Prior Written Notice for IFSP Process: Evaluation and Assessment

1. Embedding Prior Written Notice and Consent for Evaluation/assessment in the IFSP Process Eligibility Determination IFSP Meetings IFSP Service Implementation MA Department of Public Health Division for Early Intervention January, 2018

2. Learning Objectives • Through this training, participants will be able to: • Understand the importance of Prior Written Notice (PWN) • Understand how and when parents need to be provided PWN • Understand when to provide PWN and obtain consent throughout the IFSP process MA Department of Public Health Division for Early Intervention January, 2018

3. The “why” of prior written notice • Providing information to parents in written prior to the implementation of the activity provides an additional means to ensure that parents understand what is being proposed, have the ability to ask questions, and allows them to make fully informed decisions. MA Department of Public Health Division for Early Intervention January, 2018

4. Federally Speaking: Prior Written Notice — • Prior written notice must be provided to parents a reasonable time before the Lead Agency or Early Intervention Service provider proposes, or refuses, to initiate or change the identification, evaluation or placement of child or the provision of EI services • Content of notice must inform parents of the action being proposed or refused, the reasons for the action, and all procedural safeguards available • Prior notice must be written in language understandable to general public and be provided in native language of parent or other mode of communication used by parent unless clearly not feasible to do so. 34 CFR §303.421 MA Department of Public Health Division for Early Intervention January, 2018

5. The “What” of Prior Written Notice form Changes to the form: • Adds proposal to complete an evaluation/assessment to determine eligibility • Adds entry to identify when a child is/is not eligible • Consolidates different types of IFSP meetings • Eliminates entry for an assessment • Eliminates 3 day timeline Changes to Practice: • Separates the activities of providing PWN and obtaining consent. • Programs will use this PWN form when the multidisciplinary team makes a determination of a child’s eligibility • Programs will use this form when a parent proposes a change in service • Copy to be filed in child’s record MA Department of Public Health Division for Early Intervention January, 2018

6. Consent for Evaluation/Assessment • Changes to the form: • Eliminates the 3-day period • Eliminates the box with date and staff • Includes a check off for family-directed assessment • Use this form: To obtain consent for: • an evaluation/assessment to determine eligibility • a family-directed assessment • a child assessment completed by a staff/discipline not currently listed as a service provider on the child’s IFSP . MA Department of Public Health Division for Early Intervention January 2018

7. First Contact with Parents What Typically Occurs Why and What’s important • Program provides overview of EI including mission, approach to service delivery, eligibility, family rights, etc. • Parent indicates a desire to move forward with an eligibility/assessment evaluation. • You are informing parents of the voluntary nature of EI • Including the option to provide or decline consent for evaluations, access insurance, obtain information to potentially support eligibility or identify resources, collaborate with community providers. Forms Used • Family Rights Notice • Prior Written Notice form • Consent for Evaluation/ • assessment form MA Department of Public Health Division for Early Intervention January, 2018

8. Eligibility Evaluation Why and What’s Important Forms Used What Occurs Eligibility is determined through the gathering of information from the administration of the BDI-II, review of child and family eligibility criteria, and as needed, records/reports. Assessment (both functional and family) may occur concurrently • (If not already completed) • Consent for an Evaluation/ • Assessment form • Consent is provided for the activity of an EI evaluation which determines eligibility for services and evaluates a child’s functioning in all domains, not a specific domain. Parents are informed that they may choose to provide or decline consent to obtain information which may support a determination of eligibility. MA Department of Public Health Division for Early Intervention January, 2018

9. Eligibility Determination – When the Child is Eligible Why and What’s Important • The multidisciplinary team after completing the BDI II, reviewing all available information, determines the child is eligible (note: determination of a child’s eligibility may require waiting to receive information from outside sources or over multiple visits) • Prior Written Notice form • Identifies child is eligible • May also propose moving onto IFSP meeting • Prior written notice informs the parent of the outcome/finding (“identification”) of the evaluation. Parent informed of their option to move forward with IFSP development What Occurs Forms Used MA Department of Public Health Division for Early Intervention January, 2018

10. Eligibility Determination – When the Child is Not Eligible Forms Used Why and What’s Important • The multidisciplinary team after completing the BDI II, reviewing all available information, determines the child is not eligible • Prior Written Notice form (identifies the child is not eligible) • Family Rights Notice • Health and Eligibility Summary and Developmental Summary sent to parent within 45 days of referral • PWN informs the parents of the outcome/finding of the evaluation (“identification”) • Parent informed of their right to dispute the outcome/ finding the child is ineligible • Parent provided with the same information as a parent with an eligible child. What Occurs MA Department of Public Health Division for Early Intervention January, 2018

11. Initial IFSP Meeting Why and What’s Important What Occurs • A multidisciplinary team*(S.C. and one other member of the team) completes an initial IFSP • * Prior Written Notice form (provided before the IFSP meeting) • *Family Rights Notice • *Program completes the Health and Eligibility Summary and Developmental Summary pages of the IFSP. The completed pages are available at the time the IFSP meeting is convened • This is a time to bring together all the information collected so far, conveying to parents and family members that they are equal members of the team and the importance of the IFSP process. Forms Used *A multidisciplinary team is required at Initial & Annual IFSP and anytime a full review of the plan takes place but can also occur whenever deemed necessary MA Department of Public Health Division for Early Intervention January, 2018

12. Ongoing IFSP meetings that result in change in service Why and What’s Important • Service coordinator* meets to review and update the IFSP as a result of a program initiated change in IFSP service • PWN (provided before the meeting) • Family Rights Notice • PWN is provided to document the discussion of the team’s decision. • IFSP “Change in Service Delivery” page • Parents are informed of their right to decline/refuse consent for the program proposed change in IFSP service. • Parents are informed of their options for dispute resolution. What Occurs Forms Used *A multidisciplinary team is required at Initial & Annual IFSP and anytime a full review of the plan takes place but can also occur whenever deemed necessary MA Department of Public Health Division for Early Intervention January, 2018

13. Ongoing IFSP meetings: Result is no changes in a child’s IFSP service Why and What’s Important • Service coordinator meets to review and update the IFSP – no change in the service grid • IFSP reviews are an opportunity to review the IFSP, progress, evolving priorities , and making adjustments as needed. • PWN form(provided before the meeting) • Family Rights Notice • Review any updated information and incorporate in the relevant sections of IFSP What Occurs Forms Used *A multidisciplinary team is required at Initial & Annual IFSP and anytime a full review of the plan takes place but can also occur whenever deemed necessary MA Department of Public Health Division for Early Intervention January, 2018

14. IFSP meetings – Parent Initiated IFSP Change in Service Why and What’s Important • Service coordinator* meets to review and update the IFSP as a result of a parent initiated change in IFSP service • PWN (provided before the meeting) • Family Rights Notice • PWN is provided to document the discussion of the team’s decision • IFSP “Change in Service Delivery” page • Parents are informed of their right to decline/refuse consent for the program proposed change in IFSP service. • Parents are informed of their options for dispute resolution. What Occurs Forms Used *A multidisciplinary team is required at Initial & Annual IFSP and anytime a full review of the plan takes place but can also occur whenever deemed necessary MA Department of Public Health Division for Early Intervention January, 2018

15. Transition Planning Conference Why and What’s Important Forms Used • Parents, family members and others the parents may wish to have participate meet for a Transition Planning Conference What Occurs • PWN (provided before the meeting) • Relevant Transition information is included on appropriate pages of IFSP • (If needed) IFSP “Change in Service Delivery” page and PWN if services are changed as part of the Transition Plan. • PWN identifies a Transition Planning Conference as a distinct activity. MA Department of Public Health Division for Early Intervention January, 2018

16. Prior Written Notice form Use this form: • Prior to any evaluation/assessment to determine eligibility • At the conclusion of an eligibility evaluation/assessment once the multidisciplinary team determines if a child is eligible or ineligible. • For all IFSP Meetings. • To document all proposed or declined changes in service – including parent initiated changes in service. • Transition Planning Conference See the attachment in the “Grab-n-Go” section titled PWN.2017.TipSheet.docx MA Department of Public Health Division for Early Intervention October, 2017

19. Resources Resources available to support staff may be found at: www.dropbox.com/sh/cpewylr7bcoefyv/AAA89_dDxWMwa0mb7Jj7gZ3fa?dl=0 Click the “IFSP 2017 Documents” folder and then the “Procedural Safeguards” folder • PowerPoint Handout • PWN grid • FAQ • PWN Tip Sheet MA Department of Public Health Division for Early Intervention October 2017