The State ILP requires that each ILP agency review a set number of files per year using the guidance here. PIC typically reviews 10 files that are pulled at random from the State DB, per instructions. Any non-compliance is addressed at time of review, each instance is considered in the context of possible need for training, and reported to the state. Forms and criteria occasionally change and are sent to the reviewing staff each year, as they may have been updated.
Feedback from past years:
- From the OSEP TA Susan and Sam learned that the Initial or Annual plus Revision(s) is a complete package for review, and should be offered to the family as requested, and families can request a complete copy. We will address this issue in future ILP Self Assessment by sending the most recent complete initial or annual plus every revision that has occurred.
EI/ILP Self-Assessment FAQs
What is the Annual EI/ILP Self-Assessment (SA)?
The ILP SA is a way for us to monitor your program on compliance and quality items that are not part of the database compliance reporting for the SPP/APR. Items on the Self-Assessment are related to additional Federal compliance requirements and/or quality expectations for programs. A select number of priority Self-Assessment indicators are used as part of your annual agency Local Determination of Compliance.
How do I generate the Self-Assessment in the database?
In order to generate your annual SA in the ILP database, please refer to the Database Self- Assessment PowerPoint, which will guide you through the process step-by-step.
How is it determined how many records are program must review?
The number of records your program must review depends on your program size. In addition, programs must review a minimum of 5 records and a maximum of 10 records. The database will determine the number of records your program must review, based on a formula.
What forms should we use for the Self-Assessment?
We strongly recommend that you complete the SA for each record on paper or on an electronic document, rather than directly into the ILP database. There have been instances where data has been lost in the ILP database, and we wouldn’t want you to lose track of all your hard work reviewing the child record. You can use the ILP Self-Assessment form to record your answers and comments. It is also nice to have this printed for each record, as an easy way to see updated state guidance.
Am I required to put comments in every box on the Self-Assessment?
You are not required to put a comment in every box but should put a comment for items that are marked “No.” In addition, it is helpful for state staff to see notes on where you found information related to the item, especially if it is not in a place that is easy to locate.
Who should complete the Self-Assessment?
Many programs find it a useful activity to complete Self-Assessments as a team. Depending on your program size, you may have a small team that reviews all records together, or you may create a few small teams that each review several records. The ILP Coordinator is responsible for overseeing the process and should perform a final review on all Self-Assessment report to ensure accurate reporting.
What should I do if I have questions about the Self-Assessment?
You should feel free to reach out to your program TA with any questions about your Self- Assessment. In addition, feel free to invite your TA to sit in as you complete one or more of your Self-Assessments.
When is the Self-Assessment due?
The Self-Assessment is due on June 15th of each year, unless that falls on a weekend, in which case the SA is due the Friday before.
Question | Y/N/NA |
|---|---|
| 1. Is there evidence that the parent was given written prior notice before each of the following events and that the content of the notice clearly described the action that will be taken and its purpose: (§303.400) | |
| a. Initial evaluation? | |
| b. Initial IFSP meeting? | |
| c. Each subsequent IFSP? | |
| d. Each subsequent evaluation? | |
| e. Transition Conference? | |
| f. Discontinuing/exiting services? | |
| 2. Was parental consent obtained prior to the following:( §303.420) | |
| a. Conducting screening, if completed? | |
| b. Conducting the Initial evaluation and assessment? | |
| c. Providing IFSP Services? | |
| 3. Is there evidence that information is provided to families in their native language or other mode of communication used by the family unless clearly not feasible to do so including: | |
| a. Prior notice?(§303.421) | |
| b. Evaluation and assessment?(§303.321(a)(5)) | |
| c. IFSP Meetings? (§303.342(d)(1)(ii)) | |
| 4. Is there evidence that two or more disciplines or professions were involved in provision of integrated and coordinated services, including each of the following: (§303.17) | |
| a. Initial Evaluation? (§303.321(a)(1)(i)) | |
| b. Annual Evaluation/Assessment? (§303.321(a)(2)(i)) | |
| c. Development of the IFSP? (§303.340) | |
| d. Service delivery? (§303.340) | |
| 5. Are parent observations included in all evaluation and assessment reports? | |
| 6. Does each rating on the child outcomes summary form include? | |
| a. Information from multiple sources, including recent evaluation/ assessment for age anchoring and parent observations and/or report? | |
| b. A description of the child’s functional skills in everyday routines, across settings and situations, which includes sufficient detail to support the rating assigned. | |
| 7. Did the family identify its resources, priorities and concerns related to enhancing their child’s development and provide information about everyday routines and activities through a family-directed assessment, such as RBI,EcoMap, PATH, formal interview or other? (§303.321(a)(1)(ii)(B)) | |
| 8. Did the initial evaluation and assessment include a review of pertinent information from other sources in the following situations: (§303.321(3)) | |
| a. If medical or other records were used to establish eligibility for services, including documentation of a diagnosed condition or a developmental delay, does the child's record contain medical records which reflect these conditions? (§303.321(3)(i)) | |
| b. If Informed Clinical Opinion was used to establish eligibility, is the reason for eligibility clearly documented in the child's record, and supported by evidence such as team discussion, medical or other records, documented observations, or informal assessments? (§303.321(3)(ii)) | |
| 9. Did the initial evaluation/assessment identify present levels of functioning and the unique needs of the child in each of the following developmental domains (cognitive, physical, communication, social emotional, adaptive)? (§303.321(b)(3)) | |
| 10. If the IFSP has goals related to Child Outcome Area 1: Positive Social Emotional Skills, was there progress toward those goals or were those goals met? (SSIP) | |
| 11. Was an annual assessment conducted in a timely manner to update the child's present levels of development section of the IFSP, looking at all areas of development, focusing on previous areas of strengths and needs and identifying progress, and to document the child’s continuing eligibility for early intervention services? | |
| 12. Do the IFSP goals, strategies or progress notes include statements that: | |
| a. Are measurable? | |
| b. Reflect family priorities, concerns, and resources? | |
| c. Are stated in terms of the child’s participation in everyday routines and activities? | |
| d. Demonstrate the provider supports the family in working with their child? | |
| 13. Do the services listed on the IFSP seem appropriate to achieve the child and family outcomes identified given the developmental status of the child (unique needs) and the family’s concerns, priorities, and resources? (§303.344(d)) | |
| 14. Is there evidence that all services were provided and correctly documented on the IFSP as described below: (§303.13) | |
| a. Were all services provided as specified on the IFSP? | |
| b. Was the correct payor source identified on the IFSP for all services, ensuring that Part C funds were only utilized if no other payor source was available? | |
| c. Is there documentation in the child’s chart that the correct payor source was billed? | |
| 15. Do the activity progress notes reflect strategies that incorporate the family’s routines and community activities that the child and family are likely to do? | |
| 16. If services are missed (due to inclement weather, provider, or family reasons), do contact or activity notes reflect that efforts were made to reschedule the visit? | |
| 17. Does the child record document that the family received a primary Early Intervention provider who meets with the family regularly and ensures that team members of other disciplines are available for consultation, evaluation and/or services as needed? | |
| 18. Does the child record, including visit notes, reflect the use of an evidence-based early intervention model and evidence-based intervention strategies? | |
| 19. Does the child record reflect coordination of schedules with the school district, family, and other invited participants that provides the school district with at least 2 weeks’ notice of invitation to the 90-day transition conference, unless the child’s eligibility was determined less than 2 weeks prior to age 33 months? | |
| 20. Is there evidence the consent requirements were met when accessing a parent or child’s public or private insurance to pay for early intervention services, as described in the following: (§303.520(b)) | |
| a. Was parental consent obtained prior to the use of public or private insurance to pay for the initial provision of an early intervention service in the individualized family service plan? | |
| b. Was parental consent obtained each time consent for services was required due to an increase (in frequency, length, duration, or intensity) in the provision of services in the child’s individualized family service plan | |
| c. Was parental consent obtained when the use of private insurance is a prerequisite for the use of public benefits or insurance | |
| d. Were parents provided a copy of Alaska’s System of Payment policies when parental consent is required for the use of their public or private insurance to pay for the initial provision of an early intervention service on an IFSP and each time consent is required due to an increase in the provision of services? |