2.3


Waitlist Management

The Head Start Program Performance Standards require each Head Start agency to maintain a list of applicants that ranks children according to the program’s selection criteria.

At Shasta Head Start, we maintain a waitlist of at least 50% of the funded number of slots available, who are eligible for Head Start. All families on the waitlist have been verified and are ready to be selected for enrollment. Waitlisted families are assigned points based on their eligibility. To review the point system, refer to Head Start and Early Head Start Eligibility Requirements.

Maintaining the Waitlist for the Current Year

Once the ERSEA team has verified a family’s eligibility for Head Start, they create a family record in ChildPlus, and an enrollment record for each child indicating the family’s requested site. They then assign the child’s enrollment record the status of “Waitlisted”, meaning they can now be selected for Head Start. Enrollment Coordinators notify families via text (TX083 or TXS083) through ChildPlus when the process is complete and the child or prenatal mother is placed on the waitlist.

ERSEA maintains two waitlists: one for the current program year, and one for the next program year starting in January. Children who are not selected from the waitlist during the current year are required to reverify eligibility before they can be included in the waitlist for the next year. Refer to the SOP Reverifying Returning Families for information on this process.

Note: Currently enrolled children requesting a mid-year transfer may also be waitlisted for another site. Refer to Making Family Changes Post-Enrollment for more information

Updating the Waitlist

Once a family is waitlisted, staff in the field can edit certain types of information in ChildPlus. Refer to the SOP Family Changes prior to Enrollment for guidance.

Family Contact while on the Waitlist

Contacting a Waitlisted Family

It is best practice for Family Workers/Home Visitors to contact each family on the waitlist periodically to confirm that they are still interested in the program, and to confirm that they are still on the waitlist. You must contact the family by telephone and email (EL1040: Update Waitlist – Unable to Contact). The email gives them 10 days to contact SHS. After calling and sending the email, make an eligibility note (e.g., Updating waitlist, left a voicemail, and sent the unable to contact email).

If there is no contact from the family, assume they are no longer interested in Head Start and change their status in ChildPlus to “Abandoned”.

Note: If a family chooses to drop from the waitlist, they can be put back on the waitlist for the current program year if they contact us.

Always update the eligibility notes in ChildPlus to record any contact with the family or the reason for a status change.

If any changes need to be made to the family record or child enrollment record, refer to the SOP Family Changes prior to Enrollment.

Responding when a Waitlisted Family Contacts You

  • Refer to the Waitlist and Selection Facts reference sheet, which explains what you can tell families when they call requesting information about their status on the waitlist
  • Ensure that you are only discussing a family’s waitlist status with the parent(s) or legal guardian(s) by asking the following questions:
    • What is the child’s name and date of birth?
      • If the child is not in ChildPlus, provide them with the ERSEA department’s information and/or transfer them to the ERSEA department
    • What is your name and date of birth?
      • If they are listed in the household as the parent or legal guardian, you may provide only the information that is on the Waitlist and Selection Facts reference sheet
      • Confirm their contact information to ensure we have their current information
      • If they are NOT listed in the household as the parent or legal guardian, DO NOT provide information.
        • Let the enquirer know that SHS can only provide information to a parent or legal guardian who placed the child on the waitlist

Other resources that might be able to help the family with preschool or child care are:

County Agency Contact
Shasta Early Childhood Services (ECS) (530) 225-2999
Siskiyou Siskiyou Child Care Council Referral Services (530) 938-2748
Trinity Human Response Network (530) 623-2024

 

If a family contacts you to notify you of a change, refer to the SOP Family Changes prior to Enrollment.

Setting up the Waitlist for the Next Program Year

In February, ERSEA sends a letter to all families on the waitlist to invite them to reverify their eligibility starting March 1st, so they can be included on the waitlist for the next program year. Starting in January, a new family that wants to be considered for the current program year receives an Eligibility form for this year, and another for the next program year, so they do not need to reverify.