, or childcare center director.

3. If the building principal or childcare center director cannot resolve the issue, then the parent or community member will be directed to the appropriate administrative level for the local site.

4. At a regional ISD center, opportunity to voice concerns should follow the ISD’s approved policies and procedures.

5. When a parent or community member has a concern regarding the Head Start/Early Head Start program that cannot be resolved at the local site, the parent or community member will be directed to a Head Start program administrator.

6. If the program administrator cannot resolve the issue, then the parent or community member will be directed to the Director of Direct Services.

7. If the Director of Direct Services cannot resolve the issue, assistance will be requested from the Region 16 Education Service Center administration to make a final decision regarding the issue.

8. All issues that require policy council approval will be discussed at the policy council meeting.

9. The policy council will receive training on the procedures for resolving concerns from parents and community members. Policy council representatives will present the information to parents at their local parent committee meeting.

10. Notices from the Child and Adult Care Food Program will be posted at each childcare center. Federal and state contact addresses are posted for discrimination complaints.

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11. Parents and community partners will have an opportunity to address concerns on the program self-assessment instrument.

12. Parents and community partners who complete the self-assessment will receive a written response regarding areas where individual concerns were noted.

13. All self-assessment results and responses will be presented to the policy council.


Head Start/Early Head Start Subject: Non-Federal Share (In-Kind) Section: Administration Program: Head Start/Early Head Start Date Revised:

Date Reviewed: June 25, 2013 January 5, 2016

Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1301.20(a) and 1301.20(b)

Policy:

Region 16 Education Service Center will collect 20% of the total Head Start and Early Head Start (EHS) budgets as non-federal share or “in-kind.” This policy is intended to ensure the allocability, allowability and reasonability of non-federal share as well as the accuracy of documentation and reporting of non-federal share.

Procedure:

1. Donated salaries/benefits and donated space are documented on the salaries/benefits and space reports completed by the business office staff at school districts or by the center directors at child care centers. Donated space fair market value is based on the most recent study conducted by a certified appraiser. Reports are submitted to the designated administrative assistant who reviews the reports for accuracy, allocability, allowability and reasonability and inputs the data into the in-kind tracking system.

2. Volunteer services must be documented on the In-Kind Donated Services Report (HS.04).

3. Family services assistants are trained by the family services specialists to accurately complete the In-Kind Donated Services Report (HS.04) used for parent, relative, school, community, diagnostician, and therapist volunteers or for donated goods.

4. The in-kind information collected by the family services assistants includes volunteer and staff signatures certifying the date of service, hours, rate of pay, and service performed or the fair market value of donated goods.

5. The family services specialists review the In-Kind Donated Services Report (HS.04) for

accuracy, allocability, allowability and reasonability. After the documents are reviewed, the family services specialists give the documents to the designated administrative assistant.

6. The administrative assistant reviews the In-Kind Donated Services Report (HS.04) for

accuracy, allocability, allowability and reasonability.

7. The administrative assistant inputs the data from the In-Kind Donated Services Report (HS.04) into the in-kind tracking system and generates reports for Head Start/EHS administrators.

8. Head Start/EHS administrators periodically review and analyze the reports to ensure that 20% percent of the total Head Start/EHS budgets are being collected as non-federal share.

9. The non-federal share amount is reported at mid-year and at the end-of-year for the federal financial reports.


Head Start/Early Head Start Subject: Ongoing Monitoring Plan Section: Administration Program: Head Start/Early Head Start Date Revised: January 5, 2016 Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1304.51(i)(2)

Policy:

The Head Start/Early Head Start program will implement the established procedures for the ongoing monitoring of program operations to ensure compliance with regulations and the Head Start Act.

Procedure:

1. Each August, the family advocates/specialist team (FAST) will review the process of ongoing monitoring. The ongoing monitoring process will include administrative team meetings, content area meetings, FAST meetings, onsite visits to centers, documentation of progress on program plans, and the review and analysis of data from the ongoing monitoring dashboards. Dashboards describe how monitoring will take place, what will be reviewed, frequency of review of services, personnel responsible for monitoring specific content areas, and documentation of all monitoring activities. Dashboard data include standardized assessments, progress on timelines, and progress on program requirements.

2. The administrative team will meet regularly to discuss program operations and services as well as individual center, classroom, family or child issues as needed. The following program status reports will be reviewed on a monthly basis: enrollment reports, average daily attendance reports, in-kind, personnel, and fiscal reports. Agendas will document each administrative meeting.

3. An administrative team member will meet regularly with program specialists to discuss data analysis results, program operations and services as well as individual center, classroom, family or child issues as needed. Minutes will document each content area meeting. Each meeting will begin with the progress and follow-up from the previous meeting.

4. The FAST members will meet regularly to discuss data analysis results and program operations and services. Minutes will document each FAST meeting.

5. Each content area staff will make onsite visits to conduct observations in order to facilitate ongoing monitoring and will utilize site visit reports/checklists.

6. Using information from items 2-5 listed above, FAST members and administrative team will document progress in the ongoing monitoring columns of the HS/EHS Program Plans three times a year. • August through October will be recorded by November 5 • November through January will be recorded by February 5 • February through June will be recorded by June 30

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7. The team leader will review the ongoing monitoring columns for November, February and end of year report in June. In November or February any activity of “No Progress” will be analyzed. In June any activity less than “Accomplished” will be analyzed to determine if action needs to be taken.

8. If action needs to be taken based on data analysis or Program Plan progress analysis, then each team leader will meet with their team to develop a plan of action. The Plan of Action will reflect:

actions to be taken person(s) responsible, and timeframe for completion

The Plan of Action will be filed with the HS/EHS Program Plans.

9. An administrative team member will ensure the completion of the Plan of Action by following up on progress according to the timeframe for completion.


Head Start/Early Head Start Subject: Organizational Structure Section: Administration Program: Head Start/Early Head Start Date Revised: January 5, 2016 Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1304.52 (a) (1) and (2) ( ) (ii)

Policy: The program maintains an organizational structure that supports the accomplishment of program objectives and addresses the major functions and responsibilities assigned to each staff position. The organizational structure must also provide evidence of adequate staff supervision and support. Procedure: The program’s organizational chart demonstrates the program’s objective of having adequate staff to meet the needs of the children and families served. The organizational chart may be obtained from the Director of Direct Services. The administrative team for the program includes: the Director of Direct Services, coordinators, and the early childhood principals. Content area staff for the program includes: the coordinated services specialists, behavior specialists, health specialists, family services specialists, family advocate, and nutrition specialists. Central office support staff for the program includes: administrative assistants, family services assistants, home educators, recruiters, data management assistant, LVNs, delivery/inventory clerk, and playground/classroom safety inspector. Center staff for the program includes: center-based teachers, instructional assistants, administrative assistants, LVNs, and health room aides. The program maintains job descriptions for each position in the program. Qualifications on job descriptions meet requirement of the Head Start Act and the regulations. The job descriptions are updated annually during each staff member’s performance evaluation. Job descriptions may be updated at other times due to changes in program needs or requirements.


Head Start/Early Head Start Subject: Personnel Policy Section: Administration Program: Head Start and Early Head Start Date Revised: April 19, 2016 Policy Council Approval: May 4, 2016 Governing Body Approval: June 24, 2016 Regulation Reference: 45 CFR Part(s): 1301.31 (a) (b) (c) Policy: Region 16 Education Service Center maintains written personnel policies for ESC staff. Head Start staff employed by independent school districts or childcare centers follow the established personnel policies for those agencies. Procedure: 1. Each staff member receives a job description that includes the performance responsibilities

and qualifications upon hiring and annually at the staff performance evaluation. Job descriptions, salary range, and employee benefits are located on the ESC private web and are available for review by staff.

2. The program follows established procedures in hiring staff members. Jobs are posted for a

period of 10 working days. Jobs are posted on the Region 16 Education Service Center website. A job description is attached, as well as information about who to contact for information and how to obtain an application. Applications are taken during the posting period. The interviews are conducted according to a set of written questions designed to probe the training and experiences, related to the posted job of the applicants. All applicants for a specific job are asked the same questions in the same order. Applicants’ responses are recorded in writing at the time of the interview. After all interviews have been conducted, the interviewers select the top candidate, who is then asked to come in for a second interview, and references are checked. A national criminal history check is run on the top candidate. The Director of Direct Services or interview team lead for the Region 16 Education Service Center conducts the second interview where the top candidate may be offered the job. The candidate is informed that employment is contingent on Policy Council and ESC Board approval. The individual’s name, position for which he/she is being hired is presented to the Policy Council. Continued employment in a position is contingent on performance, need, and funding. If an employee has unsatisfactory job performance or the need no longer exists for the position, or the funding is no longer available then the employee may be terminated.

3. Standards of conduct are reviewed with each new staff member at new employee orientation. Staff members sign a standard of conduct form and receive a copy.

4. Each employee receives training including: new employee orientation; child abuse

prevention; blood borne pathogens; other training relevant to their job descriptions; and trainings outlined as growth targets in their professional development plan established at the annual staff performance evaluation.

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5. Formal staff performance evaluations are conducted annually. Staff members receive

evaluation forms on which they evaluate their own performance. Their immediate supervisor then uses the same form to evaluate the employee’s performance. A conference is held between the supervisor and the employee, during which each item on the evaluation form is discussed. During this conference, the supervisor and the employee establish growth targets for the employee. These growth targets include timelines and evaluation criteria to determine when the growth targets have been attained.

6. The Region 16 ESC Early Head Start Program is located in a rural and sparsely populated

geographic area. In the Texas panhandle 25% of the adults do not have GED or high school diploma and 50% of Head Start parents do not have a GED or high school diploma. Region 16 ESC strives to hire Early Head teachers who already have a Child Development Associate Credential, Infant/Toddler (CDA) ; however, typically no applicants have that credential prior to hiring. Therefore, upon hiring, Region 16 ESC immediately provides intensive pre-service training as well as on-going mentor/coaching and observation for the Early Head Start teacher by a highly qualified Coordinated Services Specialist who ensures that the Early Head Start teacher immediately enrolls and participates in the CDA credentialing program to obtain this certification within the first year of employment.

7. The ESC is an equal opportunity employer and does not discriminate on the basis of gender,

race, ethnicity, religion or disability.

8. Employee-management procedures, including those for managing employee grievances and adverse actions are located on private web.


Subject: Program Planning Section: Administration Program: Head Start/Early Head Start Date Revised: April 28, 2016 Policy Council Approval: May 4, 2016 Governing Body Approval: June 24, 2016 Regulation Reference: 45 CFR Part(s): 1304.51 (a) (1) Policy: The Region 16 ESC Head Start/Early Head Start programs will implement a systematic, ongoing process of program planning that includes consultation with the ESC Board of Directors, the Policy Council, Head Start/Early Head Start staff, and other community organizations that serve low-income families with young children. Procedure:

Month Participants Activities

August Family Advocates/Specialists Team (FAST) and Administrative team

Review progress from previous year’s goals/ objectives/plans/outcomes and review current year’s goals/objectives/plans.

August ESC Board Board orientation and training.

September Family Services Assistants Parents

Elect parent committee officers/leaders and policy council representatives.

September/October

Officers/Leaders of parent committees attend. Family Services Specialists conduct.

Conduct Parent Leadership Training.

October ESC Board Approve Policy Council representatives and Health Advisory Committee members. Review self-assessment process.

October Health Advisory Committee Members and staff Conduct Health Advisory Committee meeting.

October

Policy Council parent and community representatives attend. Family Services Specialists conduct.

Conduct training at initial Policy Council meeting. Seat Policy Council representatives.

November FAST and Administrative team Complete community assessment. Review progress on implementing program plans.

December/January/ February

Administrative team Compile community assessment results and present to Policy Council/ESC Board of Directors.

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Month Participants Activities

January Administrative team conducts At staff meetings discuss suggested changes to program/reconfiguration for next year.

January Policy Council Give input for improvements to next year’s program.

February FAST and Administrative team Review progress on implementing program plans, including progress on child outcome data.

February Administrative team Complete application for the next program year based on most recent self-assessment and program plan reviews.

February/March Policy Council/ESC Board Approve application submission.

Approve goals/objectives. February/

March Administrative team Assess training needs and revise training plan.

March Administrative team Submit next year’s application.

March Administrative team Revise self-assessment surveys, Assessment for Continuous Excellence (ACE).

April Health Advisory Committee members and staff Conduct Health Advisory Committee meeting.

April/May Teachers, community partners, and parents Complete self-assessment surveys, ACE.

May-July Supervisors Determine target goals and individual training needs for employee growth during annual performance appraisals.

May - July Administrative team and supervisors Review and revise job descriptions.

May/June FAST and Administrative team Submit information for Program Information Report. June Administrative team Compile program and child outcomes information.

June ESC Board

Recommend names of community representatives for Policy Council. Review child and program outcomes and self-assessment/community assessment results.

June/July FAST and Administrative team

Review end-of-year progress on implementing program plans. Complete self-assessment (Review strengths, needs, community assessment results, review ACE results, review previous year’s child outcomes to revise program goals/objectives/configuration/plans/policies/ procedures). Update cascade.

June/July Policy Council Review child and program outcomes and self-assessment results. Approve revised plans/policies/procedures.


Subject: Reimbursement for In-Town Mileage Section: Administration Program: Head Start/Early Head Start Date Revised: April 16, 2015 Policy Council Approval: May 6, 2015 Regulation Reference: 45 CFR Part(s): 1304.51(h)(1) Policy: In-town mileage for work-related activities will be reimbursed to Head Start staff members. The following procedures will apply regardless of the time of day a staff member is traveling. Procedure: 1. Travel from a staff member’s home to the headquarters is considered commuting, and the

mileage is not reimbursable. 2. Travel to a staff member’s home from the headquarters is considered commuting, and the

mileage is not reimbursable. 3. Mileage from a staff member’s home to a work-related location that is not the

headquarters is reimbursable. If the staff member lives outside the city limits, then the mileage reimbursement begins at the city limits.

4. Mileage to a staff member’s home from a work-related location that is not the

headquarters is reimbursable. 5. Mileage from one work-related location to another work-related location will be

reimbursed at the Region 16 Education Service Center mileage rate. 6. Mileage must not be claimed to and from a staff member’s headquarters, if the purpose of

the trip is solely to eat lunch at the staff member’s headquarters. 7. To receive mileage reimbursement, staff members must complete a monthly online

reimbursement voucher. The voucher must be submitted no later than the 2nd working day of the following month.


Subject: Self-Assessment Section: Administration Program: Head Start/Early Head Start Date Revised: April 16, 2015 Policy Council Approval: May 6, 2015 Regulation Reference: 45 CFR Part(s): 1304.51(i)(1)

Policy: An annual self-assessment will be conducted using the locally designed Assessment for Continuous Excellence (ACE), program outcome information and child family outcome information. Information gathered through the self-assessment will be used in decision-making and program planning. This information will also be used to modify goals and objectives, operational plans, policies and procedures, service delivery, and program options. Procedure: 1. The Assessment for Continuous Excellence (ACE) is a four-part document that collects

information from four groups: parents, classroom teachers, home educators, and community partners.

2. The questions on the ACE will be revised each September by the administrative team based

on input from the previous administration of the assessment and OHSMS requirements. 3. Policy Council Representatives will receive ACE training at the Policy Council meeting in

October. 4. The ACE will be provided online to the community partners, classroom teachers, home

educators and parents. 5. Parents, classroom teachers, home educators, and community partners will complete the

assessment by November 30.

6. In December, the program administrators will compile the results and write letters to parent committees responding to individual concerns.

7. Results from child outcomes and program outcomes will be compiled and analyzed in June/July by the program administrators in order to revise goal if necessary.

8. Program administrators will write a program improvement plan based on the results of the ACE, child outcomes, and program outcomes.

9. In August, the overall self-assessment including the program improvement plan, ACE results, child outcomes and program outcomes will be presented or disseminated to the Policy Council, the ESC Board and staff members.

Self-Assessment Page 2

10. The information from the self-assessment will be used to: • Revise goals and objectives • Revise program plans • Revise policies and procedures • Determine program options and service delivery options • Plan staff training • Determine mentoring and supervision • Improve curriculum • Reallocate program resources • Plan volunteer/community partner training • Improve parent engagement efforts


Subject: Snacks for Meetings and Trainings Section: Administration Program: Head Start/Early Head Start Date Revised:

Date Reviewed: November 7, 2012 January 5, 2016

Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1301.32 Policy: In order to adhere to the Allowable Costs under OMB Circular A-87 (Cost Principles for State and Local Governments), the following procedures will be followed when providing snacks for meetings and training sessions. Procedure: 1. Head Start funds may not be used to provide snacks at staff training sessions or staff meetings. 2. Head Start funds may be used to provide a light lunch at a staff meeting or training if it is a working

lunch and participants are not given the opportunity to leave for lunch. 3. Head Start funds may be used to provide a light lunch for advisory committees that are conducting

their meeting during a working lunch. A purchase order must be submitted to the business office with the agenda for prior approval.

4. Head Start funds may be used to provide snacks and/or light meals at training sessions designed

specifically for parents. In half-day (or less) training sessions, snacks should consist of drinks such as coffee, water, or juice and light finger foods such as fruit, muffins, vegetables, etc. In full-day training sessions morning snacks and a light lunch may be provided. Snacks may also be provided for child care associated with parent training sessions.

5. Head Start staff conducting staff training may provide snacks with personal funds, if desired.


Head Start/Early Head Start Subject: Supplemental Pay Procedure – CDA for

Regional Schools/Childcare Centers Section: Administration

Program: Head Start/Early Head Start Date Revised: April 16, 2015 Policy Council Approval: May 6, 2015 Regulation Reference: 45 CFR Part(s): 1304.52(f)(h)(l) Head Start Act: Section 648A Policy: Additional pay of $300.00 will be made available for Head Start instructional assistants at Region 16 and in Regional ISD sites and Early Head Start Teachers at Region 16 and in Regional ISD sites who meet the Child Development Associate (CDA) qualifications as outlined in their job descriptions. Procedure: 1. Upon completion of the Child Development Associate (CDA) credential, the staff member

will submit the certificate to the training/CDA assistant.

2. The training/CDA assistant will review the certificate and facilitate communication with the Director of Direct Services who will notify the campus principal and the business office of the staff member’s district. A copy will be filed in the training/CDA assistant’s office. The training/CDA assistant will notify the designated Head Start administrative assistant to update the staff information database

3. It is the determination of the district if they choose to pay the additional $300.00 for CDA to their staff.


Subject: Timeline – Amarillo Section: Administration Program: Head Start/Early Head Start Date Revised: January 5, 2016 Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1304.20; 1304.24(a)(1)(i); 1304.40(a)(1-2); 1304.40(1)(i-iii);

1304.40(e)(5); 1304.40(i)(1-3)(6); 1306.32(b); 1308.6 Policy: In order to meet timelines required by Head Start Performance Standards, an established Head Start timeline will be followed. Procedure:

INITIAL HOME VISIT (EHS)

Form/Task Timeline Person Responsible Contents of New Child Procedures Packet for: R16 Sites (Cleveland, Caprock, Palo Duro, Nelson) R16 Regional/Collaboration Sites

Before child attends class or within 1 week of entry Teacher

R16 Home-Based First home visit Home Educator

INITIAL HOME VISIT (HS) Form/Task Timeline Person Responsible*

CACFP Enrollment Form (HS.100) (Cleveland, Nelson only)

Before child attends class

Designated staff Child Admission Form (HS.122A)

Teacher Home Educator

Center Handbook/Policies for Parents (Cleveland, Nelson only)

Parent Handbook (Opportunity School) Pedestrian Safety Unit Within 30 days of entry

*After classes begin an administrative assistant will complete the items on this list. The teachers will continue to make an initial home visit to make contact with the parents.

*After classes begin an administrative assistant or center LVN will complete the items on this list.

APPLICATION PROCESS Form/Task Timeline Person Responsible

Application (HS.01) with documentation Throughout program year Trained staff

ACF Head Start Eligibility Verification (HS.102)

INTAKE/ENROLLMENT Form/Task Timeline Person Responsible

Child Admission Form (HS.122A) Before child attends class Designated staff Current Immunizations and Health Statement

Parent Handbook

INITIAL HEALTH INTAKE (HS) Form/Task Timeline Person Responsible*

Health Admission Form (HS.122B)

Health Intake Day or Before child attends class

Family Services staff and/or Center LVN

Child Nutrition History (HS.47) Child Dental Plan and Informed Consent (HS.34)

Referral for Services (HS.79), if needed Release of Information (HS.09), if needed

Timeline - Amarillo Page 2

HEALTH CONTACTS/RESPONSIBILITIES

Form/Task Timeline Person Responsible

Heights/Weights/BMI’s

Within 45 days of entry and March

Center LVN and/or Home Educator

December or January for children not WNL

Parent Notification of Screenings/Results November or upon completion

Child Health Summary/Transition/Special Needs May

45-DAY RULE Form/Task Timeline Person Responsible

DECA – Initial Teacher Rating Form 4 weeks after entry and before the 45th day Teacher

Home Educator

Social/Emotional/Behavioral Questionnaire (HS.44)

Within 45 days of entry

Developmental Screening Walking to School Safely pamphlet (HS.68)

Speech Screening plus referrals Trained staff Vision Screening

Hearing Screening Dental Priority Screening

Family Services staff Volunteer Information Sheet (HS.15)

Family Services Events (ChildPlus) Family Services Outcomes (ChildPlus)

Family Services Information (ChildPlus)


Dental Exam


Family Services staff and health provider Physical Exam

Lead Screening Family Services and Health staff Hemoglobin Screening

FAMILY SERVICES CONTACTS/RESPONSIBILITIES Form/Task Timeline Person Responsible

Group Socialization Activity planning Twice a month Home Educators Parent Survey for Parent Committee Meetings

September

Family Services staff

Notification of Parent Leadership Trainings Determine Parent Meeting Dates/Topics October

Family Assessment

Mark score one in October. For enrollees after October,

mark score one within six weeks of enrollment.

Mark score two in April. Update Child Admission (Form HS.122A) November and March

Safety Tips (I-HS.07), as instructed January or February Child Dental Plan & Informed Consent (HS.34) (if applicable) Health Information, as instructed Ongoing Resources/Follow-up for Interest/Needs/Strengths/Goals


Subject: Timeline – Regional Section: Administration Program: Head Start/Early Head Start Date Revised: April 17, 2015 Policy Council Approval: May 6, 2015 Regulation Reference: 45 CFR Part(s): 1304.20; 1304.24(a)(1)(i); 1304.40(a)(1-2); 1304.40(1)(i-iii);

1304.40(e)(5); 1304.40(i)(1-3)(6); 1306.32(b); 1308.6 Policy: In order to meet timelines required by Head Start Performance Standards, an established Head Start timeline will be followed.

Procedure: APPLICATION PROCESS

Form/Task Timeline Person Responsible Application Packet:

Spring and as needed throughout program year Trained staff member

Application w/documentation (HS.01) ACF Head Start Eligibility Verification (HS.102)

Child Admission Form (HS.122A) Children are Healthy (I-HS.09)

Health Provider/Immunization Provider Lists

INTAKE/ENROLLMENT Form/Task Timeline Person Responsible

Child Admission Form (HS.122A) Before attending class Any staff member

District Information Packet

INITIAL HOME VISIT Form/Task Timeline Person Responsible

Child Admission Form (HS.122A)

Within 2 weeks of entry HS Teacher Parent Handbook

Volunteer Information Sheet (HS.15) Walking to School Safely pamphlet (HS.68)

Pedestrian Safety Unit Contents of EHS New Child Procedures Packet for:

R16 Regional/Collaboration Sites; or Before child attends class or

within 1 week of entry EHS Teacher

R16 Home-based First home visit Home Educator

INITIAL HEALTH INTAKE (EHS) Form/Task Timeline Person Responsible

Infant Nutrition (EHS.03) or Child Nutrition History (HS.47) Health Intake Day or

before child attends class Family Services staff

Health Admission Form (HS.122B) Referral for Services and Release of Information, if needed


DECA – Initial Teacher Rating Form 4 weeks after entry and before 45th day Teacher

Home Educator Social/Emotional/Behavioral Questionnaire (HS.44)


Developmental Screening Speech Screening plus referrals

Trained staff

Health Determination (Data Management System Vision Screening

Hearing Screening Dental Priority Screening

Family Services staff Family Services Events (ChildPlus)

Family Services Outcomes (ChildPlus) Family Services Information (ChildPlus)

Timeline – Regional Page 2

FAMILY SERVICES, HEALTH CONTACTS & HOME VISITS/RESPONSIBILITIES

Form/Task Timeline Person Responsible Group Socialization Activity planning Twice a month Home Educator

Child Nutrition History (HS.47) Within 3 weeks of entry

Family Services staff

Review/update Child Admission Form (HS.122A)

Heights/Weights/BMI’s on Data Management System

Within 45 days of entry and March

December or January for children not WNL

Parent Survey for Parent Committee Meetings September

Notification of Parent Leadership Trainings Determine Parent Meeting Dates/Topics October

Family Assessment

Mark score one in October. For enrollees after October,

mark score one within six weeks of enrollment. Mark

score two in April. Update Child Admission Form (HS.122A) November and March

Safety Tips (I-HS.07), as instructed January or February

Child Dental Plan & Informed Consent (HS.34) (if applicable) Parent Notification of Health Screenings-Results (I-HS.40) By April 30

Child Health Summary/Transition/Special Needs May

Referrals to specialists As soon as possible after staff contacts

Health Information, as instructed Ongoing

Resources/follow-up for Interests/Needs/Strengths/Goals


Dental Exam Within 90 days of entry

Family Services staff and health provider

Physical Exam Lead Screening

Hemoglobin Screening


Subject: Transportation of

Children with Disabilities Section: Administration

Program: Head Start/Early Head Start Date Revised: April 13, 2015 Policy Council Approval: May 6, 2015 Regulation Reference: 45 CFR Part(s): 1310.10 (a)(b); 1308.4 (h)(6)

Policy: Region 16 Education Service Center’s Head Start and Early Head Start programs do not provide transportation to or from schools or centers. Head Start/Early Head Start staff strive to connect families with alternative transportation which will continue to serve the family after the child or children have completed the Head Start/Early Head Start program. Procedure: 1. Transportation of Children with Disabilities (Amarillo)

The city of Amarillo offers two types of public transportation. The first and most common is the city bus that travels a set route. All city buses meet ADA requirements. The city also operates special buses for persons who have disabilities, (Spec-Trans) but are unable to wait at designated bus stops, or travel a set route.

Several steps must be taken before a rider is eligible to ride the Spec-Trans or Flex-Schedule buses.

a. The rider or the rider’s parent must complete an application. The application form

can be mailed to their address, or one can be obtained at the Amarillo City transit office. (regular bus travel goes directly to this office)

b. The completed application is then mailed to the Amarillo City Transit office.

c. Upon receipt of the rider’s application, a letter will be sent from the Transit Department stating the rider’s eligibility to ride Spec-Trans – pending an interview.

d. An interview with the rider and parent will be conducted at the Amarillo transit office. The final determination of the rider’s eligibility will be made. The purpose of the interview is to determine if the rider cannot ride a fixed route bus. A young child with a certified disability would most likely be considered an eligible rider for Spec-Trans.

Once certified as eligible, the rider can go anywhere within the city limits and can make reservations 7 days in advance. Tickets can be purchased in books of 20 for $30.00. Each round trip costs $3.00. The Spec-Trans bus will pick up their passenger at home and take them to any location within the city limits and return them home again. The parent’s trip must mirror the child’s trip. The child’s destination will be the parent’s destination.

Transportation of Children with Disabilities Page 2

Children cannot travel alone; they must be in the company of an adult. The companion adult rides free of cost. Tickets for the fixed route bus can also be purchased in advance in any quantity desired. The cost of a fixed rate ticket for a person with a disability is .35 cents. The companion adult can ride free of cost. Family Services Assistants are to assist families with public transportation relevant to the community.

2. Transportation of Children with Disabilities (Regional Schools)

a. Children with disabilities are provided transportation once diagnosed by a physician, therapist, or school annual review through the school district.

b. Family Services Assistants are to assist families with public transportation available to the community.


Subject: Transportation – Incidental Services Section: Administration Program: Head Start Date Revised: January 5, 2016 Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1310, 1308.4(h)(6), 1308.4(o)(5)

Policy:

The Region 16 Education Service Center Head Start program will offer Head Start parents assistance in making transportation arrangements for transportation to incidental services such as dental, vision, and medical follow-up services. Head Start family services assistants; teachers, classroom assistants and special needs assistants may transport children to incidental dental, vision, medical or social service appointments in a school vehicle or their personal vehicle, according to each ISD’s policies and procedures.

Procedure:

1. Head Start staff who transport Head Start children to incidental services must have: a. Valid Texas driver's license; b. Valid proof of automobile liability insurance in the vehicle and a current copy on file with the

designated administrative assistant; c. Valid defensive driving course completion certificate; d. Current first aid and pediatric CPR certificate; and, e. Attended an approved Child Passenger Safety training session.

2. Each child being transported must ride in the back seat using an approved child safety seat system appropriate to the child’s age, size and condition. This requirement applies to any vehicle used by or for the facility to provide transportation, including fifteen passenger vans.

3. Appropriateness of a child safety seat system should be determined by reviewing the age, height and weight limit in the instruction manual of a particular seat; and, by following the installation instructions in the vehicle owner’s manual. Head Start staff will adhere to the following guidelines as established by the National Highway Traffic Safety Administration (NHTSA): a. Children are safest in rear-facing seats in the back seat from birth to at least 1 year old and at least 20

pounds. b. Children are safest in forward facing toddler seats in the back seat from age 1 and 20 pounds to about

age 4 and 40 pounds. c. Children are safest in booster seats in the back seat from about age 4 to at least age 8, unless over

4’9”tall. d. Children over age 8 or over 4’9” tall are safest using the seat belt in the back seat.

4. Child safety seats will be installed in the following manner: a. Only Head Start staff that meets the criteria in item 1 will install child safety seats provided by Head

Start. b. The family member will install child safety seats not provided by Head Start for non-Head Start

children.

5. The driver and all adult passengers in a vehicle transporting children must be properly restrained by a lap/shoulder belt when the vehicle is in motion. When a parent or child refuses to adhere to these policies and procedures and the state law, Head Start staff will not transport the family. Families who refuse to follow these reasonable policies and procedures may have to use alternate forms of transportation.

Transportation – Incidental Services Page 2

6. Children must be loaded and unloaded at the curbside of the vehicle or in a protected parking area or driveway. Children must not be allowed to cross the street unsupervised after leaving a vehicle.

7. Smoking is not permitted at the Head Start center, on center property, during transportation, or on field trips.

8. The following items must be in the vehicle when children are being transported by Head Start staff: a. List of the children being transported; b. Name tag identifying each child; c. First aid supplies; and, d. The Child Admission Form (HS.122) with the emergency contact information for each child being

transported.

9. Children will never be left in an automobile without the supervision of an adult.

10. Head Start staff members are prohibited from attending to personal business while transporting Head Start children or their families.

11. The Head Start program will stop all transportation of children when: Rain is falling at a sufficient rate to cause water to stand on the roadway increasing the danger

of hydroplaning; Sleet, ice, or snow begins collecting on the roadway; Fog reduces the driver’s visibility to a distance less than the minimum required distance for safe

stopping at the speed the vehicle is traveling; and/or Any other condition that may cause hazardous driving conditions occurs.

a. Regional family services assistants working in the independent school districts are responsible for the implementation of the above weather policy. If the weather in the area meets the above criteria, the family services assistant should consult with the campus principal regarding the safety of the children and the area’s weather. Should the decision be made to cancel that day’s transportation, it is the responsibility of the family services assistant to notify the individual health providers, parents and teachers involved in that day's transportation.

12. These steps will be followed in the event of an automobile collision. a. In the event of an automobile collision while transporting Head Start children who are enrolled in

regional schools, the driver will notify the campus principal or other campus authority. The campus principal will follow the emergency procedure as outlined in the district’s emergency procedure guidelines. Campus Head Start staff will notify Head Start central office staff in Amarillo of the collision.

b. In the event of an automobile collision while transporting Head Start children who are enrolled in a day care center outside of Amarillo, the driver will notify emergency medical personnel (if necessary), police, and the day care center director. The Head Start/Early Head Start staff will follow the emergency procedures as outlined in the individual childcare centers policies. The center director, where the child is in care will be responsible for reporting the incident to the Texas Department of Protective and Regulatory Services, Child Care Licensing, if necessary. Center Head Start staff will notify Head Start central office staff in Amarillo of the collision.

1) The Head Start family services specialist, family services coordinator or center director will notify the parent or guardian (if parent or guardian is not with the driver), that there has been an automobile collision and that:


It was a minor collision and that child appears to be unhurt. The family services specialist, family service coordinator or center director will determine if the parent wants the child transported by ambulance to the emergency receiving center or returned to the center. Parents have the option of taking the child to a medical provider or hospital of their choice to have him/her examined.

OR The child has been taken to the emergency receiving center (of a specific hospital) to be examined. The family services specialist, family service coordinator or center director will ask the parent or guardian to meet the child at the designated hospital. The family services specialist, family service coordinator or center director will make the necessary arrangements if transportation is needed.

2) If the parent or guardian is not home, the family services specialist, family service coordinator or center director will call the emergency number kept in the Head Start files. If the emergency number is not accurate, Head Start office personnel will assist the family services specialist, family service coordinator or center director in contacting the parent or guardian. If the parents do not want immediate medical attention, and cannot come to the scene of the collision, the family services specialist, family service coordinator or center director will make arrangements for Head Start personnel to pick up the child at the collision site and return him/her to the center.

3) The Head Start family services specialist, family service coordinator or center director will notify the center administrator, where the child is in care, state the facts of the incident, and inform him/her of the actions taken. That center administrator will be responsible for reporting the incident to the Texas Department of Protective and Regulatory Services, Child Care, if necessary.

4) The Head Start central office staff will attempt to keep an open communication line with the family services assistant if possible, until all persons have been notified and assistance has arrived at the scene of the incident.

c. All media inquiries will be referred to the Region 16 Head Start director of direct services.

d. Any Head Start child safety seat in use during a collision will be returned immediately to the family services specialist to be destroyed.

13. If a child becomes ill during transportation, the driver will pull safely to the side of the road, assist the sick child, and then continue transporting only after the situation allows the driver to devote their full attention to driving.

14. If a child is known to become ill easily while traveling or is known to have behavior problems, the driver will make arrangements for the parent or another staff member to accompany them during transportation.

15. If the driver transports the child to the child’s home, a responsible adult must be present in the home. If there is no responsible adult present, a note will be left for the parent/guardian and the child will be returned to the center/school. The driver will report the incident to the center administrator or campus principal. Persons on the child’s emergency contact list will be contacted. If no one on the emergency contact list can be reached, the police department will be contacted.

16. Although the Region 16 Education Service Center Head Start program does not offer transportation to and from school for Head Start students, the program will assist parents of Head Start children who have disabilities by contacting and arranging transportation with the appropriate transportation authority in their area. Head Start staff will not help coordinate transportation arrangements among Head Start families.


17. Cell phones may only be used when the vehicle is parked in a safe manner.

18. Eating while transporting children is not permitted.

19. Head Start staff will not transport children and families while under the influence of drugs, alcohol or other medication that have the potential for impairing safe driving ability such as but not limited to visual acuity, reaction time and judgment.

20. Head Start staff will obey all traffic laws while transporting.

21. Head Start Staff who may transport children and families for incidental services will have a working knowledge of this policy.


Head Start/Early Head Start Subject: Transportation Services Section: Administration Program: Head Start/Early Head Start Date Revised: April 17, 2015 Policy Council Approval: May 6, 2015 Regulation Reference: 45 CFR Part(s): 1310.10 (a)(b)

Policy: Region 16 Education Service Center’s Head Start and Early Head Start programs do not provide transportation to or from schools or centers. The programs do not provide transportation for field trips and do not provide reimbursement for transportation for field trips. Procedure: 1. Transportation Services are not provided by the Head Start/Early Head Start programs. The

Region 16 service area is a rural area populated by small towns. Head Start/Early Head Start classrooms are located in areas that are easily accessible for eligible families such as elementary schools or neighborhood childcare centers.

2. Region 16 ESC Head Start/Early Head Start does not provide transportation for field trips or

reimbursement for transportation for field trips.

3. Head Start/Early Head Start Family Services Staff will assist Head Start and Early Head Start families in obtaining information concerning public transportation, district transportation, and other transportation alternatives for their respective communities.

4. Recruitment announcements will provide contact information on transportation

alternatives for prospective families.


Subject: Use of HS/EHS Policies and Procedures Section: Administration Program: Head Start/Early Head Start Date Revised:

Date Reviewed: November 6, 2012 January 5, 2016

Policy Council Approval: January 20, 2016 Regulation Reference: 45 CFR Part(s): 1304.51(a), 1308.4 Policy: The Region 16 ESC Head Start and Early Head Start programs include center-based part-day programs, center-based full-day programs, and home-based programs. The center-based programs are located in schools, childcare centers, and Head Start centers. The Head Start/Early Head Start Policies and Procedures provide detailed information for day-to-day functioning of the Head Start and Early Head Start programs. All content areas of the Head Start and Early Head Start programs are integrated and many procedures for day-to-day operations are identical for both programs. However, some procedures apply only to Head Start and some only to the Early Head Start program. The “Program” designation at the top of each policy will indicate if the policy applies to both programs or to only one of the programs. Head Start and Early Head Start staff members will follow the policies and procedures presented in this manual. Failure to adhere to these guidelines may result in disciplinary action. Procedure: 1. The Policies and Procedures are divided into these sections: Administration (AD), Disabilities

(DS), Education (ED), ERSEA (ER) (Eligibility, Recruitment, Selection, Enrollment, Attendance), Family Services (FS), Governance (GV), Health and Safety (MD), Mental Wellness (MW), Nutrition (NU), Training (TR), and Forms. All content areas are integrated throughout the program, and most procedures involve staff from more than one content area. To facilitate use of this manual, policies and procedures are located in the section most closely related to that procedure.

2. The policies and procedures follow the requirements found in 45 CFR Parts 1304, 1305,

1306, 1308 and 1310 and the Head Start Act. 3. All policies and procedures will be reviewed and approved by the Head Start/Early Head

Start Administrative Team and the Policy Council. Policies and procedures with revisions will be approved by the Policy Council annually. Policies and procedures that need no revision will be reviewed and reapproved by the Policy Council every three years.

Use of HS/EHS Policies and Procedures Page 2 4. Several policies must be approved by the Governing Body (ESC Board) including

• Program Planning • Policy Council Composition and Selection • Roles and Responsibilities of the Governing Body (including shared decision

making) • Dispute Resolution (including Impasse Procedure) • Recruitment, Selection and Enrollment of EHS Children • Recruitment, Selection and Enrollment of Head Start Children

5. Revised Policies and Procedures will be distributed electronically through the Region 16 ESC

website or the HSShare to all Head Start staff members.

HEAD START/EARLY HEAD START ADMINISTRATION …Subject: Communication with ESC Board and Policy...

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