Welcome to the Child & Family Services Division Procedure Manual
Click on a category below to take you to the list of procedures for that category.
Click on the procedure number to open the file.
*Last Updates 07/18/2016 **07/25/2016
Table of Contents**
Child Development*
Disabilities Services*
Eligibility, Recruitment, Selection, Enrollment, Attendance (ERSEA)**
Family Engagement**
Fiscal Systems*
Health Services*
Human Resources
Management Systems**
Mental Health*
Pregnant Women**
Program Governance
Transportation
Related Forms
Child Development and Education Approach for Infants and Toddlers |
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Child Development and Education Approach for Preschoolers |
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Infant/Toddler Needs & Services Plan |
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Developing Activity Plans--Preschool & Infant/Toddler Programs |
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School Readiness Outcomes Data Collection |
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Parent Participation and Transition |
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Incident Report |
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| CD14 | Family Home Based Visits |
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Disabilities Service Plan [Policy] |
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Developmental Screenings of Children Ages 6 Weeks-3 Years of Age |
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Developmental Screenings of Children Ages 3 Years of Age-5 Years of Age |
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Referring Children 6 Weeks to under 3 Years of Age for Special Education Evaluation |
Referring Children 3 Years to 5 Years of Age for Special Education Evaluation |
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Child Success Team Meeting |
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Parent Consent to Allow Staff From Other Agencies to Sign-Out a Head Start Student |
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Obtaining Parent Consent for Release of Information |
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| DS08 | Referring Children 0 to 5 Years of Age for Special Education Evaluation |
| DS09 | Developmental Screenings of Children Ages 6 Weeks to 5 Years of Age |
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Eligibility, Recruitment, Selection, Enrollment, Attendance (ERSEA) |
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Community Assessment and Determining Community Strengths and Needs |
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Attendance |
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Recruitment and Enrollment of Children with Disabilities |
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Transferring Child’s Records between Head Start Centers |
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Eligibility, Recruitment, Selection & Enrollment Procedure |
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State/Head Start Collaboration Program Enrollment Procedure |
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State Recertification |
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State Employment Need |
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State Self-Employment Need |
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State Vocational Training Need |
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State Actively Seeking Employment Need |
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State Parent/Guardian Incapacity Need |
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State Homelessness Need |
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State Child Protective Services Eligibility and Need |
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State At Risk Eligibility and Need |
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Enrollment of Near Low-Income Families Request to Serve Near Low Income (Form) |
Head Start Confidentiality of Records |
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Declaration of Intent to Work in Agriculture |
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Intent Form-Eng |
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Intent Form -Span |
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Track Form |
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State Enrollment Procedure |
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Employee Child Application Approval Employee Application Approval (Form) |
Fraudulent Activity |
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Home Based Attendance |
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Family Engagement |
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Family Summary and Partnership Agreement and Accessing Community Services Resources |
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Family Engagement – General |
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Family's as Lifelong Educators |
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Family Engagement in Health, Nutrition and Mental Health Education |
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Family Engagement in Home Visits |
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Family Connections to Peers and Community |
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Health and Disabilities Advisory Committee (HDAC) |
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Procurement |
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Public Access to Program Information |
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Budget/Budgeting |
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Parent Reimbursement |
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Monitoring and Reporting Program Performance |
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Cash Buy-Out Requisition |
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Construction, Contracting, & Accounting |
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Consultant Agreement Independent Contractor Agreement |
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Cost Allocation Plan |
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Grocery Receipts |
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Maintenance Work Order |
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Materials—Ordering, Shipping & Receiving |
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Mileage Reimbursements Claim |
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Payroll Time Sheet |
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Substitute Time Sheet |
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Purchase Requisitions |
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Request for Printing |
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Travel Authorization |
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Travel Reimbursement |
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Van Check-Out H Street |
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Van Check-Out Celeste |
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Purchase Card Program |
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Ordering of Supplies H Street |
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Ordering of Supplies Celeste |
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Change to Salary Allocation |
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Delegate Budget Revision |
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Contract Control Process |
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Budget Revisions |
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Contract Execution Procedure |
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State Family Fees Determination, Invoicing, and Collecting |
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State Family Fees Non-Sufficient Funds Check |
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State Family Fee Repayment Plan |
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State Claims Desk Procedure |
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Flow Chart |
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Inventory of Fixed Assets |
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CFS INVENTORY LOCATIONS IN WEB-INTERFACE TRACKING SYSTEMS (WITS) |
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Car Washes |
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Child Care Provider Participation Procedure |
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Chart |
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Criteria for Allowability of In-kind Contributions |
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Non-Federal Share Rerpoting Procedure |
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Chart A |
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Chart B |
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Chart C |
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Health Emergency Procedures |
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Conditions of Short-Term Exclusion and Admittance |
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Medication Administration |
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Injury Prevention |
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Hygiene |
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First Aid Kits |
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On-Site Consultation—Mental Health |
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Ongoing Care |
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Determining Child Health Status |
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Extended Follow-up and Treatment: Communication |
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Provision of Extended Follow-up and Treatment |
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Involving Parents |
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Individualization of the Program |
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Administration of Tuberculosis PPD Skin Test |
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Tuberculosis Screening |
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Hemoglobin/Hematocrit |
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Tooth brushing |
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Special Risk Accident and Sickness Claims |
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Diapering |
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Siblings at Centers |
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Regional Immunization Data Exchange |
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Mental Health Professional |
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Dental Screenings/Exams |
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Identification of Nutritional Needs |
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Nutritional Services |
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Meal Service |
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Family Assistance with Nutrition |
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Food Safety and Sanitation |
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Special Needs and Nutrition Services |
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Nutrition & Wellness |
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Nutrition & Wellness-Spanish (Nutrición y Bienestar) |
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Parent Education—Mental Health |
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Hearing Screening |
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| Lead Levels |
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Vision Screening |
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Child Care Food Program – Monitoring/Training |
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Meal Service – Meal Counts |
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Breast Milk Storage & Preparation Guidelines |
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Child Care Food Program – Household Contacts
Child Care Food Program – Household Contacts attachment |
Safe Sleep for infants |
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| HS49 | Active Supervision of Children |
| HS50 | Unknown Substance |
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Staff Performance Appraisals |
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Training and Advancement Opportunities – Child Abuse Reporting |
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Training and Advancement Opportunities – Orientation |
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Training and Advancement Opportunities – Staff Development |
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Training and Advancement Opportunities - Transition |
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Sexual Harassment is Prohibited |
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Written Policies |
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Staff Recruitment and Selection Procedures |
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Program Staffing Patterns |
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Staff Qualification Requirements |
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Volunteers |
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Education and Training Opportunities/Attending Conferences |
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Professional Growth Plan |
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Work Year Calendar |
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Substitutes – Kelly Temporary Services |
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Code of Ethical Conduct Code of Ethical Conduct-Certification |
| HR20a | Code of Ethical Conduct-Spanish (Gestión de Recursos Humanos) |
Code of Ethical Procurement Conduct |
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Exempt Employee Absence Reporting Procedure |
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Staff Exit |
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Placement and Utilization of Internship Students |
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Supplemental Payroll (Cycle 2) Authorization Form & Request for Short-Term/Substitute Work. | |
Flowchart Cycle 2 Process |
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| HR26 | Practice Based Coaching |
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Program Planning |
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Communications |
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Communication with Families |
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Communication with Governing Body and Policy Groups |
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Communication Among Staff |
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Communication with Delegate Agencies |
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Record-Keeping Systems |
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Reporting Systems |
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Reporting Systems—Sign In Central Office Sites |
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Reporting Systems—Sign In Centers |
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Program Monitoring/Self-Assessment/Program Planning |
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Use of Community Resources |
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Self-Assessment |
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Emergency Closures |
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C/FS Procedures Manual Revisions and Additions |
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State Incomplete File Letter |
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State Use of Notice of Action-Application for Services (CD7617) |
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State Use of Notice of Action – Recipient of Services (CD7617) |
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State Appeal Process |
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Training and Technical Assistance Webinar Participation |
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Weather Radio Alert for All Hazards – NOAA Radios |
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Monthly Child Care Population Information (CDD-801A) |
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State Program Monitoring |
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Transfer of CDE Contract Funds |
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State Program Uniform Complaint and Williams Settlement Complaint Procedures |
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AR1312 (Community Relations) UCP |
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Complaint Table 3-12-10 |
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Williams Settlement Parent Notification |
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Williams Settlement Form |
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Family Child Care Home (FCCH) Provider Recruitment & Certification |
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Translation of Written Documents |
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Translation of Written Documents attachment |
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Data Report/Map Requests |
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Data-map request form |
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Standard Reports-Maps List |
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PIM Data MS29 Map Request Form Hot Sheet |
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Head Start Enterprise System & COPA |
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Head Start Enterprise System Access |
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Memorandums of Understanding |
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MOU Tutorial |
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MOU Template |
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MOU Sample |
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| MS33 | Case Conference-General |
| MS34 | Use of Logo |
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Social-Emotional Screening of Children 6 Weeks to 5 Years of Age |
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MH02 |
Infant Toddler Social Emotional Classroom Observation: Red Flag Subscale |
Preschool Social Emotional Classroom Observation TPOT: Red Flag Subscale |
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Individual Child Observation |
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Mental Health Professional |
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Parent Education |
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Pregnant Minor Sexual Abuse Reporting Procedure |
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Transportation of Pregnant Women/Teens and Teen Fathers |
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Pregnant Women/Monirs Progam Confidentiality Guidelines |
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Pregnant Women Transition of Infants to Program Option |
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Services to Pregnant Women |
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Postpartum Visits/Post-natal Transition Planning |
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Perinatal/Postpartum Depression Screening |
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Policy Council, Policy Committee, and Parent Committee Structure |
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Policy Group Composition and Formation |
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Policy Groups and Funding Applications and Amendments |
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Policy Groups: Procedures for Program Planning |
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Policy Groups and Program Philosophy and Long- and Short-Range Goals and Objectives |
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Policy Groups and Selection of Delegate Agencies and Their Service Areas |
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Policy Groups: Selection and How Members are Chosen |
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Policy Groups and Criteria for Defining Recruitment, Selection, and Enrollment Priorities |
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Policy Groups and Self-Assessment |
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Policy Groups and Personnel Policies |
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Policy Groups and Decisions to Hire or Terminate Staff |
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Policy Group Functions |
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Parent Committee |
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Policy Council, Policy Committee, and Parent Committee Reimbursement |
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Governing Body Roles and Responsibilities |
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Internal Dispute Resolution |
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Grievance Procedures |
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Training and Development |
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Procedure, Request to Change Program Services Plan, Head Start Programs (PSP) |
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Approval Chart Supplement to Procedure for PSP Change Requests |
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Form to Request Program Service Plan (PSP) |
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Provision of Transportation for Children |
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Required Use of School Buses or Allowable Alternate Vehicles |
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Maintenance of Vehicles |
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Inspection of New Vehicles at the Time of Delivery |
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Driver Qualifications |
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Driver and Bus Monitor Training |
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Trip Routing |
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Safety Education |
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Transportation Services and Children with Disabilities |
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Coordinated Transportation |
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Fielld Trip Bus Reservations-Transportation for Children |
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Bus Passes for Public Transportation |
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Bus Pass Tracking Form I |
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Bus Pass Tracking Form 2 |
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MSHS Preschool Placement Framework |
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Entry Cut-Off Date Policy |
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Request to serve near low income |
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Employee Child Application Approval Form |
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Delegate or Subcontractor Contracts |
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CA Dept of Education - Local Agreement for Child Development Services |
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General Contracts |
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Independent Contractor Contracts |
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Child Care Payment Procedure |
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Policy Council Ratification Of Assignment of Staff |
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Education and Training Opportunities/Attending Conferences |
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Staff Checklist |
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Translation Work Order Form |
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Data Report/Map Request Form |
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Data Report/Map Request Hot Sheet |
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Standard Reports/Maps |
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Request to Change Program |
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