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>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
1
Early Intervention Verification Process
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
2
Welcome to the Early Intervention Verification Visit Training
• To listen to audio using your phone: 1-855-880 -1246
• Meeting ID: 786274674
Please note
the meeting will be recorded
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>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
3
QUESTIONS?
Please type your questions in the chat box!
We’ll respond to questions over the phone at the end of the session.
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
4
Verification Visit Documents
• Protocol
• Required items
• Child record review forms
• Procedural checklists
• Observation tool with family interview
• Supervisors and staff interview
• Local program worksheets
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>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
5
Here’s Where to find the Verification Documents
• Menu Path in Docushare –BEIS>Infant/Toddler & Preschool General Information>3.Verification Documents 2016-17
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
6
Efficiently measure how requirements are being met
Involve Stakeholders
Identify Support Needs
Improve Results for Children & Their Families
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>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
7
PreparingGathering Evidence
Analyzing &
Reporting
Updating the QEP
Verification Visit Process
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
8
Preparing
5
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
9
Preparing for the Verification Visit
• Notification by BEIS
– By September 15th
– Includes list of child records to be reviewed
– Schedule time for pre-verification meeting
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
10
Preparing for the Verification Visit
• Make sure child records are complete and up-to-date
– Standard Sample
• Evidence for many required items
– Targeted Sample
• Evidence for fewer, more focused required items
• Make sure that child records are available onsite during visit.
6
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
11
Preparing for the Verification Visit
• Complete Program Worksheets
• Provide PELICAN access to team
• Schedule observations
• Prepare the entrance meeting
• Prepare materials that will be reviewed onsite
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
12
Complete Program Worksheets
• Child find
• Child reason for exiting
• Provider and service coordinator monitoring
• Data management
• Staff qualifications
• Staff training
• Conflict resolution
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>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
13
Provide PELICAN Access for Team
• Access needed for Peer team members and EITA consultants
• Program Reviewer roles are listed as:
– PW-HCSIS-ITProgRevrEI (infant toddler) or
– PW-HCSIS-PSProgRevrEI (preschool)
• Work with the program BP Administrator to ensure timely access.
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
14
Schedule Observations
• Schedule observations to occur prior to verification visit
• Schedule
– Two evaluations (initial or re-evaluation)
– Two IFSP/IEP plan development meetings
– Two service delivery sessions
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>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
15
Prepare for Entrance Meeting
Include:
• Your program’s process to develop result goals and targets,
• Information on your program’s demographics, including Risk and Reach data
• Your program’s efforts to support the LICC,
• Updates to your Quality Enhancement Plan if applicable; and
• Your program’s identified strengths and concerns.
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
16
Prepare Child Records
• Ensure that the complete record is available
• Confirm that the child record is accurate and up-to-date.
– The child record selected will be reviewed back one year from the date of the verification.
• If needed, the verification team may choose to review more child records to verify a result.
9
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
17
Gathering Evidence
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
18
Methods for Gathering Evidence
• Child record review
– Targeted
– Standard
• Procedural Checklists
• Standard verification reports (DocuShare)
• Observations & family interviews
• Supervisor and staff interviews
• Program Worksheets
• Fiscal documentation
• Documentation of results goals and targets
• Local documentation and/or databases
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>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
19
Why Gather Evidence Prior to the Verification Visit?
• More efficient use of BEIS and local program staff time
• Availability of evidence that can be gathered without being at the program
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
20
How will Evidence be Gathered Prior to the Verification Visit?
• Data reports
• Electronic child records
• Procedure checklist reviews
• Observations and family interviews
• Supervisor/Staff interviews
• Local program worksheets
11
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
21
Gathering Evidence on
Program Management
Items
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
22
Program Management Items Show Evidence of . . . . .
• Oversight and monitoring of the program
• Use of PELICAN and other local data for program decisions
• Ongoing evaluation of program practices
• Focus on the timely and fiscal responsibility of the program
12
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
23
How is Evidence Gathered for Program Management Items?
• Interviews of Supervisors and Staff
• Service Coordination Monitoring
• Provider Monitoring
• Complaints & locally identified concerns
• Data management
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
24
Gathering Evidence
on Results Items
13
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
25
For Each Results Goal, Describe• How data and other local information was
used in setting targets
• How stakeholders are involved in identifying results items, setting targets and reviewing data
• How data was analyzed
• Activities that were implemented
• Progress toward reaching targets
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
26
Analyzing &
Reporting
14
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
27
Analysis and Reporting for the Verification Visit
• Summary meeting
• Verification report
• Quality Enhancement Plan development
• Validation
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
28
Scoring of the Required Items
• All required items are scored
• All types of evidence are scored
• The verification/self-verification will be considered in the program’s determination level
15
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
29
Correction & Validation• Compliance Required Items (green)
– Must be corrected within 365 days of the issuance of the report
• Program Management Required Items (purple)
– Must be corrected within 365 days of the issuance of the report, but longer timeframe is possible with BEIS approval
• Results Required Items (blue)
– Analyze why target was not reached and identify new strategies for achieving the results goal.
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
30
Updating the QEP
16
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Self-Verification Training
31
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
32
Goals of the QEP
• One FLUID plan for all program improvement
• Focus on program priorities
– Correction of noncompliance
– Enhancement of program management activities
– Implementation of evidence based practices to improve outcomes for children and families
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>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
33
Local Program Roles
• Ensure the QEP is developed and implemented
• Coordinate the logistics of the meeting, setting, time, place, etc.
• Lead in the identification and prioritization of outcomes/goals
• Submit the annual QEP to the BEIS for approval
• Review data on results goals
• Evaluate the effectiveness of activities
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
34
BEIS Advisor Roles• Identify noncompliance that needs to be
included in the QEP
• Participate in the QEP meeting
• Assist with the prioritization of QEP outcomes
• Assist with the development of the QEP evaluation plan
• Approve the annual QEP
18
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
35
EITA Staff Role• Facilitate the development of the QEP
• Identify evidence-based practices for quality enhancement
• Assist with writing of the QEP
• Assist with the development of the QEP evaluation plan
• Assist with the evaluation of the implementation of the QEP
• Provide training, technical assistance and resources to meet QEP outcome/goals
>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services
EI Verification Visit Training
36