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08103-Individual – Family Service Planning for Persons Served Under Part C

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Link to TCADD Policy 8101

SCOPE

This procedure applies to all Services and Supports staff of Tri-Counties Regional Center (TCRC). An Individualized Family Service Plan (IFSP) is required for each child who is eligible for services under Part C of the Individuals with Disabilities Education Act (IDEA). The IFSP will address the infant’s or toddler’s developmental needs and the needs of the family related to meeting the developmental needs of the infant or toddler.

PHILOSOPHY

Individualized Family Service Planning is an interactive process in which a partnership is created among the infant/toddler/family/family, regional center service coordinator, service provider and community to support and enable the child to achieve his or her maximum potential. The philosophy and values to be kept in mind during the process are:

  1. Recognize the variety of roles that family members play in enhancing the child’s development.
  2. Remember the process is collaborative. The degree to which the needs of the family are addressed in the IFSP process is determined with the full participation and agreement of the parents.
  3. Acknowledge the strengths, the culture, common needs and preferences of the whole family.
  4. Consider the family’s natural supports and services when developing the IFSP.

PROCEDURES

The Individualized Family Service Plan (IFSP)

A family centered process is utilized when developing the IFSP.  The IFSP document shall include:

  1. Identifying information of the child and family, the ethnicity of the child and the preferred language of the family.
  2. A statement of the child’s strengths, the parents’ concerns and priorities about their child’s development, and the family’s resources. (Page 2 of the IFSP)
  3. A statement of the child’s present developmental levels of: cognitive, fine and gross motor, receptive and expressive communication, social-emotional and adaptive/self-help. Also, to include vision, hearing and health status and include confirmation that the current developmental assessment was provided to the family.
  4. The parent’s desired outcomes for their child’s development which generally reflects the reason they were referred to Early Start and their concerns and priorities (page 2 of the IFSP).
  5. The criteria, procedures and timelines used to determine the degree to which progress toward achieving the major outcomes is being made. (Pg.3 of the IFSP)
  6. The services that are required to achieve the objectives and outcomes are specified, including any natural supports, generic services, insurance for medical therapies (OT, PT and SLT) and regional center funded services.
  7. The IFSP should also note non-required and other services that may be helpful to the child and family to meet the desired outcome.
  8. The frequency and intensity of each service, including the number of sessions per week or month, the length of time of each session, and whether the service is provided on an individual or a group basis.
  9. The agency or provider of each service.
  10. The funding sources to be used in paying for the service; whether required, non- required or other, and the steps that will be taken to secure those services.
  11. The method or how the service is delivered or provided, i.e. the discipline identified by the IFSP team to meet the desired outcome.
  12. The location of the service being provided. Any TCRC funded service must be provided in a natural environment. If the IFSP team determines that a goal cannot be met in a natural environment, justification must be documented on the IFSP as to why, as well as a plan to transition services back to the natural environment.
  13. The dates of service should include the projected dates for initiation of the service, ideally as soon as possible after the IFSP meeting, but no later than 45 days after the IFSP. The end date generally coincides with the next annual or semi-annual review.
  14. The service coordinator is responsible for ensuring that all services start in a timely manner, regardless of the funding source.
  15. A projected semi-annual or annual review date.
  16. The service coordinator provides a copy of the IFSP to the parent and to the service provider(s).

Parental Consent:

  1. Parents retain the ultimate decision in determining whether they, their child or other family members will accept or decline services.
  2. The parent’s written consent must be obtained at Intake and prior to conducting the initial evaluation as well as vision and hearing screening. A copy of the consent is given to the parent. The consent is valid for one year, unless otherwise specified.
  3. The parent’s signature on the IFSP is their agreement/consent to adopt the terms of the IFSP. A copy is given to the parent at the IFSP meeting, or later, if the IFSP is being typed.
  4. The contents of the IFSP must be fully explained to the parents in language that they understand.
  5. At each meeting, the service coordinator provides the parent with a copy of their due process rights and explains those rights.
  6. The service coordinator explains the HIPAA document, obtains a signed copy of the form, and leaves a copy of it with the family.
  7. For children in foster care, only the holder of educational rights may sign the consent, the IFSP and any subsequent amendments to the IFSP. If the foster family holds educational rights, a copy of the JV535 form must be filed in the chart.
  8. If the birth parent retains education rights, he or she may designate the responsibility of signing documents to the resource parent. A copy of the “Designation of Early Start Responsibilities” will be filed in the chart.
  9. If a Guardian is appointed, court papers or notarized documents must be filed in the chart.

Timelines and Meetings

  1. Evaluation, eligibility, and the initial IFSP must be completed within 45 calendar days from the date of the initial referral to Early Start.
  2. The family and other members of the IFSP team must be given written notice at least two days prior to all meetings, including any telephone conferences.
  3. Meetings shall be held in settings that are convenient to the parent and in the language of the parent’s choice.
  4. In the event of exceptional circumstances that may make it impossible for the family to be available for intake or evaluation or the initial IFSP within 45 days, the service coordinator must document those circumstances in T-19 notes in SANDIS.
  5. Semi-Annual reviews (SAR) and Annual Reviews (AR) will be aligned with the birth month.
  6. The AR will be held on the child’s birth month.

Frequency of IFSP Meetings:

The service coordinator must conduct a review of the IFSP for a child and the child’s family every six months, or more frequently if conditions warrant, or if the parents request such a review. In Addition, the service coordinator will have quarterly check-ins with the family as well.

The purpose of the IFSP review is to determine the following:

  1. The degree to which progress toward achieving the outcomes is being made;
  2. Whether modification or revision of the outcomes or supports and/or services is necessary;
  3. The review must be carried out by a meeting or by another means that is acceptable to the parents and other participants.

Annual review:

  1. A meeting to evaluate the IFSP must be conducted on at least an annual basis to evaluate the IFSP.
  2. The results of any current evaluations and other information available from the ongoing assessment of the child and family must be used in determining what services are needed and will be provided.
  3. To appropriately revise the service provisions.

Amendments and Reviews:

  1. It may be necessary to amend the IFSP because of changes in the child’s/family’s life. For example, adding another service to the IFSP, increasing the frequency of a service, decreasing or ending a service.
  2. When a change to the plan is indicated and agreed upon by the appropriate participants, the service coordinator will amend the plan using the IFSP amendment form (see attached link). The parent’s signature must be obtained prior to the initiation of service.
  3. For children who are functioning at age level, the IFSP team may agree to discharge the child from Early Start before the third birthday or continue to monitor the child’s development for another six months.
  4. If parent is not in agreement to changes in the IFSP, a Notice of Action must be sent to the family.

Preparing for the IFSP:

  1. The service coordinator should allow sufficient time to thoroughly prepare for all IFSP meetings – initial, periodic and annual.
  2. The service coordinator should ensure that evaluations, assessments and progress reports are current.
  3. The service coordinator will coordinate any assessments or medical records that might be necessary or helpful at the upcoming meeting.
  4. The service coordinator, together with the family, will establish a date, time and location for the planning meeting. The choice of the meeting date and location are at the

convenience of the family. Required written notice must be given at least two days prior to meetings.

  • The service provider will also be invited to participate in the IFSP.

Participation in IFSPs

Each initial IFSP meeting and each annual IFSP meeting shall include the following participants:

  1. The parent of the infant or toddler.
  2. The service coordinator.
  3. The person(s) who conducted the evaluations and assessments.
  4. And if requested by the parent:
  5. Other family members.
  6. An advocate or person outside the family

Each IFSP meeting will include service providers, as appropriate. Each Periodic review (semiannual) of the IFSP shall include:

  1. The parent of the infant or toddler
  2. The service coordinator
  3. The service provider, as appropriate
  4. Other family members, or an advocate or person outside the family, upon parent request

If either the evaluators or assessors cannot attend the meeting, the service coordinator should arrange for the providers’ involvement through other means. Such as telephone conference, designating an appropriate representative and/or ensuring pertinent records are available for the meeting.

Individual Family Service Plan Transition:

A transition plan will be developed for all children between the age of 2.3 and 2.9 years. Please refer to Child Services Policies, Guidelines and Procedures # 8105, Transition Planning for Three (3) Year Olds (Part C), on developing the transition plan.

Revision Date: 11/25/2025