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

Home-Based Option

POLICY:

To deliver the full range of services, consistent with §1302.20 b, through visits with the child’s parents, primarily in the child’s home and through group socialization opportunities in a Head Start classroom, community facility, home, or on field trips.

PROCEDURES:

The home-based option will only be used to deliver services to a portion of the program’s enrolled children.

The program maintain will an average caseload of 10 to 12 families per Home Visitor with a maximum of 12 families for any individual Home Visitor.

The program will provide one home visit per week per family that lasts at least an hour and a half.

The program will provide a minimum of 32 visits per year per family.

The program will provide 16 group socialization activities distributed over the course of the program year.

The program will make up planned home visits or scheduled group socialization activities that were canceled.

The program will not replace home visits or scheduled group socialization activities for medical or social service appointments for the purposes of meeting the minimum requirements.

The areas for learning, playing, sleeping, toileting, preparing food, and eating in facilities used for group socializations in the home-based option meet the safety standards described as follows in §1302.47 1 ii through viii.

(ii) Clean and free from pests;
(iii) Free from pollutants, hazards and toxins that are accessible to children and could endanger children’s safety;
(iv) Designed to prevent child injury and free from hazards, including choking, strangulation, electrical, and drowning hazards, hazards posed by appliances and all other safety hazards;
(v) Well lit, including emergency lighting;
(vi)Equipped with safety supplies that are readily accessible to staff, including, at a minimum, fully-equipped and up-to-date first aid kits and appropriate fire safety supplies;
(vii) Free from firearms or other weapons that are accessible to children;
(viii) Designed to separate toileting and diapering areas from areas for preparing food, cooking, eating, or children’s activities.

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.22 and 1302.47
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    
Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals:    

Determining Program Structure

POLICY:

The program operates program options that meet the needs of children and families based on the community needs assessment. 

PROCEDURES:

Options

The program determines after review of the community assessment which options will better meet child and family needs.

Classes are determined when final enrollment is reached considering where the families are located within the service area.

The program offers, Full Day/Full Year center based, 3 ½ hour Half Day center based, and Home based options.

After determining the options a staff chart is developed that displays the county, center, option and staff needed to operate the options.  

The staffing chart is shared with the policy council and the NOCAC board annually for approval.

Comprehensive Services

All program options deliver the full range of services as described in subparts C, D, E, F, and

G of the Head Start Performance Standards.

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.20; Act 645 a 5 A-D
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    
Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals:    

Center-Based Option

POLICY:

To provide center-based options in accordance with the requirements.

PROCEDURES:

The center-based option delivers the full range of services. Education and child development services are delivered primarily in classroom setting.

Ratios and Group Size

Staff/child ratios and group size maximums are determined by the age of the majority of children and the needs of children present.

The program determines the age of the majority of the children in a class at the start of the year and adjusts this determination during the program year if needed.

The Step Up To Quality rating system (SUTQ) requirements are more stringent than the Teacher/Child ratio and group size specifications in the Head Start Program Performance Standards (HSPPS) requirements, the program meets the stricter requirements of 1/10.

The program maintains appropriate ratios during all hours of operation, except:

During nap time, one teaching staff member may be replaced by one staff member.

A class that serves a majority of children who are three years old has no more than 17 children with a teacher and teacher assistant.

A double session class that serves a majority of children who are three years old has no more than 15 children with a teacher and teacher assistant.

A class that serves a majority of children who are four and five years old has no more than 20 children with a teacher and teacher assistant.

A double session class that serves a majority of children who are four and five years old has no more than 17 children with a teacher and teacher assistant.

 

Table to §1302.21 Center-based group size
4 and 5 year olds

No more than 20 children enrolled in any class.

No more than 17 children enrolled in any double session class.

3 year olds

 

No more than 17 children enrolled in any class.

No more than 15 children enrolled in any double session class.

Under 3 years old

 

No more than 8 or 9 children enrolled in any class, depending on the number of teachers.

 

Service Duration

Half Day

The Head Start program is operating all of its half day center-based classrooms four days per week and 128 days per year.

Half day classes operate for a minimum of 3.5 hours per day.

The double session classes operate for a minimum of 3.5 hours per day.

The double session teacher is provided adequate break time during the course of the day.

Teachers and teacher assistants have time to prepare for each session together, to set up the classroom environment, and to give individual attention to children entering and leaving the center.

Full Day

The Head Start program operates full-day full-year center-based classrooms four days per week and 1,020 hours per year.

The Head Start program is considered to meet the requirements of 1,020 hours if the program schedule aligns with the annual hours required by the local education agency and such alignment is necessary to support partnerships for service delivery. (Leggett Street and St. Paul Lutheran {Napoleon}).

The program makes every effort to schedule makeup days using existing resources if days of planned class operations fall below 128.

The facilities used by the program are licensed by the Ohio Department of Jobs and Family Services (ODJFS) and meet the ODJFS licensing requirements.

The classrooms have at least 35 square feet of usable indoor space per child available for the care and use of children.

There is at least 75 square feet (per HSPPS) of usable outdoor play space per child.

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.21
ODJFS Child Care Manual:    51010:2-2-11
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    
Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals:    

 

Head Start Volunteers

POLICY:

NOCAC Head Start staff embraces the use of volunteers to the fullest extent possible.

 

PROCEDURES:

  1. NOCAC Head Start has an open door policy and allows Family and Community Volunteers on a regular basis.
  2. Family and Community Volunteers provide a wide range of services and support to NOCAC Head Start children and their families.
  3. NOCAC Head Start Staff will ensure that children are never left alone with a volunteer.
  4. Volunteers do not count in ratio.
  5. Parents/Guardians are informed of volunteer opportunities at the initial home visit. The teacher will review the Volunteer section of the Family Handbook.
  6. Background checks per EMPLOYMENT STATUS 3.02 and the BACKGROUND CHECKS 2.03 found in the NOCAC Personnel Policies & Procedures located at www.nocac.org must be passed before people can be a regular volunteer.
  7. When volunteer arrives:
    1. Welcome the volunteer
    2. Assure volunteer signs in on the Volunteer Sign In and Out Sheet InKind Form.
    3. Orient volunteer to the center/classroom, including
      1. Center/Classroom schedule/routine
      2. Emergency procedures
      3. Ways to be helpful in the classroom/center
  8. When volunteer leaves:
    1. Thank the volunteer for helping
    2. Ask when they plan to volunteer again
    3. Ask for feedback on the experience
  9. NOCAC Head Start volunteers can assist with:
    1. classroom activities
    2. transportation
    3. upkeep and renovation of centers
    4. kitchen/meal preparation duties
    5. field trips
    6. bilingual translation services
    7. other duties deemed necessary by NOCAC Staff
  10. NOCAC Head Start volunteers may choose to give a few hours of time or may volunteer on a regular basis every week.
  11. Volunteers shall sign in/out on the Volunteer Sign In and Out Sheet Inkind Form.
  12. A Volunteer Orientation must include, at a minimum, NOCAC goals and philosophy and on the ways they are implemented.
  13. Volunteers will not be assigned specific work duties or hours.
    1. If the volunteer is responsible for the care and supervision of children (example: Bus Monitor) they must be considered a “Child Care Staff Member” based on ODJFS 5101:2-12-01 Definitions.
      1. A “Child Care Staff Member” (CCSM) will have the following on file at the Center prior to the first day:
        1. A completed medical statement on file.
        2. A criminal records check (BCI & FBI)
        3. High school education verification

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.92(a)  1302.94
     
CACFP Regulation:    
Caring for Our Children:    
Other Sources:   5101:2-12-01
Effective Date:   8/7/17
Approved by Policy Council:   8/7/17

Standards of Conduct

POLICY:

All NOCAC Head Start staff, consultants, contractors and volunteers must abide by the program’s standards of conduct. 

PROCEDURES:

All NOCAC Head Start staff, All NOCAC Head Start staff, consultants, contractors, and volunteers must read and sign the NOCAC Head Start Standards of Conduct.

The program will ensure that all NOCAC Head Start staff, consultants, contractors, and volunteers abide by the program’s standards of conduct by using the following procedures:

NOCAC Head Start Staff:

  • The NOCAC Standards of Conduct will be reviewed with all staff annually at all staff orientation by the Head Start/ECE Director.
  • The Center Managers will review the Standards of Conduct with their staff who is not present at the all staff orientation and sending the signed original to the Executive Director to be tracked and filed in the staff person’s Personnel File.
  • After reviewing the Standards of Conduct with all staff it is signed by the staff person and the Head Start/ECE Director.
  • One copy of the signed Standards of Conduct remains with the staff person.
  • The original signed Standards of Conduct is tracked by the Executive Director and put into the staff person’s Personnel File.

Monitoring of NOCAC Head Start staff Standards of Conduct forms:

  • Within 2 weeks of the all staff orientation the Executive Director will email a list of staff that is missing signed Standards of Conducts to the Center Managers and the Head Start/ECE Director.
  • The Center Managers will send the original of the signed Standards of Conducts to the Executive Director to be tracked and filed in the staff person’s Personnel File.

New Employee:

  • The NOCAC Standards of Conduct will be reviewed with each new employee at new employee orientation by the Head Start/ECE Director and annually at the all staff orientation thereafter.
  • After reviewing the Standards of Conduct with the new employee it is signed by the new employee and the Head Start/ECE Director.
  • One copy of the signed Standards of Conduct remains with the staff person.
  • The original signed Standards of Conduct is tracked by the Executive Director and put into the staff person’s Personnel File.

Consultants, Contractors, and Volunteers:

  • Consultants, contractors and volunteers will sign a Standards of Conduct before their service begins.
  • The NOCAC Standards of Conduct will be reviewed with each Consultant, Contractor, or Volunteer by the management staff person responsible for the Consultant, Contractor, or Volunteer.
  • After reviewing the Standards of Conduct with the Consultant, Contractor, or Volunteer it is signed by the Consultant, Contractor, or Volunteer and the management staff person responsible for the Consultant, Contractor, or Volunteer.
  • One copy of the signed Standards of Conduct remains with the Consultant, Contractor, or Volunteer.
  • The original signed Standards of Conduct is kept in the Consultant, Contractor, or Volunteer’s file.
  • The original signed Standards of Conduct for all Consultants and Contractors is tracked by the Head Start/ECE Director and put into the Consultants or Contractors file.
  • The original signed Standards of Conduct for all Volunteers is tracked by the Center Manger and put into the Volunteer’s file.
  • The above process is repeated annually if the Consultant, Contractor, or Volunteer returns to the program.

All employees, Policy Council and Board members receive the Standards of Conduct Policy and sign acknowledgement and disclosure.

Violation of Standards of Conduct will result in:

For NOCAC Head Start staff, violation of any or all portions listed herein will result in disciplinary action, up to and including termination.

For volunteers, violation of any or all portions listed herein will result in the immediate termination of voluntary service.

For consultants, contractors, violation of any or all portions listed herein will result in the immediate termination of all contractual agreements.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.90 (c)
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    
Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals: