3.1


Placing Returning Families (Rollover)

Once a family has been enrolled and attended Head Start or Early Head Start, they are prioritized to continue receiving services. Returning eligible families are placed first, before we open the selection process to the waitlist. All returning families are awarded 1000 priority points for continuity.

Note: In certain cases, returning families are required to undergo reverification of eligibility before they can be selected and placed. Refer to the SOP Reverifying Returning Families  (2.3.2) for information about this procedure.

We still prioritize these families over waitlisted new families; however, if the family does not send their supporting documentation in before reverification deadline, they may not be included in the first round of the selection process, and thus are at risk of not getting their first choice of location or class.

The process begins with the ERSEA Manager

  • ERSEA Manager identifies all families needing reverification
    • Families moving from EHS to HS
    • All third-year HS families
  • The ERSEA Manager will roll over the child records in ChildPlus from the current program year to the next program year at the beginning of January
    • All returning children should be rolled over or verified by the end of April to be included in the first round of selection
    • In ChildPlus, all enrollment records for returning children are given the Status “Accepted” and assigned returning points
    • Families who need reverification will only have an enrollment record created at the time their reverification is completed
  • Reverification communication is sent to families in mid-January
    • ERSEA Specialist emails families the Reverification Email and instructions for reverification (EL06 or EL06s)
    • ERSEA Specialist follows up with the Reverification Reminder Text (TX060 or TXS060) reminding families to reverify for the next program year
  • If a family requires reverification, refer to the SOP Reverifying Returning Families  (2.3.2) for information about this procedure
    • Family Workers/Home Visitors work with families to ensure they schedule an appointment with the ERSEA department for reverification
    • Outlying areas completing eligibility interviews and applications for their center must scan the completed application and eligibility documents to ERSEA for processing

Determining Family Location Preferences

  • In January, after winter break, Family Workers/Home Visitors will meet with enrolled families to determine their first and second choices for the following program year. They will use the Program Options chart to ensure families are eligible for their first and second choices before assigning them in ChildPlus
  • Family Workers/Home Visitors must document the family’s 1st/2nd choice on the Individual Transition Plan | Spanish
  • Family Workers/Home Visitors update the family’s choices in the Enrollment Module in ChildPlus. Enter Accepted to, 1st and 2nd choices, or declined services for each child.  Refer to SOP 8.4.08 for instructions on how to enter this information into ChildPlus.
    • When Family Workers/Home Visitors are working with families on their choices, they must communicate to over-income families that slots are reevaluated each year and their placement is not guaranteed
  • If a family declines services:
    • Family Workers/Home Visitors will send a follow-up text through ChildPlus and email to the family indicating their choice to decline and that they have 5 days to change their mind
      • Make the family aware that declining services constitutes a break in service, which means they will need to be reverified before they can be considered for any future placement in Head Start or State programs
      • Text Template (TX061 & TXS061): You have chosen to decline services with Shasta Head Start for the next year. Please contact us within 5 days if you have changed your mind
    • If, after five days, the family has not rescinded their declination, mark the child “Abandoned” in ChildPlus and select the appropriate abandonment reason
    • Always add an Eligibility Note in this situation (e.g., Family has declined services because they have found other care. Sent declination text on 2/19/25 with no response after five days. Abandoning enrollment record)
  • For changes to 1st and 2nd choices after the April 30th deadline for first-round selection, the sending Family Worker/Home Visitor will work with the family for placement into an available opening after first-round selection is complete
  • Area Managers will use the Selection Criteria for the New Program Year and 1st/2nd choice data provided by Acorn to make first-round selections
  • The Area Manager sends the approved list of placed children to ERSEA Manager by the end of May
  • The ERSEA Department will:
    • Mail acceptance letters to each family that has been placed
    • Notify each Center when the letters have been sent
  • Back at the Center, the Family Worker/Home Visitor starts the enrollment process no later than the beginning of June
  • When both the first and second choices are unavailable, the Family Worker/Home Visitor meets with the family again to find an acceptable placement for them
  • If no alternative can be found, the family can be placed on the waitlist for a specific location
    • Note: If, for some reason, a returning family does not start the next program year, their eligibility will need to be re-verified if they want to stay on the waitlist after the start of the new program year. (Eligibility is based in part on continuous receipt of services. Failure to return from summer break constitutes a Break In Service)
  • All returning eligible families should be placed by May 31st
  • Once the rollover process is finished, Family Workers and Home Visitors work with other staff at their center to fill the remaining open slots with families from the waitlist

Returning Families – Reverified as Over-Income

If families are determined to be over-income after completing the reverification process, the ERSEA department will notify the over-income family that they do not meet the income eligibility for our program (EL030).  They will remain on the waitlist, and a determination about their placement will be made as soon as possible, if selected. Family Workers/Home Visitors will contact families if they are selected for an open slot.

For families not selected for a slot, the ERSEA department will send them an email/text indicating they have not been selected, but they will remain on the waitlist for any potential future openings in the program year (TX062 or TXS062).

Family Workers/Home Visitors should refer over income families to alternative care.

Resources