EI/ECSE Contractor Meeting Minutes – June 17, 2013
Time / Topic / Purpose / Action /9:00 – 9:45 / Updates
· Introductions
· Contracts 2013-14 (Nancy JD)
· OSL&P Assistant Superintendent
· SICC Report (Nancy F. and Judy)
· ELC-SICC Report (Nancy F. and Judy)
· Early Learning Department (Nancy JD)
· Updating EI/ECSE Brochure Phone Numbers, other contact lists (Mindy) / Updates/Reminders / · The Oregon Department of Education (ODE) received several applications, competing for the Area 6 contract for Early Intervention/Early Childhood Special Education (EI/ECSE). After a thorough review process, David Douglas School District is now the new contractor for Area 6 which covers Hood River, Multnomah, and Wasco counties.
· 2013-14 contracts have been sent out to contractors. The budgets in the contracts are an estimate until the Governor’s budget is approved. When ODE receives final numbers from Legislature, they will be sent to contractors.
· The Office of Student Learning & Partnership (SL&P) within ODE has a new Assistant Superintendent, Sarah Drinkwater, who has been completing the work on an interim basis.
· ODE is in the middle of a restructuring process. The Early Learning Division (ELD) will also be included in ODE’s restructure. An early learning team meets every Tuesday along with a transition team. The early childhood team will remain under SL&P but will fall under the ELD.
· The State Interagency Coordinating Council (SICC) / Local Interagency Coordinating Council (LICC) Retreat will be held in Bend on September 13, 2013. ODE Deputy Superintendent, Rob Saxton spoke with the SICC during their last meeting of the year about the vision of the Governor’s P-20 agenda.
· The Early Learning Council (ELC) and the SICC had two meetings; a third was set for the end of June 2013.
· The SICC sent a survey to the field and received 385 responses. There were five main focuses: collaborative learning opportunities with EI/ECSE professionals (in service level); work on the pre-service levels; ways to formalize EI/ECSE’s role in the QRIS; how to create principles on child outcomes to reflect progress, and identify state performance plans. Survey results will be forwarded to the contractor’s group.
9:45 – 10:00 / Legislation
· HB 2013 / Discuss ideas of how to implement / · House Bill 2013 pertains to communication systems for children before age three. This will be included in the Individual Family Service Plan (IFSP) to address this new piece of law and ODE will make these changes once it passes.
10:00 – 10:25 / Tele-Intervention Training (Ginna) / Report / · There is a Tele-Intervention, project in collaboration with Willamette Education Service District (ESD), that has created a pilot for January 2014 which would augment Early Intervention services through virtual home visits. On June 14, 2013 a training was held for practitioners and audiologists to bring in expertise on these virtual home visits. Families will be utilizing iPads that will be used only for virtual visits. The use of technology was successful and facilitates using the training model with families.
· Tele-Intervention will supplement but not replace all home visits and will be used whenever possible. Internet services for educational purposes are available for remote locations in Oregon for $10/month.
· In order to collaborate, for those who are utilizing the virtual home visits, please keep track of what works or if there are other similar projects.
· This pilot will occur September 2013.
10:25 – 10:40 / Break
10:30 – 10:45 / Child Outcome AEPS Full Data Usage Study (Judy N.) / Information and discussion / · Judy Newman (EC Cares) spoke about different methods they are working on with scoring AEPS. She will work during the summer on the methods that will be used to calculate this data.
10:45 – 10:50 / AEPS crosswalk (Bruce) / · Bruce Sheppard (ODE) spoke around AEPS crosswalk, looking at TS Gold and Creative Curriculum assessments.
10:50 - 10:55 / TS Gold / Update / · All Oregon Head Start Pre-K programs receiving federal funds will be using TS Gold as their assessment.
· There will be more training next year and EI/ECSE partners will be invited.
10:55 – 11:30 / Safety Checklist (Nancy JD) / Information and discussion / · A Child Care Checklist for childcare centers was handed out to the contractors group. They reviewed the checklist to indicate applicable items for their programs. There may be a health and safety evaluation occurring in the future and there is a push to look at health and safety. It was suggested for contractors to conduct a self-audit in the meantime.
· This checklist is what is used for childcare centers to become licensed with the state.
· The contractor’s group reviewed the list and was asked to provide feedback to ODE.
11:30 – 11:45 / Safety First: Judy Newman, Nancy Ford, and Devora Gramson – follow-up questions from May 16th meeting. / Information and discussion / · Devora Gramson (WESD) spoke about Safety First training and implementation to have a “train the trainers” type of model. They want to have ODE’s approval to begin implementing this training to ensure that it is the best and safest for young children. Safety First would like to accomplish this by mid July 2013.
· The work group, who put the curriculum together, will work on re-writes for the training.
· Nancy Johnson-Dorn (ODE) indicated the Early Learning Council (ELC) will need to be included with this decision and suggested the Safety First Group create a plan for Jada Rupley, Director of Early Learning Systems regarding how to get it on the ELC agenda, requesting their approval in order to move forward with it.
11:45 – 12:00 / 2013-14 Meeting Schedule / Planning / · It was agreed upon by the group to have the 2013-14 contractor meeting scheduled the second Wednesday of every other month. Below are the agreed upon dates:
- August 14, 2013
- October 9, 2013
- No December Meeting
- January 8, 2014
- March 12, 2014
- May 14, 2014
- No June Meeting – June 18, 2014 scheduled as a placeholder
12:00 – 12:30 / Lunch
12:30 – 1:25 / ecWeb (Dan Smellow) / Information and discussion / · Dan spoke about changes within ecWeb. He gave an overview regarding the information that is required for Service Level Standards and QRIS matching.
· The QRIS placements are entered into ecWeb. If a program does not have a center listed in the drop down field, send Mindy Cordsen (ODE) an email and she will check with Dawn Woods to see if the center is participating with QRIS and has a rating.
· Dan also demonstrated how to utilize the e-sign option within ecWeb.
1:25 – 1:45 / Records retention: Requirements for retaining paper? How long does EI/ECSE have to keep Medicaid records? How long does EI/ECSE have to keep have to keep EI/ECSE records that pass on to districts? (Alan) / Information / · Regulations regarding record retention and electronic storage were reviewed.
· It was advised for contractors to check with their individual IT departments when using or developing system to store records electronically.
J:\Early Childhood\EI-ECSE\Contractor Mtgs\2012-13\06-17-13 Meeting\6-17-13 Minutes.doc