Phone (419) 784-5136 | Address: 1933 E 2nd Street Defiance, Ohio 43512

Inclement Weather Pupil Transportation

POLICY:

Administration and Staff will make decisions regarding weather related early dismissal or school cancellations and delays.

PROCEDURES:

In the event of inclement weather pertaining to pupil transportation: Buses will provide transportation in ice, snow, rain, high winds, fog, hot and cold weather.  If the driver feels unsafe, they will contact their Center Manager for guidance.  Class delays and cancellations will not be the “assumption” the day before inclement weather may occur.

  • If more in depth training is needed for driving in inclement weather, the Center Manager for CDL staff holder will reach out to the Transportation Specialist to provide further assistance and training.

 

School closure or delay for students before the school day begins:

  • When conditions warrant, driving staff will communicate with their Center Managers in regards to their local weather conditions and concerns.
  • A decision will be make regarding school closure or delay.
  • Local radio stations, Remind, class DoJo, etc.  Will be used to let the Families and Staff know of the decision made in regards to cancellations and delays in a timely manner.
  • One, two or three hour delays are allowable and are determined by Center Managers or Program Director.
  • Closures are NOT always consistent or determined based on what the local school districts decide.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   11/1/21 Revision Date:    
Approved By Policy Council:   11/1/21 Revision Approved By Policy Council:    

Pregnant Woman to Early Head Start Participant Transition

POLICY:

NOCAC Child Development program will assist a Pregnant Woman (PW) participant in transitioning her newborn into the NOCAC Early Head Start Program.

PROCEDURES:

  1. Once the PW has her baby, the Home Visitor will contact the Social Services Manager with the newborn name and date of birth.
    1. The Home Visitor will continue using the Growing Great Kids Curriculum by beginning modules in the Birth to 12 months guide.
    2. The number of pregnant women to be enrolled is identified within the grant application.  Programs are not required to maintain this number of pregnant women throughout the entire program year.  Instead, programs must ensure they reach the total number of pregnant women identified within their grant application within their program year.  (https://eclkc.ohs.acf.hhs.gov/sites/default/files/pdf/no-search/service-to-pregnant-woman-families.pdf)
    3. Enrolling pregnant women will remain flexible so that the program can ensure it has the appropriate program slot open for the baby’s enrollment.  (https://eclkc.ohs.acf.hhs.gov/sites/default/files/pdf/no-search/service-to-pregnant-woman-families.pdf).
  2. The Home Visitor will work with the family to set up a home visit to complete the Early Head Start Two Week Home Visit Form for the newborn that is completed by the Home Based Manager.
  3. After the baby is born, the Social Service Manager will transfer the enrollment from the PW to the newborn.  An enrollment email will then be generated for an enrollment pack to be put into the home visitor’s mailbox by a Data System Specialist.
    1. The enrollment pack will consist of the following:  Early Head Start Handbook and 0-12 Month Enrollment Folder.
    2. The enrollment folder consists of the following:  left side – Selection Criteria, 18 Vision Development Milestones From Birth to Baby’s First Birthday, Parent/Guardian and Home Visitor Agreement Form, Child Enrollment and Health Information for Child Care (EHI) Form, Health Record Form, NOCAC Head Start/Preschool Enrollment Consent, Age 0-12mo Health/Dental/Dietary History Form, Devereux Early Childhood Assessment For Infants Record Form, CACFP Infant Meals, CACFP Enrollment Form, Source of Health Care Questionnaire, and NOCAC Head Start/ECE Family Strengths and Needs Survey.  Right side – Online Assessment Letter, Family Interest Survey, ABC’s and 123’s About My Child, Portrait of a Health Child, Recommended Immunizations, Young Children and Vaccines, Oral Health, Health Department Hours, and In-Kind Good as Gold.
  4. The Home Visitor will complete the birth module in ChildPlus after the baby is born.
  5. The Home Visitor will go through the enrollment pack with the mom.
    1. The following forms will be sent to the Data System Specialists at the Central Office (CO) once completed:  Selection Criteria, 18 Vision Development Milestones from Birth to Baby’s First Birthday, Parent/Guardian and Home Visitor Agreement, EHI, NOCAC Head Start/Preschool Enrollment Consent, Age 0-12mo Health/Dental/Dietary History Form, CACFP Infant Meals, CACFP Enrollment Form, and Source of Health Care Questionnaire.
    2. The Health Record Form will be sent to the Data System Specialist at the CO after the first Well Baby Check.
    3. The Devereux Early Childhood Assessment for Infants Form will be sent to the Intervention Manager at the CO once completed at minimum age of 1 month.
    4. The following forms will be filled out and kept in the Home Visitor’s file for the child:  Online Assessment letter, Family Interest Survey, and ABC’s and 123’s About My Child.
    5. The following literature will be discussed and given to the mom:  Portrait of a Healthy Child, Recommended Immunizations, Young Children and Vaccines, Oral Health, Health Department Hours, and In-Kind Good as Gold.

Data Entry:

The Data System Specialist will enter the named forms from #5a and #5b into ChildPlus once received then file in the child’s CO file.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.70, 1302.80
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:   https://eclkc.ohs.acf.hhs.gov/sites/default/files/pdf/no-search/service-to-pregnant-woman-families.pdf

 

Effective Date:   3/4/21 Revision Date:    
Approved By Policy Council:     Revision Approved By Policy Council:    

 

Prenatal and Postpartum Information

POLICY:

NOCAC Child Development program will provide enrolled pregnant women, fathers and partners or other relevant family members the prenatal and postpartum information, education and services as appropriate including a newborn visit within two weeks after the infant’s birth.

PROCEDURES:

  1. A mental health screening will be completed within 30 days of enrollment, 2nd trimester, 3rd trimester and postnatal (at 2-week visit) using the Edinburgh Postnatal Depression Scale.
    1. If the scale has a score of 10 or higher, if a mother/pregnant woman who scores over a 10, a rescreen will be completed after 2 weeks in situations where  Home Visitor feels the mental health needs aren’t severe/urgent.  The participant will be asked if she would like her doctor to receive the results.  The intervention manager can also be contacted to share resources and give referrals if needed.
    2. After Edinburgh Postnatal Depression Scale is completed, the paperwork will be turned in to the Intervention Manager, who will input information into ChildPlus.
  2. Prenatal participants will advise their Home Visitor on the frequency of home visits (weekly, biweekly, once a month) according to their needs.
  3. After the baby is born, the Home Based Manager will visit the mother and baby within 2 weeks during a scheduled home visit with the Home Visitor.
    1. The 2-week Home Visit Form for newborn will be discussed/completed.
    2. Additional information will be given to parent if not already received after the birth.
    3. Edinburgh Postnatal Depression Scale screener will be completed with the new mom.
  4. The Home Based Manager will advise the PFCE Manager when a 2-week Home Visit Form for the newborn is completed.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.80, 1302.81
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:   GGK Unit 2 Modules 2 & 3, Unit #3 Modules 3,5,6,7

 

Effective Date:   3/4/21 Revision Date:    
Approved By Policy Council:     Revision Approved By Policy Council:    

Family Surveys

POLICY:

NOCAC Child Development will collaborate with families to identify educational needs that are responsive to all adult family members’ interests and goals.

PROCEDURES:

  1. The Family Interest Survey will be introduced to each family at the time of their participants enrollment.  This form can be found in the Enrollment Packet in both English and Spanish.
    1. The Family & Community Engagement Team will then collect, aggregate and share the data collected from this Family Interest Survey with each classroom or option along with the Center Managers and Family Advocates.
      1. The data collected will be sued to plan trainings and family events.
  2. Additional family surveys will be conducted each program year and the content of these surveys will be determined by the needs of the families and the program.  Survey options can be but are not limited to:
    1. Mid Year Family Survey
    2. End of the Year Family Survey
    3. Specific topic surveys such as COVID survey and Infant & Toddler Survey.
  3. Survey deliver style has varied in the past.  Paper copy surveys sent directly to each family in the program and a Survey Monkey link has been sent to each family via email, remind.com or ClassDojo messenger have been used previously
    1. Paper copy surveys include survey questions, an envelope for teh family to seal their completed survey in – label on front of envelope with the deadline to return completed surveys to their teacher/home visitor, an instruction sheet for the family on how to complete and return their survey, and an instruction and tracking sheet for each teacher and/or home visitor to use when getting the completed surveys.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:   1302.52
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   12/1/20 Revision Date:    
Approved By Policy Council:     Revision Approved By Policy Council:    

Request for Classroom/Center Transfer

POLICY:

NOCAC Child Development will accommodate a family’s request for a transfer from one classroom/center to another classroom/center or the home base program option within the program service area, based upon availability of requested classroom/center or home base option.

PROCEDURES:

  1. A Request to Transform Form can be filled out by a parent/caregiver and submitted to the child’s current Teacher or Center Manager, an email can also be sent to the ERSEA Staff person.
  2. A NOCAC Child Development participant will be given priority for placement over a new participant.
  3. The following NOCAC Child Development Staff will be notified upon the request for transfer:
    1. Teacher participant is requesting to transfer from
    2. Center Manager participant is requesting transfer from
    3. Teacher participant is requesting transfer to
    4. Center Manager participant is requesting transfer to
    5. Family and Community Engagement Manager
    6. Notification can be done by a phone call or email
  4. Open slot transfer:
    1. The transfer will be approved by the NOCAC Child Development Family and Community Engagement Manager and the NOCAC Child Development Director during an enrollment meeting.
      1. Enrollment meetings are typically held weekly.
      2. Enrollment meetings can take place in the event of an emergency situation.
  5. No Open-slot transfer:
    1. The family of the participant who is requesting the transfer can choose to keep their child in the classroom they are currently in until a spot is available in the classroom/center they are requesting to transfer to.
    2. The family can choose to place the participant in the Home Base option if available.
    3. When it is not possible for a participant to remain in the current classroom/center
      1. the family can choose to self-transport their child to the current classroom/center until a spot becomes available in the requested classroom/center, or
      2. the participant will be withdrawn from the program and then placed on the waiting list for the requested classroom/center.  If or when a spot becomes available at the requested classroom/center the child will be taken off the waitlist and placed in the requested classroom/center.
  6. If a participant moves out of the NOCAC Child Development service area the NOCAC Child Development Staff will help the family locate a Head Start center in their new area and work with the family and Head Start in order to provide a smooth transition.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   12/22/20 Revision Date:    
Approved By Policy Council:     Revision Approved By Policy Council: