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

Itinerant Teachers Working Outside of the Classroom with Head Start Children

POLICY:

Itinerant teachers that are working with children on an Individualized Education Program (IEP), can work with children outside of the classroom without a Head Start representative present. 

 

PROCEDURES:

  1. Head Start staff will verify with the Individual Education Program (IEP) document and the Itinerant teacher(s) that the IEP has properly been signed in section 14, by the parent. 
  2. In section 11, the Head Start will verify with the IEP document and the Itinerant teacher that the child will receive services outside of the classroom.
  3. When the Itinerant teacher comes to provide services for the child, the Itinerant teacher will sign the child out of the classroom on the child’s individual sign-in/out sheet. This represents that the child is no longer in the care of NOCAC Head Start, and under the care of the School District representative reflected on the child’s IEP.
  4. NOCAC staff will move the child’s clip to the “At Home” side of the clipboard and use the Active Supervision Process to communicate the change in number of children present. 
  5. When the Itinerant teacher returns the child back to the classroom, the Itinerant teacher will sign the child back into the classroom on the child’s individual sign-in/out sheet. This represents that the child is no longer in the care of the School District representative reflected on the child’s IEP and back into the care of NOCAC Head Start.
  6. NOCAC staff will move the child’s clip to “At School” side of the clipboard and use the Active Supervision Process to communicate the change in number of children present. 
  7. Sign-in/out sheets will be turned in for the individual child with the monthly attendance via CACFP paperwork and then given to the Disability Coordinator. 
  8. Individual sign-in/out sheets will be filed in the child’s disability folder at the Central Office. 

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:  

Background Check Process for Licensed, Certified, and Approved Child Care Applicants 

Child Care Staff Member, Substitute, Employee and Family Child Care Home Resident File Documentation Requirements 

CACFP Regulation:    
Caring for Our Children:    
Other Sources:   IEP Itinerant Teacher Sign-in/out Sheet 
Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals:    

Child Screenings Statement

POLICY:

NOCAC Head Start will conduct, within 45 calendar days of the child’s entry into the program, a developmental screening to identify concerns regarding a child’s developmental, behavioral, motor, language, social, cognitive and emotional skills.

 

PROCEDURES:

NOCAC Head Start Teachers/Appropriate Staff will:

  1. Use a research-based developmental standardized screening tool:
    1. ESI-R (Early Screening Inventory-Revised) is the screening tool used to screen developmental, motor, language, social, and cognitive skills. (refer to ESI-R Procedure)
  2. As a part of the screening process, additional information from family members will be obtained by:
    1. The DECA (Devereux Early Childhood Assessment) will be completed by the family at the first home visit.
    2. The ASQ3 will be completed by the family at the first home visit.

 

Hearing and Vision Screening

  1. Hearing Policy
  2. Vision Policy

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.33
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals:    

Hearing Screenings

POLICY:

NOCAC Head Start will obtain or perform evidence based hearing screenings on each child within 45 calendar days of the child’s entry into the program.

 

PROCEDURES:

  1. Designated staff will complete a hearing screening on every child annually per the Health Advisory Committee and Early and Periodic Screening, Diagnostic and Treatment (EPSDT).
  2. The evidence based hearing screener is the Madsen Alpha OAE screening.
  3. Designated NOCAC Head Start staff will be trained annually on the use of the hearing screener.
  4. Parents will be informed of all screenings at the time of enrollment during the first home visit. NOCAC staff will assist the family in completing the Enrollment Consent Form.
  5. Hearing screenings (within normal limits) obtained from the child’s Physical exam will be entered into ChildPlus for tracking.
  6. Passed Hearing:
    1. The designated Head Start Staff will notify the parent about the results using the Parent’s Notification of Screening Results – PNSR.
  7. Failed Hearing Screening:
    1. Parents are notified using the Parent’s Notification of Screening Results – PNSR.
    2. The child is re-screened within 3 weeks
    3. If the child fails the second screening, the parents are sent a second PNSR with a NOCAC Head Start Hearing Report Form attached.
      1. The Family Advocate and/or teacher will contact the parent and explain the screening results and the follow up procedures.
    4. The follow-up is tracked in ChildPlus.

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.42(b)(2)
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals:    

Vision Screenings

POLICY:

NOCAC Head Start will obtain or perform evidence based vision screenings on each child within 45 calendar days of the child’s entry into the program.

 

PROCEDURES:

  1. Designated staff will complete a vision screening on every child annually per the Health Advisory Committee and Early and Periodic Screening, Diagnostic and Treatment (EPSDT).
  2. The evidence based vision screener is PlusOptix.
  3. Designated NOCAC Head Start 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. NOCAC staff will assist the family in completing the Enrollment Consent Form.
  5. Vision screenings (within normal limits) obtained from the child’s Physical exam will be entered into ChildPlus for tracking.
  6. Passed Vision Screenings:
    1. The designated Head Start Staff will notify the parent about the results using the Parent’s Notification of Screening Results – PNSR.
  7. 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.
    2. Parents are advised by the Family Advocate and/or teacher to take their child to an optometrist.
      1. The Family Advocate and/or teacher shall assist the family in finding an optometrist if necessary.
    3. The Family Advocate and/or teacher will follow up with the family as needed
    4. All follow-up is tracked in ChildPlus.
    5. At any time during the year, a parent may request another screening.

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.42(b)(2)
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:   2.1.1.4
Other Sources:    

 

Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals:    

SSI Questionnaires

POLICY:

Head Start staff will comply with the Social Security Administration Request for Administration Information records form.

PROCEDURES:

Upon receipt of request: the Administrative Assistant will pull child’s file and forward to the Disabilities/Intervention Coordinator.

The Disabilities/Intervention Coordinator, after reviewing the documentation will:

  1. Answer the questionnaire when appropriate and/or
  2. Share with other appropriate Head Start staff members to complete the questionnaire, including but not limited to:
    1. Teaching Staff
    2. Site Managers
    3. Family Service Specialists
  3. Fax the completed questionnaires back to the appropriate SSI office named on the documents.
  4. Record is filed in child’s permanent record by following all HIPAA and FERPA rules

 

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:   https://www.cdc.gov/phlp/publications/topic/healthinformationprivacy.html 

 

Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals:    

Speech and Language Screeners

POLICY:

NOCAC Head Start will use one or more research-based standardized screening tool for any child that a staff member or parent suspects has a concern.

 

PROCEDURES:

  1. Contact the Disabilities/Intervention Coordinator  to request a speech/language screener.
  2. The Disabilities/Intervention Coordinator will:
    1. Conduct speech/language screenings
    2. Document results of all speech/language screenings in Child Plus, email teachers with results and share copies of screeners and, if requested, write a report for families with copies of all screeners used.

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.60; 1302.61
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Adopted with Board & Policy Council Approvals:    
Revised with Board & Policy Council Approvals: