Transcript Document

EARLY ON® SPRING
SYSTEM UPDATES
Vanessa Winborne
[email protected]
Laura Goldthwait
[email protected]
Kelly Hurshe
[email protected]
Colleen O’Connor
[email protected]
Stefanie Rathburn
[email protected]
Fiscal Audit Information
Time and effort required documentation must include one of the
following for all staff paid using Early On funds
(2 CFR 225, formerly OMB Circular A-87)
Personnel Activity Reports (PARS)
• All employees paid with Federal Early On funds and work on multiple activities.
• PARS must be prepared at least monthly.
• PARS must be signed by the employee.
Time Certifications
• All employees paid with Federal Early On funds and work solely (100%) for the
Early On program.
• Time certifications must be prepared at least semi-annually.
• Time certifications must be signed by the employee or supervisory official.
Fiscal Audit Information
Reimbursements
• Effective December 1, 2008, the MDE eliminated the 3-Day
Cash Advance option through the Cash Management System
(CMS)
• Payments to districts and recipients are on a reimbursement
basis only.
• SPEND then DRAW.
Dollar$ & Sense
• Miscoding of Expenditures
• Use of incorrect function codes.
• Separation of funds in the general ledger
• Early On funds must be documented separately from other Federal
grant programs in the general ledger
• Inconsistency in policies and procedures in administration of
the Early On funds
• Written policies and procedures must be in place
• Policies and procedures must be implemented
Grant Application
• MEGS+ User Tips
• Budget Information
• Allowable Cost Guide
• Confirmations
• Local Interagency Coordinating Council (LICC)
• Service Area Plan
• Consent of Collaboration
• Self-Assessment
MEGS+ User Tips
•System User
• MEIS Account
• Access Levels
•Notes & Comments
• General Comment Section
• Notes on Specific Pages
Budget Information
•Update Contact Information
• Budget Contact
• Program Contact
• Item Descriptions pull forward from last year
• Dollar amounts will need to be added
• Available Funds
• New Allocation
• Carryover
• Flag Budget Item during review process
Allowable Cost Guide
• Use of abbreviations on budget pages of application
• Additional function codes available for 2013-2014
• 215: SCL (Signed and Cued Language)
• 227: ASA (Academic Student Assessment)
• 229: OISS (Other Instructional Staff Services)
• 252: FS (Fiscal Services)
• 257: IS (Internal Services)
• 282: COMM (Communication Services)
• 331: LICC (LICC Functions)
• 391: COMS (Community Support)
• LICC Function Code change:
• WAS 391
• NOW 331
Confirmations
•Assurances and Certifications
•Maintenance of Effort (MOE)
• Budgeting of non-federal funds
• Budget compared to Actual Expenditures
LICC
• May be part of another community collaborative body
• Not required to be its own entity or stand alone
• 20% Parent representation required (must be the parent
of a child ages birth – 12 years of age who currently or
previously participated in Part C)
• Partner Agency Representation Required
• Department of Community Health (Public Health &
Mental Health)
• Department of Human Services
• Head Start (encouraged)
Service Area Plan
• Guide will be available in MEGS+
• Service area plan information will pull forward
• Yes/No button to indicate updates by section
• Information/procedures/policies reported in the service area
plan must be accurate, current and implemented
• Be specific and provide details
Consent of Collaboration
•Complete in MEGS+
•Print out a copy
•Collect signatures
•Upload as an attachment
Self-Assessment
• Data collection for indicators 1, 7 & 8 for Annual
Performance Report
• File review required
• Some wording changes for clarity
• Text boxes added for exceptional family circumstances
• Maintain a list of files reviewed
State Plan
• Informed Clinical Opinion
• Prior Written Notice to Parents (7 day requirement
eliminated)
• SEA Notification
• Notification to Primary Referral Source
• Family Assessment Tool
• Services End at 3 Years of Age
• Observation of the Child and Parent Interaction
• Timeline of State Plan Approval
Informed Clinical Opinion
Informed Clinical Opinion (ICO) is an independent methodology used
by qualified personnel during evaluation and assessment processes
in order to make a recommendation as to initial and continuing
eligibility for services under Part C and as a basis for planning services
to meet child and family needs. ICO makes use of qualitative and
quantitative information to assist in forming a determination
regarding difficult-to-measure aspects of current developmental
status and the potential need for early intervention. § 303.321 (3)(i)
• Shackleford, J. (May 2002). Informed Clinical Opinion. The National
Early Childhood Technical Assistance Center, University of North
Carolina, Chapel Hill, NC.
COSF
• Data through June 30, 2013 must be entered into WSU by
August 1, 2013
• Data July 1, 2013 and after must be collected locally for entry into
MSDS Fall 2013 General Collection
• Entry into WSU through June 30, 2013 is mandatory
• Fall MSDS Webinar, 10/2012 FAQ & 3/2103 Memo
• Dual entry into MSDS and COSF through June 30, 2013 is optional
• First entry in MSDS – Fall General Collection
• Exit COSF ratings must be entered when entering Exit Date in MSDS
IFSP
• IFSP Memo
• State Prototype
• IFSP Checklist
• IFSP Elements
• Data Elements – Allan Knapp
• EOT&TA Training
Lessons Learned from Monitoring
• Referral Date
• Exceptional Family Circumstances
• Multidisciplinary
• The Health Status Report
• Initial and Annual IFSP Meeting Participants
• Transition IFSP Participants
• Services
• Timely Service
• Natural Environment
• File Organization
Referral Date
Referral is defined as the process by which the local lead agency is
notified of a suspected developmental delay or established condition
for an infant or toddler, birth to age three. Receipt of this
notification denotes the beginning of the post-referral timeline under
§ 303.310.
• Documented referral date versus the date the referral information
was submitted to 1-800 Early On®
• The referral date is the day you receive the referral and thus starts
the 45 calendar day timeline.
Exceptional Family Circumstances
Exceptional Family Circumstances means documented
circumstances based upon unavailability of the parent or child that
do not allow a timeline to be met. § 303.310 (b)(1)(2)
• Document in the child’s early intervention records the exceptional
family circumstances or repeated attempts by the lead agency or
EIS provider to obtain parental consent. § 303.310 (c)(1)
• Complete the screening (if applicable), the initial evaluation, the
initial assessments (of the child and family), and the initial IFSP
meeting as soon as possible after the documented exceptional
family circumstances no longer exist or parental consent is
obtained for the screening (if applicable), the initial evaluation,
and the initial assessment of the child. § 303.310 (c)(2)
Multidisciplinary
Multidisciplinary means the involvement of two or more separate
disciplines or professions and with respect to § 303.24 —
•
(a) Evaluation of the child in § 303.113 and 303.321(a)(1)(i) and
assessments of the child and family in § 303.321(a)(1)(ii), may
include one individual who is qualified in more than one discipline or
profession; and
•
(b) The IFSP Team in § 303.340 must include the involvement
of the parent and two or more individuals from separate disciplines
or professions and one of these individuals must be the service
coordinator (consistent with § 303.343(a)(1)(iv)).
The Health Status Report
• Information about the child’s status. The IFSP must include a statement
of the infant or toddler with a disability’s present levels of physical
development (including vision, hearing, and health status), cognitive
development, communication development, social or emotional
development, and adaptive development based on the information from
that child’s evaluation and assessments conducted under § 303.321
(c)(2).
• Documentation must be included in the child’s early intervention record
in regard to hearing, vision and health status.
• When using the Health Status Report as the second discipline for the
evaluation, documentation that reflects information was requested from
a medical/healthcare provider is not sufficient to meet this requirement.
Initial and Annual
IFSP Meeting Participants
• The initial and annual IFSP meetings must include the
following participants § 303.343 (a) :
• parent or parents of the child
• other family members, as requested by the parent
• if feasible to do so; an advocate or person outside of the
family, at the parent’s request
• the service coordinator
• a person or persons directly involved in conducting the
evaluations and assessments; and, as appropriate, persons
who will be providing services to the child or family.
Transition
IFSP Participants
• Transition Plan – Documented on an IFSP for all children.
Participants must include those in § 303.343(a)
• Transition Conference – Must be documented and held for all
children potentially eligible for Part B and optional for children not
potentially eligible for Part B. § 303.209 (c)
• For a child not eligible for Part B participants must include those
listed in § 303.343 (a)
• For a child potentially eligible for Part B participants must
include those listed under § 303.343 (a) and the Local
Educational Agency Representative § 303.209 (c)(1)
• Transition Plan & Conference – May be held at the same time
Services
• Service Coordination
• Play Groups is not a service
• Therapy Services
Timely Service
Timely Service is defined as the provision of each service as soon as
possible, but no later than 30 calendar days from when a
parent/guardian consents to the provision of that early intervention
service
• Timely service should be documented in the early intervention
record and documented on service logs
• Consultative services written on an IFSP must also take place within
30 days of parental consent for services to be timely
Natural Environment
Natural environments means settings that are natural or typical for a
same-aged infant or toddler without a disability, may include the
home or community settings, and must be consistent with the
provisions of § 303.126 and § 303.26
20 U.S.C. 1432(4)(G) – Natural Environments defined with EIS
definition in statue. This is slightly different than what is in
34 CFR 303.
(G) to the maximum extent appropriate, are provided in natural
environments, including the home, and community settings in which
children without disabilities participate; and
• Justification must be documented on the IFSP
File Organization
• Central File
• Service Provider Logs
• Contact Logs
Resources
• Dates to Remember Handout
• Contact List
• COSF Memo
• Important Links
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Michigan Department of Education Early On
CCRESA Early On Training & Technical Assistance
CEPI - The Center for Educational Performance and Information
CIMS | Continuous Improvement and Monitoring System Michigan
EOT&TA UPDATES
•Early On License Plate
•Early On Training Survey
•Early On Pre-Conference and Conference