I. Purpose
II. Goals
III. Program Overviews
IV. Regulations (Federal and State)
V. Areas of Collaboration
     A. Child Find
     B. Evaluation
     C. Eligibility and IFSP/IEP Development
     D. Transition
     E. Training and Resource Sharing
     F. Monitoring and Data Collection
VI. List of Participants Drafting Agreement
Signature Page

 

I. Purpose

The purpose of this West Virginia State Interagency Agreement is to promote cooperation in the development of a coordinated, interagency system of services for all children with or at risk of developmental delays receiving services from the participating agencies, from birth through five and their families. This agreement will define the responsibilities of each system, and provide guidance for the collaboration and cooperation among programs at the local level.

The participating parties believe that coordinated and collaborative early childhood services will enhance each individual agency’s ability to identify the strengths and meet the diverse needs of all children and their families. All participants desire to enter into this collaborative agreement to mutually fulfill their regulatory requirements while simultaneously reducing services duplication and fragmentation. We intend to strengthen all services by extending the use of existing resources.

The overarching intent of this collaborative agreement is to establish a constellation of resources that must be understood, accessible, and flexible to meet the needs of all families. We desire that children will reach their potential as participating members of the community by the time they transition to adulthood.

All participating parties agree on these principles:

1. Services must be family-centered.
2. Identification of special needs must be individualized, and thus be culturally sensitive.
3. Services should be community-based, occurring in accessible, integrated environments as appropriate.
4. Interagency coordination of resources should result in better quality of services and a reduction in the cost of services.

Key agencies participating in the development of this interagency agreement include the Department of Education Office of Special Education, Head Start Association, Department of Health and Human Resources Part H Infant and Toddler Program, Governor’s Cabinet on Children and Families, and the Region III Resource Access Project.

The signers of this agreement recognize the need to support cooperative efforts at the local and state levels for providing such services based upon these principles. They will serve as a foundation for the development of a collaborative early childhood workplan at all levels.

The signers further recognize that in order to provide truly collaborative services for families of young children, efforts should be made to expand this agreement to include the multiple other state and local agencies supporting families of children birth to five.

II. Goals

The goals of this cooperative agreement are as follows:

• Foster communication and information sharing among agency personnel and families regarding the services and responsibilities of each agency participating in this agreement in order to better serve young children and their families.
• Foster the clarification of family roles and responsibilities to ensure participation of families as full members of the early childhood community collaborative team.
• Foster collaboration among early childhood programs to facilitate smooth transition for children, families, and staff.
• Promote resource sharing and define financial obligations and collaborative opportunities in the development, provision, and evaluation of early childhood services at the state and local levels to better serve children and families while maximizing staff, funding, and other resources.
• Provide a format for encouraging joint planning and sharing of technical assistance and training resources at the state, regional, and local levels.
• Foster the coordination of collaborative child find efforts to identify young children eligible for services provided by participating agencies.
• Identify monitoring and evaluation procedures for participating agencies to ensure implementation and regulatory compliance with the goals of this agreement.

III. Program Overviews

Part H Infant and Toddler Program

Part H early intervention services are provided to eligible infant and toddlers, birth through 35 months of age, and their families under the regulations of Part H of the Individuals with Disabilities Education Act (IDEA) and the West Virginia Department of Health and Human Resources (DHHR).

The DHHR, through the Bureau for Public Health and the Office of Maternal and Child Health contracts with local Part H provider agencies which are responsible for determining eligibility, developing an Individualized Family Service Plan (IFSP), and accessing Part H services needed by eligible children and families. Services identified on the IFSP are to be provided in a family centered, interdisciplinary, community based manner.

Part B Preschool Services

Preschool special education is provided to children three to five years of age under the regulations of the Individuals with Education Act (IDEA), Part B and the West Virginia Department of Education Policy 2419. Children can be found eligible for services if they exhibit a developmental delay or other disability. Services for preschool children are provided by county school districts in a variety of placement options including the child’s home, center-based classes in the local schools, and community programs, such as Head Start and day care. Educational services may be accompanied by related services such as physical, occupational, and speech/language therapies, transportation, and specialized health care plans as designated on the child’s Individualized Education Program (IEP).

Head Start

Since 1972, each Head Start grantee has been required to reserve enrollment slots for children with disabilities ages 3 to 5, at a minimum, 10% of each grantee’s total enrollment.  Early Head Start serves pregnant women and children birth through two.  Head Start funding comes to programs through a federal to local contract.  Interagency agreements are negotiated and implemented locally. They outline the specific details of how the agencies involved in the agreement will work to achieve smooth, cooperative, collaborative networking for families with preschool children with suspected disabilities and with diagnosed disabilities.

Head Start is required in the Final Rule on Head Start Services for Children With Disabilities, 45 CFR Part 1308 as published in the Federal Register 1/21/93, to meet these requirements.  The revised eligibility criteria are based upon the criteria of the IDEA (Individuals with Disabilities Education Act).  All children receive the full array of comprehensive Head Start services.

Head Start, Early Head Start or PCC’s may be contracted for services by Part H and/or LEA for placement of children with disabilities when needed to implement a child’s IFSP/IEP.

The West Virginia Head Start Association is a voluntary, professional organization for 24 Head Start programs including 2 delegate agencies. This organization provides a communication and training network as well as a mentoring program for staff, parents and directors.  The association represents the combined affiliates.  It is a gathering point for information from the local, state, regional and national levels of Head Start.  The State Interagency Agreement will be disseminated to the local Head Start agencies for guidance in providing a pattern for effective collaboration for service delivery to children and their families.

IV. Regulations (Federal and State)

Federal

• The Head Start Act,
• The Maternal and Child Health (MCH) Services Block Grant under Title V of the Social Security Act (SSA),
• Medicaid’s Early and Periodic Screening, Diagnosis and Treatment (EPSDT) program under Title XIX of the SSA,
• Developmental Disabilities Assistance and Bill of Rights Act,
• Individuals with Disabilities Education Act (IDEA),
• Section 8008 under the Omnibus Budget Reconciliation Act of 1989 (that added Section of the Social Security Act),
• The Anti Drug Abuse Act of 1988, Title XI, Treatment and Intervention Programs, PL 100-690,
• Section 475 (1) of the Social Security Act, as amended by PL 101-239, the Omnibus Budget Reconciliation Act of 1989, and
• The American with Disabilities Act.

State

• Policy 2419: Regulations for the Education for Exceptional Students,
• WVDHHR Policies governing Part H early intervention services (8500, 8900, 5100),
• Chapter 18 Article 20 of the Code of West Virginia Education of Exceptional Children.

V. Area of Collaboration

A. Child Find - Procedures include annual public notice, screening and referral for evaluation of children suspected of being in need of special services.  Child find activities will be carried out in accordance with IDEA and with Head Start regulations.  Head Start programs, Early Intervention Program (EIPs) and Local Education Agencies (LEAs) should coordinate with child find activities offered by each agency.  For example, the EIP or LEA may assist the local Head Start program in selecting a screening tool or the Head Start program may provide staff and/or space for screening activities.

WVDHHR, WVDE, and Head Start agree to:

1. Work cooperatively to establish compatible procedures for mutual referral including acceptance of screening, evaluation and assessment information.
2. Work cooperatively to design a statewide developmental screening system for young children, birth through five.
3. Provide training and technical assistance for screening and referral processes to other state agencies with additional resources from Resource Access Project (RAP).
4. Encourage all agencies to include siblings of enrolled children in screening activities and to refer those siblings with suspected developmental delays to appropriate agencies.

Suggested collaborative activities:

• Ensure parental involvement in child find, screening and referral efforts.
• Conduct joint public awareness activities.
• Conduct mutual screening activities including the sharing of staff and resources.
• Develop procedures for making referrals of potentially eligible children to the appropriate agencies.
• To avoid duplication of effort, accept referrals from other agencies based on agreed upon screening procedure

B. Evaluation -Referral for the comprehensive multidisciplinary evaluation of a child should be made to the appropriate agency as soon as the need is evident.  Part H EIPs are responsible for the evaluation of children birth through two years of age who are suspected of having a developmental delay.  The LEA is required to provide a comprehensive multidisciplinary evaluation for children 3-5 years who are suspected of having a developmental delay or disability and in need of special education services.  Head Start must refer a child to the LEA for evaluation as soon as the need is evident, starting as early as the child’s third birthday.

WVDHHR, WVDE, and Head Start agree to:

1. Promote joint strategies for conducting evaluations, meeting regulatory timeliness and exchanging information within confidentiality requirements.
2. Promote statewide initiatives to increase cooperation and enhance communication and information sharing activities among all three agencies.

Suggested collaborative activities:

• Assure that families are equal members of the multidisciplinary team.
• Assure representation from all appropriate agencies to participate as members of the multidisciplinary team.
• Share information and results of the comprehensive evaluation.
• Coordinate activities to meet regulatory timelines for the completion of the evaluation process.

C. Eligibility and IFSP/IEP Development -When a child has been determined by the EIP/LEA to be eligible for special services, the EIP/LEA is responsible for the development of an Individual Family Service Plan (IFSP)/Individual Education Plan (IEP).  The IFSP provides a record of outcomes and objectives for eligible children and families and services needed to achieve those outcomes.  The IEP is intended to provide a process for the multidisciplinary team that includes families, the EIP, LEA, and Head Start staff to jointly make decisions about the educational program for children with disobeys and to provide a written record of the special education program needed by the child. The LEA must develop either an IFSP or IEP to meet Part B requirements.  There is only to be one IFSP/IEP for any child identified by EIP, LEA, or Head Start for special education services.

WVDHHR, WVDE, and Head Start agree to:

1. Promote state and local initiatives to increase the cooperation among all agencies to increase communication and information sharing and collaborative service delivery

Suggested collaborative activities:

• Assure that families are equal members of the IFSP/EEP committee.
• Provide joint training among agencies and families.
• Assure that appropriate EIP, LEA, and Head Start staff and other agencies relevant to child and family needs participate on the IFSP/IEP committee.
• Share records of children served by more than one program after obtaining a release of information form signed by the parent or guardian

D. Transition -EIP, Head Start Programs, and the LEA will facilitate the transition of children from one program to another to promote continuity for children and families as they move between services.  All agencies will have established transition procedures, ensure visits, involve parents and help families understand and adapt to the changes.

WVDHHR, WVDE, and Head Start agree to:

1. Support the West Virginia Transition Initiative by encouraging participation of members on local transition teams, disseminate information about local transition trainings, and requirements.
2. Provide training and technical assistance to groups needing assistance in developing their transition efforts.

Suggested collaborative activities:

The LEA/EIP and Head Start are encouraged to coordinate activities for transition.

• The LEA, EIP, Head Start and all related agencies develop a written plan for transition to ensure the most appropriate placement for each child.  The plan should specify activities, timeliness and responsible parties.
• Provide information to parents and staff on services available from each agency.
• Coordinate visitations for children, families and staff among programs.
• Provide early and mutually planned transfer of records with parental consent.
• Designate a lead person in each agency to coordinate transition activities.

E. Training and Resource Sharing - Head Start programs, EIPs, and LEAs should develop a system to share resources including personnel, transportation, inservice training, classroom space, and resource libraries.  Agencies may negotiate an exchange of personnel and/or service with or without an exchange of funds, depending on the needs and resources of each provider.

WVDHHR, WVDE, and Head Start agree to:

1. Promote the development and maintenance of collaborative resource sharing at the local level.
2. Promote coordination with the West Virginia Developmental Disabilities Planning Council, West Virginia Advocates, West Virginia University Affiliated Center for Developmental Disabilities, Region III Resources Access Project, and health care and social service agencies to facilitate the development of new partnerships to expand services for children and families.
3. Maintain a joint training calendar with resources available to all programs.
4. Promote ongoing collaborative technical assistance across early childhood programs.
5. Provide guidance to communities regarding co-location of early childhood services.

Suggested collaborative activities:

• Support joint trainings, making all training available to families and across programs serving children birth through five.
• All agencies will share results of staff training needs assessments that identify strengths and resources of programs.
• Coordinate a system of lending libraries for parents and early childhood providers.

F. Monitoring and Data Collection -Each agency is responsible for the general administration and supervision of their programs receiving assistance under IDEA or Head Start and the monitoring of programs and activities used to carry out early intervention activities, early childhood programs, and special education programs.  Efforts should be made at the state and local level to develop compatible systems for collecting and reporting information on children served and services provided. Procedures to obtain parent permission and to ensure confidentiality is maintained and will be in place and implemented by all agencies.

WVDHHR, WVDE, and Head Start agree to:

1. Assist each agency in their data collection efforts.
2. Support the monitoring process of each agency and assist in monitoring across agencies if requested.

Suggested collaborative activities:

• The use of common IFSP/IEP forms and release of information forms.
• All agencies could work to develop locally designed common forms for service/program access.
• All agencies could develop a common community assessment to identify gaps or collect data from each program to give a clear picture of the strengths and needs of children and families being served.
• Share information among agencies within the context of confidentiality.
• Annually report to each agency the child count information that is required by December 1.

VI. Participants drafting this agreement

Many thanks to the following people who worked on drafting this agreement, whether in person or through their written comments:

Marilyn Alvaro - Head Start Director
Mark Colaw - Head Start Director
Lisa Goldman - Region III RAP
Pat Gracey - Head Start Director
Bill Huebner - Head Start Collaboration Grant Coordinator
Ginger Huffman - Office of Special Education - 619 Coordinator
Marsha McLean - Region III RAP
Diane Michael – DHHR, Part H
Marlene Midget - Head Start
Pam Roush – DHHR, Part H
Kim Veraas - Governor’s Cabinet on Children and Families
Carol Williams - Director of Federal Programs, Calhoun County
Terri Wontrobski - Head Start Director

VII. Signature Page

This agreement will be reviewed annually by all parties prior to March 26 to determine if extensions or modifications are needed. If no changes are needed, the agreement will be automatically renewed.

Each agency by the signature below of its authorized representative, hereby acknowledges understanding of this agreement and agrees to be bound by its terms.

___________ ___________ ___________
David Lett                        Date
Acting Regional Administrator
Administration for Children and Families Region III

___________ ___________ ___________
Henry Marockie                        Date
State Superintendent of Schools
West Virginia Department of Education

___________ ___________ ___________
Barbara Merrill                        Date
Deputy Director
Governor’s Cabinet on Children and Families

___________ ___________ ___________
Pat Moss                        Date
Director
The Office of Maternal and Child Health, West Virginia DHHR

___________ ___________ ___________
Pam Roush                        Date
Director of Early Intervention
The Office of Maternal and Child Health, West Virginia DHHR

___________ ___________ ___________
Susan Stafford                        Date
West Virginia Head Start Association