5.1.1

Prior to Day 1

Health Screenings & Requirements

Before starting the program, all children must meet specific health requirements which are based on CCL requirement 101220.1

Immunization Requirements

• To attend a center program or socializations, children must be up-to-date on immunizations per current California State Immunization Requirements. Use this to determine if children are up to date with immunizations and when future immunizations will be due. If, at enrollment, the child does not meet immunization requirements, alert the parents and refer them to their health care provider or health department clinic. Use the Parents’ Guide to Immunizations English or Spanish to inform parents of the immunization requirements. The child may not attend center or socializations unless the requirements are met or are in the process of being met based on conditional admission. In limited circumstances, some children who have not received one or more required immunizations may attend child care or school while they catch up on these immunizations. See Conditional Admission Schedule for more information.
• If unmet requirements are found after the child is attending center or socializations, the parent must be notified either verbally or by using the Notice of Immunization Needed English or  Spanish. State regulations allow no more than 10 school days for the child to get the missing requirements after the parent has been notified. After 10 school days, the child must be excluded until he/she completes the requirement.
• Family Service Staff will enter all immunizations into Childplus, print and sign an Immunization Blue Card to keep in the health section of the child file.
• If a child is up-to-date, but not complete, at the time of enrollment (another dose is due at a later date) they may attend center or socializations until the next dose is due. To calculate when the next dose is due, Use the Conditional Admission Schedule Table.

• Calculate the latest due date by using the “Exclude if not given by” Column of the table. This is the date the child must get the needed immunization or be excluded.  Enter this date into ChildPlus for tracking (See Step.7 Entering Immunizations in ChildPlus).  30 days before the immunization is due, alert parents, to complete the requirement(s). Use the Notice of Immunization Needed letter and verbal reminders.  Document all parent contact in the ChildPlus Immunization Notes Section.  If the child does not get the required immunization they must be excluded until it is completed. Foster or homeless children (Mckinney-Vento) do NOT need to be excluded and may continue to attend, staff will document the non-exclusion in the Immunization notes section of ChildPlus.  Staff must still work with the parent/guardian to meet the immunization requirements.
• Contact Health Team for questions regarding Immunization Requirements

California Immunization Registry

• While it is the responsibility of the parent to provide proof of immunizations, Family Service staff will have access to the California Immunization Registry – School and Childcare Roster Lookup (SCRL) to quickly look up immunizations for children from California. Using the SCRL, staff will transcribe any immunizations from the blue card in the registry into the Immunizations section of Childplus and ensure they are up to date.
• For children not in the registry or that have a locked account in the registry, parents will need to provide proof of immunizations. The child’s medical providers may also be a good source for proof of immunization.
• Contact Health Services Manager for SCRL access. Do not try to register on your own.  After you have contacted the Health Services Manager for access, you will receive a registration email.

Exemptions to Immunization Requirements

• As of January 1, 2016, Personal Belief Exemptions are no longer accepted
• Medical exemptions can still be accepted if signed by a Medical Doctor (MD) or Doctor of Osteopathic Medicine (DO) only, and completed through the California Immunization Registry.
• Many children with exemptions have received some of their required vaccines. In addition to the vaccines for which an exemption is being requested, parents must provide Head Start a valid record of which of the immunizations required for child care their child has received. This will help Head Start attempt to prevent/limit exposure to unimmunized children in the event of a vaccine-preventable disease outbreak. Unimmunized children may be temporarily excluded from school or child care until the local health authorities are satisfied that the child is no longer at risk for developing or transmitting the disease.
• Children with IFSPs or IEPs need not be excluded from accessing any special education and related services required by his or her individualized education program.

Individualized Health Plan (IHP) and Special Dietary Needs

• Any children that require an IHP, with or without medication, or have a special dietary need that requires a Cook’s Diet Order will not be able to attend until all plans are completed and in place. See 5.3.27 Administering Medication and 5.3.11.1-Special Dietary Needs for more information on completing these processes.

Education Screenings & Requirements

Needs and Services Plan (EHS) – Community Care Licensing requires Needs and Services Plans to be completed for each infant and toddler prior to their first day in care to provide center-based staff with information regarding the infant’s or toddler’s individual routines and needs, such as feeding, diapering, and sleeping/napping. Information is used to provide continuity between home and center and to allow for the child’s transition to center to be as smooth as possible.

The Needs and Services Plan is completed by the child’s caregiver using an interview-style conversation with parents. The plan must be updated at least every three months or as pertinent changes occur. Needs and Services will be entered into ChildPlus by the Family Worker within three days of initial signing and updates. Upon completion, the confidential document is to be kept in the child’s file. A copy may be kept in the caregiver’s working binder.

Infant’s Needs and Services – Community Care Licensing requires the Individual Infant Sleeping Plan (LIC 9227) is completed prior to entry for every infant under the age of 12 months. The LIC 9227 is attached to the Infant Needs and Services | Spanish and will be completed at the same time as the Needs and Services Plan.

• Section A and B are completed by the caregiver interviewing the parent.
• Section C
  • If the child does not have the ability to roll from their stomach to their back and their back to their stomach, these sections will be left blank. Once the child is able to roll from their stomach to their back and their back to their stomach, the parent/guardian will fill out section C.
  • If the child has the ability to roll from their stomach to their back and their back to their stomach, the parent will fill out section C.
• Section D
  • Once the Primary Caregiver witnesses the child roll from their stomach to their back and their back to their stomach at center, they will fill out section D and have the parent/guardian sign by the end of the next business day.
• Section E
  • Medical exemptions shall include all requirements listed on the LIC 9227 and be reported to the Health Manager immediately.

For children in the infant class who are over 12 months at time of enrollment, staff will complete the Sleeping Routine section of the Infant Needs and Services plan instead of completing the LIC 9227.

The Infant Needs and Service training, including the LIC 9227, can be found in the Infant Sleep Requirements Training video. This training is required viewing for all center-based EHS Education Staff.

Toddler Needs and Services – Before a toddler turns 30 months old the parent must sign the 30-month Continuation of Service statement at the bottom of the Toddler Needs and Services plan for their child to continue enrollment in a toddler classroom. This can be completed in conjunction with the 30-month Individual Transition Plan.

Other Screenings & Requirements

• Notice of Enrolled Child with Special Needs – questions on the HDNA may lead to completion of this form for a child receiving services related to a disability. The child would have an IEP or IFSP. The Family worker or Home Visitor completes the form and scans to the Disabilities/Mental Health Department. A copy of the form is placed in the child’s file where the Teacher would be able to view. This may lead to classroom modifications if needed.
  • This form is designed to alert the Disabilities Department of the enrollment of a child with Special Needs.
  • Form is completed by the Family Worker or Home Visitor at or before Enrollment.
  • Form should be scanned to the Disabilities Department and the original is filed in the child’s file.
    • Important Note: Please scan the IEP/IFSP and any assessment reports along with the Notice of Enrolled Child with Special Needs (SOP 4.3).
  • This form prompts the Disabilities Department to begin tracking in ChildPlus. Parent Education/Advocacy Packets are provided to the Family Service Staff at the beginning of each program year. The information in the packet contains information regarding referral, evaluation and service timelines required under IDEA, steps for becoming a child’s advocate, as well as contact information for Rowell Family Empowerment. The Family Service staff must review/provide the information to the parent/guardian.
    • Staff should become familiar with its contents so that they may review the information with families/guardians ensuring that they have understanding of the referral process and their rights under IDEA.
    • Record the date the packet is provided to the family on the Disabilities Cover Sheet in the child’s file

• Court Documents, Custody Orders, Restraining Orders – These documents should be collected from the parent prior to day 1 so that they can be enforced upon start of the program (Day 1). If collected after Day 1, it will be enforced once provided to HS.

References

• Shots Required for Child Care/Preschool
• Notice of Immunization Needed Form – English / Spanish
• Parents Guide to Immunizations English / Spanish
• EHS Needs and Services Plan
  • Infant Needs and Services Plan – English | Spanish
  • Toddler Needs and Services Plan – English | Spanish 
• Required Forms Tracking Instrument – Formster | EHS | HS
• Notice of Enrolled Child with Special Needs | Spanish
• Links:
  • CCL 101220.1
  • Senate bill 277