Ohio Department of Health Ohio.gov

IFSP Frequently Asked Questions

Listed are the sections of the IFSP. The answers & questions are organized below.

Cover page
Section I: Demographics and Timelines
Section II: Health and Medical Information
Section III: Evaluations, Assessment for Program Planning, Screening
Section IV: Family Resources, Priorities and Concerns
Section VI: Outcome/Goal
Section VII: HMG Services – Summary
Section VIII: Justification for HMG Services not in ERAP
Section IX: Transition Outcome/Goal #
Section X: Transition Documentation Checklist
Section XI: IFSP Signatures and Consents
General

Cover Page

  1. Ohio Department of Mental Retardation and Developmental Disabilities requires a complete signature for receiving parents’ rights. Can parent sign instead of initial on the cover page?
    Yes.

Section I: Demographics and Timelines

  1. Is completing the ethnicity and race of the child on the IFSP optional? Can we add “other” or other races?

    This is not an optional field. Do not alter the form by adding additional fields.

  2. Where do we put the legal guardian such as Children’s Protective Services (CPS)?

    Record this information in the “Parent/Guardian/Foster Parent” field with a notation that CPS is the guardian.

  3. What if the foster parent does not want to be identified on the IFSP in case the child goes back to his/her biological parent?

    Circle “Foster” parent, make a note in the field “confidential” and explain the situation in the case notes.

  4. How do you determine the date eligible for Help Me Grow (HMG) services for children coming from another state?

    The date would be the date of referral to HMG from the other state.

  5. What is the appropriate date for “Date Determined Eligible…”?

    For children with risk factors, it is the date the risk factors were confirmed. For children with suspected delay, it is the date the developmental evaluation in all five areas was completed. For children with a medical diagnosed condition, it is the date of referral to HMG.



Section II: Health and Medical Information

  1. “Are immunizations up to date” by parent report only or do we need documentation?

    Documentation of immunizations is not required by HMG.

  2. What if a parent remembers a test being done but does not remember the exact date?

    Record a date as close as possible to the date the test was completed.

  3. Are the vision, hearing and nutrition concerns in this section for Part C or at-risk children?

    This section is for all children in HMG.

  4. What is the appropriate date for “Date Determined Eligible…”?

    For children with risk factors, it is the date the risk factors were confirmed. For children with suspected delay, it is the date the developmental evaluation in all five areas was completed. For children with a medical diagnosed condition, it is the date of referral to Help Me Grow.

Section III: Evaluations, Assessment for Program Planning, Screening

Section III A

  1. Who completes this section?

    The service coordinator (SC) or the evaluators can complete the information.

  2. Can the evaluation team complete Section III A, B and C, and D without the presence of the SC?

    The SC must be informed and have an understanding of what is written because the SC has the responsibility to facilitate, coordinate and monitor the IFSP.

  3. Can evaluation tools be attached instead of summarized in Section III A, e.g. ELAP, PT, OT evaluations?

    No. Summaries must be included.

  4. Section III A directions that age should be adjusted only up to 12 months. Is this correct?

    The original guidance document is incorrect. Age should be adjusted up to 24 months. Future guidance documents will be revised.

Section III B

  1. Do counties still need to complete the “Developmental Summary Report” form that was provided by Bureau of Early Intervention Services or does the IFSP Section III A and D substitute for this requirement?

    Completion of Section III A, B, C and D can substitute for the Evaluation Report.

  2. If the vision or hearing screening is not yet obtained, but the tool and informed clinical opinion shows the child has a delay and qualifies, should we delay services?

    Do not delay services if the vision or hearing screening has not been completed. Indicate when it will be completed and the reason for not meeting the 45-day timeline in the case notes. When the screening has been completed, record the information on the IFSP.

  3. “Medical opinion, Method used to gather info” – is this completed based on what we do?

    If another person completes, then it may be unknown to the SC. The professional who provides the informed clinical opinion must identify the option in Section III B used to gather the information. The SC must know who and how the informed clinical opinion is concluded because he/she is responsible for coordinating the evaluation process.

Section III D

  1. If the vision, hearing and nutrition screening are all normal, what should be written in the “needs” column?

    Please write “No Needs Identified.”

  2. For children evaluated for Part C, can the evaluation report be attached to this page?

    If all the information required in this section is included in the evaluation report, then you can write “see attached” for the initial assessment. However, ongoing assessment information must be written on the form at the next review.

  3. Can the SC incorporate information from the reports he/she receives from other agencies?

    Yes. Service providers can provide pertinent assessment information to the SC who is responsible for compiling all information into the IFSP. Any available information about the child is important to include because it will provide a more complete picture.

  4. Do we still complete this section for a child with a medical diagnosis?

    Yes. Section III D must be completed for all children.

  5. Can parent report be used for vision and hearing screening for Part C children?

    No, written documentation is required.

Section IV: Family Resources, Priorities and Concerns

  1. Does the parent have to initial to agree to a family assessment at each IFSP review?

    No, only the first time. This consent will be used until revoked in writing by the parent.

  2. Can this section replace our Family Assessment we currently use?

    Yes.

  3. If family chooses not to participate in a family assessment, do we write that on the page and keep it in the IFSP or remove those pages?

    The parent is required to initial that they do not want to participate in the family assessment. This section must remain in the IFSP, so the SC can revisit the importance of this information at subsequent reviews.

  4. Is this section per child or per family?

    This will depend on the family and what resources, priorities and concerns they identify.

  5. Can information be added to this section between IFSP reviews?

    Yes, information can be added but must be reviewed with the family at their next IFSP meeting. A date of when the information is added and initials of person adding is required.

  6. Is it OK to have concerns identified but no outcome?

    Yes, this is a possibility, because the family may have different priorities for their concerns.

Section VI: Outcome/Goal

  1. Does every child have to have an outcome/goal when there is more than one child in the family?

    This depends on what the family has identified as their concerns and priorities.

  2. If an outcome is not met, do you change the wording?

    This depends on the reason the outcome was not met. If the family was not able to work on the outcome (e.g. illness), then it would not be necessary to change the wording. The wording should be changed if the outcome/goal was not reasonable or achievable for the child and/or family.

  3. Can a provider send an outcome/goal sheet to the SC if they are unable to attend the meeting?

    Yes, as long as the provider has developed the outcome/goal with the parent. It is the SC’s responsibility to review the information with the provider so the SC can review and explain to the parent at the IFSP meeting.

  4. Do we list therapy on the outcome/goal page?

    Request for therapy is not an appropriate outcome/goal. However, therapy can be identified as a strategy for an outcome/goal.

Section VII: HMG Services – Summary

  1. If a playgroup is 90 minutes long and multiple children are working on different outcomes at the same time, what is written for intensity?

    Providers should estimate how long the child is working on his/her particular outcome/goal.

  2. If MR/DD is providing specialized services at no cost to families, can payment method be n/a or should we specify MR/DD?

    Specify the funding source for services. In this example, it is appropriate to record MR/DD.

  3. What service type is an EI specialist considered?

    The Early Track data dictionary included in the Guidance document specifies #32 for Special Instruction.

  4. Can you write within 120 days or is a specific date needed?

    A specific date is required. It is acceptable to provide the best estimate possible.

  5. If the strategies are the responsibility of the mother and the SC is a support, how is this recorded?

    This section is used for fee for services only. Therefore, a strategy completed by the mother would not be recorded in this section but would be recorded in Section VI.

  6. When a home visitor/SC goes to a home and completes a lesson from a home visiting curriculum, how is this recorded? Consultation or individual?

    The provider is providing parenting education (#23) and the method would be “Consult” because the primary focus is providing information to the child’s caregiver.

  7. How do we indicate if there is more than one provider assisting with the outcome/goal?

    A separate line needs to be completed for each provider of service within a strategy.

  8. Under service type, is the service coordinator’s discipline used?

    Service type identifies the service that is being provided not the discipline or profession of the provider. If a nurse provides nursing for the child, then the service type is nursing. If a nurse facilitates an IFSP review meeting, then the service type would be service coordination.

  9. How do you document screening/assessment on this section?

    Screening/assessment as a strategy must be related to an outcome/goal.

Section VIII: Justification for HMG Services not in ERAP

  1. Is a playgroup in an early childhood/family center a natural environment?

    Yes, if most of the children in this setting do not have delays or disabilities AND if this environment is part of the child and family’s everyday routines, activities, people and places as described in their Section V.

  2. If the therapist pulls the child out for an individual session, does there need to be a justification?

    Yes. The IFSP must have justification as to why this service is not provided in the child and family’s everyday routines, activities, people and places.

  3. Why can’t “parent choice” be justification for receiving services in a non-natural environment?

    Although family choice is a crucial element of HMG, the family in partnership with the IFSP team must determine the best environment for the services. Justification could be worded to state the “family and team determined this to be the best environment.”

Section IX: Transition Outcome/Goal #

  1. How do you fill out this page for newborns or prenatal?

    This section is for children who have received ongoing HMG services and is completed six months prior to their 3rd birthday or when the child and family are exiting HMG.

Section X: Transition Documentation Checklist

  1. Do you complete this section at the initial IFSP or six months prior to transition?

    The Transition Documentation Checklist is completed six months prior to the child’s 3rd birthday.

  2. Can we now use the Transition Document Checklist in the IFSP and get rid of the HEA 7711 form?

    Yes, this is the requirement. HEA 7711 should no longer be used.

Section XI: IFSP Signatures and Consents

  1. Do you need a new page for each review?

    A separate signature and consent page must be signed after each IFSP review.

  2. If the clinical supervisor is required by his/her agency to review the IFSP, can his/her sign at the bottom (e.g. reviewed by, credentials and date reviewed)?

    Yes.

  3. If there are three children in the family with different participants/team members, how do we complete this section, when only one page per family is required?

    If it is more appropriate to have separate signature and consent page for each child in the family, then do so.

  4. What if a parent does not want a copy of the IFSP sent to a certain provider or physician?

    The parent should not check the box indicating their consent.

  5. Who determines who is appropriate to receive a copy of the IFSP?

    This will be a discussion between the SC and the family. The family has the final decision as to who receives a copy of their plan.

  6. Do you still have to give the family a copy of the IFSP if they decline it?

    Yes, the significance and importance of the document should be explained.

  7. What is the difference between an IFSP participant and an IFSP team member?

    Anyone who attended the meeting must be listed as a participant. Anyone who does not attend but provided information about the child must be listed as an IFSP team member.

  8. When the parent requests the IFSP be sent to the provider, can we just send specific relevant sections of the IFSP to a service provider instead of the whole document?

    It is up to the parent to determine if the complete IFSP is sent to the provider or only specific sections.

  9. What if the parent wants only specific sections copied for their physician, service providers or IFSP meeting participants?

    Record the specifics the parent is consenting to on the form.

  10. Can you update the initial copy at each review without making a copy of the entire document every 120 days?

    Any page with updated information and all newly added pages must be copied for the parent. The Outcome/Goal, Service Summary and Signature pages must be copied for the family at each review.

General

  1. If information is added to the IFSP before the 120 day time, which pages mean a review MUST occur if changes are made to them?

    Only changes to Section VI or VII “trigger” a review.

  2. Can this be e-mailed to providers and parents? (Electronic signature laptop use in home?)

    This issue must be decided at the agency level. Parents must agree to receive their copy via e-mail.

  3. Must all service providers be invited to each review?

    IFSP policy states all service providers must be invited to each initial meeting and subsequent reviews. However, if they are unable to attend, documentation regarding their recommendation(s) must be made available for the meeting.

  4. If enough of a developmental evaluation was completed to determine eligibility, can an outcome/goal be to complete the evaluation in other areas?

    No. Federal regulations and state policy state all five areas must be completed within 45 days and before the IFSP is developed.

  5. If therapist is going to be out for six weeks due to surgery, do we have to do a review to change the name to the new therapist who will be 'subbing'?

    Yes, any change in service providers constitutes a review.

  6. What if family wants to update IFSP before review date?

    If any team member including the parents wishes to have an IFSP review, the review should be scheduled and service providers invited.

  7. Can parents be given pages to complete on their own?

    No. It is the responsibility of the SC to complete with the assistance of the parents. The parents should not be required or asked to complete sections of the IFSP unless they request.

  8. For a child with eligibility due to diagnosed medical condition, can outcomes/goals be completed for immediate services and the signature page signed before Section III D (assessment) is fully completed?

    Yes. The assessment for program planning still must be completed within 45 calendar days of initial referral. Following the completion of the assessment, it may be necessary to do a review to add additional outcomes.