From Suspect to Services

1. From Suspect to Services Steps to take after a developmental screening has been administered. IEP IFSP

2. Screening vs. Assessment • Many times these terms are used interchangeably, but they are two very different things. • Let’s look at the difference.

3. Screening • This is a snapshot of a child’s development. • The screening gives you a picture of a child’s development at that point in time. • All children in the center must have a developmental screening within 45 days of enrollment. The only exception is if a child has a current IFSP or IEP.

4. Assessment • An assessment is a comprehensive picture of a child’s developmental progress in different domains. • If a screening is a snapshot, then an assessment is equivalent to a photo shoot! • In RCMA, we do ongoing assessments with anecdotal notes entered into the computer. Reports can be viewed at any time.

5. Screening Tool • RCMA uses the Ages and Stages 3 Questionnaire (ASQ) to screen all children’s development.

6. Assessment Tool • RCMA uses COR – Child Observation Record for infants, toddlers, and preschoolers.

7. The screening is done, now what?

8. Step 1: Inform Parents of Results • Use form H6 to explain developmental screening results within 3 days of scoring ASQ. Mark “We need more information” if the child has suspect screening results. • Parents must sign the copy that is kept in the child’s file. __________________ PARENT SIGNATURE

9. Step 2: Summary Sheet • All children with suspect screening results must be added to the monthly disability summary sheet (D16). • The date of the ASQ screening and the ASQ score (failed domains over total # of domains) go in the appropriate split box. • The child is then scheduled for a QP meeting within 10 days.

10. Step #3: QP Meeting • This is a time where the core team sits to discuss the child’s screening results and any other pertinent information. • The following slide shows the 2 options that core teams have regarding referral.

11. Developmental Screening is completed and child does not “pass” (1 or more black circles on the ASQ) Hold a QP meeting with core team and decide to make an immediate referral Option 1 Hold a QP meeting with core team and decide to wait for 1st monthly assessment before deciding about referral Option 2 Hold a 2nd QP meeting to review 1st assessment and make a decision regarding referral Option 2 Options for referrals

12. Option #2 • Once a report from the COR assessment is available, the core team holds another QP meeting to make the final decision about referral. • If the assessment shows the child’s development is appropriate, then a referral would not be necessary at this time. Individualize the child’s experiences using observations from anecdotal notes and COR reports. Notice what the child is doing. Ensure the child is developing as he or she should. *More on this as we learn about COR. • However, if anecdotal notes and COR reports show the child is not developing or you have a specific concern, then a referral may be warranted. *More on this as we learn about COR. • The final decision must be documented on the second QP form.

13. Step 4:Parental Permission • If a decision is made at the QP meeting to refer a child the parents must be contacted and informed of the referral process. • This contact, preferably face to face, must take place within 2 days of the QP meeting. • Use form D15 to obtain written parental permission for referral. • This form also explains the parent’s right under the IDEA law.

14. Step 4: Parental Permission • Parents must sign the D15 form (page 1) giving their permission to refer. • Page 2 is an introduction to their IDEA rights (Procedural Safeguards) and must also be signed. • You must check the box that states that you reviewed the referral process with them. • Once both pages are signed, the form is placed in the child’s file.

15. Step 5: Making the Referral • Once parent written permission has been obtained, a written referral must be made within 2 days. • A copy of the written referral must be placed in the child’s folder. • The D15 gives us permission to share all developmental information, including hearing and vision screening results with Early Steps and FDLRS.

16. Review of Screening & Referral Timelines

17. Early Steps and Timelines • Early Steps is required to contact the family, evaluate the child, and create the IFSP within 45 days of receiving the written referral. • Assist your Early Steps Coordinator in this process by including the ASQ screening results with the referral. • Offer to help the Service Coordinator communicate with the family, get paperwork signed, and to set up meetings with the family. • Offer the center as a good location to meet with the parents and do the evaluation (parents must be present).

18. Timelines with FDLRS/LEA • There is NO timeline for FDLRS to complete their process from the date of referral. • All FDLRS/LEA’s have their own screening process to get to evaluation (this is why we share our screenings results, including vision and hearing with the referral). • Once the evaluation process has started, there is then a 60 day timeline to complete the evaluation and have the IEP meeting. • So, learn your local FDLRS application/screening process and get it done quickly so that evaluation dates are set (and are not missed). • Write eval. pending dates in the services/status box on the disabilities summary sheet.

19. Monitoring Timelines • It is very important that the core team and area team monitor these timelines using the monthly disability summary sheet (D16). • Dates and scores of screening, QP dates, referral dates and eval. pending dates will help the process stay timely. • The core team should review the summary sheet together every other week. • The area team reviews the summary sheet at the monthly area management team meeting. • Use the Center Disabilities Summary Sheet, progress notes, and Monthly Disability Reports to track referrals.

21. Documentation • Remember, the summary sheet and monthly disability notes track the referral process, IFSP/IEP (date), and services. • Other family services (not related to the child’s disability) should be documented in progress notes.

22. Need Help? • Your Program Coordinator is available to help with any questions you may have regarding the screening and referral process. • Also, your Regional Inclusion Specialist is readily available to help with any questions, issues, concerns or training needs.