Head Start ERSEA Eligibility Verification Checklist

Inspection checklist to verify and document Head Start ERSEA eligibility, recruitment, selection, enrollment, and attendance determinations for applicants and enrolled children.

Applicant Identity and Basic Record Completeness

• Full legal name is documented for the child
• Date of birth is documented and matches supporting records
• Birth certificate or equivalent proof of age is on file
• Parent/guardian contact information is complete and current
• Application file is signed and dated by the parent/guardian or authorized representative

Eligibility Determination

• Eligibility category is identified and documented
• Income documentation is complete and supports the determination, if applicable
• Eligibility determination date is documented
• Eligibility reviewer name and role are documented
• Supporting eligibility documents are present, legible, and consistent

Recruitment, Selection, and Enrollment

• Recruitment or outreach record is present when required
• Selection criteria or priority factors are documented
• Selection decision is supported by the file and consistent with program policy
• Enrollment date is documented
• Enrollment notification or acceptance record is present

Attendance and Ongoing Participation

• Attendance is recorded consistently for the review period
• Absences are documented with a reason when available
• Attendance concerns or patterns are escalated according to procedure
• Attendance records align with enrollment dates and classroom assignment

Documentation Quality, Corrective Action, and Sign-Off

• Any deficiency or non-conformance is documented with a corrective action plan
• All required supporting documents are legible, dated, and filed in the correct location
• Inspector comments summarize exceptions or unresolved items
• Inspector signature