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Recruitment at Community Events

Family Services staff are asked to attend various community events to connect with families that would benefit from Head Start. These opportunities arise either through invitations from event organizers or our own outreach efforts.  Below is an overview of the process for preparing, attending, and following up on community events.

All Community outreach and events are documented and updated in Recruitment SharePoint

 

Preparation for Community Events

Admin Office staff, Area Managers, or Family Service staff might register to attend a community event for recruitment purposes.

Note: The Area Manager must approve a Family Service staff member’s participation and registration.

Registration and Scheduling

  1. Complete the application as needed. If you need assistance, contact your Area Manager or Family Services Manager
  2. If you cannot work the event. Notify your immediate supervisor to find a replacement
  3. If there’s a fee to attend, notify the Family Services Manager so she/he can submit the payment request.
  4. Find out from the event organizer what is provided, and what you will need to bring with you. Request information on expected attendance and planned activities to determine the appropriate materials to bring
  5. Refer to this checklist of things you will need for community events.
    • Table and chairs
    • Tablecloth with Shasta Head Start logo
    • Pop-up display sign
    • Easy-up canopy (for outdoor events)
    • SHS swag and brochures/flyers

Requesting Recruitment Materials

  1. Contact the Family Services Coordinator to request materials for distribution at the event
  2. Review the materials in advance and request additional supplies if necessary
  3. Confirm our place with the event organizer a couple of days prior to the event for table or booth set-up

Attend the Community Event

  1. Arrive at the event early to set up the table or booth.
  2. Distribute brochures to event participants, and network with them to locate families that might benefit from Head Start.
  3. When you meet someone who is interested in receiving additional information about Shasta Head Start and the services provided or enrolling a child, complete the Short Sheet and offer the family ERSEA’s business card
  4. At the end of the event, pack up the materials and clean up your location before leaving. Check in with the event coordinator to let them know you have finished and are leaving. Thank the event coordinator for inviting Head Start to be involved (Do not pack up or leave the event early unless instructed to do so)

Follow up after the Event

  1. Gather the Short Sheets you completed at the event and scan them to ERSEA
  2. Contact ERSEA to ensure that they have received the scanned short sheets
  3. Shred short sheets after ERSEA confirms receipt
  4. ERSEA will enter the short sheets in the Recruitment and Referral module in ChildPlus and contact the family to schedule an eligibility interview
  5. Arrange to return the leftover recruitment materials to the Family Services Department