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

Enrollment for Emergency Homeless

POLICY:

Families who are currently faced with a homeless emergency in the NOCAC Child Development service area will be required to fill out three forms at the initial home visit in order to start receiving services.

PROCEDURES:

For families that are living in a homeless shelter or who have no shelter in the NOCAC Child Development service area are required to only fill out the following three forms at the initial teacher home visit:

  1. The following must be filled out in order for the child to begin classes;
    1. Child Enrollment and Health Information for Child Care (EHI)
      1. Along with providing any necessary paperwork for allergies
    2. NOCAC Head Start/Preschool Enrollment Consent
    3. Child and Adult Care Food Program (CACFP)
  2. The following must be filled out within 30 days:
    1. Health/Dental/Dietary History Form
  3. All other paperwork will be completed upon a permanent placement of the participant.
    1. All of the above forms will be updated at the time of permanent placement if applicable.
  4. If permanent placement for the participant is not completed within 30 days of the participants first day of class, the NOCAC Child Development Family Advocate will consult with the family’s case worker at the homeless shelter, as to what the family’s transition plan looks like.

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:   3/27/20 Revision Date:    
Approved By Policy Council:     Revision Approved By Policy Council:    

Early Head Start to Head Start Transition Plan

POLICY:

NOCAC staff will assist children and families with a smooth transition from a child’s current placement in the Early Head Start (EHS) program to Head Start (HS) or a preschool opportunity of the family’s choice if they are no longer eligible.  This transition should occur as soon as possible after the child’s third birthday and when appropriate for the transition to occur.

PROCEDURES:

Timing for transitions

  1. Once a child turns 2 years 6 months the home visitor will begin working with the family to complete the Early Head Start Transition Checklist.

The Family Advocate will collect the most recent income verification from the family to determine if the family will be income eligible for the NOCAC Head Start Program.

    1. a.  When a participant is determined income eligible the FA will then schedule a time to do the NOCAC Head Start application on or as close as possible after the participant’s third birthday.

 

Family collaborations

  1. EHS staff will assist families to implement strategies and activities to support successful transitions and encourage and assist parents with the EHS to HS transition if the family remains eligible for Head Start.
  2. If the family is no longer income eligible for Head Start, EHS staff will assist the family to find a public or private funded preschool.
  3. Strategies and activities will also promote the parent/guardians continued involvement in the education and development of their child.
  4. The month the child transitions, the home visitor will meet with the family to provide information on development and progress utilizing a TS GOLD report.  A copy will be given to the parent.

 

Early Head Start and Head Start collaboration

    1. EHS staff will encourage family participation in center programs such as Family Fun Nights or End of Year Picnics.
    2. EHS staff will assist families in setting up a time to go visit the preschool classroom and meet the staff of the preschool they will be transitioning to.
    3. If a family chooses Head Start Preschool (center based or home based) the child’s name will be placed on the waiting list if the program is fully enrolled.
      1. a. Children will continue to receive EHS home base services for up to 6 months.

 

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:   3/27/20 Revision Date:    
Approved By Policy Council:     Revision Approved By Policy Council:    

Weekly Meal Count and Attendance Form/Tracking

POLICY:

NOCAC Child Development tracks and records daily attendance and qualified meals and snacks for each participant by using the CACFP Meal Count/Weekly Attendance Form.

PROCEDURES:

  1. The CACFP Meal Count and the Weekly Attendance Form contains the following information:
    1. On left hand side of form:
      1. Each participant’s name in alphabetical order by last name (example: Last name, First name).
      2. Participants date of birth under their name.
    2. On top of form:
      1. Appropriate month and year (Ex: January 2019).
      2. Appropriate date next to each day of the week (Ex: Tuesday 1/05).
      3. Teacher and Teacher Assistant responsible for the classroom.
      4. NOCAC Child Development center, classroom, and class times.
  2. Recording of participant’s meal count and attendance:
    1. Upon the participant’s arrival, NOCAC staff will immediately record the exact time on the CACFP Meal Count/Weekly Attendance form using a black or blue ink pen only in the blank section to the left of the meal letters (B, L, PS).
    2. When a participant leaves for the day the exact time is recorded under the arrival time, by a member of the NOCAC staff using a black or blue ink pen.
    3. If a child is absent an “A” is put where the in and out times would normally go.  An absent code is put in the blank area directly under the meal letter(s) (B, L, PS) using red ink.
    4. If a participant is tardy, a “T” is put in the blank area directly under the meal(s) the participant missed using red ink.
    5. If a participant leaves early, put a “LE” in the blank area directly under the meal(s) the participant missed using red ink.
    6. Meal counts must be taken by NOCAC classroom staff at the time each meal/snack is served by circling the meal letter for each participant.
      1. B = Breakfast
      2. L = Lunch
      3. PS = PM Snack
    7. If a participant refuses to eat the meal that is offered it is still counted in the meal count.
    8. Only if a participant is not present at the time of the meal, is it not circled and counted.
    9. Count circles and record the number on the bottom of the form for each meal.
    10. Two NOCAC staff must initial each meal.  DO NOT initial without counting the circles.
    11. When class is delayed or cancelled, the reason is to be documented on the form.
    12. NOCAC classroom staff are responsible for:
      1. Keeping meal counts accurate to ensure proper reimbursement by CACFP
      2. And that ODJFS Daycare Licensing Rules are properly being followed.
  3. The completed Weekly Attendance and Meal Count Forms for all classrooms and Home Based Socialization are to be:
    1. Scanned and emailed to the Family and Community Engagement Assistant by Monday of the following week.
    2. Original forms go to the Center Cook to be turned in at the end of the month to the Health/Nutrition Assistant.
    3. A copy of attendance is kept at the center at all times.
    4. The CACFP Meal Count and Attendance is kept for a period of one year.
    5. NOCAC staff will not use white out for any reason on the NOCAC Weekly Classroom Attendance and Meal Count form.
  4. Failure to follow this guidance will result in coaching and/or discipline.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.16(a)
ODJFS Child Care Manual:     ODJFS 5101:2-12-18(E)
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   8/7/17 Revision Date:   12/30/19
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council:    

Weekly Meal Count and Attendance Form/Tracking

POLICY:

NOCAC Child Development tracks and records daily attendance and qualified meals and snacks for each participant by using the CACFP Meal Count/Weekly Attendance Form.

PROCEDURES:

  1. The CACFP Meal Count and the Weekly Attendance Form contains the following information:
    1. On left hand side of forms:
      1. Each participant’s name in alphabetical order by last name (example: Last name, First name).
      2. Participants date of birth under their name.
    2. On top of form:
      1. Appropriate month and year (Ex: January 2019).
      2. Appropriate date next to each day of the week (Ex: Tuesday 1/05).
      3. Teacher’s and Teacher Assistance responsible for that classroom.
      4. NOCAC Child Development center, classroom, and class times.
  2. Recording of participant’s meal count and attendance:
    1. Upon the participant’s arrival, NOCAC staff will immediately record the exact time on the CACFP Meal Count/Weekly Attendance form using a black or blue ink pen only in the blank section to the left of the meal letters (B, L, PS).
    2. When a participant leaves for the day the exact time is recorded under the arrival time, by a member of the NOCAC staff using a black or blue ink pen.
    3. If a child is absent an “A” is put where the in and out times would normally go.  An absent code is put in the blank area directly under the meal letter(s) (B, L, PS) using red ink.
    4. If a participant is tardy, a “T” is put in the blank area directly under the meal(s) the participant missed using red ink.
    5. If a participant leaves early put an “LE” in the blank area directly under the meal(s) the participant missed using red ink.
    6. Meal counts must be taken by NOCAC classroom staff at the time each meal/snack is served by circling the meal letter for each participant.
      1. B = Breakfast
      2. L = Lunch
      3. PS = PM Snack
    7. If a participant refuses to eat the meal that is offered it is still counted in the meal count.
    8. Only if a participant is not present at the time of the meal, is it not circled and counted.
    9. Count circles and record the number on the bottom of the form for each meal.
    10. Two NOCAC staff must initial each meal.  DO NOT initial without counting the circles.
    11. When class is delayed or cancelled, the reason is to be documented on the form.
    12. NOCAC classroom staff are responsible for:
      1. Keeping meal counts accurate to ensure proper reimbursement by CACFP
      2. And that ODJFS Daycare Licensing Rules are properly being followed.
  3. The completed Weekly Attendance and Meal Count Forms for all classrooms and Home Based Socialization are to be:
    1. Scanned and emailed to the Family and Community Engagement Assistant by Monday of the following week.
    2. Original forms go to the Center Cook to be turned in at the end of the month to the Health/Nutrition Assistant.
    3. A copy of attendance is kept at the center at all times.
    4. The CACFP Meal Count and Attendance is kept for a period of one year.
    5. NOCAC staff will not use white out for any reason on the NOCAC Weekly Classroom Attendance and Meal Count form.
  4. Failure to follow this guidance will result in coaching and/or discipline.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.16(a)
ODJFS Child Care Manual:     ODJFS 5101:2-12-18(E)
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   8/7/17 Revision Date:   12/30/19
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council:    

Transitions between programs

POLICY:

NOCAC Head Start staff will assist families and children who move out of the community in which they are currently served, including homeless families and foster children, and will undertake efforts to support effective transitions to other Head Start programs.

PROCEDURES:

  1. When a family transitions out of the community in which they are currently being served:
    1. The Enrollment Team will assess whether or not the family’s transition is still in the program’s service area
    2. If the family remains in the program’s service area, available enrollment opportunities will be determined.
      1. If there is an open enrollment opportunity the child will be transferred to the new option.
      2. If there are no open enrollment opportunities the child will be placed on the wait list until an opportunity is available in the current school year.
  2. If the family transitions out of the NOCAC Head Start service area, NOCAC Head Start staff will assist families to locate another early childhood program that meets their needs.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.72
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date: 8/7/17 Revision Date: 8/7/17
Approved By Policy Council: 8/7/17 Revision Approved By Policy Council: 8/7/17

Suspension & Expulsion

POLICY:

NOCAC Child Development does not suspend or expel a child due to behavior.

PROCEDURES:

Changes to a child’s schedule or option may only be temporary in nature.

  1. NOCAC Child Development may implement a temporary change in schedule or option as a last resort in extraordinary circumstances where there is a serious safety threat that cannot be reduced or eliminated by the provision of reasonable modifications.
  2. Before the program determines whether a change in schedule or option is necessary, NOCAC Child Development will engage:
    1. Collaborate with the parents
    2. Utilize the NOCAC Mental Health Behavioral Specialist
    3. With a mental health consultant
    4. Utilize appropriate community resources such as:
      1. Behavior coaches
      2. Psychologists
      3. Other appropriate specialists
      4. Other resources – as needed, to determine that no other reasonable option is appropriate.
  3. If a change in schedule or option is deemed necessary, NOCAC Child Development will help the participant return to full participation as quickly as possible while ensuring the participant’s safety by:
    1. Engaging with the parents and a mental health consultant.
    2. Continue to utilize appropriate community resources.
    3. Developing a written plan to document the action and supports needed.
    4. Providing services that could include home visits.
    5. Determine whether a referral to a local agency responsible for implementing IDEA is appropriate.

Prohibition on expulsion.

  1. NOCAC Child Development will not expel or unenroll a participant from NOCAC Child Development because of a participant’s behavior.
  2. When a participant exhibits persistent and serious challenging behaviors, NOCAC Child Development:
    1. The Teaching team, Family Advocate, Mental Health Specialist, along with the family will explore all possible steps to address the situation.
    2. Facilitating the participant’s safe participation in the program, such steps will include, at a minimum:
      1. Engaging with outside mental health resources if necessary.
    3. All correspondence will be documented in Child Plus.
  3. If the participant has an Individualized Family Service Plan (IFSP) or Individualized Education Program (IEP),
    1. NOCAC Child Development will consult with the agency responsible for the IFSP or IEP to ensure the participant receives the needed support services.
  4. If the participant does not have an IFSP or IEP, NOCAC Child Development with parental consent:
    1. Will collaborate with the local agency responsible for implementing IDEA or IEP to determine the participant’s eligibility for services.
  5. If, after NOCAC Child Development has explored all options and documented all steps taken NOCAC Child Development in consultation with the parents, the child’s teacher, the agency responsible for implementing IDEA or IEP (if applicable), and NOCAC Behavior Specialist, determines that the participant’s continued enrollment presents a continued serious safety threat to the participant or other participants and it is determined NOCAC Child Development is not the most appropriate placement for the child. The program must work with such entities to directly facilitate the transition of the participant to a more appropriate placement.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.17
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    2.2.0.8
Other Sources:    

 

Effective Date:   8/7/17 Revision Date:    
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council: