DISABILITIES SERVICES |
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DS-01: 1308.4(c) Accomodations and Modifications |
Q. |
Please clarify the “Disabilities Resource Binder,” where it is kept and who is responsible for it, and is the Disabilities Service Plan included in its contents? Also, is this the same as the “School District Process Notebook?” |
A. |
The Disabilities Resource Binder is developed and maintained by OCHS’ disabilities staff. As of April 1, 2008, each center was given a copy of the binder for their records and use. This binder has replaced the School District Process Notebook. The Disabilities Plan is kept at the “main office” by the Manager of Disabilities Services. |
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Clarification Date: (June 3, 2008) |
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ERSEA |
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ER-01: 1305.8 Attendance Monitoring |
Q. |
The FSAs are not present daily to go into the classrooms to pick up the very important Sign-in and Out Form, because of their home visits, staff meetings, sick days, personal days, winter holidays, spring holidays, furlough, etc. Why can’t the teachers turn in the very important classroom sign-in and out forms to the Program Assistants, since the PAs are the official trackers of attendance? PAs call each parent that fails to call in when their child is absent daily. PAs track on a classroom attendance log the absences daily and reports to the FSA if a child is absent 2 days in a row without communication. PAs again reports to the FSA the absence of a third day without communication of a child. The PA also inputs the daily attendance in ChildPlus. |
A. |
This policy will be revised as of July 1, 2008, where the Program Assistants and Family Service Advocates will have different responsibilities regarding to attendance tracking. |
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Clarification Date: (June 3, 2008) |
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HUMAN RESOURCES MANAGEMENT |
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HR-04: 1301.31(a)(5) Employee Performance Review |
Q. |
I would like some clarification on the Introductory Period (80/60) ending Performance Review process: Is the 80/60 Day Performance Review form for Non-Bargaining Unit Employees and Bargaining Unit Employees? Also the SAPPP does not clearly state to use the 80/60 Day Performance Review form. The 80/60 Day Performance Review form needs to have a place for the signature of the “Employee’s Functional/Service Area Leadership.” |
A. |
The 80-day form will be updated by July 1, 2008 to include the various job classifications, as it is intended for all levels of staff. |
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Clarification Date: (June 3, 2008) |
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HR-07: 1304.52(j)(3) Family & Medical Leave Act |
Q. |
I need clarification on the months we start and end counting the 12 weeks. Is it July 1 to June 30; January 1 to December 31 or is it counted one year for the first day of the FMLA. |
A. |
The 12 weeks for FMLA purposes is tied to the original hire date, so it is associated with the anniversary date of hire. |
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Clarification Date: (June 3, 2008) |
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HR-11: 1304.52(h)(3) Dress Code |
Q. |
Can teaching staff working in the classroom wear shorts when children are present? |
A. |
With the revisions made in August 2007, staff, including teaching staff, are not allowed to wear shorts. “Shorts” are defined as any short pants that while standing, end at the knee, fall to the knee, or are above the knee. |
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Clarification Date: (November 30, 2007) |
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Q. |
What is the dress code for facilities staff? |
A. |
While the Dress Code SAPPP does not call for a separate dress code for facilities maintenance staff, these staff are allowed to wear comfortable, relaxed-fit jeans or khaki’s while performing their duties. Collared shirts must be worn at all times. When attending meetings at the main office or in the community on behalf of the agency, the office dress code must be followed. |
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Clarification Date: (November 30, 2007) |
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Q. |
Are Capri pants allowed? |
A. |
Capri pants or gauchos that are calf-length and wide-legged (not tight fitting) are an allowable dress item. |
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Clarification Date: (November 30, 2007) |
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Q. |
Can center office staff or main office staff visiting a center wear jeans? |
A. |
Center office staff are staff assigned to centers that are typically not working in the classroom as part of their job responsibilities (e.g., family service advocates, center directors, program assistants, nurses). Denim (e.g., jeans) is only allowable for staff working with children in the classroom. Center office staff or main office staff visiting a center to work primarily in the office must follow the office and All Staff dress code. Main office staff visiting a center to work as an integral part of the classroom environment (e.g., substitute teacher) for more than one hour can follow the classroom staff dress code; however, if they are expecting to return to the “main office” they must comply with the office staff dress code by either having a change of clothes or wearing an item(s) of clothing that are appropriate for both center and office. |
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Clarification Date: (November 30, 2007) |
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Q. |
If specialists are out at centers, in the classrooms, monitoring and providing T&TA for 2/3 or more of the daily routine, may they follow the classroom dress code keeping in mind that when or if they are to return to the main office they need to revert back to the office dress code. |
A. |
No, specialists should dress appropriately at all times by following the office dress code. When in the classroom, they may wear comfortable clothing, other than jeans, that is appropriate for a variety of settings. |
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Clarification Date: (June 3, 2008) |
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Q. |
The policy manual states for “All OCHS Staff” when visiting a center, closed-toe shoes with back strap or closed-back must be worn at all times; same policy for classroom teachers states “shoes must have backs and have closed toe.” My question is can a teacher wear a flat type of shoe that is closed toe but have a strap on the back in the classroom? Can you define backing? |
A. |
As of July 1, 2008, this policy will be revised so that ALL OCHS STAFF must wear closed-back or shoes with back straps at all times. Shoes must be secured to the foot with a sturdy back strap, at a minimum. Mules, slides or slip-on shoes without backs or back straps will not be allowed after June 30th at OCHS, and have not been allowed in the centers since July 1, 2006. |
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Clarification Date: (June 3, 2008) |
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HR-14-0708: 1306.20(b) Center Supervision |
Q. |
We’d like to have clarification on the responsibilities of the Second in Charge. |
A. |
The current SAPPP does not address a “Second In Charge;” however, the SAPPP will be revised by July 1, 2008. In the meantime, every center has, in the absence of a Center Director, a person designated by the Center Director to take the following responsibilities:
- Handling emergencies
- Interfacing with officials that visit the center (e.g., Management, Quality System Specialists, licensing analysts, etc.)
- Signing for official documentation
- Handling parent concerns and immediately contacting the responsible Education Manager
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Clarification Date: (June 3, 2008) |
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CHILD HEALTH AND DEVELOPMENTAL SERVICES |
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CH-01: 1304.20(a)(1)(ii) Physical Examination and Well-Baby Checks |
Q. |
What happens to a child after being excluded for 30 days for not having a physical exam and do not have plans for an appointment? |
A. |
The SAPPP currently states that “in the event a physical is not completed within 30 days … or that the program does not have a confirmed appointment with a physician,” the child is to be excluded. If the physical or the confirmed appointment exceeds the 30 days, the family is to receive a notice of intent to drop the child from the program. The family will have 30 days (please indicate the actual date on the letter) from the date of the letter to obtain a physical examination. During that time, the FSA, Nurse, and Center Director must work together with the family to identify and eliminate the barriers that are keeping the child from receiving the exam. All services, contacts and/or meetings must be documented on the Service Delivery Documentation (SDD) Form. If after the final 30 days, the child has still not received a physical exam, they must be dropped from the program. |
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Clarification Date: (November 30, 2007) |
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CH-08: 1304.20(b)(1) Developmental and Behavioral Screening |
Q. |
Do returning children have to be re-screened for the following year? |
A. |
No. According to the policy clarifications offered by the Office of Head Start (OHS-PC-C-002), a child must receive the initial screening for developmental, sensory and behavioral concerns “within 45 days of the child’s entry into the program” (45 CFR 1304.20.b.1). Thereafter, the Head Start program must conduct ongoing assessments of each child's development throughout the child’s enrollment (See 45 CFR 1304.21(c)(2) and 45 CFR 1304.3(a)(1). The program must demonstrate that it conducts on-going assessments of each child’s development, including those returning for a second or third program year in Head Start.
For such developmental domains of language, cognition, and mental health/behavioral, a program’s ongoing assessment tools should be designed to help staff decide whether a child’s development remains “on-track” or should be referred for a professional evaluation. To accomplish this, a program’s ongoing assessment procedures may include use of standardized screening measures. Given this ongoing assessment, grantees and delegates would not be required to repeat the “initial screenings” administered to children upon entry to the program.
For sensory domains such as vision and hearing, screening procedures should be re-administered on the periodicity schedule required by State EPSDT schedule, or more frequently if recommended by the Health Services Advisory Committee. |
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Clarification Date: (June 3, 2008) |
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FAMILY PARTNERSHIPS |
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FP-05: 1304.40 (h) Transition |
Q. |
For the Transition SAPPP, please clarify what the Transition Binder and the Summer Transition Handbook look like and where they may be kept at each center. |
A. |
A: The School Readiness Binder is kept and maintained by each center director. Unfortunately, the “Summer Transition Handbook” has not yet been created and will be created over the next program year (08-09). The Transition SAPPP will be revised as of July 1, 2008 to ensure proper compliance with the new requirements codified in the Head Start Act of 2007. |
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Clarification Date: (June 3, 2008) |
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MANAGEMENT SYSTEMS AND PROCEDURES |
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MS-09: 1304.51(1)(e) Cellular Phones |
Q. |
If we check-out a cell phone, how long can we keep it? |
A. |
Every center has been allocated cellular phones for check-out purposes. Phones checked-out at centers must be returned within a 24-hour period. Center level staff may request to check out a cellular phone through the Center Director. For the main office, a cellular phone may be checked out from the MIS department using the work order system in AWOS. MIS has 10 cellular phones for check-out purposes. Phones may only be checked out for a three-day period. Once phones have been returned, there is a 24-hour waiting period to check-out another cellular phone. Cellular phones may not be taken home over a weekend, unless otherwise approved in writing by a Division Director or the Executive Director. |
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Clarification Date: (November 30, 2007) |
