This document outlines policies and procedures for Head Start and Early Head Start programs for the 2016-2017 year. It covers many topics including: management of service plans; health and safety procedures; child screenings and assessments; nutrition and meal policies; transition planning; curriculum; and family engagement requirements. Key points include conducting regular health screenings and immunizations for children, following detailed safety protocols for illnesses/injuries, ensuring nutritious meals and snacks are provided, completing home visits and conferences to engage families, and using curricula focused on school readiness.

1. Council on Rural Services
Head Start and Early Head Start
2016-2017

2.  Management and Leadership
teams reviewed and
recommended revisions (June-
August).
 Program Assistant revised
plans (July-August).
 Governing bodies reviewed
and approved changes
(August).
 Staff trained on service plans
(August).
 IT uploaded current service
plans on the Intranet (August).

3.  In case of emergency…
◦ Pull child’s Emergency Transport Packet and take to
hospital.
 Child exhibiting any of the following will be
isolated and parent/guardian contacted…
◦ Diarrhea (3 loose stools in 24 hour period).
◦ Vomiting more than once or once with additional
symptoms.
◦ Evidence of ongoing, untreated lice.
◦ Evidence of scabies or parasitic infections.

4.  Each building and each classroom will post the
current Ohio Department of Public Health
Communicable Illness Chart in the area set aside for
licensing and operational literature.
 In cases where children have been exposed to an
infectious disease staff will follow these procedures…
◦ A copy of Health Alert will be scanned or faxed to Health
Coordinator.
◦ Lice When live lice are detected, the child’s parent/guardian
will be notified at pick up and given written information
regarding treatment and removal of lice and nits including
instructions for the treatment/cleaning of bedding,
clothing, and furniture.
◦ Child can return to the center after initiation of lice
treatment.

5. ◦ Staff will wear non-latex or vinyl gloves when dealing
with body fluids (i.e., blood, urine, feces, wound
drainage or mucus).
◦ Health binder is accessible to all childcare staff.
 Parents/guardians will provide in writing any
updates to their emergency contact information.
 Face to name attendance must be taken after
building evacuation, during a fire drill, and after
everyone is in the safe location during a tornado
drill.
 Head Teachers/Home Visitors will be responsible
for ensuring that fire/tornado drills take place,
are documented on Fire/Tornado Drill form and
posted at the center in each classroom.

6.  Bus Fire/Tornado Drills
◦ Bus Drivers and Early Childhood Services
Coordinators will be responsible for ensuring that
bus fire/tornado drills take place in a safe and
appropriate location on the center parking lot.
◦ Face to name attendance will be taken after the bus
has been evacuated and children are in a safe place.
 In regard to Incident Reports…
◦ Home Visitors will case note any injury or incident
occurring during a home visit.
◦ Home Visitors will follow same procedure as above
for any incidents that occur during group
socialization.

7.  Please remember the following…
 Staff are to complete and fax the report to Support Services Coordinator before
the end of business on the day the incident was reported and inform Early
Childhood Services Coordinator.
 To ensure that child abuse and neglect do not take place in the
early childhood setting, the following procedures will be used…
◦ In accordance with agency personnel policies and childcare licensing rules,
all staff/consultants/volunteers will be required to sign a statement of
non-conviction annually that declares the following:
◦ As required by ODJFS licensing rules, a BCII and FBI will be done at the
state level for employees who have lived within the state for the last five
years or at the federal level for those not living within the state for the last
five y ears.
 Child guidance and management shall not include sending a
child home, exclusion from outdoor time, field trips, or daily
transportation unless an approved Intervention Plan is in place,
and the parent/guardian, ECSC, or Head Start Manager have been
involved. This plan must be in writing and signed by the
parent/guardian and must be consistent with the requirements
of this rule.

8.  Classroom profiles will be reviewed quarterly and
updated as needed.
 Classroom staff will discuss, demonstrate, and
practice pedestrian safety with the children by taking
walks, crossing streets, acknowledging and following
traffic signs, lights, etc., or within the natural
boundaries of the center location. The
demonstration and practice will be documented on
lesson plans within 30 days of each child’s entry into
the program and documented in COPA Child Case
Notes.
 Family Advocates and Home Visitors are responsible
for providing pedestrian and bus safety training to
parents/ guardians at enrollment or orientation and
documented in COPA Family Case Notes.

9.  A person designated by the Head Teacher will take face to name
attendance immediately upon children entering the classroom.
Parent/guardian will be contacted when a child is absent from
the center.
 Before permitting children on playground, staff will look for
potential hazards and remove them from the play area. Staff will
complete Playground Safety Checklist.
 Teachers will take face to name attendance before going outside,
upon arrival at playground, before returning to
classroom/building, and upon arrival to classroom.
 Temperature, wind chill factor, heat index, and air quality will be
taken into consideration when takin children outside.
 Cleaning sprays or aerosol chemicals will not be used when
children are present.
 Gloves will be discarded if they are cracked, peeling, torn, or
when their ability to function as a barrier is compromised.
(Latex-free or vinyl gloves are preferred.)

10.  Contaminated clothing and blankets will be
placed in a sealed plastic bag and safely
stored out of reach of children until cleaned
or returned to parent/guardian.
 Staff will adhere to the agency diapering
procedure.
 Individual cots will be labeled with the child’s
name and picture.
 Children 16 months and older may sleep on
cots with written parental permission.
 Use of sleep waiver requires a plan of action.

11.  All About My Baby/All About My Child will
completed with the parent for each child.
 During the initial home visit, screenings will be
completed by the parents with staff support and
results will be shared. Visit will be documented in
COPA and completed within 30 days.
 Staff will review and discuss individual children’s
progress and observation notes and provide
activities in response to the child’s behaviors.
 Staff will receive training based on their needs to
improve adult child interactions and the
classroom environment.

12.  Child Advocates will be available to observe
classrooms or individual children with
parental consent.
 Staff will complete a child referral to the Child
Advocate in COPA.
 No individual child observations will occur
during the first 30 days.
 If warranted, the staff and parent will
complete a DECA-C.
 The social emotional approach (Conscious
Discipline) will be followed at all centers.

13.  Staff will complete observations and screenings to
help identify child’s strengths and possible
challenges.
 With parental consent, referrals will be made to local
health professionals to complete an in-depth
assessment.
 Classroom support plans, 4 week intervention plans,
and IBSP will be developed by Child Advocate, Early
Childhood Services Coordinator, classroom staff and
Education Coordinator.
 As a last resort, an Individual Behavior Support Plan
(IBSP) may be developed to support children with
atypical behavior or development if all other support
plans have not been successful in addressing the
needed improvements

14.  No IBSP will be considered until all
recommended intervention strategies have
been consistently applied for a minimum of
30 days.
 Staff may be required to pursue professional
development as part of any recommended
intervention strategies.
 All classroom support plans, 4 week
intervention plans, and IBSP will be sent to
Program Development Manager for review
and approval.

15.  Health histories will be updated in COPA by July 1 during the
application process.
 General classroom observations will be conducted for all centers
on an as needed basis by Child Advocates to assist staff in
identifying potential social/emotional/ mental health concerns.
 A copy of the child's screening results will be given to parent/
guardian and parent/guardian acknowledgement captured as
signature upon receipt
 To assist in identifying any child development and/or social-
emotional concerns, parents/guardians are strongly encouraged
to bring completed physical and dental forms to their enrollment
appointment.
 If a child has received formal assessment and is currently
receiving treatment for sensory needs (e.g. glasses or cochlear
implant), the current (within 12 months of enrollment)
appropriate documentation will be scanned and recorded into
COPA in lieu of sensory screening.

16.  Children will be weighed and measured on the following
schedule. Information will be recorded in the growth and
nutrition section of COPA.
 Children 12 months and younger: height/weight/head
circumference, first week of each month.
 Children 13 through 24 months: height/weight/head
circumference, quarterly (see quarterly schedule).
 Children 25 through 35 months: height/weight, quarterly
(see quarterly schedule).
 Children 3 through 5 years: annually, within 45 days of
entry.
 Quarterly schedule: September 1 (or first day of
program)-September 30; December 1-December 31; and
March 1-March 30. Full year children will also be weighed
and measured June 1- June 30.

17.  Prior to entering the center, each child must at a minimum
have the following age appropriate immunizations:
 1-DPT;
 1-MMR;
 1-Polio;
 1-Hib;
 1-Hepatitis B
 1 Chicken Pox (Varicella)
 1 Hepatitis A
 1 Pneumococcal
 1 Rotavirus
 1 Influenza
 Parent/guardian will be expected to follow the
recommended EPSDT schedule.

18.  Child Advocates will be available to observe individual
children through the Request for Consultation.
 Case conferences, with staff and/or parent/guardian
will be scheduled to develop strategies to address
children’s needs in the program and at home and a
detailed intervention plan will be developed as
needed.
 In order to promote preventive dental care and
treatment, parents will be strongly encouraged to
obtain a dental/oral exam prior to entry but no later
than 90 days after entry. Infants and toddlers will
have an oral screening dental screening completed by
their physician, Health Coordinator or student nurse.

19.  Social service staff will initiate a payer of last
resort.
 Program Development Manager will work with
Accounting Manager and Early Childhood
Director to determine the availability of funds
and payment source. A purchase order can
be completed for follow-up treatment.

20.  Parents with a concern with their child’s BMI
should be reported immediately to the Family
Advocate who will refer to the proper community
resources.
 Parent/guardian and education staff will be
responsible for completion of nutrition
assessment at first home visit. All About My
Baby/All About My Child (Child Nutrition-General
Info) will be completed for each child and will
include input from parent/ guardian to evaluate
child’s eating habits, food preferences and any
special dietary needs.
 All meals will be documented at point of service.

21.  Center’s daily schedule will allow 3 hours
between breakfast and lunch, and 2 hours
between lunch and afternoon snack.
 New foods will be introduced one at a time in
consultation with parent/guardians by allowing
for a period of 7 calendar days before
introducing another food.
 For Preschool: A complete setting of child-size
eating utensils (including knife, fork, and spoon)
will be at each place setting for breakfast and
lunch.
 For individual daily feeding routines, infants will
be held during bottle-feeding and, if possible,
during spoon-feeding.

22.  Nutritious snacks will be available at all times for
infants and toddlers and will be served at the table.
 Home based group socialization days held at center
will follow a routine and incorporate a meal time.
 The meal and/or snack will be based children’s
developmental feeding stage. When off site, a snack
will be offered. Formula and baby food will be
available.
 Staff will give positive encouragement to children for
trying new foods and verbally recognize children
making healthy food choices.
 A bottle warmer or warm running water will be used
to warm breast milk and formula.

23.  Staff will identify gaps in services when making
referrals.
 Staff will educate and build relationships with
referral agencies.
 Staff will assist in developing active HSAC’s.
 The CORS transition plan will be updated
annually.
 Staff will be trained on transition planning
annually.
 Transition plans will be updated and revised
regularly with families.
 Interagency agreements will be followed by all
parties.

24.  A developmental and social-emotional screening will
be completed on each child. During initial home
visit, screenings will be completed by
parent/guardian with education staff support.
Screening results will be shared with parent/guardian
and documented as initial home visit completed
within 45 days of entry.
 All center and home based sites utilize an evidence
based curriculum that is written with an
understanding of how children learn and focuses on
developmentally appropriate practices. The
curriculum allows for flexibility in planning for
individual children by using a developmental
progression that focuses on:
◦ Perceptual motor and physical development;

25.  Center, home base group socialization, and weekly home visit
lesson plan activities will include domains and TSG objectives
that promote school readiness goals.
 Infant and toddler center field trips will only be walking field
trips.
 Follow field trip approval procedures and fiscal policies.
 All field trips will have all required approvals prior to staff
discussing trip with children or sending written notification to
parents.
 While on a field trip, each child will wear agency approved t-
shirt.
 Attendance will be taken using classroom attendance roster:
◦ Staff will insure that all children are accounted for throughout the field trip
by regularly engaging in face-to-name safety counts of children in
attendance.
◦ All education staff will attend field trips and ride bus with children.

26.  Using multi-media..
◦ Video viewing at home visits for parent/guardian education
only, maximum of 30 minutes in length.
 Home visit lesson plans will be completed weekly in
the home between parent/guardian and Home
Visitor. Parent/guardian will receive a copy of the
activities page at this time. The home visit lesson
plan is kept in child file.
 Following week, Home Visitor will revisit activity
page and discuss parent/guardian observation of
child’s experience with suggested activity.
 Home based group socialization plans will be shared
with parent/guardian prior to group day experience
with opportunity for parent/guardian input. These
lesson plans will be kept on file at site.

27.  The daily schedule for infants, toddlers, and twos will
include…
◦ Diapering/toileting
 Where possible, meals will be served family style to enable
the children to serve themselves and foster independent
self-help skills. Mealtime conversation encourages
language use and development. Lunch is to be served no
less than 3 hours after breakfast. For preschoolers, snack
is to be served no less than 2 hours after lunch. Meal and
snack time for infants and toddlers may vary.
 Small groups for children will be offered for 15 minutes at
either the beginning or end of choice time and will include
a variety of intentionally planned activities that provide
hands on learning opportunities that build on children’s
skill and interest.

28.  Children who have toileting accidents will be changed
immediately, using universal precautions, their
clothing placed in a plastic bag (such as a plastic
shopping bag), tied, placed out of children’s reach,
and sent home with a clothing change notice.
 At 18 months old and/or when developmental
indicators are present for toilet training, primary
caregiver/teacher will partner with parent/guardian
to develop a transition plane to include agreed upon
toilet training strategies.
 Parent/guardian in center based option will actively
participate in two parent/guardian-teacher
conferences and two home visits per program year.
Staff will share developmental screening/ongoing
assessment information with parent/guardian.

29.  A program specific commitment will be completed with each
family enrolled and placed in child's confidential file.
 Two educational home visits and two parent/guardian-teacher
conferences will be offered by the center education staff to every
child’s family and documented in COPA under child visits.
 Staff will schedule home visits and conferences at the
convenience of parent /guardian. At a minimum, there will be
two attempts to complete each of the four contacts and
documented in COPA under child visits.
 During the initial home visit, staff and parent/guardian will
discuss the child’s screenings and begin baseline planning
toward school readiness.
 During the two required parent/guardian-teacher conferences
and second home visits, staff and parent/guardian will discuss
the child’s growth and development using parent/guardian
input, observation notes, portfolio and the child's assessment
information towards supporting school readiness/parent goals.

30.  At the end of the school year, preschool part day
parent/ guardian will be given a calendar of
educational activities that can be incorporated into
daily summer recreational activities to support school
readiness.
 Opportunities will be provided for children to express
feelings, be listened to and given a response to their
verbal and physical cues.
 In infant and toddler rooms, label chairs, cribs, cots,
and other items used specifically by individual
children with their name and photograph.
 All classrooms/groups will develop and post basic
classroom rules with clear and consistent limits and
realistic expectations utilizing children’s input.

31.  Lesson plans will reflect intentional gross/motor activities
for both indoor and outdoor times.
 Staff and parents will receive training to assist them in
understanding and feeling comfortable in appropriately
responding to the children’s individual special needs.
 Staff will connect with family to complete All About My
Baby/All About My Child (Child Nutrition-General Info) that
provides child’s experiences and parent/guardian’s
expectation regarding nutrition and care.
 Staff will receive baby doll circle time training and will
implement in the classroom at a minimum of three times
per week.
 Staff will model and guide children in proper hand
washing, face washing, and tooth brushing techniques,
using the agency selected obesity prevention approach to
promote physical well- being.

32.  The learning environment will be organized in basic
interest areas identified by agency-developed area signs.
 A variety of children’s work (i.e. writing samples, art,
photographs of child, etc.) will be kept in a work sampling
system for each child and used as documentation of the
child’s progress and interests. These portfolios will be
shared with parents/guardians throughout the school year
and given to parents/guardians at the second parent-
teacher conference or last quarter review.
 During initial parent-teacher conference for center based
children, a Family Conference Form for each child will be
developed with parent/guardian to include school
readiness goals and activities based on child’s current
developmental levels. Parent/guardian and teacher will
identify at-home activities that promote child’s
development.

33.  In order to be eligible for any part of the program
year a child…
◦ May not turn six years old before June 30.
 In support of the full-day/full-year option, at any
time during the program year a child may be
accepted and enrolled in the Head Start program
when…
◦ Child transitions from the infant/toddler program to the
preschool program and Head Start eligibility is
determined.
 Above information and forms with the exception
of HIPPA will be kept confidential and entered
into COPA.

34.  Staff will use the following selection criteria to
identify families who will be given priority for
selection in the Head Start/Early Head Start
program…
◦ Eligibility points
 Description of the following selection criteria for
each applicant will be reflected in case notes, if
applicable: CSB referral, parental status,
documented disability, family issues, and referral
from other agency.
 Attendance policy and procedures will be
reviewed and shared with parent/guardian during
orientation and enrollment.

35.  When a child absence occurs, the following procedures will
apply:
◦ 3rd Occurrence: Home visit must be made. An attendance
summary and agreement will be done. A plan must be established
with the parent/guardian to help improve the child’s attendance.
The plan must include the role of the parent/guardian and the
role of the Family Advocate/Home Visitor. Early Childhood
Services Coordinator and Operations Manager will be informed.
◦ 4th occurrence: Parent/guardian support plan will now focus on
transitioning child/family to a more suitable program option with
approval of Early Childhood Director.
 With approval of Early Childhood Director, Early Childhood
Services Coordinator may grant a waiver from the
attendance agreement in special circumstances which
include but are not limited to absenteeism due to
hospitalization, homelessness, eviction, catastrophic
events, and death of an immediate family member.
Document in case notes and email attendance group.

36.  Each preschool center will be divided into the
following interest areas: blocks, dramatic play,
toys/games; art, library/writing, discovery,
sand/water, music/movement, cooking (2 x per
month), computers, and safe place.
 Toddler group space also needs: art supplies,
blocks, auditory materials, science and nature
materials, sensory motor equipment, and safe
place.
 All necessary repairs to classrooms and centers will
be recorded in the work order system.

37.  Family Partnership Agreement completed within 30
days of enrollment and review quarterly.
 With parent permission, staff will work with families
to attain goals on other agency plans.
 Staff will prepare monthly newsletters vs. calendars.
 Staff will update the community resource directory
annually.
 Referrals will be documented in COPA within 72
hours and follow up on within 30 days.
 Social staff will maintain current phone numbers for
crisis and mental health services.
 Parent training resources will be shared at home
visits.

38.  After the birth of a child, the Edinburgh
Postpartum Depression Scale will be
administered and referrals made if needed.
 Staff attending meetings may be asked to provide
child care.
 Parents will assist staff in planning field trips,
volunteer opportunities, and classroom activities.
 All parent activities requiring funding will be
documented on the Parent Activity Form.
 Staff will ensure parents are aware of all
volunteer activities, such as field trips,
community events, preparing materials at home,
and helping in the classroom.

39.  Developmental screenings will be discussed at
the first home visit.
 Child growth and development will be discussed
at parent teacher conferences and home visits.
 Homebased weekly lesson plans will be written in
partnership with the parents.
 Staff will be familiar with medical providers and
health resources in their service area and make
appropriate referrals.
 When a literacy need is identified, parents will be
encouraged to set a goal in this area.

40.  All About My Baby/All About My Child will
completed with the parent for each child.
 Annually staff will plan at least one training
on nutrition and budgeting.
 3-4 home visits will be conducted with every
enrolled family in the center-based option.
 48 home visits will be completed with every
enrolled family in the home-based option.

41.  Agency will ensure that qualified individuals
oversee mental health services both for
services within the agency and for services
provided by referrals.
 Agency will provide staff or contract with
translator that speaks the primary language
of majority of children.
 A personnel file is kept for each volunteer at
the local site and in Human Resources Office.

42.  Face to face conversations with parents will
occur monthly.
 Social media and REMIND are means of parent
communication.
 ODJFS updates will be shared with governing
bodies.
 Governing bodies will provide insights into
policies and planning ongoing.
 Continuous improvement plans will be
developed to correct any
deficiencies/weaknesses in programming.

43.  Total composition of Policy Council is based on
funded enrollment approximately one
parent/guardian representative for every 60
children. The total composition of Policy Council
is also comprised of community representatives,
preferably one per county.
 A minimum of 70% of Policy Council members
will be parents/guardians of currently enrolled
children.
 Only those in attendance may receive a stipend
and mileage reimbursement.
 Families with more than one in attendance will
only receive one stipend and mileage
reimbursement.

44.  The agency’s governing body Chair and the
CEO will be available for Policy Council
meetings as needed.
 Agency governing body will appoint a
Financial Committee, which meets as
needed.

45. 
 Children’s specific learning needs that have been identified on
the Individual Education Plan (IEP) or Individual Family Service
Plan (IFSP) will be incorporated into activities on weekly lesson
plans and individualized plan.
 Program Development Manager and Health Coordinator will be
actively involved with the fiscal department in budget planning
for contractual services as they relate to special
accommodations.
 Staff will formally refer to the Local Education Agency (LEA) any
preschooler who demonstrates a significant delay that could
result in a disability. A Child Referral must be completed to the
Child Advocate, including all concerns observed and actions
taken, who will be responsible for contacting the
parent/guardian and following up on the referral.
 Child Advocate will actively involve, educate, and support
parent/guardian in the evaluation process.

46.  Child Advocate will assist in the evaluation
process including assistance to parent/guardian
finding transportation to screenings or
evaluations, if needed. Additionally, screening
information will be provided with
parent/guardian to the LEA if requested.
 As part of the transition effort, children with
disabilities/ developmental delays will have
additional information forwarded to their next
placement. This may include copies of:
◦ DECA-C Results;
◦ ASQ-3/ASQ-SE Results.

47.  Speech screenings will be completed for all children at
time of enrollment as part of the developmental screening
process. Results of this screening will be given to the
parent/guardian on the Child Screening tab in COPA.
 Child Advocates will train staff and parent/guardian
regarding disability issues and how it may impact children
and their families on an as needed basis.
 Agency will work with other agencies such as
Developmental Disabilities Agency, LEA, and BCMH to get
any needed equipment or materials. When necessary,
agency will purchase special equipment and materials.
 Staff and parent/guardian will receive the approved travel
and per diem expenses for training events relating to
special services for children with disabilities.

48.  Prior to entering the center, State of Ohio DJFS licensing
requires that children have at a minimum one each of the
following immunizations to start school: must at a
minimum have the following age appropriate
immunizations: 1 DPT, 1 Polio, 1 MMR, 1 Hepatitis, 1Hib,
1 Chicken Pox, 1 Hepatitis A, 1 Pneumococcal, and 1
Rotavirus.
 If the LEA/HMG does not evaluate a child, agency will
make every effort to assess the child in all domains, or will
refer to developmental clinics.
 Records of children with disabilities will be kept in a
secure, locked file on site and at the central office. Only
personnel, parent/guardian, consultants and other
individuals with written permission by parent/guardian or
as authorized by law will have access to these records.

49.  Medication will be labeled and stored in a
location (refrigerated if needed), inaccessible
to children, in a plastic bag with child’s
picture and label.

50.  100% of Head Teachers and Teacher Assistants will
obtain required DJFS SUTQ training.
 All staff who successfully complete their 13 week
provisional period will be eligible to request financial
assistance for job related training. Substitute and
temporary employees may also have eligibility if the
agency is convinced there is potential for a long-term
placement.
 Full Year Sites: (Internal and External child care
partnerships with Head Start and Early Head Start
children)
◦ Preschool/Head Start Center Based
 5 days a week.
 6 hours a day.
 250 days a year.

51.  In process.
 Focus area of Grantee Specialists.
 Approval in September.