HOME - Part C to B Timeline

Part C to B Referral Processes and Timeline

We are required to ensure that children eligible for special education services under IDEA Part B have an IEP developed and implemented by their third birthday.

Legal Requirement

Early Childhood Teams must transition children from early intervention (Part C) services to preschool special education (Part B) services by the child's third birthday. This includes implementation of an IEP for those eligible.

A failure on the part of the part C agency to meet their referral obligations does not waive this requirement.

Why?

To ensure a smooth and timely transition from early intervention (Part C) to preschool special education (Part B) by the child's third birthday. This is critical to early learning success and provides:

Continuity of services, as children with disabilities who experience a gap in services could show skill regression;
Stronger family engagement and trust, as they depend on a smooth transition process to feel supported in their child's education, and;
Improved outcomes, as early intervention is most effective when it is consistent and data-driven.

How is Compliance Determined?

Our records must show that 100% of children transitioning from Part C services who are eligible for Part B services have an IEP in place by their third birthday. The data reviewed includes the number of -

children referred from Part C,
children evaluated,
children found eligible for Part B, and
eligible children with an IEP implemented by their third birthday.

The formula for compliance rate =

(number of children with an IEP by their third birthday / total number of eligible children referred) x 100.

The only exception to non-compliance is parental refusal to provide consent for evaluation or services, with proper documentation of the parent's decision maintained in the files.

When Does This Apply?

Children receiving Part C services approaching age 3

If a child has been receiving Part C services and may need continued support in preschool special education, the IEP must be in place by their third birthday if they are eligible.

Children referred from Part C who may be eligible for Part B

If a child has not previously been identified but is referred for special education evaluation before turning 3, the district must complete the evaluation and develop an IEP before the child’s third birthday if they qualify.

When families move from another state or district

If a child moves into the district before turning 3 and was already receiving Part C services, the district must review existing data, determine eligibility, and create an IEP before the child turns 3.

When a child is found not eligible for Part B services

If an evaluation is completed and the child does not qualify for an IEP, parents must be notified in writing before their third birthday with an explanation of the eligibility decision.

Failure from Part C to meet their referral obligations in a timely manner is irrelevant to the requirement we meet ours. Thus...CBER (discussed below!)

More Details about Transition Requirements

Under the Individuals with Disabilities Education Act (IDEA), Part C outlines specific requirements for transitioning children from early intervention services (Part C) to preschool special education services (Part B).

Part C Requirements for Transition to Part B:

Transition Planning:
- A transition plan must be developed for each child at least 90 days and up to nine months before the child's third birthday.
Notification to Part B (Local Education Agency - LEA):
- For children potentially eligible for Part B, the Part C program must notify the LEA at least 90 days before the child's third birthday.
- This notification includes the child's name, date of birth, and parent contact information. Additional information requires parental consent.
Transition Conference:
- With parental approval, a transition conference involving the family, Part C, and Part B representatives must occur at least 90 days (and up to nine months) before the child's third birthday.
- The purpose is to discuss the child's needs and services and to establish a transition plan.

The CBER System and Timely Referrals

In Kansas, the transition from Part C to Part B is facilitated through the C to B Electronic Referral (CBER) System. This system ensures timely and accurate sharing of information between Part C programs and LEAs. If the early childhood team has experienced delays due to untimely referrals from Part C agencies, it is important to proactively monitor and access referral information independently in CBER. Here's how:

Utilize the CBER System (see user guide in resources below):
- Ensure that your team is registered and has access to the CBER system.
- Regularly log in to the CBER system to monitor incoming referrals - Doing so should be a designated responsibility of a team member, who may wish to set a recurring calendar reminder to do so. This practice allows your team to detect new referrals promptly and initiate the evaluation process without unnecessary delays.
Collaborate with Part C Agencies:
- Develop clear communication channels with local Part C programs to ensure timely sharing of information.
- Memorandum of Understanding (MOU): Consider formalizing agreements that outline each party's responsibilities and timelines to prevent future non-compliance issues.
Document Delays:
- Maintain detailed records of any delays in receiving referrals, including dates and communication attempts. This includes instances in which a family moves to our area to receive services without notification from Part C, or is referred via Child Find processes less than 90 days prior to their third birthday.

Resources

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