Phone (419) 784-5136 | Address: 1933 E 2nd Street Defiance, Ohio 43512

Request for Classroom/Center Transfer

POLICY:

NOCAC Child Development will accommodate a family’s request for a transfer from one classroom/center to another classroom/center or the home base program option within the program service area, based upon availability of requested classroom/center or home base option.

PROCEDURES:

  1. A Request to Transform Form can be filled out by a parent/caregiver and submitted to the child’s current Teacher or Center Manager, an email can also be sent to the ERSEA Staff person.
  2. A NOCAC Child Development participant will be given priority for placement over a new participant.
  3. The following NOCAC Child Development Staff will be notified upon the request for transfer:
    1. Teacher participant is requesting to transfer from
    2. Center Manager participant is requesting transfer from
    3. Teacher participant is requesting transfer to
    4. Center Manager participant is requesting transfer to
    5. Family and Community Engagement Manager
    6. Notification can be done by a phone call or email
  4. Open slot transfer:
    1. The transfer will be approved by the NOCAC Child Development Family and Community Engagement Manager and the NOCAC Child Development Director during an enrollment meeting.
      1. Enrollment meetings are typically held weekly.
      2. Enrollment meetings can take place in the event of an emergency situation.
  5. No Open-slot transfer:
    1. The family of the participant who is requesting the transfer can choose to keep their child in the classroom they are currently in until a spot is available in the classroom/center they are requesting to transfer to.
    2. The family can choose to place the participant in the Home Base option if available.
    3. When it is not possible for a participant to remain in the current classroom/center
      1. the family can choose to self-transport their child to the current classroom/center until a spot becomes available in the requested classroom/center, or
      2. the participant will be withdrawn from the program and then placed on the waiting list for the requested classroom/center.  If or when a spot becomes available at the requested classroom/center the child will be taken off the waitlist and placed in the requested classroom/center.
  6. If a participant moves out of the NOCAC Child Development service area the NOCAC Child Development Staff will help the family locate a Head Start center in their new area and work with the family and Head Start in order to provide a smooth transition.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   12/22/20 Revision Date:    
Approved By Policy Council:     Revision Approved By Policy Council:    

Family Engagement

POLICY:

NOCAC Child Development integrates parent and family engagement strategies into all systems and program service areas to support the well-being of the family and promote the participant’s learning and development.

PROCEDURES:

  1. Family engagement approach.  NOCAC Child Development:
    1. Recognize parents as their child’s primary teachers and nurturers.
    2. Implement intentional strategies to engage parents in their child’s learning and development.
    3. Supports parent-child relationships, including specific strategies for father engagement.
    4. Develops relationships with parents and structure services to encourage trust and respectful, ongoing two-way communication between staff and parents to create a welcoming program environment that incorporate the unique cultural, ethnic, and linguistic backgrounds of families in the program and community. Including but not limited to:
      1. Ensuring both parents are aware of the participant’s progress, concerns, and upcoming events through:
        1. Class Dojo.com app
        2. Remind.com app
        3. Phone call
        4. Text
        5. Email
        6. Facebook messenger
        7. Family Central
        8. Home Visits
        9. Parent teacher conferences
        10. Mail
    5. Collaborate with the family in a family partnership, through a Family Partnership Agreement (FPA) process that identifies:
      1. strengths
      2. needs
      3. interests
      4. goals
      5. services
      6. resources that support family well-being such as:
        1. family safety
        2. health
        3. economic stability.  This is done with a FPA.
      7. NOCAC HS/EHS Family Advocates complete an FPA with the family twice a year.
    6. Provides parents with opportunities to participate in the program as:
      1. Employees
      2. Volunteers
      3. Policy Council
        1. Policy Council members are nominated and then voted in by other parents during family picnics and family fun nights.
    7. Conduct family engagement services in the family’s preferred language, or through an interpreter, current list are given to each center manager, to the extent possible ensuring that the family has the opportunity to share personal information in an environment in which they feel safe.
    8. Family Progress Notes are completed with teachers, home visitors, and family support staff to share information with each other, as appropriate and consistent with the requirements in part 1303 subpart C, of this chapter; FERPA; or IDEA, to ensure coordinated family engagement strategies with the participant and family in the classroom, home, and community.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.50
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   12/30/20 Revision Date:   1/21/21
Approved By Policy Council:     Revision Approved By Policy Council:    

Participant Status in ChildPlus

POLICY:

NOCAC Child Development will keep a participants enrollment status updated in the ChildPlus database system.

PROCEDURES:

ADD PARTICIPANT RECORD (In ChildPlus under the Enrollment Tab)

  1. Once an enrollment application has been verified by a trains NOCAC Staff person it must be determined if the newly added participant will be marked in ChildPlus as:
    1. New
      1. New status is usually used for children who are 2 years of age but will be 3 by their school districts Kindergarten cutoff date and their enrollment application is done at the beginning of the year but for the next program year.
      2. Any family that completes an online application will show up in ChildPlus as New.
    2. Accepted
      1. Accepted status is used when an enrollment slot has been guaranteed to a family/participant.
    3. Waitlisted
      1. Waitlisted status is used for any participant who is age eligible for the current program year regardless of their income status.
  2. Enrolling a participant in their program option
    1. Once a participant has received a service their status can be changed to Enrolled.
      1. Service received includes a home visit, virtual/phone visit and the first day a child physically attends their classroom.
      2. When a participant is Enrolled the following must be entered:
        1. First day of Enrolled status
        2. Entry Date
        3. Site
        4. Classroom
        5. Funding
  3. Transferring a child from one option to another
    1. When a participant needs to be in another option for whatever reason and a slot becomes available a Transfer needs to take place in ChildPlus.
      1. The information you need for a Transfer is what Site, Classroom and Funding you are transferring the participant to.
  4. When a participant needs to be withdrawn from the program it is considered a Drop in ChildPlus.  The information you need to Drop a participant is:
    1. Last day Enrolled
    2. Drop Reason (dropdown box)
    3. Whether or not the participant:
      1. Completed Program Term
      2. Completed Program
      3. Waitlist for Re-enrollment
  5. Mark a participant as Abandon when an enrollment application was completed and entered into ChildPlus however the family refuses enrollment or moves out of the service area before any services are received.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   12/28/20 Revision Date:    
Approved By Policy Council:     Revision Approved By Policy Council:    

Online Pre-Applications

POLICY:

NOCAC Child Development utilizes the online pre application process through the ChildPlus Database system to recruit age and income eligible families for the Early Heat Start and Head Start program.

PROCEDURES:

  1. Once a family completes the online pre-application an email should be generated to the Family Advocate through the ChildPlus database system.
    1. Contact is made with the family to screen the family to determine if they are age and income eligible for the program.
    2. If they are determined to be both income and age eligible an appointment to complete the application will be scheduled.
    3. If a family is not determined to be eligible for our program the Family Advocate will refer the family to our community partners such as Help Me Grow, Early Intervention or The Educational Service Center whichever is appropriate.
  2. Family Advocates run ChildPlus Report #2035 weekly to determine if there were any online pre-applications completed to ensure no online pre-applications are missed.
    1. Contact is made with the family to screen the family to determine if they are age and income eligible for the program.
    2. If they are determined to be both income and age eligible an appointment to complete the application will be scheduled.
    3. If a family is not determined to be eligible for our program the Family Advocate will refer the family to our community partners such as Help Me Grow, Early Intervention or The Educational Service Center whichever is appropriate.
  3. Once contact has been made with the family who completed the online pre-application the Family Advocate will change the Enrollment Application Status in ChildPlus to reflect the eligibility of that family.  The Application Status options are:
    1. Accepted into another program
    2. Attending school or preschool
    3. Complete, needs birth certificate
    4. Complete and verified
    5. Complete, needs income verification
    6. Complete, Needs Medical Information
    7. Complete, Shot Record incomplete
    8. Departed Area/Moved Away
    9. Inactive
    10. Incomplete
    11. Incomplete, Infor Not Returned
    12. New Online Application
    13. No Show At Registration or First Day
    14. Other – Specify in complete
    15. Over Income
    16. Preschool Funded Child
    17. Too old for Program
    18. Too young for Program
    19. Transportation Problem/Out of Area

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.12
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   12/28/20 Revision Date:    
Approved By Policy Council:     Revision Approved By Policy Council:    

Vision Screenings

POLICY:

NOCAC Child Development will obtain or perform evidence based vision screenings on each participant within 45 calendar days of entry into the program.

PROCEDURES:

  1. Designated staff will complete a vision screening on every participant annually per the Health Advisory Committee and Early and Periodic Screening, Diagnostic and Treatment (EPSDT).
  2. The evidence based vision screener is PlusOptix for participants 1 year and older, 18 Vision Development Screening (VDM) age birth to 12 months is used for participants up to 12 months of age.
  3. Designated staff will be trained annually on the use of the vision screeners.
  4. Parents will be informed of all screenings at the time of enrollment during the first home visit. Staff will assist the family in completing the Enrollment Consent Form.
  5. Vision screenings (within normal limits) obtained from the participant’s “qualifying” EPSDT Well Child exam will be entered into ChildPlus for tracking.  In order for a vision to “qualify” it must be done on July 1st or later.
    1. Screenings must be current for the existing program year.
  6. If a child wears glasses an ROI must be sent to verify that the child has a current prescription.
  7. EHS:  To determine if the baby has met all vision milestones, begin with Page 2 of the 18 Vision Development Milestones From Birth to Baby’s First Birthday regardless of baby’s age.  Do not skip to the chronological or corrected age of the baby that is being screened.  Pages 2-9 are sent to the Central Office to the Data System Specialist to be entered into ChildPlus.  Pages 10-14 remain in the child’s center file for Home Visitor reference.
  8. Passed Vision Screenings:
    1. The designated staff will notify the parent about the results using the Parent’s Notification of Screening Results – PNSR for HS participants or by providing a copy of the 18 Vision Development Milestones From Birth to Baby’s First Birthday for EHS participants.
  9. Failed Vision Screening:
    1. Parents are notified using the Parent’s Notification of Screening Results – PNSR with a NOCAC Head Start Vision Report form attached or 18 Vision Development Milestones From Birth to Baby’s First Birthday.
    2. Parents are advised by the Family Advocate and/or teacher/home visitor (HV) to take the participant to an optometrist.
      1. The Family Advocate (FA) and/or teacher/Home Visitor (HV) shall assist the family in finding an optometrist if necessary.
      2. FA, teacher, and HV will discuss all findings at regularly scheduled meetings to be recorded on the Family Progress Notes or entered into communication under corresponding health event.
    3. The FA and/or teacher/HV will follow up with the family as needed.
    4. All followup is tracked in ChildPlus.
    5. At any time during the year, a parent or teacher may request another screening.
  10. Documentation of all screenings is maintained in ChildPlus.  The white copy of the screening results is sent to the Central Office and will be entered by the Data System Specialist.  All screenings requiring followup are forwarded to the Health and Safety Manager.
    1. PlusOptix – PSNR copies must be sent to the Central Office upon completion.
    2. Pages 2-9 on 18 month must be sent to Central Office upon completion of each page every month.
  11. The Health and Safety Manager monitors the screening and follow-up data via ChildPlus to ensure screenings are completed prior to the 45 day requirement and timely followup is received by each participant.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   8/7/17 Revision Date:   12/14/20
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council:   1/6/20