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New Era for Indicators C-8 and B-12

New Era for Indicators C-8 and B-12. EOTTA Webinar May 23 and 26, 2011 Presented by Allan Knapp and Mary Schrader Interagency Information Systems (IIS). INFORMATION – Contacting the IIS Help Desk. Footprints Message Service Tracking, through IIS web site www.mi-iis.com

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New Era for Indicators C-8 and B-12

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  1. New Era for Indicators C-8 and B-12 EOTTA Webinar May 23 and 26, 2011 Presented by Allan Knapp and Mary Schrader Interagency Information Systems (IIS) New Era C-8 and B-12

  2. INFORMATION –Contacting the IIS Help Desk • Footprints Message Service Tracking, through IIS web site www.mi-iis.com • Choose the MICIS Support option, then click on Footprints logo • Use your email address as login, and remember the password you enter. • Email to support@mi-iis.com • Phone Toll Free – 866-731-2379 • Knowledge Base – FAQ database • Available at www.mi-iis.com • Updated Data Entry Definitions • This PowerPoint • Previous PowerPoint documents New Era C-8 and B-12

  3. Schedule for MI-CIS June 2011 Collection • Count day is Thursday, June 30 • Must be CERTIFIED by 4pm Friday, July 29 • Early On Active and Exited children • Detail Reports available as soon as data submitted • Data Portrait draft ready by August 12 • June 2011 data will be used for Special Ed Indicator 12 spreadsheet AND for APR indicators 1, 7, 8a New Era C-8 and B-12

  4. Today’s Agenda • The Situation: differences between Michigan and OSEP rules • Indicator C-8 Transition • Three Parts: Transition Plan, Notification, Conference • Indicator B-12 Transition IEP for child moving from Early On to Special Ed • Entry Screen • Reports • Questions and Answers New Era C-8 and B-12

  5. Disclaimer #1 “I’m assuming that every answer is correct TODAY to the best of the answerer’s ability to answer the question. Tomorrow, the answer may change. This is in part because the farther we get into this, the more issues are raised, and resolving those new issues may require changing yesterday’s answer. Frustrating, but inevitable.” - Mark Zigterman, on the CEPI MSDS listserv New Era C-8 and B-12

  6. Disclaimer #2 • The new MARSE regulation Part 10 BIRTH TO THREE will have a big impact. Unfortunately, the only implementation guidance we have is the draft regulation • We expect the rules to change for data collection purposes on 7/1/2011 • The following is a Data Collection view of the impact on these indicators of Michigan being a Birth Mandate state New Era C-8 and B-12

  7. TRANSITIONDEFINITIONS New Era C-8 and B-12

  8. Transition Indicators - Basic • Indicators C-8 and B-12 measure the state’s performance on preparing Part C children for transition to Part B • C-8 is a compliance indicator for Part C’s ability to prepare children and families for Special Education, in a timely fashion • B-12 is a performance indicator for Part B’s ability to prepare an IEP for Early On children, in a timely fashion New Era C-8 and B-12

  9. Transition Indicator C-8 • C-8 has three parts, all of which are to be held between 27 and 33 months of age: • Transition Plan. Every Early On child must have one • Notification. Early On must send a notification to Special Ed for all children potentially eligible for Special Ed • Conference. A conference, including Special Ed representatives, is to be held for children who receive a Notification. New Era C-8 and B-12

  10. Transition Indicator B-12 • OSEP IDEA expects an infant / toddler to be served by Part C and not Part B. OSEP IDEA also expects: • A Part C child receives a Transition Plan after 27 months of age. If the Transition Plan indicates potential Special Ed eligibility, a Notification is issued. • The Notification is a message to Special Ed; it triggers a Conference with Special Ed staff, which must be completed by age 33 months. • The conference timeline allows enough time for an IEP to be held prior to age 36 months (3 years) New Era C-8 and B-12

  11. C-8 and B-12 Timelinehttp://www.michigan.gov/documents/mde/Transition_timeline_281565_7.pdf New Era C-8 and B-12

  12. Child Find Indicator B-11 • B-11 is a compliance indicator for Part B’s ability to hold an Initial IEP in a timely fashion. • OSEP normally only cares about Initial IEP timelines for children age 3-21. But they want the records for all the Michigan children counted for B-12 to show evidence that BOTH are true: • The Initial IEP was held prior to the third birthday • The Initial IEP was held in a B-11 timely fashion • B-12 does not care about 30 school days; it only cares about THIRD BIRTHDAY. • B-11 does not care about THIRD BIRTHDAY. New Era C-8 and B-12

  13. Michigan Special Ed vs OSEP IDEA Special Ed • IDEA Special Ed is for children 3-21; Michigan Special Ed is for children birth-26 (the zero part means Birth Mandate) • IDEA Special Ed does not expect IEPs for children less than age 2.5; Michigan has had IEPs for birth-3 New Era C-8 and B-12

  14. Rules In MichiganTODAY New Era C-8 and B-12

  15. Current Michigan B-12 rules; In effect through 6/30/11 • This was approved by the legal counsel for OSEP - Any child under age 3 with an IEP is countable as eligible and timely for Indicator B-12 • Michigan added this feature – Any child with a combined IFSP / (eligible)IEP is countable as eligible and timely for indicator B-12 New Era C-8 and B-12

  16. Current Michigan C-8 rules; In effect through 6/30/11 • Transition Plan is tracked in MI-CIS. All children active at 33 months of age are counted for the Indicator. • Notification and Conference are inferred for all those children who have IEPs, so every district (and the state) get a 100%, just like last year. New Era C-8 and B-12

  17. Current Michigan B-12 rules; In effect through 6/30/11 • Data for the B-12 indicator for the current school year (7/1/10 – 6/30/11) will be collected and validated just like last year. • Start with Early On June 30 collection • Link and add Special Ed IEPs from 3WiN and Dec 2009. • Spreadsheet will be created and sent to ISDs for validation in September New Era C-8 and B-12

  18. Expected Changes Coming (See Disclaimers!) New Era C-8 and B-12

  19. Expected New Rules Starting 7/1/2011 #1 • The children who receive Michigan Special Ed services under an IFSP will be considered to have a MICHIGAN IEP. • An OSEP IDEA IEP cannot be held until age 30 months (2.5 years) • Implication: No matter when an IFSP is held, an Early On child “transitioning” to IDEA Special Ed must have an OSEP IDEA IEP between 30 - 36 months of age. New Era C-8 and B-12

  20. Expected New Rules Starting 7/1/2011 #2 • The only children counted for B-12 are those who are in Early On and receive a Notification to Special Ed. • Implications: • The combined IEP/IFSP is no longer a free pass to ET (Eligible and Timely) • It will be very important for both Early On and Special Ed to track the Notification process New Era C-8 and B-12

  21. Expected New Rules Starting 7/1/2011 #3 • C-8 events occur in order: • Transition Plan THEN • Notification THEN • Conference. • Implication: • Notifications are not held until age 27 months at the earliest. New Era C-8 and B-12

  22. Expected New Rules Starting 7/1/2011 – Teamwork Implications • Early On holds the Transition Plan in a timely fashion and sends the Notification in a timely fashion (by age 33 months) • Special Ed/Early On hold the Conference in a timely fashion (by age 33 months) • Special Ed must do all the referral stuff and complete or cancel the IEP in a timely fashion (by age 36 months) New Era C-8 and B-12

  23. Expected New Rules Starting 7/1/2011 – DATA Implications • Someone will check the children who WERE in Early On around age 3 and received an IEP around age 3 but failed to record a Notification or Conference. • Special Ed Consent Date is important for Indicator B-11 but has no impact on Indicator B-12 (or C-8) New Era C-8 and B-12

  24. What to Expect From MI-CISFor Indicator C-8 New Era C-8 and B-12

  25. Indicator C-8a Transition Plan; starting 7/1/2011 • The Plans Screen “Transition Plan” choice for Purpose will continue to be used for Indicator C-8a information • See the Powerpoint, listen to the recording for webinars held April 25 and 28. Reports are described there to help track your counts, both this year and next New Era C-8 and B-12

  26. Indicator C-8b Notification starting 7/1/2011 • The Notification Date field on the Notification screen will be used to track the timeliness of Notifications • The countable children will likely be those who are active in your district when they turn 33 months of age • Timely Notifications are held between 27 and 33 months of age New Era C-8 and B-12

  27. Who do I make a Notification for? • Use the Transition Plan (and service provider input afterwards) to decide if Special Ed services are warranted • If a child is receiving Special Ed services under an IFSP, they probably need a Notification • If a child is not already receiving Special Ed services, decide if a referral to Special Ed is appropriate New Era C-8 and B-12

  28. Indicator C-8c Conference starting 7/1/2011 • A Conference Date field will be added to the Notification screen and used to track the timeliness of Conferences • The countable children will likely be those who are active in your district when they turn 33 months of age • Timely Conferences are held between 27 and 33 months of age New Era C-8 and B-12

  29. Indicator C-8b and C-8c Notification and Conference • The Notification DATA requires communication between Early On and Special Ed • The Conference DATA is only for Early On indicator C-8, but the real world Conference also requires communication between Early On and Special Ed New Era C-8 and B-12

  30. What to Expect From MI-CISFor Indicator B-12 New Era C-8 and B-12

  31. Notifications Screen • Name change to “Referral to Special Ed Screen” • Regular Actions on Notifications Screen: • Early On “Sender” makes a Notification and sends it to Special Education “Recipient” • SE treats the Notification as a referral and processes it to an IEP or Cancellation • SE Recipient sends IEP / Cancel data back to Early On Sender for entry on the Notification screen • Multiple reports assist processing New Era C-8 and B-12

  32. Notification Screen New Era C-8 and B-12

  33. The Notification Sender – Early On • Sender ISD / District defaults to child’s • The Sender drop down will list Early On users in the ISD / District • Pick a Sender (usually yourself!) and the email and address will display • If your address and/or phone number are needed by the “recipient”, enter them in the My Settings screen New Era C-8 and B-12

  34. The Notification Recipient • Must be a MI-CIS USER in the ISD/District receiving the Referral • Your FERPA security person can add new users, enter address / phone, and assign the “Referral Notification” role at the ISD or District level • The USER is not required to login to MI-CIS; we just need to know who and where to send the Notification New Era C-8 and B-12

  35. Adding ‘recipient’ ROLE Note to FERPA Security Person: check that the user “works with” Special Ed New Era C-8 and B-12

  36. The Notification Method • Options available to assist communication - choose one • By Hand • E-mail (sent by MI-CIS to Recipient) • Express • Other • US Mail • Print a form if you need to send it, usually for non-MICIS Special Ed user New Era C-8 and B-12

  37. Notification Communication Options • Sender = Recipient. Know thyself • Option: Recipient is MI-CIS daily user • Send an email; Recipient should look for new referrals • Option: Recipient does not use MI-CIS • You can send the Notification Letter by email or fax, and you may also want to print and mail the Letter New Era C-8 and B-12

  38. Notification Letter – Top Part Recipient Child Sender New Era C-8 and B-12

  39. Notification – bottom part Sender UIC Code is Being added Cancellation Reason and Third Birthday LATE Reason CODES are to be checked, if applicable New Era C-8 and B-12

  40. Closing the Notification • MI-CIS Special Ed user • Choice 1 – enter Initial IEP tied to Notification • Choice 2 – enter cancellation date on IEP referral screen • Straight Entry on Notification Screen • Choice 3 – Enter IEP Date, Eligible / Ineligible, Reason for late if after Due Date • Choice 4 – Enter Cancellation Date and Reason for cancellation New Era C-8 and B-12

  41. Reasons for not meeting Third Birthday Timeline • 53 – Parent delayed consent and/or evaluation (LP) • 54 – Timeline began in previous district • 55 – Personnel not available for evaluation • 56 - Personnel not available for IEP • 57 – External reports not available • 58 – Child’s health problems • 59 – Unable to arrange agreeable times • 60 – Extenuating family circumstances • 61 – Late notification from EO to SE New Era C-8 and B-12

  42. Notification Outcomes • Code displays on Notification Screen • Codes familiar from Indicator B12 spreadsheet work: • ET – Eligible and Timely • EL – Eligible and Late • IT – Ineligible and Timely • IL – Ineligible and Late • LP – Late Parent Caused • CR – Late Referral to “C” • New codes:OP-Open; CN-Cancelled New Era C-8 and B-12

  43. Early On Screen – Check Box Options • There are two check boxes in the Early On screen • Special Ed eligible • Do Not Refer to SE • The meaning and resulting function for these boxes will likely change when we understand the guidelines for MARSE rule Part 10… Stay tuned. New Era C-8 and B-12

  44. Notification Reports New Era C-8 and B-12

  45. Notification Check List Period Dates are used to Define Active or Exited Federal Period dates Check No No Yes for A Focused list New Era C-8 and B-12

  46. Notification Check List - OUTPUT New Era C-8 and B-12

  47. Pending Special Ed Notifications • Report lists all OPEN Notifications, regardless of notification date • Close the Notification with IEP date or cancellation date. New Era C-8 and B-12

  48. Pending Special Ed Notification New Era C-8 and B-12

  49. New Era C-8 and B-12

  50. Notification Outcome Report Period Dates are used to Define Active or Exited Federal Period dates New Era C-8 and B-12

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