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File Review Activity

File Review Activity. Lessons learned through monitoring: Service areas must ensure there is documentation supporting the information reported in the self-assessment in MEGS+ Purpose of Activity: To discuss methods of collecting data for the MEGS+ Self-Assessment (Indicators 1, 7, & 8)

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File Review Activity

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  1. File Review Activity • Lessons learned through monitoring: • Service areas must ensure there is documentation supporting the information reported in the self-assessment 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

  2. 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

  3. 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?

  4. 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.

  5. 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.

  6. 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)

  7. 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

  8. 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)

  9. 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

  10. 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 • Exampleswith 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

  11. 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?

  12. 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.

  13. 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)

  14. 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

  15. 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

  16. 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

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