Charting the Course: Smoother Data Sharing for Effective Early Childhood Transition

1. Charting the Course: Smoother Data Sharing for Effective Early Childhood Transition Wisconsin’s Journey Lori Wittemann, Wisconsin Department of Health Services Dani Scott, Wisconsin Department of Public Instruction

2. Wisconsin’sTransition Goals A. Children served by Birth to 3 Programs who are eligible for early childhood special education will have an IEP developed and implemented by their third birthdays to support their special education needs. B. Children ages birth to six with developmental delays or disabilities will experience smooth transitions into and across programs and services (e.g., Head Start, child care, Birth to 3, school) to support their ongoing development and learning. C. Parents will have the information and assistance they need to transition to new procedures, safeguards, environments, program services and providers.

3. Identified Issues • Connecting the data to the daily work • Struggles with data collection • Monitor and support counties and LEAs • SEA Determinations

4. True Collaboration Cross Department Collaboration – Previous & Current • WI Department of Health Services (DHS) • Part C Agency • WI Department of Public Instruction (DPI) • Part B Agency • National Partners • NCRRC • NECTAC • OSEP • Other states Collaborative Efforts – Previous & Current • Analyze data, identify needs, develop technical assistance • Develop unified SPP and APR responses • Development & implementation of PPS

5. Shared Data System • Financial support • GSEG – Wisconsin’s Data Framework: Supporting Decision Making for Improved Early Childhood Outcomes • SPDG – State Professional Development Grant • MOU written & cross-agency planning began– July 2006 • System development– June 2008 • System training – Summer/Fall 2008 • 72 counties • 133 LEAs

6. Shared Data System • System rollout • Counties – November 2008 • LEAs – January 2009 • Interagency agreement /MOU – March 2009 • System enhancements & maintenance – June 2009

7. Program Participation System (PPS) • Shared data system between DHS & DPI • Allows each agency to document all the data for transition indicators in one place • Gathers additional data to assess transition procedures • ‘Housed’ at DHS • Birth to 3 programs enter data • LEAs enter data • Data access/sharing

8. Steps to Ensure Data Quality • System Training • Written documentation • Webinars • Regional training • Ongoing technical assistance • Built-in data checks/edits • Monitoring/feedback/reports

9. Transition / Program Exit Page • 5 Main Purposes: • 1.) Send email notification to schools • 2.) Recorded transition steps on IFSP • 3.) Capture Transition Planning Conference details • 4.) Send basic email referral information to schools • 5.) Program Exit reasons and outcomes

10. LEA Notifications Notification Email From: To: Subject: John.Doe@Birth_to_3.wi.us nps@dane.k12.wi.us Birth To Three Child Referral (Official)

11. LEA Referral Referral Zoom-In Referral Email From: To: Subject: John.Doe@Birth_to_3.wi.us nps@dane.k12.wi.us Birth To Three Child Referral (Official) Local Educational Agency (LEA): Dane School District **This e-mail is automatically generated. Please do not reply to this e-mail.** This email is to notify you that a child from the Birth to 3 Program has been referred for special education to your Local Educational Agency (LEA). Please note that the date of this email starts the 15 business day timeline to request consent for evaluation or to notify the parent no additional testing is needed. The LEA is obligated to access the Program Participation System (PPS) at the link below to retrieve this child's detailed referral information. https://uat.pps.wisconsin.gov/pps/PPSSearchDisplay?REPORT=LEA_INFO&PGM_PTCP_ID=184&B3_REF_SEQ_NUM=1 If you would like to retrieve a full report of children referred to your LEA, please use the link below: https://uat.pps.wisconsin.gov/pps/PPSSearchDisplay?REPORT=LEA_REPORT

12. LEA Information Page • 3 Sections of LEA Page: • LEA Transition • Child and Parent Information • Birth to 3 Referral Information Allows LEAs to record eligibility and IEP details. Allows LEAs to transfer record if child moves

13. LEA Page…continued Contact information for child and caregiver (s).

14. LEA Page…continued Schools are given limited access to some Birth to 3 service data for their planning purposes (if consent has been given by family)

15. Data Monitoring: Part C • Internal User Report • Indicators 8A, 8B & 8C • Counties can review their Indicator 8 Report for accuracy & planning • Reports can be analyzed by provider/county • Can be run for specific children & Reporting Periods • Ongoing Monitoring/ Data Check Points • Improved Communication with Counties regarding their specific data

16. Data Monitoring: Part B • Internal User Reports • Referral completion status • LEA results by student • Indicator 12 results by LEA • Monthly monitoring • Student search function • Un-reviewed/Incomplete/ Complete referrals • External User Reports • LEA results by student • Monthly monitoring

17. Joint Efforts to Improve Outcomes • Part C to Part B timelines • Policies • Bulletins • Interagency agreements

18. Ongoing Technical Assistance Program Specific Support • RESource staff is available for counties • CESA Early Childhood Program Support Teachers are available for LEAs • CESA Regional Service Network Project Directors will address this at statewide meetings and at their CESA RSN meetings. Collaborative Support • RESource and CESAs can facilitate meetings between counties and districts • RESource, CESAs, and FACETS/WSPEI can sponsor regional, county, or district Ready-Set-Go training sessions • State Department Staff can provide technical assistance. • www.collaboratingpartners.com

19. Lessons Learned • Planning time • Collaborative efforts • Importance of training • Common Vision • Effective communication • Knowledge of each other’s systems

20. Wisconsin Part C & B Staff • Lori Wittemann, WI Department of Health Services Lori.Wittemann@wisconsin.gov608-267-5150 • Dani Scott, WI Department of Public Instruction Danielle.Scott@dpi.wi.gov 608-267-2349