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Local Systems Oversight & Management

Woman at Desk

Here you will find resources and tools to help local system managers oversee early intervention activities in their localities, manage their local budgets, support compliance with Part C requirements, and collaborate with other community agencies.

 


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Archived Webinars & Web Tutorials

Screenshot of PowerPoint SlidePreparing for Fidelity Assessment: Observers & Supervisors

Play Webinar

 

Supporting Files

PPT | At a Glance Chart | Coaching in Action Checklist | Coaching in Action Checklist - Tips | Fidelity Assessment Info for Planning | Video Recommendations

 

Complete a survey (required for certificate)

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load (a new window/player will open). Once it's loaded click the play button at the bottom of the player. Need Tech Support?


Screenshot of PowerPoint SlidePreparing for Fidelity Assessment: Service Providers

Play Webinar

 

Supporting Files

PPT | At a Glance Chart | Coaching in Action Checklist | Coaching in Action Checklist - Tips | Fidelity Assessment Info for Planning | Video Recommendations

 

Complete a survey (required for certificate)

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load (a new window/player will open). Once it's loaded click the play button at the bottom of the player. Need Tech Support?


Screenshot of PowerPoint SlidePreparing for Fidelity Assessment: A Local System Planning Webinar

Play Webinar

 

Supporting Files

PPT | At a Glance Chart | Coaching in Action Checklist | Fidelity Assessment Fact Sheet | Info for Planning | Local Coaching Report | Preparation Checklist | Video Recommendations

 

Complete a survey (required for certificate)

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load (a new window/player will open). Once it's loaded click the play button at the bottom of the player. Need Tech Support?


Screenshot of PowerPoint SlideWeb Tutorial: How to Complete Your Mid-Year & End of Year Fiscal Form

Play Web Tutorial

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load (a new window/player will open). Once it's loaded click the play button at the bottom of the player. Need Tech Support?


Screenshot of PowerPoint SlideWeb Tutorial:
How to Complete Your Initial Fiscal Form

Play Web Tutorial

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load (a new window/player will open). Once it's loaded click the play button at the bottom of the player. Need Tech Support?


Screenshot of PowerPoint SlideJust the Facts: What do Those SSIP Activities Really Mean for You?

Play Webinar

 

Supporting Files

PPT | Virginia State Systemic Improvement Plan | SSIP: Timelines by Year | Webinar Guide to SSIP Steps

 

 

Complete a survey (required for certificate)

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load
(a new window/player will open). Once it's loaded click the play button at the bottom of the player.
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Screenshot of PowerPoint SlideMaster the Code: An Introduction to ICD-10 Coding for the Early Intervention Population

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Supporting File

PPT

 

Complete a survey (required for certificate)

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load
(a new window/player will open). Once it's loaded click the play button at the bottom of the player.
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Screenshot of PowerPoint SlidePromoting Effective and Efficient Fiscal Management - Part 1

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Supporting Files

PPT | Family Cost Share Agreement Form - Ex. | Family Cost Share Flow Chart | Temporary Family Cost Share Agreement Form | Funds Request Form | Scenario Handout | Q & A

 

Screenshot of PowerPoint SlidePromoting Effective and Efficient Fiscal Management - Part 2

Play Webinar

 

Supporting Files

PPT | Supplemental Medicaid Handout | Q & A

 

 

 

Screenshot of PowerPoint SlidePromoting Effective and Efficient Fiscal Management - Part 3

Play Webinar

 

Supporting Files

PPT | Contract Balance Spreadsheets | Evaluating TCM Billing | Physician Certification Requirements | Productivity Worksheet | Timelines of Services Tracking

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load
(a new window/player will open). Once it's loaded click the play button at the bottom of the player.
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Screenshot of PowerPoint SlideDigging into Chid Outcome Data –
SSIP In-Depth Data Analysis

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Supporting Files

PPT

 

 

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load
(a new window/player will open). Once it's loaded click the play button at the bottom of the player.
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Screenshot of PowerPoint SlideWhat If...? Understanding Part C Eligibility Determination, Assessment and Transition Requirements Through Scenarios

 

Supporting Files

PPT | Audio File (mp3)

 

 

 

Playback Instructions

This archive can be viewed by downloading both the PPT and the audio file separately. While listening to the mp3 file, click to advance the presentation slides.


Screenshot of PowerPoint SlideUnderstanding the Keys to Billing, Coding, and Documentation for Reimbursement

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Supporting Files

PPT | Handout 1 | Handout 2

 

Complete a Survey (required for certificate)

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load
(a new window/player will open). Once it's loaded click the play button at the bottom of the player.
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Screenshot of PowerPoint SlideJuly 2013 IFSP and Practice Manual Revisions

Play Webinar

 

Supporting Files

PPT | Handout 1 | Handout 2 | Handout 3 | Handout 4 | Handout 5

 

Complete a Survey (required for certificate)

 

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load

(a new window/player will open). Once it's loaded click the play button at the bottom of the player.
Need Tech Support?


Screenshot of PowerPoint SlideCorrection of Non-Compliance Prior to Notification

The purpose of this webinar is to provide information about correction of noncompliance prior to notification.


Play Webinar

 

Supporting Files

PPT | Handout 1

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load
(a new window/player will open). Once it's loaded click the play button at the bottom of the player.
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Screenshot of PowerPoint SlideFireside Chats for Local System Managers

Join Allan Phillips fireside to discuss what you really need to know about contracts and EI services in VA


Play Webinar | Complete a Survey (required for certificate)

 

Supporting Documents

Handout 1 | Handout 2 | Handout 3 | Handout 4

 

 

Playback Instructions

To view this recording DOWNLOAD THIS FILE (right click and select option to DOWNLOAD OR SAVE AS).
The video is a .mov file and can be viewed with QuickTime or VLC: both are free.


Screenshot of PowerPoint SlidePut Away the Panic Button!  Implementing the New Part C Federal Regulations in Virginia

Part 1: Play Part 1 | Complete a Survey (required for certificate)

Part 2: Play Part 2 | Complete a Survey (required for certificate)

 

Supporting Documents

Part 1 PowerPoint | Part 2 PowerPoint

Instructions | Handout Part 1 | Handout Part 2

 

 

Playback Instructions

These Recordings are Viewed Through Blackboard Collaborate. It will take a moment for the recording to load
(a new window/player will open). Once it's loaded click the play button at the bottom of the player.
Need Tech Support?

 

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Family Survey

Family Survey Study PDF | PPT

I&TC of VA

This presentation about the Family Survey was shared with local system managers at the
LSM meeting on 9-25-12.

 

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Insurance Coverage for EI Services

Insurance Mandates

§ 38.2-3418.5. Coverage for early intervention services. (external website)

Follow this link for information from the code of Virginia regarding insurance coverage for early intervention services.

§ 2.2-2818. Health and related insurance for state employees. (external website)

Follow this link for information from the code of Virginia regarding insurance coverage for EI services provided to families of state employees.

 

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Online Learning

Data Analysis Process for Local System Improvement - 4 Module Series

VA’s Integrated Training Collaborative

Partnership for People with Disabilities at VCU

These modules provide training in how to use local system data to make data-based decisions about system management.


Supervision in Early Intervention (external website)

VA’s Integrated Training Collaborative

Partnership for People with Disabilities at VCU

This module reviews the basic rules of supervision, including understanding work styles, listening, providing feedback, etc. Chapters also address gathering and analyzing data; using what you know; team building and resolving conflict; personnel development and management; and planning and program development. Completion of this module takes approximately 2 hours and results in a certificate of completion.

 

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Part C Regulations & Guidance

Eligibility Determination & Assessment for Service Planning – Q&A PDF

January 4, 2012


Eligibility Determination, Assessment for Service Planning & IFSP Development Flow Chart PDF

January 4, 2012


Eligibility Determination Scenarios PDF | DOC

These scenarios were used at regional meetings in July 2012.


Federal Regulations for Part C of IDEA (external website)

NECTAC

Visit this site for links to the federal register to review the law, Part C guidance material from the Office of Special Education Programs (OSEP), and other resources.


IDEA and FERPA Confidentiality Provisions (external website)

US Dept. of Education

This document crosswalks Part B, Part C, and FERPA confidentiality requirements.


Office of Special Education Programs (OSEP) (external website)

Visit this site for information and resources related to the implementation of Part C of IDEA and OSEP monitoring.


New Regulations: Questions & Answers PDF | PPT

This presentation was shared with local system managers at the LSM meeting on 9-25-12.


PL 108-446 Individuals with Disabilities Education Improvement Act 2004 (external website)

Click this link to access a pdf of the IDEA 2004 legislation.

 

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Presentations/Training Curricula

Module 14: System of Payments and Use of Funds in Part C (external website)

Building the Legacy for Our Youngest Children with Disabilities: A Training Curriculum on Part C of IDEA 2004

National Dissemination Center for Children with Disabilities

This module takes a detailed look at what the Part C regulations require in terms of how Part C funds may be used. This module is part of a training curriculum that covers the early intervention process. Each module includes a slide show, trainer’s guide, handouts and activity sheets for participants. Visit the site to see the full list of modules.

 

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QMR Guidance

Early Intervention QMR Process PDF

This work document describes the Quality Management Review Process including selection of sites and records, notification of the local system, record reviews, preliminary and final reports and follow up. (Sept 2014)

 

Quality Management Reviews Presentation PPT

This presentation provides an overview of the Quality Management Review (QMR) process, changes that have occurred in the process and a summary of the most frequent QMR findings. This information was presented to local system managers at the LSM meeting in September 2014.

 

Quality Management Review (QMR) Local System Monitoring Tool Doc

This tool is designed to help local systems review their documentation, practitioner qualifications, and billing procedures to ensure that their processes meet the requirements of the QMR. (Revised 10/15/15)

 

QMR Retractions - Citation Details PDF

This document lists QMR findings that require retractions. Citations are listed for each finding. (Revised 3/3/16)

 

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Sample Forms from Local Systems

Part C Fund Request Form for Assessment

I&TC of Henrico Area   XLSM

 

Provider Cap Notification

I&TC of Henrico Area PDF

 

Sample Form – Adding or Increasing Services Justification Form

I&TC of Henrico Area  DOC

 

Sample Form – Quarterly Justification Form

I&TC of Henrico Area  DOC

 

Transfer Form
Developed by CoCoA Steering Committee members in collaboration with other LSMs and service coordinators DOC

 

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Staff Orientation & Support Materials

EIPD Website Matrix of Resources by Topic PDF
Infant & Toddler Connection of VA

This document categorizes resources that are available on this website according to topics including:

  • Early Intervention Research
  • Public Awareness/Child Find/Family Education
  • Early Intervention Process
  • Service Coordination
  • Coaching
  • Documentation
  • Local System Management
  • General Development and Disability Information
  • Provider Information and Professional Development

This document contains information that was posted to Virginia’s Early Intervention Professional Development (EIPD) Website through December 2013. It is strongly recommended that the EIPD be checked frequently as new information is continually added to the website. This document will be updated 2x/year.


New Staff Orientation Materials Table PDF | DOC

VA Early Intervention Professional Development Center

This table offers local system managers and program supervisors a tool to organize their new staff’s orientation to the resources available on the VA EIPD Center website. UPDATED!


New Staff Orientation Checklist PDF | DOC

This checklist is intended to support local system managers, program supervisors, and staff mentors in providing a thorough orientation to the early intervention system. Sections include: Orientation to Part C Early Intervention, VA EI Certification & Training Requirements, Local Program Orientation, and Local Training Requirements. Download the Word version to individualize the checklist for your program’s needs.


What is the VA Early Intervention Professional Development Center? PDF | HTML

VA EI PD Center

This one-page handout provides a brief overview of the VA EIPD Center website.

 

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Tools

Guidance for Reviewing IFSP Narratives (external website)
This resource provides questions that can be used when reviewing completed IFSP narrative to ensure quality data for child indicators measurement and reporting.

 

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Universal Supervisor Competencies

Virginia Home Visiting/Early Intervention Universal Supervisor Competencies PDF

VA Home Visiting Consortium

Infant & Toddler Connection of Virginia

This document outlines essential knowledge and skills that Virginia home visiting and early intervention supervisors need to support home visitors in their work with families. The following four competencies are described in detail:

  • Home visiting practice
  • Program administration
  • Program leadership
  • Community partnerships and resources

These competencies were developed as a collaborative project through the work of the Virginia Cross-Sector Professional Development (VCPD) team.

 

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Websites & Programs

IDEA Data Center (IDC) (external website)

This website provides public access to data about children and youth with disabilities served under the Individuals with Disabilities Education Act (IDEA) - Part B and C; technical assistance (TA) materials to support the collection, analysis and reporting of IDEA data; and the forms and spreadsheets used for collection.

 

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Virginia Early Intervention Professional Development Center