Transition Procedure PDF

Transition Procedure 1. Purpose and Scope 2. Informing All Families About Transition 3. Necessary Consents and Provision of Documents 4. EIS Over 3 and Late Referrals 5. Inclusion of Lead Education Agency (LEA) in Transition Planning 6. Consents necessary 7. Transition Conferenc...

Transition Procedure 1. Purpose and Scope 2. Informing All Families About Transition 3. Necessary Consents and Provision of Documents 4. EIS Over 3 and Late Referrals 5. Inclusion of Lead Education Agency (LEA) in Transition Planning 6. Consents necessary 7. Transition Conferences LEAs 8. Eligibility Determination for Special Education and Related Services 9. Service Coordinator/PSP role at Planning and Placement Team (PPT) Meeting 10. Transition for Children Enrolled in Birth to Three after 33 Months of Age 11. Transition Planning for Families Not Seeking Special Education Purpose and Scope Knowledge sharing to ensure a smooth and compliance abiding exit and transition of families and children being served through an IFSP under IDEA Part C to an IEP under Part B early childhood preschool programs, or to other community early childhood programs. Informing All Families About Transition Families can remain enrolled until the child: o no longer needs services, o reaches age 3, o family choses EIS over 3 and ▪ starts preschool under an IEP at the start of the school year or ▪ starts preschool under an IEP later due to being a late referral (referred between 97 and 46 days before their third birthday). All families who are enrolled in EI require transition planning. o Plans are documented within IFSPs and include: ▪ Activities for transition and reasonable timeframes to achieve them ▪ If not being referred to the LEA transition plans include: Preparation activities and reasonable timeframe to achieve Community resources outside of the Birth to Three System  Help Me Grow to track development to 5 and Sparkler app Note, if a family decides to exit either during an IFSP review or otherwise, offer to hold a transition meeting with the family to discuss discontinuation of Birth to Three (depending on the circumstances of the child’s exit). All LEAs are required to offer Free and Appropriate Public Education (FAPE) at age 3 or for late referrals, they must develop the IEP for eligible children within a 45-school day timeline. Ensure families are knowledgeable about transition information available on the Birth to Three website: www.birth23.org Inclusion of LEA in Transition Planning with Formal Referrals Children enrolled in or continuing to receive support after 2.5 may be potentially eligible for early childhood special education. Assist families in developing a partnership with their town’s program. Referral Forms and Information Sharing: Monthly milestone reports are emailed to all staff to plan for pending transition dates. Emails include highlights of upcoming transition dates in the next three months Monthly region meetings include transition reminders Our office sends the following to the LEA with the released information and enters data into Spider when notified by the PSP that it is ready on the platform Service coordinators obtain parent consent on one of the following forms prior to releasing information to school districts: Form 3-8 = Approval to include LEA in Transition Planning and child evaluation o Must be signed within 9 months of a child’s 3 birthday and prior to the age of 2 years 6 months. ▪ Send to the LEA within a week of signature by parent ▪ LEAs will contact parents upon receipt of Form 3-8 ▪ Releases documents identified on the form by date and title ▪ Birth to Three surrogates or foster parents may sign 3-8 Surrogate parents appointed by the State (if needed) may: o Receive all records related to the child o Request records from Birth to Three o Use form 3-8 to revoke prior consent to the LEA if:  ▪ The family chooses to no longer include the LEA in transition plans ▪ The family exits Birth to Three ▪ The family moves to another school district Ensure a new 3-8 is completed for the new town if desired Complete a data change form with the new address and notify the office to update in the platform and Spider Revoking without moving does not remove a child’s name from electronic reports to the school district or enable viewing of the original 3-8 by the town. Form 3-3 = Authorization to Release Information in the child’s EI record o Releases any information received with Form 3-2 (Authorization to Obtain) from Birth to Three or Outside providers o Releases any additional information to the LEA following the 3-8 released documents Provide form 1-6 written prior notice before holding a transition meeting Provide the Connecticut Birth to Three Parent’s Rights Brochure Provide form 5-5, consent to Receive EI Services (EIS) Over Age 3 if participating in EIS over age three or a qualifying late referral. (see next section) Document sharing and review of Form 5-3 Referral for Registration for Development Monitoring for children NOT eligible for Part B services. This form gives the family the information they need to register for developmental screening which will be used by the LEA. Review IDEA auto nightly release of directory information at age 2.5 (regardless of family decision on form 3.8) ensuring notification prior to 90 days (before age 3 when applicable) for LEAs to make budgetary planning decisions. o Directory information is sent in (4) separate reports to the CT State Department of Education and includes: ▪ Child’s name and DOB ▪ Parent(s) names(s) and address and phone number ▪ Name and contact information for family's service coordinator ▪ Town of residence ▪ If child resides with a parent or foster family ▪ Language spoken by the family ▪ Parent approval status of Form 3-8 Note: LEA’s have Child Find responsibilities for:  o Notification of Children Over Age 2.5 with No Release (Form 3-3) or Approval to Include LEA (Form 3-8) o Children with Release of Information to LEA (Form 3-3) only EIS Over 3 and Late Referrals Active participating Birth to Three children may continue Birth to Three beyond age 3 until preschool special education begins if a child: o Reaches 3 on or after May 1 of each year and before the first day of the school year for the LEA responsible for implementing the IEP at 3. o Is eligible for preschool under Part B with a developed IEP or pending IEP for a late referral (referred between 97 and 46 days before their third birthday) or the eligibility determination by the LEA is delayed. Ensure families no longer eligible for Part C over the age of 3 exit Ensure families not actively engaged in Birth to Three exit LEA’s may request scheduling a planning and placement team meeting (PPT) prior to the end of the school year for children with summer birthdays. Parents have the choice to opt into IEP provisions if they begin prior to age three (i.e. Extended School Year services (ESY) if offered or continue with their IFSP until the IEP begins on the child’s third birthday. o Review the Connecticut Birth to Three Parent’s Rights Brochure o Review and Sign Form 5-5 consent for EIS over Age 3; before age 3 Note: If parents do not elect to continue with Birth to Three, they will not receive support from Birth to Three or service from their school over the summer. Note: If a child is not eligible for Part B, the LEA will provide form 1-6 Written Prior Notice; ensure families exit Birth to Three the day after receiving this unless they exercise their right to a hearing or mediation regarding eligibility status. o If this occurs, the child may continue in Birth to Three during the pendency of proceedings. ▪ Ensure the parent provides written documentation of the assigned case number and the person’s name assigned by the Department of Education Transition Conferences with Lead Education Agencies (LEAs) Arrange and facilitate transition conferences with LEAs in the child’s home with parent permission. Ensure all necessary parties are included (Parents, Service Coordinator/PSP, LEA representative, and individuals requested by the parent, LEA or Service  Coordinator/ PSP) the conference is held on time with enough notice for the LEA to participate (they may attend by telephone or other HIPPA compliant synchronous audio-visual communication if necessary) and is facilitated by Birth to Three. o No fewer than 90 days prior to the child’s third birthday o Not more than 9 months before the child’s third birthday Use Invitation to Transition Conference letter to schedule meetings with LEAs Note: PPT is the school district’s responsibility and must be a distinct meeting that is separate from Birth to Three’s transition conference but may be held consecutively after the transition conference. If, after attempting to accommodate both the LEA and the family’s schedules, the LEA cannot participate, then hold the transition conference without the LEA. Document the following: o The date and time when contact was initiated with the LEA to schedule the transition conference. Send the invite even if the LEA cannot attend. o If the transition conference was delayed due to extraordinary family circumstances. o If the LEA was present at the meeting If a family chooses to contact the LEA directly and does not want information from the child’s record shared, then hold a transition conference without the LEA and document the following: o Decision o Activities o Potential dates for the PPT o Only record in the transition plan if transition was reviewed as part of an IFSP meeting o Written prior notice was provided Inform parents about required documentation before their child can enter school including, but not limited to: o Birth Certificate o Proof the family resides within the school district o Completed health form. Know that the LEA will assist families experiencing insecure housing to register their child per the McKinney-Vento Act. (refer to children who are homeless procedure) Eligibility Determination for Special Education and Related Services School districts complete a comprehensive evaluation to determine eligibility for special education. Per IDEA know that the PPT is required to consider the child’s IFSP when developing the IEP, but it does NOT require that the IFSP be mirrored in the IEP. Role of Service Coordinator / PSP at Planning and Placement Team (PPT) Meeting Support parents to act as advocates for their child prior to and during the meeting. Do NOT make recommendations on the following unless specifically requested by the Planning and Placement Team: o Proposed special education goals o Personnel o Placement or services o Part B services location, type, frequency, or intensity Transition for Children Enrolled in B23 after 33 Months of Age Determine eligibility and develop an IFSP for children entering the system close to their third birthday (when fewer than 97 days but at least 46 calendar days prior to 3). Obtain form 3-3 to release information to the LEA and coordinate on the child’s initial evaluation to avoid duplication of efforts. Transition Planning for Families Not Seeking Special Education Hold transition planning meetings and provide information about community resources.