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Standard 1302.102
Program Information Report
Every item the annual report asks for, computed continuously from the connected systems, in the order and structure the federal system expects. The cross-field validations run now rather than at submission.
Updated nightly45 CFR 1302.102(d)
The requirement, and the problem. Every grantee submits an annual Program Information Report through the federal enterprise system. That system is a submission system: programs push data into it once a year and cannot pull their own data back out for management use. The result is that most programs first see these numbers assembled in August, when the year is over and nothing can be changed. Every item below is computed from the same source records the rest of this platform reads, so the August submission is a review rather than a reconstruction, and the numbers are visible in November when they can still be acted on.
150
Items computed from records
10
Items requiring narrative or manual entry
2
Validations requiring attention
Aug 31
Submission due
Section A — Program information
Section A
Funded and cumulative enrollment
| A.1 | Funded enrollment | 450 |
| A.1.a | Head Start funded enrollment under the award covering the greatest part of the program year | 450 |
| A.1.b | Funded enrollment from non-federal sources | 0 |
| A.2.a | Center-based slots at or above 1,020 annual hours | 395 |
| A.2.b | Center-based slots below 1,020 annual hours | 55 |
| A.9 | Total center-based classes operated | 32 |
| A.10.d | Children age 3 | 193 |
| A.10.e | Children age 4 | 254 |
| A.10.f | Children age 5 and older | 24 |
| A.12 | Total cumulative enrollment | 471 |
Section A
Eligibility and prior enrollment
| A.13.a | Income at or below 100% of the federal poverty line | 214 |
| A.13.b | Public assistance TANF 6 · SSI 9 · SNAP 186 | 108 |
| A.13.c | Foster care | 13 |
| A.13.d | Experiencing homelessness | 41 |
| A.13.e | Other type of need | 62 |
| A.13.f | Income between 100% and 130% of the federal poverty line requires a narrative at A.14 | 33 |
| A.15.a | Enrolled in Head Start for a second year | 132 |
| A.15.b | Enrolled for three or more years | 24 |
Section A
Attendance, transition and turnover
| A.16 | Children who left after classes began and did not re-enroll | 24 |
| A.16.a | Of those, children enrolled fewer than 45 days | 12 |
| A.17 | Children projected to enter kindergarten next school year | 264 |
| A.22 | Children cumulatively enrolled in the center-based option | 471 |
| A.22.a | Of those, children who were chronically absent above 20% requires a narrative at A.23 | 178 (38%) |
| A.22.a.1 | Of those chronically absent, children still enrolled at the end of the year | 164 |
| A.28 | Children for whom transportation is provided to and from classes | 96 |
Section A
Demographics, language and record keeping
| A.25 | Race and ethnicity — Hispanic or Latino origin | 158 |
| A.25 | Race and ethnicity — not Hispanic or Latino origin | 311 |
| A.25.h | Unspecified race or ethnicity requires a narrative at A.25.h | 2 |
| A.26.a | Primary language at home — English | 287 |
| A.26.b | Primary language at home — Spanish | 152 |
| A.26.d | Caribbean languages | 9 |
| A.26.e | Middle Eastern and South Asian languages | 6 |
| A.26.f | East Asian languages | 11 |
| A.26.j | African languages | 6 |
| A.27 | Total dual language learners | 184 (39%) |
| A.29 | Management information system in use | ChildPlus |
Race counts: asian 19 · black 214 · multi 43 · other 30 · unspecified 2 · white 163
Section B — Program staff and qualifications
Section B
Total staff, volunteers and teacher qualifications
| B.1 | Total staff members plus 4 contracted | 118 |
| B.1.a | Of those, staff who are current or former Head Start parents | 34 |
| B.2 | Persons providing volunteer services during the program year | 181 |
| B.2.a | Of those, current or former Head Start parents | 148 |
| B.3 | Preschool classroom teachers · assistant teachers | 32 · 32 |
| B.3.a | Advanced degree in early childhood education or equivalent — teachers | 3 |
| B.3.b | Baccalaureate degree in early childhood education or equivalent — teachers | 16 |
| B.3.c | Associate degree — teachers · assistants | 11 · 2 |
| B.3.d | Child Development Associate credential or state equivalent — teachers · assistants | 2 · 21 |
| B.3.e | None of the qualifications in B.3.a through B.3.d — teachers · assistants | 0 · 9 |
| B.4 | Teachers who do not meet the qualifications in B.3.a or B.3.b | 13 |
| B.4.a | Of those, teachers enrolled in a qualifying degree program 4 not enrolled | 9 |
| B.5.a | Assistant teachers enrolled in a qualifying credential program | 9 of 9 |
Section B
Staff turnover
| B.16 | Total staff who left during the program year | 20 |
| B.16.a | Of those, the number who were replaced | 15 |
| B.17 | Education and child development staff who left | 11 (14%) |
| B.17.b | Of those, staff who left while classes were in session | 8 |
| B.17.c | Of those, classroom teachers who left | 6 |
| B.18.a | Left for higher compensation | 4 |
| B.18.a.1 | Of those, staff who moved to a state pre-K or another early childhood program | 3 |
| B.18.b | Left for retirement or relocation | 3 |
| B.18.c | Involuntary separation | 1 |
| B.18.d | Other reason requires a narrative at B.18.d.1 | 3 |
| B.19 | Vacancies unfilled for three months or longer | 2 |
B.18 requires a reason for every education and child development departure, and B.18.a.1 asks specifically how many left for a state pre-K or other early childhood program. It is the item used to track competition for the early childhood workforce and one of the most commonly under-reported items on the report.
Section C — Child and health services
Section C
Health insurance, medical home and preventive care
| C.1 | Children with health insurance | 377 → 424 |
| C.1.a | Of those, enrolled in Medicaid or CHIP | 335 → 382 |
| C.1.b | Of those, private or other insurance | 42 → 42 |
| C.2 | Children with no health insurance | 94 → 47 |
| C.5 | Children with an ongoing source of continuous, accessible health care | 386 → 403 |
| C.7 | Children up to date on the state well-child care schedule | 290 → 413 |
| C.8 | Children diagnosed with a chronic condition | 63 |
| C.8.a | Of those, children who received medical treatment | 60 |
| C.11 | Children up to date on all age-appropriate immunizations | 394 → 435 |
| C.12 | Received all immunizations possible but not all age-appropriate | 53 → 23 |
| C.13 | Children meeting a state exemption from immunizations | 24 → 13 |
Section C
Oral health
| C.18 | Children with continuous, accessible oral care | 319 → 342 |
| C.19 | Children who received oral health preventive care | 400 |
| C.20 | Children who completed a professional oral examination | 363 |
| C.20.a | Of those, children diagnosed as needing oral treatment | 88 |
| C.20.a.1 | Of those, children who received oral treatment | 63 |
| C.20.b.6 | Untreated — parents did not keep or make the appointment | 8 |
| C.20.b.8 | Untreated — appointment scheduled for a future date | 10 |
| C.20.b.7 | Untreated — child left the program before the appointment | 1 |
| C.20.b.1 | Untreated — insurance does not cover oral treatment | 4 |
| C.20.b.9 | Untreated — no transportation | 2 |
Section C
Screening, disabilities and evaluation
| C.21.a | Teachers who received assistance from a mental health consultant | 19 of 32 |
| C.22 | Children referred for an evaluation to determine eligibility for services | 54 |
| C.22.a | Of those, children who received an evaluation | 47 |
| C.22.a.1 | Of those evaluated, children determined eligible | 36 |
| C.22.b | Children referred who did not receive an evaluation requires a narrative at C.23 | 7 |
| C.24 | Children with an individualized education program at any time during the year | 81 (17%) |
| C.24.a.1 | Determined eligible before this program year | 52 |
| C.24.a.2 | Determined eligible during this program year | 29 |
| C.26.c | Primary disability — speech or language impairment | 44 |
| C.26.k | Primary disability — non-categorical or developmental delay | 29 |
| C.26.a | Primary disability — other health impairment | 3 |
| C.26.i | Primary disability — autism | 4 |
| C.26.e | Primary disability — hearing impairment | 1 |
Section C
Education tools and approaches
| C.27 | Newly enrolled children since the last report | 315 |
| C.28 | Newly enrolled children who completed required screenings within 45 days | 304 (97%) |
| C.28.a | Of those, children identified as needing follow-up assessment or formal evaluation | 113 |
| C.29 | Developmental screening instruments used | ASQ-3 and ASQ:SE-2 |
| C.30 | Ongoing child assessment tool used | Teaching Strategies GOLD |
| C.31.a | Center-based curriculum | The Creative Curriculum for Preschool |
| C.32 | Program routinely uses classroom observation to assess quality | Yes |
| C.33.a | Classroom observation tool used in center-based settings | CLASS Pre-K |
Section C
Families, education and employment
| C.34 | Total number of families | 441 |
| C.34.a | Two-parent families | 243 |
| C.34.b | Single-parent families | 198 |
| C.36.a | Highest parent education — advanced or baccalaureate degree | 62 |
| C.36.b | Highest parent education — associate degree, vocational school or some college | 128 |
| C.36.c | Highest parent education — high school graduate or equivalent | 168 |
| C.36.d | Highest parent education — less than high school graduate | 83 |
| C.37.a | Families with at least one parent employed, in job training or in school at enrollment | 356 |
| C.42 | Families receiving WIC | 205 → 189 |
| C.43 | Families receiving SNAP | 177 → 171 |
| C.47 | Families experiencing homelessness served during the enrollment year | 40 |
| C.48 | Children experiencing homelessness served during the enrollment year | 44 |
| C.49 | Families experiencing homelessness who acquired housing during the year | 23 |
| C.50 | Children in foster care at any point during the program year | 13 |
| C.51 | Children referred to Head Start by a child welfare agency | 16 |
Section C
Family services (C.44) and father engagement (C.46)
| C.44.a | Emergency or crisis intervention | 287 |
| C.44.b | Housing assistance | 99 |
| C.44.c | Asset building services | 198 |
| C.44.d | Mental health services | 164 |
| C.44.g | English as a Second Language training | 121 |
| C.44.h | Assistance enrolling in an education or job training program | 88 |
| C.44.i | Research-based parenting curriculum | 412 |
| C.44.j | Involvement in discussing their child's screening and assessment results | 398 (90%) |
| C.44.k | Support for transitions between programs | 260 (59%) |
| C.45 | Families counted in at least one service above | 441 (100%) |
| C.46.a | Fathers or father figures engaged in family assessment | 214 |
| C.46.b | Fathers or father figures engaged in family goal setting | 228 |
| C.46.c | Fathers engaged in the child's learning experiences | 259 |
| C.46.d | Fathers engaged in program governance | 11 |
| C.46.e | Fathers engaged in parenting education workshops | 97 |
Section D — Grant level questions
Section D
Intensive coaching, management and family services staff
| D.1 | Education and child development staff who received intensive coaching | 58 of 69 |
| D.2 | Individuals who provided intensive coaching | 5 |
| D.3.a | Management staff — Executive Director | 1 |
| D.3.b | Management staff — Head Start Director | 1 |
| D.3.c | Management staff — Education Manager or Coordinator | 6 |
| D.3.d | Management staff — Health Services Manager or Coordinator | 1 |
| D.3.e | Management staff — Family and Community Partnerships Manager | 1 |
| D.3.f | Management staff — Disability Services Manager or Coordinator | 1 |
| D.3.g | Management staff — Fiscal Officer | 1 |
| D.5 | Total family services staff | 12 |
| D.5.a | Of those, staff with a qualifying credential or degree | 11 |
| D.5.b.1 | Of those without, staff enrolled in a qualifying program | 1 |
Section D
Formal agreements for collaboration
| D.6 | Child care partners with a formal agreement in effect | 0 |
| D.7 | Total local education agencies in the service area | 4 |
| D.7.a | Of those, agencies with a formal agreement to coordinate services for children with disabilities | 4 |
| D.7.b | Of those, agencies with a formal agreement to coordinate transition services requires a narrative at D.7 | 3 of 4 |
| D.8 | Total early intervention agencies in the service area | 1 |
| D.8.a | Of those, agencies with a formal agreement in effect | 1 |
3 of 4 districts in the service area have a formal transition agreement in effect. This is a reportable gap and carries an active improvement plan.
Validation
Cross-field consistency checks
run continuously, not at submission
- A.13.a-f = A.12eligibility categories sum to cumulative enrollment471 = 471
- A.25 total = A.12the race and ethnicity grid totals to cumulative enrollment471 = 471
- A.26 total = A.12primary home language totals to cumulative enrollment471 = 471
- C.1 + C.2 = A.12insured plus uninsured equals cumulative enrollment at both reporting points377 + 94 = 471 · 424 + 47 = 471
- C.11 + C.12 + C.13 = A.12immunization categories are mutually exclusive and exhaustive394 + 53 + 24 = 471
- C.20.a.1 ≤ C.20.achildren treated cannot exceed children needing treatment63 ≤ 88
- C.20.b sum = C.20.a − C.20.a.1the reasons for untreated need account for every untreated child25 = 25
- C.28 ≤ C.27children screened within 45 days cannot exceed newly enrolled children304 ≤ 315
- C.26 column 1 = C.24primary disability counts total to children with an education program81 = 81
- D.1 ≤ B.3 + B.8 + B.9staff receiving intensive coaching cannot exceed total education and child development staff. This is the most frequently triggered error nationally.58 ≤ 69
- D.7.b < D.7one local education agency in the service area has no formal transition agreement, so a narrative is required at D.73 of 4
- A.22.a / A.22 > 20%chronic absence above 20% of cumulative enrollment triggers a required narrative at A.23178 of 471 (38%)
2 checks would draw a reviewer's attention at submission. Neither is a data error: both are real conditions in the program that require a written explanation, and both carry an improvement plan.
Manual
Items requiring narrative or manual entry
what cannot be computed
| A.14 | If children between 100 and 130 percent of the federal poverty line are enrolled, explain how the program demonstrated that all lower-income eligible children in the service area are being served. | Required |
| A.23 | Comments on children who were chronically absent: reasons and the program's response protocol. | Required |
| A.25.g/h | Explain any counts reported as Other or Unspecified race and ethnicity. | Required |
| B.18.d.1 | Specify the other reasons education and child development staff left. | Required |
| C.8.b | Primary reason children with a diagnosed chronic condition did not receive treatment. | Computed, review |
| C.20.b | Primary reason children needing dental treatment did not receive it, categorized, then explained. | Computed, review |
| C.23 | Primary reason children referred for an IDEA evaluation did not receive one. | Computed, review |
| D.3 | Management staff salary information by position. | Manual |
| D.7 | Explanation for LEAs without a formal transition or disabilities agreement. | Required |
| General | General comments on any item where the reported figure would look anomalous to a reviewer without context. | Drafted |
Narrative fields are where submissions actually get flagged. A program that sees its own anomalies in November can write these explanations while the reasons are still known, rather than reconstructing them from memory in August. Each flagged item above carries the child-level detail behind it, so the narrative is written from evidence.
Provenance
Where each item comes from
| System | What it holds | Joined on | Records | Last refreshed |
|---|---|---|---|---|
| ChildPlus | Enrollment, attendance, health requirements, family services, staff | Child ID | 471 | 2026-05-08 05:10 |
| Teaching Strategies GOLD | Three checkpoints a year across six areas of development | Child ID, matched to the MIS record | 438 | 2026-05-08 05:14 |
| ASQ Online | ASQ-3 and ASQ:SE-2 determinations within 45 days of enrollment | Child ID, matched to the MIS record | 312 | 2026-05-08 05:16 |
| CLASS observation records | Emotional Support, Classroom Organization, Instructional Support by classroom, fall and spring | Classroom ID | 64 | 2026-03-27 16:40 |
| Head Start Enterprise System | The PIR is submitted here once a year. Data cannot be pulled back out for management use. | Grant number | 1 | 2025-08-29 11:02 |
Grant 06CH011XXX, Region VI. The federal enterprise system appears here as a destination rather than a source: it receives the submission and returns nothing a program can manage from.