Coshocton County Board of
Developmental Disabilities
Policy: Waiting List Policy
Policy Number: 7.0
Ohio Revised Code Reference: ORC §121.38, ORC §5123.046, ORC §5126.042, ORC §5126.054
Ohio Administrative Code Reference: OAC §5101:6-2-01 through 5101:6-2-09, OAC §5123:1-2-10, OAC §5123:2-1-02, OAC §5123:2-1-06(F), OAC §5123:2-1-11(G)
Board Adopted: 05-15-2003
Board Amended:
I. Purpose
The purpose of this policy is to specify requirements for establishing, maintaining and communicating waiting lists, service substitution lists and long-term planning registries and associated due process protections.
II. Policy:
A. General Administration
1. The Board shall establish and maintain waiting and service substitution lists and long-term service planning registries for services if it is determined that available resources are not sufficient to meet the needs of all eligible persons who request programs and services. The Board may establish priorities for making placements on its waiting list for services according to the emergency status of the individual and shall establish priorities in accordance with Ohio Revised Code (ORC) section 5126.042.
2. Individuals who may be placed on a waiting list include individuals with a need for services on an emergency basis and individuals who have requested services for which resources are not available.
3. Individuals who currently receive a service but would like to change to another category of service shall not be placed on a waiting list but shall be placed on a service substitution list. The Board shall work with the individual, service providers and all entities to facilitate the change in service category as expeditiously as possible. The Board may establish priorities for making placements on its service substitution lists according to the emergency status of the individual.
4. Separate waiting lists shall be established for each of the following categories or sub-categories of Medicaid and non-Medicaid funded services, programs or supports provided or arranged by the Board for which available resources are inadequate to meet the needs of individuals who have a current need for services. The particular categories or sub-categories includes:
a. Early Intervention Services
b. Adult Services
c. Service and Support Administration
d. Transportation Services
e. Family Resource Services provided under section 5126.11 of the ORC.
f. Residential Services and Supported Living
g. Other services determined necessary and appropriate for persons with disabilities to receive according to their needs and preferences reflected in their service plans.
5. The Board may establish additional waiting lists for all categories of services, which are determined necessary and appropriate for individuals according to their plan.
6. When an application is made for a waiver, the individual shall be placed on the waiting list for waivers appropriate to the individual's need based on an individual assessment. The date of original request shall be the date of placement on the waiting list.
7. The Board shall determine other service categories and sub-categories for waiting and service substitution lists and long-term planning registries as appropriate. Waiting lists may be established to address unique needs of the Board.
8. The Board does not discriminate based on an individual's race, color, sex, creed, national origin, disability or inability to pay. The Board shall not give service enrollment preference to individuals based on their ability to pay for services from private pay sources. Individuals with private pay sources shall be given services for which there is a waiting list only if doing so will not impact others on the waiting or service substitution list (i.e., private pay individual is at the top of the waiting list.)
9. The following shall take precedent over the applicable provisions of the Board policy and procedures:
• Medicaid rules and regulations,
• Any specific requirements that may be contained within the Medicaid state plan amendment or waiver program that the Board has authority to administer or with respect to which has authority to provide services, programs, or supports.
• Assigning Priorities and the Assessment Component of the Board Medicaid Expansion Plan
• The Board shall do, as priorities, all of the following in accordance with the assessment component, approved under section 5123:.046 of the ORC, of the Board's plan developed under section 5126.054 of the ORC:
• For the purpose of obtaining additional federal Medicaid funds for home and community-based services, Medicaid case management services, and habilitation center services, do the following:
• Give an individual who is eligible for home and community-based services and meets both of the following requirements priority over any other individual on the Board's established waiting list for home and community-based services including Supported Living, residential services, or Family Resource Services.
i. Is 22 years of age or older;
• Receives Supported Living or Family Resource Services.
• Give an individual who is eligible for home and community-based services and meets both of the following requirements priority over any other individual on the Board's established waiting list for home and community-based services that include Adult Services:
i. Resides in the individual's own home or the home of the individual's family and will continue to reside in that home after enrollment in home and community-based services;
• Receives Adult Services from the Board.
• As federal Medicaid funds become available, give an individual who is eligible for home and community-based services and meets any of the following requirements priority for such services, over any other individual on the Board's established waiting list for home and community-based services:
i. Does not receive residential services or Supported Living, either needs services in the individual's current living arrangement or will need services in a new living arrangement, and has a primary caregiver who is 60 years of age or older;
• Is less than 22 years of age and has at least one of the following service needs that are unusual in scope or intensity:
• Severe behavior problems for which a behavior support plan is needed;
• An emotional disorder for which anti-psychotic medication is needed;
• A medical condition that leaves the individual dependent on life-support medical technology;
• A condition affecting multiple body systems for which a combination of specialized medical, psychological, educational, or habilitation services are needed;
• A condition the Board determines to be comparable in severity to any conditions listed above and places the individual at risk of institutionalization.
• Is 22 years of age or older, does not receive residential services or supported living, and is determined by the Board to have intensive needs for home and community-based services on an in-home or out-of-home basis.
• In fiscal years 2002 and 2003, the Board shall give an individual who is eligible for home and community-based services, resides in an ICF/MR or nursing facility, chooses to move to another setting with the help of home and community-based services, and has been determined by the Department to be capable of residing in the other setting, priority over any other individual on the Board's established waiting list who do not meet any of these criteria. The Department shall identify the individuals to receive priority, assess the needs of the individuals, and notify the Board of the individual's priority identified by the Department and the individuals assessed needs.
• If two (2) or more individuals on the Board's established waiting list for home and community-based services have priority for services, the Board may use special filed rules effective until December 31, 2003 and subsequent Board procedures to determine the order in which the individuals with priority will be offered the services.
• The Board's establishment of priorities for services shall to the greatest extent possible, achieve the following objectives:
i. Maximization of federal funding;
• Make a reasonable contribution by increasing enrollment into home and community-based services to assist the state in its initiative of enrolling at least 500 individuals during each fiscal year of who did not receive residential services, Supported Living, or home and community-based services in the prior state fiscal year.
• In dealing with living arrangements the Board shall try to address the following objectives:
i. Promotion of the individual's ability to choose other individual's with priority status with whom to live, as described in this policy and corresponding procedures.
• Filling of vacancies in living arrangements with individuals who have priorities described in this policy and corresponding procedures.
• Otherwise, the Board shall offer the home and community-based services to such individuals in the order they are placed on the waiting list.
• An individual with emergency status shall receive priority for services. No individual may receive priority for services over an individual placed on an established waiting list due to emergency status.
• The Board Medicaid expansion plan shall be consistent with the policies and procedures adopted by the Board.
• Establishment of Waiting List
• Waiting lists are only for individuals with a current need for services and/or supports. Current need of service is determined by the reasonable indication that the individual desires and would use the service and/or support if offered within 12 months of the date of application for the service and/or support. The Board annually reassesses the service needs of individuals on waiting lists in accordance with written procedures.
• Establishment of Service Substitution List
• The service substitution list is not a waiting list. It is a list of individuals who are currently receiving a category of services, but both need and desire to receive an alternative type of service in the same category. If an emergency or priority placement situation arises, the Board shall transfer the person automatically to the waiting list utilizing written procedures specific to emergency or priority placement. The Board annually reassesses the service needs of individuals on service substitution lists in accordance with written procedures.
• Establishment of Long-Term Service Planning Registry
• A long-term service-planning registry is not a waiting list. The purpose for establishing a registry is to enable the Board to document service and support requests and to plan to meet them appropriately. The registry is for the use of individuals who wish to document their intention to request in the future, a service provided by the Board either directly or through contractual relationship. Services requested are neither needed nor received currently by the individuals. Individuals shall not be placed on the waiting list or service substitution list for the same category of services for which they have been placed on the registry.
• The Board shall review the registry on an annual basis to determine whether the persons on the registry should remain or be relocated to a waiting list in accordance with written procedures.
• Eligibility Determination
• When individuals request services from the Board, for purposes of establishing a date of application, the Board will presume the individual to be eligible for Board services and supports on the date of the request. This date shall be established as the date of application to the Board for services, programs, and supports for purposes of the waiting lists.
• The Board shall complete eligibility determination for requested services and supports within 45 days of an individual's request for service, or after all necessary information has been received from the referring party or the applicant. An individual determined to be eligible to receive Board services will either receive the needed services or be placed on a waiting list maintained by the Board.
• If the individual is determined not to be eligible for Board services, programs and supports, they have the right to appeal the eligibility determination. The process for appeal of eligibility determination is the Board Administrative Resolution of Complaints Process.
• Individuals found not to be eligible for Board services, programs and supports shall be referred, with their consent, to other agencies or sources of service that the Board identifies as being able to meet their needs.
• Exclusions from Waiting Lists
• The following individuals shall not be subject to waiting lists or service substitution lists for the following specified services:
• The following Medicaid eligible individuals shall receive services within 90 days of the date that the need for such services has been documented on the individual's individual plan in accordance with applicable law and the type of determination shall be included in the individual's record maintained by the Board:
i. Individuals who are assessed and who are determined to have a need for Medicaid state plan services, including habilitation center services and Medicaid case management services;
• Individuals enrolled in residential facility, home care transition, or individual options waivers who are being transferred to a different home and community-based services waiver for persons with an ICF/MR level of care. Such individuals may be transferred in accordance with rules of the Department and other applicable law to another ICF/MR level of care waiver for which the individuals are eligible.
• Children who are subject to a determination under section 121.38 of the ORC.
i. Such children who require the home and community-based services provided through the Medicaid component that the Department administers under section 5111.871 of the ORC shall receive services through that Medicaid component.
• For all other services, such children shall be treated by the Board as having emergency status.
• Medicaid Funded State Plan Services
• Individuals on waiting lists for Medicaid funded State Plan services (Community Alternative Funding System (CAFS), Targeted Case Management, and Home and Community Based Services (HCBS) Waivers) where a placement slot has been allocated, shall receive those services within 90 days from the date eligibility for services was established.
• Individuals expressing intent to relocate to Coshocton County do not need to be living in Coshocton County , in order to be placed on a waiting list, service substitution list, or long-term service planning registry maintained by the Board when Medicaid funds are likely to be used to support the services being requested.
• Due process protection pertaining to the denial of Medicaid funded services must be followed when an individual is removed from a waiting or service substitution list for a Medicaid state plan service (i.e., CAFS services or a HCBS Waiver Service). The Ohio Department of Job and Family Services Rules and due process procedures shall be followed related to the denial of Medicaid funded services.
• Reciprocity for Non-County Residents
• Individuals who are non-residents of Coshocton County may request to be included on the Board waiting lists for services and supports. If another county board deems the individual eligible for services and supports the Board shall consider the individual eligible for services. In instances where the Board deems it necessary to conduct a separate eligibility evaluation, the county may do so; however, the individual will continue to receive services or be placed on the waiting list during the re-evaluation process.
• Individuals who are on the waiting list maintained by one county board will retain their date and time of request for the category of services assigned in the original county when they either:
• Relocate to Coshocton County ;
• Express a desire to relocate to Coshocton County ;
• Meet the criteria to be placed on a waiting list in Coshocton County , as defined in written procedures.
• Administration of Waiting List, Service Substitution List and Long-Term Service Planning Registry
• The Board shall authorize the Superintendent to develop and implement written procedures for:
• Determination of categories and sub-categories for creating lists or registries,
• Determination of the individual's order of placement on lists or registries,
• Administration of Waiting Lists,
• Procedures for priority and emergency placements on lists or registries,
• Removal from lists or registries,
• Initial assessment and annual reassessment of the service needs of individuals on lists or registries in accordance with all applicable state and federal laws,
• Confidentiality procedures specific to lists or registries,
• Notice to individuals,
• Due process protections,
• Priorities.
• Annual Policy Review
• The Board shall conduct an annual review of the effectiveness of its waiting and substitution list, registry policies and procedures.
• The Board shall review the service, program and supports of the individuals listed on the waiting and substitution list and the registry as part of the annual planning process. The review shall be used to ascertain the appropriateness of the waiting, service substitution list or long term planning registry for each person as well as to identify the type and extent of additional resources that may be needed to meet those needs.
• Supported Living and Waiver Providers
• Activities of providers of Supported Living and HCBS waivers who are under contract with the Board or the Mid East Ohio Regional Council (MEORC) shall be governed by the Waiting List policy and procedures established by the Board.
• Adherence to the Waiting List policy and procedures shall be included in Supported Living and waiver provider contracts.
• Notice to Individuals
• The Board shall provide full notice of the waiting and service substitution list, registry policies and procedures to individuals and their legal guardians as defined in Board procedures.
• The notice shall be clear and complete. Distribution of the notice shall not be limited to individuals enrolled in Board operated programs or served through entities under contract with the Board.
• Authorization to Develop Procedures
1. The Board authorizes the Superintendent to develop and implement written procedures consistent with Board policy and applicable rules, regulations and statues that apply.
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Coshocton County Board of
Developmental Disabilities
Policy Reference: Waiting List Procedure
Policy Number: 7.1
Ohio Revised Code Reference: ORC §121.38, ORC §5123.046, ORC §5126.042, ORC §5126.054
Ohio Administrative Code Reference: OAC §5101:6-2-01 through 5101:6-2-09, OAC §5123:1-2-10, OAC §5123:2-1-02, OAC §5123:2-1-06(F), OAC §5123:2-1-11(G)
Superintendent Approved: 05-18-2003
Superintendent Amended: 07-25-2003 , 10-26-2006
Purpose: To establish requirements for use in administration of the waiting list, service substitution list, and long-term service planning registry.
Definitions:
A. "Board" means the Coshocton County Board of Developmental Disabilities.
B. "CAFS" means the Community Alternative Funding System.
C. "COEDI" means the Children's Ohio Eligibility Determination Instrument.
D. "Date of Request" means the date and time of any written or other documented request for service. The request, including the date and time of request, shall be included in the individual's record maintained by the Board. "Date of request" is the controlling date for placement on a waiting list or service substitution list and shall be documented at the time of any such request.
E. "Department" means the Ohio Department of Mental Retardation and Developmental Disabilities.
F. "Emergency" means any situation that creates for an individual a risk of substantial self-harm or substantial harm to others if action is not taken within 30 days. An "emergency" may include one or more of the following situations:
1. Loss of present residence for any reason, including legal action;
• Loss of present caretaker for any reason, including serious illness of the caretaker, change in the caretaker's status, or inability of the caretaker to perform effectively for the individual;
• Abuse, neglect or exploitation of the individual;
• Health and safety conditions that pose a serious risk of immediate harm or death to the individual or others;
• Change in the emotional or physical conditions of the individual that necessitates substantial accommodation that cannot be provided reasonably by the individual's existing caretaker.
G. "HCBS" means Home and Community Based Services.
H. "ICF/MR" means Intermediate Care Facility for the Mentally Retarded. Operator of ICFMR shall inform individuals/families and guardians (as applicable) that OAC 5123:2-1-08 requirements do not apply with respect to persons requesting admission to an ICFMR.
I. "IO" means the Individual Options Waiver.
J. "Long-Term Service Planning Registry" means a list of individuals who wish to record their intention to request in the future, a service provided by the Board, either directly or by a contractual relationship. The requested services are neither needed or received currently by the individual.
K. "OEDI" means the Ohio Eligibility Determination Instrument.
L. "Priority" means any situation that would constitute an emergency except that action to resolve the situation may be taken in more than 30 days, but less than 90 days, without creating a risk of substantial harm to the individual or others.
M. "RFW" means the Residential Facility Waiver.
N. Case Manager means the same as Service and Support Administrator. The Case Manager provides Board service coordination.
O. "Service Substitution List" means a list of individuals who are currently receiving a category of services, but both need and desire to receive an alternative type of service in the same category.
P. "Waiting List" means a list of individuals of which there is reasonable indication that the individual desires and would use a requested service or support if it were offered within 12 months of the date of application for the requested service or support.
Procedure:
A. Determination of Categories and Sub-Categories for Creating Lists or Registries
1. Waiting lists shall be established for each of the following categories or sub-categories of services, programs or supports provided or arranged by the Board where requests exceed available resources for that particular category or sub-category:
a. Early Intervention Services
b. Adult Services
c. Service and Support Administration
d. Transportation Services
e. Family Resource Services
f. Individual Options Waiver (IO)
g. Residential Facility Waiver (RFW)
h. Level 1 Waiver
i. Supported Living and Residential Services (ICF/MR)
j. Other services determined necessary and appropriate for persons with disabilities to receive according to their needs and preferences reflected in their service plans.
2. Annually, the Board, based on availability of resources, determines the availability of program services and supports. As part of this procedure, "resources" means federal, state, or local money, private grants or donations, appropriately trained personnel and appropriate capital facilities and equipment. The Board shall determine the capacity of its resources to service eligible persons within its facilities, programs, services, and supports including contractual arrangements with other affiliated public and private entities. Capacity shall be the maximum limit of monies, personnel, and space within capital equipment or facilities to accommodate eligible persons. The Board shall also refer to any applicable statutes, regulations, and rules of state and federal agencies related to any requirements or limitations related to size of facility and personnel requirements including types of personnel and staff ratios. This review shall include an analysis of the number of individuals on service and program waiting lists, service substitution lists and long-term service planning registries. The analysis of individual needs, available resources, and capacity shall be the basis of the goals and objectives for the Board Annual Action Plan specific to addressing waiting lists. The Board shall establish consistent methods of providing information on alternative services conveyed according to ORC 5126.046, 5126.055 and the rules of the Department regarding free choice of provider.
3. While conducting analysis of available resources and capacity and reviewing needs of individuals identified from the individual planning process, the Board shall determine the need for developing additional categories or sub-categories for waiting lists, service substitution lists or long-term service planning registries. The Board may establish separate waiting lists for a type of service, program or support within each category of service listed above. Waiting lists may be established to address unique needs of the Board.
B. Determination of Eligibility
1. When an individual requests a service from the Board, the Board will presume the individual to be eligible on the date of the service request for the purposes of establishing a date of application to the Board for a category of service.
a. In accordance with confidentiality provisions contained in this procedure, the individual and/or guardian shall be informed of service alternatives.
2. Within 45 days following the date of the request for services or after all necessary information has been received from the referring party or applicant, the Board shall determine individual's eligibility utilizing the administration of an OEDI or COEDI.
a. If the individual is determined not to be eligible for the requested services, the individual has the right to appeal the determination decision using the process described in the Administrative Resolution of Complaints and Due Process Rights Policy.
b. When an individual is determined not to be eligible for requested services, the Board, with the individual's consent, will refer the individual to alternative services and supports.
c. Individuals who are successful in utilizing an appeal mechanism will remain on the waiting list or service substitution list utilizing the original date of application for services.
3. Children from birth through age two (2) are eligible for Early Intervention services through part H of the Individuals with Disabilities Education Act shall, in accordance with Federal law, receive eligibility determination, comprehensive assessment, service coordination, an Individual Family Service Plan and due process rights within 45 days of initial contact with the central intake coordinating site for Early Intervention, regardless of when the services are actually requested from the Board.
4. Eligible individuals requesting a Medicaid State Plan service for which there is an available slot/program/allocation, etc. shall receive the requested service/program, etc. within ninety days of their eligibility determination date.
5. When an individual relocates, or expresses a desire to relocate to Coshocton County, from an Ohio county in which they were determined to be eligible for county board of DD services, the Board may:
a. Accept the prior eligibility determination, or
b. Administer a new OEDI/COEDI to determine eligibility.
6. Individuals who are on waiting lists maintained by one county board of MR/DD will retain their date and time of request for the category of service assigned in the original county when they either:
a. Relocate to Coshocton County, or
b. Express a desire to relocate to Coshocton County, and
c. Meet the criteria to be placed on a waiting list as defined in the Board policies and procedures.
7. When a person who has been determined eligible for county board of MR/DD services after July 1, 1991, moves, or expresses a desire to move to Coshocton County, that individual shall be considered eligible to receive services in Coshocton County. The Board may review the individual's eligibility for services. During the time in which the review is being conducted, the individual will either receive services or be placed on a waiting list.
8. All individuals determined to be eligible to receive county board services will either receive the service or be placed on a waiting list, service substitution list or long-term service planning registry maintained by the Board.
C. Administration of Waiting Lists
1. Waiting lists are maintained at the administrative offices of the Board, the office of the Residential Services Manager and the Board's Adult Services Program.
2. Only individuals who would utilize the service within twelve months of the service being offered shall be placed on a waiting list.
3. The Board shall assess the service needs of individuals prior to placement, may place individuals on a waiting list, may place an individual on more than one waiting list and must notify the individual/guardian/family of placement on to a waiting list.
4. When a program or service for which there is a waiting list becomes available, the Board shall reassess the service needs of the individual next on the waiting list to receive the program or service, offer the service, remove the individuals name or place the person on the waiting list.
5. Individuals with a current need for a category of service and individuals who meet the criteria for a category of service based on an individual assessment shall be placed on the waiting list for that category.
6. If the reassessment demonstrates that the individual continues to need the program or service, the Board shall offer the program or service to the individual.
7. If the program or service is offered but refused, but the individual has a current need, the Board shall move to the next person on the list. In this instance, the individual who refused the service shall retain his/her place on the waiting list.
8. If it is determined an individual needs a different category of service other than the one for which the individual is waiting, the Board shall provide the category of service, or place the individual's name on the waiting list for the category of service based on the new date of request.
9. An individual determined to be eligible to receive county board services will either receive the requested services or remain on a waiting or service substitution list or long-term service planning registry maintained by the Board.
10. If an individual resides in another state or county and has expressed an interest or intention to relocate to Coshocton County, the Board shall document the request. The individual shall be placed on the waiting list for requested services/programs, including waiver services using the individual's original date of request.
11. When relocating to another county and requesting non-Medicaid services, the receiving county will add the individual's name using the date of request made to the receiving Board.
12. If two or more documented applications or requests for waiver services exist, the earliest date shall be used to establish a rank on the appropriate waiting list.
13. All reasonable efforts shall be made to contact the first eligible individual on the waiting list via two documented attempts by certified mail (RES-09) or personal contact. The Board shall encourage individuals on waiting lists to provide notification of any change of residence or circumstances.
14. At least annually the Board shall review the services, programs and supports of the individuals on the waiting list as part of the annual planning process (RES-05). The review shall be used to identify the type and extent of additional resources needed to meet those needs. As results of the re-assessment, the individual may be placed on another waiting list.
D. Procedures for Exceptions, Priorities and Emergency Placement on Waiting Lists
1. Waiting list placement dates for categories of service are established based on the date of requested service by the individual. Individuals on waiting lists with the earliest date of making application will receive available services with the following exceptions:
a. Children subject to juvenile court orders under ORC 121.38. The statute requires these children to be served immediately, regardless of the existence of a waiting list or any other emergency or priority situation.
b. Emergency situations based on the seriousness of the situations. Emergency means any situation that creates for an individual with MR/DD a risk of substantial self-harm or substantial harm to others if action is not taken within 30 days.
c. Priority situations based on the seriousness of the situations. Priority means any situation that would constitute an emergency except that action to resolve the situation may be taken in more than 30 but less than 90 days without creating a risk of substantial harm to self or others.
1. All potential priority situations will be referred to the Superintendent for disposition. The Superintendent shall determine whether the priority situation warrants special placement upon the applicable waiting lists.
2 The Superintendent or their designee may request additional information or investigate the priority situation prior to disposition.
3. If deemed a priority situation, the Residential Services Manager shall update the applicable waiting list accordingly.
• Individuals who meet the conditions defined in OAC 5123:1-2-10(G)(1)(b) described as "an individual who is creating a residential service option for another individual who is being disenrolled from a HCBS waiver may be enrolled ahead of HCBS waiver applicants on the waiting list who are ranked with earlier dates of application. Priority shall be given to a HCBS waiver applicant who can create a residential service option and is on the service substitution (or waiting) list with the most recent application date".
• Until December 31, 2003, when there is no individual with priority for home and community-based services pursuant to paragraph (D)(1) or (D)(2) of OAC 5123:2-1-08 available and appropriate for the services, the Board may offer the services to an individual not given such priority for the services who is on a waiting list for the services pursuant to paragraph (C) in order to fill a vacancy in a living arrangement or in other circumstances where the services are appropriate for the individual. Individuals offered services pursuant to this paragraph shall be selected in the order they are placed on the waiting list based on the date and time of their request for services.
• When individuals are offered services in accordance with the process set forth in paragraph (G)(1) of OAC 5123:2-1-08 and two or more individuals have equal rank, the Board shall offer the home and community-based services to such individuals in the order they are placed on the waiting list based on the date and time of their request for services.
E. Administration of Service Substitution Lists
1. Service substitution lists are maintained in the administrative office of the Board, the office of the Residential Services Manager and/or at the Adult Services Program.
2. Individuals shall be placed on the service substitution lists if they desire and need to receive a different type of service within the category of service. These individuals shall be placed on the service substitution list specific to the type of service being requested. Individuals shall be placed on the service substitution list ranked in an order based on the date and time of their request to change to another type of service within a category.
a. The Board shall work with the individual, service providers, and all appropriate entities to facilitate the change in service as expeditiously as possible.
3. Emergency or priority situations may deem an individual to be moved to a waiting list and receive priority status. In this case, the date of placement on the waiting list shall follow the Exceptions, Priorities, or Emergency Placement on the Waiting List procedures.
4. If the reassessment determines that the individual no longer needs the program or service category for which he/she is listed, the Board shall remove the individual from the service substitution list for that program or service.
5. If the reassessment determines that the individual needs a program or service type other than the one for which the individual is identified the Board shall provide the needed program or service. If there is a waiting list for the needed program or service type, the individual shall be placed on the waiting list for that program or service. The determination of the waiting list placement date for the revised needed program or service shall be consistent with the original date the individual was placed on the service substitution list.
6. An individual on a waiting list, service substitution list or long term service planning registry may not be removed from such list(s) without receiving prior notice (RES-12) to do so accompanied by the individual's due process/appeal rights.
7. The Board shall review the service, program and supports of the individuals listed on service substitution list as a part of the individual's annual planning process. The review shall be used to identify the type and extent of additional resources needed to meet those needs.
F. Administration of Long-Term Service Planning Registries
1. Long-term service planning registries are maintained in the administrative offices of the Board , the office of the Residential Services Manager and/or at the Adult Services Program.
2. The long-term service planning registry shall record an individual's intent to request services in the future. At the time an individual's name is placed on the registry, a county board shall inform the individual, the individual's guardian, and in accordance with paragraph (C) (13) of the OAC 5123:2-1-08, the individual's family, as applicable, that the registry is not a waiting list.
3. Individuals shall be placed on the long-term service planning registry are listed for the purpose of documenting future service and support requests to allow the Board to plan to meet them accordingly.
4. Emergency or priority situations may deem the individual to be moved to a waiting list and receive priority status. In this case the date of placement on the waiting list shall follow the Exceptions, Priorities, or Emergency Placement on the Waiting List procedures.
5. The Board shall notify (RES-11) on at least an annual basis each individual on the long-term planning registry, the individual's guardian and the individual's family (as applicable) of the following:
a. The registry is not a waiting list;
b. The process to follow to notify the Board of a request for services and placement on the waiting list.
6. If, as a result of this notification the reassessment determines that the individual no longer needs the program or service category for which he/she is listed on the long-term service planning registry, the Board shall remove the individual from the long-term service planning registry for that program or service.
7. If the reassessment determines that the individual needs a program or service type other than the one for which the individual is identified the Board shall provide the needed program or service. If there is a waiting list for the needed program or service type, and the individual would accept the service if offered in the next 12 months, the individual shall be placed on the waiting list for that program or service with a date of request with the new date of request. All movement on lists as part of the re-assessment are at the individual/guardian request.
8. The Board shall review the service, program and supports of the individuals listed on the long-term service planning registry as part of the annual planning process. The review shall be used to identify the type and extent of additional resources needed to meet those needs.
G. Removal from Waiting Lists
1. Removal of names from waiting list for waiver services will occur in the following situations:
a. The individual is deceased.
b. Individuals are found not to be eligible for Board services. In this case the individual will be referred, with their consent, to other appropriate resources in the community. (Gatekeeper Case Notes/Daily Log)
c. The individual has requested to be removed from the waiting list. A record of the request shall be maintained in the individual's file.
d. The individual has indicated they do not need or want services in the next 12 months. The individual shall be removed from the waiting list and shall have the opportunity to be placed on the service substitution list or long-term service planning registry.
e. The individual has been found not to require an ICF/MR level of care (waiver services only) or is not eligible for a category of service. The individual shall be removed from the waiting list and referred to services that will meet the need and interest of the individual.
f. An individual has moved to another county. Individual shall be provided prior notice of the Board's intent to remove the person from the list. If known, the Board shall contact the receiving county and inform them of the individual's application for services date.
g. The individual has moved to another state. The individual shall be provided prior notice of the Board's intent to remove the person from the list.
h. The Board is unable to locate/contact the individual. The Board shall attempt, to contact the individual at the last known address. If unable to contact the individual after documenting two reasonable attempts (Gatekeeper Case Notes/Details Log), the individual shall be removed from the list.
I. If the individual has declined offers of specific service within a category or type of service due to a particular provider or home the Board shall contact the individual to determine whether the person still wants to be included on the waiting list for that particular service. If he/she no longer requests services they shall be removed from the waiting list.
j. If the individual has not responded to two documented (Gatekeeper Case Notes/Details log) attempts by the Board to discuss continued interests and future services, the person shall be removed from the waiting list.
k. If the individual has not responded to numerous and varied attempts by the Board to discuss continued interests and future services, but are known to be at risk of needing some services at an unspecified point in the future, the person may be removed from the waiting list or added to the long-term service planning registry for future planning purposes.
l. If the individual resides in another state or county and has expressed the intention to relocate to Coshocton County, the request for services shall be documented and the person added to the waiting list using the date of the request or a completed ODJFS 2399 form for establishing a waiting list date.
2. If the annual review of assessed needs indicates that the service needs have changed or are no longer valid the individual shall be provided prior notice of the Board's intent to remove the person from the list.
3. Once all requested services or programs for which an individual was placed on a waiting or service substitution list are being provided the individual shall be removed from the waiting list.
H. Annual Reassessment of the Service Needs of Individuals on Lists or Registries
1. At least annually the Board shall reassess the service or program needs of each individual on waiting lists, service substitution lists or long-term service planning registries. The administration of waiting list procedures shall be followed if it is determined that an individual no longer needs a program or service for which they are listed on a waiting list. The procedure shall be modified in the following manner:
• Annually, the waiting list assessment (SS-26) will be mailed to each individual/guardian, personal advocate, or family member as appropriate on waiting lists, service substitution lists or long term planning registries.
• Annually, the waiting list acknowledgment letter (SS-27) will be mailed to each individual/guardian, personal advocate, or family member as appropriate on waiting lists, service substitution lists or long term planning registries. This letter indicates their placement on waiting lists, service substitution lists or long term planning registries. It also denotes their due process rights.
• The waiting list acknowledgment letter also provides direction for the individual/guardian, personal advocate, or family member as appropriate to provide feedback on the waiting list assessment. The letter also contains directions for the individual to mail the assessment back to the Service and Support Office by the date prescribed on the letter. A self-addressed and stamped envelope will be provided for convenience.
• The waiting list acknowledgement letter outlines to the individual/guardian, personal advocate, or family member as appropriate that if they don't respond back to the Board with the assessment by the required date, then they may be removed from the waiting list.
• If the individual/guardian, personal advocate, or family member as appropriate doesn't respond after at least two documented attempts to contact the individual/guardian, personal advocate, or family member as appropriate, then the waiting list removal letter (SS-28) will be mailed via certified mail to the individual/guardian, personal advocate, or family member as appropriate that they have been removed from the waiting lists, service substitution lists or long term planning registries.
• Upon confirmation of two documented attempts to contact the individual/guardian, personal advocate, or family member as appropriate, the SSA Secretary will remove the individuals name from the waiting lists, service substitution lists or long term planning registries.
2. The annual reassessment shall be completed in conjunction with the individual's annual planning process. The annual reassessment will be conducted by the assigned Case Manager and the results of this reassessment shall be communicated to the Residential Services Manager for the purpose of updating any applicable waiting lists, service substitution lists or long-term service planning registries.
Individuals shall be provided prior notice and right to due process prior to any action to remove or modify their placement on waiting lists, service substitution lists or long-term service planning registries.
3. If the reassessment determines that the individual needs a program or service type other than the one for which the individual is identified on the waiting list, the Board shall provide the needed program or service. If there is a waiting list for the needed program or service type, the individual shall be placed on the waiting list for that program or service.
4. When an individual is determined to need a different type of service within the same service category, the individual retains the initial waiting list date assigned for that category.
5. When an individual is determined to need a different category of service, the waiting list date assigned for the new category of service is the date upon which the reassessment determination is made.
I. Confidentiality Procedures Specific to Lists or Registries
1. Confidentiality regarding signed requests for release of information (ADM-01) concerning individuals' rank on waiting lists shall be as follows:
The Board shall release:
a. The individual's name, preferably first name and last initial;
b. The category of services requested by the individual on the waiting list;
c. The individual's rank on each waiting list that includes the individual;
d. Any circumstance under which the individual was given priority when placed by the Board on the waiting list; and
e. Individual's date of request for services.
2. A copy of the released information shall be maintained in the individual's file. The record shall indicate when and to whom the disclosure or release was made.
J. Notice to Individuals
• The County Board shall inform the individual, the individual's guardian and the individual's family (as applicable) of the individual's place on the waiting list based on the new date of request (RES-08) when it is determined that the -individual needs/requests a different category of service. Such notification occurs when the Board cannot provide the new needed/requested category of service.
• The Board shall notify the individual, the individual's guardian and the individual' family (as applicable) of any changes in County Board policies and procedures.
• The Board shall document when such notice is given and the content of such notice. (RES-10)
4. The Board shall inform each individual on a waiting list, service substitution list or long - term service planning registry or the individual's guardian or family (as applicable) of the alternative services at least annually. (RES-07)
5. The Board shall inform the individual, the individual's guardian and the individual's family (as applicable) of the individual's current position on all waiting lists and service substitution lists at least annually. (RES-06)
6. The County Board shall notify at least annually all individuals on the long term planning registry, their guardians and family (as applicable) of the following:
a. That the registry is not a waiting list
b. The process to follow to notify the Board of a request for services and placement on the waiting list.
L. Due Process Protections
1. The Board shall notify each individual, the individual's guardian and the individual's family (as applicable) of the individual's due process and appeal rights.
2. Individuals will be provided due process protections contained in the Board policies and procedures upon request of the individual, guardian or any person with legal authority to act on behalf of the person for any action related to placement or administration of the waiting lists including date of request. These protections apply to the maintenance of, placement of, the failure to offer services in accordance with or removal from a waiting list, service substitution list or long-term service planning registry.
3. The Board shall document when due process notice is given and the content of such notice. Due process shall be available to any individual aggrieved by an action of the Board related to the following: the approval, denial, withholding, reduction, suspension or termination of a service funded by the Medicaid program, and/or
a. The establishment or maintenance of, placement on, the failure to offer services in accordance with or removal from a waiting list, service substitution list or long - term service planning registry.
4. Applicants for Medicaid State Plan Services shall be afforded the due process protections contained in the Ohio Department of Job and Family Services rules related to denial of Medicaid funded services.
5. Due process protections contained in OAC chapters 5101: 6 - 1 to 5101: 6 - 9 of the Ohio Department of Job and Family Services shall be followed when the service involved is funded by the Medicaid program.
6. Due process shall be provided in accordance with OAC 5123:2-1-12 when services involved are not Medicaid funded.
M. Reports to the Department
1. The Board shall submit waiting list information to the Department upon request in the appropriate format.
Forms used with this procedure:
Gatekeeper Case Notes/Detail Log
RES-05 Annual Survey
RES-06 Notification-Waiting List/Service Substitution List Ranking
RES-07 Notification-Information on Waiting List/Service Substitution/Long Term Planning Registry
RES-08 Notification-Category of Service
RES-09 Notification-Residential Program/Service Ranking
RES-10 Notification-Board Policy/Procedure Change
RES-11 Notification-Long Term Planning Registry
RES-12 Notification-Removal from Waiting List/Service Substitution List/Long Term Planning Registry
SS-26 Waiting List Assessment
SS-27 Waiting List Acknowledgement Letter
SS-28 Waiting List Removal Letter via certified letter
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Coshocton County Board of
Developmental Disabilities
Policy: Adult Services Program Policy
Policy Number: 4.0
Ohio Revised Code Reference:
Ohio Administrative Code Reference: 5123:2-1-06
Board Adopted: 06-06-2003
Board Amended:
• PURPOSE AND PHILOSOPHY:
A. The purpose of the Coshocton County Board of Developmental Disabilities Adult Services Program is to meet the identified needs of eligible adults, and to maximize and improve their capabilities for living and working in the community.
B. Persons with mental retardation and developmental disabilities have the right to receive employment options that include community competitive employment, supported employment and sheltered employment, regardless of the individual's choice of a work site. Adults with developmental disabilities should have access to the supports necessary to be as interdependent as possible in their own community.
• Adults with mental retardation and developmental disabilities should have access to the supports they need in order to participate in the community.
• Individual service plans, based on a functional assessment of choices, desires and preferences, shall include opportunities:
• For the individual to control his life through informed choices;
• For development significant social relationships within the community;
• For working and participating in the life of his or her community;
• That are in accordance with the individuals selected lifestyle;
• That support each individual's choices, desires and preferences leading to interdependence and full community inclusion;
• That address how services and supports will follow the individual into activities that take place in the community and;
• Enable the individual to fulfill his life long plans.
Coshocton County Board of
Developmental Disabilities
Policy Reference: Adult Services Program Procedures
Policy Number: 4.1
Ohio Revised Code Reference:
Ohio Administrative Code Reference: 5123:2-1-06
Superintendent Approved: 6/8/2003
Superintendent Amended:
I. ADULT PROGRAMMING
A. Guiding Principles:
1. Persons with developmental disabilities have the right to receive the full range of supports and services they need to be participating members of their communities. Employment services, continuing education, transportation services, technological support, and therapeutic services should be available to individuals dependent upon their choices, desires, and preferences.
2. Employment options include but are not limited to community competitive employment, supported employment, work crews, enclaves, entrepreneurships and sheltered employment. Regardless of the individual's choice of the work site, adults should have access to supports necessary to be successful and should receive the benefits provided to other workers in the same setting.
3. Individuals should have supports as needed to have access in the community. Services may be provided in an individuals home if appropriate. Individuals for whom work is not a priority have the right to spend their days involved in activities of personal interest in integrated community based settings.
4. The County Board shall plan and set priorities in the annual action planning process related to adults services programs, services and supports based on available resources.
II. INTAKE AND ENROLLMENT PROCEDURES
A. The initial date of inquiry shall be documented on the Intake/Referral Form (ADM-IIF - 3) and forwarded to the Intake Coordinator if eligibility needs to be determined.
B. Eligibility shall be determined by utilizing The Ohio Eligibility Determination Instrument (OEDI). A letter of eligibility will be sent verifying the date of eligibility and findings of the OEDI. If determined to be not eligible for CCBMRDD services, a letter will be sent containing appropriate information for alternatives services and shall be afforded due process rights.
C. A Case Manager contacts the eligible candidate to set up an initial meeting. (A Case Manager is available to assist eligible individuals to complete necessary documents.) A description of services is presented to the candidate. (Adult Services Brochure) The initial functional assessment is scheduled at the initial meeting. The Case Manager will coordinate the community services, including Adult Services of the CCBMRDD if requested. Eligible individuals desiring Adult Services must submit a medical examination, current within six months from the date services were requested, prior to beginning the assessment process.
D. The Case Manager coordinates the initial functional assessment and/or the assessment summaries.
E. The Case Manager will coordinate a team meeting with the eligible person and potential providers to outline service and supports the individual has requested.
1. A Plan is developed and coordination of services delivery execution. The Plan is approved and signed by all providers, the individual and/or guardian, and other team members. To the extent desired by the individual served and his family, one process is used to develop the service and support plan.
2. If work service has been requested, the individual must submit the completed following documents: W-4, IT4, I-9.
F. Once the Plan has been approved, start date to begin services with the Adult program will be determined and documented in the minutes of the Plan. Start date must occur within 60 days of eligibility or upon mutual agreement between the service provider and individual/or guardian.
III. ADULT PROGRAMMING/INDIVIDUAL SERVICE PLAN
A. Assessment of an Individuals Choices, Preferences and Desires
1. The County Board shall utilize a functional assessment process for each individual to determine his or her choices, preferences, desires in home, vocational and community environments.
B. The Individual Service Plan
1. The provision of Adult Services is contingent upon the consent of the individual or legal guardian. Such consent may be modified or withdrawn at any time. The Individual Services Plan Coordinator shall advise and present options in an appropriate manner to the individual so that the individual may have a voice in matters pertaining to his/her life.
2. The County Board shall assure that the ISP shall be developed and implemented in coordination with other appropriate service providers or agencies.
3. The initial ISP shall be developed within a maximum of thirty calendar days after entry of the individual into Adult Services. An ISP shall be maintained for all individuals. This time frame may be extended based upon extenuating circumstances and with agreement from the individual.
4. After the initial plan is developed for an individual, appropriate team members shall meet at least annually to review/revise and or redevelop the ISP or whenever a major change is proposed. The individual's team may vary in size and composition according to the needs and preferences of the individual. The team shall include those persons providing services to the individual, and it shall meet on a formal or informal basis as needed. Members of the team shall assist the individual in determining the services, supports, goals, methodologies and procedures contained within the plan. Members do not need to attend the ISP development meeting to be part of the individual's team.
5. The ISP is a working document. The Individual Services Plan Coordinator shall be responsible for ensuring that the individual receives services required by the individual service plan (ISP) that are identified as the responsibility of the county board and for ensuring that copies of applicable portions of the ISP shall be in the possession of appropriate providers. Confidentiality shall be maintained. An ISP shall be given to the individual legal guardian, person responsible for the plan, and other designated persons involved in the individuals plan. A written summary of the meeting, which includes any dissenting opinions of those present shall be made and entered into the individual's permanent record.
6. Appropriate signed and dated notations in the record of the individual shall verify that the individual being served has received all services to which he has been referred or explanation of why services or supports have not been provided.
7. The ISP shall be based on priorities identified in the current functional assessment of choices, desires and preferences. The ISP shall include opportunities:
i. For the individual to control his life through informed choices;
ii. For development significant social relationships within the community;
iii. For working and participating in the life of his community;
iv. That are in accordance with the individuals selected lifestyle;
v. That support each individual's choices, desires and preferences leading to interdependence and full community inclusion;
vi. That address how services and supports will follow the individual into activities that take place in the community and;
vii. Enable the individual to fulfill their life long plans.
8. The training, continuing education or therapeutic components of the ISP shall include at a minimum:
i. Goals;
ii. Measurable objectives for goal;
iii. Goal and objective review schedule;
iv. Frequency, duration and location of the continuing education and therapeutic components or training;
v. Implementation strategies and methodologies and the person responsible for the implementation;
vi. A statement regarding the frequency and type of documentation that should be maintained.
9. The service/supports components of the ISP shall include:
i. A statement of service/supports to be provided;
ii. Frequency and duration of services/supports;
iii. Identification of the adult services provider;
iv. A statement regarding the frequency and type of documentation that should be maintained;
v. The frequency at which the services/ supports should be reviewed for effectiveness.
IV. OPERATING REQUIREMENTS
A. The Adult Program shall be in operation a minimum of two hundred thirty-two days. An individual's needs may require more or fewer days of an employment, continuing education, training, services and or supports.
B. The county Board shall ensure that an array of transportation services are available for all individuals enrolled in the County Board program. These may be provided through collaborative arrangements with other entities. Development of transportation services and options will be identified in an Individual Service Plan.
C. A committee shall be formed of representatives of management and adult enrollees. Documented meetings of the committee shall be held quarterly during the year for the purpose of discussing matters of mutual concern, including aspects of program operation.
D. A handbook shall be prepared by the program and distributed to all individuals enrolled in the Adult Program and to all parent/guardians. The handbook shall include at least the following:
i. A description of adult program services;
ii. Eligibility requirements;
iii. Transportation Policies and Procedures;
iv. Regular work hours and breaks;
v. Safety rules;
vi. Payroll procedures and applicable fringe benefits;
vii. Explanation of attendance polices;
viii. Grievance procedures;
ix. Individual rights, confidentiality, and due process information;
E. The adult program shall be in compliance with all applicable regulations of the United States Department of Labor, Wage and Hour Division, Title 29, Part 525 of the Code of Federal Regulations.
F. The sheltered workshop nonprofit board shall be in compliance with Chapter 1702 of the Ohio Revised Code nonprofit corporation law.
V. Due Process
A. Individuals eligible for County Board of DD services shall be afforded due process rights pursuant to the Coshocton County Board of DD policies and procedures specific to administrative resolution of complaints and due process. (Policy #13.0)
VI. Physical Facilities
• The adult program site(s) shall be in compliance with state and local building and mechanical codes with respect to the design, construction, and equipment applicable to the occupancy classification.
• The adult program site(s) shall be in compliance with the "Ohio Fire Code" as administered by the state or local fire official.
• Plumbing and sanitary installation shall be in compliance with the Ohio and local plumbing codes as administered by the Ohio Health Department or the local official having jurisdiction.
• Break rooms and dining areas shall be maintained in an orderly and sanitary manner. Covered, noncombustible containers for waste food and other refuse shall be provided.
• Power equipment, fixed or portable, shall include operating safeguards as required by Occupational Safety and Health Administration.
• The County Board or designee(s) shall maintain a current inventory of all supplies, materials, and equipment and status of ownership.
VII. Rights of Individuals with Disabilities
To ensure that individuals understand their rights, they will be reviewed with the individual during their plan development or review (ADM-11, AS-06) These rights will also be available on the CCBDD website (www.coshdd.org) at any time or can be reviewed with the individual at any time by individual request to the case manager or team leader.
Forms used in this procedure:
Intake/Referral Form: ADM-IIF-3
W-4
IT4
I-9
ISP - Individual Service Plan
Adult Services Brochure
Lafayette Meadows Sign-off (AS-06)
Bill of Rights (ADM-11)
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Policy #5.0 Adult Services Staffing Requirements Policy
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Coshocton County Board of
Developmental Disabilities
Policy: Early Intervention Staffing Requirements Policy
Policy Number: 11.0
Ohio Revised Code Reference: 3301.54
Ohio Administrative Code Reference: 5123: 2-1-04 (C), 5123: 2-1-04 (I), 5123: 2-1-04 (H)(1)
Board Adopted: 05-15-2003
Board Amended:
I. Early Intervention Personnel Requirements
A. Staff employed by the County Board in Early Intervention shall comply with the requirements as prescribed in division B of Section 3301.54 of the Ohio Revised Code and Sections 5123:2-1-04(C) of the Ohio Administrative Code.
II. Annual Determination of Early Intervention
A. The County Board Early Intervention staff requirements shall be based upon individual plans and resulting outcomes of the provision of services/supports for individuals for all programs available.
Per OAC 5123: 2-1-06 (H)(1).
An Early Intervention staff member shall complete 15 hours of inservice training in child development or early childhood education, child abuse recognition and prevention, first aid and/or prevention recognition and management of communicable diseases, until a total of 45 hours have been completed, unless he holds an associate or higher degree in child development or early childhood education from an accredited college, university or technical college.
B. Each program year the administration of the County Board shall review the previous trends of service delivery and supports to evaluate current resources for reallocation for the purpose of better meeting the needs of those served. The ratio review shall be a component of the annual action plan development and be responsible to the feedback received from program surveys, interviews, IFSP needs assessments, public meetings and any other vehicles used to gather data for analysis. Partnerships and linkages with other community agencies will also be considered in the planning process. The County Board shall develop an adult to child ratio specific to the program area based on the typical service/support needs of families receiving services in programs provided by the County Board . The County Board administration shall recommend to the County Board , for adoption, an appropriate Early Intervention staff member to child ratio for the Early Intervention Program.
C. Available resources of the County Board will be considered as part of the Early Intervention staff member to child ratio determination.
D. The County Board of Developmental Disabilities shall annually approve an established Early Intervention staff member to child ratio specific to each program service area.
E. The Early Intervention ratio policy shall be reviewed annually per OAC 5123: 2-1-04 (H)(1).
F. The Board authorizes the Superintendent to develop and implement written procedures consistent with Board policy and applicable rules, regulations and statutes that apply.
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Coshocton County Board of
Developmental Disabilities
Policy: Early Intervention Services Policy
Policy Number: 10.0
Ohio Revised Code Reference:
Ohio Administrative Code Reference: 5123: 2-1-04
Board Adopted: 05-15-2003
Board Amended:
I. Purpose
The Coshocton County Board of Developmental Disabilities believes that learning is an active process in young children that spontaneously generates an enthusiasm that is self-reinforcing. Children learn best through play. The developmental nature of childhood cannot be ignored or abbreviated. Children possess a developmental schedule that is universally predictable, sequential and personally unique. Children need nurturing and support to experience their own developmental time table without expectations of conformity to a particular program or single group.
Adults recognize that children are continually growing individuals, requiring a stimulating environment and positive role models to further their understanding and promote independence. The adults' responsibility is one of supporting, guiding, and facilitating development and learning which is an interactive process that promotes the establishment of effective communication and social skills. Teachers prepare the environment for children to learn through active exploration and interactions with adults, other children and materials. Developmentally appropriate practice and play-based choices are seen as enriching the learning process in young children; going from Awareness to Exploration, Inquiry, and finally Utilization. Facilities and the learning environment are structured to ensure safety and security.
The purpose of the Coshocton County Board of Developmental Disabilities Early Intervention Program is to meet the identified needs of eligible infants and toddlers birth through age two, and to meet the needs of the family related to enhancing the child's development. The Coshocton County Board of Developmental Disabilities shall coordinate with other community agencies, the County Collaborative Group (CCG), and families so that services are flexible and build upon family strengths and respond to their needs.
II. Description of Services
A. The Coshocton County Board of Developmental Disabilities Early Intervention Program is based upon the following seven premises:
1. The Early Intervention Services are:
a. Family centered, community based, responsive to priorities and needs of the family, and provided in natural environments. Families may enter and exit the system at any time and may determine the extent of their involvement in a range of program options.
b. Coordinated with families, other community agencies, the Family and Children First Council, and the county collaborative group so that services are flexible, accessible, and built upon family strengths and wishes.
c. Culturally sensitive to the diversity in beliefs, values, and family structures.
d. Empowering for families including supporting individual family members to assist their child and to coordinate their chosen services.
e. Organized upon a framework that shall include child find and eligibility determination, family involvement and support, interdisciplinary assessment, comprehensive services, Individualized Family Service Plan (IFSP) process, follow-along, service coordination, outcome-based program evaluation, procedural safeguards, and a comprehensive system of personnel development.
f. Prevention-oriented to reflect efforts to prevent the further development of disabilities, and include participation in collaborative prevention efforts.
g. Future-orientation to reflect transition toward the next environment, including linking with agencies serving preschool children.
III. Eligibility
A. Early Intervention Services are available to infants or toddlers under three years of age. A child receiving Early Intervention Services may continue to receive services beyond age three, as determined by the individuals team, as part of the transition planning process.
B. Infants or toddlers with at least one documented developmental delay are eligible for Early Intervention Services.
C. Infants or toddlers are eligible for DD services if a physical or mental condition exists that has a high probability of resulting in a developmental delay.
D. Infants and toddlers at environmental risk (at risk for delayed development because of limited early environmental experiences) are referred to appropriate services in the community.
IV. Administrative Procedures for Early Intervention Services
A. Administrative Procedures for Early Intervention Services shall be developed for:
1. Identification and Intake
2. Evaluation
3. Eligibility determination;
4. Enrollment;
5. Individual Family Service Plan (IFSP) development;
6. IFSP reviews;
7. Transition planning;
8. Records and file content;
9. Parents Rights.
B. These policies and procedures shall be made known and available to all families requesting services and receiving services.
C. The Coshocton County Board of Developmental Disabilities shall delegate to the Superintendent or his or her designee the development and implementation of administrative procedures.
V. Parent Rights and Due Process
A. The families may use the Coshocton County Board of Developmental Disabilities administrative resolution of complaint process established in section 5123:2-1-12 of the Administrative Code and described in the Coshocton County Board Administrative Resolution of Complaints and Due Process Rights procedures to resolve complaints involving any service or support to the child or family. The Administrative Resolution of Complaints and Due Process Rights Policy and Procedure shall be annually reviewed with parents and a copy shall be provided to parents describing their rights.
B. Parents also have a right to a state hearing with the Department of Health to resolve concerns related to services or programs.
C. The Coshocton County Board of Developmental Disabilities shall have available a person to assist the family in choosing the option they wish to pursue including informal grievance procedures up to State Hearings.
VI. Program Content
A. Early Intervention Services shall include, but not be limited to, the following:
1. Language and communication development;
2. Self-help skills and adaptive development training;
3. Physical (fine and gross motor) development;
4. Social and emotional development;
5. Cognitive development;
6. Sensory development;
7. Family support; and
8. Health services.
B. The Coshocton County Board of Developmental Disabilities shall ensure that a person to provide service coordination is available for all children enrolled in early intervention services. If the family requests that a County Board employee or employee of another agency provide service coordination, the County Board shall honor the family's wishes.
VII. Program Facility, Materials and Equipment
A. The Coshocton County Board of Developmental Disabilities shall ensure that sufficient facilities, materials, and equipment are available to address the service and support needs of children and families.
B. Early Intervention programs shall be used in settings designed to accommodate both the needs of the infant or toddler and their family. This shall include, at a minimum equipment and materials which are developmentally and age-appropriate and reflect functional abilities and safety needs of infants and toddlers; equipment and materials that which is appropriate for imparting information to families.
VIII. Calendar
A. The Coshocton County Board of Developmental Disabilities shall ensure and make available early intervention services on a year round basis for a minimum of two hundred thirty-two days, based on the availability of funds. When year-round services are not provided, the Coshocton County Board of Developmental Disabilities must work with other systems, including county collaborative groups, to help assure continuity of services for families.
IX. Participation
A. The frequency and location of participation in Early Intervention Services for each child and family shall be individually determined and shall be based on the child's age and developmental needs, emotional needs, physical needs, physical stamina, and the wishes of the family.
X. Reporting Requirements
• The Coshocton County Board of Developmental Disabilities shall submit an annual self-review to the Department regarding the Board's progress in complying with the standards outlined in Section 5123:2-1-04 of the Revised Code.
XI. The Board authorizes the Superintendent to develop and implement written procedures consistent with Board policy and applicable rules, regulations and statues that apply.
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Coshocton County Board of
Developmental Disabilities
Policy Reference: Early Intervention Services Procedures
Policy Number: 10.1
Ohio Revised Code Reference:
Ohio Administrative Code Reference: 5123: 2-1-04
Superintendent Adopted: 5-16-2003
Superintendent Amended: 7-25-2003 , 3-18-2004
I. Definitions
A. "Early Intervention" in the context of these procedures means the Coshocton County Board of Developmental Disabilities services to eligible infants, toddlers and families.
B. "Consent" means parent(s) have been fully informed of all information relevant to the activity for which consent is sought and must be in the parent's native language or other mode of communication. Consent is voluntary and may be revoked at any time.
C. "Developmental Evaluation" means the appropriate diagnostic procedures and standardized tools used by qualified personnel to determine a child's initial and continuing eligibility, including determining the status of the child in each of the developmental areas.
D. "Assessment" means the ongoing procedures used by appropriate qualified personnel throughout the period of a child's eligibility to identify the child's unique strengths and needs and the services appropriate to meet those needs, as well as the resources, priorities, and concerns of the family and the supports and services necessary to enhance the family's capacity to meet the developmental needs of their infant or toddler with a disability.
E. "Natural Environments" mean settings that are natural or normal for the child's age peers whom have no disabilities.
F. "Screening" means the first step in identifying children who need further evaluation.
II. Identification and Intake Process:
A. First contact with the family or referral source:
1. At the time of first contact from the family or other referral source (physician, hospital, community service agency, etc.), an intake referral form shall be completed by the Help Me Grow office. This form is faxed to the Coshocton County Board of Developmental Disabilities.
III. Initial Referral Paper Trail:
A. The completed referral form will be forwarded to the Coshocton County Board of Developmental Disabilities.
1. Referrals are assigned an Early Intervention Service Coordinator unless a family requests that a different qualified individual perform service coordination for the child and family. The Service Coordinator shall make the initial verbal or written contact to the family within two (2) working days of initial contact and document this on the Coshocton County Board of MR/DD Intake Procedure Form. (EI - 16)
a. The date of the referral to the Coshocton County Board of DD is documented on the Intake Procedure Form. (EI - 16)
b. The intake information (name of child, date of referral and referring agency) is documented on the monthly referral log.
c. The original referral form from the Help Me Grow Office is kept in the child's file.
IV. Early Intervention Coordinator Initial Family Visit
A. The Early Intervention Service Coordinator will initiate the following after contact with the family is made:
1. Schedule a home visit with the family to:
a. Review the Early Intervention Program with the family and answer any questions they have.
b. Will obtain parent(s) signature giving permission to evaluate child and get consent to enter information into Early Track system. The signature and date will be documented on EI - 03 and EI -04.
c. Complete a developmental screening using the Denver tool to determine if further evaluation is needed to rule out a developmental delay when necessary.
d. Will insure that the screening will be conducted in the parent(s) and child's native language or mode of communication.
e. Will discuss the results of the screening, determine if further evaluations are needed, and discuss service provider options with the family. This information shall be documented in Early Intervention Service Coordinator's progress notes. (EI - 07)
f. Begin the process of gathering the following information: past medical history, medical diagnosis, birth certificate, medical card, social security card and immunization record.
g. Review the bill of rights and due process with the family. The family signs forms, (EI - 14 and EI - 15) documenting the date due process and rights were discussed and a written copy was received. Parent(s) receive notification of their rights and the procedure for filing a formal complaint in their native language, which includes oral or sign language as necessary.
h. Will obtain parent(s) signature for release of information from agencies previously and/or currently providing services to the child or family on Form ADM - 01.
i. Schedule a multidisciplinary team evaluation.
2. The Early Intervention Coordinator shall enter information in the Early Track System.
V. Evaluation/Assessment
A. Eligibility for multidisciplinary team evaluation
1. If during the initial visit a suspected delay is noted from the developmental screen or professional observation, the Early Intervention Specialist will:
a. Obtain needed prescription from child's pediatrician on Form THPY - 02.
b. Review pertinent records.
c. Gather written permission from parents/guardians for evaluation.
B. During the initial evaluation a multidisciplinary team will:
1. Determine if the child is eligible for DD services due to a physical or mental condition that has a high probability of resulting in a development delay. If a condition exists, DD services shall begin and the required paperwork (Application for Enrollment and the Individual Enrollment Approval Request) shall be forwarded to the Superintendent for eligibility signature and date. This will be the date of eligibility for County Board Early Intervention and initiation of services.
2. Document date of evaluation on Coshocton County Board of DD Intake Procedure Form and document relevant family input in progress notes.
3. Complete the developmental evaluation of child using two standardized tools or one standardized tool and clinical opinion (other than the EI Specialist administering the tool) to determine levels of functioning in the areas of cognitive, physical, communication, social and emotional, and adaptive (self help) skills.
C. Evaluation data used to verify eligibility shall be current within ninety days of enrollment. This evaluation shall be conducted by licensed or certified specialists.
D. A child who has no suspected delays but is a biological/environmental risk, may receive Early Intervention services based on the IFSP process.
E. If a developmentally delayed twin is attending the program all efforts will be made for the child's twin to attend with them.
VI. County Board Eligibility Determination and Enrollment
A. Once all evaluations are complete and needed information is gathered, the Early Intervention Specialist will determine if the infant or toddler appears to be eligible for services. Eligibility for services may be based on evidence of at least one developmental delay in the area of: cognitive development, physical and sensory development including vision and hearing, communication development, social or emotional development and adaptive development or an established risk related to a diagnosed physical or mental condition that has a high probability of resulting in developmental delay. A comprehensive evaluation report that includes documentation of eligibility and each member's finding and conclusions is developed and provided to the IFSP team.
B. The eligibility determination process shall include at least two of the following: Standardized evaluation tools, observation, descriptive data, and/or informed clinical opinion and upon consent, family assessment. These shall be completed within 45 days of Central Intake initial contact with the family or document extenuating circumstances preventing completion within 45 days. (Documentation Progress Notes)
C. The Child's EI record shall contain documentation identifying the method of developmental evaluation tools used to determine eligibility.
D. The EI Specialist will follow-up with the family in order to:
1. Discuss all evaluation results, Early Intervention services available, and the enrollment process.
2. Complete the following with the family:
a. Individual Enrollment Approval Request (EI - 08)
b. Application for Enrollment (HS - 06)
c. Emergency Medical Form (NUR - 01)
d. Alternative Drop Off Form, if applicable (TRAN - 01)
e. Over the Counter Drug Form (NUR - 04)
f. Child Release Authorization Form (HS - 01)
g. Food Allergies/Dietary Restrictions Form (NUR - 02)
h. Photo Release (HS - 02)
i. Early Intervention Social Summary Form (EI - 01)
j. Consent for Recommended Services (EI - 13)
3. Obtain copies of the following if still needed:
a. Birth Certificate
b. Medical Card, if applicable
c. Social Security Card
d. Immunization Records
4. Coordinate with family for the child's medical evaluation to be completed:
a. If the child has had a medical evaluation within 90 days of the date of application, the Early Intervention Specialist will send the medical evaluation form (NUR - 09) to the physician to be completed and returned to the Early Intervention Specialist.
b. If the child has not had a medical evaluation within 90 days of the application date, the family will schedule an appointment for the evaluation and take form to be completed by the physician who will return it to the Early Intervention Specialist. (NUR - 09)
5. Schedule a date for the family to complete a self-assessment of the child's strengths and needs. (EI - 11)
6. Complete a voluntary family-directed assessment to identify family concerns, priorities and resources. This assessment is conducted around the child and family's routines and schedules in their natural environment using their mode of communication. (EI - 09, EI - 12)
E. Forward the required paperwork (Application for Enrollment (HS - 06), the Individual Enrollment Approval Request (EI - 08 ) with the results attached, and the completed Ohio Department of Mental Retardation and Developmental Disabilities (ODMRDD) Individual Information Form to the Superintendent for review and eligibility signature and date. This will be the date of eligibility for county Board Early Intervention and initiation of services.
F. The determination of eligibility and the completion of enrollment procedures shall be reciprocal between the Coshocton County Board of Developmental Disabilities and agencies and organizations within the Family and Children First Council as well as other county boards.
VII. Developing the IFSP
A. The IFSP or Individualized Family Service Plan is a cooperative effort between the Early Intervention delivery system and family for coordination of services to the child and his/her family. It is a functional document written in actual parent family language and terminology to reflect their contribution to the process. This results from an ongoing process that begins at first contact with the County Board and continues throughout the family's involvement with Early Intervention services.
B. The county board cooperates with other service providers and the interdisciplinary team; including the family, in the development of the IFSP. To the extent desired by the child's family, one process is used to develop the IFSP, even when the child and family are receiving services and supports from more than one program agency.
C. The purpose of the process is for families and service providers to work together as a team to help families reach their goals. The team jointly composes this plan with the parents to meet the assessed needs of each child and family.
D. County Board direct service providers shall be available for initial and review IFSP meetings, and shall attend when appropriate or if requested by the family or another member of the team.
E. The Early Intervention Specialist will:
1. Gather diagnostic results (must be current within 90 days of the development of the IFSP) from evaluations, medical specialists, and physicians to be used to guide the IFSP development.
2. Insure that all eligible children for Early Intervention services have IFSPs using the Ohio statewide IFSP form.
3. Schedule a meeting at a place and time convenient to the family. If persons are unable to attend an IFSP meeting, arrangements shall be made for that person's involvement through other means, which may include:
a. Participating in a telephone conference call;
b. Having knowledge authorized representatives attend the meeting; or
c. Making pertinent information available in writing.
F. The Early Intervention Specialist will issue written invitations (EI - 10, EI - 23 or EI - 24) to all service providers, including any representatives of other agencies or persons who will be providing services to the child or family, parent(s), requested family members, and advocate for the family, if requested, and the service coordinator. Invitations shall be sent to participants early enough to ensure that they can attend the meeting. Copies of the invitations shall be kept in the infant or toddler's permanent record and be in the native language of the family or other mode of communication used by the family unless it is clearly not feasible. The family will determine participants to attend or provide information for the IFSP. (Date documented on EI - 16). Required releases shall be signed by the parent(s) (ADM - 01).
G. The IFSP should be attended by at least one member that has had direct involvement with the child's development evaluation and at least one of the child's parent(s)/guardian(s).
H. The initial and review IFSP, written in actual parent language and terminology to reflect their contribution to the process and conducted in the family's native language or mode of communication, will include:
1. The child's present level of development based on an assessment which includes professionally acceptable objective criteria and/or informed clinical opinion.
2. Parent's description of the child's current functioning level.
3. A statement of major outcomes expected to be achieved for the child and family, with the concurrence of the family.
4. The criteria procedures, and timelines sued to determine progress toward achieving the outcomes and whether modifications or revisions of the outcomes or services are necessary.
5. Specific early intervention services necessary to meet the unique needs of the child and the family to achieve the outcomes including:
a. The frequency, intensity, method, initiation, and anticipated duration of service delivery.
b. The natural environments in which early intervention services will be provided as determined by the IFSP team. To the maximum extent appropriate to the needs of the child, early intervention services must be provided in the home and in community settings in which children without disabilities participate.
c. The payment arrangements.
6. The name of the person chosen by the family to provide Service Coordination.
7. Transition planning and services.
8. A statement of the family's resources, priorities, and concerns related to enhancing the development of the child ( with concurrence of the family ).
9. At the closure of the IFSP meeting, the Early Intervention Specialist will provide the family with a copy of the completed IFSP.
10. The Early Intervention Specialist will immediately input into the Ohio Early Track Data Collection System. Personally identifiable information can be only shared with parental permission. (EI - 04)
I. The initial IFSP will be completed within 45 days of initial contact to central intake with the family. The County Board shall initiate services within 45 days of initial contact, as the family agrees. Extenuating circumstances will be documented. (EI - 16 and EI - 07)
VIII. IFSP Reviews
A. A review of progress and evaluation of goals, objectives and status of needs will be conducted every 120 days, or more frequently if conditions warrant, or at the families request, as well as annually. Families shall be informed that the IFSP can be reviewed at any time.
B. Dates of 120 day reviews and the annual developmental evaluation are indicated on the IFSP and reported to Early Track.
C. Each IFSP review includes participation of members of the IFSP team and any participants identified by the family.
D. All reviews shall be conducted in the settings and times convenient to families and in the native language or other modes of communication used by the family. At least one parent of the child must be in attendance.
E. The following information must be updated annually: releases of information, prescriptions, family strengths and needs, medical card.
F. The child must have a medical examination annually.
G. At the review, a documented IFSP update will be written and shared with all team members that will include development/review of future/long-range goals. A meeting is conducted at least annually to determine if needs have changed and/or services need to be revised. Multidisciplinary developmental evaluations and family assessments are conducted at least annually to determine the child's continued eligibility for Early Intervention. A copy of the current IFSP, which includes all changes and revisions, shall be provided to the family.
H. Reviews shall be held more frequently when requested or deemed necessary.
I. Written invitations (EI - 10, EI - 23 or EI 24) reviews and annual reviews will be issued to all service providers, parent(s), requested family members, advocates for the family, if requested, by the service coordinator. Invitations shall be sent to participants early enough to ensure that they can attend the meetings. Copies of the invitations shall be kept in the infant or toddler's permanent record. The family determines participants to attend or provide information for the IFSP. (Date documented on EI - 16)
J. When a member cannot attend the reviews, that member will send a knowledgeable authorized representative to attend the meeting or make pertinent records available in writing.
K. Parent(s) will be provided with written prior notice before a change is made in any services on the IFSP (EI - 22). Parent(s)s may receive additional information if the change involves a state plan Medicaid service. Parent's rights will be reviewed with the family every time an IFSP is reviewed, a change in service is made, and/or a release of information is signed.
L. IFSP development should be future-oriented. Current goals and objectives should reflect movement toward the next environment.
M. Parent(s) will receive written notice of any addition, reduction, termination or change in services including applicable rights as outlined in due process procedures.
N. Parent(s) shall sign release of information forms annually.
IX. Transition
A. Steps to be taken to support the family and child during the transition planning process (following Transition Guidelines, EI - 18 - HEA7711), as appropriate, including:
1. Discussion with parent(s)s regarding program and service options for which the child might be eligibility, financial resources, timeframes, and procedures as they relate to the transition of the child (EI - 25);
2. Procedures to prepare the child for changes in service delivery including steps to help the child adjust to and function in a new setting;
3. With parental consent (EI - 19) , the transmission of information about the child to the receiving agency, to ensure continuity of services, including evaluation and assessment information, copies of IFSPs that have been developed and implemented, and other relevant data; and
4. Discussion of formal and informal supports needed by the parent(s)s during the transition process.
B. Transition planning should be addressed throughout the IFSP process, not just when a service change is anticipated. The transition planning process must be completed:
1. for program and service setting changes under the age of three;
2. at termination of Early Intervention Services
3. for program and service setting changes for the child turning age three. Transition planning shall begin at least six months prior to the child turning three years old.
C. The Coshocton County Board of DD reports the number of children who are on an IFSP who will be turning three the following school year to the Local Educational Agency by February 1.
D. At least 180 days prior to the child's third birthday, the Early Intervention Specialist will:
1. Inform the family it has the right to refuse transition (documented in case notes and in the IFSP);
2. Assist the family in completing the Referral For Evaluation Form (PR-04)
E. In order to prepare for transition to a school-age program, the Coshocton County Board of DD Principal will issue invitations to parent(s), Early Intervention Specialist, area preschools, local school district representative, and Transition Team Meeting.
F. The transition planning conference is scheduled and held at 180 days before the child's third birthday or as soon as possible if the child enters Early Intervention after age 2 ½.
1. Parent(s) permission for release of the child's records is obtained for the transition planning conference, if not already on file.
2. The following things shall be discussed at the Transition Conference.
a. The transition process;
b. Needs of the child;
c. Multifactor Evaluation (MFE) process;
d. Descriptions of preschool services available;
e. The Preschool Play-based Assessment and Screener Process
g. Following the Transition Conference, a Preschool Play-based Assessment date is coordinated with the family.
h. Following the Preschool Play-based Assessment, parents are informed of the results of the assessment.
1. If no developmental delay is observed, parents will receive a letter (PRE - 04) from the Coshocton County Board of DD Principal stating that no developmental concerns were noted. A follow-up meeting with families and other team members to discuss the results of the assessment and to sign a CI - 211 of non-eligibility will be scheduled.
2. If a developmental delay is suspected during the Preschool Play-based Assessment,, parents will receive a letter (PRE - 03) from the Coshocton County Board of DD Principal stating which areas of developmental delay were noted and that follow-up evaluations will be completed by the appropriate specialist. Parents will also receive Prior Written Notice (PR-01) and Parent Consent for Evaluation (PR-05) before the follow-up evaluations take place.
I. Following the Multifactor Evaluation, a MFE meeting will be held (prior to the child's third birthday) in order to:
1. Discuss the results of the MFE;
2. Decide if preschool services are needed and desired by the family;
3. Decide which agency will provide services, if services are desired;
4. Schedule an IEP meeting.
J. The agency providing services will issue invitations to all professionals that will be providing services and to Parents (PR-02) and hold the IEP meeting at which time goals and objectives will be written for preschool services.
X. File Information
A. The following information shall be compiled and kept on file for each infant and toddler enrolled in Coshocton County Board of DD Early Intervention Services:
1. Application for enrollment
2. Verification of birth
3. Verification of eligibility determination
4. Comprehensive developmental assessment
5. A health record dated within ninety days of application for enrollment and updated at least annually or as specified by the Infant or Toddler's Physician or the Ohio Department of Health. This record shall include ongoing pertinent health information, updated immunization records or the exemption or waiver where an immunization is medically contraindicated, a list of medications, a list of any allergies and treatments, and authorizations for emergency medical treatment.
6. Attendance and home visit records and related correspondence including written notices regarding meetings.
7. For all services, provided to the child and family, a record of the date, duration, types of services and outcomes shall be maintained. The County Board shall ensure that ongoing, systemic data shall be collected by service providers to measure progress on individual goals and objectives. This data shall form the basis for the one hundred-twenty day calendar - day progress reports.
8. One hundred twenty-day calendar progress reports on IFSP goals and objectives.
9. IFSP and related correspondence with the family, the person providing service coordination, and other agency/service providers.
XI. Parent Rights and Due Process
A. The families may use the County Board Administrative Resolution of Complaint Process established in Section 5123:2-1-12 of the Administrative Code and described in the Coshocton County Board of DD Due Process and Administrative Resolution of Complaints procedures to resolve complaints involving any service or support to the child or family.
B. Parent(s)s also have a right to a state hearing with the Department of Health to resolve concerns related to services or programs.
Forms to be used with these procedures:
ADM - 01 Authorization for Release of Information
Determination of Suspected Disability
Early Childhood Screening Summary Sheet
EI - 01 Early Intervention Social Summary
EI - 03 Early Intervention Evaluation Request Form
EI - 04 Early Intervention Birth to Three Data Collection Consent
EI - 05 Early Intervention Intake Information
EI - 06 Early Intervention Referral Form
EI - 07 Early Intervention Case/Progress Notes
EI - 08 Early Intervention Individual Enrollment Approval Request
EI - 09 Early Intervention Permission for Family Assessment
EI - 10 Early Intervention IFSP Review
EI - 11 Early Intervention Family Focused Child Assessment
EI - 12 Early Intervention Family Assessment
EI - 13 Early Intervention Consent for Recommended Services
EI - 14 Early Intervention Parent Rights
EI - 15 Early Intervention Notification of Family Rights
EI - 16 Early Intervention Intake Procedures
EI - 18 (HEA7711) Transition Documentation Checklist
EI - 19 Parental Consent
EI - 22 Change of Delivery
EI - 23 IFSP Conference Schedule
EI - 24 IFSP Review
EI - 25 Preschool Options Form
Guidelines for Resolving Concerns and Administrative Resolution of Complaints
HS - 01 Child Release Authorization
HS - 02 Photo Release
HS - 06 Application for Enrollment
ADM - IIF - 01 Individual Information Form Update
Individualized Family Service Plan
Parent Invitation (PR-02)
NUR - 01 Emergency Medical Form
NUR - 02 Food Allergies
NUR - 04 Over-the-Counter
NUR - 09 Medical Evaluation
PRE - 03 Preschool Play-based Screening - concerns
PRE - 04 Preschool Play-based Screening - no concerns
Referral for Evaluation (PR-04)
Prior Written Notice to Parents (PR-01)
Parent Consent for Evaluation (PR-05)
Process for Accessing Preschool Services
What Is Transition
THPY - 02 OT/PT Authorization
TRAN - 01 Alternative Drop Off Form
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Coshocton County Board of
Developmental Disabilities
Policy: Transportation Services Policy
Policy Number: 16.0
Ohio Revised Code Reference: ORC §3323.01, ORC §4511.76, ORC §5126.05
Ohio Administrative Code Reference: OAC §3301-83-06, OAC §3301-83-07, OAC §3301-83-09, OAC §3301-83-10, OAC §3301-83-15, OAC §3301-83-16, OAC §3301-83-17
Board Adopted: 05-15-2003
Board Amended:
• Purpose:
The purpose of this policy is to direct the planning, administration and implementation of transportation services and options which ensure availability, safety and identification of individual transportation needs. Implementation of this policy promotes the development of transportation services and options based on the individual planning process. The Board shall provide transportation services to individuals enrolled in the programs of the Board in a safe and efficient manner. To ensure a safe and efficient transportation system, but drivers and aides shall be responsible for compliance with all policies, procedures and regulations of the Board, the Ohio Pupil Transportation and Safety Rules, and the rules of the Ohio Department of Education, and these are hereby incorporated in the procedures.
• Policy:
• The Board shall provide transportation services pursuant to all relevant laws and regulations. The Board shall ensure that an array of transportation services is available to all individuals enrolled. Transportation services may be available through collaborative arrangements with other entities. Any transportation options provided through contracted entities shall comply with all relevant laws and regulations.
• The nature and extent of transportation services provided to each individual served shall be determined through the individual's and/or families planning process and shall be made available for all individuals enrolled in the Board and, as appropriate, their families. Transportation personnel shall be consulted in the preparation of the individual's plan when transportation is a related service and when the individual's needs are such that information to ensure safe transportation and well being of an individual is necessary to provide such transportation. Individuals enrolled shall not travel in a vehicle on a regularly scheduled route for more than ninety (90) minutes one way on any day. Policies pertaining to the nature and extent of transportation shall be available to individuals enrolled in Board programs and their families.
• The Board will provide for individual needs for special physical adaptation and behavior management programs to the extent that such adaptations and behavior management programs are effective in providing for the safety of all passengers, the driver and bus aides. All mechanical or physical restraints must be listed on the individual plan. Any individual who requires a mechanical or physical restraint, or the presence of a bus aide to assist in the management of his or her behavior on the bus, must have a formal behavior support plan that specifies restraint to be used and any action to be taken by the driver or aide.
• Passenger safety is a primary concern. Vehicle drivers shall use procedures to ensure that wheelchairs are secured, seating capacity limitations are followed, and as appropriate, car seats, restraints, seat belts and quick release mechanisms are utilized. If an individual's needs for transportation assistance cannot be met safely by the Board's traditional transportation services, alternate means of transportation may be utilized. The Superintendent must approve all requests for alternate forms of transportation and may provide reimbursement for transportation by parents/guardians or other transportation systems.
• When it is determined through the planning process that transportation other than that provided by the Board is an integral part of the education or habilitation of the individual, the Board shall provide reimbursement for transportation to that individual, the parent or guardian. Under these circumstances, a written agreement between the Board and the individual or parent of a minor or guardian shall be obtained prior to the provision of such transportation services.
• Upon prior written notification to the Board an individual may elect to walk, ride public transportation, or use other means to reach the program site or home. Under these circumstances the Board does not provide reimbursement for transportation services or assume any responsibility or liability for the health and safety of the individual while they are providing their own transportation.
• The Board shall have adequate insurance for all transportation services operated by the Board. All Board vehicles shall successfully complete all annual vehicle inspections. The transportation department shall ensure maintenance of all required records and reports.
• The Board authorizes the Superintendent to develop and implement procedures to comply with this policy.
• Authorized Use of Board Vehicles:
• Vehicles owned or operated by the Board will be used to provide transportation to and from Board approved activities. These activities may include regular transportation routes, field trips, and Board approved special events requiring transportation of individuals.
• Employees are prohibited from using the Board vehicles for personal business.
• Authorization to ride Board vehicles is limited to individuals enrolled in Board educational and adult services programs, staff and volunteers. Relatives involved in Board approved activities, family members, caregivers, or others involved in the educational/therapeutic/habilitation needs of program participants shall also be authorized to ride on Board vehicles with approval of the Board Administration and signed volunteer waiver.
• Collaborative arrangements with other entities may be made with proof of insurability, valid driver's license, and approval from the Superintendent or a designee and signed volunteer waiver.
• Authorization to Develop Procedures
A. The Board authorizes the Superintendent to develop and implement written procedures consistent with Board policy and applicable rules, regulations and statues that apply.
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Policy #16.1 Transportation Services Procedures
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Policy #25 Self Determination Policy
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Policy #27 Program and Service Priorities
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