Overview
Federal
As required by Part C of the Individuals with Disabilities Education Act (IDEA), 20 U.S.C. §1416, states must have in place systems of general supervision that monitor implementation of IDEA by early intervention programs statewide, whether or not they receive Part C funds. Each state’s general supervision system must include eight (8) federally required components that together:
- Ensure implementation of IDEA.
- Identify and correct noncompliance.
- Facilitate improvement.
- Support practices that improve results and functional outcomes for children and families.
State
The Virginia Department of Behavioral Health and Developmental Services (DBHDS) serves as the State Lead Agency (SLA) for implementing Part C of IDEA in Virginia. The statewide early intervention system is known as the Infant & Toddler Connection of Virginia (ITCVA) and is comprised of forty (40) local early intervention systems (LEIS/es). Implementation of federal Part C early intervention requirements and evidence-based practices is supported by:
- State regulations signed by the Governor of Virginia in December 2014. These regulations specify state requirements for Virginia’s Part C early intervention system.
- The Infant & Toddler Connection of Virginia (ITCVA) Practice Manual (“Practice Manual”). The Practice Manual provides detailed explanations and guidance for implementing Part C of IDEA in Virginia.
- The Virginia Interagency Memorandum of Agreement for Part C Early Intervention (2013-05) (“memorandum of agreement”). The memorandum of agreement details the understandings and commitments of participating state agencies to meet statutory and regulatory requirements of Part C of the IDEA and Virginia statutory requirements related to Part C.
- The Local Contract for Participation in Part C (“Part C local contract”). The Part C local contract provides the mechanism for exchange of funds from the SLA to the local lead agencies (LLAs) responsible for implementing the LEIS. Further, the Part C local contract specifies the scope of work and deliverables for both the SLA and for the LLAs.
GSM Framework: Mission…Vision…Principles
Mission
Virginia’s general supervision and monitoring framework (“GSM framework”) supports localities in their efforts to have effective local early intervention systems that result in positive outcomes for children and families while complying with federal and state regulations.
Vision
Virginia’s GSM framework promotes each family’s ability to successfully participate in everyday activities and routines and ensures that the early intervention system operates in compliance with Part C requirements.
- Services are provided to children and families in accordance with the law.
- All systems consistently remain in compliance.
- All children and families receive evidence-based supports and services that lead to positive outcomes.
- Virginia’s system promotes successful participation of all children and families in everyday activities.
Principles
Virginia’s GSM framework will:
- Be rigorous enough to ensure timely identification and correction of noncompliance.
- Collect, analyze and report data in a factual, nonjudgmental and supportive manner.
- Monitor compliance with federal requirements while addressing broader issues through technical assistance and other improvement activities, as needed.
- Focus on improved results that are meaningful for all stakeholders.
- Be streamlined and straightforward for the field.
- Facilitate data-driven decision-making and actions.
- Support ongoing monitoring by local systems to ensure local systems are never surprised by state monitoring results.
- Support local systems to conduct their own data analysis for improvement planning.
- Target time and resources where improvements are most needed.
Core Integrated Monitoring Activities
Virginia’s GSM framework consists of five (5) core integrated monitoring activities. The purpose, authority and application for each core activity is presented in section C of the ITCVA GSM Framework. How each core activity is implemented—including SLA internal procedures—is found in accompanying appendices. The framework document is currently being updated; appendices will be posted as they are completed, with the intention of having all items available online by the close of 2024.
Core Activity 1 – Compliance Indicators Measurement and Verification (CIMV)
Compliance indicators measurement and verification (CIMV) allows for the SLA to evaluate and record local and statewide performance on each of the five (5) Part C compliance indicators: C-01 (Timely Initiation of Services); C-07 (45-day Timeline); and C-08A-08B-08C (Transition).
Core Activity 2 – Results Indicators Measurement; Local Determinations and Public Reporting
In addition to measuring Part C compliance indicators (via the annual CIMV), the SLA also evaluates local and statewide data for Part C results indicators to include C-02 (Primary Service Setting), C-03 (Child Outcomes), C-04 (Family Outcomes), C-05 (Child Find: Birth-to-1), and C-06 (Child Find: Birth-to-3). Further, the SLA evaluates each LEIS on factors such as data accuracy, data completeness, the significance (or lack thereof) of data anomalies, and timely submission of contract deliverables. Results are then compiled for each individual locality, and an annual determination (e.g., “meets requirements”, “needs assistance”, et. al.) is made.
Localities are notified of their annual performance and determination via issuance of the Local Early Intervention System (LEIS) Monitoring Results and Determination report (“determination report”).
Lastly, local and statewide results are made publicly available shortly following submission of each annual SPP/APR.
Core Activity 3 – Structured and Supervised Local Monitoring
Structured and supervised local monitoring supports timely correction of noncompliance of Part C compliance indicators (C-01, C-07, C-08A, C-08B and C-08C).
Core Activity 4 – Investigation of Out-of-Cycle (OOC) Noncompliance
Virginia implements a systematic and structured approach to investigating credible allegations or reports of noncompliance at any point in time.
Core Activity 5 – Periodic Oversight of Systems and Methods (POSM)
Periodic oversight of systems and methods (POSM) is modeled on differentiated monitoring and support 2.0 (DMS 2.0) as conducted by the U.S. Department of Education, Office of Special Education Programs (OSEP), and provides a mechanism by which each of Virginia’s forty (40) LEIS receives a structured, in-depth review of local Part C implementation.
Periodic Oversight of Systems and Methods (POSM)
Periodic oversight of systems and methods (POSM) is modeled on differentiated monitoring and support 2.0 (DMS 2.0) as conducted by the U.S. Department of Education, Office of Special Education Programs (OSEP), and provides a mechanism by which each of Virginia’s forty (40) LEIS receives a structured, in-depth review of local Part C implementation. Round one (R1) implementation will see eight (8) localities reviewed each year from SFY25 through SFY29.
POSM is primarily conducted by the state’s Part C monitoring team following protocols developed to guide each local review. The protocols also allow for localities to prepare for POSM by placing a spotlight on monitoring priorities. Throughout R1 implementation, the monitoring team anticipates revisions may be required as more is learned from each local POSM.
| Protocol ID | Title | Category | Last Updated |
| R1-01 | Individualized Supports and Services | Child & Family Outcomes | 2024-10-10 |
| R1-02 | Service Delivery | Child & Family Outcomes | 2024-10-10 |
| R1-03 | Public Awareness and Child Find | Access & Quality | 2024-10-10 |
| R1-04 | Demographics and Referral Outcomes | Access & Quality | 2024-10-10 |
| R1-05 | Family Rights and Procedural Safeguards | Access & Quality | 2024-10-10 |
| R1-06 | System of Payments; Payor of Last Resort | Fiscal | 2024-10-10 |
| R1-07 | Medicaid Verification | Fiscal | 2024-10-10 |
| R1-08 | Local Self-Monitoring | Administration | 2024-10-10 |
| R1-INT | Sample Interview Questions | ALL | 2024-10-10 |
