Related Policy Component

Guidance/Procedures

Reference/Related Documents

4.1.0 Assignment

4.1.1

A.      In most cases, there should be only one service coordinator assigned to a particular household or family at any given time.  However, it may be determined appropriate for more than one service coordinator to be assigned to one family or household.

B.     Examples of when it may be appropriate for more than one service coordinator to serve a household or family:  

1.      One sibling is in foster care and the other sibling is still with the birth family whose parental rights have been terminated for the child in foster care. 

2.      Two IDEA, Part C eligible children are related and live in the same household but have different parents.

C.     LES should consider confidentiality and family dynamics when deciding whether the same or two different service coordinators should serve the family or household.

D.     In the case where there is more than one service coordinator working with the same family or household, the service coordinators should collaborate with one another while respecting confidentiality and not duplicate efforts.

E.     Other IFSP team members may be involved in service coordination activities (e.g., providing support, networking, resource identification, etc.) and must have knowledge of procedural safeguards; however, the designated service coordinator is ultimately responsible for ensuring that families have a single point of contact, requirements are met, and service coordination is not fragmented.

4.1.4

Regardless of the family’s geographical location, attempts should be made to match the family with a service coordinator who has specific skills and knowledge to assist with the family’s needs.  Some factors that can be considered are native language, presence of a hearing impairment, presence of a visual impairment, complexity of the child’s needs, cultural nuances, and specialty areas of service coordinators.  

4.1.5

A.      The individual completing first contacts should inform the family that they may request a change in their service coordinator. Instructions regarding how to request a different service coordinator should include a contact person’s name and contact information.  It is highly recommended that this contact person be someone other than the assigned service coordinator.

B.     LES should accommodate requests for a change in the service coordinator to the best of their ability. 

C.     When there is a change in service coordinator assignment to a specific child, the IFSP team, including the family should be informed of the change.

D.     It is not necessary to hold an IFSP periodic review or provide written prior notice simply to change the name of the service coordinator on theIFSP.

4.2.0 Responsibilities and Activities

4.2.2

A.      Other services may include access to child care, assistance in applying for Medicaid benefits and food stamps, specialized medical services related to the child’s disability, etc. 

B.      Other services do not apply to routine medical care such as immunizations or well baby check-ups unless the child needs those services and they are not otherwise available or being provided. 

4.2.4

A.      The service coordinator will facilitate the IFSP team meeting by:

1. Providing the IFSP team with basic information about the family composition, the family network and the family’s formal and informal support systems that was gathered during first contacts.
2. Sharing information with the IFSP team regarding the family’s concerns, priorities and resources relevant to the child’s development that were discussed during first contacts and any subsequent information the family wishes to share or discuss.
3. Discussing with the IFSP team the infant or toddler’s present levels of development based on information gathered during first contacts and the evaluation and assessment process.
4. Integrating the IFSP team's functional developmental concerns identified as a result of evaluation and assessment activities with the family’s concerns.
5. Sharing with IFSP team the family’s everyday routines, activities and places (ERAP) identified beginning with first contacts and any subsequent information shared by the family.
6. Facilitate process for determining outcomes, timelines, and criteria for progress, strategies, and services.
7. In accordance with local procedures, complete the IFSP document based on information shared and gathered at the meeting.

IFSP Instructions, Form A

IFSP Instructions, Form B

IFSP Instructions, Form C

IFSP Instructions, Form D

IFSP Instructions, Form E

IFSP Instructions, Form F

IFSP Instructions, Form G  

IFSP Instructions, Form H

IFSP Instructions, Form J

4.2.5

The service coordinator should encourage and facilitate the completion of a public health insurance application for families who report that their household size and income are within the eligibility criteria for public health insurance.

4.2.9

A.      Coordinating and monitoring the delivery of identified services can be done in several different modes such as by:

1. Observing an actual intervention session.
2. Interviewing the service provider face-to-face or via a phone call.
3. Observing and interacting with the child.
4. Interviewing the family face-to-face or via a phone call.
5. Reviewing service documentation from providers.

4.2.11

A.      For any new, changed, or terminated services that occur as a result of an initial or annual evaluation of the IFSP, Form H of the IFSP serves as written prior notice.

B.     For any new, changed, or terminated services that occur as a result of a periodic review of the IFSP, Form G of the IFSP serves as written prior notice.

C.     However, when the IFSP team refuses to initiate or change a service that the family has requested, a separate written prior notice must be provided that meets all policy requirements.

IFSP Instructions, Form G  

IFSP Instructions, Form H

4.2.17

A.      The frequency of service coordination can be more frequent than quarterly, as needed to ensure access to services.

B.     The periodic IFSP review can be counted as one of the required quarterly contacts.

4.3.0 Caseload Size

4.3.1

   &

4.3.2

A.      Many families with children who are eligible for Early Steps have complex needs and interact with a variety of agencies. Service coordinators working with families who have complex needs, such as children who have medical complexities or more than one child with special needs require additional consideration in caseload size. 

B.     In determining caseload sizes, there should be recognition that the intensity of the service coordinator’s involvement with individual families will vary.  Service coordination is designed to be flexible.  For all eligible families, the activities of the service coordinator should be individualized based on family concerns, preferences and requests.  Service coordination activities and contacts should not be dictated solely by the minimum requirements.  The family, in conjunction with the IFSP team, should determine the level of contact needed and frequency of contacts.

C.     It is not required or expected that service coordinator supervisors carry a caseload.