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Service Coordination Services Policy Index:

Policy #: Distribution: Date Policy Developed: Date Policy Revised: Date Policy Signed: Date Policy Effective: Supersedes Policy Dated: Scheduled Review: Tracking #: Applicable Units: Responsible Authority 1.B.1 Public N/A N/A May 2013 1 (New Policy) All BWEIP Manager

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Purpose:
The purpose of this policy is to define the principles, elements, and scope of service coordination within the Utah Baby Watch Early Intervention Program (BWEIP) and to describe the different models and approaches to service coordination that can be used within early intervention programs.

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Definition(s):
Individual with Disabilities Education Improvement Act (IDEIA):
The Individual with Disabilities Education Improvement Act is the federal law set forth by the United States that governs how states and public agencies provide early intervention special education and related services to children with disabilities.

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Service Coordinator:
A service coordinator is the individual assigned to a child and family who is responsible for coordinating the development of supports and services to assist in the delivery of appropriate EI services.

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Early Intervention (EI):

Early Intervention (EI) refers to programs or services which are selected in collaboration with parents, and are designed to meet the developmental needs of an infant or toddler with a disability and the needs of the family to assist in the infants or toddlers development.

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Individualized Family Service Plan (IFSP):

An Individualized Family Service Plan (IFSP) is a written plan for providing EI services to an infant or toddler with a disability and their family.

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Interim Individualized Family Service Plan:

An interim family service plan allows the provision of EI services before evaluations and assessments are completed for an eligible child and family, in the event the following conditions are met: 34 Parental consent is obtained; and 35 An interim Individual Family Service Plan in developed that includes: 36 The name of the service coordinator who is responsible for implementing the interim IFSP 37 and coordinating with other agencies; 38 The identified EI services have been determined to be an immediate need by the child 39 and the family; 40Evaluations and assessments are completed within forty-five (45) days from initial referral.

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Part C:

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Part C is a formula grant within the IDEIA that assists states in providing EI services for infants and toddlers with disabilities from birth through the age of three (3) and their families.

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Part B:
Part B is a formula grant within the IDEIA that assists states in providing educational services to all children and youth from ages three (3) to twenty-two (22) receive special education and related services.

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Local Education Agency (LEA):

A Local Education Agency (LEA) refers to a local public school district.

State Educational Agency (SEA):

The State Educational Agency (SEA) is the State board of education, agency, or officer primarily responsible for the State supervision of public elementary schools and secondary schools; which is the State Office of Education, Part B Preschool Program.

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Baby and Toddler Online Tracking System (BTOTS):

Baby and Toddler Online Tracking System (BTOTS) is a Utah database application designed to track EI activities and information, assist EI providers in day-to-day activities, encourage compliance with state and federal regulations and simplify compliance monitoring by allowing the BWEIP access to statewide child information.

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Principles and Procedures:

A. Scope of Service Coordination Services: 1.
Service coordination services are those services provided by a service coordinator to assist and enable a child and the childs family to receive the services and rights, including procedural safeguards under Part C of IDEIA. 2. Service coordination services are provided at no cost to the family.

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B. General Service Coordination Services:

1. Each child and family referred to EI services shall be assigned a service coordinator responsible for: a. Coordinating all services required under Part C across agency lines; b. Serving as the single point of contact to help parents obtain appropriate services and assistance; 2. Service Coordination is an active ongoing process that involves:

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a. Assisting parents in gaining access to, and coordinating the provision of EI services;
b. Coordinating the other services identified in the IFSP that are needed by, or being provided to the child and that childs family. through other sources that are neither required nor funded under Part C.

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C. Specific Services Coordination Services:

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Assisting parents of eligible children in obtaining access to needed EI services and other services identified in the IFSP, including making referrals to providers for needed services and scheduling appointments for the child and their families;

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2. Coordinating the provision of EI services and other services such as educational, social, and
medical services that the child needs or is being provided; 3. Coordinating evaluations and assessments; 4. Facilitating and participating in the development, review, and evaluation of IFSPs; 5. Conducting referral and other activities to assist families in identifying available EI providers 6. Coordinating, facilitating, and monitoring the delivery of services to ensure that the services are provided in a timely manner; 7. Conducting follow-up activities to determine that appropriate EI services are being provided, including assuring that the familys resources, priorities, and concerns are being addressed; 8. Informing families of their rights and procedural safeguards;

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9. Ensuring that the provision of verbal and written communications is delivered to the family in 118 their native language or mode of communication, when feasible to do so; 119 120Assisting the child and the family with transition from EI services including: 121 122 a. Notification to the SEA and LEA no sooner than when the child reaches the age of twenty123 seven (27) months and no later than the age of thirty-three (33) months; or thirty-four-and-a124 half (34.5 months for a child referred to EI between thirty-three (33) months but before thirty125 four-and-a-half (34.5) months; 126 127 b. Supporting the family; and 128 129 c. Facilitating the development of a transition plan to preschool, school, or, if appropriate, to 130 other services no sooner than when the child reaches the age of twenty-seven (27) months 131 and no later the age of thirty-three (33) months with information on available service options 132 at: 133 1) Age three (3); 134 2) Steps to exit EI; and 135 3) Any services the IFSP team identifies as needed by the toddler and their family to 136 facilitate a smooth transition. 137 138 d. Participating in the transition conference with the family, LEA representative, and other 139 members of the IFSP team, as needed. 140 141 e. Coordinating the reporting of early childhood outcomes scores at time of exit from EI services.

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D. Qualifications of a Service Coordinator:

1. All service coordinators shall have demonstrated knowledge and understanding about: a. Infants and toddlers with disabilities and/or delays in development; b. Part C of IDEIA and the relevant regulations from Part C; and c. The nature and scope of EI services available through BWEIP, system of payment for services, and other applicable information. Page 3 of 4

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All service coordinators shall be individuals who meet the minimum criteria of an EI specialist I which is:

a. A high school diploma or an equivalent of a GED, plus one of the following: 1) The completion of post secondary school training, such as a certificate of training

in a related field: a) Physical therapy aid; 160 b) Parents As Teachers certificate; and/or 161 c) Child Development Associate. 162 2) The completion of a non-related associate degree or equivalent college 163 coursework; or 3) 164At least two (2) years of experience working with children and families. 165
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E. Models of Service Coordination:

1. BWEIP supports two (2) models of service coordination: a. Primary/Dedicated Service Coordinator: The assigned individual has sole responsibility to carry out all service coordination responsibilities for the child and the family; b. Direct Service Provider: The individual who provides direct services; such as physical therapy, occupational therapy, speech therapy, or special instruction, who also provides service coordination for the child and the family; and/or c. A combination of Models of Service Coordination: An EI program may provide one (1) or more of the above models of service coordination.

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Authority:
R539-2-1 BWEIP State Rule 34 CFR 303.34Service coordination services 34 CFR 303.344(e) Other services 34 CFR 303.344(g) Service coordinator 34 CFR 303.31Qualified personnel 34 CFR 303.521 System of payments and fees

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Related Directive(s):
None

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Revision Log:
May 2012: New policy. As per 34 CFR 303.208, this policy awaits public comment. The policy shall be revised as needed after public comment.

Susan Ord, BWEIP Program Manager

Date

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