PAO-52: Enrollment Policy

Purpose:

This policy ensures timely and equitable enrollment of children in B-5 ECEAP programs. Contractors must follow specific timelines for class start dates, maintain full enrollment, and implement processes that accommodate the needs of children with developmental delays or disabilities.

Policy Guidelines:

1. Enrollment Requirements: Contractors must ensure that B-5 ECEAP providers adhere to the following enrollment and class start timelines:

(a) Class Start Dates:

• B-3 ECEAP and PreK ECEAP Working Day Classes: Must begin no later than the first business day in July of each state fiscal year.
• PreK ECEAP Part Day and School Day Classes: Must begin no later than September 30 of each state fiscal year.

(b) Filling Funded Slots: Each funded ECEAP slot must be filled within 45 calendar days. The 45-day timeline is calculated as follows:

• Beginning of the Year: The first day of class is counted as day one.
• When a Child Exits: The last day the child attended class in person is counted as day one.
• When an Expected Child Did Not Attend: The first day of class or the last day a child attended in that slot is counted as day one.

(c) Slot Fulfillment: A slot is considered full when a child attends class in person and their actual start date is recorded in ELMS.

(d) Enrollment Policy Creation: Providers must develop an enrollment policy that includes processes for completing applications and adhering to enrollment timelines. The policy must specify:

•  Accommodations for Children with Developmental Delays or Disabilities: Plans must be in place to provide necessary accommodations and individual care plans.
• Meeting Enrollment Timelines: Ensure that the class start dates in section (1)(a) are met. 

(e) CQI Specialist Support: If a provider is unable to fill a vacant slot within the 45-day timeline or if the timelines are not met, providers must contact their Continuous Quality Improvement (CQI) Specialist for assistance.

2. Exceptions to Enrollment Timelines:

(a) Vacancies Near the End of the School Year:

• It is optional to fill vacancies when the last day the exiting child attended class was within the final 60 calendar days of the school year, except in B-3 ECEAP or PreK ECEAP Working Day classes.

(b) Serving Non-ECEAP Children: Contractors are allowed to serve children who are not eligible for B-5 ECEAP in the same classroom as B-5 ECEAP-eligible children.

This policy ensures that all children have access to timely enrollment in ECEAP programs and that available slots are filled within appropriate timelines, while also accommodating exceptions when necessary.