2.3.1


Family Changes prior to Enrollment

Once a family is on the waitlist, staff members in the field can edit certain types of information themselves; however, ERSEA would become involved if a family change has implications for the family’s eligibility for Head Start.

Changing Contact Information

Staff in the field or in the Admin office can modify a family’s contact information. Staff in the field can only make the update if the family is waitlisted at their Center.

Update the family’s information in ChildPlus.

Processing a Change in Income

If a family experiences a change in income that affects their eligibility for Head Start (e.g., the family was over-income and is now receiving public assistance), refer the parent or legal guardian to the ERSEA department and email ERSEADept@shskids.org the CPID of the waitlisted child and relay pertinent information.

Emailing ERSEA ensures that an Enrollment Coordinator reaches out to the family to complete an eligibility appointment to update their change in circumstances.

Adding or Removing a Person from the Family

If a family experiences a change in family size, it could affect their eligibility for Head Start (e.g., birth of a baby, adoption, death of a family member, or a foster child is reunited with his/her biological parent), refer the parent or legal guardian to the ERSEA department and email ERSEADept@shskids.org the CPID of the waitlisted child and relay pertinent information.

Emailing ERSEA ensures that an Enrollment Coordinator reaches out to the family to complete an eligibility appointment to update their change in circumstances.

A Note about Family Changes for Enrolled Children

To accommodate the federal government’s Program Information Report (PIR) data requirements, when a child moves from one family to another or resides in two households, a child record is maintained under both family records. In this situation, the Family Worker/Home Visitor will:

  • Check to ensure that the “new” family, to which the child is moving, has a family record in ChildPlus. If so, add the child under the “new” family record. 

Note: If necessary, create a new family record for the “new” family.

  • Update the child application record under the “old” family record to the new address.
  • Complete Notification of Family Transition form and scan to the “Family Trans” folder. Formster | English

When a child’s eligibility was established while in foster care, and he/she is reunited with the biological family or guardian, he/she remains eligible for Head Start for the remainder of the current program year, regardless of the income of the family of origin.

Changing where the Family Wants to Be Waitlisted

When the family informs the Family Worker or Home Visitor, or the ERSEA department that they want to be waitlisted at a different location or for a different program option, the staff member initiates the procedure.

Use the current Program Options Reference Card to verify that the center they have selected is age-appropriate for their child and complete the following steps:

  • Complete the Application for Services (EL001)
    • On page 1, enter the current program year
    • Click “WL Family Site Change” and enter the center’s name (max two centers)
    • Enter the child’s first name, last name, and date of birth
    • Enter the parent, guardian, or foster parent’s first and last name

    • On page 2, enter the request made by the parent, guardian, or foster to update their location preferences
    • Enter the Family Worker or Home Visitor’s first and last name
    • Enter the date
    • Print and sign the Application for Services (EL001)

    • Scan both pages to ERSEA

Once ERSEA receives the completed Application for Services (EL001), an Enrollment Coordinator processes the paperwork in ChildPlus and attaches the document to the child’s participation record.

 

Removing a Family from the Waitlist

If a family contacts us to inform us they are no longer interested in remaining on the waitlist, staff at the Center can update their status in ChildPlus.

  1. Update the enrollment status in ChildPlus to “Abandoned.” 
  2. Be sure to update the Eligibility Notes in ChildPlus as well.