3.3


Addressing No Shows

Sometimes a family is selected and has accepted a slot in Head Start, but then fails to attend either the Enrollment Meeting or the first day of class/home visit. Use the procedures below to ensure the family is no longer interested in the opening before selecting another child from the waitlist.

State Classrooms: Returning State contracted children only

All selected Returning children (1000 points) with an active state contract are enrolled for the first day the state classroom starts. Track all No Shows based on the Attendance Policy and Procedures. Includes EHS to HS transitioning children. Run the 2125 using the State Program Year and Agency to see active contract children.

Non-State children

All other children are enrolled on their first day of attendance at the center or first home visit.

No-Shows to the Center Enrollment Meeting

Family Workers should give the family at least two chances to attend their enrollment meeting but keep in mind the 30-day timeframe in which to fill vacancies.

  • Call and text the family to try to reset the appointment
  • If you cannot reach the family by telephone and text, send the Unable to Contact email in ChildPlus (EL1039). The email gives them three business days to respond to the email
  • If the family has still not responded after sending the Unable to Contact email and your attempts to contact them during that time are unsuccessful, send ERSEA an updated Application for Services to re-waitlist the child

Example| English | Spanish

Note: If this is a returning family, not attending the new program year is considered a break in service. They must complete a new application and eligibility interview to be placed back on the waiting list.

In ChildPlus, enter an Eligibility Note detailing the steps you took to contact the family by telephone and in writing (e.g., Family no-showed to their center enrollment meeting. Left a voicemail, sent text, and Unable to Contact email on 2/19/25)

No Shows on the First Day of Class 

If the family has completed the Enrollment Meeting but fails to show up on the first day of class, they have five business days to attend class or make contact with SHS Staff. If the child has not attended class or made contact by the end of the five business days, the slot is now considered vacant.

At the beginning of the program year, exceptions may be considered for families after the first five business days have expired. Family Workers/Home Visitors must coordinate with their Site Supervisor and Area Manager to request an additional extension. The total extension should not exceed 30 days.

  • If a child is unexpectedly absent and the parent has not contacted the program within the first hour of start time, the Family Worker must try to contact the family by the end of the first day to ensure the safety and well-being of the child
  • In ChildPlus, document your attempts to contact the family and whether the child came to school using the Eligibility Notes. It is important to do this to show everything we did to serve and educate the family to ensure on-time and regular attendance. Refer to Attendance Policy & Procedures
  • Update the child’s enrollment status to “Abandoned” if the family does not wish to remain on the waitlist
  • If the family needs to be enrolled in an alternate program option, or the family would like to remain on the waitlist, send ERSEA an updated Application for Services to re-waitlist the child. Example| English | Spanish

Note: If this is a returning family, not attending the new program year is considered a break in service. They must complete a new application and eligibility interview to be placed back on the waiting list

  • Confirm all notes are in ChildPlus and then shred Enrollment Packet

No Shows to the First Home Visit – Home Base Program

If, on the day of the first scheduled home visit, the family does not attend:

  • Record the no-show on the home visit record and in ChildPlus. See First 11 Weekly Home Visit Records and Entering Home Visits in CP
  • Scan and attach home visit record in ChildPlus See Attaching HV Records into ChildPlus
  • Call, text, and leave a note at the home requesting the family to contact you to reschedule the appointment
  • If you cannot reach the family by telephone and text, send the Unable to Contact email in ChildPlus (EL1039). The email gives them three business days to respond to the email
  • If the family does not respond after sending the Unable to Contact email, and your attempts to contact them during that time are unsuccessful, send ERSEA an updated Application for Services to re-waitlist the child

Example| English | Spanish

Note: If this is a returning family, not attending the new program year is considered a break in service. They must complete a new application and eligibility interview to be placed back on the waiting list

  • Enter an Eligibility Note detailing the steps you took to contact the family by telephone and in writing (e.g., Family no-showed for their first home visit. Left a voicemail, sent text, and Unable to Contact Letter on 2/19/25)
  • Update the family’s enrollment status to “Abandoned” after 3 separate enrollment attempts
  • After ensuring you have attached the home visit record in ChildPlus (Attaching HV Records into ChildPlus) confirm all notes are in ChildPlus and then shred Enrollment Packet and the home visit record