Program Guidelines
This guideline outlines the key purposes, practices and procedures that guide the delivery of early intervention services at PIC, ensuring consistency, quality, and compliance with program standards. It is designed to be a searchable resource that clearly describes service processes, expectations, and procedures for staff. Detailed employee practices and related agency policies can be accessed on SharePoint under Policies and HR General
Find key timelines, procedures, and staff roles essential to delivering high-quality services. The section includes critical timelines from referral to annual re-evaluation, transition planning, and documentation requirements, as well as decision trees for discharge and exiting. Additionally, it outlines expectations for service delivery, caseload management, travel and mileage, and performance reviews across all staff roles—from direct service providers to administrative and leadership personnel.
Performance Review and Self-Assessment Links by Position
The Individualized Family Service Plan (IFSP) is the foundation of early intervention services. It is developed following the intake interview and the initial evaluation that determined eligibility. The IFSP outlines the child’s developmental needs, the family’s priorities, and the specific services and supports to be provided. It is created in collaboration with the family and guided by their goals, which are shaped by their daily routines and values. The purpose of the IFSP is to ensure that services are meaningful, coordinated, and tailored to support the child’s development within the context of everyday life.
Transition to ASD
Purpose
Every enrolled child requires a Discharge Note. This document acts as a final file review for both director service providers and admin by closing the electronic health record, finalizing necessary documentation for the State Database, and notifying the Data Entry team of the child’s discharge, disposition, and progress.
Practice
There are two types of exits, 1) planned exit (due to child’s age or eligibility) and 2)unplanned exit (instigated by the family in some way). Due to the wide variance of reasons for exit, the practice of how a child exits PIC is also very varied. Regardless of circumstance, all children who are enrolled are required to have a discharge note. This discharge note can be completed with or without the child/family present. When the exit is planned (i.e. upon 3rd birthday), best practice is to meet with the family to review progress made via an informal IDA-2, review goals, plan for exit placement, etc. This can be documented as a Progress note within 3 months of expected exit. When the child is not present, the discharge note is a summary of the child’s progress based on the chart review, which can include a progress version of the IDA-2. The process for completing a Discharge Note depends on when the child was last evaluated and whether they have been enrolled for more than 6 months. Built-in features of the Discharge Note will guide providers through the required documentation. Providers must complete a record of progress in all developmental domains using the IDA-2 protocol.
The date of the discharge note must occur no later than the child’s third birthday or prior to the child starting Part B services, otherwise should be the date of documentation. Notes are due within 5 business days as this is an FSC billable event.
Exit, enrolled less than 6 months
Exit, enrolled 6 months or more
Additional Considerations
Exiting to Transfer
Secondary Consulting Provider
In October 2024, a Memorandum of Agreement (MOA) between Senior and Disabilities Services’ Infant Learning Program (ILP) and the Office of Children's Services (OCS) was completed at the state level. This document is meant to guide ILP programs to a better understanding of what this MOA means for your everyday work regarding the Child Abuse Prevention and Treatment Act (CAPTA). Placement changes for children in custody are often fluid and subject to change without notice. As staff become aware of changes in the custody arrangements, they will contact the admin team via email to change relevant contact information in the child's RainTree records.
10-Day Letter
30-Day Letter
Family Custody
PIC adheres to HIPAA and FERPA regulations; providers obtain written authorizations from the legal guardian to release PIC records.
An Authorization to Release or Obtain Information (ROI) is considered valid when requesting information from one agency or person. The parent or legal guardian needs to complete a separate ROI for each person or agency from whom information is requested.
OCS currently uses an alternate ROI signed by the legal guardian (the OCS case worker).
The procedural safeguards required by the Individuals with Disabilities Education Act (IDEA) are intended to protect the rights of children with disabilities and their families and guide Early Intervention and Preschool Special Education systems and programs in meeting these requirements.
For a full review of Procedural Safeguards as listed under IDEA Part C please see: https://www.ecfr.gov/current/title-34/subtitle-B/chapter-III/part-303/subpart-E