Transition Information - IFSP Home

Transition information (Transition Plan, Administrative Unit Notification and Transition Conference) is entered on the Transition tab of IFSP Home

1. From the Client Case, select the current IFSP under the Related tab.

2. Click IFSP Home in the upper right corner of the screen

3. Click on the Transition tab on the far right

4. Enter the known information related to the Transition Plan, Administrative Unit Notification and Transition Conference fields

5. Transition Plan

   1. Transition Services/ Person(s) Who Need to be Involved (Text Fields)

   2. Transition Steps/Person(s) Who Need to be Involved (Text Fields)

   3. Program Options/Person(s) Who Need to be Involved (Text Fields)

   4. Transition Plan Date (enter date using calendar)

   5. Reason Late Plan If users enter a date beyond DOB +1005 they will be prompted to enter a reason for why it is late in the Reason Late Plan field

      1. System

         1. Program implementation error - Service provided late due to system-related communication issues, provider not selected in a timely manner, meeting not scheduled timely, technical difficulties, and/or program staffing vacancies

         2. No interpreter available - EI activities could not be completed within the timeline due to the family needing an interpreter and one not being arranged in time

         3. Reschedule - Scheduled meeting was cancelled/rescheduled by the  EI Broker, which caused the timeline to be exceeded

         4. Natural disaster/pandemic - EI activity (meeting, service, etc.) delayed due to extenuating circumstances such as wildfire, flood, pandemic, etc.

         5. Provider not available - Service was not initiated within the 28-day timeline due to difficulty finding a provider and/ or the provider’s schedule not allowing for the service to begin timely

         6. Not provided - EI activities could not be completed within the timeline due to the family needing an interpreter, and one not being arranged in time

      2. Family

         1. Child or family illness - The scheduled meeting had to be canceled and rescheduled due to the child or a member of the child’s family being ill or hospitalized

         2. Family schedule - Family was offered several options for a meeting or EI activity. The family was only available at specific times that were difficult for other participants, or the family could not meet within timeline

         3. Difficulty reaching family - After EI activity is initiated, the family was difficult to reach when trying to schedule the evaluation, IFSP, service, etc.

         4. Severe weather - Circumstances in which severe, documented, adverse weather conditions existed, which made travel or participation difficult for the family

         5. No show - Meeting or evaluation was scheduled and confirmed with the family, and the family did not show or was unavailable at the scheduled time, and the meeting could not be rescheduled to meet the timeline

         6. No parent signature - Obtaining signatures to permit EI activities were difficult to acquire

         7. Not provided/withdrew - Child exited program due to {Case Exit Reason} or EIB transfer prior to initiating service

         8. Parent declined - Parent declined one or more services (this should also be selected when parents are opting to receive service coordination ONLY)

   6. Transition Services: To be completed (enter date that Transition Services are to be completed by selecting a date via the calendar. This corresponds to the text field in upper section of Transition Information)

   7. Transition Steps: To be completed (enter date that Transition Steps are to be completed by selecting a date via the calendar. This corresponds to the text field in upper section of Transition Information)

   8. Program Options: To be completed (Enter Date that Program Options are to be Completed by selecting a date via the calendar. This corresponds to the text field in upper section of Transition Information)

6. Administrative Unit Notification

   1. Administrative Unit Notification

      1. AU Notified

         1. Additional Information Shared?

            1. Additional Information sent to AU with parental Consent

            2. Parent did not sign consent to share additional Information

         2. Date Sent (Enter the Administrative Unit Notification date via the calendar)

      2. Parent Opted Out of Notification

         Note: If the family opts out of LEA Notification, record the information on the Client Case under Child Find Information

   2. Reason Late Notification If the Administrative Unit Notification date is greater than DOB + 1005, a Reason Late Notification must be entered.

      1. System

         1. Program implementation error - Service provided late due to system-related communication issues, provider not selected in a timely manner, meeting not scheduled timely, technical difficulties, and/or program staffing vacancies

      2. Family

         1. Previous opt out - Family had originally opted out of having their information sent to the LEA, but changed their minds at a later date which resulted in the LEA being notified after transition age

         2. Late referral - If case is a Late Referral (within 90 days of child’s third birthday) Reason Late Plan will populate with “Fam - Late Referral” (not manually entered)

      3. Not potentially eligible - The child was found not potentially eligible, and the LEA was not notified

7. Transition Conference

   1. Date Transition Conference was held (Enter date via the calendar)

   2. Reason Late Conference If the Administrative Unit Notification date is greater than DOB + 1005, a Reason Late Notification must be entered.

      1. System

         1. No interpreter available - EI activities could not be completed within the timeline due to the family needing an interpreter and one not being arranged in time

         2. Reschedule - Scheduled meeting was cancelled/reschedule by EI Broker which caused the timeline to be exceeded

         3. Program implementation error - Service provided late due to system-related communication issues, provider not selected in a timely manner, meeting not scheduled timely, technical difficulties, and/or program staffing vacancies

         4. Natural disaster/pandemic - EI activity (meeting, service, etc.) delayed due to extenuating circumstances such as wildfire, flood, pandemic, etc.

      2. Family

         1. Child or family illness - The scheduled meeting had to be canceled and rescheduled due to the child or a member of the child’s family being ill or hospitalized

         2. Family scheduled - Family was offered several options for a meeting or EI activity. The family was only available at specific times that were difficult for other participants, or the family could not meet within timeline

         3. Difficulty reaching family - After EI activity is initiated, the family was difficult to reach when trying to schedule the evaluation, IFSP, service, etc.

         4. Severe weather - Circumstances in which severe, documented, adverse weather conditions existed which made travel or participation difficult for the family

         5. No show - Meeting or evaluation was scheduled and confirmed with the family and the family did not show or was unavailable at the scheduled time and the meeting could not be rescheduled to meet the timeline

         6. No parent signature - Obtaining signatures to permit EI activities were difficult to acquire

         7. Late referral - If Case is a Late Referral (within 90 days of child’s third birthday) Reason Late Plan will populate with “Fam - Late Referral” (not manually entered)

         8. Previous opt-out - Family had originally opted out of having their information sent to the LEA, but changed their minds at a later date which resulted in the LEA being notified after transition age

   Note: The EIB is required to invite the AU to the transition conference. If the AU cannot attend, the EIB needs to proceed with the conference prior to the child’s transition age

8. To add a Transition Conference Team Member

   1. Select the + Add Team Member icon

   2. Search and select contact to be entered in the Transition Conference Team Member field

      Note: Contacts must already have been created in the data system to search and select. Please reference the Contacts knowledge article.

   3. Select Role from the drop-down menu

   4. Select Discipline, when applicable, from the drop-down menu

   5. Digital Signature should be entered when conducting a virtual IFSP meeting/activity and with verbal consent of parent/guardian

   6. Click Save

      Note: Information entered in the Signature field will display in the IFSP Print PDF

9. If the Late Referral checkbox on the client case is checked, users do not need to enter late reasons for transition plan, LEA notification or transition conference.  The activities still need to occur, but users do not need to enter late reasons.

   Note: For a brief video demonstration of entering Transition information in IFSP Home Visual Force, please click HERE