WICAP Head Start In-Kind

1. WICAP Head StartIn-Kind ACF Guidance & Standards Head Start Act Section 640(b) Grants Administration Manual Section 3.05 January 2008

2. In-Kind Contribution What Is In-Kind? In-kind is donated time, services, goods or materials. The Federal Government provides 80% of our money to operate Head Start. However the government expects parents and community volunteers to contribute the remaining 20% in what we call IN-KIND time instead of money. Volunteer Services: Volunteer services furnished by current Head Start parents, former Head Start parents, professional and/or technical personnel, consultants, foster grandparents or other community members. • Staff may volunteer time to the program if it is not in the scope of their regular position’s job requirements. • Time (volunteering at the site, socializations, transporting to medical appointments.)

3. What is In-Kind? - Continued • Space • Use parent home or area (homeless shelter) • Use of space or building for which we do not pay or pay a reduced fee • Material goods and supplies • Any donation which will be used by the program (classroom supplies, kitchen supplies, janitorial supplies, toys for classroom, diapers, clothing for classroom use etc.) Other (any contribution that does not apply to the other three categories – cash, equipment, etc.)

4. Grant requirement: • In Kind must equal 20% of the grant money received from the Federal government. • The amount of in-kind that each site is required to generate is based on the number of children enrolled. • If each family contributes 19 hours per month in the 3 – 5 program and 15 hours per month in prenatal – 3 program, the In-Kind requirement will be met. Why do we report In-Kind? If the In-Kind requirement is not met by the program, it could result in a reduction of program funding.

5. Who Needs to Report In-kind? • It is the responsibility of all staff to generate in-kind including volunteer services to WICAP Head Start. • All in-kind contributions must be documented. • In-kind reports are due in the Administration office by the 5th of the month. (For example, January’s in-kind is due Feb 5th)

6. What are some things that parents or community volunteers can do?

7. Kitchen Aide/Food Service • Assist in the Kitchen • Picking up Supplies • Parents could create a Cookbook with Nutritious Meals/Snacks to Distribute to Head Start Families. • Donate Supplies.

8. Classroom Volunteer • Classroom • Curriculum Planning Committee • Helping Families Support Learning At Home • Reading Is Fundamental • Classroom Preparation • Materials (Activities families can do at home using simple everyday materials.) • Making Nametags • Repairing Broken Toys or Books • Donate Supplies

9. Facilities/Custodial Aide • Cleaning: Vacuuming, Dusting, Washing Windows, etc. • Planting, Raking • Painting • Yard Clean Up • Maintenance & Construction • Repair, Upkeep of the Head Start sites.

10. Field Trips • Preparation • Planning • Participation: Field Trip Aide

11. Home Visits • Any Visit Conducted with a Head Start Parent/Guardian. • When conducted in their home, count both the time and use of the home. • If conducted out of their home (i.e. park, Head Start site) count only the time.

12. Activities Based on Goals • Child Goals • The time spent by parents/guardians working on activities to achieve established child goals. • Parent/Child Education Goal • Family goals • The time spent by parents/guardians working on activities to achieve established family goal(s) • Home Ownership Goal • Medical Goal- Sign Up for Medicaid • Career Goal

13. Professional Services • Donation of time • Discount Rate - Difference between the Actual Fee and the Fee Charged to Head Start • Mental Health Professional • Medical Providers • Presenters/Trainers/Speakers • Architects/Contractors • Legal Services, etc.

14. Parent Involvement • Recruitment Time Spent by Head Start Parents and Community Members • Use of Home • Use of Space for Socialization, Parent Meetings, Group Activities, etc., not held at Head Start site. • Donated Materials: School/Office Supplies, Books, Clothing Used in the Classroom for Dramatic Play and/or to keep in the classroom when a change of clothing is needed.

15. Parent Involvement Cont. • Material Preparation • Office Work: Answer the Telephone, Receptionist, Greeter at sites. • Time at the Parent/Teacher Conference • Meeting Preparation: Calling Parents/Guardians and attending meetings, activities and/or Policy Council

16. Parent Involvement Cont. • Parent leadership: Policy Council and/or Parent Committee. Male Involvement, Health Services, Curriculum, Advisory and/or Planning Committees, etc. • Transportation: • Bus Aide • To and From Medical Provider Appointments.

17. Unallowable MatchesAre contributions that DO NOT provide a service to the Head Start program such as: The time that parents spend in special programs (GED, college, job training, etc.) • The time spent enrolling one’s own child. • The time parents spend on fund raising activities. • Clothing furnished to children and families for personal use. • Transporting your child to and from a Head Start site.

18. WICAP Head Start Policy & Procedure A09 • Policy & Procedure A09

22. In-Kind Reporting Forms • HS-520 • Regular Volunteer Time Sheet – For volunteers who volunteer 12 hours per week every week. • HS-534 • Volunteer Sign-In Record • HS-535 • Family/Child Goal In-Kind Record • HS-536 • In-Kind Use of Home/Home Visit Documentation • HS-561 • Family Goal In-Kind Record • W-15(a) • Statement of Contribution – Head Start

23. In-Kind Reporting Forms Documentation of In-Kind All information must be completed legibly. If it can not be read, it can not be counted.

24. WICAP Head StartDocumentation of In-Kind (Cont.) • HS 520 • Regular Volunteer Time Sheet • This form is to be used for regular volunteers ONLY. A regular volunteer is defined as any person volunteering 12 or more hours every week. • This form must be signed by the volunteer and the original submitted to the Administration office by the 5th of every month.

25. WICAP Head Start Documentation of In-Kind - Continued • HS-534 - Volunteer Sign-In Record is used for • Volunteers documenting their time at the center • Classroom • Kitchen Aide • Maintenance • Foster Grandparent • Parent Teacher Conferences • Receptionist • Preparing classroom materials • Preparing materials for parent activities

26. WICAP Head Start Documentation of In-Kind - Continued • HS-535 – Family/Child Goal In-Kind Record is used for: • Recording the dates and time spent working on pre-defined goals at home. • This form must be signed by the parent/guardian and the original submitted to the Administration office by the 5th of each month. • The goal sheet must be completed weekly. • COPIES OF PARENT/GUARDIAN SIGNATURES ARE NOT ALLOWED

27. WICAP Head Start Documentation of In-Kind - Continued • HS-536 - In-Kind Use of Home/Home Visit Documentation is used for documenting Home Visits • If both parents attended, put both names on the form, preferably on the same line and do not enter on any other forms. • Put the length of the home visit. • Example: If both parents attended, and the home visit lasted 1 hour, the total length of the visit is 1 hour. • Fill in the Use of Home column if the home visit was done at the parent’s home • The Use of Home value is currently $1.50 • NOTE:If the Use of Home column is left empty, you will not receive credit for it.

28. WICAP Head Start Documentation of In-Kind - Continued • HS-561 Family Goal Sheet(Center Base) • Use one sheet per goal • Goal sheet must be signed by the parent/guardian and the original submitted to the Administration office by the 5th of each month.

29. WICAP Head Start Documentation of In-Kind - Continued • W-15(a) - Statement of Contribution • Used for donations when: • the donor wants a receipt • the donor plans to claim a tax deduction. • We keep the original, give a copy to the donor • This form must be signed by the donor • The donation must be specific

30. HS 520

31. HS 534

32. HS 535 Pg 1

33. Hs 535 Pg 2

34. HS 536

35. HS 561

36. W 15a

37. Frequently Asked Questions • Can In-Kind from a previous month, which did not get included in the current report, be reported? • Yes! • Help – Reporting Requirements • Completing In-kind forms and reports must be legible, names, etc., if it can not be read, it can not be counted. • Are family/child goals clearly stated? • Are family/child activities clearly stated and do they support the goal(s)?