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CC OF IDAHO MSHS ERSEA Eligibility

P01
POLICY

REFERENCES

HSPS 45 CFR Section 1302.12; 42 USC 11434(a)(2); Section 725(2)
of the McKinney-Vento; Section 640 (m)(1) of the Head Start Act;
aspe.hhs.gov; CC OF IDAHO Employee Handbook Sections 206 &
910; 20 CFR 651

POLICY STATEMENT

The purpose of the Community Council of Idaho, Inc., and Migrant &
Seasonal Head Start Eligibility Policy is to outline the eligibility requirements
for services. Eligibility for services considers five factors: age, income,
agricultural/farm work, homelessness, and the number of moves a family has
made in search of agricultural work. Each part will be verified by a trained CC
OF IDAHO MSHS employee.

DEFINITIONS

A Family:
Means all persons living in the same household who are supported by the
child’s parent(s)’ or guardian(s)’ income;

and are related to the child’s parent(s) or guardian(s) by blood, marriage, or
adoption; or are the child’s authorized caregiver or legally responsible party.

A low-income family is defined as a family whose total annual gross cash
income is equal to or less than the official poverty line in accordance to 652
of the Head Start Act (Federal Income Guideline Chart).

Gross Cash Income is defined as follows:

A) Earned Income
 Earnings or wages before taxes: this includes bonuses

B) Unearned Income
 Unemployment Benefits
 Social Security Benefits (SSA/SSI)
 Veteran’s Benefits
 Public Assistance Benefits (TANF/TAFI)
 Other Cash Benefits such as child support, gambling, lottery
winnings etc.
 military income (including pay and allowances, except those

Created/Revised 11/11/16 Approved by PC 11/12/2016 Page 1 of 7

or grading prior to delivery for storage of any agricultural or horticultural commodity in its unmanufactured state. agricultural commodities means all commodities produced on a farm. Also includes handling.CC OF IDAHO MSHS ERSEA Eligibility P01 POLICY described in Section 645(a)(3)(B) of the Act) veteran’s benefits Verification of Income – CC OF IDAHO MSHS must verify all income sources to ensure all family income is considered in determining eligibility. fur-bearing animals. For determining Agricultural work MSHS will use the same definition as our State Department of Labor which includes the following: Farmwork/Agricultural work means the cultivating and tillage of the soil. the farming of fish. cultivation.103 (c) of this chapter and or 29 CFR 500. For the purposes of this definition. or poultry. the production. Includes the raising of livestock. Farmwork also means any service or activity covered under 655.20 (e) and any service or activity so identified through official Department guidance such as T&E Guidance Letter. processing. packaging. and any practices (including any forestry or lumbering operations) performed by a farmer or on a farm as an incident to or in conjunction with such farming operations. growing. dairying. planting. A Migrant Family means a family with children under the age of compulsory school attendance. or  Previous Calendar Year – Using the calendar year immediately preceding the calendar year in which the application or reapplication for enrollment in CC OF IDAHO MSHS is received to calculate total annual income. freezing. who changed their residence by moving from one Created/Revised 11/11/16 Approved by PC 11/12/2016 Page 2 of 7 . and harvesting of any agricultural or horticultural commodities. including preparation for market. packing. bees. drying. delivery to storage or to market or to carriers for transportation to market. Annual income is determined by using one of the following methods:  Previous 12-Month Method – Include income received during the twelve (12) months immediately preceding the month in which the application or reapplication for enrollment in CC OF IDAHO MSHS is received to calculate total annual income.

C. pay stubs. program staff must use tax forms. including individuals who are self-employed. within the preceding twenty-four (24) months for the purpose of engaging in agricultural work. for the relevant time period and use information provided to calculate total annual income with appropriate multipliers.CC OF IDAHO MSHS ERSEA Eligibility P01 POLICY geographic location to another. 11434a (2). within the state (if within the same city limits the move would have to be at a minimum 10 mile move). A Seasonal Farm Worker Family is defined as a family who has not migrated within the last 24 months in search of agricultural work and meets the following criteria:  The Family’s wage earners make their living from agricultural labor on a seasonal basis in the same area of their residence  The Family is in the process of settling in Idaho and no longer migrates to seek work in agriculture in another geographic location  Families must maintain their primary income being earned from agricultural work which will be verified on a yearly basis Homeless children same as homeless children and youths in Section 725(2) of the McKinney-Vento Homeless Assistance Act at 42 U. a child must be younger than compulsory school age by the date used to determine public school eligibility for the community in which the program is located 2) INCOME To verify eligibility based on income. A First-Time Migrant is a (family) with little or no income who has changed residence for the purpose of engaging in agricultural work for the first time. CC OF IDAHO MSHS ELIGIBILITY REQUIREMENTS The specific eligibility requirements for Migrant & Seasonal Head Start services are the following: 1) AGE For Migrant or Seasonal Head Start. Created/Revised 11/11/16 Approved by PC 11/12/2016 Page 3 of 7 . or out of state of Idaho. …staff may accept written statements from employers. or other proof of income to determine the family income for the relevant time period.S.

2) Exception: Children with disabilities. 4) MIGRATORY MOVES Verification of a migratory move will be documented sequentially and must include one or more of the following:  Rent receipts with dates and addresses  Receipts for utility bills with dates and addresses  Immunization records with dates and addresses  School records with dates and addresses  Income documentation stating dates and location of work Created/Revised 11/11/16 Approved by PC 11/12/2016 Page 4 of 7 . an additional 25% of the funded enrollment may be from children whose families’ incomes are between 101%-130% of the income poverty line. SSI or is a child in foster care) is eligible even if the family income exceeds the Federal income guidelines. The primary source of income needs to be from agricultural work and the child must be age-eligible. CC OF IDAHO MSHS ERSEA Eligibility P01 POLICY Up to 10 percent of children enrolled may be from a family  determined to be over-income:  Must be approved by the MSHS Director (or designee)  Over-income applications must be submitted to CC OF IDAHO MSHS Central Office for approval 15 calendar days after the program start date. 1) Exception: Centers whose total wait list is composed of 50 percent or more over income children on the first day of enrollment can submit Over Income Requests for approval as early as the first day of enrollment. Income documents as well as a detailed account of the work performed will be recorded.  CC OF IDAHO MSHS will ensure the distribution of the current Federal Income Guideline chart when released by the Federal office to all staff. not before. 3) AGRICULTURAL WORK CC OF IDAHO MSHS must verify and document that the family’s income is derived primarily from agricultural work (at a minimum 51%). 3) Children in Foster Care 4) Homeless Children 5) Migrant Families Note: In addition to the 10% over-income.  A child from a family that is receiving public assistance (TAFI.

o The DSS will give the documented diagnosis. but is not limited to. o The DSS will then conduct a review of the Eligibility application before approval. dates of departure and return 5) HOMELESS CHILDREN  Homeless children are eligible without regard to the level of income of the family  Primary source of family income must be from agricultural work and the child must be age-eligible  All Eligibility Applications for Homeless children are to be submitted to the Data Support Specialist. placements in foster family homes. foster homes of relatives.CC OF IDAHO MSHS ERSEA Eligibility P01 POLICY  Transportation receipts that indicate destinations. emergency shelters. IEP or IFSP. child care institutions. IEP. provided there is an available vacancy  Eligibility applications for children with disabilities must be submitted to the Data Support Specialist along with the documented diagnosis.  Low-income requirement is waived  Primary source of family income must still be from agricultural work  An age-eligible child who has a documented diagnosis of a disability by a Multidisciplinary Team  And/or has an active IEP (Individualized Education Program) or IFSP (Individualized Family Service Plan) will receive priority regardless of income level. A child is in foster care in Created/Revised 11/11/16 Approved by PC 11/12/2016 Page 5 of 7 . group homes. 7) Child in foster care means 24-hour substitute care for children placed away from their parents or legal guardians and for whom the State agency has placement and care responsibility. or IFSP to the Education Administrator. and preadoptive homes. The DSS will review ensure it follows the criteria from the McKinney-Vento Homeless Act of 2001 accordingly before approval. o The EA will ensure that the documentation is up-to-date and notify the DSS that the documentation is valid. 6) PRIORITY TO CHILDREN WITH DISABILITIES  At least 10% of the total number of enrollment opportunities must be made available to children with disabilities. residential facilities. This includes.

 The chairman may conduct the final review/approval or delegate the task to another trustee. MSHS PROGRAM ASSISTANCE REQUESTED BY EMPLOYEE/ RELATIVE: In accordance with the CC OF IDAHO Employee Handbook section 910. The CC OF IDAHO program staff at each supervisory level:  Will assess the eligibility of the applicant.  The final review will be conducted by the MSHS Director. whether adoption subsidy payments are being made prior to the finalization of an adoption. who will conduct or will delegate any step of the process to another program staff person. the review/approval of the completed application will be forwarded to the chairman of the board of trustees. rather. the program staff person will refer the applicant to the center coordinator. the Executive Director. based on income and/or other eligibility criteria of the MSHS program. an eligible employee or their eligible immediate family members may apply for assistance from MSHS. to determine if the applicant is eligible for the service. the program staff will meet directly with the applicant to obtain additional information that may be required. and the approval process that they are: o A CC OF IDAHO employee o Immediate family member of a CC OF IDAHO employee o They have referred an immediate family member to MSHS Under no circumstances will program staff that is related to the applicant perform any function of the process.  The completed Eligibility Application will be sent to the Data Support Specialist for review and if the Eligibility application is accurate the DSS will submit it to the MSHS Director for review and approval. Created/Revised 11/11/16 Approved by PC 11/12/2016 Page 6 of 7 . or if related to the applicant. o In case of a family relationship between the applicant for program services and the Executive Director.  If potentially eligible for assistance.CC OF IDAHO MSHS ERSEA Eligibility P01 POLICY accordance with this definition regardless of whether the foster care facility is licensed and payments are made by the State or local agency for the care of the child.  Applicants must disclose to the program staff conducting the application process the review process. or whether there is Federal matching of any payments that are made.

 If problems arise. it will be the responsibility of the immediate supervisor of the center to solve the problem which may result in moving the parent or relative into another classroom or center.cornell. in situations where a child is enrolled in the MSHS program and the parent or relative is a staff member:  The child will not be placed in the classroom in which the parent works.cornell.edu/cfr/text/20/655.law. a plan will be made with the supervisor of the parent or relative to ensure the separation of duties. or giving the parent or relative the choice of terminating their employment.edu/cfr/text/29/500.103 https://www. PROCEDUREAL REFERENCES Selection & Prioritization ERSEA 602 https://www. o If the classroom in which the parent or relative works is the best placement for that child.  A clear delineation of staff member and parent activities will be addressed in the plan. In accordance with the CC OF IDAHO Employee Handbook section 206.20 Created/Revised 11/11/16 Approved by PC 11/12/2016 Page 7 of 7 .CC OF IDAHO MSHS ERSEA Eligibility P01 POLICY  The chair must ensure that the final review/approval is conducted by a trustee-reviewer who is not related to the applicant.law.