ATCAA Head Start/Early Head Start Family Advocate Timeline
June (EHS)
August
September
October / September
October / November December
January
February / March
April
May
June / May
June
July
August / Ongoing
New program year-
EHS 30/45/60/90/120 day time clock begins- July 1st
(HS begins in Aug/Sept.)
______
Complete enrollments and
re-enrollments (check immunizations)
______
Determine if families need immediate resources
______
Organize files & check face sheets to ensure complete documentation
______
Introduce program to parents & go on home visits with teachers
______
Physicals-
complete within 30 days
______
Pedestrian safety- 30 days
______
Vision screenings
Hearing screenings
Heights (I/T from physical)
Weights (I/T from physical)
Head circumferences (I/T only)
Blood pressures (preschool)
Hemoglobin/hematocrits (12mo+)
Check for lead screenings
Print BMI charts- within 45 days
______
Teachers do Brigance Screenings- within 45 days / Parent elections for Policy Council reps- by end of Sept.
______
DRDP assessment data within 60 days- by
end of Aug (EHS) & end of Oct (HS)
1st period
______
Parent/teacher conferences- child goals formed with parents based on assessment data- within 90 days
______
Dental-
complete within 90 days
(I/T from physical @ 30 days)
______
Develop initial Family Partnership Agreements with parents- within 120 days
______
Do follow-up on 30/45/60 day requirements
______
Managers do monitoring and file checks in Sept. &Oct. / DRDP assessment data by end of January
2nd period
______
Parent/teacher conferences- child goals formed with parents based on assessment data - January/February
______
Mangers do monitoring and file checks in December, January & February
______
Ed. Manager analyzes and disseminates baseline assessment data in mid-November & 2nd period assessment data in
mid-February
______
Check PIR data monthly for accuracy
______
Finish developing & review Family Partnership Agreements with parents-
all in place by end of December; review monthly
______
Begin focus on transitions to kinder- give packets to parents- February (HS) / Focus on transition to kinder- assist parents as needed- March, April & May (HS)
______
Spring heights & weights (BMI charts to Health Manager)- by April 15th
______
Review Fam. Part. Agreements with parents-
monthly
______
Parent Surveys distributed to parents & turned in to FES Manager- March
______
DRDP assessment data by end of May (HS) and mid-June (EHS) 3rd period
______
Check PIR data monthly for accuracy
______
Managers do monitoring in March, April &May in conjunction with Self-Assessment
______
Move files of dropped children to bottom drawer of file cabinet and box up files from previous years for storage- May / HS end of year celebrations
End of May ______
Complete FA end of year check list and do final PIR checkout with managers- May (HS) & early June (EHS)
______
End of program year & COPA roll-over (all data must be entered and printed before roll-over)- June 30
______
Review Fam. Part. Agreements with EHS parents-
monthly
______
Heavy recruitment of new families; submit applications to Eligibility Specialists
______
Maintain EHS enrollment and services
______
Pre-service- August / Build meaningful relationships with parents & promote individualized involvement & engagement!
______
Organize parent meetings with parents once a month
______
Referrals and resources to parents-follow up & document in files & COPA.
______
Recruit new families; follow up with applications (enter on AppTrack)
______
Enroll new children and families as needed; complete 30/45/60/120 day enrollment requirements
______
Check families’ progress with Family Partnership Agreement goals monthly- document in files and on COPA
______
Conduct monthly file checks and data checks on COPA
______
Check monthly for health/nutrition requirements
(especially for I/T)
______
Submit monthly reports
______
With parents, create/carry out transition plans when children are 30-36 months (EHS)
______
Submit transfer requests as needed
File Review
Enrollment Face sheet
/Health/Nutrition Face sheet
/Education Face sheet
/Special Needs Face sheet
Progress notes
/Immunizations
/Home-base Home Visiting Forms (home-base only)
/Parental consent to exchange info
Application/ Checklist/
Eligibility points worksheet
/Health history
/Initial home visit
/Statement of concern
Income worksheet
/Medical home
/Developmental parent questionnaire
/Student study team
Income documentation
/Dental home
/Child pedestrian safety (30 days)
/Special education referral
Birth certificate
/Medication/allergy forms
/Brigance screening (45 days)
/IFSP/IEP
Attendance Policy
/Health agreement
/Speech & language screening
/Transition plan (special ed.)
Emergency Contact
/Physical (30 days)
/Social/emotional screening
/Assessment plan (special ed.)
Admission Agreement (center only)
/ Vision screening (45 days) /EHS Transition plan (30-36 months)
/Child Find report
Personal Rights (center only)
/Hearing screening (45 days)
/Other
/Progress Report (special ed.)
Notification of Parent Rights
(center only) /Head circumference or
Blood pressure
/Other
/Mandated reporter./behavior guidance/photo release
/Hemoglobin/hematocrit (12+ mo)
/First assessment (60 days)
/Family Partnership Agreement (with follow-up noted)
/Lead screening (@12 and/or 24 mo)
/Goals (based on assessment; 90 days)
/Volunteer statement
/Smile Keepers
/First parent/teacher conference (90 days)
/Parent Orientation Checklist
/Dental screening (90 days)
/Second Home Visit
/Restraining orders/guardianship etc
/Nutrition screening
/Second assessment
/Transfer requests /
Food allergies/special diet
/ILP Goals (Feb-March)
/Misc. Information /
CCFP Form (HS over income or State only)
/Second parent/teacher conference
/Fall height & weight
/Third assessment (April-May HS; June EHS)
/Spring height & weight
/ /Head Circumference (EHS)
/ /Nutritional Assessment/ BMI Chart
/ /TB for parents
/ /Child Incident Report (Owies)
/ /Permission to Apply Sunscreen
/ /Permission to Apply Diaper Cream (EHS)
/ /Misc. Information
/ /Prenatal information (EHS)
/ /Notes:
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