Eligibility: Determining Need and Meeting Expectations

Eligibility is the first step and a key component in implementing ERSEA services. These strategies and guiding questions will help you identify and enroll children and families with the greatest need, including children in kinship care.

Building from a Strong Foundation

Eligibility services support your program's goal of reaching and maintaining full enrollment. Program leadership and staff receive ongoing training to make sure enrollment practices are consistent and appropriate. Policies and procedures address unique family situations and support the integrity of eligibility determination. Program staff are respectful of all cultures, languages, abilities, and lifestyles when collecting eligibility data.

Did you know?

Head Start programs serve children and families with the greatest need, including those whose incomes are at or below the federal poverty level. Families receiving public assistance benefits, children in foster care, and families experiencing homelessness are also eligible for Head Start services.

The Office of Head Start has expanded its interpretation of “public assistance” to include families participating in the Supplementary Nutrition Assistance Program (SNAP). This means SNAP recipients are categorically eligible for the Head Start program, just like recipients of Temporary Assistance for Needy Families (TANF) and Supplemental Security Income (SSI).

Head Start programs can enroll families in need of services that face excessive housing costs, even if their income is over the federal poverty line (45 CFR §1302.12 (i)(1)(ii)). If a family pays more than 30% of their gross annual income in housing expenses, the program can review documentation of the housing costs and deduct the excessive housing expenses from their income for the eligibility determination process. Many families who may otherwise not have been eligible can be served by Head Start programs with this flexibility. For more information on how to apply this flexibility, see the Housing Cost Adjustment Calculator FAQs.

The Head Start Program Performance Standards include other provisions that enable programs to serve families above the poverty level (45 CFR §1302.12):

Programs may offer 10% of funded enrollment slots to children from over-income families who would benefit from Head Start services.
Under certain circumstances, programs can fill up to 35% of the funded enrollment with children from families with incomes between 100 and 130% of the poverty level (45 CFR §1302.12(d)(1-2)).
Pregnant women, pregnant people, and children in a Tribal program’s service area are eligible for services regardless of income (45 CFR §1302.12 (e)).
Pregnant women, pregnant people, and children in Migrant or Seasonal programs are eligible if one family member’s primary income comes from agricultural employment (45 CFR §1302.12(f)).
Programs can deduct excessive housing costs from a family’s gross income and determine eligibility using the family’s adjusted gross income (45 CFR §1302.12(i)(1)(ii)).

Is your program using these eligibility flexibilities to identify and serve families in your community?

A Systems Perspective

Questions to consider:

How is your program’s community assessment data used to recruit eligible children and families? Does this data identify over-income populations that may be eligible for Head Start services?

How does your program incorporate eligibility data into its program planning? How does this data guide the delivery of services that are strategic and responsive?

How does your program’s data and evaluation system support the review and analysis of eligibility practices? Who is enrolling? Where are the gaps? How can you improve the process?

How does your program’s recordkeeping and reporting system use the Head Start Eligibility Verification Form? How does your program track Head Start’s eligibility determinations? Are application forms available in multiple languages? Are application forms accessible to people with disabilities?

How does your program’s communication system support families who may be fearful of sharing personal information? Does your program communicate through a variety of platforms, like flyers, texts, and social media?

Does your program’s training and professional development system provide appropriate ERSEA training for all stakeholders? How are staff trained to conduct culturally and linguistically responsive eligibility interviews?

How does your program’s technology and information system make sure staff have the intellectual and analytic capacity to maintain required eligibility documentation?

Planning for Continuous Improvement

A child with a pacifier being held on the laps of his parents. Ongoing monitoring ensures all aspects of eligibility determination are working together to achieve and maintain full enrollment. Up-to-date community assessment data sheds light on demographic and societal changes that may impact the eligibility status of children and families. Policies and procedures are reviewed and amended as needed to reflect regulatory changes, and to support staff to make decisions around eligibility determination. Ongoing review of eligibility determination records identifies areas needing improvement. Is the proper documentation on file? Are timelines reasonable? Are materials appropriate for all targeted populations? Leaders can use data to assess staff professional development, make enhancements, and provide necessary support.