charting the course: smoother data sharing for effective early childhood transition

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Charting the Course: Smoother Data Sharing for Effective Early

Childhood Transition

Wisconsin’s Journey

Lori Wittemann, Wisconsin Department of Health Services

Dani Scott, Wisconsin Department of Public Instruction

Wisconsin’s Transition Goals A. Children served by Birth to 3 Programs who

are eligible for early childhood special education will have an IEP developed and implemented by their third birthdays to support their special education needs.

B. Children ages birth to six with developmental delays or disabilities will experience smooth transitions into and across programs and services (e.g., Head Start, child care, Birth to 3, school) to support their ongoing development and learning.

C. Parents will have the information and assistance they need to transition to new procedures, safeguards, environments, program services and providers. 2

Identified IssuesConnecting the data to the daily work

Struggles with data collection

Monitor and support counties and

LEAs

SEA Determinations

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True CollaborationCross Department Collaboration – Previous &

Current• WI Department of Health Services (DHS)

• Part C Agency

• WI Department of Public Instruction (DPI)• Part B Agency

• National Partners• NCRRC• NECTAC• OSEP• Other states

Collaborative Efforts – Previous & Current• Analyze data, identify needs, develop technical assistance• Develop unified SPP and APR responses• Development & implementation of PPS

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Shared Data System•Financial support

• GSEG – Wisconsin’s Data Framework: Supporting Decision Making for Improved Early Childhood Outcomes

• SPDG – State Professional Development Grant

MOU written & cross-agency planning began– July 2006

System development– June 2008System training – Summer/Fall 2008

72 counties 133 LEAs

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Shared Data SystemSystem rollout

Counties – November 2008LEAs – January 2009

Interagency agreement /MOU – March 2009

System enhancements & maintenance – June 2009

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Program Participation System (PPS)Shared data system between DHS &

DPIAllows each agency to document all the

data for transition indicators in one placeGathers additional data to assess transition

procedures‘Housed’ at DHSBirth to 3 programs enter dataLEAs enter dataData access/sharing

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Steps to Ensure Data QualitySystem Training

Written documentationWebinarsRegional trainingOngoing technical assistance

Built-in data checks/edits

Monitoring/feedback/reports

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Transition / Program Exit Page

5 Main Purposes:

1.) Send email notification to schools

2.) Recorded transition steps on IFSP

3.) Capture Transition Planning

Conference details

4.) Send basic email referral information to schools

5.) Program Exit reasons and outcomes

Notification Email

From:To:

Subject:

John.Doe@Birth_to_3.wi.usnps@dane.k12.wi.usBirth To Three Child Referral (Official)

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From:To:

Subject:

John.Doe@Birth_to_3.wi.usnps@dane.k12.wi.usBirth To Three Child Referral (Official)

Referral Zoom-In

Referral Email

Local Educational Agency (LEA): Dane School District **This e-mail is automatically generated. Please do not reply to this e-mail.**

This email is to notify you that a child from the Birth to 3 Program has been referred for special education to your Local Educational Agency (LEA). Please note that the date of this email starts the 15 business day timeline to request consent for evaluation or to notify the parent no additional testing is needed. The LEA is obligated to access the Program Participation System (PPS) at the link below to retrieve this child's detailed referral information. https://uat.pps.wisconsin.gov/pps/PPSSearchDisplay?REPORT=LEA_INFO&PGM_PTCP_ID=184&B3_REF_SEQ_NUM=1 If you would like to retrieve a full report of children referred to your LEA, please use the link below: https://uat.pps.wisconsin.gov/pps/PPSSearchDisplay?REPORT=LEA_REPORT 

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LEA Information Page3 Sections of LEA Page:

1. LEA Transition2. Child and Parent

Information3. Birth to 3 Referral

Information

Allows LEAs to record eligibility and IEP details.

Allows LEAs to transfer record if child moves

Contact information for child and caregiver (s).

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Schools are given limited access to some Birth to 3 service data for their planning purposes (if consent has been given by family)

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Data Monitoring: Part C

Internal User Report Indicators 8A, 8B & 8C Counties can review their Indicator 8 Report for accuracy & planning Reports can be analyzed by provider/county Can be run for specific children & Reporting Periods Ongoing Monitoring/ Data Check Points Improved Communication with Counties regarding their specific data

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Data Monitoring: Part BInternal User Reports

Referral completion status

LEA results by student Indicator 12 results by

LEAMonthly monitoringStudent search functionUn-reviewed/Incomplete/ Complete referrals

External User ReportsLEA results by studentMonthly monitoring

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Joint Efforts to Improve Outcomes

Part C to Part B timelines

Policies

Bulletins

Interagency agreements 17

Ongoing Technical AssistanceProgram Specific

Support• RESource staff is available for

counties• CESA Early Childhood Program

Support Teachers are available for LEAs

• CESA Regional Service Network Project Directors will address this at statewide meetings and at their CESA RSN meetings.

Collaborative Support

• RESource and CESAs can facilitate meetings between counties and districts

• RESource, CESAs, and FACETS/WSPEI can sponsor regional, county, or district Ready-Set-Go training sessions

• State Department Staff can provide technical assistance.

• www.collaboratingpartners.com

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Lessons LearnedPlanning time

Collaborative efforts

Importance of training

Common Vision

Effective communication

Knowledge of each other’s systems19

Wisconsin Part C & B StaffLori Wittemann, WI Department of

Health ServicesLori.Wittemann@wisconsin.gov608-267-5150

Dani Scott, WI Department of Public InstructionDanielle.Scott@dpi.wi.gov 608-267-2349

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