5.5.12
Records Request and Enrollment Verification
Records Request
Families have the option to request copies of their child’s file, including sign-in and sign-out records, Enrollment Verification Letters, among other relevant information. No contact notes will be released; Shasta Head Start contact notes are not considered part of the child file. If an enrolled parent/guardian wishes to obtain these records, we ask the parent/guardian to complete the Release of Records Request form. This form will enable us to process their request efficiently and provide them with the requested documentation.
Once the Release of Records Request has been completed and families have received their requested documentation, the Family Services staff will scan the Release of Records Request form to the Family Services Department and file in the Parent Contact binder behind the contact records. The Family Services Department will attach the form in ChildPlus.
If a parent/guardian of a previously enrolled child (dropped child) requests records from their child’s file, they must subpoena the records.
Parents/Guardians may request verification of their child’s enrollment in the Shasta Head Start (SHS) program. SHS will provide a letter verifying enrollment and parent participation in the SHS program upon enrolled parent/guardian completing a Release of Records Request form. SHS will only disclose objective information and SHS representatives may not offer subjective opinions.
Enrollment Verification Letter
To request an Enrollment Verification Letter, complete the following steps:
- Parent/Guardian completes a Release of Records Request
- The Family Services staff will use the Sample Enrollment Verification Letter as a template to create the letter.
- Email the draft of the letter to the Family Services Manager for processing. Please allow up to one week for processing the letter.
- The following Information may be included in the Enrollment Verification Letter:
- Name of Child
- Child’s date of birth
- Date of original enrollment
- Current entry date
- School days attended of school days possible (See attendance module in ChildPlus)
- If parent/guardian attended socials, trainings, meetings, or volunteered in the classroom
- Copy of Admission Agreement outlining services provided by SHS
- Once the letter is ready, the Family Services Manager will email the letter back to the Family Services staff for distribution to the parent/guardian.
- The Family Services Department will attach the letter in ChildPlus.
- The Family Services staff will file a copy in the Parent Contact Binder behind the contact records.
- If an enrolled parent/guardian would like specific information regarding a child’s attendance, sign-in/out sheets or other records, they must indicate this on the Release of Records RequestForm.
RESOURCES
Release of Records Request Form
Release of Records Request Form – Spanish