2011 Cycle Two Self Report Overview & Training

1. 2011 Cycle TwoSelf Report Overview & Training DES / AzEIP 2011 Cycle Two Self Report Overview & Training

2. Topics / Areas Covered • Integrated Monitoring Activities • Purpose of the Self Report • How to complete the Self Report • Technical Assistance

3. AzEIPGeneralSupervision System • DES/AzEIP is responsible for the administration of the Arizona Early Intervention Program, which includes the following: • oversight and monitoring of programs and activities used by Arizona to carry out early intervention, whether or not these programs or activities are receiving Part C funding, to ensure that Arizona complies with all federal requirements.

4. General Supervision System Policies, Procedures, and Effective Implementation State Performance Plan Integrated Monitoring Activities Data on Processes and Results Fiscal Management Improvement, Correction, Incentives & Sanctions Targeted Technical Assistance & Professional Development Effective Dispute Resolution

5. Integrated Monitoring Activities In July 2010 the Department of Economic Security/Arizona Early Intervention Program (DES/AzEIP) implemented its revised integrated monitoring system.

6. Integrated Monitoring Activities • New integrated monitoring activities include annual review and analysis of data for each early intervention program (EIP) across multiple data sources for the purposes of: • (i) identifying and correcting noncompliance, • (ii) improving performance, • (iii) selecting programs for on-site monitoring visits, • (iv) making local program determinations, • (v) identifying technical assistance and training priorities, and • (vi) completing the State Performance Plan/Annual Performance Report (SPP/APR).

7. Integrated Monitoring Activities • The integrated monitoring activities are inclusive of the following three data sources: • Self Report Data • Each EIP is required to complete a Self Report during a three-year cycle beginning July 2010. • Electronic Data • Dispute Resolution Data (formal complaints)

9. SelfReport • One of three Integrated Monitoring Activities of AzEIP’s Revised General Supervision and Monitoring System • Three year cycle for local early intervention programs (EIPs) to complete and submit a Self Report

10. Self Report • The Self Report gathers data from each Early Intervention Program (EIP). • Data corresponds to indicators identified in the Office of Special Education Program’s (OSEP) State Performance Plan (SPP) / Annual Performance Report (APR). • Local EIPs are required to submit data that are not available through the current AzEIP databases. • This includes data from AzEIP service providing agencies (DES/AzEIP, DDD, ASDB) and their contractors.

11. Indicators in the Self Report • Indicator 1 –Timely Services • timely provision of service • Indicator 2 - Natural Environments • related requirements for natural environments • Indicator 3 – Child Outcomes • related requirements for child outcomes • Indicator 4 – Family Outcomes • related requirements for family outcomes • Indicator 8a, 8b, and 8c - Transition • timely transition planning by 3rd birthday

12. Selection of Files • A single child’s file may be used to gather data for all Indicators if it matches the selection criteria. • The EIP may have to pick additional files to get the data for Indicator 8b and 8c. • Smaller EIPs may have to pull files from a previous quarter (January 2011-March 2011) to have at least five files of children with open IFSPs.

13. Steps for Completing Self Report: Selection of Files • Indicator 1 – ALL Files that have IFSPs with a new service(s) • Initial • 6 month • any other review • and /or Annual • Written between: April 1, 2011 –June 30, 2011 Smaller EIPs – if you have less than five files you will have to pull files from the previous quarter (January 1,2011-March 31, 2011) .

14. Steps for Completing Self Report: Selection of Files Indicators 2, 3, 4, and 8a Team Based Model (TBM) Contractors • ALL Files with Initial or Annual IFSPs • Written between: April 1, 2011 –June 30, 2011 Smaller EIPs – if you have less than five files you will have to pull files from the previous quarter (January 1, 2011-March 31, 2011)

15. Steps for Completing Self Report: Selection of Files Indicators 2, 3, 4, and 8a DDD • ALL Files with Annual IFSPs • Written between April 1, 2011 – June 30, 2011 Smaller EIPs – if you have less than five files you will have to pull files from the previous quarter (January 1, 2011-March 31, 2011).

16. Steps for Completing Self Report: Selection of Files Indicators 2, 3, 4, and 8a ASBD • ALL Files with Initial (if ASDB completed the IPP) or Annual IFSPs • Written between: April 1, 2011 –June 30, 2011 Smaller EIPs – if you have less than five files you will have to pull files from the previous quarter (Jan 1, 2011-March 31, 2011)

17. Steps for Completing Self Report: Selection of Files • Indicator 8b and 8c – ALL files of children between 2 years 6 months and 2 years 11 months with open IFSPs • Written between: • April 1, 2011 –June 30, 2011 Include children with birthdays on or before September 30, 2008 Smaller EIPs – if you have less than five files you will have to pull files from the previous quarter (January 1, 2011-March 31, 2011)

18. Self Report Steps • Step 1: Child File Data Sheet • Step 2: Summary Form for Self Report • Step 3: Self Report

19. Child File Data Sheet

20. Summary Form for Self Report • Excel workbook with self calculating worksheets. • At the bottom of the workbook there should be TABS for you to access the individual worksheets: • Timely services • Natural Environments • Child Outcomes • Family Outcomes • Transition • Enter required data and save entire workbook to submit to DES/AzEIP.

21. Summary Form

22. Self Report Form • Summarizes data from file reviews. • Documents the percentage of compliance for each Indicator Indicators 2, 3 and 4 – summarizes percentage of compliance for related requirements for the Indicators.

23. Self Report

24. Submission of Data • September 15th - deadline for EIPs to electronically submit Self Report Data to DES/AzEIP • Summary Form for Self Report • Excel Workbook • Program Self Report Send electronic documents to *AzEIP SC Reports@azdes.gov

25. Next Steps… • Within seven (7) business days of receipt of your EIP’s Self Report Submission, DES/AzEIP will send a request for child files for data verification purposes (IFSP). • All EIP’s must submit the requested child files within seven (7) business days of DES/AzEIP’s request (total turnaround time no more than two (2) weeks). • Child files must be submitted via scan/email or mail. • DES/AzEIP will review and verify self report data no later then November 30th, 2011. • DES/AzEIP may send your Self Report back to you requesting additional data or information.

26. Next Steps… • After verification, DES/AzEIP will issue a letter reflecting your EIP’s Local Determination Status within 90 days of review, but no later then December 15th, 2011. • Letters may include findings of compliance, non-compliance and required corrective actions. • Letters will identify local EIPs for onsite monitoring visits.

27. Arizona Early Intervention Program Overview of General Supervision Timelines and Steps

29. Technical Assistance A walk through of the Child File Data Sheets will be held Wednesday, June 29, 2011 from 2:00-4:00pm. A representative from each EIP is required to participate. Registration information will be sent out after this call.