4.1


Preparing Child Files

Intro to Child File

Child files (hanging binders) are divided into five component areas with a cover sheet for each area that acts as a table of contents.

  • Enrollment Section – Holds enrollment paperwork, Court/Custody documentation
  • Health Section – Holds Well Child Exam, Dental Exam, Hearing/Vision screeners and follow up health information
  • Education Section – Holds developmental screeners, child assessment and anything pertaining to the education of the enrolled child
  • Disabilities/Mental Health – Holds IEP/IFSP, CST’s, documentation regarding behavior
  • Family Services Section – Holds the Family Assessment, FPA Family Goals, Initial and Final Home Visit forms and contact records. FS Section is kept in the Parent Contact Binder (Family Workers) or Travel File (Home Visitors) until the child completes the program year.

Home-Base: In addition to the child file that will be stored at the center, home-based children will also need a travel file.  The travel file is used each week to organize and transport the weekly home visit record, child goals, family goals, family portrait, family service section and any resources or materials gathered for the family. (SOP – Travel File)

For home-based children the initial file and/or the returning child file will be completed or updated during the first 2 visits of the program year.  (SOP – Weekly Home Visits)

Child files are maintained throughout the year and kept in a locked file cabinet at the center. Hanging three ring binders are available at the center and should be reordered by staff if damaged.

FS Staff will receive the following at the beginning of each program year:

  • Shasta Head Start planner
  • Child File Dividers (Colored Flags to place on the component area cover sheets)
  • Sign here flags
  • Colored Dots to Label Spines of Child Files
    • Blue = Court docs, custody, restraining orders, foster care, guardianship, etc.
    • Red = Health related items (Cook’s Diet Order, allergies, health plan, etc)
    • Orange = IEP/IFSP, current/active Plans of Action