EXAMPLE PROVIDED BY: Bridges for Families Birth to 3 Program

Service Coordinator Checklist for Children Transitioning to Madison Public Schools

Created July 2002

Revised July 2003

RESOURCES

• Video describing the options available through MMSD Early Childhood program. Available in English and Spanish. Each service coordinator has one, each office has one.
• Video: Transition: A Time of Growth This video describes the process of transition, talks about emotions that might be experienced, looks at options, includes some helpful hints. Highlights a few families. This video was developed for national distribution. Video in English and Spanish. Video needs to be checked out of WPDP library, in cabinet in student room, Tape #13.
• Tours of early childhood classrooms. Contact person varies per early childhood site. Following is the list of early childhood sites as of Spring 2003. Sites may change from year to year. MMSD will arrange an interpreter if one is needed.
  • Lapham - Paula Avelero, SW available in AM to do tours
  • John Muir - teachers do tours
  • Glendale - Mary Nellis does tour of program for children with hearing impairments
  • Red Arrow Trail-Thoreau - teachers do tours
  • Elvehjem
• Step Ahead at Age 3 booklet. Booklet available in English. Located in T101
• Family matches. Email other staff for names of families who would be willing to talk to a family who is going through a transition. Need permission to give out names/phone numbers of either family before doing so.
• Go over outline of transition steps document. This document needs to be modified for each child. Input what reports will be shared, providers working with the child and dates of meetings.
• WI FACETS: Provides training and information to parents to help them participate effectively with professionals in meeting the educations needs of children with disabilities. Toll free: 877-374-4677, www.wifacets.org, or email wifacets@execpc.com. Brochures in Family Resource Room (english/spanish)

EVERY FAMILY'S TRANSITION SHOULD BE PERSONALIZED, BUT THE FOLLOWING ARE GUIDELINES FOR HANDLING TRANSITIONS TO THE MADISON SCHOOLS

STEPS PRIOR TO TRANSITION MEETING

• At each IFSP transition should be discussed and plans made for the next 6 months. If plans are made this should be noted on transition page of IFSP. Resources used by the family should be noted in notes or on the IFSP transition page. Discuss with family what resources are available ask how they want to receive the information. Different options include: phone calls, home visit, sending resources followed by contact.
• When the child is around the age of 2- years (or earlier by parent request) consult the MMSD calendar which follows: If a child's 3rd birthday falls in the Hold a transition meeting in: following month:
  • January: September
  • February: October
  • March: November
  • April:December
  • May: January
  • June: February
  • July: March
  • August: March
  • September: April
  • October: May
  • November: before June 1st
  • December: September
• The above table will serve as a guide as to when a transition meeting should occur considering the date of a child's 3rd birthday. Contact the family or discuss at the IFSP closest to the child's 2nd birthday, if the family wants a transition meeting with the schools. The family does not need to refer during the month suggested by the above calendar but they should be aware that the process from time of the transition meeting to placement can take up to 90 days. BFF can be a part of transition process until the child's 3rd birthday. A family can refer their child for a transition meeting through BFF anytime prior to their child's 3rd birthday. A delayed referral, less than 90 days prior to the 3rd birthday, may result in a gap of services. After their 3rd birthday they can refer their child directly.
• If family wants to set up a transition meeting and you have their verbal or written permission to contact the schools, refer to the transition calendar for the dates and times school district reps have available. If none of these dates and times work for family contact reps for alternative dates and times. Once date and time are confirmed with family
  • email date, time, child's name, DOB, parents names, address and phone number to school reps. Include who is the legal guardian.
  • Enter the child's name, and your name as service coordinator into the transition calendar.
  • Email team with date and time of transition meeting. It is their responsibility to have evaluation reports that are dated within 6 months of the transition meeting available for the service coordinator to take to the transition meeting. If report will not be done by time of transition meeting the provider should let service coordinator know when to expect it º write contact log note with date and time of meeting and contacts you have made which relate to this meeting, note that you have verbal or written release to contact Madison Schools.

PREPARATION FOR TRANSITION MEETING

• Consider resources available to help prepare family for transition meeting. See first page of this document labeled: Resources.
• It is helpful if family has information regarding first 3 points under the next section (Service Coordinator's Responsibilities during Transition meeting). A discussion of options through Madison schools early childhood program may be helpful (i.e., classroom, itinerant to community or home, resource option). The Madison schools video also outlines and describes these options.
• Family should have a copy of the birth certificate for school reps to see (this is needed to start the referral through MMSD's computer system). If a birth certificate is not available reps can verify the DOB from BFF reports. Other documents can be used including a baptismal certificate. An immunization record is helpful to have in order to complete enrollment forms. A child cannot start in an early childhood program without this form completed.
• Discuss with family what records should be transferred to Madison schools at the time of the transition meeting.. Usual records include the IFSP, and BFF evaluations. The latest BFF evaluations cannot be more than 6 months prior to the date of the transition meeting. The initial report may be helpful because it provides background information shared at the time of the initial intake. Discuss with the family what reports may be helpful in regards to transition. Some families may not want all evaluation reports transferred due to private or medical information they do not want shared with the schools or information that no longer pertains to their child's current developmental status.
• If reports do not give information that spans all developmental areas, the family could fill out the CDI (Child Development Inventory). This would provide a parent's perspective on a child's development and provide sufficient information for Madison schools in areas of development where there is no concern OR an area where there is concern but a BFF provider is addressing multiple areas of development. CDI forms, test manual, scoring sheets and templates are in the T101 behind the door. Family completes questionnaire, service coordinator scores and shares results and family decides whether to provide information to Madison schools.
• We can't release outside agency reports from our files to Madison schools but a family may request you copy outside reports so at the time of the transition meeting the family can give them to the schools. In particular audiology, vision reports are helpful. The family could also sign a release for Madison schools to access outside reports at the time of the transition meeting.
• Provide interpreter if needed
• If the family would like someone from Madison schools evaluation team to meet their child even though a review of records might be enough to determine eligibility, a family can share this at the time of the transition meeting.

Expectations of Service Coordinator during the Transition meeting.

• Introduce Madison schools representatives
• State the purpose of the meeting:
  • to share information regarding EC program
  • explain process for referral
  • give the family opportunity to ask questions.
  • if the family wishes they can share information about their child and refer their child to Madison schools for an evaluation.
• It is helpful to also share the following points with everyone at the beginning of the meeting.
  • Madison school reps only have your child's name and DOB this is for confidentiality reasons
  • eligibility criteria for Bridges and Early Childhood are different; a child who qualifies for Bridges does not necessarily qualify for Early Childhood
  • children who qualify for Early Childhood will be receiving services through the special education department and they are determined have a disability.
  • The "evaluation" of their child will start with a review of existing records from Bridges and through outside agency reports. Many times this will be enough information to determine whether their child is eligible for early childhood services through the schools. Sometimes additional information is needed and separate evaluations with Madison school staff may occur.
  • process can take up to 90 days from the day of this meeting to IEP meeting.
• If there are restrictions on a BFF staff person's schedule regarding day and time of IEP meeting it can be shared at the transition meeting. Be aware that the priority is to schedule the meeting to meet the family's needs and especially with larger teams it is difficult to find a time that works for all.
• If xerox records from BFF are not complete or current let Madison schools know when to expect these documents.
• At the time of the meeting a release for Madison schools should be signed, a copy given to Madison schools, a xerox sent to the family.
• Pink copy of Madison schools transition steps completed by reps at time of transition meeting should be filed in child's chart.
• If family chooses not to refer, school reps will discuss with family next steps and write them up. Copy of next steps should go in child's file.

AFTER REFERRAL IS MADE, BEFORE IEP MEETING IS HELD

• Family will be contacted by chair person of IEP to decide on date and time of meeting. An interpreter will make this call if the family does not speak English. If the family would like someone from the Madison schools evaluation team to meet their child this would be a good time to discuss it. Sometimes a provider may come to a family's home prior to the IEP, or may meet a child at their child care center, or if IEP is in the family's home the team could meet the child then.
• Chair person will contact service coordinator by email with names of IEP team members, IEP date, time and location
• Service coordinator forwards above message to BFF team members. It is the responsibility of team members to contact their Madison schools counterparts and provide updated information. This information should be in writing via mail or email. When using email make sure to cc the information to the IEP chair. If you are sending information through the mail follow these guidelines: 3 weeks or more before IEP send information to Madison schools. Update should be from time last evaluation report was written. If possible contact should be 2 weeks prior to IEP meeting. If possible let person know if you will be attending the IEP meeting.
• If an IFSP revision occurs prior to the time of the IEP, service coordinator should send a copy of revised pages to the IEP chairperson
• Verify with family who they would like at the IEP meeting. Let chairperson know if additional people such as students will be in attendance at the IEP.

IEP MEETING

• Service coordinator attend IEP meeting if requested by family.
• During meeting be available for clarification of information, provide additional explanation of process if you feel it is needed, based on past conversations with family help to see that their question, concerns and priorities are addressed.
• Early childhood services typically start within a week of the child's 3rd birthday. Exceptions include:
  • when MMSD does not have a full 90 days prior to 3rd birthday and more time is needed to complete the IEP
  • when a child's 3rd birthday is during the month of May. The child will continue to receive services from Bridges until the end of that school year if an IEP is in place. Their IEP will start with the beginning of the school year in the fall.
  • when a child's 3rd birthday is in September. The child will start in their early childhood program with the start of the school year in the fall if an IEP is in place either before the end of the previous school year or completed by a summer IEP team.
  • children enrolled in the phonology class at John Muir may start later than their 3rd birthday or later than the start of a school year depending on what rotation they are in for the phonology class.

CONSIDERATIONS FOR SUMMER IEP'S AND SUMMER REFERRALS

• IEP's held during the summer months are similar but the chairperson may be different. You may need to keep in touch with family about when IEP is because chairperson may not know to contact you or may not do so in a timely fashion.
• During the summer months if a family chooses to refer their child to Madison schools they can either call directly or the service coordinator can send a brief description of the referral along with a signed release for Madison schools, the IFSP and appropriate evaluations into administration. It is helpful to send along a copy of the birth certificate, the schools will shred it once it has been reviewed. A transition meeting will not be held for these families. Family will be contacted by Madison schools once school resumes in the fall.

THROUGHOUT THE PROCESS

• Be available by phone, email to answer family's questions on transition
• Remember that transition information is new and encourage a family to ask questions along the way. A phone call prior to the transition or IEP meeting may give you the opportunity to clarify the steps that come next. Do not be surprised if a family asks clarifying questions of Madison schools staff during meetings concerning material you have already covered.
• Contact may be helpful after meetings or once school services have begun.