Head Start Grantee Office Hours
Enrollment and Attendance
February 5, 2026
LEGAL DISCLAIMER
Nothing in this office hour should be considered legal advice.
Your attendance at this office hour does not constitute an attorney-client relationship and we encourage you to seek your own legal counsel as needed.
Agenda
Programs report enrollment as of the last operational day of the previous month by grant and program (HS/EHS).
Reports due monthly in HSES by the 7th of the month.
Monthly Enrollment Reporting
Deadline
Reporting Date
Programs should provide comments to explain any underenrollment. If closed for an entire month (June, July, August), report "Closed".
Additional Notes
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Categories:
Enrolled: Child is enrolled and receiving services
Vacant (less than 30 days): Child unenrolled within the last 30 days, slot currently vacant
Reserved: Slot reserved for children experiencing homelessness or in foster care
Reserved Slots for Vulnerable Populations
Eligibility
Programs may reserve slots for pregnant women and children experiencing homelessness and children in foster care
Limit
No more than 3% of the program's funded enrollment slots may be reserved at any time
Time Restriction
Reserved slots can only be held for 30 days. If not filled, the slot becomes vacant and must be filled within 30 days
Addressing Vacant Slots
Defining Vacancy
Slots are considered vacant when a family communicates non-return, or after 30 consecutive calendar days of absence with a minimum of three re-engagement attempts.
ACF-OHS-IM-25-06 | Addressing Vacant Slots Due to Chronic Absenteeism in Head Start Programs | HeadStart.gov
Reserved Slot Limits
The limit for reserved slots is 3% of the funded enrollment for the program. Slots reserved for vulnerable populations (e.g., homeless, foster care) can be held for 30 days. If unfilled, the slot becomes vacant and must be filled within another 30 days.
Waiting List Protocol
When filling vacant slots, programs must refer to their waiting list, prioritizing children based on the program's selection criteria.
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Track Attendance
Programs must track attendance for each child and ensure safety when absent
Contact Parents
If child is unexpectedly absent, contact parent within one hour of start time. If the child has multiple unexplained absences, the program must conduct a home visit or make other direct contact with the family.
Provide Information
Share benefits of regular attendance and support families in promoting attendance.
Identify Patterns
Within 60 days of program operations, and ongoing thereafter, identify children at risk of missing 10% of program days. Children absent 10% or more are considered chronically absent.
Address Barriers
Examine barriers like transportation and provide or facilitate solutions.
Managing Low Attendance Rates
85% Threshold
If monthly average daily attendance falls below 85% for a program, programs must analyze causes of absenteeism to identify systematic issues.
Required Actions
The FEI Process Timeline
Programs enter the FEI after reporting four consecutive months of underenrollment. The Office of Head Start provides technical assistance throughout the 12-month improvement period.
Entry
12-Month Improvement
Post-Period Evaluation
6-Month Maintenance
Developing the Improvement Plan
Programs reporting underenrollment for four consecutive months receive an Underenrollment Letter from OHS. The 12-month period starts 10 calendar days after the letter is sent. Grant recipients must develop a plan and timetable for addressing underenrollment in collaboration with the Office of Head Start.
Important: Four consecutive months means four months of operations. The count does not restart after closures or new noncompetitive awards.
Example: (From PI) For example, if a program is underenrolled in April and May, closes June–August for summer break, and after opening remains underenrolled in September and October, October would constitute the fourth consecutive month.
ACF-PI-HS-18-04 Full Enrollment Initiative | HeadStart.gov
Post 12-Month Period Outcomes
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97% or Higher
Six-month monitoring period begins to ensure full enrollment is maintained
Below 97%
Program may be designated as Chronically Underenrolled
Successful Completion
If underenrollment occurs during the six-month period, the program may be designated as Chronically Underenrolled.
Six Consecutive Months
Programs must maintain full enrollment for six additional months after reaching 97%
Consequences and Appeals
Designation Letter
OHS sends Chronically Underenrolled Designation Letter detailing actions
Funding Actions
OHS may recapture, withhold, or reduce annual funding and funded enrollment levels
Appeal Rights
Programs may appeal within 30 days of receiving the designation letter
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Programs remain Chronically Underenrolled until achieving six consecutive months of full enrollment.
Questions?
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