Presentation for the Improving Outcomes Improving Data Meeting August 2016 2 Transition Notification Spotlight featuring Kansas amp Wisconsin 3 Center Presenters Kathy T Whaley DaSy and ECTA ID: 1042151
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1. Linking Transition Notification Data from Part C to Part B: Designing and Implementing Effective Data System Processes Presentation for the Improving Outcomes, Improving Data MeetingAugust 2016
2. 2Transition Notification Spotlight featuring Kansas & Wisconsin
3. 3Center PresentersKathy T. Whaley – DaSy and ECTA Bruce Bull – DaSy, CIID and IDC
4. 4State PresentersWisconsinSarah Kate Johnson, Data Manager, Birth to 3 Program, DHS Jenny Giles, 619 Consultant, Educational Consultant, DPI Nancy Fuhrman, Data Manager, DPI KansasSarah Walters, IDC, Former Part C CoordinatorBarbara Dayal, Section 619 Coordinator, KSDE
5. 5AudienceRoleInterest (“Why this session over others?”)
6. 6State SelectionSpotlight features Kansas and Wisconsin. Sought states with effective data sharing and coordinated processes for C to B transition notification. KS and WI each have two lead agencies
7. 72011 Regulation OverviewKey change in 2011 regulations:Part C lead agencies must notify the SEA AND local education agency (LEA) of residence This caused many states to create new notification processes.
8. 8Spotlight Organization and StructureData Use between State and Local ProgramsCommunication, Coordination and CollaborationUse and alignment of Part C Exiting Data and APR Reporting Requirements
9. 9Organization and StructureTechnical ConsiderationsBenefits of a single statewide data systemUnique IdentifiersData elementsMissing dataConclusions and ImplicationsResources and References
10. 10Historical ContextKansas 2011 Part C Regulations – Indicated need for notification to SEASEA did not want 50 billion emails notifying them of when a referral to Part B was madeAlready had a history of sharing data “system” with Early Childhood Outcomes data systemStrove to keep from adding extra duties to local providers
11. 11Data Use Between State and Local ProgramsKansas Developed the C to B Electronic Referral System (CBER)
12. 12Data Use Between State and Local Programs - ContinuedLocal tiny-k programs enter transition data into Kansas ITS Database *Via Web-based IFSP, orDirectly into the ITS DatabaseSEA and LEA staff log into CBER to get IDEA Required PII for transition.*LEA’s accept or reject referral based on whether or not the child’s address is actually in the LEA boundaries* Local programs continue to use local referral process to keep the “human” touch to the process.
13. 13Communication, Collaboration and CoordinationJoint letter sent to LEAs and copied to local tiny-k programsOn-going Communication by KSDE with LEAs
14. 14Communication, Collaboration and Coordination - ContinuedJointly developed User’s Guide and Video
15. 15Communication, Collaboration and Coordination - ContinuedLocal Memorandums of Understanding are essential!
16. 16Communication, Collaboration and CoordinationOn-going communication between KDHE and KSDEList of districts and personnel who need access to CBER at LEAsYearly review of State Interagency Agreement to refine system as needed.
17. 17Use and Alignment of Part C Exiting Data with APR Reporting RequirementsBack to Interagency Agreements – Very ImportantClearly articulate process to analyze and reconcile referral data as required by the B12 APR measurement and Part C exiting data.Onus on locals to work together to fix discrepancies
18. 18Technical ConsiderationsUnique IdentifiersLongitudinal data system birth to 21Parent permission considerationsData ElementsAgreement on what is to be sharedWith parental permission and with outMissing Data“Real Time” data helps to alleviate this but doesn’t completely solve it
19. 19Where Are We Today? Ongoing training for school district staff each summer on CBER at Leadership Conference Integration into Kansas Integrated Accountability System (KIAS) to minimize burden on local school district and align with existing authenticated application (automatic notification) at KSDEAlignment of Early Childhood system at KSDE due to Kansas State board goal of Kindergarten Readiness
20. Data Linkages between Special Education Part B and Part CKate Johnson, Wisconsin Department of Health ServicesNancy Fuhrman, Wisconsin Department of Public InstructionAugust 16, 2016
21. 21Protecting and promoting the health and safety of the people of Wisconsin August 2016ContextProgram Participation System (PPS)Created in fiscal year (FY) 2007-2008Previous data collection system and notification processPurposeReporting federal indicatorsImproving communicationStandardizing processImproving compliance
22. 22Protecting and promoting the health and safety of the people of Wisconsin August 2016Notification process in WisconsinPPSOne-way data transmission systemPurpose of making referralIncludes basic notification informationAdditional information may be shared through or outside of PPS with parental consent
23. 23Protecting and promoting the health and safety of the people of Wisconsin August 2016Key pointsMeet federal requirementsNotification of State Education Agency (SEA) and Local Education Agency (LEA)Statewide Annual Performance Report (APR) data reportingComply with state requirementsAll notification is electronicMonitor and review dataSupport local program practiceSupport families through transition process
24. 24Protecting and promoting the health and safety of the people of Wisconsin August 2016CollaborationState levelInteragency agreementOngoing transition meetingsInclude data reviewLocal levelInteragency agreement or Memorandum of UnderstandingTechnical assistance – both Part B and C
25. 25Protecting and promoting the health and safety of the people of Wisconsin August 2016Considerations for implementationInfrastructure componentsProfessional developmentTechnical assistanceFunding and sustainabilityAdditional componentsApplication of Implementation SciencePhases and driversLocal data use
26. 26Protecting and promoting the health and safety of the people of Wisconsin August 2016Continued workOngoing communicationState and local levelsSupport for local data use and program improvementData governanceRace to the Top Early Learning Challenge Early Childhood (RTT-ELC)Integrated Data System (ECIDS)Fiscal considerations
27. 27Considerations for PracticeProvide state and local Part C and Part B staff real-time access to the same data on transitioning children. Consider a single statewide data system to support accurate and efficient transfer of transition data to minimize manual processing and reduce errors. (Alternatively, consider designing data integration between data systems.) Consider creating and using a single unique child identifier across both Part C and Part B.
28. 28Protecting and promoting the health and safety of the people of Wisconsin August 2016Contact Information: Nancy FuhrmanContact information: Nancy Fuhrman Early Childhood Special Education Department of Public Instruction (608)266-6438 Nancy.Fuhrman@dpi.wi.gov
29. 29Considerations for PracticeEstablish routine communication between local Part C and Part B staff to: Ensure timely and effective access to services and supports for children and their families. Coordinate processes and problem-solving issues. Establish routine transition notification training for local Part C and Part B program staff. Develop transition interagency agreements that specifically address data sharing responsibilities, processes, and training for Part C and Part B staff.
30. 30Lessons LearnedHaving a database solution is only part of what makes C to B transition notification successfulCross agency communication & coordination is criticalMust have accurate algorithms for pulling, sending, and handling the dataContinual training and communication with C and B is critical for accurate and timely dataEffective system approaches are reflective of purposeful intent and coordinated efforts over time
31. 31Questions / ContactKathy T. Whaley – Kathy.Whaley@unc.eduBruce Bull – Bruce.Bull@SPEDSIS.com