Health and Human Services Transcript Pir FCP and Edu Call 06-01-2006

FTS-HHS ACF
Moderator: Louise Gill

06-01-06/3:00 pm CT
Confirmation #8235892
Page 1
FTS-HHS ACF
June 1, 2006
3:00 pm CT
Coordinator:
Excuse me. This is the conference coordinator. Id like to remind all parties;
today's conference is being recorded. If you do have any objections, you may
disconnect at this time.
Thank you. Please begin your conference.
Louise Gill:
Thank you.
Okay. Well, welcome everybody. This is our final PIR call and it Education,
Disabilities and Family and Community Partnership.
So we look forward to going through these sections with you today. I'm
Louise Gill, the Family Community Partnership Content Specialist. And with
me I have the Early Childhood Education Content Specialist; Christy Cox,
Early Literacy Content Specialist; (Dawn Williams), Disabilities Content
Specialist and (Marilyn Akiyamo), the Regional Program Specialist.
So well try to do our best to go through these questions and answer your
questions that you may have.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 2
And if you can't get through verbally, please remember to email Renee and her
email address is Renee, R-E-N-N, not N-N, take that back, R-E-N-E-E.andrae,
A-N-D-R-A-E@acf.hhsod.
Woman:
I have it.
Louise Gill:
I want to give you a little few logistics requests. Please put your phones on
mute so that we can hear the conversation and not the background noise. So to
mute your - star-6 and to unmute your phone, it is star-6.
Kim Keating from Xtria is not with us today but if you have questions that we
can answer with the people that are here, we will forward those questions to
Xtria and get them back to you.
Also, within the next week or so, we will be compiling the questions and
answers and making sure that you received that information.
All of these phone calls have been transcribed and recorded. You will also
receive information as to how to access if you would like to do that.
Any questions that you have on reporting? Since Xtria is not with us today, I
want to refer you to the quick study guide that helps you in reporting at PIR -how to do it on the Web. And there is the (TA) phone call number for Xtria
that they will help you if you have any problem.
So with all that said the purpose of this PIR Content Area Call is for us to be
able to provide you with the necessary information and resources to ensure the
accuracy and consistency of Region X and Alaska native program, programs
in their reporting of the PIR.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 3
We wanted it to be as accurate and consistent across the region and with the
programs up in Alaska, the AI, AN Program.
So I'm going to start off by giving - turning this over. Were going to turn to
Page 25 in the PIR and (Dawn Williams) is going to do the disability
questions.
(Dawn Williams): Hello everyone. This is (Dawn).
I will take you through the disabilities portion of the PIR. There are 76
questions from the disability section.
Just a quick overview, there are no changes to the disability section of the PIR
this year. And as we go through your questions, the operating period will arise.
Your operating period is your program year. Its the same date you indicated
on your grant application. Its typically September 2005 to August 2006.
And for full-day full-year programs the operating period is the first day and
last day of service as you indicated on event your grant application. And
August 3131 (unintelligible) is the due for this years PIR.
So lets get to the questions.
(Unintelligible). There's no question.
Louise Gill:
Please remember to mute your phone because I'm hearing background noise.
Thank you.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 4
(Dawn Williams): In with the question, Ill begin Page 25 of the PIR, and Page 55 of the users
guide.
Question 24, the number of LEAs or Part C Agencies in Early Head Start or
Early Head Start Service areas. So if youre a Head Start Program, its the
total number of LEAs in your service area. If youre an early Head Start
Program, its the total number of Part C Agencies in your service area.
Thats the same as last year.
Man:
Yeah. Uh-huh.
(Dawn Williams): Question 25, its the number of LEAs or Part C Agencies that your program
has a formal agreement with to coordinate services for children with
disabilities; this would be in ourthe interagency agency agreement. This is the
number of agreements that you have with those partners.
Woman:
I have a question from Lane County in Oregon.
(Dawn Williams): Uh-huh.

Woman:
We have - theyThey considered themselves an LEA that contracts for all of the
Part C and Part D services and LEA services.
(Dawn Williams): Yes.

Woman:
There other five
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 5
Woman:
rather than working with all of the different school districts.

Woman:
So would we put this to one on that first question or would we put the number
of school districts?
(Dawn Williams): According to the users guide, its asking for the total number of LEAs in your
service area. in Part C. I know in Oregon its zero to five and its the (ESD)
that usually contacts with that. So Question 24 is asking for the total number
of those in your service area.
Question 25 is - where you would indicate that one ESD that you have a
formal agreement with.
Woman:
Okay. Thank you.
Woman:
I have a question (Dawn).
Woman:
(Unintelligible).
Woman:
(Caroline).
Woman:
(unintelligible).
Woman:
In your agreement with the LEA, I mean, with the (ESD) or with the LEA I
guess, is it Friday and I was still - does it list all the districts - everything that
it covered?
(Dawn Williams): They do.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 6
Man:
And (unintelligible), can you hear that question?
Woman:
(Unintelligible).
(Marilyn Akiyamo): Hello? Lane County?

Louise Gill?:
Yes?
(Marilyn Akiyamo): I have a question back to back to you. This is (Marilyn), your Program
Specialist.
Louise Gill?:
Yes. Hi.
(Marilyn Akiyamo): Hi there.

Does your formal agreement with the (ESD) list out all the LEAs or school
district that it includes or covers?
Louise Gil?l:
No. In our agreement is with EUC Cares, it is not with the (ESD).
(Marilyn Akiyamo): Oh, okay.

Does it list out all the school districts?
Louise Gill?:
No.
(Marilyn Akiyamo): Okay. And I have to say (Dawn)s answer was the one I go with.
Louise Gill?:
Okay. Thank you.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 7
Man:
Good answer.
(Marilyn Akiyamo): Okay.

(Dawn Williams): Moving on.
Question C-26, theres two parts of this, A and B. Its dealing with the number
of children enrolled in your program who are determined by a disciplinary
team that have a disability during the following time period.
For 26-A, its children determined to have a disability prior to enrollment into
the Head Start at Early Head Start program for that year.
Twenty-six B is all the children determineds between the time of enrollment
and the end of the enrollment year.
So C-26 is going to capture all of the children about the determined to have a
disability. A is talking about referring to prior to the enrollment; B is talking is
referring to about between time of enrollment and the end of the year.
For C-27, theres an A and B to this as well. C-27 is the total children
determined have a disability.
And for A, of the total children determined have the disability, the number of
children with an IEP or an IFSP. And B is asking of the total number of
children determined have disability -- the number determined eligible by the
LEA or Part C Agency to receive special education in related services or Part
C services under an IEP or an IFSP.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 8
So Question 27-A, is the number of children determined to have an IFSP or an

IEP. This number may not be 100% because of how it could be determined to
have a disability and not be under an IFSP or an IEP. Like aA doctor could
diagnose that the child has epilepsy but they do not have IFSP or IEP. Those
children would not go there.
For 27-B, youre talking about eligibility and the number determined eligible
by the LEA or Part C to be under an IFSP or an IEP. So hopefully Ive
clarified the difference between those.
(Nancy Virgin):
Hello. I have a question.

(Nancy Virgin):
This is (Nancy Virgin) from (unintelligible).
(Dawn Williams): Hi.

(Nancy Virgin):
Hi.
We have some children who have been determined eligible but the district has
not written an IEP yet.

(Nancy Virgin):
So they would not be counted even though we know there's a time scheduled
but it will be after our enrollment year.
(Dawn Williams): Let's see.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 9
But the user - is Ffor the purposes of the PIR, they would have to have an IEP
or an IFSP.
(Nancy Virgin):
So it would have to have the actual document.
(Dawn Williams): Yeah.

(Nancy Virgin):
Even though the meeting is scheduled. Okay.
(Dawn Williams): Yeah, for 27A and 27B.

(Nancy Virgin):
Okay.
(Nelly):
I have a question. This is (Nelly) (unintelligible).

(Nelly):
For number 26, this is counting the children who dont necessarily have an
IEP or an IFSP.
(Dawn Williams): NoYes.

(Nelly):
The 26A?
(Dawn Williams): Twenty-six A and B is counting the children that would have an IEP or an
IFSP.have been determined to have a disability.
(Nelly):
But it is excluding the children who dont. Just give any example you gave
over child who may epilepsy but doesnt necessarily have an IEP or an IFSP.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 10
(Dawn Williams): That goes in A.

(Nelly):
Yes. Okay. So that would go on 26A.

(Nelly):
Okay. Thank you.

(Aileen Gonigan): Hi. I'm (Aileen Gonigan).
I have a question kind of along the same line. I have a child who has an IEP
for speech but she also has epilepsy but I dont believe the epilepsy
(unintelligible) is on the IEP.
(Dawn Williams): Okay.
(Aileen Gonigan): So did I hear you say that I would add her in 27A? Why, would she also be on
health impairment because I know she have epilepsy even though the epilepsy
is not part of IEP?
(Dawn Williams): So where youon the PIR list it have listed on the PIR is with - for the
diagnosis thats stated on the IEP?
(Aileen Gonigan): Oh, okay.
(Dawn Williams): Yes, only that. And so when we get to that section, youre only going to list
the time areaprimary or most significant disability and youre only listing
them once - when we get to that section.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 11
Woman:
Ma'am?

Woman:
Can we go back to 26A?

Woman:
I was under the impression that that was - those were children that had a
disability determined not suspected but determined by a multi disciplinary
team so that the comment about the - what was it, the epilepsy?

Woman:
If they were - shouldnt they have an IEP? They even be on 26A?
(Dawn Williams): Yes, they would have to be determined to be included in that number.
Woman:
Thats what I thought. Okay.

Woman:
We have another question also.
(Dawn Williams): Okay.

(Allan):
(Dawn), this is (Allan). And Louise (unintelligible), how are you?
Louise Gill:
Good. How are you?
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 12
(Allan):
Great.
For instance on I guess it would be - if you have a child who is receiving
speech or other services at for instance Saint Joseph Regional Medical Center
but theyre not going to have an IEP or an IFSP so then youre saying that
youre not including this in that number?. Because in some situations, you'll
have children that are on IEP or an IFSP but are also getting services besides
the Part Dthe LEA and Part C, theyre also getting in say at a hospital or clinic
or some place else. But then some of them because of the qualification, they
dont qualify for the school district and they do qualify for Medicaid so
theyre getting services in an outpatient clinic.
So youre not including these anywhere of those numbers? Were not getting
credits for those children getting services?
(Dawn Williams): Well, if they have an IEP, yeah, that would go in 27A.
(Allan):
Right. But it sounded like you said before on 26 that those numbers there were
necessitated by a person having an IEP or an IFSP.
(Dawn Williams): So in 26A and B, its just the number of children enrolled that were
determined to have a disability.
(Allan):
Right.
(Dawn Williams): Its not mentioning being on an IFSP or an IEP.

(Allan):
Okay. I thought you had said something about IEP, IFSP related to that. That
confused me.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 13
(Dawn Williams): Well, the whole disability section like when we get to 29, you know, were
talking about a diagnosed disability, everything included in there, a child has
to be on an IEP or an IFSP to be counted in all of the different disabilities on
there. So if a child is on the (unintelligible) plan, those numbers dont go into
that diagnosed disability section.
(Allan):
So if a child is getting services through Medicaid in outpatient, theyre not

tallied there either?
(Dawn Williams): Not under those disabilitys categories now.

(Karen):
Excuse me. This is (Karen) at Sterling County again.

We talked about this morning in the health piece that those children would be
included in the (C-10) areas but and if they had an IFSP or an IEP say in
speech but they are getting other medical type intervention it would go in
both. But unless they had an IFSP or an IEP in the medical pieces as well, it
wouldnt be counted. It would be counted in the medical piece instead.
(Dawn Williams): So its my understanding for purposes of PIR, theres only one disability that
can be placed in the diagnosed disability category and it should be the PIR
uses primary more - or most significant and it should be the one that is written
on the IEP or IFSP.
So if there aren;t no anymore questions I'm going to move on.
Woman:
Dawn?
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 14
(Spencer):
This is (Spencer) from Portland Public.
(Dawn Williams): Hi.

(Spencer):
How are you doing?
(Dawn Williams): Good.

(Spencer):
Going back to your question on 29, you are saying the child had to have a
disability in an IFSP or IEP?

(Spencer):
Actually, I've been doing it differently. I've had a few cases where the parent
will agree to the eligibility but will not sign initial placement for an IFSP. So
in fact, they would have that determined disability but would not be receiving
specialized services. So (unintelligible) would be different there.
(Dawn Williams): Yes. That would make them different.

(Spencer):
Thats why I'm counting them on 29.
(Dawn Williams): (Mail in for us.)

Woman:
Yeah. But thats what (Dawn) said to begin with was 26 would be determined,
it has nothing - there is no mention of an IEP or IFSP so they would be
counted in 26. But in 29, these are the only categories in which diagnose that
consider to diagnose disability.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 15
(Spencer):
I understand that. My - thats not what I heard her say. What youve said about
26 is crystal clear.
I heard her say in 29 that if they did not have an IFSP, IEP you could not count
them down there and thats I think inaccurate.
(Dawn Williams): Yeah, and thats been my understanding of how this was to be reported in 29
for diagnosed disability. And on
(Spencer):
Right. But thats not a mandate that they have on IFSP or receive special
education services if a parent denied initial placement but they agree to
eligibility.
(Dawn Williams): Right. And that disability would still be determined.

(Spencer):
Theyll be valid. Yes.

Woman:
I understand what youre saying.
(Dawn Williams): Yeah. And from my understanding the PIR it will be counted in 26 and not in
29 which skews the numbers.
(Spencer):
Okay. I dont think thats what it says but okay.
(Dawn Williams): And as far as places Iin the users guide this says, to report the number of
Head Start children during the enrollment year towards primary or most
significant disability was determined by a multi disciplinary team to be one of
those listed in A through O in your reporting in the primary disability.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 16
So I knoew - I understand where youre coming from and I can't necessarily

say that because thats just my understanding of it and what I've been told to
convey.
Woman:
(Unintelligible).
(Dawn Williams): I was kind of stuck there.

I would encourage you in the comments (unintelligible) section to include
numbers, include diagnosis of disabilities that dont end up getting counted in
29 but are counted in 26 and possibly include those numbers then that would
provide more accurate number.
Woman:
Oh, so what do you think?
Woman:
Thats all you can do.
Woman:
Right.
(Jose):
Hello?

(Jose):
I have a question. This is (Jose) from Migrant Council.
(Dawn Williams): Hello.

(Jose):
You might have gone over this and I might have missed it but on 29, our
disabilities coordinator always has issues with this because the IEP always
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 17
either says communication disorder or developmentally delayed so she never

has this breakdown for us. Does anybody else experience that?
(Dawn Williams): Well, and you can, if it is developmental delay, you can put them in to K
which is non categorical developmental delay. Communication disorder, you
put under C for speech and language impairment. Other speech and language
impairments are included under the bigger umbrella of communication
disorder.
(Jose):
Right. So for example if a child has autism

(Jose):
The IEP is not going to say autism. Its going to say one of the other two
(Dawn Williams): Correct.

(Jose):
because thats what always said, I can't give you that breakdown. I can
only give you these two. Is that okay?
(Dawn Williams): That is okay. What you would have to assess is what is the primary most
significant disability. You can also possibly look in to what their providing
services the most for and what your therapies are,are being received if youre
looking for a way to determine it. And also choose one of the ones that stays
on the IEP.
(Jose):
Okay.
(Dawn Williams): I think let's just go our C-28 and C-29 and then we can answer all the
questions. on there.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 18
Question C-28, the number of children determined to have a disability who

have not received special education in related services. So thats all the
children who were determined and who do not receive special education
services for a multitude of reasons, maybe they haven't been determined or
haves an IFSP but not maybe parents refuse to have service but they were
determined and they qualified but they just didnt have services. All those
children that did not receive services fall into that question on C-28.
With C29, thats the diagnosed disability and there as I stated briefly, the
users guide language says use the primary and most significant disability.
Also (usually) in this question, you should remember that that multiple
disabilities Category L is for children with multiple needs. That can be third in
programs designed to just their primary most significant disability in that
primary category.
So for - if a child has a multiple disability, that has to be something thats
stated on the IEP. So if a child has speech and language and epilepsy thats not
something that goes in to that multiple disability category
Deaf, blindness does because there's a multiple disability that compounds their
performance - goes in to that multiple disabilities category but not two
separate disabilities. That is only counted once in this section.
And as for C - Question C-30 real quickly and the question. On Page 26 in the
PIR, its for Early Head Start in Migrant Programs only.
Question C30, the number of children receiving services under Part C of
IDEA, so all the children receiving services were on some Part C agencies.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 19
Okay. Any other questions on the disabilities? Anything thats to clarifythat

needs clarification.
I would just like to restate, C-26 A and B is all the number of children
determined to have a disability by the multi-disciplinary team. I mean, its this
time to piece out the time that they were determined has a disability so dont
say anything about having an IEP or an IFSP.
And Questions 27A and 27B would have to be children that actually have an
IEP or an IFSP.
Woman:
They dont have
(Dawn Williams): So if you have any further questions, please feel free to ask them later on the
call or you can email them to Renee and Ill be happy to figure out (and
answer) for you.
Louise Gill:
Thanks, (Dawn).
Do we have anymore questions?
Okay. Well now, were going to move to
Woman:
Some more questions, please.
Louise Gill:
Okay.
(Robin):
Hi. This is (Robin) (unintelligible).
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 20
I was wondering did I hear you say - I just want to clarify that on question
number 27 A and B thats where youre going to list your children who have
IFSPs or IEPs.
But 30 is if children are receiving services through IDEA who do not have an
IFSP.
Louise Gill:
Just reading a section.

Yeah, it just says children that are determined on question C-30. Its not
stating that children have to have an IFSP.
(Robin):
Okay. So they might have their evaluation or their assessment and theyve
been determined to have a disability but they dont have any sort of IFSP so it
might be receiving services in the multiple was.
Louise Gill:
Sure, it reports the number of children aged zero to three who received special
education and related services during the enrollment year.
(Robin):
Okay. Thank you.
(Gene):
All right. I think were moving on tohe education.
Woman:
Yeah. Please.
(Gene):
Thanks.
Woman:
Uh-huh.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 21
(Gene):
So there are only seven questions here and they are focused around transition
activities and curriculum, screening, and assessment. Now, this is the
continuation and the document so its the numbers that follow right after the
disability section.
So wWere starting with Number 31, which is around transition activity at the
preschool level only or preschool programs only.
Thirty-one is looking for the number of local school districts in your Head
Start Service Aarea. And A, of the number of local school districts, the
number which whom you have a formal agreement to coordinate transition
services for children and family.
Any comments or questions on that one?
All right. Thirty-two is of the number of children enrolled in Head Start at the
end of the current enrollment year,.
Tthe number that you project to be entering kindergarten in the following
school year. sSo basically if youve got four- and five-year- olds, you are
projecting the number of the five- year- olds who will be in kindergarten as
the school year starts this coming year.
Question number 33 is around early Head Start transition, so only for the
Early Head Start and Migrant Programs. As tThe number of children leaving
early Head Start and entering A, a Head Start program or B, andy other early
childhood program.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 22
So just remember, this is a snapshot in time. The answer you give is based on
the best information that you have at the time that youre completing this
report.
Now, we move to curriculum, screening, and assessment, number 34. The
number of all children who completed routine screening for developmental
center and behavioral concerns during the operating periods; so thats all
children whether or not they remained in the program., So those for whom
you completed the required screening within in that 45-day period of the start
of their enrollment in the program.
And A, of the children screened, the number identified as needing follow-up
assessment or formal evaluation. So bBased on your screening process and
your screening tools, the number that you identified as needing or as
benefiting from a referral for formal evaluation.
Okay? Number 35. What curriculum model does your program use as its
primary foundation?
Now, we know a lot of programs used in multiple curricula. This is asking
you, Whats the primary curriculuma that you rely on? Theres a dropdown
box there, click on that and select one from the list.
If the one you use is not there, you can put it in the comments box. If its (one thats) not there, do spell spell it out, you know, do identify the name of
the assessment tools, not on just giveing an acronym.
And if you have home based services and the center based services or
and/orboth, youll notice that A and B give you the opportunity to answer this
question for a home-based and for a center-based program.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 23
If you have a combination model with both home-based and center-based

services, spell out both of those.
The same kind of question is asked for Number 36. What instrument does
your program use for developmental screening? Again, its the primary
instrument only. You can use the dropdown box and if - what you use is not
there, again, go to the comment section.
Very similarly, number 37, what approach or tool does your program use for
ongoing child assessment?; eEnter one, the primary one. uUse the dropdown
box. If its not there, put it in the comments and answer A. Is this tool locally
designed, yes or no?
On the education section, comments or questions?
(Nelly):
I have a question. This is (Nelly) from (New Orleans).
(Gene):
Sure.
(Nelly):
On number 33, we are completing at the time of the report or is it through the
program year?
(Gene):
When you are completing - well, wWhen you are completing the PIR
(Nelly):
Uh-huh.
(Gene):
Right? Based on the information you have at that time.
(Nelly):
Okay. Thank you.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 24
(Gene):
Okay. Youre welcome.

All right. I will turn it back to you, Louise.
Louise Gill:
Okay. Thanks. Thanks, (Gene).

So anymore questions that you might have on education?
All right. Then, let's move in to family and community partnership on Page 27
of the PIR.
Now, there haven't been any changes to this section from last year and first of
all, I want to say that this section is very interpretive. So its up to how your
program interprets these certain categories here so I dont want you to stress
over this.
Like (Gene) said a couple of days ago in the PIR call, its just a snapshot of
whats going on in your program and thats .- I just want you to know that you
have a lot of (unintelligible) questions as to where you put families andin how
you categorize them.
So well start.
First, well start by the definition of parent.
What they would say here is it includes biological or non biological person
identified as the primary caregiver. So that means dont forget about
grandparents, custodial grandparents, step parents, guardians, and foster
parents, they are considered parents.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 25
So the first question is the total number of Head Start, the Early Head Start
families, count families here. Please do not count children because you may
have one family with two children in Head Start or one in early Head Start
and one in Head Start. And since you report Early Head Start separately from
Head Start, you would count that family in both those reports.
Louise Gill:
Number 39, of the total number of families, the number of two-parent

families.
And then number 40, the total number of families, the number of single-parent
families.
Now, in previous PIR trainings, we had the question come up about dualfamilies. If you know that there is dual custody between two divorced or
separated parent, then you can count it as two families. But if you dont know
this information, then you would count them as a single parent -- whoever
enrolled the child. Its just if you have that information of knowing whether
their dual custody or not.
So, any questions on that?
Woman:
Are these considered formal or informal custody arrangement?
Louise Gill:
Its informal because there is nothing in our performance standard that says
we have to have legal documentation to show divorced, decreesased or
parental custody or anything like that. So thats what I meant when I said, this
is very interpretative according to your programs. Some programs may not
even ask if the mother is divorced from the father or separated. If they say
theyre single-parent -- theyre single single-parent.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 26
Woman:
Okay.
Louise Gill:
So its up to your program.
Woman:
Okay. Thank you.
Louise Gill:
Yes. Just make sure that the sum of C-39 and C-40 equals 38. They have to
add up to the total number of families.
Woman:
Excuse me, I have a question. This is also regarding the dualbill custody
family.
Louise Gill:
Yeah.
Woman:
If the second family is not involved in any way with Head Start Services
would you count them?
Louise Gill:
I don't know. Thats up to you. Do you send that family information? Do you
do any kind of services which may not be involved? See, thats what I mean
by its up to you on how you count these families. If theyre not a part of this
childs life and if youre not doing anything to work with that part of that
family, would you count them as a dual-parent family or as a single?
Woman:
You may count (unintelligible) then I count (unintelligible).
Louise Gill:
So is that clear as mud?

Okay, I lost you on that one.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 27
All right lets move on to Question 41, employment. Now, you only count
each family once. And so remember that whatever your totals are in this
section, it has to equal Question number 38. And I want to point out that this is
at the time of enrollment because you will notice - status of families will
change. The enrolling family may come to you and they may not be employed
at the time of enrollment but they may be employed later. So, this is very clear
that its just at the time of enrollment when you gathered this information.
Question A is the numbers of two-parent families -- both parents are
employed, one parent is employed, both parents are not working.
B is of the total number of single-parent families -- and that is the one parent
is employed, and the one parent is not employed.
Any questions on that?
Woman:
Im sorry but for the number of families back to 38, is that at the time of
enrollment also or is that at the time of completing the PIR?
Louise Gill:
That is during your operating year. So, all these questions that do not specify
at time of enrollment or end of the year or whatever, its during that
enrollment, its during that operating period, so somewhere between 2005 and
2006 for the school year.
Woman:
Okay. Thank you.
Louise Gill:
Yes.
Okay, moving on to 42, job training in school. Same thing here, count the
families at time of enrollment.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 28
And just make sure in 41 and 42 that the totals here add up Question 38.
Woman:
All right.
Louise Gill:
If it doesnt, your report will kick out when you go submit it.
(Aileen):
Louise?
Louise Gill:
Yeah.
(Aileen):
This is - hi its (Aileen).
Louise Gill:
Hi (Aileen).
(Aileen):
You - I thought- (I heard) you say that, 41 A and B needs to equal 38.
Louise Gill:
Thats right.
(Aileen):
The 41 A and B are at enrollment only and 38 is throughout the year.
Louise Gill:
No, that- you pointed out a great point but it says if you read underneath it
says, the total number of families must equal C-38.
(Aileen):
No, I was just - okay.

All right. Thanks.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 29
Louise Gill:
Yeah. But all along weve been told that if questions do not designate a time
either at enrollment or end of the year or whatever, that its during period. So,
your guess is as good as mine but I will point that out to Xtria.
(Aileen):
Okay. Thanks.
Man:
Thank you.
Louise Gill:
Okay. Lets move on Page 28, education. Now, this is the number of families
and you count each family as one and theyre stressing again -- total numbers
in C-38. But if its a two-parent family, remember to only count the highest
level of education obtained by the childs parent or guardian. So if you have a
one parent with a high school and one parent with college, you count the
college and youd only count that family as one time.
Woman:
Yes. They have to be
Louise Gill:
Okay. So
(Vanessa Hanson):Hi. Im sorry, this is (Vanessa Hanson) from (unintelligible). I have a quick
question with that. Do we know, I know you said, Kim Keating is not on the
phone with Xtria.
Louise Gill:
Right.
(Vanessa Hanson):But Im not sure based of the kind of the equation that you just gave.
Louise Gill:
Uh-huh.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 30
(Vanessa Hanson):Do we know if ChildPlus counts it that way? Because if you have two parents
and you list the education for each parent it will automatically select which
education will identify when it calculates the PIR. Do we know how its
formulated?
Louise Gill:
I dont but I could ask for ChildPlus purposes.
(Vanessa Hanson):Right.
So would you then - are you going to contact ChildPlus to ask them or is that
something that we need to do? Or is that something that Xtria would do?
Louise Gill:
If you want to find out from ChildPlus, youd need to contact ChildPlus. If
youre trying to upload or download from ChildPlus to the PIR report, I can
find out from Xtria. So its just up to you.
(Vanessa Hanson):Okay. Well I dont - because its - thank you.

Louise Gill:
Okay.
Okay. Number 44, federal or other assistance. Now, they just want the total
number of families receiving any cash benefit or other services under the
federal temporary assistant for needy families. Its under TANF.
And then, 45 is the total number of families receiving SSI.
Now, in each state TANF dollars are different. And so all I can say to you is if
you know that a family is in a program that is receiving TANF dollars then
you count them in this area.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 31
And then under 45, its only Social Security Income - Supplemental Security
Income. The reason its only SSI is because SSI is just for low-income
families. Any family can receive Social Security benefits no matter what their
income is. So this is why the performance standard say that you have to be a
family on public assistance and/or SSI so they dont just say Social Security.
So it cant be if theyre getting widows benefits or if theyre getting retirement
benefits or anything like that. Its got to be SSI.
So any questions on that?
Okay. Then well move in family partnership process. Now, this also has to
equal. It can be less - it doesnt have to equal - Im sorry. This question can be
less than 38 because you may have offered the opportunity for families to
participate in partnerships but they refused. So out of the total number of the
families in C-38, how many of those families are participating in a family goal
setting process which results in an individual family partnership agreement?
Does that not mean - we had the question the other day, So what if we set the
goals with the family and they never moved forward, they never made any
progress?
Well, thats okay. At least you went through the process with the family and it
resulted in a family partnership agreement. Okay?
So then well move to 47, family services. Theres been a lot of questions
around this area. First of all it wants to know the number of families that
receive services through Head Start, Early Head Start or through referrals.
Theres been a question, What is a service? What is a referral?
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 32
A referral is when you give a family information to go to an agency to get

assistance. Now, thats your referral. Im working with the family; I give him
a phone number of a Mental Health Agency. I help them set up an
appointment. Thats my referral. I may not even help them set up an
appointment. I may not have that time but Ive given them that referral.
Now, how am I going to know if they actually receive Mental Health
Services? I wont know unless I followed up with this family. So the PIR
doesnt that want to know that I referred this family, they want to know did
that family received services. So services is something that our families
receive from either through the Head Start Program, Early head Start or
through a referral.
Now, I know that some of your Head Start may have a food bank that you do
on site for your families. If you assisted them with food, you gave them a
service but if you only said, We have a food bank downstairs, please go
down. If you didnt follow up with that family, youre not going to know if
they received that food.
Any questions?
Woman:
I have a question on this. I sent a request to have all of these -- the types of
services identified in writing?
Louise Gill:
Yes.
Woman:
Will that be on that list that will be on the Web site?
Louise Gill:
No. I think all youre going to receive on the Web site is what you see here.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 33
Let me flip over in the users guide. No, youre not going to see a description.
Youre going to see exactly what you see on the paper.
Woman:
Thats what I was trying to alleviate because we (unintelligible) different

questions regarding what are the meaning of the types of services.
Louise Gill:
Okay. Could you - do you want to ask one or two of those questions?
Woman:
No, I just come throughout the year so I was hoping that there was some place
that I could print it - something that I could print out that I could hand out the
staff.
Louise Gill:
Well, many just say that the majority of this services - and (Marylyn) correct if
Im wrong, but the majority of this services come from the actual performance
standards that we have to assist families with. If you go back to your family
partnership area of the performance standards and you start reading, we have
to help them with emergency crisis intervention. And so, it kind of gives you
an idea of what that means -- food, clothing, shelter.
We have to help them with helping assistance because they need that. We have
to help with transportation.
(Marilyn Akiyamo): I understand. In actual ChildPlus, the staff will enter in there but it doesnt
have like formations like it does here in the performance or in its users guide.
So I guess thats what Im asking. Now that I see these, Ill just take a copy of
this and give it to him but this is not on ChildPlus.
Louise Gill:
Yeah. If you guys are using ChildPlus, even though ChildPlus has the
capability of uploading or downloading -- Im not sure if Im using the right
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 34
terms on that -- but its the PIR that we are trying to get the information. So
you may have to adjust it a little bit if youre using ChildPlus or HSFIS.
(Vanessa Hanson):Im sorry. Hi, this is (Vanessa) from (SA) again. We use ChildPlus and this
piece is called is called the PIR Family Addendum.
Louise Gill:
Okay.
Woman:
It is in ChildPlus. It is not in the family services module of ChildPlus.

However, if you go into the family record, youll see a separate button that
does PIR family addendum and that is where you have to enter these services.
Louise Gill:
Thank you. That is so helpful because I dont use ChildPlus. So I dont know
how to pull these reports out.
But if you guys are struggling with that, please when you do your reporting,
contact Xtria (unintelligible) network.
Woman:
They should be able to tell you where to find those reports on ChildPlus
because they know that its supposed to be working in conjunction with each
other. And then if I can help you, you tell them I said they should be able to.
(Vanessa Hanson):Hey, this is (Vanessa) again. And I just wanted to make one another quick
comment in regards to tracking of family services and I know its not on the
PIR. And earlier, when we had extra things that are necessarily put into the
PIR, weve been giving guidance to kind of include them in the comments but
I guess I just wanted to formally kind of speak out here on that, the issue that
we provide some of the services multiple times to individual families. We may
provide a family with food assistance, you know, two or three times
throughout our program or clothing or transportation or even family service
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 35
counseling, those types of things. And by this method within our tracking
system and (for here) reporting here, to my understanding we are only allowed
to record that service one time. So were not actually - it doesnt actually
capture the amount of services that we are providing to the families in truth.
And so, I know ChildPlus will only track it individually. It doesnt track it
multiple. We here at our agency, we do track it multiple so that we can see the
full magnitude of those families that we serve. But I just think its sad that it
doesnt accurately represent the amount of services that we provide to our
families.
Louise Gill:
And you know what you should do, you should be making a comment in the
general section to say these things.
(Vanessa Hanson):Okay.
Louise Gill:
To say that, you know, we provide services to our families multiple times even
though we can only count them one time in one category.
(Vanessa Hanson):Okay.
Louise Gill:
So thats what Id do because it does say in the users guide, families that
receive services other than those listed should be reported in General
Comment section. I think Id also say, you know, (Jean), what do we only
count these families once if we give them a food service and they receive the
food service four times?
(Vanessa Hanson):Right.
Louise Gill:
Yeah. I think Id put that in the General Comment section.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 36
(Vanessa Hanson):Thank you.

Louise Gill:
Yeah. Okay.
(Tammy):
Hi, I have a question. This is (Tammy) with Head Start.
Louise Gill:
Yeah.
(Tammy):
I was just wondering when we give a family information for referral, lets say
its the food bank and Mental Health or GED, what kind of documentation do
we need on that? Do we need like a hard copy stating that they went and saw
Mental Health? Or if we know that theyre doing their GED, do we need to
get some sort of a copy or do we just write that down?
Louise Gill:
Well, my question to you is how are you going to know if they are receiving
their GED classes or if theyre moving forward on that referral unless you do
document it somewhere and follow up on it?
(Tammy):
So it could be done a multiple number of ways. You know, grantees have

different ways of tracking this information or they write in their case notes or
their family contact notes. Its just really your program havinge to decide how
are you going to keep up with this information once you give a referral.
Louise Gill:
So we want to know the whole purpose behind these services. Are we meeting
the needs of our family? And how are we going to know this unless we follow
up and we keep track of it somehow.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 37
(Tammy):
So okay. I understand that. What Im saying is, so would I have - would I ask
them to get documentations from the person that was in-charge of the GED.
Do we need that documentation?
Louise Gill:
No.
(Tammy):
Or do we just take their word for it?
Louise Gill:
You just take the word of the parent. Please, you dont have to go to a lot of
trouble to follow up. By following up, I mean, it could just be a phone call so
the parent could say, So did you ever get in those GED classes or is it still an
interest of your? Thats about as formal as you need to get. Theres nothing
that says you have to have written documentation that families receive any of
these programs.
(Tammy):
Thank you.
Woman:
(Unintelligible) documentation that they followed up.
Louise Gill:
Right yes.
Woman:
(Unintelligible)
Louise Gill:
Any more questions on this?
Louise Gill:
Okay. Lets move to Page 29. And Im hearing background noise so please
mute your phone. Thank you.
Okay. Number 48, WIC participation. Now, here we want to count our
families not the number of children who are - so you may have one family
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 38
with two children that are enrolled in WIC but you just want to count that
family and you want to count that pregnant mother. If youre Early Head Start
and shes receiving services from WIC.
Okay. Father involvement, Number 49. Does the program have an organized
and regularly scheduled activities designed to involved fathers father figure.
Now the question has come up, do we count when fathers go to policy
counsel? Do we counsel when fathers participate in the classroom or go to a
parent center meeting?
No. Those are things that we do anyway in Head Start and of course those
fathers are encouraged to attend those things and we want them to. But what
this question is asking, what had your program done over the operating period
to specifically schedule fatherhood activities? So either you did it or you
didnt.
And then in 50, they dont want to know the number of fathers that attended
those activities, they want to know the number of children - yes, Im sorry they do want to know the number of fathers that attended and participated in
this activities.
No, I take that back. You guys, its getting late.
Woman:
Its the number of enrollees?
Louise Gill:
Its the number of enrolled children whose fathers participated. So same yeah,
same difference. Yeah, sorry about that.
Okay. So any questions on that?
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 39
Louise Gill:
Okay, homeless. Now, please look at the definition of homeless. This is

families living in temporarily shelters, hotels, vehicles or moving frequently
between homes of relatives and friends -- moving frequently, living
temporarily.
So Number 51, the total number of homeless families served during the
enrollment year. Thats during your operating period. The total number of
homeless children served during the enrollment year and the total number of
homeless families who acquired housing during the enrollment year.
Now, (Marilyn) this question - Im asking (Marilyn) the program specialist for
clarification. This question came and the question was, when they acquire
housing, does it have to be permanent housing?
And so, looking at the definition I would think that it would have to be
permanent. Now, transitional housing is different from living in a shelter,
right?
(Marilyn Akiyamo): Yes.

Louise Gill:
Okay. So transitional housing is
(Marilyn Akiyamo): But its temporary.

Louise Gill:
Its temporary but it could be for two years. It could be - I understand in the
state of Washington, theyve opened up that list so that families now can get
on that list for transitional housing. So if that family acquired housing during
your operating period for transitional housing, I would count them as
acquiring housing. We dont know whats going to happen to them at the end
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 40
of this year but they did acquire the housing with full intent to stay there as
long as the transitional houses requirement.
Now, its different from shelter. Shelter could be for a week, it could be for
two days, it could be for a month. Thats temporary. So, if youre running into
this information with families, please kind of think of it that way but its still
up to your interpretation. Right?
(Marilyn Akiyamo): Sounds perfect to me.
Louise Gill:
Good. So any questions on that?
(Vanessa Hanson):This is (Vanessa Hanson) and also here with (unintelligible) for
(unintelligible) we do have a small group of our Region X children who we
serve that are part of our also our migrant population.
Louise Gill:
Yes.
(Vanessa Hanson):And those children and there families do move frequently and most often
times are housed in temporary shelters camps. And so, were wondering with
the move frequently, with temporary there. We have not previously
categorized them as homeless because of their migratory nature. Are you
saying that under this description we should?
Louise Gill:
Yes. Im not saying that its the definition of homeless so you kind of have to
interpret that. For the Migrant Programs, I think theyre very specifics as what
the want the Early Head Start and the Migrant Programs to report on. And
then if you truly feel that because they are migrant families that they do
acquire housing, well its migrant season and the migrant program is open.
Then I would count that as acquiring housing.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 41
Now correct me if Im wrong, Migrant Programs only run for so many months
out of the year, right?
(Vanessa Hanson):Correct.
Louise Gill:
Okay. So during your operating period in your Migrant Programs, you have to
ask yourself, did these families acquire housing?
(Vanessa Hanson):Do you mean if their housing is permanent or if they just have housing?
Louise Gill:
Well, according to your operating period, did those families acquire housing?
Okay. So lets say they enrolled in your program and you ask them, Are you
temporarily living anywhere? And if they say, Well, Ive rented this
apartment for the three months that were going to be here during this season.
To me that is acquiring housing. They are not homeless.
(Vanessa Hanson):What about our Migrant Camps?

Louise Gill:
Our migrant people living shelters or are they - how does that work?
(Vanessa Hanson):(Theyre in tent).

Louise Gill:
Theyre in tent. I would think that that is, you know, thats up to your
interpretation. (Marylyn), what do you think?
(Marilyn Akiyamo): I honestly dont know.

Louise Gill:
I dont either.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 42
(Marilyn Akiyamo): I have my opinion but I really dont know how they - well, I dont know.
Louise Gill:
Right.
(Vanessa Hanson):And thats (unintelligible) because I only ask because we do serve a number
of those kiddos in our Region Programs for the families that stay over pass the
necessarily regular migrant service time.
(Manuel):
Yeah. During the
(Marilyn Akiyamo): Where do they stay? Well, where do they live when the migrant season
ends?
(Vanessa Hanson):In the tent.
(Marilyn Akiyamo): Okay. So they can stay - still stay in the same place.
(Manuel):
Yeah. (This is Manuel).
(Marilyn Akiyamo): Yeah.

(Manuel):
We have - what happens is during then winter months, like in our region
program is that (unintelligible) settles somewhere during those months but as
soon as its time to start migrating again, they could - we served a big enough
area that may during the migrant period move from - stay within our same stay within the agency but just moved from one center to another and then
Region comes up again and migrant ends. And so they, you know, find an
apartment or whatever the case maybe
((Crosstalk))
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 43
(Manuel):
.months, participate in the Region Program and then theyre back to the
migrant status again, start moving around with the (unintelligible). Do you
understand?
So during that time period - during the
(Marilyn Akiyamo): Because theyre moving frequently.

(Manuel):
The fact that they found a permanent place to live during the Region Program
months does that make them permanent residents in that address then even
though we know that as soon as the (unintelligible) start up again, theyre
going to migrate along with them.
(Vanessa Hanson):I would think so (Manuel).

(Manuel):
Okay.
Louise Gill:
Because what youre saying to me is theyre in the Migrant Program and then
they move into the Region X program and then they move back to the Migrant
Program. So you would have to account - you got to do a report for Migrant
and you got to do a report for Regional. And these kind of families are going
to be counted in both programs.
(Manuel):
Okay.
Louise Gill:
And so, if they acquire an apartment during your operating time that theyre in
Region X, thats permanent housing to me. If - when they move into your
Migrant Program and theyre somewhere during your Migrant Program,
operating period, thats permanent for that program.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 44
(Manuel):
Okay.
Louise Gill:
Okay. I hope this helps.
(Marilyn Akiyamo): With the moving being frequently in the description there, you kind of left
that window open.
Louise Gill:
Yeah. Okay. Yeah.
(Manuel):
Thank you.
Louise Gill:
You know, this is what I said in the very beginning. Many of these questions
under family services is up to your program interpretations. And I dont think
once you mark something in this box is that anybody is going to come back to
you and say, Now, I want you to prove to me that these families did not move
or that they were not in this situation. I mean, were trusting. We want thisose
information to be as accurate and consistent as possible. But you guys have a
lot of say so as to how that information in entered. Okay?
Woman:
I have a question on the fatherhood from Lane County.
Louise Gill:
Yes.
Woman:
My question is we do regular events during the year (Program Y) but then the
sites hold and host various activities like lunch things with fathers and
different field trips maybe. Can we count those in the big number where our
children have participated counting the big program events as well as the site
setup events.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 45
Louise Gill:
Yes.
Woman:
Yes, okay.
And because they regularly schedule (unintelligible) through me, so those site
(unintelligible) dont need to be regularly scheduled. They can be just one
time event as this example of single-father seminars or something, right?
Louise Gill:
Yeah. As long as its done during your operating.
Woman:
Okay. Thank you.
Louise Gill:
Yeah. Okay. Any other questions? Any questions about anything with the PIR?
All right. Well, I want to thank everybody that was very patient with us and
went through these content areas and we will try to get answers back to you, if
we werent able to get answer you today.
I just want to say one thing, please if youre using ChildPlus or HSFIS, you
got to work with both agencies there to find out exactly how to generate those
reports to get the answers here on the PIR. And I wish I were an expert in that
but Im not. So just keep digging and keep calling Xtria and ChildPlus and
make it work for you.
The other thing is please use your general comment section because we want
you to be able to give credit where credit is due in this report.
So, unless anybody has any other questions, well be talking to you again soon
in some other capacity. So I will see everybody later.
FTS-HHS ACF
06-01-06/3:00 pm CT
Page 46
Thank you.
Bye.
END
Homework Help
https://www.homeworkping.com/

Health and Human Services Transcript Pir FCP and Edu Call 06-01-2006

Uploaded by

Copyright:

Available Formats

Health and Human Services Transcript Pir FCP and Edu Call 06-01-2006

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Health and Human Services Transcript Pir FCP and Edu Call 06-01-2006

Uploaded by

Copyright:

Available Formats

FTS-HHS ACF

Moderator: Louise Gill

I have a question from Lane County in Oregon.

(Dawn Williams): Uh-huh.

(Dawn Williams): Yes.

There other five

(Dawn Williams): Uh-huh.

rather than working with all of the different school districts.

(Dawn Williams): Uh-huh.

Okay. Thank you.

I have a question (Dawn).

(Dawn Williams): They do.

And (unintelligible), can you hear that question?

(Marilyn Akiyamo): Hello? Lane County?

(Marilyn Akiyamo): Hi there.

(Marilyn Akiyamo): Oh, okay.

Okay. Thank you.

(Marilyn Akiyamo): Okay.

So Question 27-A, is the number of children determined to have an IFSP or an

Hello. I have a question.

(Dawn Williams): Uh-huh.

This is (Nancy Virgin) from (unintelligible).

(Dawn Williams): Hi.

(Dawn Williams): Uh-huh.

(Dawn Williams): Let's see.

So it would have to have the actual document.

(Dawn Williams): Yeah.

Even though the meeting is scheduled. Okay.

(Dawn Williams): Yeah, for 27A and 27B.

I have a question. This is (Nelly) (unintelligible).

(Dawn Williams): Uh-huh.

(Dawn Williams): NoYes.

(Dawn Williams): That goes in A.

Yes. Okay. So that would go on 26A.

(Dawn Williams): Yeah.

Okay. Thank you.

(Dawn Williams): Uh-huh.

(Dawn Williams): Yeah.

Can we go back to 26A?

(Dawn Williams): Uh-huh.

(Dawn Williams): Uh-huh.

If they were - shouldnt they have an IEP? They even be on 26A?

Thats what I thought. Okay.

(Dawn Williams): Uh-huh.

We have another question also.

(Dawn Williams): Okay.

(Dawn), this is (Allan). And Louise (unintelligible), how are you?

Good. How are you?

(Dawn Williams): Its not mentioning being on an IFSP or an IEP.

So if a child is getting services through Medicaid in outpatient, theyre not

(Dawn Williams): Not under those disabilitys categories now.

Excuse me. This is (Karen) at Sterling County again.

(Dawn Williams): Yeah.

This is (Spencer) from Portland Public.

(Dawn Williams): Hi.

How are you doing?

(Dawn Williams): Good.

(Dawn Williams): Yes.