Skyline CAP Head Start Index of Policies and Procedures

Abuse/Neglect (Suspected Child) Policy 1

Accident/Incident Report (children and employees)Procedure 2

Allegations of Abuse or Neglect (Employee) Policy 3

Attendance, Absenteeism, Meal Counts Policy 4-5

Birthday Celebration Policy 6

Children in the Workplace Policy 7

Communication Policy and Procedure 8

Contact Notes Policy 9-10

Early Dismissal Plan 11

End of the Year Celebration Policy 12

Enrollment Selection Policy and Procedure 13-14

Enrollment Selection Process 15-16

Field Trip Policy and Procedure 17-18

Impasse Procedure 19

Injury (Accident/Incident) Prevention Plan 20

In-Kind Policy and Procedure 21-22

Medication Administration Policy and Procedure 23-24

Mental Health Issues (Suspected) Referral Policy 25

Mission, Philosophy and Vision Statements 26

Nutrition Policy 27-28

Parent Center Committee (PCC) Policy 29

Parent/Community Complaint Process 30

Policy Council and Parent Center Committee Fundraising Policy and Procedure 31

Policy Council Policy and Procedure 32

Program Information Report Policy 33

Recruitment Advertisements Policy 34

Recruitment Policy and Procedure 35

Signing Children In and Out Policy 36

Transition Policy and Procedure 37-38

1

SKYLINE CAP HEAD START Abuse/Neglect (Suspected Child)

Any employee of the Head Start program who has reason to believe that a child is being abused or neglected must report this information immediately to Child Protective Services at the local Department of Social Services. A written report must be turned in on the same day as the incident to the Head Start Director.

Failure to report any suspected abuse will be grounds for immediate dismissal. Furthermore, State Code imposes a fine of no more than $500 for the first offense of failure to report suspected abuse/neglect and between $100 and $1,000 for any subsequent offense. According to the CODE OF VIRGINIA 63.2-100 (effective October 1, 2002), the definition of abuse or neglect is as follows:

“Abused or neglected child” means any child less than eighteen years of age: 1. Whose parents or other person responsible for his care creates or inflicts, threatens to create or inflict, or allows to be created or inflicted upon such child a physical or mental injury by other than accidental means, or creates a substantial risk of death, disfigurement, or impairment of bodily or mental functions; 2. Whose parents or other person responsible for his care neglects or refuses to provide care necessary for his health. However, no child who in good faith is under treatment solely by spiritual means through prayer in accordance with the tenets and practices of a recognized church or religious denomination shall for that reason alone be considered to be an abused or neglected child; 3. Whose parents or other person responsible for his care abandons such child; 4. Whose parents or other person responsible for his care commits or allows to be committed any act of sexual exploitation or any sexual act upon a child in violation of the law; or 5. Who is without parental care or guardianship caused by the unreasonable absence or the mental or physical incapacity of the child's parent, guardian, legal custodian or other person standing in loco parentis. Required by Abuse/Neglect (Suspected Child) Performance Standard 1304.22(a)(5) Administration PC Approved: Revised 2/6/12

2

SKYLINE CAP HEAD START Accident/Incident Report (For Children and Employees) Procedure

Child Accident Report: An Accident/Incident Report must be filled out for a child who is injured or involved in an incident which could potentially jeopardize the health and safety of him/herself, other students, or staff, while under Skyline CAP Head Start care regardless of the severity. Accident/Incident Report must be filled out even if the child appears uninjured. The parent must be notified. All lines on the Accident/Incident Report must be completed. One copy must be sent home with the child on the day of the accident/incident. If the parent is at the center, he/she should sign the Accident/Incident Report at that time. If not, two staff members must sign the report. One copy must be sent to the health manager monthly. One copy must be kept in the classroom Accident/Incident Report file. Severe accidents/incidents must be reported to the health manager (or in her absence, another manager) immediately after taking care of the child, followed by faxing the report to the main office (540) 948-2264.

The teacher must use the Accident/Incident Report file to determine the Injury Prevention Plan. Employee Accident Report: When an employee is injured during Skyline CAP work hours, please follow the procedures outlined in the Skyline CAP Personnel Policies.

Accident/Incident Report Revised: 4/28/11 Required by Licensing and HS Performance Standards 1304.22(a)1304.22(a)(1)/1304.22(a)(4) PC Approved: 4/28/11

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SKYLINE CAP HEAD START Allegations of Abuse or Neglect (Head Start Employee) Policy

If an allegation of abuse or neglect is made towards any Head Start employee or classroom, this information must be reported immediately to the Head Start Director. The Head Start director will then:

1) Contact the person making the allegation and gather all relevant information;

2) When the Head Start center is located in a public school building, the school administrators will be notified;

3) Interview any staff members involved in the allegation and take any necessary actions to ensure the safety of the children; and

4) A joint decision will be made by the Head Start director or/and the school administrator

(if applicable) about whether Child Protective Services at the local Department of Social Services will be notified of the complaint.

All Head Start staff will be expected to cooperate fully with any investigation conducted by Child Protective Services. Abuse Allegations Created: 4/28/11 PC Approved: 4/28/11

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SKYLINE CAP HEAD START Attendance, Absenteeism, Meal Counts Policy

Attendance: Daily attendance must be documented everyday and is an essential part of generating program reports and for billing the USDA Child and Adult Care Food Program (CACFP) for meal services. Teachers maintain the daily Sign-In/Out Attendance Form (Education Form, Revised 03/15/11) and enter this data into ChildPlus at the end of each school day, posting the actual arrival and departure times for each child. Children are counted present if they are receiving offsite services required by Head Start (i.e.: physicals, dental examinations and treatment, immunizations, IEP services). Absenteeism: Excused absences include the following: 1) child is hospitalized 2) child is absent due to a serious illness or injury 3) death in the family 4) child cannot attend class because he or she has to receive medical treatment or therapy at the time when class is being held 5) child’s attendance is affected by temporary family situations 6) child normally rides the bus and the bus is not running Tracking absenteeism: - Teachers: 1) Each day that the child is absent, contact parent/guardian or emergency contact 2) Denote reason for absence in ChildPlus 3) Notify family service worker (FSW) if unable to reach parent/guardian or emergency contact. 4) No special action is required if absences are the results of illness or if there are well- documented absences for other reasons. - FSW: 1) If teacher is unable to reach parent/guardian or emergency contact, FSW must follow up with family and document any information obtained in ChildPlus. 2) Review attendance and absences in ChildPlus daily. 3) Contact teacher if attendance information is missing in ChildPlus. 4) Required to stay in contact with families to offer assistance if the child is out for an excused extended period of time. - Teacher and FSW: 1) Children with 4 or more consecutive unexcused absences, teacher and FSW work together to initiate appropriate family support activities. 2) Procedures must emphasize the benefits of regular attendance while remaining sensitive to any special family circumstances influencing attendance patterns.

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3) All contacts with the child’s family must be documented in ChildPlus. 4) Special family support activities provided by the staff are documented in ChildPlus. Chronic Absenteeism -Director and Family Community Partnership Manager: In circumstances where chronic absenteeism persists and it does not seem feasible to include the child in the program, the child’s slot must be considered an enrollment vacancy. This can only be determined after the teacher and FSW have exhausted all efforts to include the child in the program. After this information is documented, the director and family community partnership manager will decide whether to take a child out of the program. Meal Counts: Meal counts are taken at the point-of-service and are tracked on the Daily Meal Count sheet (Health Form). Meal counts are also tallied in ChildPlus when entering attendance information from the Sign in/out Attendance sheets each day. Meal exceptions are denoted in the attendance notes per child. Daily Meal Count Forms and ChildPlus attendance records should match at month’s end and a copy of the Daily Meal Count form is forwarded to the health manager with the monthly reports. Attendance/Absenteeism/Meal Counts Revised: 4/19/11 Required By: HS Performance Standards 1304.22 (b)(1), 1305.8 PC Approved: 4/28/11

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SKYLINE CAP HEAD START Birthday Celebration Policy

Skyline CAP Head promotes an environment that reflects an intent to respect and recognize the differing beliefs and cultures of families in all Head Start classrooms. Information is specifically solicited about individual differences among families. It is acknowledged that some children do not celebrate holidays, including birthdays. The following policy is followed:

1) One day a month is set aside for all children with birthdays during the month.

a) this day is put on the monthly calendar;

b) emphasis on this day is focused on a fun and exciting activity, rather than food;

c) parents are welcome and are invited to participate in their child’s special day (visit, read a special story, help with a special activity);

d) children with summer birthdays are recognized at a monthly celebration during the school year;

2) Staff shall not solicit food request from parents. However, if a parent ask to bring a food item, the program Nutrition Policy will be adhered to:

a) provisions will be made for children with special dietary needs.

b) no food will be cooked in the classroom.

c) outside food items will be allowed in the classroom only if a parent request doing so.

e) outside food items will be store-brought and served only if in an unopened package.

f) parents are encouraged to bring nutritious treats which limits fat, sugar, and salt

g) suggestions for non-sweet treats are encouraged, such as fruits and vegetables.

3) Parents are not to bring presents to the classroom.

4) No invitations for private birthday parties will be passed out during the school day or on Head Start time.

Birthday Celebrations Revised: 04/21/11 Required By: HS Performance Standards 1304.23 (b) (1, 2) HAC Approved: 12/2/10 PC Approved: 4/28/11

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SKYLINE CAP HEAD START Children in the Workplace Policy

In an effort to provide professional services to children and families participating in the program, while remaining flexible and family-centered, the following policy was presented and approved by the Skyline CAP Head Start Policy Council at the November 23, 1996 meeting: Paid staff: All permanent employees (or their substitute) are expected to have childcare arrangements for their children and may not bring their children with them to work. If an emergency situation arises, managers have the discretion to approve an exception to this policy. Any exceptions however, must be approved in advance by an employee’s manager. Volunteers: Head Start parents are encouraged to volunteer in the classroom as well as in other component areas of the program. Parent volunteers are subject to the same policy as paid staff, (that is, they may not bring their non-Head Start children with them to volunteer). Childcare arrangements may be a service provided to the parent volunteer by the program through their family service worker. Community volunteers must provide their own childcare. Children in the Workplace PC Approved: 04/28/11 Revised: 4/28/11

8

SKYLINE CAP HEAD START Communication Policy and Procedure

Communication between the Head Start families, teachers, family service workers, bus drivers, and bus aides and other staff is very important to insure continuity in the services provided. When talking with or about families, a family contact note is necessary. It would include issues of importance and could include information provided by other staff when addressing a question the parent may have about the program or their child. All staff are required to write contact notes. Successful and effective communicate with parents as well as the staff are as follows:

1. Home visits 2. Center visits 3. At the bus stops 4. In person away from home or center 5. Parent Center Committees/Policy Council 6. PCC newsletters, classroom newsletters, public school newsletters 7. Skyline CAP Head Start newsletter, health and nutrition newsletter 8. Telephone, letters, e-mail, fax 9. Notes in the Head Start child’s backpack* 10. Teacher and aide planning, daily 11. Manager meetings, twice a month 12. Family service worker meetings, monthly 13. Teacher meetings, monthly 14. Bus drivers/bus aides meetings, twice a year 15. Health/Disabilities Advisory Meetings, twice a year 16. Education Advisory Meetings, twice a year 17. Skyline CAP, Inc. Board of Directors Meeting, monthly 18. Skyline CAP, Inc. staff meetings, monthly 19. Center Team Meetings, twice a month 20. In-Service/orientation, twice a year 21. Meetings with the public schools to coordinate services and transition 22. Program review (self assessment), yearly

*Skyline CAP Head Start provides a notebook that is kept in each child’s back pack. This will allow parents to write notes to the teacher and the teacher will be able to respond to any questions or concerns. If needed, the teacher will make a photocopy of the note so they can keep a copy of their responses to the parents. The spiral notebook will remain in the child’s backpack the entire year to be used for the purpose of written communication. Parents are encouraged to also use the notebook to communicate their ideas on classroom activities, parent meetings, etc. Communication Revised: 9/11/07 Required By: HS Performance Standards 1304.40(a)(4)&(5)-1304.40(h); 304.41(b)-1304.50 -1304.51(b)(c)(d)(e)(f)(I) PC Approved: 4/28/11

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SKYLINE CAP HEAD START Contact Notes/Family Policy

A contact note is for the purpose of documenting all important information. All staff must document all important conversations with and about the Head Start families. . Teaching staff, support aides, family service workers, and management staff are expected to put their contact notes into the ChildPlus database. Teachers and assistant teachers are required to record contact notes written by bus staff. There are many different areas where contact notes may go but for consistency the list follows as to who and where contact notes are expected to be placed.

1. Enrollment or eligibility notes – family service workers select the Head Start child, select enrollment, there is a place for enrollment and eligibility notes

2. Family Services – if there is an event the family service worker can put notes with the event. If there isn’t an event then family service notes go under the family services information tab. This section is used only by the family service workers.

3. Health Services – family service workers/management staff contact notes related to the child’s health must go in this section under the child’s name. If an event is chosen the contact notes must be added there. If there isn’t an event then heath notes are recorded under the health information tab.

4. Immunizations - family service workers/management staff contact notes related to the child’s immunizations go in this section, make sure you select the child.

5. Disability – family service workers/management staff contact notes related to concerns, diagnosis, and IEP must be recorded in this section under the appropriate tab.

6. Mental Health – family service workers/management staff contact notes related to mental health issues are recorded in this section under the appropriate tab, transactions or observations.

7. Transportation – teachers and teacher assistants must record all of the bus staff’s contact notes in this section. (The bus staff will have hand written contact notes that they will give to the teaching staff.)

8. Education – teachers, teacher assistants, support aides and education manager will use this section to record all of their contact notes.

9. Attendance - teachers and teacher assistants must document absenteeism in the attendance note section when attendance is completed.

Before adding a contact note you must click on the clock, this will put the date, time and who is making the contact note. When teaching staff put contact notes in for the bus staff they must write who gave them the contact and then write the information. All contact notes should be a brief summary of what was discussed. Always include the important information. You would not say “Johnny’s father brought him to school today”. That could be important if when Johnny’s father brought him to school he told you that they would be moving to New York on Sunday. This you would document.

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Never include the names of other children or families in the contact note when discussing a particular family. For example if a child hit little Johnny and you were writing the contact note you would say “another child” hit Johnny and “his mother” was also notified. Contact notes must be kept when speaking to other agencies about the family. For example you called the health department to check for a copy of an up to date becaus immunization. Document who you spoke with and the result of the conversation. Contact notes must be kept when speaking to other Head Start staff. For example the family service worker calls the disability manager to let her know about a child study or inquired about an IEP. It is important that bus drivers or bus aides document important information from the families. For example mom tells the bus staff this will be Johnny’s last date because his family is moving. Ask where they will be moving. Document the date, who you spoke with and the result of the conversation. The aide will have a notebook that will remain on the bus to document important contact information. The bus aide will give the teacher or teacher assistant a copy of the contact leaving the notebook intact. The teacher or teacher assistant would be responsible for putting the contact information into the transportation section of ChildPlus. Write your contact notes so someone who is not familiar with the family but has a need to know, could read the notes and understand what is going on with the child and the family. Remember that this is professional documentation and as such is a reflection of your professionalism and the Head Start program in general. Other professionals can and might read these notes in the future. Please keep this in mind when you are writing. Contact Notes/Family Revised: 11/3/10 feb Required by: HS Performance Standards 1304.51(b) 1304.51(c)(1) 1304.51(e) 1304.51(g) PC Approved: 4/28/11

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SKYLINE CAP HEAD START Early Dismissal Plan

Early Dismissal If the local public school has decided to close because of severe weather or any emergency situation the following procedure will be followed:

1. The teacher and family service worker will work together to call all parents to make sure there is an authorized adult to meet or pick up the child.

2. The teacher and family service worker will work together to call the bus driver

and bus aide to get the bus ready for an early run. (This applies to buses that are staffed by Skyline CAP Head Start bus drivers).

If there are too many parents to try to call, the family service worker can request assistance from the main office, bus personnel, nutrition aides, and any unoccupied teaching staff.

Early Dismissal Plan Revised: 4/28/11 Required By: HS Performance Standards 1304.22(a)(3) PC Approved: 4/28/11

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SKYLINE CAP HEAD START End of the Year Celebration Policy

The “Year End” celebration is designed to be family oriented to include not only the parents/guardians but also brothers, sisters, and grandparents. It would also be appropriate to invite any public school staff that work with our Head Start children. The celebration must be developmentally appropriate for three and four year old children:

1) No caps and gowns; 2) Keep it simple; 3) Children this age need room to play; they are not yet able to stand in line for a

“graduation;” and 4) Keep in mind their limited attention span.

The Parent Center Committee will decide on the place, time, and activities with suggestions from the staff. The celebration will never be near a body of water such as a pond, lake, river, or swimming pool.

Suggested activities might include:

1) Trip to a park for lunch or supper* 2) Special activities at school and lunch 3) Trip to a playground and lunch

*Items can be donated by local merchants for lunch or supper. All children will receive a Head Start certificate for either one or two years in Head Start. Volunteers will receive certificates for their dedication to the Head Start program for the school year. If a classroom wants to deviate from this plan, a written proposal must be submitted to the Head Start director and the education manager for consideration. The proposal must be presented at least one month prior to the celebration. End of the Year Celebration Revised: 4/28/11 PC Approved: 4/28/11

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SKYLINE CAP HEAD START Enrollment Selection Policy and Procedure

1. All funded slots will be filled from the application list according to the current federal

regulation guidelines (no more than 35% from 101 to 130% poverty level, no less than 10% disabled students and no greater than 10% of students from over-income families). Children over income with a disability will be considered high need.

2. Any three (3) year old currently enrolled in the Head Start program will be eligible for

Head Start the following year, unless there are compelling reasons for the child not to remain in the program. Verifying income is not necessary for a second year student.

3. An additional year in Head Start may be an appropriate placement for a kindergarten-eligible child with a disability if this decision is supported by the parent and the IEP team. Letters are required requesting an extra year from the LEA and parent. Head Start will not encourage routinely delaying kindergarten enrollment for children with disabilities. There must be a clear rationale offered for the placement in terms of benefits to the child's development.

4. All students on the waiting list will continue to have an active application status until age

or other factor ends their period of eligibility. 5. Any parent or professional may present “an over-riding need” case on a child’s

application to the family community partnership manager, director, Enrollment Committee and/or Policy Council to gain a priority for a vacancy.

6. Each Year the Enrollment Selection Process form and policy will be updated and

approved by the Policy Council. The updated format will be used to determine eligibility for Head Start.

7. The Enrollment Selection Committee consists of the family community partnership

manager and the family service worker and could include the director or executive director, and could also include the health manager and the education manager or the transportation manager. This Committee will meet at the earliest convenience beginning in March. The family community partnership manager will make recommendations to be considered and acted on by the Enrollment Committee. The recommendations for enrollment made by this Committee do not require Policy Council approval. The Committee will also convene each time there is a vacancy to be filled in the program.

8. Four year old income eligible children and the neediest of the needy will be considered

first. The neediest of the needy would be homeless children, foster children and families receiving SSI and families on TANF.

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They are automatically accepted and would be considered first for placement in the

classroom. Other enrollment criteria are listed on the enrollment selection process form and will be considered when ranking children for placement.

9. If there are no eligible children on the waiting list a vacancy may be filled with children who are three years of age but were younger than three on September 30th of the program year, and, therefore, not considered for enrollment at the beginning of the program year.

10. Any withdrawals will be replaced from the existing list within thirty (30) days as per

federal regulations. Our funded enrollment of 198 children will be maintained at all times. If a vacancy occurs more than 60 days before the end of the program year, Skyline CAP Head Start is mandated to fill the vacancy.

11. The waiting list will be prioritized so that families with most outstanding unmet needs

will be higher on the waiting list. Selection is not first come first serve. Additionally, vacancies may be filled by children, regardless of their position, on the waiting list due to classroom composition and transportation availability.

12. Applications for children considered over income, to include the 101-130% will be

placed on a waiting list. Selection of over income children is conducted on a case-by-case basis. They would be considered for placement in the classroom if there are no other income eligible children. Four year old children would be considered first and the neediest of the needy would be established prior to placement.

13. All children will be assigned to program options that meet the needs of their family. Enrollement Seleciton Policy and Procedure Revised: 1/12/11 Required By: HS Performance Standards 1304.50d/1305.4/1305.6/1305.7 & HS Act Section 645 BOD and PC Approved: 1/20/11

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SKYLINE CAP HEAD START Enrollment Selection Process

Public Assist __ Homeless __ Foster Care__Income 100% and below ___ 101%-130% __Over Income__ The Enrollment Selection Committee consists of the family community partnership manager and the family service worker and could include the director or executive director, and could also include the health and education/disability managers or the transportation manager.

This Committee will meet at the earliest convenience beginning in March. The family community partnership manager will make recommendations to be considered and acted on by the Enrollment Committee. The recommendations for enrollment made by this Committee do not require Policy Council approval. The Committee will also convene each time there is a vacancy to be filled in the program. If a vacancy occurs more than 60 days before the end of the program year, Head Start is mandated to fill the vacancy. Selection of over income children is conducted on a case-by-case basis. Additionally, vacancies may be filled by children, regardless of their position, on the waiting list due to classroom composition and transportation availability. Determination Date __________ Enrollment Year ____________ DOB ___/____/____ Diagnosed Disability __________________________ Age _______ Foster Child _______ (10%Mandated) 1305-6(c) 1305.4(c) Returning Student (Automatically Eligible) – circle one: Yes No 1. Family Application #______: This is an arbitrary number assigned to application as they arrive They arrive. Information will be used as an identifier only. 2. ___Accepted for Head Start ___Class full waiting list ___Over income waiting list ___Rejected (why?)_____________________________________________________________ (This will be completed at the end of the enrollment process and identify the child’s status for the

Fall classes.) Initials of those on committee:_________________________________________ 3. # in family_____ Family Income_________________ Income eligible 100% & below___________ Federal Poverty Income 100%____________________ - ____________________ 4. Income Qualification 1305.6(b) (choose only one) *SSI – Any Head Start Household Member 50 *TANF – Head Start Act 645.(B)(iii)(II) 50 *Foster Care 50 Income Meets 100% or below Guideline – HS Act 645.(B)(i) 40 Income Meets 101% to 130 Guideline - HS Act 45.(B)(iii)(I) 10 *SSI, TANF, and Foster Care children automatically qualify as low-income applicants and are eligible for the program (1305.2-L). Homelessness automatically qualifies for the program (improving Head Start for School Rediness Act 2007).

Income _____ Date(s) letter(s) sent:__________________________________ Disability _____ _____ Accepted _____ Over Income

Age _____ _____ Class full waiting list _____ Too young/old *Stress _____ _____ _____ More info. needed _____ Income Ver. ___other

2nd Year Student _____ Total_____ _____ In ChildPlus _____ In Shen. Database

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Date of Verification: ______________________ I certify that the information on eligibility is accurate to the best of my knowledge. In a case of homelessness I further certifying that I have made a reasonable effort to confirm that the family is homeless. Verified by: _____________________________ Type of Documents: ______________________ ________________________________________

Income Eligible 100% & below Yes No Income Eligible 101% - 130% Yes No Total Annual Income __________

Ways to Determine Income Eligibility 1. Number of hours per week x the hourly pay rate = Weekly pay 2. Weekly pay x 52 = Annual Salary 3. Monthly rate x 12 = Annual Salary

Enrollment Ranking Available Points Criteria Actual Points 10, 40 or 50 Income Qualification (from front) 100 Disability with IEP 1305.6(c) 50 Age 4 by September 30th of Enrollment Year- 1305.4(a) 10 Age 3 by September 30th of Enrollment Year- 1305.4(a) 5 Medicaid/Food Stamps in Household 10 Poor health of custodial parent/guardian 5 Teen parent (under 21) 5 3 or more children 0-5 in the home 10 1305.6(b) Child has been Abused/Child Protective Service involved 5 Both Parents Unemployed 10 Single Parent 15 Parental Loss by Death 5 Incarcerated Parent 5 Prior Head Start Family (sibling) 5 Substance abuse/Addiction or domestic violence 5 Recent Immigrant/Refugee 5 Unstable housing/homeless with a roof 5 Overcrowded housing 5 Outside Agency Referral (Who?_____________________) 7 Child being raised by a relative (_______________________) 1000 2nd Year Student 5-10 Other __________________________________________ TOTAL POINTS

Completed by:____________________________________________ Date_________________ Enrollment Selection Process Revised: 3/19/11 Required By: HS Performance Standards 1305.4(4) and HS Act 645) Approved: 3/28/11 PC Approved: 03/25/11

1. Salary/Wages-Him Salary/Wages-Her 2. TANF 3. Social Security 4. SSI/SSDI 5. Veteran’s Benefits 6. Unemployment 7. Worker’s Comp 8. Child Support 9. Foster Care 10. Other

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SKYLINE CAP HEAD START Field Trip Policy and Procedure

Each center must plan field trips for their children during the year. Field trips are planned and finalized with the bus driver. Classrooms that use the same bus will coordinate their field trips with one another so two classes are not planning to use the bus the same day. Preparation for Field Trip: • Submit a field trip request to the education manager by way of the manager attending the

Center Team Meeting or by fax. If the request can not be submitted on the day of the Center Team Meeting, the reason must be documented on the Center Team Meeting Agenda form.

• Always notify parents of the trip and get their written permission. If written permission is

not received two days before the field trip, contact the parent and let them know that the child must stay home the day of the field trip if permission is not received the following day. If permission is not received the day before the trip, inform the bus driver that the child is not to be picked up the following day.

• The day before the field trip, the teacher is to give the bus driver a list of children that do not

have permission to go on the field trip. The bus driver will not pick those children up the day of the field trip.

• Plan for your trip to be early in the week, but not for the first day back after a weekend or

holiday. Allow 1-2 days for follow up activities without a weekend break. • Visit the field trip location yourself before the trip so there are no surprises. If you take

pictures of the site; you can share them with the children prior to the trip to prepare them. • Keep the trip short and simple with one stop. The adult child ratio for walking field trips is 4:1. Children need to be closely supervised and not allowed to run ahead or lag behind. Children and staff must follow all guidelines as outlined in the Pedestrian Safety Manual and the Head Start Handbook.

• On a field trip there must be a ratio of 1 adult to 4 children. (This also applies to local field trips within walking distance). The bus driver will not be counted as a chaperon. Bus aides and family service workers are not to go on field trips. Space is limited on Skyline CAP owned buses. Families are encouraged to join the field trips with the class. If they wish to include their child’s siblings, they must provide transportation and they may not be counted as a chaperon.

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• A head count must be taken when the children are on the bus ready to leave, upon

returning to the bus for the ride to the classroom, and again upon arrival to the classroom.

o Parents who wish to transport their own Head Start child(ren) either back to the classroom or directly home from a field trip, must sign the child(ren) out on a classroom sign-in/out sheet. Children must be signed in again if returning to the classroom with the parent.

o o Either the teacher or teacher assistant should drive their vehicle on the trip in case

of an emergency.

• Children should always write (draw) a thank you note to the people who allowed them to come for the trip. This should be done as soon as possible.

• After the trip has been taken, the Field Trip Authorization form should be completed and

a copy attached to the lesson plans when they are turned in to the education manager. Field Trip Revised: 4/28/11 PC Approved: 4/28/11

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SKYLINE CAP HEAD START Impasse Procedure

An impasse exists when the Policy Council and the Grantee Board cannot reach agreement or consensus. Generally, impasse occurs most frequently when the following issues are being addressed:

*Hiring/firing of Head Start Director *Budget *Program Plans Once it has been established that an impasse exist, it becomes necessary to enter into special negotiations. These special negotiations are referred to as “binding arbitration”. The decision reached by the arbitrators is binding for all parties. The Skyline CAP Impasse Procedure is as follows: STEP 1: Selection of a three person arbitration team:

a) Policy Council selects one person who has not had any involvement with Head Start, Grantee Agency, or program staff;

b) Grantee Board selects one person who has not had any contact or involvement with Head Start, Grantee agency or program staff; and

c) The two representatives must choose a third person for the team who is trained in mediation. The Blue Ridge Mediation Service in Harrisonburg would be a suggested resource.

This selection procedure insures objectivity and decreases the possibility of collusion. STEP II: The three-person team is responsible for reviewing all documents, interviewing, researching, etc. in order to make an objective decision. STEP III: It is necessary for the parties in the dispute to provide all the necessary documentation related to the dispute. This would include minutes of meetings, taped discussions, interviews, program documents, and any other pertinent data. After receiving all the necessary documentation the arbitration team must make a decision and report back to all parties involved in the dispute (the Policy Council and Grantee Board) within 30 days. An oral report is expected so all parties can ask questions for clarification and a written report is necessary for clear documentation of the arbitration team’s decision. Policy Council and the Grantee Board must sign off that the decision of the arbitration team is totally understood and binding to all parties. Impasse Procedure Revised: 4/28/11 BOD and PC Approved: 4/28/11

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SKYLINE CAP HEAD START Injury (Accident/Incident) Prevention Plan

If a child is injured or if a child is involved in an incident which could potentially jeopardize the health and safety of him/herself, other students, or staff, the person witnessing the accident/incident will complete a Child Accident/Incident reporting form (Health Form) immediately. These accident/incident reports will:

1) Be reviewed annually by the teaching staff to determine the most common causes of accidents and injuries, and; 2) Be referenced by the teaching staff to develop a new Injury Prevention Plan for the subsequent year.

Injury Prevention Plans must be completed in August and posted in the classroom. A copy of the Plan will be forwarded to and maintained/monitored by the transportation/licensing/ & facilities manager. All Plans will include the center name and program year that it is in effect:

Example: INJURY PREVENTION PLAN Madison County

School Year: ______________

Injury Prevention Plan Revised: 04/19/11 Required By: HS Performance Standard 1304.22 (d)(1)(2; Licensing: 23 VAC 15-30-50 (i)(j) PC Approved: 4/28/11

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SKYLINE CAP HEAD START In-Kind Policy and Procedure

Skyline CAP Head Start grant year runs from March 1 through February 28. The money received from the U.S. Department of Health and Human Services (HHS), Administration for Children and Families (ACF, formerly ACYF) is referred to as the Federal Share. Head start “funding” includes a non-federal share in the form of cash or in-kind contributions (goods and services). Head Start programs must match each dollar of federal funding with twenty-five cents of non-federal resources. Any supplies, equipment, cash, or professional volunteer time must be recorded on an in-kind duplicate form and the donor and staff person accepting the donation must sign the form. The family service worker keeps the copy of this form; the original can be given to the donor. Family service workers send the in-kind form to the family community partnership manager as soon as possible but no later than the 15th of the following month. The limitations on what can be counted as non-federal share is an issue of what would be an allowable cost to be charged to the Head Start grant. That is largely defined by the Head Start program performance standards which describe what a grantee is expected to provide in terms of services to children and families. A good gauge of whether something would be allowable as non-federal share is whether it could be justified as a federal cost charged to our grant. Donated clothing used for class room activities (e.g. dress-up time) or rain coats for use in inclement weather are examples of allowable In-kind contributions. A service which benefits our program or lends to the accomplishment of our program objectives is considered an in-kind contribution. To determine if a parent involvement activity is allowable as an in-kind match a Head Start program should ask these questions:

1. Does the parent involvement activity primarily benefit the parent or child? If the answer is yes, then the activity is not allowable as an in-kind match.

2. Does the parent involvement activity provide a good or service to benefit the program? If the answer is yes, then the activity is allowable as an in-kind match. In-kind would include (but not be limited to):

3. Volunteering in the classroom or on field trips (this could be parents or people in the community)

4. Parent Center Committee meetings when curriculum and lesson plans are discussed and signed off on. Policy Council meetings or preparation for the meetings if an officer of the PC

5. Community Outreach and recruitment

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Before In-kind can be included, documentation is necessary. There are many ways to document In-kind from the parents and the community. Documentation would include (but not be limited to): Volunteer sign in sheet (used for classroom time, field trips, Dial 3 testing in the home) Meeting sign in sheets (sign off on lesson plans, , Health Advisory, PC, self assessment,

and governing board) Reading lists signed by the parent/family members Home project forms signed by the parent stating they worked on what home projects and

the amount of time. The family service workers are responsible for putting the in-kind hours into ChildPlus with the appropriate volunteer. The teachers and assistant teachers are responsible for getting the necessary documentation to the family service workers in a timely manner (by the 5th of the following month). The documentation must be send to the FCP manager.

All classroom volunteers must sign in and out on a volunteer sign-in sheet to document their hours. This would include volunteering in the classroom or field trips. This would also include students who come into the classroom to read to or “work” with the children. If other staff knows of In-kind, it would be their responsibility to get the information to the family service workers. All staff must report all of the In-kind we receive so we will always match our “Non-Federal Share”.

In-Kind Policy and Procedure Reviewed: 11/03/10 feb Required By: HS Performance Standards 1301.20 PC Approved: 4/28/11

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SKYLINE CAP HEAD START Medication Administration Policy and Procedure

Most medications can be given before or after the school day; however, there may be times when a child has a serious chronic illness or disease necessitating medication administration in the classroom. If there is a school nurse who will give medications, then the Head Start teacher would only have to give medications on field trips. Children may receive medication when the following procedures are followed: 1. Only MAT trained and certified teaching staff may administer medications to Head Start

students. a) All program teachers and assistants are required to receive a certification of satisfactory completion of the Virginia Department of Social Services Medication Administration Training Program (MAT); b) Copies of teacher certificates and MAT reference handouts are kept in each classroom; and c) Teachers receive MAT certification every 3 years.

2. Parents/guardians must bring medication in person to the classroom; children may not transport medications to the classroom.

3. Medications must be in the original container with a legible prescription label on the

container. 4. Medications must be accompanied with a completed “Written Medication Consent Form”

signed by the parent and healthcare provider, if the prescription is to be administered for more than 10 days (with the exception of a nebulizer or Epi-Pen).

5. Teachers can administer medications that are oral, inhaled, topical, medicated patches, eye,

and ear drops. 6. Teachers cannot administer injections (with the exception of the Epi-pen), or rectal or vaginal

medications. Medication Administration and Storage: 1) All medications will be kept out of reach of the children and locked in the classroom.

2) Teachers will routinely check for medication expiration effective dates.

2) Teachers will keep a “Log of Medication Administration” for each child and each medication that a child receives in the classroom.

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3) Teachers will check the “Five Rights of Safe Medication Administration” during the preparation phase, the administration phase, and the documentation phase:

a) right medication

b) right time

c) right dose

d) right route

e) right child 4) Teachers will watch for and document any side-effects from the medication a) parents will be notified if there is a mild allergic reaction b) 911 will be called for emergency response to a severe allergic reaction Over-the-counter medications: 1) Teachers may administer sunscreen, diaper ointment creams, and insect repellent if they are brought in by the parent/guardian in their original containers, have current effective dates, and are accompanied with a written parental consent to administer. 2) A “Written Medication Consent Form” is not necessary for these items. Medication Administration Revised: 04/21/11 Required By: Head Start Performance Standards 1304.22 (c)(1-6); State Licensing: 22 VAC 15-30-580, 585 PC Approved: 4/28/11

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SKYLINE CAP HEAD START Mental Health Issues (Suspected) Referral Policy

Referral to a mental health professional may be considered if one or more of the following behaviors are observed in the classroom. However, all of the following signs must be scrutinized in terms of intensity, extensiveness, duration, environmental events, and comparison with others.

♦ Extremely active ♦ Cannot play ♦ Withdrawn ♦ Very Sad ♦ Inadequate toilet skills ♦ Unusual behavior ♦ Extreme mood swings ♦ Fearful ♦ Inappropriate responses to situations (for example, laughs instead of

cries) ♦ Destructive to self and /or others ♦ Very accident prone ♦ Sudden behavior changes ♦ Extremely immature

The teaching staff will document concerns of a suspected mental health issue which will be discussed at the monthly Center Team Meetings (CTM). Additional information may be obtained from the education manager, health manager, LEA Specialist (upon request) and mental health consultants. If the CTM team determines that there are mental health concerns, an immediate referral can be processed or a behavior plan will be established and tracked by the CTM team. If concerns still exist after implementation of the behavior plan, a referral will be made to the appropriate source with the assistance of the health manager as needed.

Mental Health Consultant Observations The Health manager schedules the mental health consultant observations in each classroom 3 times a year (October, early January, and late March or more often if needed) and receives their written report for distribution to the teaching staff, education manager, family service worker and family community partnership manager. The consultant observations are discussed and acted upon at the monthly CTM. Therapeutic Day Treatment (TDT) CTM members may determine that TDT services are indicated if the original behavior plan is unsuccessful in redirecting or improving a child’s behavior. The CTM team will then complete the Holistic Homework Child Concern Form and submit it to the health manager who will contact the appropriate service agency for follow up services, if approved. Mental Health Referral Revised: 04/28/11 Required By: HS Performance Standards 1304.24(a)(3)(i); 1304.24(a)(3)(iii) PC Approved: 4/28/11

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SKYLINE CAP HEAD START

Mission In order to strengthen the family and improve the community, Skyline CAP, Inc. offers a broad range of innovative programs to help low income families and individuals secure the motivation, skills, knowledge and opportunity to become self sufficient. The mission of Skyline CAP Head Start is to improve the lives of low-income children. Head Start provides a family-focused comprehensive program which includes school readiness, health, nutrition and mental health services. This mission is accomplished by involving parents in the total operation and administration of the program. Head Start supports the growth of children, families and staff through encouragement, nurturing, education and empowerment.

Philosophy

Skyline CAP Head Start can best strengthen the child by strengthening the family unit. Parents are seen as the prime educators of their children. The parent involvement plan provides a program of activities which enhance the parent’s role and useful influence in their children’s development. Parent involvement also provides opportunities for parents to have decision making experience on committees, participate in classrooms as paid employees, volunteers, or observers, and to work with their own children in cooperation with Head Start.

Vision

The vision of Skyline CAP Head Start is to provide a loving foundation of learning and involvement that help children and their families become successful in the future. A happy, healthy, safe and secure environment is provided to help children learn and grow. Best practices are used to enhance developmentally appropriate learning that promote kindergarten readiness. Involvement in Head Start should be just as rewarding as the finished product. Children are encouraged to be creative and continuous efforts are made to help children develop confidence through a strong sense of self-worth and self-esteem. Parents are their children’s first and most important teachers. Parents are encouraged to become involved leaders, which is a shared responsibility between Skyline CAP staff and Head Start parents. Parent training and empowerment is emphasized to help parents become effective partners in their child’s education and development. Strategies are developed with each family to enable movement toward self-sufficiency by setting goals to build on strengths and through linkages with community resources. Collaborate partnerships with the public schools, community agencies and other groups to help meet the needs of children and their families are in place. To follow through on this vision statement, Head Start works as a team with the same goals and the same mission to support the overall vision. Efforts to achieve this vision are fun and rewarding!

Head Start Mission/Philosophy/Vision Revised: 8/5/04 Required By: Head Start Performance Standards 1304.50(d)(1)(iv) BOD and PC Approved: 2/18/11

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SKYLINE CAP HEAD START

Nutrition Policy Nutrition is an important part of the Head Start curriculum whereby focus is placedon educating students and families on sound nutrition and creative ways to carry out good eating habits at home. Role modeling is one of the easiest ways to accomplish this. USDA nutritional guidelines will be observed at all times by all classroom staff, substitutes, and volunteers to model good eating habits for children. USDA Child and Adult Care Food Program (CACFP): 1) Food supplied to children meet the Head Start and USDA CACFP program standards following their required meal pattern guidelines. 2) At each meal, as children are served their meals, meal counts are taken by a Head Start staff member and recorded on the Daily Meal Count (Health Form). 3) Triannual meal monitoring ensures a safe, sanitary, and nutritionally sound food supply for our children. Virginia Department of Social Services:

1) Centers are inspected routinely and staff works closely with licensing to adhere to guidelines.

2) Head Start will not serve peanuts or popcorn to the children. 3) Grapes will be cut in half. 4) Hot dogs will be cut long ways to avoid any chance of choking.

Virginia Department of Health: 1) Head Start centers are inspected annually and staff work closely with these officials to adhere to their guidelines. 2) No foods will be prepared in the classroom, other than CFACFP breakfast and lunch servings. Head Start Nutrition Policies includes the following: 1) Milk: The health manager will work with the food service supervisors in each county to ensure that only skim or 1% milk will be offered Monday-Thursday and a flavored milk choice will be offered on Fridays only. 2) Cereal: The hHealth manager will work with the food service supervisors in each county to ensure that no high sugar-content cereals should be offered. Suggested cereal choices are Cheerios, Shredded mini-wheats, unflavored Kix, and Rice Chex)

(continued)

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3) No foods will be cooked in the classroom. 4) Provisions are made for children with special dietary needs when orders are completed by the child’s primary healthcare provider. 5) Outside food items:

a) will be allowed in the classroom only if a parent request doing so (staff will not solicit food request from parents) b) will be allowed in the classroom only if it is a store-bought food in an unopened package.

6) Field Trips a) The program will provide food for children, teachers, and chaperones on field trips that occur during the regular school day. b) The PCC will be asked to help reduce the food costs by contributing toward the chaperone meals.

Nutrition Policy Revised: 4/21/11 Head Start Performance Standard: 1304.23 (b)(1)(iv,v,vi) HAC Approved: 12/02/10 PC Approved: 04/28/11

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SKYLINE CAP HEAD START Parent Center Committee (PCC) Policy

The Parent Center committee (PCC) consists of all parents or legal guardians who have children currently enrolled in Skyline CAP Head Start. There is a PCC in each of the six counties Skyline CAP Head Start services (Greene, Madison, Rappahannock, Warren, Shenandoah and Page). The PCC will meet monthly to make decisions about program activities, parent training and socializing with other parents and guardians. Each family will be asked to fill out the Family Interest Survey and Referral Form before class starts. This information will be used to invite guest speakers to the PCC meeting to speak on topics of interest to the parents. The PCC business portion of the meeting is for all Head Start parents/guardians. The guest speaker portion of the meeting will include all parents/guardians of the preschool program in the local school. The Head Start lead teacher also attends all of the meetings. The lead teacher will give important information pertaining to classroom activities and to get ideas and suggestions for lesson plans. Parents also have the opportunity to sign off on lesson plans at the PCC meeting. This will be done during the business portion of the meeting. The Head Start teacher assistant provides childcare. Teachers who are not employed by Skyline CAP Head Start are encouraged to give a written summary/report to the family service worker prior to the meeting. The family service worker will share the information with the parents at the meeting. Each PCC elects a chairperson, vice chair, secretary/ treasurer for their center. Each PCC elects three representatives per county to represent them at the Policy Council. There will be a minimum of one alternate, two if possible per county. The alternates would be called upon in case the representative couldn’t attend the PC meeting. Each PCC elects a minimum of one, no more than two community representative for the Policy Council. Community representatives could be former Head Start parents, local clergy, people from any community agency (DSS, Health Department, VA Coop Ext, Healthy Families, etc.). Policy Council must be at a minimum 51% parents.

There is a Health Advisory Committee. They meet a minimum of twice a year (once in the fall and once in the spring). Two parents/guardians from the PCC are chosen to represent their county at these meetings. Officers, special committee members and PC representatives are elected for one year and can only serve a maximum of three years. They are elected at the first PCC meeting at the beginning of the school year in September. There will be a door prize (obtain donations from the community) drawing at each meeting for those parents attending. Family service workers may purchase light refreshments (maximum $10 per PCC meeting).

Parent Center Committee Revised: 10/19/10 feb Required By: HS Performance Standards 1304.40(h)(1)(4) PC Approved: 10/21/10 BOD Approved: 01/24/11

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SKYLINE CAP HEAD START Parent/Community Complaint Process

If a parent or community member would like to a make a complaint about Head Start, the following process should be followed: The family service worker in each county is responsible for the distribution of the parent\community complaint form.

Upon request, the family service worker will give the person who wishes to make a formal complaint the appropriate form, along with a self-addressed stamped envelope. These complaints must be mailed directly to the Head Start Director.

Parents or community representatives, who approach any Head Start member other than the family service worker, must be directed to the family service worker to obtain the appropriate document. It is not the responsibility of family service workers to be the link to the Head Start director for reporting complaints.

However, if a parent or someone from the community comes into the Head Start administrative office and wishes to file a complaint, any member of the administrative office may retrieve from the forms file a parent/community complaint form along with a self-addressed stamped envelope to give to the person. They can fill out the form on site or choose to mail it back to the Head Start director. If it is filled out on site, it must be placed in the appropriate envelope and put in the Head Start director’s box.

Upon receipt of the complaint, the Head Start director shall call or meet with the person filing the complaint within ten (10) working days after the complaint has been received by the director to discuss the complaint and try to reach a resolution. Such persons may be accompanied by a representative, if desired. If the complaint is still not satisfied, the executive director will be notified and a hearing will be held with the Head Start Administrative Grievance Committee (HSAGC) within ten (10) working days. The HSAGC consists of the person filing the complaint, the person to whom the complaint is concerning, the direct manager of that employee, Human Resource manager and the Head Start director. If the complaint is still not resolved, the complaint will be reviewed by the Policy Council Grievance Committee (PCGC) upon written request by the person filing the complaint. If proposed solutions are not accepted, a final appeal may be made to the full Policy Council within ten (10) working days prior to the next scheduled Policy Council meeting. If a resolution can not be made at the Policy Council level the parent may make an appeal to the Skyline CAP Board of Directors.

Parent Community Complaint Report Revised: 2/17/11 Required By: HS Performance Standard 1304.50 (d)(2)(v) BOD and PC Approved: 4/28/11

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SKYLINE CAP HEAD START Policy Council and Parent Center Committee Fundraising Policy and Procedure

The Skyline CAP continuation grant has funds set aside for the use of the Policy Council. There may come a time Policy Council feels a need for more money than what is already budgeted. A Parent Center Committee may also have a need or projected beyond what is budgeted for a county or classroom. Before the Policy Council or Parent Center Committee has any fundraisers, they must submit a written proposal as to how the money will be spent to the Head Start director and Family community partnership manager. The Head Start director and/or family community partnership manager will give the person feedback and they (or a representative of their PCC) will then be required to present the proposal in person at the next upcoming Policy Council Meeting. The PolicyCouncil has the authority to approve the proposal, approve the proposal with stipulations or deny the proposal. Written materials are subject to approval by the Skyline CAP executive director and the Head Start director.

The proposal should include the following; please feel free to attach sample materials

such as flyers or tickets: 1. Who plans to conduct the fundraiser 2. What the raised dollars will be for 3. When and where the fundraiser will take place 4. How the fundraiser will be advertised (should include “Skyline CAP Head Start”) 5. What materials are needed for the fundraiser and the plan for obtaining them 6. An explanation of how this will not put a financial burden on Head Start parents

Skyline CAP Head Start parents and community representatives must conduct the

fundraisers on their own. Head Start staff can not be responsible for the fundraisers. They can guide and assist if needed (this will be minimal).

Some suggested ideas for fundraisers include:

1. Bake sale 2. Car wash 3. Craft sale 4. Donations from local companies (money, supplies, facility) 5. Raffle (Please check to see if your county requires a permit) 6. Wal-Mart may match funds. For example, if the Policy Council has a sale and earns

$100.00, most local Wal-Marts may give the PC $100.00 in matching funds. NOTE: This must be set up before the fund raising activity.

Policy Council and Parent Center Committee Fundraising Policy and Procedure Updated 3/26/09 LHT PC Approved: 4/28/11

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SKYLINE CAP HEAD START Policy Council Policy and Procedure

The Policy Council is made up of no less than 51% parents/guardians with children currently enrolled in the Head Start program. The other members of the Policy Council are designated as community representatives. Community representatives must be drawn from the local community businesses, public or private community, civic, and professional organizations, and others who are familiar with resources and services for low-income children and families. This could include anyone from the Department of Social Services, Health Department, clergy, etc. Community representatives may also include parents of formerly enrolled children. Policy Council members represent the county where their children are enrolled. They are voted in at the first PCC meeting held in their county in September of the current school year. Community representatives are voted in at the PCC meeting also. A member of the Skyline CAP Board (the Grantee) is also a member of the Policy Council. Policy Council has a representative on the Skyline CAP Board. All parent members of PC and the community representatives must be elected or reelected annually. PC members may serve a maximum of three one-year terms. Each county center based program needs to elect three PC members, at least one alternate (who would attend PC meetings if either of the other PC members couldn’t attend) and a minimum of one community representative (if possible elect two). Policy Council meets a minimum of six times a year. Meeting places may alternate between the six counties. Skyline CAP has classrooms in Greene, Madison, Rappahannock, Warren, Shenandoah, and Page counties. Policy Council determines where they want to hold their meetings. The Policy Council as part of the governing body must work in partnership with key management staff in Skyline CAP Head Start and the Skyline CAP Board (the Grantee) to develop, review, and approve or disapprove the grant, budget, policies and procedures.

POLICY COUNCIL DUTIES/RESPONSIBILITIES 1. Implement the Head Start Performance Standards pertaining to the Policy Council. 2. Select representatives to serve on any necessary committees to review the Head Start program. 3. Approve Grant applications. 4. Assist in budget preparation. 5. Serve on central hiring committees when vacancies occur. 6. Establish a budget for the Parent Activity Fund:

• Parent/Guardian Training • Per Diem for state, regional and national Head Start meeting

7. Assist central staff on issues affecting the program. 8. Approve or disapprove policies and procedures and forms 9. Carry information back to individual parent meetings 10. Attend all meetings of the Policy Council Policy Council Reviewed: 10/19/10 feb Required By: HS Performance Standards 1305.50(a)(1) PC Approved:10/21/10 BOD Approved: 01/24/11

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SKYLINE CAP HEAD START Program Information Report Policy

The Head Start Program Information Report (PIR) is an annual report that every Head Start grantee is required to complete. The PIR provides comprehensive data on Head Start program activities nationwide. Information reported in the PIR is used to make program and policy decisions at program, local community, regional, state and national levels. The report is typically used by:

• Head Start programs – Directors/Administrators • National Head Start Bureau • Department of Health and Human Services/Administration for Children and Families

(DHHS/ACF) Program Specialists • Head Start State Collaborations/State Governments • Other Federal Agencies • Public and private organizations • Early childhood and public policy researchers and general public

Skyline CAP, Inc. is the grantee for Skyline CAP Head Start. CAP stands for Community Action Partnership. The enrollment year is defined as “the period of time, not to exceed twelve months, during which a Head Start program provides center services to a group of children and their families.” Since our program is a part-year option we use the first and last dates on which classes began and ended as our enrollment year. Skyline CAP Head Start funded enrollment is 198 children for a center-based program. We serve six counties. The breakdown of enrollment and type of program by county is as follows (this is anticipated enrollment and may fluctuate throughout the year):

• Greene 36 5 days per week – full day • Madison 38 5 days per week – full day • Rappahannock 17 5days per week – full day • Warren 40 5 days per week – full day • Shenandoah 32 5 days per week – full day • Page 35 5 days per week – full day

Family service workers update the PIR information in ChildPlus monthly so as to keep track of all of the families Skyline CAP serves throughout the year. It is important to remember that even though the program is funded to serve 198 children, more children are actually served because children start the program and then un-enroll for many reasons. ALL children who have been enrolled and attended at least one day of classroom instruction must be included.

Program Information Report Revised: 11/03//10 feb PC Approved: 04/28/11

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SKYLINE CAP HEAD START Recruitment Advertisements Policy

(Community Updates)

Recruitment is conducted all year. However, the biggest recruitment period begins in January of each year. The following is the approved “Advertisement” for Skyline CAP Head Start. Skyline CAP Head Start is a preschool program for 3 to 5 year old children. Applications for the ______(list school year)___ school year are now being accepted. Children must have turned at least 3 years of age by September 30, __(list current school year)___. Children with special needs are encouraged to apply.

Skyline CAP Head Start is a free program for income eligible families. The only cost to the parents is a small amount of your time. Skyline CAP Head Start works closely with the public school system to help ensure adequate preparation for a smooth transition into kindergarten. For more information please call _______________________________________________.

(Insert your name and telephone number) Head Star does not pay for advertisements. Ask your local paper if they have a free community update column in their paper. Radio stations and cable TV also do spots for non-profit organizations (that’s us!). Work together; in some areas you can advertise more then one county. family service workers, document ALL advertising in the Recruitment folder.)

Approved Advertisement Revised: 01/12/11 feb PC Approved: 01/20/11

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SKYLINE CAP HEAD START Recruitment Policy and Procedure

Skyline CAP Head Start recruitment is actually all year around but beginning the month of January each year there is more of a concentrated effort to recruit children for the next school year. family service workers will keep all documentation in a recruitment folder. When mailing applications, do not staple the cover letter to the application.

1. Place new posters in DSS, Health Dept., doctor/dentist offices, laundry mats, property rental offices, grocery stores, department stores, movie rental stores, fast food places, etc. (Document when and where posters were left ...check periodically.)

2. Place applications in DSS, Health Dept., etc. (Document where they were left and check periodically.)

3. Ask for referrals from the health department, DSS, Infant Toddler Connection, Healthy Families, homeless shelters, LEA.

4. Talk with the Health Department to see if they would send Head Start information with the information they send to their clients who are on WIC. Attend WIC clinic days at health department.

5. Send out applications to parents that are on your potential Head Start children list if they are eligible for the up coming school year.

6. When sending out applications always document on an Application Sent form.

7. Send out applications to parents on the DSS list, when available. You can document on the list when you send applications; you do not have to write their names on the Application Sent form.

8. Put a notice in the community update section of your local paper. Head Start does not pay for advertising recruitment for Skyline CAP Head Start. Document when you placed the notice in the paper and keep a copy of the article from the paper when it appears. Place in the paper frequently.

9. Ask the local radio/TV station(s) if they have a free public announcement spot and advertise Skyline CAP Head Start there, you must document. Please remember we are Skyline CAP Head Start located in the county of (place your county here).

10. Ask Head Start parents if they are aware of any families that could benefit from Head Start. Hand out or mail applications.

11. If stamps are needed you must turn in your completed stamp log before more stamps are dispensed. If you still have a few stamps left, give the family community partnership manager the log stating how many you still have, the amount of stamps will be added on to the next log.

12. Be involved in the kindergarten registration(s) at the public schools. Give the public school Head Start information to be included in their preschool/kindergarten recruitment process. If family service workers cannot personally be at the school registrations, applications and pamphlets must be left..

13. Recruit door to door if necessary, housing projects, playgrounds, etc. Recruitment Policy and Procedure Revised 01/13/11 feb Required By: Head Start Performance Standards 1305.1/1305.2(n)(o)1305.5 & Head Start Act Section 645 BOD Approved: 03/28/11 PC Approved: 01/20/11

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SKYLINE CAP HEAD START Signing Children In and Out Policy

Children who are transported other than by bus must be signed in and out by the person who transports them. No child should be dropped off at the door to come in by him/herself. If the child is on a field trip and the child decides to ride back to school or go home with the parent, the parent must sign the child out. If the child returns to school, the parent must sign the child in again. Only those persons listed on the child’s emergency form may sign a child out. If the person is listed on the emergency form but is unknown to staff, proper photo identification must be presented before the child is released. In the case of a non custodial parent, if the emergency form states that a parent may not pick up the child and there are proper custody papers on file with Head Start, they may not remove the child. If the emergency form states that a parent may not pick up the child and there are no proper custody papers on file with Head Start and that parent can identify themselves with a photo ID; the child must be released to that parent. Staff has the right to temporarily detain the parent and call the parent who filled out the emergency form, but they can not legally refuse the child to any parent who has shown they have a legal right to their child. Signing Children In and Out Reviewed: 4/28/11 PC Approved: 4/28/11

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Skyline CAP Head Start Transition Policy and Procedure

Transitioning begins in August when the children transition into Head Start. Most of the Head Start classes are housed within or on the premises of the public schools. This is very desirable and beneficial to the children as it is related to their transition to kindergarten. The children use the cafeterias for breakfast and lunch following the routine of the school. In addition, the teachers and children use the playground, and are a part of the ENCOR Programs in the schools. Which means on a rotating schedule they receive music, art, library, PE, and in some schools Spanish, and computer lab. In Shenandoah County the Head Start classes are in a church. To assist with the transition, in the spring they are taken to the school they will be attending. During this visit they have the opportunity to meet with kindergarten teachers, have a short tour of a kindergarten classroom, and eat lunch in the cafeteria. In the beginning of the year family service workers and Head Start teachers visit the public schools and introduce themselves to the principal, other administrative staff and kindergarten teachers. At the end of the school year (April/May) the family service workers complete an end of the year parent program evaluation with the current Head Start families. In February/March the family service workers check with the public schools in their county to find out when their kindergarten registration will be taking place. If Head Start children will be attending these schools the family service W\workers notify the parents of the date, time, and place of the registration. They let them know what they need to take with them to the registration. Family service workers follow-up with Head Start families to make sure their children are registered for kindergarten. When possible the family service workers set up a table at the kindergarten registration and hand out Head Start brochures. They have Head Start applications for potential Head Start families. They take an “Applications Sent” form to note who took an application. If it is not possible to attend all of the kindergarten registrations, they ask the school if they can bring Head Start brochures and applications for the parents to take. The family service workers ask the lead kindergarten teachers and the PTO/PTA chairpersons from the local school to be the guest speakers at the March, April, or May PCC meeting. (If they are unable to attend, they ask a local kindergarten teacher and any PTO/PTA officers.) The family service workers have the video “Kindergarten Here I Come” for the parents and children to view. The family service workers give the parents a copy of “Making the Move to Kindergarten” (or something similar) booklet in May. The family service workers make sure the parents have gotten their child’s kindergarten physicals and all shots are up to date. The family service workers assist the parent in obtaining a birth certificate if they don’t have one.

(continued)

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This is done early in the school year. The family service workers assist the parent to register their child for kindergarten at the appropriate school. For confidentiality purposes the public school is included on all consents to exchange forms signed by the parents. In Shenandoah County the teacher composes a letter to send home to the parents making them aware of the date the children will be visiting the school to eat lunch and visit the kindergarten classroom. The adult child ratio is 4-1 and parent volunteers are needed for this transition activity. This is not classified as a field trip.

In the letter to the parents they are informed that their children’s records will be kept for a

minimum of three years. If they or their child’s school needs any information, we are glad to share whatever we have. They notify the Skyline CAP Head Start administrative office with any requests.

The teacher will send copies of the child’s PALS Assessment and the Developmental Skills Checklist to the public school the child will be attending. Family service workers assist with the transfer of the records if needed.

The transitioning procedures are worked out between the teachers and family service workers in each county and documented at the County Team Meeting in April.

Transition Policy & Procedure Revised 01/19/11 feb/ats Required By: HS Performance Standards 1304.40(h)(`1)(2)(3)(i) 1304.41(c)(1)(i)(ii) (iii)(iv) PC Approved: 01/20/11