4.1.2


Closing Child Files

At the end of the program year or upon child transition midyear, FW/HV will complete the following:

  • Collect all required documentation from teachers and place in the child file:
    • Emergency Card / Permission to Share
    • Family Portrait
    • Individualized Transition Plan (ITP)
    • Ouch Reports
    • Parent Contact Sheets
    • Behavior Observation Reports
    • Teacher/Family Support Planning Sheet
  • Add the Family Services section to the file.
  • Add any confidential documents.
  • Add travel file contents (Home-Based only).
  • Return all medications to the family when possible (Center-Based only).
  • Create the ITP, provide it to teachers for completion, and enter it into ChildPlus (Family Services Module).
  • Complete the Notification of Family Transition (NOFT) for midyear transfers/drops only and scan to the Family Trans scan folder.
  • Close all family goals and update all required PIR fields (Application, Health, and Family Services).
  • Prepare a transition packet for children leaving SHS or transitioning to kindergarten.
    • When applicable, assist families in locating a Head Start program in their new area (see HeadStart.org).

ChildPlus Enrollment Status

Update the child’s enrollment status in ChildPlus per SOP 8.4.03 – Update a Child’s Enrollment Status:

  • Drop child midyear – FS Staff
  • Complete child at end of year – Data Systems Coordinator
  • Complete child transitioning from EHS to HS midyear – FS Staff
  • Complete prenatal participants – Home Visitors

Child File Packaging Requirements

  • Use 9×12 envelopes only with printed labels provided by Family Services.
  • Place the label in the top-left corner of the envelope.
  • Write the child’s full legal name on the envelope.
  • Ensure all information is entered into ChildPlus.
  • Do not combine multiple program years in one envelope.
    • If more than one envelope is needed for the same program year, label each envelope, number them (e.g., 1 of 2, 2 of 2, etc) and rubber-band them together.
  • Do not rubber-band different children’s files together.
  • Place the most recent program year envelope on top.

Child File Return and Transfer

Return or transfer files as follows:

  • Not returning to SHS: Coordinate with Family Services to return files to the Admin Office. See SOP Child File Check-In Process (4.1.3)
  • Transitioning within SHS: Send/deliver file to the receiving FW/HV.
  • Returning to same center or Home Visitor: Keep file onsite.

 

If a child is returning to the same center for the upcoming program year, refer to SOP 4.1.1 – Enrollment Packet for documents that may be carried forward. All remaining documents must be packaged and stored per this SOP.

Resources:

Individual Transition Plan (ITP)

Notification of Family Transition (NOFT)