1. Service Coordinator Training
Sheila Ventrice MS, SDL, Acting Director
Lisa Carbone, Assistant Coordinator of Special Education
Kelly Ralph, LMSW, Assistant Coordinator of Special Education

2. Service Coordination Definition
Title 34 of US Code of Federal Regulations
Functions of Early Intervention Service Coordinator
Responsibilities of a service coordinator

3. Confidentiality Must comply with: Procedures that must be followed:
Family Education Rights and Privacy Act (FERPA)
Title II-A of Article 25 of PHL
Procedures that must be followed:
Early Intervention Program Memorandum Early Intervention Program Records

4. Initial Service Coordination
This process is handled by Suffolk County Department of Health.
Initial Service Coordination

5. Ongoing Service Coordination
Starts the day after the initial IFSP
Responsibilities:
Secure providers – must contact other agencies if your agency has no provider available
Insure all services start timely
Within 30 days of the IFSP meeting –federal indicator
Obtain prescriptions – one for each service requiring a prescription
Discuss with the family concerns, priorities and availability.
If any services are not in place by the 21st day please notify the EIOD.

6. Ongoing Service Coordination
Contact family to confirm that services have started
Send confirmation of services and child’s schedule to EIOD

7. Ongoing Service Coordination
DOCUMENT, DOCUMENT, DOCUMENT!!!!!
Contact the family at a minimum once a month.
Gather all supporting documentation (prescriptions, progress reports, requests for review, etc.) and upload them to the child’s integrated home page on NYEIS. Contact the EIOD to let them know that you have attached something in NYEIS.

8. Ongoing Service Coordination
Coordinate IFSP meetings
Parent and EIOD availability
Home or office meeting
Advise EIOD of meeting date so EIOD can send notice to family and providers
Obtain current insurance information
Collect three and six month progress notes
Attach in NYEIS
Make sure parent has a copy

9. Ongoing Service Coordination
EIOD facilitates the meeting. If the meeting is held at home the OSC needs to bring the following: 1. First and last page of the IFSP 2. Insurance forms 3. Child and Family Rights If needed: Transportation form 1. bus, PMR and W-9 Prescription Assistive tech form 1. Justification and IFSP page 7 Respite form Nutrition form – nutrition services require a prescription

10. Insurance
Website--
Must be updated at each IFSP meeting or if the child’s insurance changes.
Obtain copies of both sides of the new insurance card.

11. Insurance

12. Insurance

13. Insurance

14. Develop Transition Plan
Contact(s) with Parents:
Introduce transition planning for all children
Discuss CPSE and/or other supports and services
Explain CPSE opt-out policy and deadline for objecting (30 days)
Provide written opt-out policy/information
Obtain parental consent /declination for Transition Conference
At IFSP closest to 2nd birthday:
Develop Transition Plan
Plan for referrals
Plan steps to help child adjust to new settings
Plan steps to prepare program staff
Plan other steps to transition
Provide information on CPSE eligibility/process /services
If potentially eligible:
At least 120 days prior to the child’s 3rd birthday, send district:
Notification
Invitation to transition conference (if parent consents)
Carry Out Transition Activities
Additional meetings with CPSE or other program staff
Assist parent to obtain information about and/or visit programs
Carry out steps to help child adjust to new setting
Carry out steps to prepare program staff who may be providing services to the child in new setting
Assist parent with CPSE referral and registration
Referral to other programs and services
Obtain consent for release of records
Attend CPSE meeting
TRANSITION PROCESS
Child's Birthday
Date Child First Eligible
Notice to CPSE
Transition Conference
Last month recommended for Referral to CPSE
Last Date to Receive EIP Services
January to June
January 2nd
At least 120 Days prior to child's 3rd birthday
At least 90 Days prior to child's 3rd birthday
3 months prior to child's 3rd birthday
31-Aug
July to August
July 1st
September to December
1-Jan

15. Transition Forms

16. Transition Forms

17. Transition Forms

18. Transition Forms

19. CPSE Meeting
Ongoing must attend the CPSE meeting. The following forms must be completed: 1. CPSE classification notice signed by both the chairperson and the parent. 2. IFSP review page (form 10) 3. New Transportation Forms If services need to be changed an IFSP meeting needs to be scheduled.

20. CPSE Forms