Early Childhood Transition



Early Childhood Transition includes only referrals from Babies Can’t Wait. Children referred to BCW more than 90 days prior to their birthday must be included in the BCW timeline even if the local school district receives the referral from BCW less than 90 days prior to the child’s third birthday. Children referred to BCW less than 90 days prior to their third birthday are considered an exception. Rows highlighted in gray are auto populated and are not available for data entry or not applicable.


The focus of Indicator 12 is reporting the completion of the transition process for Babies Can’t Wait (BCW) referrals who turned 3 in the prior Fiscal Year. 


Note: Completion of transition is defined as completion of the eligibility and, if eligible, completion of the IEP meeting.  


IMPORTANT: Every student referred from Part C to the LEA should be included in the report regardless of whether a transition meeting was held, or a consent to evaluate was received. 


  • The notification from BCW is considered a “referral.” It is not the transition meeting or the actual consent to evaluate.


    • Upon receipt of the referral, immediately claim or obtain a GTID. 


    • For GO-IEP LEAs, every student notification received from BCW must be entered into GO-IEP Timelines Override indicating the student is a BCW referral. After submitting the override, complete the Consent to Evaluate on the Timelines page in GO-IEP including the parental response and date received. 


      • If a response is not provided or if the parent response to the request for consent to evaluate is “No”, enter “No” for the consent to evaluate response.


    • For non-GO-IEP LEAs, enter each referred BCW student into the LEA’s Timeline tracking system. 


  • There is an exception (4a) used to document incomplete transitions from BCW when:
    • Parent decided not to transition and consent to evaluate was never received.
    • Parent did not provide consent to evaluate after the transition meeting was held.
    • Parent revoked consent to evaluate after initially providing consent to evaluate.



Screenshot of the Babies Can’t Wait (BCW) Transition Timelines landing page





Description of the Fields

  1. BCW Referrals Received. Total # of children who were served in Part C and referred to Part B for Part B eligibility determination (whose 3rd birthday was on or prior to June 30). Report ALL children notified by Part C for transition whose 3rd birthday was on or prior to June 30. 


Every student referred from Part C to the LEA should be included in the report regardless of whether a transition meeting was held, or a consent to evaluate was received. Enter the number for ALL students referred from BCW to the LEA.

  • The number of children referred from BCW for whom consent to evaluate for Part B was not received will be reported in the Exception Table below.
  • If a parent initially provides consent to evaluate, but later withdraws that consent, include in line 1, but do not include in 1a. 
    • Additionally, document the exception “parent did not provide consent to evaluate” in the Exception Table below. The number of children referred from Part C with consent to evaluate will be reported in line 1a.


1a. Total # from BCW Referrals Received (Line 1) with consent to evaluate. Enter the number of early childhood transition referrals from line 1 with signed parental consent to evaluate (PCE) for children who reached their 3rd birthday between July 1st and June 30th of the reporting year. 


All received PCEs (Parental Consent to Evaluate) should be entered in this field. 

  • Consents received but not completed should be included.
  • Include any consents received that could not be completed due to student withdrawal from the LEA prior to the completion of the BCW transition but enter an exception in the Exception Table below.


1b Not Applicable for Early Childhood Transition. This line is grayed out.


1c Number of BCW referrals received for whom the transition process is not yet completed. Enter the number of early childhood transition referrals from line 1 for whom an eligibility meeting has not yet been held and, if eligible, an IEP meeting has not yet been held. 


Include students for whom: 


1) consent to evaluate was not received or whose transition will not be completed, (report explanation for these in Exception Table below) or 


2) the transition process is not yet completed as of submission and is still in process but is already overdue (these are considered late and will be reported as late in this year’s collection.) 


This number includes students with allowable exceptions and reasons for lateness since every late evaluation must have an exception or reason reported.


Chart of Exceptions

Timelines

Exception

Description

Exceptions for BCW Transition Overdue and Not Completed

Exceptions for Transitions Completed Late

Initial Evaluation or

Babies Can’t Wait

1

Parent repeatedly fails or refuses to produce the child for evaluation.



2

Extenuating circumstances causing a lack of LEA access to the student for an extended period of time or unusual evaluation needs due to circumstances beyond LEA control.



Initial Evaluations

3

Child enrolled from another LEA in GA after the 60-day timeframe was in process and prior to the original LEA completion of evaluation and the parents have agreed to a different timeline.



Babies Can’t Wait

4

Parent delay to provide consent or lack of parent consent cause delays in evaluation and/or IEP development.



4a

Parent did not provide consent to evaluate, or parent revoked consent to evaluate.



4b

Parent signed consent late, resulting in delay in transition



4c

Parent signed consent; however, the transition was not able to be completed due to circumstances such as student not able to be located, family moved, parent did not consent to services prior to the IEP development or other reason.



5

Child determined eligible for BCW less than 90 days before the 3rd birthday.





This will include students:

  • For whom there was a delay that has caused the IEP to not yet be held, and
  • For whom consent to evaluate was never received after BCW referral (report Exception, 4a).
  • For whom consent to evaluate was received, but the student moved before evaluation, or before eligibility and/or the IEP meeting could be held (report Exception, 4c),
  • For whom parental consent for services was received as “No” prior to developing the IEP, therefore an IEP was not completed (report Exception, 4c), 



If there are Exceptions for students included as being late in 1c, these students should be included in the table titled ‘Exceptions’ in the column titled ‘Exceptions for BCW Transition Overdue and Not Completed’ by the allowable exception as shown below.


Screenshot of Exceptions 


For students included in 1c for whom there are no Exceptions, these students will be included in the table titled ‘Indicator 12: Babies Can’t Wait Reported Late from row 9’ section of the Timelines Summary. 

  • Add each student’s GTID; the student information will populate. 
  • Select the eligibility status and reason for delay (selected from a drop-down menu). 
    • If the eligibility was completed but the IEP was not yet completed, a box to indicate the IEP is not yet completed will be available and the date IEP developed and implemented will be left blank. 
    • Completion of these transitions will be reported through Correction of Individual Noncompliance (Prong 1) and Systemic Compliance (Prong 2) and SE Applications in the Timelines Applications. 


  • The data elements for ‘List students from 9’ will auto populate for GO-IEP systems in the Timelines Summary in GO-IEP and can load into the SE Applications Timelines Summary. 


  • Systems that do not use GO-IEP will need to enter the data as indicated above.



Screenshot of Adding Students (Late from row 9)



Screenshot of Adding Student GTID



Screenshot of Outcome Reason and Delay




The total for Reasons Late entered will populate in the table shown below.


Screenshot of Reasons Late “Total Number Counted as Late”



Rows 2 and 5-10 are calculated automatically in the Timelines Application. These rows are summarized for informational purposes.


2  Total Referrals minus Exceptions line 1- line 8 This line is auto-calculated with the total of the number of early childhood transition referrals minus the allowable exceptions defined in Georgia’s Rules and Regulations for Evaluations 160-4-7.04 (line 1 minus line 8).


3a On Time: # Eligible with IEP in place BY Age 3: The number of children whose eligibility has been determined, and the IEP is in place on or prior to their 3rd birthday. 


3b On Time: # Ineligible BY Age 3: The number of children determined not to be eligible by their 3rd birthday.


4a Late: # Eligible with IEP in place AFTER age 3 (with reasons and exceptions): The number of children whose eligibility has been determined, and the IEP was in place after their 3rd birthday. This number includes students with allowable exceptions and reasons for lateness since every late evaluation must have an exception or reason reported.


4b Late: # Ineligible AFTER age 3 (with reasons and exceptions): The number of children determined not to be ineligible after their 3rd birthday. This number includes students with allowable exceptions and reasons for lateness since every late evaluation must have an exception or reason reported. 


If there are Exceptions for students included as being late in line 4 (includes 4a and 4b), these students should be included in the table titled ‘Exceptions’ in the column titled ‘Exceptions for Transition Completed Late’ by the allowable exception as shown below.



Screenshot of Exceptions 


Students included in 4a and 4b for whom there are no Exceptions, will be included in the table titled ‘Indicator 12: Babies Can’t Wait Reported Late from row 9’ section of the Timelines Summary. 


  • Add each student’s GTID. The student information will populate. 
  • Select the eligibility status and reason for delay (selected from a drop-down menu). 
    • If the eligibility was completed but the IEP was not yet completed, a box to indicate the IEP is not yet completed will be available and the date IEP developed and implemented will be left blank. 


Completion of these transitions will be reported through Correction of Individual Noncompliance (Prong 1) and Systemic Correction (Prong 2) and SE Applications in the Timelines Applications. 


The data elements for ‘List students from 9’ will auto populate for GO-IEP systems in the Timelines Summary in GO-IEP and can load into the SE Applications Timelines Summary. 


* Systems that do not use GO-IEP will need to enter the data as indicated above.


Screenshot of Adding Students (Late from row 9)


Screenshot of Adding Student GTID


Reminder: Rows 5-10 are calculated automatically in the Timelines Application. These rows are summarized for informational purposes.


5 Total # Transitioned on Time (by Age 3): Auto-calculated total of the number eligible with the IEP in place on or prior to their 3rd birthday. 


6 % Eligible with IEP Implemented by Age 3: Auto-calculated percentage of the number eligible with the IEP in place on or prior to their 3rd birthday. The percentage equals total transitioned on time divided by total referrals minus exceptions and ineligible on time (line 5 divided by line 2- 3b) times 100).


Late Transitions


7a Total Transitions completed late (after age 3) minus Exceptions Auto-Calculated total number of transitions late minus exceptions for transitions completed late. (Line 4a and 4b minus total exceptions for transitions completed late.).                                                                         

7b Total # late (after age 3) (from line 1c, line 4a and line 4b) Auto-Calculated total of transitions that are completed late and late but not completed (Line 1c + line 4a + line 4b). This includes those late with exceptions.


8 Total # Exceptions (Exceptions 1, 2, 4a, 4b, 4c, 5): The total number with an allowable exception, BOTH Exceptions for BCW Transitions overdue and not completed (line 1c) AND Transitions completed late (lines 4a and 4b). as listed in the Exceptions Section of this application. Exceptions 1, 2,4, and 5 are applicable to Early Childhood Transition. This is auto populated from the Exceptions Table discussed earlier.


Exceptions for Early Childhood Transition


Allowable exceptions are defined in Georgia’s Rules and Regulations for Evaluations 160-4-7-.04 EVALUATIONS found in rules section. For each exception reported in Row 8 of Early Childhood Transition, a corresponding reason for the exception must be provided. The calculated total of exceptions in the Exceptions Section must match the number reported in Row 8 for Indicator 12.


Rows highlighted in light gray are auto populated and are not available for data entry or not applicable to a specific collection.

  • Exception 1 - Parent repeatedly fails or refuses to produce the child for evaluation.
  • Exception 2 - Extenuating circumstances causing a lack of LEA access to the student for an extended time or unusual evaluation needs due to circumstances beyond the LEA’s control. An extended time would mean greater than 15 school days. Examples of this might include absence due to a prolonged student illness or a significant accident. An unusual evaluation need might include a student with a severe communication barrier due to multiple sensory and/or physical difficulties or rare primary language/dialect requiring a highly specialized evaluator for which an evaluator cannot be readily located and/or scheduled in time. The student who moved prior to the completion of the Eligibility and IEP after consent to evaluate was obtained is not considered an Extenuating circumstance. This situation should be addressed using Exception 4c described below.
  • Exception 3 – Child Enrolled from another LEA in GA after the 60-day timeframe was in process and prior to the original LEA completion of the evaluation and the parents have agreed to a different timeline. Not applicable in Indicator 12.
  • Exception 4 - Parent refusal to provide consent caused delays in evaluation or initial service. Three sub-exceptions are available to choose from. 
    • Exception 4a - Parent did not provide consent to evaluate or revoked consent to evaluate. Note: This sub-exception only applies to children reported in line 1c. 
    • Exception 4b – Parent signed consent (to evaluate) late, resulting in delay in transition. 
    • Exception 4c – Parent signed consent to evaluate; however, the transition was not able to be completed due to circumstances such as student not able to be located, family move, parent did not consent to services prior to IEP development or other reason. Note: This sub-exception only applies to children reported in line 1c.
  • Exception 5 - Child determined eligible for BCW less than 90 days before the third birthday.


9 Total # Counted as Late (Submit reasons for lateness in the table below) Range of days late on line 11 should match Line 9: Auto-calculated total number counted as late without exceptions. 


  • Includes both completed late and those that are not yet completed and overdue. Line 9 totals line 1c and lines 4a and 4b minus line 8. 
  • Audit errors will be received if numbers entered in any of these fields are incorrect.
  • A reason for lateness must be reported for each student in the Reason Late section of the Timeline Summary. The range of days late on line 11 should match Line 9.


Students must also be entered into the table titled Indicator 12: Babies Can’t Wait Reported Late from row 9.

Reasons for Lateness:

  • Student delays (i.e., excessive absences)
  • Parent delays (i.e., cancelling meetings, not providing relevant information in a timely manner)
  • Teacher/Evaluator delays
  • System errors (i.e., no tracking system in place, errors in tracking, error in policy or procedure)
  • Child referred by BCW less than 90 days before the 3rd birthday.
  • Other (Explanation required)


10 % Counted as late: (% Late without exceptions.) It auto-calculates the total number eligible with the IEP in place after their 3rd birthday or ineligible late. (Row 9 divided by Row 2 minus Row 3b) times 100.


11 Students by range of days late for Total # Counted as Late – For each student reported as “Counted as Late” in line 9, one of the following day ranges must be reported for the number of days late* (DO NOT report the # of days late for Exceptions):

  • 1-10 days
  • 11-30 days
  • 31-60 days
  • over 60 days
  • Not Yet Complete with No exceptions (auto-calculates) 


Reminders:

  • Total for line 11 must match 9!
  • The range of days late will only need to be reported for the transitions completed late and indicated in line 4a and 4b. The total transitions not yet completed and late (line 1c) without exceptions will auto calculate and be included in the total for line 11.
  • The total number of transitions entered for 1-10 days, 11-30 days, 31-60 days, and Over 60 days should match line 7a Total Transitions Completed Late with minus Exceptions. 


(1-10 days + 11-30 days + 31-60 days + Over 60 days= Line 7a)


Screenshot of Row 11 (Students by range of days late for Total # Counted as Late)