Special Education Listserv

Subject: Critical Documentation Needed to Convert Early Intervention Records to the

New Data System

Source:  Margaret Strecker, Assistant Director, Compliance

Intended Audience:  Ongoing Service Coordinators, SPOEs, SICC

Date:  December 20, 2005

SPOEs have been unable to complete the activities required for converting child records to the new web based data system for files with missing documentation. It is a contractual requirement for service coordinators to send information required for the child’s early intervention record to the SPOEs in a timely fashion, and this is a reminder that SPOEs need the assistance of service coordinators in completing these conversion activities.

It is crucial that service coordinators submit all inactivation forms for children who have been inactivated and for children whose records are in the old SPOE software, all current IFSPs. This documentation is critical in converting these records and authorizations to the new data system and must be sent to the appropriate SPOEs immediately. If you have previously submitted the documentation to the SPOE, you do not need to send a second copy.  If you have questions regarding what documentation the SPOE needs on a specific child, please contact the SPOE.  Failure to submit the required documents may result in a delay in processing timely payments for service providers and service coordinators by the CFO.

More detailed guidance will follow regarding procedures for documentation and other activities related to the new SPOE contracts.

Thank you for your prompt attention to this matter!