Update: Birth to Three Notification Reports and IFSP

In July 2012, new regulations went into effect for Part C of the Individuals with Disabilities Education Improvement Act (IDEA).  One of the changes in the revised Part C regulations requires notification to the State Education Agency (SEA) and Local Education Agency (LEA) of those children potentially eligible for special education who are exiting the Birth to Three System (34 CFR Section 303.209(b)).To meet the new federal notification requirement, beginning July 1st, 2012, the Birth to Three System has been populating the Birth to Three Notification Reports on a daily basis.  This means the child specific information contained in the Birth to Three Notification Reports is now ‘live data’ rather than ‘point in time data’.

The State Department of Education is using the Special Education Data Application and Collection (SEDAC) website to host the Birth to Three Notification Reports.  The Birth to Three Notification Reports will continue to contain four different types of status reports.  It should be noted that any of the four reports will only appear when there are children to populate a particular report or reports.  Three of the four Birth to Three Notification Reports will contain identified information including: the child’s name and SASID number; parent(s) name; address; telephone; the name and contact information for the child’s Birth to Three service coordinator; nexus district; whether the child is residing with a foster family; and the primary language spoken in the home.  The fourth report will reflect de-identified information because of the age of the child and absence of consent to release information and/or refer the child to the school district.  The reports included are:

1. Children who have been referred to the school district – This report includes children enrolled in Birth to Three and whose parents have signed a written referral to the school district (Birth to Three Form 3-8) requesting that their child be evaluated to determine the child’s eligibility for special      education and related services.  A  school district planning and placement team (PPT) meeting should be convened for the children listed in this report.

2. Notification of children over age 2 ½ who have not been referred and whose parents have not signed a release of information to the school district – This report includes children enrolled in Birth to Three who are over 2½ years of age and whose parents have not referred nor signed a release of information.  This list also includes data of children who are over 2½ years of age whose parents have revoked consent for their child’s special education referral.  A school district would be required to conduct child find activities to outreach to parents for the children listed in this report.

3. Children with a release of information to the school district – This report includes children enrolled in Birth to Three services whose parents have signed a release of information form but who have not referred their child for evaluation to      determine their child’s eligibility for special education and related services.  Children listed in this report require no immediate action on the part of the school district until the child nears the age of three.

4. Children under age 2 ½ with no signed release of information nor a referral to the school district – This report represents de-identified information of children who are under 2½ years of age and whose parents have not referred their child for an evaluation nor signed a release of information to the school district. Children listed in this report require no immediate action on the part of the school district.

Please note that the information in the Birth to Three Notification Reports is intended to assist school districts with their child find obligations under the IDEA Part B.  The provision of information in these reports does not replace a district’s responsibility to identify and know where all the children are in the special education process once referred or known to a school district.  A school district should not solely rely or over-rely on the information presented in the Birth to Three Notification Reports.

Access to the Birth to Three Notification Reports is through the Department of Education’s secured website, SEDAC, under REPORTING: Statewide Reports.  Districts, particularly administrators and coordinators of early childhood special education must work through their SEDAC data person to access this information.  Questions specific to a school district’s responsibilities as it relates to the information in the Birth to Three Notification Reports, can be directed to Maria Synodi at maria.synodi@ct.gov.

Because the Birth to Three Notification Reports are provided by the Birth to Three System, the State Department of Education does not attest to the accuracy of data contained in these reports.  Simply said, the data in the reports is another agency’s data.  For questions that are specific to the data in the Birth to Three Notification Reports please contact the child’s Birth to Three Program as identified on the report or Lynn Johnson, Assistant Director of the Birth to Three System at lynn.s.johnson@ct.gov.

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