Transcript Document

File Review Activity
• Lessons learned through monitoring:
• Service areas must ensure there is documentation
supporting the information reported in the selfassessment in MEGS+
• Purpose of Activity:
• To discuss methods of collecting data for the MEGS+
Self-Assessment (Indicators 1, 7, & 8)
• To understand how service areas complete file review
(electronic, hard-copy files, etc…?)
• To support local service areas in the review of
practices to ensure accurate data reporting
Part C Indicators
• Reported in the State Annual Performance Report
(APR) from data submitted in the Self-Assessment
in MEGS+:
• C 1 – Timely Service
• C 7 – Timeliness of IFSP
• C 8 – Early Childhood Transition
• 8a – Transition Plan – Steps and Services
• 8c – Transition Conference – Potentially Eligible
Self Assessment MEGS+
• Data Collection: MEGS+ currently – MSDS future?
• Take a look at Questions in Self – Assessment
• Broken out by indicator
• Initial IFSP - Indicators C1 & C7
• Transition - Indicators C8a & C8c
• By reporting data, you are assuring that the
information is accurate and documentation is
available (upon request) which verifies what you are
reporting – think taxes!
• What information and documents do you need in
order to report accurately?
Indicator C 1 – Timely Service
• Percent of infants and toddlers with IFSPs who
receive the early intervention services on their
IFSPs in a timely manner. (20 USC 1416(a)(3)(A) and 1442)
• Michigan Definition: 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.
Documentation/Information
• Parental Consent – date and signature
• Service Logs – how do you document?
• Exceptional Family Circumstances – how do
you document?
• Examples with incomplete or missing
information:
• I informed the family that services started today
• Family Training listed on IFSP. However, service log
documented observations of the child, but there was no
evidence of family training.
• OT services listed on IFSP with anticipated start
date. However, no service log or other documentation
was available to verify when services actually began.
Indicator C 7 – Timeliness of IFSP
• Percent of eligible infants and toddlers with IFSPs
for whom an
• initial evaluation and
• initial assessment and an
• initial IFSP meeting
were conducted within Part C’s 45-day timeline.
(20 U.S.C. 1416(a)(3)(B) and 1442)
Initial Evaluation
34 CFR 303.321(b)
• Established Condition vs. Evaluation
• Multidisciplinary
• Procedures must include:
• An evaluation instrument
• Child’s history
• Identifying the child’s level of functioning in each of
the developmental areas
• Gathering information from other sources about the
child’s strengths and needs
• Review medical, educational or other records
Initial Child Assessment
34 CFR 303.321(c)
• Conducted by qualified personnel in order to
identify the child’s unique strengths and needs
and the appropriate early intervention services
• The assessment of the child must include:
• A review of the results of the evaluation
• Personal observation of the child
• Identification of the child’s needs in each of the
developmental areas
• Observation of parent and child interaction (Michigan)
Initial Family Assessment
34 CFR 303.321(c)
• Conducted by qualified personnel in order to identify
the family’s resources, priorities, and concerns and
the supports and services necessary to enhance the
family’s capacity to meet the developmental needs of
the family’s infant or toddler with a disability.
• The family-directed assessment must:
• Be voluntary on the part of each family member participating
in the assessment (how do you document if family says no?)
• Be based on information obtained through an assessment
tool and also through an interview
• Include the family’s description of its resources, priorities,
and concerns related to enhancing the child’s development
Documentation/Information
• Date of Referral
• Example of conflicting information:
• multiple referral dates listed in child’s record
• IFSP
• Evaluation: instrument, history, levels of functioning,
information from sources, med/health/educational
records
• Examples with incomplete or missing information:
• Eligibility determination changed without record of
updated information
• One person completed evaluation and no
documentation of the person having multiple
disciplines or involvement of another professional
Documentation/Information
•Child Assessment: Review evaluation, personal
observations, developmental needs, observation of child
and parent interactions
•Family Assessment: (voluntary) assessment tool and
interview, priorities, concerns and resources
•Exceptional Family Circumstances – how do you
document?
Indicator 8 – Early Childhood Transition
• Percent of all children exiting Part C who received
timely transition planning to support the child’s
transition to preschool and other appropriate
community services by their 3rd birthday (8a & 8c)
• Transition Plan & Conference 303.209 & 344(h)
• Not fewer than 90 days – and, at the discretion of
all parties, not more than 9 months – before the
toddler’s third birthday.
Indicator C 8a – Transition Plan
• Percent of all children exiting Part C who received
timely transition planning to support the child’s
transition to preschool and other appropriate
community services by their third birthday
including: IFSPs with transition steps and services
(20 USC 1416(a)(3)(B) and 1442)
Documentation/Information
• IFSP, including Transition Plan with steps and
services
• Example of noncompliance:
• Date of transition plan was outside of the required
timeframe
• Date of Birth
• Example of conflicting information:
• Different dates on IFSP
• Exceptional Family Circumstances
• Example of unacceptable reason:
• Service provider was on maternity leave – not family driven
Indicator C 8c – Transition Conference
• Percent of all children exiting Part C who received
timely transition planning to support the child’s
transition to preschool and other appropriate
community services by their third birthday including:
Transition conference, if child potentially eligible for
Part B (20 USC 1416(a)(3)(B) and 1442)
• Michigan Definition: Potentially eligible for Part B,
section 619 services, for purposes of data collection,
means children participating in Part C who have been
determined eligible for, and are receiving, Michigan
Mandatory Special Education services, prior to two
years, nine months of age
Documentation/Information
• Eligible and participating in Michigan Mandatory
Special Education
• Documentation of Transition Conference
• Examples of incomplete information and noncompliance:
• No LEA Rep participated in conference
• No documentation of who is an authorized LEA Rep
• Date of conference held after 90 days prior to third
birthday with IEP meeting
• Date of Birth
• Example of conflicting information:
• Different dates on IFSP
• Exceptional Family Circumstances