Navigating Mandated and OHS Incident Reporting: How GoEngage Helps Head Start Programs Stay Compliant
Reporting requirements in Head Start have never been more critical.
As of FY25, the Office of Head Start (OHS) has clarified and expanded incident reporting expectations under IM-24-06: Reporting Child Health and Safety Incidents, placing significant responsibility on grantees to not only report incidents accurately and quickly, but also to properly distinguish between mandated reporting (to state/local child protection authorities) and incident reporting (to OHS).
While these changes are designed to focus federal oversight on serious incidents, they have also introduced new layers of complexity that many programs are struggling to manage — especially without adding administrative staff or resources.
As Jessica (Jess) Bialecki from the Office of Head Start recently shared, even with the best intentions, this work is full of unpredictable situations that require careful judgment:
“As a former early childhood teacher and administrator, one of the best and the hardest things about working in this field is that it's full of surprises, and you never know what an exchange is going to bring.” — Jess Bialecki, Director, Division of Policy and Planning (OHS)
Understanding the Two Types of Reporting
As outlined by OHS, there are two distinct reporting processes that Head Start programs must follow:
1️⃣ Mandated Reporting
Programs are still legally required to report suspected child abuse or neglect to their state or local child protection agency — just as they always have. These requirements are set by state, tribal, or local law and vary from state to state.
2️⃣ Incident Reporting to OHS
In addition to mandated reports, certain health and safety incidents now trigger additional reporting directly to OHS—even when no abuse or neglect has occurred. These include:
Staff misconduct (even outside of the classroom, such as during Head Start-provided transportation)
Significant injuries requiring emergency care
Serious supervision lapses
Preventable environmental hazards
Unauthorized releases of children
The gray area?
Sometimes an incident falls into both buckets. Sometimes only one. And programs must make that determination quickly, thoroughly, and consistently.
As Jess Bialecki emphasized:
“Nothing in this space is sort of black and white, and it would really be misleading for us to try to make it seem that way.” — Jess Bialecki, Director, Division of Policy and Planning (OHS)
Why “Gray Area” Reporting Is Stressful — And Risky
The FY25 guidance stresses that incident reporting isn’t a simple yes/no decision. Programs must evaluate:
Where the incident occurred
Who was involved (both children and staff)
The nature and severity of the incident
Whether funding streams are Head Start-supported
Whether endangerment occurred — even if no injury did
In many cases, determining reportability requires careful judgment, internal consultation, and documentation of how decisions were made.
This responsibility often falls on frontline supervisors who may not have legal or compliance backgrounds — which creates risk for programs if reporting determinations are inconsistent or poorly documented.
How GoEngage Gives Programs Confidence
GoEngage helps Head Start leaders shift from stressful, manual processes to a structured, transparent, and defensible system for managing both mandated and OHS reporting requirements.
📝 Custom-Built Incident Forms
GoEngage allows programs to fully customize their incident reporting forms to reflect both state-level mandated reporting triggers and OHS-specific incident definitions — all in one place.
For reference, agencies can view the official OHS FY25 Sample Incident Reporting Form that outlines the information required for federal submission. GoEngage allows agencies to map these exact fields directly into their incident reporting workflow.
No more generic forms. Each report prompts the right questions, ensuring consistency no matter who completes it.
🔄 Agency-Specific Workflows
Whether your agency requires 24-hour reporting to licensing, 168-hour (7 days) reporting to OHS, or multi-step internal reviews, GoEngage allows you to build customized workflows that mirror your internal policy.
Control who can update reporting statuses
Trigger notifications for leadership reviews
⏰ Built-In Timelines
OHS requires initial reports to be submitted within 7 calendar days, even if investigations are still underway.
GoEngage’s built-in timers and alerts ensure staff never miss a deadline — while allowing updated information to be added as it becomes available.
As Cynthia Romero explained:
“Submitting your initial incident report doesn’t stop you from updating it at a later time. Programs are encouraged to continue to provide updates to OHS after submitting a report.” — Cynthia Romero, Program Specialist, Division of Oversight (OHS)
🔐 Full Documentation Trail
Every form submission, status change, signature, and decision point is logged and timestamped — giving agencies confidence in their compliance if files are ever reviewed by licensing, OHS, or auditors.
You don’t just complete the report — you create a defensible record of how you complied.
As Romero also reminded:
“A report to OHS does not equal a finding. We want to be clear that this is not the case.” — Cynthia Romero, Program Specialist, Division of Oversight (OHS)
Centralized Oversight Through the Incident Triage Team
In 2025, OHS implemented a centralized Incident Triage Team (ITT) to review incoming reports, allowing OHS to focus federal resources where they are most needed while empowering Regional Offices to focus on technical assistance and long-term prevention strategies.
Jess Bialecki shared:
“…this transition supports our shared goal of ensuring that every child's health and safety report is handled with consistency, clarity, and care. This change, we think, frees them [Regional teams] up to focus more deeply on technical assistance and long-term prevention strategies.”
GoEngage helps agencies stay aligned with these expectations, giving leaders confidence that:
Mandated reporting laws are followed.
OHS incident reports are submitted correctly and on time.
Programs retain full transparency and defensible documentation.
The Bottom Line: Simplify Compliance. Focus on Safety.
The heart of these reporting requirements is protecting children. GoEngage allows your team to stay focused on delivering high-quality services while ensuring that complex reporting requirements don’t overwhelm your staff.
As OHS guidance rightly states:
“The goal is to focus incident reporting on the more serious incidents, so that Head Start resources are being used to protect child safety and reduce administrative burden.” — Jess Bialecki, Director, Division of Policy and Planning (OHS)
But to achieve that balance, programs need processes and tools that:
Support good decision-making in real-time
Ensure required reports aren’t overlooked
Document the agency’s reasoning
With GoEngage, that balance becomes much easier to achieve.
Want to see how GoEngage simplifies incident reporting?
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By
Stacy Lewis: Senior Director of Business Development at Cleverex Systems
Stacy Lewis is the Senior Director of Business Development at Cleverex Systems, the creator of GoEngage. A trusted leader in the Head Start software space since 2001, Stacy brings over 24 years of experience, including key roles at ChildPlus, KinderSystems (COPA and California subsidy products), and Learning Genie, before joining GoEngage.
Throughout her career, Stacy has helped countless agencies optimize operations, enhance family engagement, and achieve compliance with federal and state standards. Her extensive industry knowledge and commitment to innovation continue to drive transformative solutions that empower Head Start programs to better serve children and families.
