Policies, Procedures, and Forms
General Program Operations
ERSEA
Education, Child Development, and Disabilities
Prenatal
Health
Mental Health
Family
ChildPlus/ELMS
Virtual
General Program Operations
General & Quick Access
- Inclement Weather Procedure
- 4310 & 4310P - Relationships with Law Enforcement & Child Protective Agencies
- Absence Management - Creating & Cancelling an Absence (for Teachers)
- Base Access BAVR Procedure
- Child File Archive Procedure
- Child Abuse and Neglect Reporting Procedure
- Center-Based Late Start Procedure
- Confidentiality Policy
- Confidentiality & Protection of Privacy Policy
- Early Learning Interpretive & Translation Services
- Field Trip Procedure
- Food Pantry Access Procedure
- Meeting Sign-In & Agenda Procedure
- ORCA Card Procedure
- Order Form Procedure
- Security of Child Records Procedure
- 2023 Taxi Request Procedure
- Washington Medicaid Administrative Match (RMTS) Procedure
Fiscal
- Credit Card Reconciliation Procedure
- Using Fred Meyer and Town & Country Purchase Orders
- Non-Travel Reimbursement Procedure
- Parent Request for Reimbursement Procedure
- Procurement Policy & Guidelines
- Purchase Order Creation Procedure
- Purchasing Grid
- Site and Classroom Budget and Tracking Policy
- Taggable Inventory Procedure
- Classroom Budget Planning and Tracking Forms for AM-PM Sites Updated 10-18-21
- Lost Receipt Form
- Non-Travel Reimbursement (Printable)
- Non-Travel Reimbursement FILLABLE Word Document
- Parent Request for Child Care Reimbursement
- Parent Request for Mileage Reimbursement
- CACFP USDA Purchase Order Reconciliation Workbook
Personnel
- Standards of Conduct
- Calendar Change Procedure
- Criminal Background Check Procedure
- Code of Ethical Conduct Policy
- DCYF PBC Instructions (MERIT)
- DCYF PBC Renewal Instructions (MERIT)
- DCYF Portable Background Check Instructions
- Employee Incident Procedure
- Early Learning Onboarding Procedure
- Early Learning Department Hiring Procedure
- Early Learning Team Handbook
- Lunches & Breaks Policy
- Norms and Culture of Learning NORMAS Y CULTURA DEL APRENDIZAJE
- New Employee Health Requirements
- Professionalism Policy
- Staff Qualifications
- Tech & Copier Liasion Procedure
- Time & Effort Procedure
Most Frequently Accessed Board Polices Below
- 5000 - Staff Recruitment, Selection, & Assignment
- 5002 - Attendance & Punctuality
- 5003 & 5003P - Personal Leave Day
- 5006 - Employee Conduct & Responsibility
- 5010 - Non-Discrimination
- 5010P - Non-Discrimination Procedure
- 5011 - Harassment, Intimidation, & Bullying
- 5231 - Hours of Work & Overtime
- 5240 - Performance Evaluation
- 5380 - Communicable Diseases
- 5380P - Communicable Diseases Admin. Procedure
- 5402 - Emergency Leave
- 5403 - Bereavement Leave
- Board Policy - Staff Conflict Of Interest
Program Management, Governance & Policy Council
Program Management
- Monitoring System Procedure
- Comprehensive Professional Development Procedure
- Program Monitoring - Board Policy 2510
- Self-Assessment Policy
- Self-Assessment Procedure
- Program Structure Procedure
- Facilities, Equipment and Materials Procedure
- Community Assessment Procedure
- Community Feedback Concern and Complaint Procedure
Governance and Policy Council
- Board Policy 2500 - Head Start Program Compliance
- Board Policy 2510P - Procedure for Head Start Monitoring (updated)
- Board Policy 2520P - Administrative Procedure for ERSEA
- Board Policy 2530 - Review and Approve Funding Applications
- Board Policy 2540 - Establishing the Head Start Policy Council
- Board Policy 2550 - Head Start Shared Decision Making
- Board Policy 2550P - Governance, Management Responsibilities and Share Decision Making Procedure (Chart)
- Board Policy 2560 - Shared Decision Making, Dispute Resolution and Impasse Procedure
- Board Policy 2570 - Board and Policy Council Joint Communication
- Policy Council and Governance Guidance
- Policy Council and Parent Committee Procedure
- Policy Council Representative Procedure
- Shared Governance System
- What is Policy Council? - For Families
- Policy Council Bylaws
- Circle of Leadership
- Policy Council Job Description
- Policy Council and Board Monitoring Procedure
Substitutes, Volunteers, & In-Kind
- Absence Management Creating & Cancelling an Absence (for Teachers)
- Child Abuse Training Packet
- In-Kind Classroom Volunteer Sign-In Sheet Procedure
- In-Kind Community Participant Professional Procedure
- In-Kind Community Partners Procedure
- In-Kind Donated Goods & Services Procedure
- In-Kind Home Visiting Space Usage Procedure
- In-Kind Matching Documentation Procedure
- In-Kind Read to Me 20 Minutes a Day Procedure
- In-Kind Special Education Services Non-Federal Procedure
- Substitute Orientation Hiring Procedure
- Substitute Time Sheet Procedure
- Volunteer Procedure
- Volunteer Time Sheet Procedure
- In-Kind Community Partner
- In-Kind Community Professional Services
- In-Kind Home Visiting Space Usage
- In-Kind Match Documentation Goods & Services Non-Federal
- In-Kind Meeting Sign-In Sheet
- In-Kind Read to Me 20-Minutes a Day
- In-Kind Special Education Services Non-Federal
- Read to Me 20-Minutes a Day
- 23-24 Substitute Evaluation Form
- Substitute Time Sheet Blank
- Volunteer Application
- Volunteer Classroom Sign-In Sheet
- Volunteer Standards of Conduct Agreement
- Volunteer Time Sheet
- Volunteer WATCH Check
Travel & Transportation
ERSEA
ERSEA
Center Based Attendance
ERSEA Resources
We are currently producing an Early Learning Resource Guide for families, educators, caregivers and members of the public to use and share. The guide will continue to be revised and updated. To add your information, please click here to complete Early Learning Resource Guide Submission.
Recruitment Materials
- OESD Postcard English & Spanish
- OESD EHS Postcard English & Spanish (coming soon)
- OESD Bridge to Preschool Flyer English & Spanish
- Discovery EHS Brochure
- Joint Family Services Brochure English
- Joint Family Services Brochure Spanish
- Joint Full-Sheet General Flyer
- Joint Half-Sheet English & Spanish
- Joint Half-Sheet English
- Joint Half-Sheet Spanish
- Joint Home-Based Brochure English
- Joint Home-Based Brochure Spanish
- Joint Tear-Away Flyer English
- Joint Tear-Away Flyer Spanish
- Substitute Orientation Flyer General No Dates
Education, Child Development, and Disabilities
General Education and Child Development
Home-Based Services
Curriculum, Screening, Assessment
Contact Visits
Conscious Discipline and Positive Guidance
Disabilities
Coaching
Prenatal
General
Health
Additional Health
- EHS Home Based Vision and Hearing Screening Procedure
- Environmental Lead Testing Procedure
- Live Plants Procedure
- Pest Control Procedure
- Stand Up Diapering Procedure
- Bleach Solution Key
- Animal Policy
- Hand Washing Procedure
- Toothbrushing Procedure
- Head Lice Procedure
- Cleaning, Sanitizing and Disinfecting Procedures
- Wellness Assessment Procedure
- Child Pick Up Procedure
- Emergency Care Form Procedure
- Safe Sleep and Staff Training Procedure
- Shaken Baby Syndrome Prevention and Staff Training Procedure
- Growth Assessment Procedure
- Dental Exam Procedures
- Well Child Exam Procedures
- Immunization Requirement Procedure
- Incident and Illness Report Procedure
- Physical Activity Procedure
- Diapering Procedure
- Medical and Dental Financial Assistance Procedure
- Kitsap Public Health District Notifiable Conditions
- Infant and Toddler Care Procedure
- Disaster Kit Procedure
- Emergency Care Form
- Emergency Supplies List
- Incident and Illness Report Form
- Bleach Solution Labels
- Wellness Assessment
- Dental Exam Form
- Well Child Exam Form
- Certificate of Immunization Status (CIS)
- Certificate of Immunization Exemption (COE)
- Three Prong Developmental Skills Checklist
- Three Prong Approach Parent Interview and Summary Form
- Notice of Child's Immunization Status Letter
- Notice of Exclusion for Immunization Noncompliance
- Cover Sheet Health Alert
- Health Alert-BLANK 23-24
- Wash Your Hands poster (English and Spanish)
- Health Screening Results
- Cover Sheet Pick-up Alert
- Pick Up Alert Blank 23-24
Best Dental Help
Classroom Exposure Notice
Emergency Board
- All Hazard Preparedness Drills and Safety Record
- Classroom Emergency Plan for Accident or Illness
- Emergency Evacuation Plan (PDF)
- Emergency Evacuation Plan (Word Doc)
- Example Emergency Evacuation Plan
- Emergency Procedures Poster
- Food Services Permit-for emergency board
- Reporting Health and Safety Incidents (coming soon!)
- Staff CPR-First Aid and Food Handlers
Medication Administration
Nurtrition
- Infant Meal Patterns Chart
- Child Meal Patterns Chart
- Request for Fluid Milk Substitutions
- Request for Special Dietary Accommodations
- Sponsor Center Monitoring Form and Instructions
- CACFP Enrollment Form
- Infant Feeding Alert Cover Sheet
- Infant Meal Offer Form
- 1 Month-5 Month Infant Feeding Alert
- 6 Month-11 Month Feeding Alert
Program Monitoring
Mental Health
Mental Health
Family
Additional Family
Mobility Mentoring and Goal Setting
Interpretive and Translation Services
Permissions, Consents and Releases
- Authorization for Photography and Videography
- Spanish Authorization for Photography and Videography
- Home Visit Participation Agreement
- Spanish Home Visit Participation Agreement
- Authorization for Release and Exchange Confidential Information
- Center Based Participation Agreement
- Spanish Center Based Participation Agreement
- Bridge to Preschool Participation Agreement
ChildPlus/ELMS
ChildPlus
- Adding Attachments Procedure
- Attachment Requirements *new*
- Best Dental Help
- Center Based Orientation
- Child & Adult Care Food Program (CACFP)
- ChildPlus Entry Guidelines
- ChildPlus Online
- Collaboration-Interagency
- Community Resources Guidelines
- Disabilities Guidelines
- Education Guidelines *new* 5/19/21
- Entry Express for Communication Log
- Family Gathering
- Family Goal
- Health Notes *new* 9/13/22
- Health & Safety Checklists
- Home Visitor & Socialization Guidelines
- Infant Data to Enroll Procedure
- EHS Play & Learn Group Procedure
- EHS Transition Procedure
- ELMS to ChildPlus Medical/Dental Coverage Crosswalk
- Health Alert & Pick-Up Alert Procedure
- Health Event Procedure
- Health Information Procedure
- Health PIR Requirements
- Update a Phone Number * New 2/10/22
- Update an Address
- Instructions for Enrolling
- List of Participants on Left Sidebar Guidelines
- Medical Coverage Procedure
- Monitoring Instructions for Staff
- Monitoring Instructions for Supervisors
- Responsible Staff Guidelines
- Routine Contact
- Sending Messages to All Families
- Well-Baby Checks Procedure
ELMS
Coming soon!
Virtual
General Program Operations
- How to Save Documents to Your Z-Drive
- How to Email Your Video Via OneDrive
- How to Get Permission from Publishers for Your Read Aloud Videos
- How to Open & Save a Fillable Form
- COVID Staff Entry & Check-In Procedure
- Early Learning Interpretive & Translation Services
- First 5 Things with a New Child/Family Procedure
- First Date of Service Procedure
- Food Pantry Access Procedure
- Givens COVID Staff Entry & Check-In Procedure
- Material Drop-Off Procedure
- OESD 114 Early Learning Department COVID-19 Program Planning Guide 2020-2021
- Pre-Service Trainings Procedure While Working Remotely
- Professionalism, Virtual Professionalism, & Working Expectations
- Referral Procedures During COVID-19
- Remote Form Completion Procedure
- Remote Learning Log Procedure
- Sending & Receiving Faxes Procedure
- Signed Forms Procedure
- Virtual Family Gathering Procedure
- Virtual Family Staffing Procedure
- Welcome! Home Visit Procedure
- Child Plus Attachment Requirements
- Fax Cover Sheet FILLABLE Word Document
- All About Me Poster FILLABLE
- All About Me Poster PDF
- ILP Goal Sheet FILLABLE Word Document
- Goal Setting Planning Guide 2020-2021 FILLABLE Word Document
- Order Request Form FILLABLE PDF
- Photo/Video Release Form FILLABLE Word Document
- Staff Emergency Information Card FILLABLE Word Document
- Time & Effort Form EXCEL (Revised for DocuSign)
- Substitute Time Sheet FILLABLE Word Document
- Virtual Family Gathering Minutes FILLABLE Word Document
- Program Inquiry Form FILLABLE Word Document
- Time & Effort Form FILLABLE EXCEL Document
- Travel Expense Claim Form FILLABLE EXCEL Document
- Travel Planning Guide FILLABLE PDF
- Travel Request Form FILLABLE PDF
- How to Open & Save Fillable Form with Shayna (click on OPEN when it takes you to the new window)
- How to Record a Video, Add it to OneDrive, and Send to Bonnie - With Morgan
- How to "ASQ Downloads"
- How to "eDECA Downloads"
- How to Separate PDF Scanned Documents with Morgan
- How to Complete a Travel Claim Form with Q&A with Nicole
- How to Open, Save, and Submit a Fillable Form with Nicole
- Video Editing Basics with Shayna
EHS/HS/ECEAP Education & Child Development
HS/ECEAP Only Education & Child Development
- DECA Outcomes Reflection Tool FILLABLE Word Document
- Disabilities Parent Questionnaire FILLABLE Word Document
- Disability Services Checklist NOT Fillable PDF
- ILP Goal Sheet FILLABLE Word Document
- TS GOLD Outcomes Reflection Tool FILLABLE Word Document
- Parent Baseline Questionnaire FILLABLE Word Document
- Parent Refusal for Special Education Evaluation NOT Fillable PDF
- Screening Summary FILLABLE Word Document