Your Questions Answered
Early Intervention Practices
CAN A HYBRID MODEL (A COMBINATION OF VIRTUAL AND IN-PERSON VISITS) BE USED WHEN A PROGRAM HAS LIMITED THERAPY HOURS AVAILABLE DUE TO STAFF SHORTAGES?
Programs are required to provide services in the natural environment. For the Birth to 3 Program, this now includes the allowance of virtual/telehealth services. Programs can explain to a family why the program is recommending/needing to provide virtual services. If staffing is the only reason, then it is important for the program to tell that family how the program is working to address the circumstances resulting in the need to use of telehealth/virtual services. Families must be provided with “prior written notice” (PWN) for any decisions made about services and how they will be delivered. Informed consent is given by signing of the IFSP, which includes PWN documentation. Programs are required to provide services in the natural environment. For the Birth to 3 Program, this now includes the allowance of virtual/telehealth services. Programs can explain to a family why the program is recommending/needing to provide virtual services. If staffing is the only reason, then it is important for the program to tell that family how the program is working to address the circumstances resulting in the need to use of telehealth/virtual services. Families must be provided with “prior written notice” (PWN) for any decisions made about services and how they will be delivered. Informed consent is given by signing of the IFSP, which includes PWN documentation.
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IS TELEHEALTH “FUNCTIONALLY EQUIVALENT"? WHEN IS IT APPROPRIATE TO USE TELEHEALTH?
A discussion among the team, including the family, needs to occur to determine if services can be provided with functional equivalence (see definition on page 29 of the Operations Guide) via telehealth/virtually. The IFSP team, including the family, will determine if services delivered via telehealth meet the definition of functional equivalence and can effectively meet the child and family’s needs. It is important to remember that a service provided virtually may work for one family or child, however, not be appropriate for another family or child based on the unique needs of the family and child. To determine the effectiveness of services, it is important for teams to evaluate and discuss progress towards IFSP goals and the strategies that have been used; this is particularly important with virtual/telehealth services. If progress is not being made as expected then virtual/telehealth may not be functionally equivalent for that service, strategy, outcome, child, or family.
R#152
FOR JOINT VISITS, DOES EACH VISITOR NEED TO COMPLETE THEIR OWN HOME VISIT SUMMARY, OR CAN THEY COMPLETE ONE TOGETHER?
There is no requirement to have multiple notes/home visit summaries. In most cases, the home visit note/summary includes the providers that were present. The note/home visit summary should include information about the strategies worked on with both home visitors when conducting joint visits.
WHAT ARE THE GUIDELINES FOR BRINGING ADAPTIVE EQUIPMENT INTO THE HOME?
RESource shared the IDEA 303.13 section that discusses the responsibilities of Early Interventionists in regard to assistive technology. We discussed issues that providers should consider prior to bringing in adaptive equipment such as whether the family already has something that might work to support the child, and if the equipment can effectively be incorporated into family routines. We referenced Key Principle 1 and the ECTA document that outlines what services in natural environments look like and does not look like in practice. There is also a tip sheet in development to further support this topic in the future.
HAS THE WISCONSIN BIRTH TO 3 PROGRAM ADOPTED A SET OF CORE VALUES?
There is not a current state document that outlines separate core values of the WI Birth to 3 Program. However, The Wisconsin Birth to 3 Program Guiding Principles outlines what we believe to be important as we make decisions and serve the families in our program.
- Children’s optimal development depends on their being viewed first as children and second as children with a problem or disability.
- Children’s greatest resource is their family.
- Parents are partners in any activity that serves their children.
- Just as children are best supported within the context of family, the family is best supported within the context of the community.
- Professionals are most effective when they can work as a team member with parents and others.
- Collaboration is the best way to provide comprehensive services.
- Early intervention enhances the development of children.
In addition to these principles, the Wisconsin Birth to 3 Program also holds true to the 7 Key Principles of Early Intervention. You can learn more by watching our 7 Key Principles Video.
HOW CAN WE EXPLAIN OUR SERVICE DELIVERY TO LEAS AND OTHER PARTNERS?
This can be tricky. We know that we provide services in a way that is best for infants and toddlers, but how do we explain that to others? To help, check out the two resources linked below (and more!) in the early Intervention Practices Category of the EI in WI Resource Library.
Dathan and M’Lisa’s Top 10 Misconceptions About Coaching
Script for Explaining Evidence Based Early Intervention Model
OUR TEAM IS PLANNING TO COMPLETE A BOOK STUDY TOGETHER. ARE THERE DISCUSSION QUESTIONS AVAILABLE?
We are excited to hear that counties want to hold book studies with their teams. RESource is happy to help! We have developed Book Study Bundles in response to requests like this. These bundles are available on EI in WI. The links below will take you to the bundle of your choice:
Coaching Book Study
Teaming Book Study
Pause and Reflect Book Study
What Happened to You Book Study
Can a Birth to 3 Program provide a therapy service to a family if they are receiving outpatient therapy services for the same discipline?
Yes, the same Birth to 3 Program therapy service and outpatient therapy service may be provided simultaneously. IFSP services, identified by the IFSP team as being necessary to meet the IFSP outcomes, must be offered to the family. It is the responsibility of the Birth to 3 Program to have conversations with the family on how best to meet their needs when receiving services from two therapy providers of the same discipline. Reach out to TAC with any follow up questions.
CAN A BIRTH TO 3 PROGRAM THERAPIST (OT, PT, SLP) PROVIDE SERVICES TO A CHILD WITHOUT A PHYSICIAN'S SIGNED AND DATED PLAN OF CARE (POC) RETURNED?
Yes, services can be provided by Birth to 3 Program therapists when the service has been identified on the IFSP as a necessary service. The Birth to 3 Program does not require therapists (OT, PT, SLP) to have a physician’s signed and dated plan of care before providing services. Providers are responsible for knowing the requirements of their respective licenses. Please contact TAC with any follow up questions related to this issue.
CAN A BIRTH TO 3 PROGRAM THERAPIST (OT, PT, SLP) BILL MEDICAL ASSISTANCE FOR SERVICES PROVIDED WITHOUT A PHYSICIAN’S SIGNED AND DATED PLAN OF CARE (POC) RETURNED?
No, Medical Assistance (MA) requires a signed and dated POC to bill for services provided. The POC must be submitted every 90 days. Please reference ForwardHealth Topic #2776. If you have follow up questions, please contact TAC.
Is it acceptable to use an electronic signature on a Plan of Care (POC)?
Yes, for Wisconsin Medicaid, an electronic signature is acceptable on the POC as long as the signature meets the requirements outlined in the ForwardHealth Online Handbook Topic #16157.
For other 3rd party payors, providers should check the specific payor policy for information related to electronic signatures.
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In addition to the Plan of Care (POC), do we need to have a new prescription filled out every year for children receiving OT, PT, or SLP?
No. When billing medicaid, the prescription is valid for one year. If services are ongoing, the 90-day physician signed POC serves as the prescription (ForwardHealth Online Handbook Topic #2775 and Topic #2776).
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Evaluation and Assessment
I HAVE QUESTIONS ABOUT SCORING MY ELIGIBILITY TOOL.
We have received several questions about scoring both the DP-4 and the DAYC-2, so we have created the DP-4/DAYC-2 Scoring Guide to answer some specifics! If you have specific questions that are not answered through the scoring guide or would like to have a conversation about a specific scenario, please submit a request for PD/Support.
TO ADD A JOINT VISITOR TO AN IFSP, DOES THAT JOINT VISITOR NEED TO COMPLETE AN ADDITIONAL DISCIPLINE SPECIFIC EVALUATION?
An initial evaluation is completed with the child and family to determine eligibility for the Wisconsin Birth to 3 Program. This means that a child is eligible for the Birth to 3 Program and NOT an individual service or discipline. So, completion of an additional discipline-specific evaluation is not needed to add a service to the IFSP. Please note, insurance providers may require specific assessment information and/or documentation in order to reimburse that service.
WHEN IS IT APPROPRIATE TO RE-EVALUATE A CHILD IF THEY DON'T INITIALLY QUALIFY FOR BIRTH TO 3 PROGRAM?
Many evaluation tools will have guidance included within the manual regarding re-administering the test, so it would be important to check for this. If there is no specific guidance, the general rule is that it is best to wait at least six months to retest or until the child is in the next chronological age group – especially when using norm-referenced charts to obtain standard scores. If the child has not regressed in skills, you might want to anticipate whether current skills would reach the threshold of delay before proceeding with re-administering the evaluation tool. As always, decisions about completing a re-evaluation should be discussed with your team – which includes the parent. Keep in mind, if a child is not found eligible, the service coordinator must offer to rescreen the child within six months – there is no requirement regarding completing a re-evaluation using an evaluation tool. The team may also consider informed clinical opinion – or the use of professional expertise and experience in combination with the assessment to determine eligibility.
WHERE IS IT WRITTEN THAT WE SHOULD ADJUST FOR PREMATURITY WHEN DETERMINING ELIGIBILITY FOR THE BIRTH TO 3 PROGRAM?
With regard to eligibility for the Birth to 3 Program, each evaluation tool will indicate if you are to adjust for prematurity. With the DAYC2, for example, it indicates in the manual that premature children were included in their norm group and that you do not adjust for prematurity for scoring purposes, etc. Other tools will also indicate if you are to adjust for prematurity. Having said that, I am sure you are aware of the diagnosed conditions list and becoming eligible through one of the categories in ‘chart 1.’ Please see page 3 of the Diagnosed Conditions and Atypical Development Guidance for Wisconsin’s Birth to 3 Program document. This shows the level of prematurity needed to qualify for the Birth to 3 Program in Wisconsin.
ONCE A CHILD IS DETERMINED TO BE ELIGIBLE FOR THE BIRTH TO 3 PROGRAM, DO THEY RETAIN THEIR ELIGIBILITY UNTIL THEY TURN 3 YEARS OLD?
Not necessarily. When a family of a child who has been determined eligible for early intervention services based on an EI team evaluation moves to another county, the child shall remain eligible for services in the new county of residence on the basis of the original determination of eligibility. DHS 90.08(8)
If after an extended period of time, a family contacts the same or different county Birth to 3 Program regarding developmental concerns for their child after exiting the program, the program follows the same county process for new referrals and determining eligibility. Any follow up questions can be directed to TAC.
IFSP Development
MY TEAM WOULD LIKE GUIDANCE AROUND WRITING MEASURABLE IFSP OUTCOMES.
IFSP outcomes are required to be measurable – meaning they should be observable or countable. In the Wisconsin Birth to 3 Program fillable IFSP template, the entirety of the Child/Family Outcome page creates a complete picture of the IFSP outcome including requirements such as criteria (how will the outcome be measured/what is the standard to measure against), procedures (how will we get the child/family there?), timelines (when is the outcome expected to be completed, progress to be assessed, and need for modification to be determined?) For additional support, please see the Instructions for Completing Wisconsin’s Individualized Family Service Plan found in the Forms and Publications tab of the DHS – Birth to 3 Program website. We also strongly encourage you to utilize RESource’s IFSP Outcomes Bundle. Additional resources for IFSP Outcome writing:
ECTA Tool: Enhancing Recognition of High Quality, Functional Outcomes
Quality IFSP Outcomes Quick Reference Guide
Example Participation-Based Outcomes
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Leadership
ARE THERE RESOURCES THAT EXPLAIN TO DOCTORS THE REFERRING PROCESS WHEN THE REFERRAL HASN'T COME FROM THEM?
Yes, as part of their First 1,000 Days Outreach Campaign DHS created the following two resources to support county programs in having these conversations:
Wisconsin Birth to 3 Program Conversation Checklist for Health Care Providers
Tips for Birth to 3 Program Referrals
WE ARE STRUGGLING TO FILL AN OPEN POSITION ON OUR TEAM. ANY ADVICE?
We understand that this is an ongoing challenge for some programs. You may find it helpful to talk about this issue with your colleagues at an EI in WI Community of Practice (click here to register). RESource continues to work to connect higher education programs to the Wisconsin Birth to 3 Program. We hope this makes new grads more aware of career opportunities within early intervention. It may be helpful to contact the state professional organizations – WOTA, WPTA, and WSHA. You may also have luck using websites such as Indeed and LinkedIn.
HOW CAN I ORIENT NEW STAFF TO THE BIRTH TO 3 PROGRAM?
EI and WI is here to help! Send your new staff to the New to EI page on this website and ask them to take our 100 Day Journey!
Does RESource offer any support to counties who want to reach out to their local medical providers about the Birth to 3 Program?
Yes, RESource has templates and materials to help. Reach out through a PD request if you would like to meet virtually to brainstorm how this outreach might look for your specific community.
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New to Early Intervention
WHAT IS THE BEST WAY TO FIND OPEN POSITIONS WITHIN WISCONSIN'S BIRTH TO 3 PROGRAM?
We would encourage people to use this DHS webpage to access the Administrative Contact or Program Coordinator in the counties that they may be interested in. These people would be a good source of information about job postings at the county level. In addition, each discipline can contact the Wisconsin chapters of their professional organizations (WOTA, APTA Wisconsin, and WSHLA).
OSEP Child Outcomes
DO OUTCOME RATINGS AUTOMATICALLY TRANSFER WHEN A CHILD MOVES FROM ONE COUNTY TO ANOTHER COUNTY?
When a child transfers to another county the exit ratings from the previous county get pulled over and become the entry ratings for the new county. This occurs once the new program has added a file for the child by using the “Search” function in PPS (by searching for the child using the first and last initials and date of birth) and clicking the “Add” button.
IN TERMS OF CHILD OUTCOMES RATINGS, WHEN IS A SCORE OF 8 APPROPRIATE?
There are only a couple places that the use of 8s are mentioned in formal Birth to 3 Program documents. The Program Participation System (PPS) User Guide mentions the use of 8s on pages 22 and 31. In both places, it mentions 8s being used when ratings are not applicable but it doesn’t specify situations that are not applicable. Additionally, the Wisconsin Birth to 3 Program County Determination Results and Compliance Matrix Instructions (see page 2) talks about use of 8s similarly in the data quality section. Here it mentions there being a data error when using 8s for a child that has been enrolled for more than six months and 8s were used. In addition to those resources, the state has been generally discouraging the use of 8s since it tends to lead to data quality errors. This was communicated in the most recent round of Child Outcomes training. 8s were originally intended to serve as a placeholder in PPS to be able to move through the system prior to determining a rating. It was also allowable to use 8s when a child was enrolled in the Wisconsin Birth to 3 Program for less than six months (181 days), therefore eliminating their data from being used for federal reporting for indicator 3. Programs are strongly encouraged to provide a rating of 1-7 for each child at entry and exit (regardless of the amount of service or engagement of the family). The only allowable use of 8 is when a child has been enrolled in the Wisconsin Birth to 3 Program for less than 6 months. Again, the use of 8s is discouraged since this practice tends to lead to data errors. Visit the OSEP Child Outcome Category in the EI in WI Resource Library for more support.
Service Coordination
ARE THERE RESOURCES AVAILABLE TO HELP SERVICE COORDINATORS LEARN MORE ABOUT THE FOSTER CARE SYSTEM?
First, connect with your county’s foster care team – it is helpful to know how things work in your local system. They may also have some great resources! Also, consider visiting the Wisconsin Child Welfare Professional Development System website – there you will find training in many areas related to foster care. This would also be a great topic to bring up at the next Service Coordinator Community of Practice meeting. You can sign up for the next round of CoPs HERE.
R#194
IF A FAMILY IS ENROLLED IN BOTH CHILDRENS LONG TERM SUPPORT (CLTS) AND THE BIRTH TO 3 PROGRAM, ARE THEY EXEMPT FROM THE BIRTH TO 3 PROGRAM COST SHARE?
Correct, the county administrative agency may not assess an annual Parental Cost Share for the Birth to 3 Program if the parents have financial liability for other services subject to the Uniform Fee System under Wisconsin Administrative Code DHS 1 provided to the child(ren) in the Birth to 3 Program (i.e. CLTS).
R#175
CAN WE BILL FOR TARGETED CASE MANAGEMENT (TCM) AFTER A CHILD TURNS 3?
The Birth to 3 Program is not allowed to bill for TCM time that occurs after the child has left the program, in this case, has turned three. The last day you can bill TCM for through the Birth to 3 Program is the third birthday. There may be other programs that the child can pursue after age three and still get TCM—CLTS, CPS, etc.
Providers are required to comply with Medicaid requirements (Wis. Admin. Code chs DHS 101-108) and Birth to 3 early intervention rules (Wis. Admin. Code ch. DHS 90) when billing for case management services under the Birth to 3 Program.
R#173
CAN A CHILD BE ENROLLED IN EARLY INTERVENTION IN 2 DIFFERENT STATES AT THE SAME TIME? FOR EXAMPLE, IF A CHILD’S MOTHER LIVES IN WISCONSIN AND A CHILD’S FATHER LIVES IN MINNESOTA CAN THE CHILD BE ENROLLED IN BOTH STATES?
A child can only be in one state’s Part C early intervention program at a time as each state receives funding based on the number of children enrolled. If a child receives Medicaid/Medical Assistance (MA), the state providing MA would be the state to provide early intervention services. If Wisconsin is the state providing services, we recommend ongoing communication with both “parties” by the Birth to 3 Program.
R#154
WHAT HAPPENS IF DIVORCED PARENTS, WHO HAVE 50/50 CUSTODY AND PLACEMENT, DO NOT AGREE ON BIRTH TO 3 SERVICES? ONE WANTS EARLY INTERVENTION SUPPORT AND THE OTHER DOES NOT WANT THEIR CHILD INVOLVED IN BIRTH TO 3.
In these cases, the Birth to 3 Program does not choose sides, programs typically inform the parents that they (the parents) need to determine how to proceed and then let the Birth to 3 Program know. That may mean the parents go back to mediation or to a court for judgment to determine who can legally make the determination for services. However, only one parent’s signature is required for consent. Services would be provided with the signing parent. Please see the IDEA Part C Regulations § 303.7 for more information.
R#127
CAN A FAMILY RECEIVE SERVICE COORDINATION ONLY AS AN IFSP PLAN?
UPDATED RESPONSE: Based on the regulations for service coordination services, a family should not only participate in service coordination. According to IDEA Part C federal regulation 303.34(b), service coordinators are responsible for assisting families in obtaining access to needed early intervention services identified on the IFSP and coordinating, facilitating, and monitoring the delivery of services.
It would be highly unlikely that any child’s IFSP would list only service coordination. One example would be a child referred to the Birth to 3 Program within 45 days of turning three and the family only wants support with transitioning to the LEA. Services on the IFSP are a team decision. In all instances the full team would be offered to the family (even if the SC is helping with transition for a child referred within 90 days of turning three).
Even if the “primary coach” is the service coordinator, the child would still be offered the full team (for team meetings) to support the service coordinator when only service coordination might be appropriate. The team may also recommend other team members (not the SC) to do ongoing assessment with the child and family and how often. The team would be used to rate the child at entry and at exit for the child outcomes rating process.
R#117
CAN COUNTY PROGRAMS WAIVE A FAMILY'S PARENTAL COST SHARE?
County Birth to 3 Programs are able to modify parental cost share for families. If the county has determined that a family does have a parental cost share, the parental cost share system does allow for a modification per Wis. Admin. Code § DHS 90.06(2)(i)(4), which states that counties are responsible for informing parents of their right to request a waiver of the parental cost share in part or in whole if the request is based on unique circumstances of the child or family. A family may request a modification to their parental cost share if their “ability to pay” is different.
The process of modifying or waiving a family’s parental cost share is a county process. It usually involves a form and input from or sign-off by fiscal staff or leadership in the county. Each county’s Birth to 3 Program should have a policy and procedure in place for how a family can request a modification and the equitable process of approval/denial of requests.
R#103
WHEN IS VERBAL CONSENT ALLOWABLE AND WHEN IS WRITTEN CONSENT REQUIRED?
UPDATED RESPONSE: Whenever consent is required by law from the legal guardian, written consent is required. Verbal consent was only allowable during the pandemic; that flexibility ended as of June 2023
DO ELECTRONIC SIGNATURES MEET DHS REQUIREMENTS?
An electronic signature is acceptable to the Birth to 3 Program to conduct our activities. This is referenced in the WI Birth to 3 Program Operations Guide, in section 12.1.2 Consent.
CAN A PARENT UNDER THE AGE OF 18 LEGALLY PROVIDE WRITTEN CONSENT FOR BIRTH TO 3 PROGRAM SERVICES?
Yes, in the Birth to 3 Program there is no requirement that the “parent” be an adult or that the parent be 18 years of age or older. Unless a biological parent’s parental rights have been terminated or they are not the legal guardian, the biological parent is the parent that would provide written consent. DHS 90.03(26)
R#246
ARE THERE ANY STATE RECOMMENDATIONS OR GUIDELINES FOR ACTIVE CASELOAD SIZES FOR BIRTH TO 3 PROGRAM SERVICE COORDINATORS?
DHS does not provide guidance or recommendations for active caseload sizes due to variability in county program structure and staff roles, but does encourage consideration of the following:
- Assigned service coordinator roles and duties
- Organization and structure of the program
- Travel and county geography
- County population
- Available human resources
- Level/intensity of family need
R#229
When parents share 50/50 custody and placement in two different counties, do both county Birth to 3 Programs enroll and serve the child and their family?
No. The Wisconsin Birth to 3 Program is a statewide early intervention program. A child cannot be enrolled in two counties at the same time. When a child’s parents live in different counties, the county Birth to 3 Programs will confirm both placement and custody. In Wisconsin, child placement refers to where the child lives, whereas child custody is the legal decision-making authority for the child. If both parents in fact have 50/50 placement and custody, the child will be a participant in one county Birth to 3 Program. One IFSP should be developed including outcomes from both parents. The two county Birth to 3 Programs, with the family, will need to determine which county Birth to 3 Program will be considered the county of responsibility.
The county of responsibility conducts all Birth to 3 Program activities (evaluation, IFSP development, provision of services, transition). Services could be provided by the county of responsibility through travel to the other county or remote services. Another option is to enter into a written MOU/contract or agreement with the other county Birth to 3 Program for any services provided to the parent living in that county. Lastly, the county of responsibility will be responsible for PPS data entry.
— Custody matters can be complicated; if you need help navigating a situation, please contact TAC.
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Are Release of Information (ROI) forms required when sharing information about a child referred to or enrolled in the Birth to 3 Program?
Yes. ROIs are required. DHS provides Release of Information (ROI) forms that can be used by programs to meet this requirement:
- Confidential Information Release Authorization F-82009
- Birth to 3 Program System of Payments – Consent to Access Insurance and Authorization to Release Information F-00632
- Consent for Exchange of Information with Local Educational Agency F-21336
Counties may use county-developed forms. County-developed forms must contain all of the elements in the DHS Confidential Information Release Authorization F-82009, and meet the Part C regulation requirements in § 303.414. Please contact TAC with any questions.
When there is a permanent or temporary change in the service provider, is an IFSP review, update, or signed paperwork required?
No. An IFSP review, update, or signed paperwork is not required when there is a permanent or temporary change in the service provider.
The family will be informed in writing about the change in service provider, including the reason for the change and the expected length of time. The family will be informed in advance, provided with the new provider’s name and a brief background, and reassured that the frequency of services will remain the same.
The county program can inform the family in writing using a Prior Written Notice (PWN) form or in another written format. An optional Prior written notice (PWN) form, form F-00315, is available through DHS on the Birth to 3 Program: Forms and Publications web page. Please reach out to TAC with any follow-up questions.
Is a parent's signature required when providing the annual notification of rights regarding their child's records?
No, a signature is not required for Annual Notification of Parent Right Regarding Records. Individual county programs may choose various ways of ensuring parents have received the required annual notification of rights.
Is this new Prior Authorization form (F-11008) intended to be used in the Birth to 3 Program?
No, the Birth to 3 Program should not use PA/TA form (F-11008). This updated form is for use by therapy providers when requesting PA for community-based therapy services. Birth to 3 Program therapy providers (PT, OT, and SLP) should continue to use the PA/B3 (F-11011) form when requesting PA for children in the Birth to 3 Program as outlined in ForwardHealth Online Handbook Topic #2736
R#251
Who is responsible for filling out and turning in Prior Authorization (PA) forms for services?
County programs may establish their own policies regarding the Prior Authorization (PA) submission process. The PA may be submitted by the service coordinator, therapist providing the services, or those administering the county Birth to 3 Program. Providers are responsible for knowing physician prescription and plan of care (POC) requirements for any other third-party billing entities. The state does not establish oversight of the PA submission process.
R#248B
If a child moves to a new county after a referral has been made to the LEA, what closing reason should you select in PPS?
Limited closing reasons are available within PPS once a referral to the LEA has been made. All of the closing reasons include the statement “Child turned 3, referred to LEA…” Select the option that best fits the situation.
R#261
Do the names and roles of all team members have to be included on the IFSP meeting and/or the annual meeting invitation that is sent to the family?
No. The names and roles of all team members do not have to be included in the invitation that is sent to the family. Providing the names and roles of everyone who will attend eligibility, IFSP meetings, and TPCs, when known, is beneficial to the family. See DHS 90.10(4) and DHS 90.10(7)(b) to learn more about the IFSP Meeting and annual review of the IFSP.
R#273
When a Birth to 3 Program service provider changes, do we need to develop a new IFSP, or get a signature from the family?
No, when a provider changes, you do not need to develop a new IFSP or get a signature from a family. The county Birth to 3 Program must inform the family that there will be a change in their service provider. There are a few ways to do this:
- Verbally or in writing,
- Using a Prior Written Notice (PWN) form or,
- Documentation in the PWN section of the services page of the IFSP
R#243
Is a parent's signature required when providing the annual notification of rights regarding their child's records?
No, a signature is not required for the Annual Notification of Parental Rights Regarding Records. County programs should have a means of ensuring that parents have received the required annual notification of rights.
R#249
Transition
WHERE SHOULD TRANSITION PLANNING CONFERENCES (TPCS) BE HELD?
There are no legal requirements that tell us where TPCs should be held. The guidance does say that the Birth to 3 Program is responsible for scheduling the TPC and that the location should be convenient for the family. For more information about Transition Planning Conferences, take a look at the Interactive Transition ToolKit.
CAN THE BIRTH TO 3 PROGRAM PROVIDE THE LEA WITH AN ESTIMATE OF THE NUMBER OF KIDS THAT WILL TRANSITION TO THE SCHOOL DISTRICT?
The LEA notification process provides LEAs with an estimated number of children to expect. Please reference the WI Birth to 3 Program Operations Guide; particularly Chapter 11 on Transition (11.2.1 and 11.2.2 on page 85)
ARE BIRTH TO 3 PROGRAMS REQUIRED TO HAVE INTERAGENCY AGREEMENTS WITH THEIR LOCAL EDUCATION AGENCIES (LEAS)?
Yes, DHS 90.06 provides requirements for local county administrative agencies. These requirements include the requirement for local county Birth to 3 programs to have interagency agreements with “other local agencies.” Please see DHS 90.06(2)(k) for more information related to interagency agreements. If you have any follow-up questions, please contact TAC.
