Information Memorandums (IMs)—2006

On-line Enrollment Reporting Beginning in November, 2006 (ACF–IM–HS–06–04)

INFORMATION MEMORANDUM [See Attachments at the bottom]

TO: Head Start and Early Head Start Grantees and Delegate Agencies

SUBJECT: On-line Enrollment Reporting Beginning in November, 2006

INFORMATION:

End of month enrollment statistics are used by the Office of Head Start to determine whether programs have achieved and maintained their funded enrollment level. To date, this information has been collected retrospectively through the annual Head Start Program Information Report (PIR).

Beginning Fall 2006, the Office of Head Start will collect end of month enrollment data from all grantees on a “real-time” basis during the enrollment year. Please note that the information will be posted on the grantee level, so delegate agencies will forward their enrollment levels to the grantee for posting. The newly developed End of Month Enrollment Reporting System is a web-based application that programs can conveniently access to submit their data, and will provide the national and regional office more timely access to this important data. “End of month enrollment” is the number of children (and pregnant women in Early Head Start programs) who are enrolled on the last operating day of three pre-specified months. Slots that have been vacant for less than 30 days due to child turnover should be counted as enrolled children. The reported enrollment level in each of the three months will be compared to the number of children/pregnant women the grantee was last funded to serve. Grantees with enrollment levels of less than 90% of the Funded Enrollment will be required to enter comments in the corresponding field for each month.

Enrollment data will be collected for three months of the year—October, January and March. Migrant & Seasonal Branch programs with non-traditional enrollment years will be able to enter an alternative month if they were not open in the specified month.

Enrollment data will no longer be collected using the Program Information Report.

REPORTING REQUIREMENTS

All grantees are required to report the aggregate End of Month Enrollment totals for themselves and all delegates. Grantees funded to operate both Head Start and Early Head Start programs must provide both the Head Start month end totals and Early Head Start totals in their report.

All Head Start and Early Head Start grantees operating programs (directly or through delegate agencies) during the 2006–2007 enrollment year are required to enter their end of month enrollment data online within two weeks after the designated month end. The 2006–2007 reporting schedule is as follows:

ACCESSING THE END OF MONTH ENROLLMENT REPORTING SYSTEM

The End of Month Enrollment Reporting System will open on October 1, 2006, in preparation for the October End of Month Enrollment data collection (reporting period October 31–November 15, 2006). To access the site, go to https://pirweb.net/EOM.

Login and Reporting Instructions are attached to this Information Memorandum and are accessible in the reporting website by clicking on “Instructions.”

CONTACTS FOR ASSISTANCE

If you have any questions concerning the End of Month Enrollment Reporting website, please contact Xtria at 1–866–868–0719 for further assistance. For other assistance please contact your Regional Office.

Thank you for your participation in this important reporting process.

(Download in PDF)

Attachment:

Reporting Instructions: End of Month Enrollment (EOM) Reporting System