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Early Steps Policy Handbook
7/1/2010

Federal imposed policy required by the IDEA Denotes a federal imposed policy required by the IDEA
State imposed policy not required by the IDEA Denotes a state imposed policy not required by the IDEA or federal regulation

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Component 4.0

Service Coordination

Authority:

IDEA Sections  615, 632, 636, 639

34 CFR Sections  303.22, 303.23, 303.344, 303.342, 303.403

Intent:

These policies are intended to ensure that children and families eligible for Part C of the Individuals with disabilities Education Act have a service coordinator to assist and enable the child and family to receive the rights, procedural safeguards and services that are authorized under Early Steps.

Sections:

4.1.0

Assignment

Page 1

 

4.2.0

Responsibilities and Activities

Page 2

 

4.3.0

Caseload Size

Page 4

 

4.4.0

Qualifications

Page 5

 

4.1.0 Assignment

 

 

 Policy

Reference/Related Documents

 

Federal imposed policy required by the IDEA

4.1.1 Each child eligible under IDEA, Part C and the child’s family must be provided with a service coordinator.

Policy Handbook 3.1.1

Operations Guide 4.1.1

IDEA §632(4)(E)(vii)

State imposed policy not required by the IDEA

 

4.1.2 The method of initial assignment/ selection of service coordinator for a child and family will be determined by the LES.

 

State imposed policy not required by the IDEA

4.1.3 A service coordinator must be assigned at the point of referral to Early Steps.

Policy Handbook 2.3.0

Policy Handbook 5.3.9

 

Federal imposed policy required by the IDEA

4.1.4 The service coordinator assigned to the child/family must be from the profession most immediately relevant to the child's or family's needs or who is otherwise qualified to carry out all applicable responsibilities.

Operations Guide 4.1.4

IDEA §636(d)(7)

34 CFR §303.344(g)(1)

 

State imposed policy not required by the IDEA

 

 

 

4.1.5 The service coordinator assigned to the child and family must remain the same from first contacts through service delivery and transition unless:

A.      The needs of the child change in such a way that a different service coordinator would be able to better serve the child and family.

B.     The family requests that a different service coordinator be assigned.

C.     The service coordinator becomes unavailable due to resignation, promotion or extended leave.

D.     The assigned service coordinator and his/her supervisor determine together that another service coordinator would better serve the child/family.

Policy Handbook 3.2.1

Policy Handbook 8.4.1

Operations Guide 4.1.5

State imposed policy not required by the IDEA

 

4.1.6 Changes in service coordinator assignment must be documented on the IFSP, in the case notes and in the Early Steps data system.

Policy Handbook 5.4.2

Policy Handbook 12.3.3

Early Steps Case Note

Early Steps Case Note Instructions

 

4.2.0  Responsibilities and  Activities

 

Policy

Reference/Related Documents

Federal imposed policy required by the IDEA

4.2.1 The service coordinator will coordinate all services across agency lines.

 

34 CFR §303.23(a)(2)(i)

 

 

Federal imposed policy required by the IDEA

4.2.2 The service coordinator will assist parents of infants and toddlers with disabilities in gaining access to and coordinating the provision of early intervention services and other services that the child needs or is receiving, facilitating the timely delivery of available services and continuously seeking the appropriate services and situations necessary to benefit the development of each child being served for the duration of the child’s eligibility.

Policy Handbook 5.3.6

Policy Handbook 6.11.1

Operations Guide 4.2.2

Operations Guide 6.1.19

34 CFR §303.23(a)(3)(i)

34 CFR §303.23(a)(3)(ii)

34 CFR §303.23(a)(3)(iii)

34 CFR §303.23(a)(3)(iv)

 

Federal imposed policy required by the IDEA

4.2.3 The service coordinator will coordinate the performance of evaluations and assessments at times and places convenient to the family.

Policy Handbook 3.5.1

Policy Handbook 3.6.1

34 CFR §303.23(b)(1)

 

Federal imposed policy required by the IDEA

4.2.4  The service coordinator will facilitate and participate in the development and review of IFSPs and schedule a periodic review of the IFSP at least every six months as well as an evaluation of the IFSP at least annually, except as stated in Policy Handbook 6.12.2.

Policy Handbook 5.2.2

Policy Handbook 5.2.3

Policy Handbook 5.5.1

Policy Handbook 6.12.2

Operations Guide 4.2.4

Operations Guide 6.12.2

34 CFR §303.23(b)(2)

34 CFR §303.342(b)(c)

 

Federal imposed policy required by the IDEA

4.2.5 The service coordinator will coordinate the funding sources for services required under IDEA, Part C.

Policy Handbook 1.4.5

IDEA §636(d)(7)

 

Federal imposed policy required by the IDEA

4.2.6 The service coordinator will ensure implementation of the early intervention services identified in a child’s IFSP, including transition services, and coordination with other agencies and persons.

Policy Handbook 5.3.10

Policy Handbook 6.1.1

Policy Handbook 6.1.2

Policy Handbook 6.1.3

Operations Guide 4.2.6

34 CFR §303.23(b)(2)

34 CFR §303.23(b)(4)

34 CFR §303.23(b)(7)

 

Federal imposed policy required by the IDEA

4.2.7 The service coordinator will collaborate with the family and other IFSP team members to arrange IFSP meetings at times and in settings that are convenient to the family and facilitate the family’s participation and the involvement of other IFSP team members.

Policy Handbook 5.1.5

Policy Handbook 5.2.1

34 CFR §303.342(d)(1)(i)(2)

 

 

Federal imposed policy required by the IDEA

4.2.8 The service coordinator will assist families in identifying available service providers.

34 CFR §303.23(b)(3)

 

 

Federal imposed policy required by the IDEA

4.2.9 The service coordinator will coordinate and monitor the delivery of services, including those of medical and health providers. 

 

Operations Guide 4.2.9

34 CFR §303.23(b)(4)

34 CFR §303.23(b)(6)

 

Federal imposed policy required by the IDEA

4.2.10 The service coordinator will facilitate the development of a transition plan to Pre-kindergarten Program for Children with Disabilities or other appropriate services.

Policy Handbook 5.3.10

Policy Handbook 7.1.2

34 CFR §303.23(b)(7)

 

Federal imposed policy required by the IDEA

4.2.11 The service coordinator will provide written prior notice to parents in a reasonable time before the LES or service provider proposes to initiate or change, or refuses to initiate or change the identification, evaluation, or placement of the infant or toddler with a disability, or the provision of appropriate early intervention services to the child or the child’s family.

Policy Handbook 5.3.6

Policy Handbook 8.4.1

Operations Guide 4.2.11

IDEA §615(b)(3)(A)

IDEA §615(b)(3)(B)

IDEA §639(a)(6)

34 CFR §303.403

 

Federal imposed policy required by the IDEA

4.2.12 When the language that a family speaks and understands is a language other than English, the service coordinator will arrange for translation and/or interpretation services for IFSP meetings and all services authorized on the IFSP, unless it is clearly not feasible to do so.

 

Policy Handbook 8.4.3

IDEA §615(b)(3)(A)

IDEA §615(b)(3)(B)

IDEA §639(a)(6)
34 CFR §303.342(d)(1)(ii)

 

 

Federal imposed policy required by the IDEA

4.2.13 The service coordinator must adequately inform families of their rights and the availability of advocacy services and ensure that procedural safeguards are implemented throughout the early intervention process.

Policy Handbook 8.4.1

34 CFR §303.23(a)(1)

34 CFR §303.23(b)(5)

 

 

State imposed policy not required by the IDEA

4.2.14 The service coordinator must follow local procedures to maintain current information for each child in the Early Steps data system.

 

Policy Handbook 12.3.0

 

 

State imposed policy not required by the IDEA

4.2.15 The service coordinator must follow local procedures for record keeping to ensure that IFSPs, eligibility documentation, procedural safeguards assurances, correspondence and case notes are current and included in the Early Steps record.

 

Policy Handbook 12.5.0

Early Steps Case Note

Early Steps Case Note Instructions

 

State imposed policy not required by the IDEA

4.2.16 Service Coordination/Targeted Case Management case notes must be created by the service coordinator for every contact or activity with or related to the child/family including telephone contacts, email correspondences, fax correspondences, home visits, office visits, and meetings.  These case notes must include all of the required components of case notes included in the Medicaid Targeted Case Management Handbook.

 

Policy Handbook 12.5.2

Early Steps Case Note

Early Steps Case Note Instructions

 

 

State imposed policy not required by the IDEA

4.2.17 The service coordinator is required, at a minimum, to make the following contacts with the family:

A.      Face to face for initial IFSP meeting.

B.     Face-to-face or phone contact for periodic IFSP reviews.

C.     Face-to-face for annual evaluation of the IFSP.

Quarterly direct exchange of dialog with family and other providers, as appropriate, by telephone, email, or face-to-face, except as stated in Policy Handbook 6.12.2.

 

Policy Handbook 5.5.1

Policy Handbook 5.6.1

Policy Handbook 5.7.1

Policy Handbook 6.1.2

Policy Handbook 6.12.2

Operations Guide 4.2.17

Operations Guide 6.12.2

 

 

 

 

4.3.0 Caseload Size

 

 

Policy

Reference/Related Documents

 

State imposed policy not required by the IDEA

4.3.1 The caseload ratio for all service coordinators to children actively enrolled in the LES must not exceed the state established caseload ratio specified in the Early Steps contract.

 

Operations Guide 4.3.1

 

 

 

State imposed policy not required by the IDEA

4.3.2 Average caseload ratios for those performing a dual role (PSP and service coordinator) must not exceed the state established caseload ratio specified in the Early Steps contract.

 

Operations Guide 4.3.1 & 4.3. 2

 

 

 

             

4.4.0 Qualifications

 

 

 Policy

Reference/Related Documents

 

 

Federal imposed policy required by the IDEA

4.4.1 Service coordinators must meet State approved qualifications and training. 

 

Policy Handbook 10.4.0

34 CFR §303.22

 

 

 

Federal imposed policy required by the IDEA

4.4.2  Service coordinators must demonstrate knowledge and understanding about:

A.      Infants and toddlers who are eligible under IDEA, Part C.

B.     IDEA, Part C and IDEA, Part C regulations.

C.     The nature and scope of services available under Early Steps, the system of payments for services in the state, and other pertinent information as included in-state approved trainings.

34 CFR §303.23(d)

 

           

 

 

 


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