Enrollment and Selection Criteria were approved by the Advisory Board on July 15th, 2024, and Policy Council on July 28th, 2024.
Enrollment Policy Illinois Migrant and Seasonal Head Start (MSHS) Program.
Issuance Date: May 13th, 2024
Originating Office: IDHS Migrant and Seasonal Head Start
Purpose
To outline the enrollment policy for Migrant and Seasonal Head Start (MSHS) programs in accordance with the new eligibility provisions as per the Further Consolidated Appropriations Act, 2024 (Public Law 118-47).
Scope
This policy applies to all Migrant and Seasonal Head Start recipients, including Head Start Centers serving migrant and seasonal farmworker families.
Policy Statement
Effective immediately, MSHS programs can serve any age-eligible child who has one family member whose income comes primarily from agricultural employment, regardless of total family income. This policy aims to prioritize enrollment for children from migrant farmworker families who have relocated frequently within the past two years to pursue agricultural work.
Definitions
- Age-Eligible Child: Children under six years who are not eligible to attend kindergarten.
- Agricultural Employment: As defined in 29 U.S.C. § 1802 (3), employment in any service or activity included within the provisions of Section 3(f) of the Fair Labor Standards Act of 1938 (29 U.S.C. 203(f)) or section 3121(g) of title 26.
- Family: All persons living in the same household who are supported by the income of the parents or guardian of the child enrolling or participating in the program, and related to the parents or guardian by blood, marriage, or adoption.
- Household Member: Total number of persons residing together for whom the head of household is paying half or more of their living expenses during the year.
- Migrant Family: A family with at least one member whose income comes primarily from agricultural work and who has relocated frequently within the past two years.
- Seasonal Family: A family engaged primarily in seasonal agricultural labor without changing residence in the preceding two-year period.
- Proof of Current Agricultural Work: Pay-check stubs, written statements from employers or crew leaders, or IMSHS Employment and Income Verification Forms.
Eligibility Criteria
- Income Source: At least one family member's income must come primarily (more than 50%) from agricultural employment.
- Prioritization: Programs must prioritize children from migrant farmworker families, especially those who have relocated multiple times within the past two years.
- Verification: Programs must verify eligibility based on the income of one family member engaged in agricultural employment, as per 45 CFR §1302.12(f).
- Eligibility Duration:
- Children enrolled in a program will remain enrolled through the program year.
- Once a child under age 3 has been determined eligible, they are eligible until they turn 3 or are no longer age-eligible for infant and toddler services, and transition to a preschool setting.
- Preschool-aged children are eligible for that program year and the succeeding program year, for up to two program years before they age out.
Recruitment
- Community Assessment: Delegate agencies complete an extensive community assessment every five years, update every fall, and gather new information every spring.
- Inter-Agency Meetings: Delegate directors hold one inter-agency meeting during the season and maintain ties with community service providers throughout the year.
- Advertising: Prior to opening and during the season, delegate directors advertise the program through posters, flyers, public-service announcements, and brochures distributed at community events.
- Active Canvassing: Delegate staff actively canvass the recruitment area, engaging with growers, visiting migrant housing, and following referrals.
- Social Media: Delegates may use social media to promote the program, ensuring compliance with privacy laws.
- Inclusivity: Recruiting materials should include families and children of various ethnicities and races, emphasizing that eligibility is not based on ethnicity or race.
Selection Criteria
Priority Order:
- Homeless migrant children
- Children with single parents
- Children with two parents, both working.
- Children with two parents, one working.
- Migrant foster children
- Same sub-categories as above
- Migrant children receiving public assistance (SNAP or TANF)
- Same sub-categories as above
- Migrant children with suspected or diagnosed disabilities and their siblings.
- Same sub-categories as above
- Migrant children without disabilities
- Same sub-categories as above
- Homeless seasonal children
- Same sub-categories as above
- Seasonal foster children
- Same sub-categories as above
- Seasonal children receiving public assistance (SNAP or TANF)
- Same sub-categories as above
- Seasonal children with suspected or diagnosed disabilities and their siblings.
- Same sub-categories as above
- Seasonal children without disabilities
- Same sub-categories as above
Delegate Policy Committees must consult the Policy Council before changing the priorities. If classrooms are expected to be filled, there must be a waiting period of up to two weeks for migrant families to arrive before allowing seasonal children to fill enrollment slots.
Enrollment Procedures
- Application Process:
- The delegate family services worker or other staff assist with enrollment, explaining and filling out registration forms with parents, and reviewing documents that verify eligibility.
- The delegate director compares registration papers to eligibility requirements within 24 hours, assigns a priority number, and consults with the grantee manager if needed.
- If classrooms are filled, the director places the child's name on the waiting list.
- Parental Notification: The family services worker informs parents of their enrollment status and welcomes them to the program, distributing Parent Handbooks and other materials.
- Information Distribution: The family services worker distributes necessary information and completed forms to other center coordinators.
Attendance
Regular attendance is essential for your child's success in the IDHS Migrant Seasonal Head Start Program. Consistent attendance helps your child feel more comfortable at school, enhances their learning, and fosters a sense of belonging. We understand the unique challenges faced by migrant and Seasonal families, and we are committed to supporting your child's education while considering these circumstances.
The IDHS Migrant & Seasonal Head Start program relies on consistent participation to ensure that we are able to provide the necessary services for all children. In line with the new Office of Head Start standards, if your child does not attend regularly without a valid reason, we may not be able to hold their spot in the program. Valid reasons for absence include illness, family emergencies, or any other significant issues that may impact your child's ability to attend.
The Importance of Attendance Each day your child attends, IDHS Migrant & Seasonal Head Start the program receives federal funding to help support food costs and maintain essential resources, such as classroom supplies, books, and toys. Your child's regular participation helps the entire community by ensuring these resources are available to all children in the program. When children miss school frequently, it affects not just your child but also other children in the program.
Absence Notification If your child is absent and we do not receive a call from you within the first hour of the day, a staff member from your child's center will contact you that same day to check on your child and offer any assistance if needed. If your child is not ill and there are no extenuating circumstances, we will expect them to return the following day.
If you anticipate your child will be absent for any reason, please notify the center Coordinator or Site Supervisor at your child's center. If your child has missed three consecutive days without prior communication, our staff will visit your home to complete an attendance agreement and work with you to develop a plan to ensure your child returns to school regularly.
We understand that your family's needs may vary, and we are here to support your child's education and well-being. If any difficulties are preventing your child from attending regularly, please reach out to us so we can assist in making arrangements.
Together, we can help ensure your child gets the most out of their Head Start experience.
Data and Reporting
- Submit annual Program Information Report (PIR) reflecting changes to MSHS eligibility policy. Guidance on submitting the 2023-2024 PIR for those who qualify under the new eligibility criteria during the program year was issued on May 9, 2024.
Monitoring and Compliance
- MSHS programs will be monitored according to the new eligibility provisions starting in FY 2024-. Future monitoring protocols will reflect these changes.
Training and Technical Assistance
- Utilize the TTA system and the Early Childhood Learning and Knowledge Center (ECLKC) for updated resources and support.
- Direct questions and feedback regarding the implementation of these changes to MSHeadStart@acf.hhs.gov.
