1 Eligibility, Application and SelectionAccuracy: Right from the Start

2 Head Start EligibilityHead Start/Early Head Start eligibility is based on : Age of child: Head Start: child must be 3 by September 30th Early Head Start: child birth to 3 years Residence of child: child must live in the grantee service area (Hillsborough and Rockingham counties) Early Head Start: child must live in Manchester or Nashua Eligibility: Family must be categorically eligible or income eligible to receive Head Start services

3 Age Verification The following are accepted verifications of child age: Birth certificate/Hospital card Immunization record Green card/Passport Medical Card Copy of date of birth verification must be kept and submitted with the application.

4 Residence of Child No verification of residence is needed to complete an application. Applicants are asked for their address and it is recorded on the application Children living outside of the county may be serviced with permission from the Head Start program in the child’s county of residence. Permission obtained by the Family Service Specialist.

5 Categorical EligibilityChildren in Foster Care: “24 hour substitute care for children placed away from their parents or guardians and for whom the state has placement and care responsibility” Children of families experiencing homelessness according to the McKenney-Vento Act: “ A family who lacks a fixed, regular and adequate nighttime residence”

6 Homeless Definition McKinney-Vento Homeless Assistance Act“Homeless children” means: Individuals who lack a fixed, regular and adequate nighttime residence and Includes (a) children who are sharing the housing of other persons due to a loss of housing, economic hardship or similar reason;

7 Homeless Definition (cont’d)Are living in motels, hotels, trailer parks or camping grounds due to lack of alternative adequate accommodations; are living in emergency or transitional shelters; are abandoned in hospitals or are awaiting foster care placement; (b) Children who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings

8 Homeless Definition (cont’d)(c) Children who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations or similar settings and (d) Migratory children who qualify as homeless because they are living in circumstances described in a-c above

9 Income Eligibility Member of “Family” receives TANF/FAP benefitsMember of “Family” receives SSI benefits Total of all “Family” gross income below federal poverty guidelines

10 Determining Family Size 1305.2“Family, for a child, means all persons living in the same household who are (1) Supported by the child’s parent(s) or guardian(s) income; and (2) Related to the child’s parent(s) or guardian(s) by blood , marriage or adoption” OR The child’s authorized caregiver or legally responsible party” *Flow Chart

11 Family Size Notes Determine if family members in the home have their own income source. If so, not counted in family. Adult children can be counted if they do not have any sources of income of their own, earned or unearned. Make notes on application to clarify who is included in the family Foster child is a family size of 1

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13 Relevant Period Family’s gross income must be at or below 100%of the Federal Poverty Guidelines for: the last 12 months OR the last calendar year All sources of earned and unearned income must be verified to determine eligibility.

14 Exception to Relevant Period“If neither the last 12 months or the preceding calendar year now accurately represents the family’s current living situation,” we can use the family’s current income to determine eligibility. Whichever more accurately reflects the family’s likely economic status during the child’s period of enrollment. Ex. Unemployment, reduction in hours/income, no current income

15 Definition of Income Bureau of Census P-60-185Income means “total cash receipts before taxes from all sources.” Income includes “ money wages or salary before deductions; net income from farm employment; regular payments from Social Security or railroad retirements; unemployment compensation, veterans benefits, public assistance; training stipends; alimony, child support, military allotments or other regular support from absent family member; pensions, regular insurance and annuity payments; college or university scholarships, grants, fellowships and assistantships; and dividends, interest, net rental income, net royalties, and periodic receipts from estates or trusts, and net gambling or lottery winnings.”

16 Income Exceptions Income does not include “capital gains; any assets drawn down as withdrawals from a bank, sale of property, a house or car; or tax refunds, gifts, loans, lump sum inheritances, one time insurance payments, or compensation for injury. Also excluded are non-cash benefits, food or housing received in lieu of wages; the value of food produced on farms; the imputed value of rent from owner-occupied non-farm or farm housing and such Federal non-cash benefit programs as Medicare, Medicaid, food stamps, school lunches and housing assistance and certain disability payments made to disabled children of Vietnam veterans as prescribed by Secretary of Veterans Affairs. “

17 Income Notes Income of children in the family is not counted for family income eligibility (ex. SS disability or survivors benefits). It can be used for TANF and SSI eligibility for the family. All child support is counted. All families with an absent parent should specifically be asked about child support.

18 Income Notes All income received by parents/guardians countsGross income is always used Tips are counted in income totals Over time is counted in income totals All income must be verified

19 Application Process Application process collects demographic information on the child and family and information required to determine eligibility Application packet consists of: 1. Completed Application signed by staff and parent 2. Completed Selection Criteria Worksheet 3. Signed Eligibility Verification Form 4. Income Worksheet as needed 5. Documentation verifying categorical or income eligibility 6. Documentation verifying age (If using immunizations, please attach 2 copies) 7. Needs Survey 8. Contact log

20 Application Review Complete how they heard of the program, be specificDetermine what option/center is best fit for family needs Fill out each space on the application completely Get alternate contact numbers/text/ Get information on absent parents, if possible. Ask about child support and dual custody on all single parent applications Identify all people in household, income sources and relationships (Not working doesn’t mean no income) Treat every family with dignity and respect. We are dealing with possible issues of domestic violence, stigma, and privacy.

21 2017-2018 Changes Application updates New Poverty GuidelinesResidency Form No Income Form Needs Survey and Resource List Selection Criteria

22 Application Updates Preferred Site & Second ChoiceHave a discussion around transportation Addition of last dental exam question Immunization question was removed Addition of custody and child support questions

23 Application Updates REaL Data: Ethnicity asked before RaceAsk the questions in a respectful and culturally sensitive manner Allow all families to self-identify, do not identify for them “Other” is when they choose something not on list “Unspecified” is when they refuse to answer or state nothing applies to them

24 Application Code SheetNo longer being used for application completion Use code sheet as a guide for Language and Race options with families Codes added to bottom of Poverty Guidelines as one sheet resource

25 Application StatementRead and review the accuracy statement on the second page of the application with every family. Explain that with inaccurate information may affect the family’s participation with the program Understand and read the statement that you are signing: “I certify that the above information is an accurate depiction of the information given to me by the above signed parent/guardian. No information has been altered or omitted. I understand that actions may be taken which may affect my employment at SNHS Head Start/Early Head Start for knowingly submitting false information.”

26 Homelessness Verification McKinney-Vento Act-2001Homeless definition: “A family who lacks a fixed, regular and adequate nighttime residence” Verification: Letter from homeless shelter or transitional housing program, receipt or letter from hotel/motel, letter from person(s) family is living with explaining circumstances of how previous housing was lost, self declaration by family of their current living situation

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28 Foster Care VerificationMust have court documentation of DCYF custody and placement in foster/kinship care or letter from DCYF personnel stating child is in foster care. Application must be signed by biological parent unless rights have been terminated. Contact DCYF worker for clarification & support in setting up application appointment with appropriate parent/guardian to complete application.

29 Verifying Income EligibilityAll family income must be verified. Verification must include: “Individual Income Tax Form 1040, W-2 forms, pay stubs, pay envelopes, written statements from employers, or documentation showing current status as recipients of public assistance” AND “Signed statement by an employee of the Head Start program, identifying which of these documents was examined and stating that the child is eligible to participate in the program” (Eligibility Statement Form)

30 Income Verification TANF/FAP: copy of award letter from DHHS dated within a year showing amount of benefits received. SSI: copy of award letter from Social Security dated within a year showing amount of Supplemental Security Income received monthly (not SS or SSDI) or bank statement showing direct deposit. No Income Worksheet needed

31 Income Verification (cont’d)Unemployment/Veteran’s Benefits: copy of benefit determination letter with weekly/monthly amount, check stub or direct deposit on bank statement Child Support: Court order , direct deposit on bank statement, verification from person paying support, or written statement from parent receiving support No Income: Statement of No Income form AND verification of how person is living. Ex. Food Stamps, rental assistance, verification from someone supporting family, bank statement if living off savings etc.

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33 Income Verification (cont’d)The last 12 months or last calendar year’s income should always be used unless it does not accurately represent the family’s current income; then you may current income. Ask the family for W2s or tax return Both pages of the tax return must be keep for verification and signed by parent/ gaurdian If you are going to use current a statement must be provided in the income history explaining why you are using current income. Third party verification

34 Calculating Current IncomeEarned Income: 1.4 weekly or 2 bi-weekly, recent and consecutive pay stubs or 2. Statement from employer listing last 4 weeks earnings 3. Statement from employer listing average # of hours worked weekly and hourly wage

35 Calculating Income Unearned Income:If received weekly, multiply by 4.33 to get monthly amount *Income Worksheets: Insert all income into appropriate sections, calculate and total *Divide total by poverty guidelines to find percentage of poverty (100% or less= income eligible)

36 Calculating Income Dual CustodyFamilies with dual custody you take both parents yearly income, add them together, and then divide by two Parent 1 and Parent 2 have dual custody of their only child Jane. Parent 1’s monthly income $ Parent 2’s monthly income $2,200 860 (parent 1) + 2,200 (parent 2) = 3,060 3,060 / 2 = 1,530 (total monthly income) 1,530 x 12 = 18,360 (total yearly income) 18.360/20,420(poverty guidelines for a family of 3) = .889 The family is at 90% of poverty

37 Calculating Income When calculating income, round up or down to hundredths at each step as needed. Ex: $ = $ $ =$300.72 If the total yearly income is over the Poverty Guideline for the family size, the family is over income even if the percentage is still 100% when rounded. Ex: Income=$24, Poverty Guideline=$

38 Application GuidelinesFill application in completely Get as many phone/ contacts as possible Attempt to get any information on absent parent Ask questions to correctly identify family relationships impacting family size Verify ALL income sources Could anyone look at the application and understand basis for eligibility?

39 Common Errors Incomplete address: no town, zip codeIncomplete demographic info on caregivers Family size does not match persons listed in household Marking the family received SSI when they are receiving SS or SSDI Incorrect income calculations Marking both IEP/IFSP and child has a suspected disability

40 Complete ApplicationsFamilies should be told that they will be notified from the central office about the status of their application At end of current program year, all eligible applications for next year are reviewed. Letters are sent notifying families if they are accepted or placed on the wait lists Accepted students receive information about the summer health screenings and start of the school year

41 Incomplete ApplicationsIf families do not supply the needed documentation to determine eligibility: *Make at least 2 phone calls to family reminding them what we need to complete the application *Send a letter stating what we are waiting for with a date it is needed by. Keep copy with app. *Document all of above on Contact Log *If not received by deadline given, send closed app with contact log and letter copy to ERSEA Coordinator

42 Eligibility vs. SelectionEligibility is the process of determining if a child and family meet the eligibility requirements to participate in the Head Start program according to Head Start Performance Standards. Selection is the process by which a program considers all eligible applicants and selects children and families into the program

43 Selection Criteria 2305.6 (a)(b)All Head Start programs must establish selection criteria as part of the process of selecting children and families from all eligible applicants. Developed from community assessment information Updated as needed annually and approved by Policy Council Selection Criteria

44 Selection Criteria Data

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46 Wait List Rankings (d) Actual waiting list may not match COPA list Weighted Selection Criteria No priority for past families No priority for siblings

47 Over Income Placements 1305.6 (c)“At least 10% of the total number of enrollment opportunities in each grantee during an enrollment year must be made available to children with disabilities who meet the definition for children with disabilities in Sec (a).” Children must have a current IFSP or IEP to be considered a child with a disability Children with a disability receive priority placement

48 Over Income PlacementsOver income placements without a documented disability will be considered on a case by case basis looking at: *Family circumstances *Waiting lists for the community *Age of child (usually 1 year children only) *Current over income number for program

49 Review/Questions Distribute: New Applications New Selection CriteriaLast Years Wait List