Head Start grant recipients can use this matrix to assess significant changes within the community that may affect stakeholders. It helps programs evaluate how major shifts could affect community operations, services, and families. By incorporating strategic planning through guiding questions, the matrix encourages thoughtful decision-making.

The Head Start Program Performance Standards recognize the importance of the community assessment and any corresponding updates to ensure Head Start programs remain responsive to the needs of the children and families they serve.

To ensure effective service delivery, Determining community strengths, needs, and resources, 45 CFR §1302.11(b)(1) explains that Head Start programs are required to conduct a comprehensive community assessment at least once during their five-year grant period, with annual updates if significant changes arise. This assessment helps identify the populations most in need, considering social and economic factors. It informs the program’s design to ensure services are equitable, inclusive, and accessible. It also shapes recruitment and enrollment strategies, prioritizing families facing specific challenges. Additionally, the assessment highlights community strengths and resources that can be used to build partnerships in education, health, and social services, while identifying the best communication methods to use to interact with families.

Annual Community Assessment

Head Start programs must conduct an annual review of their community assessment and update if there are any significant changes in demographics, needs, and resources that could affect program design and service delivery (45 CFR §1302.11(b)(5)). This review, informed by the program’s self-assessment and annual funding application, ensures services remain equitable, accessible, and inclusive. Key areas of focus include addressing the needs of children and families experiencing homelessness and assessing the availability of publicly funded prekindergarten programs to meet family needs. Programs use this process to stay responsive to shifting community dynamics and deliver impactful services where they are needed most.

This tool helps recipients assess significant community changes, including regulatory updates, that could affect program operations and service delivery. It guides programs in using these updates to inform management strategies for continuous improvement, achieving program goals, and ensuring effective oversight.

Data Identifying Significant Changes 

Data from the community assessment may show the demographic, socioeconomic, and service patterns have changed substantially and could impact the way the Head Start program serves the community. As stated in 45 CFR §1302.11(b)(5), data identifying significant changes include:

• Results of the annual self-assessment
• Changes related to children and families experiencing homelessness
• How program services address equity, accessibility, and inclusiveness
• Changes in the availability of publicly funded prekindergarten services and whether they meet the needs of families

Additional significant changes can include, but are not limited to:

• Key economic changes within the service area (e.g., opening/closing of major businesses)
• Surges in key population groups (e.g., immigrants and refugees)
• Impact of disasters (e.g., hurricanes, earthquakes, and wildfires)

Data Identifying Emergent Changes 

Emergent changes refer to trends or issues that develop over time and require monitoring for any sudden intensification, escalation, or reduction. These emergent changes can include the following:

• Proposed expansion of publicly funded prekindergarten services
• Gradual increases or decreases to available services
• Plans to shut down, open, or relocate schools
• Shifts in the socioeconomic diversity of the community

Changes Assessment Matrix

Head Start grant recipients can use the matrix below to assess significant changes within the community that may affect stakeholders. It helps programs to evaluate how major shifts could impact community operations, services, and families. By incorporating strategic planning through guiding questions, the matrix encourages thoughtful decision-making. Keep in mind that programs aren’t required to gather all the information themselves — they should collaborate with community partners and leverage existing local data sources.

Guiding Questions to Assess the Impact of Community Changes

Demographics

What changes have occurred among the populations most in need of services, particularly regarding prevalent social or economic factors, challenges, and barriers faced by families and children? 

For example: 

• Has a large employer moved in or out of the service area?
• Have there been changes related to children and families experiencing homelessness?
• Have there been changes in the availability of publicly funded prekindergarten programs?
• Have there been changes in how program services address equity, accessibility, and inclusiveness?
• Have there been relevant regulatory changes?

Service Delivery

What changes within the community could influence the program’s design to ensure equitable, inclusive, and accessible service delivery that meets the diverse needs of the population?

For example: Has there been an increase in the number of families experiencing homelessness?

Eligibility, Recruitment, and Selection

What community changes could affect the enrollment, recruitment, and selection process to prioritize families and children most in need of services, considering prevalent social or economic factors, challenges, and barriers they may face?

For example: Has there been an influx of refugee families in the service area?

Community Partners

What changes have occurred in the identified strengths and resources within the community? How can they be used to enhance service delivery, coordination, and partnerships in areas such as education, health, nutrition, and referrals to social services for eligible children and families?

For example: Have there been changes to the local education agency, health care system, or mental health services?

What changes have occurred in the community assessment? How can the annual review and update inform and support continuous quality improvement, service delivery, program goals, and ongoing oversight?

Outline significant changes that may have been noted in ongoing monitoring reports, annual self-assessments, and policies and procedures.

Considerations If There Have Been Changes to the Community Assessment

What changes have occurred in the community assessment? How can the annual review and update inform and support continuous quality improvement, service delivery, program goals, and ongoing oversight?

Outline significant changes that may have been noted in ongoing monitoring reports, annual self-assessments, and policies and procedures.

Last Updated: January 3, 2025