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

Dental Dayz – Classroom Outreach


NOCAC Teaching Staff Responsibilities:

  1. During the first home visit, the NOCAC Teacher will encourage parent/guardian to sign the BCHC Dental Consent for Exam. (form N11 – Dental Consent To Exam) (Only children with a signed authorization form will receive Dental Prevention services in the Head Start classroom)
  2. The signed original form will be forwarded to the Family Advocate (FA). It is recommended that a copy be kept in the site file.


Family Service Specialist Responsibilities:

  1. The Teachers will work in partnership with Health and Safety Assistant on days that dental services are scheduled in a classroom to assure that children are escorted to and from the dental services as efficiently as possible. If the FA is unable to be at the site on the scheduled day, he/she should inform their supervisor to arrange alternative support. (This is most critical on days when more than 10 children are scheduled for services.)
  2. The Teacher/FA will determine the family’s capacity to follow-through with the referral recommendations and proceed accordingly.
  • Level 1 and 2 referrals: families will be expected to follow through on their own unless there are unusual barriers in place. If NOCAC Staff determine the family cannot follow through appropriately on level 1 & 2 referrals, they will contact the Health and Safety Manager for assistance.
  • Level 3 and Level 4 referrals: the FA will work from the follow-up plan developed by the Health and Safety Manager and document progress in ChildPlus.

 Health and Safety Manager Responsibilities:

  1. Health and Safety Manager will work with a dental provider to develop a schedule at the beginning of each program year that indicates when the Dental Dayz will be at a particular center. The schedule will be adapted as needed throughout the school year dependent on results and planned prevention interventions.
  2. Head Start Support Staff will/may accompany the Dental provider to classrooms to provide administrative support if more than 5 children are scheduled for services.
  3. The Health and Safety Manager will serve as a backup as needed.
  4. The Data Systems Specialist will enter all results into ChildPlus in accordance with ChildPlus protocol for health events.
  5. A copy of the Dental Health Exam (form N9 – Dental Health Exam form) form will then be forwarded to Health and Safety Manager so that she can develop a follow-up plan in ChildPlus.
  6. The Health and Safety Manager will manage any associated contracts or billing as it relates to Dental Providers.


Forms and Additional Guidance:  (Draft as of 8/11/22)

  • BCHC Dental Consent for Exam (form N11)
  • Dental Health Exam
  • Dental Dayz Summary Form (form N10)
  • BCHC Nitrous Oxide Permission (English) (form N12)
  • BCHC Nitrous Oxide Permission (Spanish)
  • BCHC Oral Surgery Consent (English) (form N13)
  • BCHC Oral Surgery Consent (Spanish)
  • BCHC HIPPA Privacy (form N14)











Vision Screenings

HT-3107 Enrollment Consent Form NEW 6.01.21POLICY:

NOCAC Child Development will obtain or perform evidence based vision screenings on each participant within 45 calendar days of entry into the program.


  1. Designated staff will complete a vision screening on every participant annually per the Health Advisory Committee and Early and Periodic Screening, Diagnostic and Treatment (EPSDT).
  2. The evidence based vision screener is PlusOptix for participants 1 year and older, 18 Vision Development Screening (VDM) age birth to 12 months is used for participants up to 12 months of age.
  3. Designated staff will be trained annually on the use of the vision screeners. The completed list of trainers is maintained by the Health & Safety Manager and typically includes the Family Advocates, Center Managers, Floats, Education Team and Disabilities Team. This list may change as center needs indicate.
  4. Parents will be informed of all screenings at the time of enrollment during the first home visit. Staff will assist the family in completing the Enrollment Consent Form.
  5. Vision screenings (within normal limits) obtained from the participant’s “qualifying” EPSDT Well Child exam will be entered into ChildPlus for tracking.  In order for a vision to “qualify” it must be done on July 1st or later.
    1. Screenings must be current for the existing program year.
  6. If a child wears glasses an ROI must be sent to verify that the child has a current prescription.
  7. EHS:  To determine if the baby has met all vision milestones, begin with Page 2 of the 18 Vision Development Milestones From Birth to Baby’s First Birthday regardless of baby’s age.  Do not skip to the chronological or corrected age of the baby that is being screened.  Pages 2-9 are sent to the Central Office to the Data System Specialist to be entered into ChildPlus.  Pages 10-14 remain in the child’s center file for Home Visitor reference.
  8. Passed Vision Screenings:
    1. The designated staff will notify the parent about the results using the Parent’s Notification of Screening Results – PNSR for HS participants or by providing a copy of the 18 Vision Development Milestones From Birth to Baby’s First Birthday for EHS participants.
  9. Failed Vision Screening:
    1. Parents are notified using the Parent’s Notification of Screening Results – PNSR with a NOCAC Head Start Vision Report form attached or 18 Vision Development Milestones From Birth to Baby’s First Birthday.
    2. Parents are advised by the Family Advocate and/or teacher/home visitor (HV) to take the participant to an optometrist.
      1. The Family Advocate (FA) and/or teacher/Home Visitor (HV) shall assist the family in finding an optometrist if necessary.
      2. FA, teacher, and HV will discuss all findings at regularly scheduled meetings to be recorded on the Family Progress Notes or entered into communication under corresponding health event.
    3. The FA and/or teacher/HV will follow up with the family as needed.
    4. All followup is tracked in ChildPlus.
    5. At any time during the year, a parent or teacher may request another screening.
  10. Documentation of all screenings is maintained in ChildPlus.  The white copy of the screening results is sent to the Central Office and will be entered by the Data System Specialist.  All screenings requiring followup are forwarded to the Health and Safety Manager.
    1. PlusOptix – PSNR copies must be sent to the Central Office upon completion.
    2. Pages 2-9 on 18 month must be sent to Central Office upon completion of each page every month.
  11. The Health and Safety Manager monitors the screening and follow-up data via ChildPlus to ensure screenings are completed prior to the 45 day requirement and timely followup is received by each participant.

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:   8/7/17 Reviewed Date:   12/14/20, 6/16/22
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council:   1/6/20



NOCAC staff will lower the risk of spreading Pediculosis (head lice) in our classrooms and centers through preventative health practices and appropriate reporting procedures recommended by the Center for Disease Control (CDC), American Academy of Pediatrics (AAP), The National Association of School Nurses and the NOCAC Health Services Advisory Board.

The goals of NOCAC Head Start are to:

  1. Decrease school absenteeism due to lice.
  2. Support families in their efforts to control and eliminate lice.
  3. Maintain confidentiality.



  • Routine or periodic classroom screening is not recommended. NOCAC will conduct two formal screenings per program year.
  • All suspected or identified infestations will be managed discreetly so the child is not ostracized, isolated, humiliated or psychologically traumatized.
  • Children should be discouraged from close head-to-head contact with others.
  • Education staff and Family Advocates follow-up with family to ensure that the infestation is being addressed appropriately until the infestation has ended.



  1. Every classroom will screen children two times per year for head lice.
    1. The first screening to be completed by the end of the second week at the start of the program year.
    2. The second screening to be completed by the end of the first week in January.
    3. Refer to How to Screen for Lice and Nits for guidance on checking hair.
  2. Each child will have their own personal comb that will remain in their cubby.
  3. Children and staff with long hair will be encouraged to keep it pulled back until treatment is complete.


When a child is found to have live lice:

  1. NOCAC staff will notify the family and a Head Lice Information Packet will be sent home with the child. Emergency Contacts do not need to be called, this is NOT an emergency.
  2. Children with live head lice can remain at the center and go home at the end of the school day and return to school after being treated with an effective pediculicide. The child must be excluded from head-to-head contact with other children or adults until treated.
  3. It is NOT mandatory that the child is immediately sent home from the center, however if the parent offers to pick up the child, that is acceptable.
  4. Staff will complete a Child Health Observation Form by the end of the class and send home the Communicable Disease/Exposure Notice parent letter with each child present that day.
  5. The family is instructed that the child should be treated is included in the Head Lice Information Packet.
    1. Ongoing communication between the staff and family during this process is essential.
    2. Families may be asked to show receipts, doctor notes or other forms of evidence of treatment, when a child returns to the center and it appears that no treatment has taken place.
  6. When a child has recurrent or repeated cases of live lice, the education staff, Family Advocates and the Health and Safety Manager will develop a plan with the family meeting the above noted goals, including frequency of Exposure Notice to parents requirements.
  7. In some cases (based on the Family Advocate and the Health and Safety Manager judgment), it may be appropriate to have the child’s head checked upon return to school.


When a child is found to have nits present (no live lice detected):

  1. The family is notified and a Head Lice Information Packet will be sent home with the child.
  2. Immediate or long-term exclusion is not required.
  3. The child is NOT required to be sent home from school but is required to be excluded from head-to-head activities and contact with other children while finishing out the day.
  4. The family is encouraged to follow indicated treatment plan their healthcare provider has given them and nit-pick (regularly for the next two weeks).
  5. If future checks reveal an increased number or nits present or it is obvious to the screener that the child’s hair has not been treated, the parent will be contacted by the teacher or Family Advocate for follow-up and support.


When to check beyond the identified child with live lice or nits:

  1. If the infected child has a sibling in the Center, he/she needs to be checked.
  2. NOCAC Staff will ask the family to check other siblings and family members and offer support as needed. On occasion NOCAC staff will be asked to provide additional support to families.


Classroom Environment

  1. The classroom is only one of many environments where head lice can be transmitted.
  2. Classroom tips:
    1. NOCAC Staff will vacuum the affected classroom
    2. Stuffed animals and pillows will be bagged for two weeks
    3. Past practices of separating coats, bleaching toys and furniture, combs, brushes or other personal items have been found not to be as important as research shows that lice cannot survive on inanimate objects. Hence, there is little, if any, reason to focus efforts.
    4. Pesticide sprays are NOT recommended as they have NOT been proven to be effective and they are a health hazard.


  1. The Health and Safety Manager will use professional judgment to determine when unusual measures are necessary to respond extraordinary cases.
  2. If the family is not compliant with the treatment options and the child misses several days of class, NOCAC may choose to implement the following measures:
    1. Home visits
    2. Referrals to outside agencies
    3. Report to protective services
  3. Collaborative sites or centers located in public schools may have a policy different from NOCAC.


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:  Pediculosis Capitis (Head Lice)
Other Sources:    
Effective Date:   3/4/19 Reviewed Date:   6/8/22
Approved By Policy Council:   3/4/19 Revision Approved By Policy Council:    

Dental Exam/Services


NOCAC Head Start staff will support families in completing the dental exam within 90 calendar days of the child’s entry into the program.



Pregnant Woman (PW)

Pregnant women will have a record of dental exam within the first 90 days of enrollment.  They should have their teeth cleaned and checked early in their pregnancy.  Gum disease has been linked to premature low birth-weight babies.

Birth – 1 Year

A visit to the dentist shall occur after the first tooth erupts or by 12 months of age, whichever comes first.  The infants primary care physician or pediatrician shall provide an oral health assessment and document at each well baby visit.

1-5 Years

Every child will receive a yearly dental exam within the first 90 days of the first day of class, home visit or socialization.  All children are encouraged to maintain oral health visits every 6 months.


The Head Start (Oral Health Form) will be used to document all visits and followup for services for PW and children ages 1-5 that are being provided by a dental provider.

For participants Birth to 1 year, the record of oral health assessments or screening performed by medical provider will be noted or documented on the well-baby exam.



  1. At the time of enrollment, the Child Development staff and/or Family Service staff will inform parents/guardians of the participant of the program health requirements and request they schedule a dental examination. If the participant does not have insurance coverage, staff will refer them to Ohio Medicaid.
    1. If the child has seen a dentist in the past 10 months, staff will have the parent/guardian sign a Oral Health Form or Release of Information (ROI) and forward to the Central Office for processing.
  2. All participants shall receive a dental exam within 90 calendar days of the entry into the program or 90 days after the first tooth eruption for infants.
  3. The parent/guardian will be asked to complete a Health/Dental/Dietary History Form at the 1st Home Visit. This form also provides a history of the child’s dental services, sources of drinking water, medical conditions and source of payment for services.
  4. Records/forms documenting the child’s exam date and follow-up treatment will be maintained in the child’s record, entered into ChildPlus by data entry specialists, and reviewed by the Health & Safety Manager in order of priority.
  5. A re-examination will be done one year from the initial exam date unless there are parental concerns and/or the child is complaining of pain, swelling, other problems or the dentist recommends more frequent visits.
  6. Staff will monitor/track for the timely provision of dental services throughout the program year.
  7. Dental exams are valid for 13 months.
  8. The Health & Safety Manager will monitor which participants do not have an exam prior to the 90 day regiment.
  9. The Health/Nutrition Manager is notified by the Family Advocate (FA) Center Manager, or Teacher of any child without an exam. A plan, which may involve transporting and/or paying for needed services is put into place. The FA may work with the family via case management to find a dental home. The FA will encourage the family to complete a Family Strength/Need form if the family desires to do so.
    1. Case Management will be entered into ChildPlus by the FA.
  10. Services will continue for the enrolled child and a written plan will be developed with the parent/guardian and FA to get the dental completed.
    1. Case Management will be entered into ChildPlus by the FA.
  11. NOCAC will coordinate agreement/contracts with local area dentists for the provision of dental services to enrolled children who are without an established source of dental care.
    1. The Memorandum of Understanding (MOU) is kept on file in the Health/Nutrition Manager’s Office.
  12. Due to the shortage of dental providers in our service area, families are encouraged to work with NOCAC’s contracted dentists. Staff can refer to the Dental Dayz Policy for further guidance.


Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.43
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    


Effective Date:   8/7/17 Reviewed Date:   9/30/20, 6/17/22
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council:    

Employee Health Requirements


A NOCAC Child Development employee will have a completed medical statement on file on or before the first day of employment. NOCAC will ensure staff do not, because of communicable diseases, pose a significant risk to the health or safety of others in the program.



Physical Examination

  1. All NOCAC Child Devlopment employees must have an initial physical exam completed on or before their first day of employment and as their physician recommends thereafter.
  2. The completed original form, signed by a physician, is sent to the Director of Child Development.
    1. The Data Entry Specialist scans and enters the physical into ChildPlus.
    2. A copy of the physical is sent to the Center Manager for the employees Day Care Licensing file on site.



  1. As of January 1, 2018, ODJFS Day Care Licensing requires all employees to have on file written verification of being immunized against measles, mumps and rubella (MMR), pertussis (Tdap), tetanus, and diphtheria.
  2. Immunization records are maintained in ChildPlus and the employee’s Day Care Licensing File.
  3. Employees must complete the Employee Immunization Exemption Form in lieu of providing immunization records.


Tuberculosis (TB)

  1. NOCAC Child Development Employees need to be free of TB upon hire and as recommended by their physician, which is assumed by a complete medical exam that has been marked “physically fit”.
  2. The Annual TB Questionnaire will be used to screen all NOCAC Child Development Employees.
  3. TB guidelines are based on the Community Health Assessment and recommendation of the Health Services Advisory Committee.
    1. Initial clearance is documented on the new hire physical form.
    2. The Health and Safety Manager initiates the annual TB clearance at Fall Orientation and reviews each question to determine necessary medical follow-up on a case by case basis.
    3. Screening are tracking in ChildPlus.
    4. For the purpose of tuberculosis (TB) screening, potential staff will notify the child care center if the person has both resided in a country identified by the world health organization (WHO) as having a high burden of TB and arrived in the United States within the five years immediately preceding the date of application for employment as specified in ODJFS rules.


Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.93
ODJFS Child Care Manual:    5101:2-12-08
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    


Effective Date:   8/7/17 Reviewed Date:   6/8/22
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council:    

Communicable Disease Statement


NOCAC Child Development will reduce the spread of communicable diseases among children and staff through proper hygiene, housekeeping and infection control practices.



  1. NOCAC staff follows the most updated version of the ODJFS (Ohio Job and Family Services) Communicable Disease Chart and all state food service requirements.
    1. The ODJFS Communicable Disease Chart should be posted in a location that is easily accessible by parents and staff.
  2. The program temporarily excludes a child who exhibits recognizable signs of communicable disease or illness to protect the health of the affected child, other children and staff.
  3. Classroom teaching staff perform routine health checks of all children before children daily.
  4. If a child is suspected of having a communicable disease, Classroom Teaching Staff will isolate the child and contact the parent/guardian to pick up their child.
    1. A child isolated will be:
      1. Within sight and hearing of a staff member at all times.
      2. Cared for in another room or portion of a room away from other children
      3. Provided a cot, if necessary and made comfortable.
        1. After use, the cot shall be properly cleaned and sanitized.
  5. Classroom teaching staff notify the parents of the children in the same classroom (at a minimum) if any child has been diagnosed with a communicable disease and distribute Contagious Disease Parent Letter when applicable.
  6. All staff and children practice good hygiene when toileting, hand washing, and diapering.
  7. Classroom teaching staff disinfects contaminated articles and surfaces by using approved disinfectant solution per the Classroom Sanitation Policy.
    1. Disinfectants must be kept out of reach of children.


Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.42(C)(2)
ODJFS Child Care Manual:    5101:2-12-16(D)
CACFP Regulation:    
Caring for Our Children:    3.1.1, 3.6.4, 7.1
Other Sources:   3717-1, 3717-1-02.1


Effective Date:   8/7/17 Reviewed Date:   6/7/22
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council: