CurrentKansas Department of Health and EnvironmentPolicy N/A
Early Intervention Services (Infant & Toddler, Part C) Coverage Criteria
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Defines and describes early intervention services for infants and toddlers (birth to three) with developmental delays or disabilities and the family's role; outlines the range of Part C services, service principles, and outcomes. Affects providers, service coordinators, and families participating in Kansas early intervention (IDEA Part C) programs.
Policy Summary
PayerKansas Department of Health and Environment
PolicyEarly Intervention Services (Infant & Toddler, Part C) Coverage Criteria
Policy CodePolicy N/A
Change TypeNo material change
Effective DateN/A
Next Review DateN/A
Key ActionEnsure IFSP-required services are individualized, initiated within required timelines (initial IFSP within 45 days of referral) and documented by the service coordinator.
No material clinical or coverage changes in this revision.
birth to threeage range served
45-dayinitial IFSP timeline
no costfamily charge policy
25%
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eligibility threshold (one domain)
20%eligibility threshold (two domains)
Coverage Criteria and Eligibility
Covered when IFSP and Part C requirements are met
Early intervention services are provided when services meet IFSP-identified needs and Part C requirements:
Core requirements: Services are designed to meet the developmental needs of an infant or toddler with a disability or developmental delay and the needs of the family as identified by the IFSP team; meet Kansas and IDEA Part C standards; are provided by qualified personnel; and are individualized to achieve IFSP outcomes.
Supported by Kansas policy definitions and service descriptions
Service setting: To the maximum extent appropriate, services are provided in natural environments.
Supported by policy statement on service settings
Family-centered and cost: Services enhance family capacity, are family-centered, and are provided at no cost to families.
Reflects family-centered principles and no-cost provision in Kansas ITS guidance
KECDS Eligibility Criteria
A child may be determined eligible for KECDS when ANY ONE of the following criteria is met:
KECDS eligibility
Multidisciplinary evaluation delay: Completion of a multidisciplinary evaluation covering all developmental areas that results in at least a 20 percent delay in two or more developmental domains.>=20% in >=2 domains
Per multidisciplinary evaluation criteria
Records review or established condition: Review of medical or other records documenting an established condition or existing developmental evaluation indicating at least a 25 percent delay in one or more developmental domains.>=25% in >=1 domain or documented established condition
KECDS allows eligibility determination from records by two qualified providers
Informed clinical opinion by qualified personnel (multidisciplinary team) when appropriate tests are not available or do not reflect the child's performance.
Evaluation Procedural Criteria
Evaluations and assessments are covered when procedural requirements are met:
Procedural requirements before evaluation/assessment: Provide Parental Prior Written Notice for Proposed Action and the Child and Family Rights and KECDS Complaints Process Booklet at least 10 calendar days before conducting evaluation/assessment (parents may waive); obtain written parental consent using KECDS forms (consent valid for one year); provide notices and consent in the parent's native language or mode of communication and document steps in the child's record.10 calendar days; consent valid 1 year
Includes requirement to translate/communicate in parent's native language or mode; written evidence must be in record
Qualified personnel and evaluation methods: Evaluations and assessments must be conducted by qualified personnel, using multiple procedures (history, functional levels, record review, input from familiar sources) and, when possible, instruments administered in the child's native language; multidisciplinary evaluations are conducted by two qualified team members of different disciplines.two qualified team members for multidisciplinary evaluations
Procedural and personnel qualifications required for KECDS eligibility determinations
Eligibility Criteria (KECDS)
A child is eligible for KECDS when ANY of the following distinct pathways apply:
Eligibility pathways
Developmental Delay: Delay between chronological age and developmental age (after correction for prematurity) of >=25% in one area OR >=20% in two areas.25% in >=1 domain OR 20% in >=2 domains
Documented on multidisciplinary evaluation or records
Established Risk for Developmental Delay: A diagnosed condition with a known risk of developmental delay; eligibility is determined by a physician or appropriate diagnostic team and confers automatic eligibility while diagnosis exists.diagnosis present
See KECDS Process Manual and Companion Documents for list
Informed Clinical Opinion:
IFSP coverage and implementation criteria
Covered when ALL of the following are met
Pre-service and interim IFSP conditions: Parental consent obtained before initiating services; when services commence prior to completion of evaluations/assessments an interim IFSP may be used and the name of the service coordinator responsible for implementing the interim IFSP must be provided.
Interim IFSP allowed but should be used rarely; parental consent required
Initial IFSP timing: Initial IFSP meeting to develop the IFSP must be conducted within 45 days of referral for a child determined eligible under IDEA Part C; if exceptional family circumstances delay completion, the service coordinator must document the reason and enter it into KECDS data systems.45 days
Timely completion requirement and documentation for delays
IFSP review and annual meeting: Periodic IFSP review must occur at least every six months (or more frequently as needed); an annual IFSP meeting must be conducted once per year and meet Initial IFSP requirements.
Transition and Part B Referral Criteria
Transition-related actions required of Infant Toddler Services of Kansas Programs and service coordinators
Transition timing: Transition steps must occur not fewer than 90 days and, at the discretion of all parties, not more than 9 months before the child's third birthday; these steps include scheduling the Transition Conference and related activities.>=90 days; up to 9 months
Timing applies to Part B referral and Transition Conference scheduling
Part B referral timing and content: For children potentially eligible for Part B, the ITS Program must refer the child to the SEA and LEA no more than 9 months but not fewer than 90 days before the child's third birthday; referral must include date of birth and parent contact information; parental consent for referral is not required unless the parent opts out in writing.90 days/9 months
Referral contents and opt-out provisions specified
Parental opt-out specifics:
Transition and Exit Criteria
Transition and exit activities required under Part C when a child approaches age three
Transition Conference timing: With family approval, the ITS Program will convene a Transition Conference at least 90 calendar days before the child's third birthday (may occur up to nine months prior); the Transition Plan must be developed as part of this process.>=90 days; up to 9 months
Applies to potentially eligible children and includes Part B/LEA invitation provisions
Parental opt-out at eligibility: At eligibility determination families must be presented the option to opt-out of referral to Part B; if the family opts out, ITS must still follow other transition requirements and hold Transition Conference only with parental consent.
Opt-out option must be presented at eligibility determination for late referrals
Late referral (135-90 days before 3rd birthday): If referred between 135 and 90 days before the third birthday, ITS will, with parental consent, determine eligibility and develop an Initial IFSP with a Transition Plan within 45 days of referral; Part B should be invited to the Transition Conference unless family opts out; the Transition Conference may be combined with the Initial IFSP.
Exit Criteria
Exit from Part C services
Voluntary family withdrawal: Family may request exit from services at any time; services are voluntary. If withdrawal occurs outside the Annual IFSP timeframe a Declining Participation form must be completed; if it occurs at Annual IFSP the decision may be documented on Prior Written Notice. Service coordinator should assist family to transition to other services.
Procedures for voluntary withdrawal and documentation
Exit at third birthday: Exiting from services must occur when a child turns three unless the LEA finances summer services; an ECO exit must be completed before the third birthday even if services continue until IEP implementation; exit dates in ECO and KSITS may differ.third birthday
Kansas is not an extended Part C option State; IFSP may be revised to serve as IEP when continued
Lost to contact: A family is considered lost to contact after not less than six months; the ITS Program must document attempts to contact the family (methods and number of attempts), document lack of response, and send Prior Written Notice to the last known address.
The policy clarifies the scope of assistive technology device for early intervention purposes. An assistive technology device is any item, piece of equipment, or product system — commercial, modified, or customized — used to increase, maintain, or improve functional capabilities of an infant or toddler with a disability. The policy explicitly excludes surgically implanted medical devices (for example, cochlear implants) and their optimization (such as mapping), maintenance, or replacement from the definition of assistive technology device.
Screening is a permitted post-referral activity but must be conducted in accordance with parental rights and program procedures. Screening shall be provided at no cost to the family. Programs choosing to screen must obtain parental consent before screening, describe the reason for screening and the parent's right to request an evaluation at any time, and if screening indicates a suspected delay must move to evaluation with parental consent. If a parent requests an evaluation during screening, the evaluation must be completed regardless of screening conclusions.
When a child does not have an established condition and does not meet the developmental delay thresholds or informed clinical opinion criteria, the child is not eligible for Part C services under those paths. The policy requires provision of prior written notice and the Child and Family Rights booklet within 10 calendar days before evaluation and assessment; parents may waive that notice. If eligibility cannot be established through record review, multidisciplinary evaluation, or informed clinical opinion, the ITS Program must follow procedural safeguards and document the outcome in the child's record.
An interim IFSP may be developed to begin services that are needed immediately while evaluations and the Initial IFSP are completed. If an interim IFSP is used, evaluations, assessments, and the Initial IFSP still must be completed within the overall 45-calendar-day timeline from referral. Kansas guidance states the interim IFSP should be used only in rare circumstances and instructs ITS Programs to contact KECDS staff if an interim IFSP has been written.
The policy limits disclosure of personally identifiable information to LEAs/SEAs and sets parental control over notification. Personally identifiable information about the child and family will not be disclosed to the LEA unless the parent does not opt out as specified. Parents receive the option to opt out in writing per the KECDS Process Manual and Companion Documents; for families already receiving Part C services, the opt-out must be exercised no later than 135 days before the child turns three. For late referrals (≤135 days before the third birthday), families must be offered the opt-out option after eligibility is established. The policy also specifies that parental consent is not required to refer the child to the LEA/SEA unless the parent opts out in writing.
Kansas is not an extended Part C State: children must be exited from Part C services no later than their third birthday unless the local education agency (LEA) elects to fund continued services (for example, summer services). If an IFSP continues past the third birthday because the LEA funds those services, the IFSP must be revised to reflect Free Appropriate Public Education (FAPE) and include an educational component that promotes school readiness; parents must be provided detailed information on differences between the IEP and IFSP and must consent to continued use of the IFSP.
Key Thresholds, Timelines, and Coding
Developmental delay thresholds for KECDS eligibility
Threshold optionsEither >=20% delay in two or more developmental domains OR >=25% delay in one or more developmental domains (after correction for prematurity).
Alternative eligibility pathwaysEstablished risk condition or informed clinical opinion may also determine eligibility without meeting numeric thresholds.
Developmental delay threshold summary
Single-domain threshold>=25% delay in one developmental domain (after prematurity correction).
Multi-domain threshold
Provider Responsibilities, Documentation, and Operational Notes
Prior Authorization
Provide and document service coordination (FSC responsibilities)
The Family Service Coordinator (FSC) must coordinate evaluations, IFSP development and reviews, identify and monitor providers and funding sources, inform families of rights/advocacy, coordinate with medical/health providers, follow up to ensure services are provided, and maintain a record of case‑management activities in each child's record.
Coordinate performance of evaluations and assessments (FSC role).
Facilitate and participate in development, review, and evaluation of IFSPs.
Identify available service providers and coordinate/monitor delivery of services in a timely manner.
Inform families of rights and availability of advocacy services; coordinate required funding sources.
Conduct follow-up activities to confirm appropriate services are being provided.
Maintain a record of case‑management activities in each child's record.
Note
Background and Scope
Early intervention services are designed to support infants and toddlers from birth to three who have developmental delays or disabilities and to strengthen family capacity to promote the child’s learning in everyday routines. Services are individualized by the IFSP team to meet the developmental needs of the child and the needs of the family, are family-centered, and are provided to the maximum extent appropriate in natural environments. Services are provided at no cost to families and are delivered by qualified personnel working under Kansas and IDEA Part C standards.
Definitions and Terms
Early intervention services definition
DefinitionEarly intervention services are developmental services designed to meet the developmental needs of each eligible child and the needs of the family related to enhancing the child's development (Kansas Statute reference).
Service componentsIncludes evaluation, assessment, IFSP development, service provision, family service coordination, and transition planning as individualized by the IFSP team.
Service setting and costProvided to the maximum extent appropriate in natural environments and at no cost to eligible infants, toddlers, and their families under Part C.
Early intervention (purpose) definition
Purpose statementEnhances the confidence and competence of parents and caregivers in supporting infants and toddlers with developmental delays and disabilities by using team-based interventions in everyday routines.
Policy Summary
PayerKansas Department of Health and Environment
PolicyEarly Intervention Services (Infant & Toddler, Part C) Coverage Criteria
Policy CodePolicy N/A
Change TypeNo material change
Effective DateN/A
Next Review DateN/A
Key ActionEnsure IFSP-required services are individualized, initiated within required timelines (initial IFSP within 45 days of referral) and documented by the service coordinator.
Clinical judgment cannot be used to negate multidisciplinary evaluation results
Records-based eligibility process: Two qualified early intervention providers of different disciplines may determine KECDS eligibility based upon medical or other records prepared or authorized by a qualified physician, audiologist, or other professional.two qualified providers
Supports eligibility via record review without in-person multidisciplinary evaluation when applicable
Professional judgment of the multidisciplinary team used when appropriate tests are unavailable or do not reflect the child's performance; may not be used to negate results of a multidisciplinary evaluation.
clinical judgment
Must include professional(s) in area(s) of delay
Evaluation cannot be negated by opinion: Informed clinical opinion may not be used to negate the results of a multidisciplinary evaluation tool.n/a
Safeguard to preserve multidisciplinary evaluation findings
6 months; 1 year
Reviews may be meetings or other means acceptable to parents
Service start timelines: Each additional service on the IFSP must start no later than 30 days after the planned start date unless the parent requests a delay; primary service provider services and family service coordination must start within 30 days of IFSP signing unless parent requests delay; planned start dates cannot pre-date IFSP signing.30 days
Failure to implement timely may risk noncompliance
IFSP content and consent: The IFSP must document present levels across domains, measurable outcomes with criteria/procedures/timelines, service descriptions (location, frequency, intensity, duration, method), payment considerations, and justification if services are not provided in natural environments; parental informed written consent must be obtained prior to providing services listed on the IFSP.
IFSP content requirements and consent provisions
Parents may opt-out of LEA/SEA notification in writing; for families receiving Part C services parents must opt-out no later than 135 days before the child turns three; families referred to Part C 135 days or less before the third birthday must be offered the opt-out option after eligibility is established.
135 days
Opt-out must be written and follows KECDS Process Manual guidance
Transition Conference requirements: The Transition Conference is an IFSP meeting and must meet IFSP meeting requirements; ITS Program must make reasonable efforts to include LEA and other appropriate providers, invite LEA at least 10 days prior if timelines allow, document invitations and responses, and use the Transition Conference Documentation Form (KSITS/KECDS resources).Invite LEA >=10 days if timelines allow
Documentation of invitations and LEA responses is required
Transition Plan responsibility: The family service coordinator is responsible for completing all transition steps within required timelines and ensuring the Transition Plan (steps, services, tentative timelines) is documented in the IFSP and communicated in family-convenient settings/times.
Transition discussion is ongoing and revisited at periodic IFSP reviews
135-90 days; 45-day IFSP development
Late referral procedures require offering opt-out and timely IFSP development
Very late referral (<45 days before 3rd birthday): If referred fewer than 45 days before the third birthday, ITS is not required to conduct initial evaluation, assessment, or IFSP meeting; if ITS elects to evaluate and the child is eligible, ITS must, with parental consent, refer the child to the SEA and appropriate LEA.<45 days
Children determined eligible <45 days before third birthday are not potentially eligible under State definition
Start of Part B and cessation of Part C: An eligible Part B child may begin services under an IEP anytime during the school year in which the child turns three; upon initiation of Part B services the child shall no longer receive Part C services. IFSP may continue through summer only if LEA finances services and must be revised to reflect FAPE when used as an IEP.third birthday/school year
Kansas is not an extended Part C option State except when LEA finances summer services
6 months
Documentation requirements prior to exit for lost-to-contact families
>=20% delay in two or more developmental domains (after prematurity correction).
IFSP and transition timelines (Initial IFSP 45 days; transition steps begin >=90 days)
Initial IFSP timeframeInitial IFSP meeting must be conducted within 45 days of referral when a child is determined eligible under IDEA Part C.
Transition steps startTransition steps must take place not fewer than 90 days and, at the discretion of parties, not more than 9 months before the child's third birthday.
Late referral 135–90 daysIf referred between 135 and 90 days before third birthday, ITS must determine eligibility and develop Initial IFSP with Transition Plan within 45 days of referral.
Transition conference timing
Minimum timing for Transition ConferenceTransition Conference must be convened at least 90 calendar days before the child's third birthday (may occur up to nine months prior).
LEA invitation expectationITS Program must make reasonable efforts to include LEA and other appropriate providers and invite the LEA, documenting invitations and responses (invite at least 10 days prior if timelines allow).
Conference is an IFSP meetingThe Transition Conference is considered an IFSP meeting and must meet IFSP meeting requirements; required documentation (Transition Conference Form) must be used.
Initial IFSP development timeframe when referral near third birthday
IFSP when referral near third birthdayIf a child is referred between 135 and 90 days before their third birthday, the ITS Program will, with parental consent, determine eligibility and develop an Initial IFSP with a Transition Plan within 45 days of referral.
Combining meetingsThe Transition Conference may be combined with the Initial IFSP when timelines and circumstances allow.
Very late referrals (<45 days)If referred fewer than 45 days before third birthday, ITS is not required to conduct initial evaluation/IFSP; if ITS elects to evaluate and child is eligible, parental consent triggers SEA/LEA referral.
Prior authorization: not specified in policy
The policy does not establish payer prior authorization rules for IFSP services; it specifies team determination, required parental consent, timelines, and procedural safeguards rather than prior authorization of codes by the payer.
Prior Authorization
Determine eligibility from medical/other records (two‑provider record review)
Two qualified early intervention providers of different disciplines may determine KECDS eligibility based on review of medical or other records prepared or authorized by a qualified physician, audiologist, or other professional; the determination must be documented in the child's record.
Eligible record reviewers include ECSE, OT, PT, SLP, social worker, psychologist, TVI, or TOD.
Records review pathway may document an established condition or ≥25% delay in one or more domains.
Note
No payer prior authorization required — focus on IFSP/team consent
There is no explicit prior authorization for IFSP services described; the policy emphasizes IFSP team determination, parental consent for evaluation/assessment/services, and timely initiation of IFSP services instead of payer prior‑authorization processes.
Prior Authorization
Part B referral timing and parental opt‑out requirements
Parental consent is not required to refer the child to the LEA/SEA for Part B unless the parent opts out in writing; for families receiving Part C services parents must opt‑out no later than 135 days before the child's third birthday. Referrals must include required contact data and be made within the 9‑month/90‑day timing window when applicable.
Referral to LEA/SEA must include date of birth and parent contact information.
Parents must opt‑out in writing per KECDS Process Manual to prevent referral.
For families receiving Part C services, opt‑out deadline is 135 days before the third birthday.
Prior Authorization
When eligibility is determined 90–45 days before 3rd birthday: 45‑day IFSP requirement
If eligibility is determined between 90 and 45 days before the child’s third birthday, the ITS Program must, with parental consent, determine eligibility and develop an Initial IFSP with a Transition Plan within 45 days of referral.
Initial IFSP with Transition Plan must be completed within 45 days of referral in this referral window.
SEA/LEA notification and Part B referral proceed as soon as possible after eligibility unless family opts out.
Note
Step Therapy
Optional screening after referral counts toward 45‑day timeline (consent required)
Optional — If an ITS Program elects to perform a screening after referral, obtain parental consent and provide prior written notice; the screening counts toward the 45‑calendar‑day timeline to complete the initial screening/evaluation/IFSP.
Provide prior written notice of intent to screen and obtain parental consent before screening.
Inform parents of reason for screening and right to request evaluation at any time during screening.
Screening outcome that indicates suspicion of delay moves the child to evaluation with parental consent.
Prior Authorization
Begin interim services with parental consent and named service coordinator
Early intervention services may begin before completion of evaluation/assessments if the parent provides consent and a service coordinator is named to implement an interim IFSP; interim IFSPs are to be used rarely in Kansas and evaluations/Initial IFSP must still be completed within the 45‑day timeline.
Obtain parental consent and name the services coordinator responsible for the interim IFSP.
If an interim IFSP is written, contact KECDS staff (interim IFSPs are rare) and still complete evaluations and Initial IFSP within 45 days.
Step Therapy
Step therapy: none specified
No step‑therapy requirements or step‑based authorization sequencing are specified in this policy.
Medical diagnostic/evaluation services must be provided by a licensed physician when used to determine a child's developmental status and need for early intervention; physician‑provided diagnostics imply corresponding physician documentation in the child's record.
Physician diagnostic/evaluation findings should be recorded to support eligibility or medical established‑risk determinations.
Documentation Required
Maintain consent and case‑management records (FSC and ITS Program duties)
FSCs and ITS Programs must keep written evidence in the child's record that consent, prior written notice, and procedural safeguard requirements have been met; the FSC must also maintain case‑management records.
Document parental consent for evaluation/assessment (consent valid for one year) and include the Child and Family Rights and KECDS Complaints Process Booklet.
Keep written evidence in the child's early intervention records that requirements were met.
Documentation Required
Provide prior written notice and rights booklet ≥10 days before evaluation (unless waived)
Provide Parental Prior Written Notice and the Child and Family Rights/KECDS Complaints Process Booklet to parents within 10 calendar days prior to conducting an evaluation/assessment; parents may waive the 10‑day notice.
Ensure notices are in language/mode understandable to the parent and translated as needed.
Document provision of prior written notice in the child's record.
Documentation Required
Provide parental notice/materials and obtain consent in appropriate language/mode
Give parents the Parental Prior Written Notice for Proposed Action and the Child and Family Rights and KECDS Complaints Process Booklet and obtain written consent before conducting evaluations or assessments; ensure materials and consent are provided in the parent's native language or mode of communication.
Use KECDS Consent for Evaluation/Assessment form and KECDS booklet.
Translate notices and consent requests orally or by other means when the parent's native language is not written.
Documentation Required
Obtain written consent for assessment and document outcomes (COS form)
Obtain written parental consent prior to assessments and document assessment results, including completion of the Child Outcomes Summary (COS) form, in the child's record.
Ensure COS and assessment data are included in the record and used to develop IFSP outcomes and services.
Documentation Required
Required record contents: service details, times, parent acknowledgement, communication attempts
Each child record must include a detailed description of services, start and end times (time in/time out), parent signature or initials when applicable, all communication attempts, and provider name/role/credentials.
Record description of service, start/end times, parent signature/initials, and documentation of communication attempts (successful and unsuccessful).
Include provider name, role, and credentials in the record.
Documentation Required
Document reasons for Initial IFSP delay and enter exception into KECDS
If the Initial IFSP cannot be completed within the 45‑day timeline due to exceptional family circumstances, the service coordinator must document the reason for delay in the child's record and enter the exception into KECDS data systems.
Document reason for delay in the child's record and log the exception in KECDS.
Complete the Initial IFSP as soon as feasible after the 45‑day timeline.
Documentation Required
Document Transition Plan and use required Transition Conference form
The FSC must ensure the Transition Plan, including transition steps, services and tentative timelines, is documented in the IFSP and use the Transition Conference Documentation Form (available in KSITS/KECDS/Process Manual) when conducting transition activities.
Document the Transition Plan in the IFSP and hold meetings at times/places convenient for the family.
Use and file the required Transition Conference Documentation Form from KSITS/KECDS resources.
Documentation Required
Document contact attempts and send prior written notice when family is lost to contact (6 months)
Document all attempts to contact families who may be lost to contact over the six‑month period: record number of attempts, methods used, lack of response, and send Prior Written Notice to the last known address.
Record method and number of contact attempts and the absence of response.
Send Prior Written Notice to the last known address when family is considered lost to contact (≥6 months).
Documentation Required
Provide exit written notice, rights booklet, and document parent acknowledgement
When a family exits services the FSC must provide written notice stating the action and reason, present the Child and Family Rights and KECDS Complaints Process Booklet, and obtain documentation (signed by the parent) acknowledging awareness of rights.
Provide written notice that states the action (exit) and reason (e.g., no longer eligible, parent request).
Present the rights/complaints booklet and obtain parent acknowledgement/signature documenting awareness of rights.
Denial Risk
Design services to meet IFSP‑identified needs (coverage risk if not aligned)
Services must be designed to meet the child and family developmental needs identified by the IFSP team; providing services that deviate from IFSP‑identified needs risks noncoverage or denial.
Ensure all services listed on the IFSP are justified by present levels and measurable outcomes.
Document rationale if services are not provided in the natural environment or if deviations occur.
Denial Risk
Document parental refusal of consent and follow‑up actions
If the parent refuses consent for screening, evaluation, assessment, or initiation of services, the ITS Program must document the parent's decision in the child's record; in situations that warrant it the local agency may initiate a complaint of neglect.
Document parental refusal in the child's record and continue to inform parents of rights and options.
Be aware that the local agency may file a neglect complaint when circumstances warrant.
Prior Authorization
Forward out‑of‑area referrals to appropriate ITS Program within 1 business day
When a direct referral is received for a child outside the provider's service area, the receiving provider must forward all referral information to the appropriate ITS Program within one business day.
Send all information received with the referral to the appropriate ITS Program within one (1) business day.
Denial Risk
Complete evaluation/assessment within 45 days of referral (timely completion requirement)
Complete evaluations and assessments within 45 days of referral to KECDS; failure to meet this timeline risks noncompliance with KECDS process requirements.
Ensure multidisciplinary evaluations are completed and eligibility determined as quickly as possible, and within 45 calendar days of referral.
Document any exceptions and follow KECDS re‑evaluation requirements if applicable.
Denial Risk
Start IFSP services within 30 days of planned start/date of IFSP (document delays)
Each IFSP service (including PSP and family service coordination) must start no later than 30 days after the planned start date (or within 30 days of IFSP signing for PSP and FSC) unless the parent requests a delay; failure to document or start services timely could risk noncompliance.
Planned start dates cannot pre‑date IFSP signing; if service provided same day as signing it must meet visit requirements and have adequate time separate from meeting.
Document any parent‑requested delays and ensure FSC/PSP services begin within 30 days of IFSP signing unless delayed by the parent.
Denial Risk
Document missed Initial IFSP timelines and enter exceptions into KECDS
If the Initial IFSP is not conducted within the 45‑day timeline, the service coordinator must document the reason for the missed timeline in the child's record and enter the exception into KECDS; failing to document missed timelines may trigger compliance issues.
Record the reason for delay and enter exception data into KECDS systems.
Complete the Initial IFSP as soon as feasible after the 45‑day timeline.
Note
No provider accountability for unmet IFSP projected growth
Part C does not hold any ITS Program or provider accountable if an eligible child does not achieve the growth projected in the IFSP; document efforts but recognize no liability for unmet projected outcomes.
Denial Risk
Eligibility determined <45 days before 3rd birthday: not 'potentially eligible' for Part B
If a child is determined eligible for Part C fewer than 45 days before turning three, the child is not considered potentially eligible under the State definition for Part B transition timelines but may be eligible for preschool services; follow Late Referral guidance and offer opt‑out options appropriately.
Children determined eligible <45 days before third birthday are not 'potentially eligible' under State definition.
If referred between 135 and 90 days before third birthday, ITS must still develop Initial IFSP with Transition Plan within 45 days and offer opt‑out at eligibility determination.
Family-centered focus
Supports parents/caregivers to identify and use strategies that help children engage in and learn from everyday interactions, activities, routines, and events.
Target populationInfants and toddlers birth to three with developmental delays and disabilities.
Multidisciplinary evaluation definition
Multidisciplinary requirementA multidisciplinary evaluation is conducted by two qualified team members of different disciplines using multiple procedures (history, functional level, record review, input from familiar sources) to assess all developmental areas and determine KECDS eligibility.
Procedural safeguardsPrior written notice and parental consent (valid one year) are required before evaluation/assessment; documentation must be in child's record.
Use of native language/modeEvaluations and assessments must be conducted in the native language or mode of communication of the family when feasible.
Family Service Coordinator (FSC) definition
Role overviewFamily Service Coordinator (FSC) serves as the single point of contact who coordinates evaluations/assessments, facilitates IFSP development/review, assists families in identifying providers, and coordinates funding sources.
Case management dutiesMonitors delivery of services, maintains a record of case management activities in each child's record, informs families of rights and procedural safeguards, and conducts follow-up to ensure services are provided.
Transition responsibilitiesFacilitates development of the Transition Plan to preschool services and coordinates with other agencies and medical/health providers.
Established Risk for Developmental Delay definition
DefinitionEstablished Risk for Developmental Delay is a diagnosed condition with a known risk of developmental delay; eligibility under established risk is determined by a physician or appropriate diagnostic team and confers automatic eligibility while diagnosis exists.
Documentation sourceEligibility under established risk is determined through review of medical or other records and listed conditions are in KECDS Process Manual and Companion Documents.
Delay may be latentA delay may or may not be exhibited at time of diagnosis; established risk nonetheless qualifies the child.
Developmental Delay definition
Definition and numeric thresholdsDevelopmental Delay: a delay between chronological and developmental age (after correction for prematurity) of >=25% in one area OR >=20% in two areas of development.
Assessment basisDetermination is based on multidisciplinary evaluation, review of records, and multiple procedures to identify level of function in each area.
Informed Clinical Opinion definition
DefinitionInformed Clinical Opinion is the professional judgment of the multidisciplinary team (including the professional in the area(s) of delay) used when appropriate tests are not available or testing does not reflect the child's actual performance.
LimitationsInformed clinical opinion may not be used to negate the results of a multidisciplinary evaluation tool.
Team requirementMust include a professional knowledgeable in the area(s) of suspected delay as part of the multidisciplinary team.
Family Service Coordinator (FSC) role elaboration
FSC as single point of contactThe Family Service Coordinator is the single point of contact responsible for coordinating evaluations and assessments, facilitating IFSP development, and implementing services identified in the IFSP.
Implementation responsibilityFSC coordinates and monitors delivery of early intervention services, maintains case records, informs families of rights, and coordinates funding sources.
Transition facilitationFSC facilitates transition planning to preschool services and ensures transition steps are documented in the IFSP.
Primary Service Provider (PSP) model definition
Model definitionPrimary Service Provider (PSP) model is the mandated Kansas model where a single primary service provider meets most frequently with the family, uses joint visits with secondary providers, and participates in regularly scheduled team meetings.
Team functionsPSP includes designation of a primary provider, joint visits for support, and regular team meetings for review and coaching.
PurposeSupports family-centered implementation of IFSP outcomes and coordination across service providers.
Potentially eligible definition
Potentially eligible definitionChildren receiving Part C services 90 days prior to their third birthday or determined eligible for Part C services between 90 and 45 days prior to their third birthday are defined as potentially eligible for Part B services.
Implication for Transition ConferencePotentially eligible children trigger a Transition Conference at least 90 days before third birthday and Part B/LEA notification unless family opts out.
Opt-out timing relatedOpt-out procedures and timelines (parents must opt-out in writing; families receiving Part C must opt-out no later than 135 days before the child turns three) affect this status.
Summer (Part B definition)
DefinitionSummer (Part B definition) means any day after the last day of the school year and prior to the beginning of the following school year; relevant for whether a child with a summer third birthday may continue on an IFSP funded by the LEA.
LEA funding implicationKansas is not an extended Part C State; continuation of IFSP past third birthday requires LEA financing and IFSP revision to reflect FAPE if used as an IEP.
Parental consent for continuationParents must be presented with detailed information on differences between IEP and IFSP and must consent to continued use of the IFSP if it will serve as the IEP during summer continuation.