Maryland EXCELS Toolkit  

Enrollment / Intake Documents

Think about the children in your program and what you know about them. You know about their interests, their likes and dislikes, their strengths and challenges, and their backgrounds and cultures. How do you use this information to support each child’s development and learning?

Now think about what you knew about the children when they first entered your program. Where did you get that information? How did that information help you plan for their few first days or weeks in your program? What other information might have been helpful to have before they started? How might specific information about children with special health care needs or disabilities have helped you to meet their needs more easily?

group of children
Gathering Background Information from Families

If you use an enrollment or intake document, it may have much of the information you need to know about children when they first enter your program. This section helps you review your enrollment or intake documents, or create a document, that will help you meet the requirements for Administrative Policies and Practices: IFSP / IEP: ADM 7.5.

Select the Requirements tab to get started.

Requirements

Let's look at the requirements for Administrative Policies and Practices: IFSP / IEP: ADM 7.5. Key requirements are marked by a bright dot. Select each dot for an explanation of Individualized Family Service Plans (IFSPs) and Individualized Education Programs (IEPs).

To view the requirements, select your program type:

 

Child Care Center
ADM 7.5: IFSP / IEP Copy of a child’s IFSP / IEP is requested and staff works with the family and early intervention or special education service providers to support child and family outcomes. Documentation to submit: Enrollment / Intake document and a schedule of early intervention or special education services, if applicable

Family Child Care
ADM 7.5: IFSP / IEP Copy of a child’s IFSP / IEP is requested and staff works with the family and early intervention or special education service providers to support child and family outcomes. Documentation to submit: Enrollment / Intake document and a schedule of early intervention or special education services, if applicable

School-Age Only
ADM 7.5: IFSP / IEP Copy of a child’s IEP is requested and staff works with the family and early intervention or special education service providers to support child and family outcomes. Documentation to submit: Enrollment / Intake document and a schedule of early intervention or special education services, if applicable

 

Instructions

To meet the requirements for Administrative Policies and Practices: IFSP / IEP: ADM 7.5, your enrollment or intake forms should include:






Request a Copy of a Child’s IFSP or IEP

Individualized Family Service Plans (IFSPs) and Individualized Education Programs (IEPs) are important documents that outline the unique strengths and needs of children with special health care needs or disabilities. These documents provide guidance on ways providers, educators, and families can work together to support a child’s development and learning. Requesting a copy of these documents as part of your enrollment or intake process communicates your willingness to partner with others to support all the children in your program.

 

What does the documentation look like?

Your enrollment or intake documents ask families if a child has an Individualized Family Service Plan (IFSP) or Individualized Education Program (IEP). If the child does, your documents request a copy from the family if they are willing to share it with you. Remember this might be a sensitive subject for some families. Sharing these documents is not required, but asking for this information is a requirement. Respect that some families might want to keep some or all of their information private.

Your request may be part of your enrollment or application form, contract, or handbook.

 

How can you tell if you're on the right track?

When you review, revise, or develop your enrollment or intake documents you can clearly identify where a family will indicate whether or not a child has an IFSP or an IEP. You should find a statement asking families to provide a copy of these documents, if applicable.

Where can you learn more?

The following article explains the important role providers play in supporting the development and learning of children with special health care needs, including children with disabilities:

What Do Child Care Providers Need to Know about IEPs and IFSPs

What Do Child Care Providers Need to Know about IEPs and IFSPs? - eXtension

If child care providers have children with special needs in their programs, they may have heard the terms IEP and IFSP. What do these terms mean, and how do they help child care providers better educate children with special needs?

For additional information about early intervention and special education in Maryland, visit Maryland Learning Links.

Maryland Learning Links: Early Intervention

FAQs - Maryland Learning Links

What Are Early Intervention Services? Early intervention services are intended to support families to achieve desired outcomes for their young children, ages birth through four years, with developmental delays. As outlined in the federal and state regulations, states must provide a comprehensive, coordinated, statewide inter-agency system of quality intervention services for infants and toddlers with ...

Maryland Learning Links: Preschool Special Education

FAQs - Maryland Learning Links

What Are Preschool Special Education Services? Maryland preschool services include specialized instruction and related services provided to young children, ages three through five, who qualify under the Individuals with Disabilities Education Act (IDEA, Part B, Section 619). Through its twenty-four local school systems (23 counties and Baltimore City), Maryland School for the Blind, and Maryland ...

Maryland Learning Links: School-Age

School Age - Maryland Learning Links

Today's diverse classrooms are comprised of students with a wide range of abilities, learning preferences and interests. Educators are responsible for providing high quality instruction that enables all students to achieve high standards with curricula that may present unintentional roadblocks to instruction. During the time that students are in school, from kindergarten through their senior ...






Schedule of Early Intervention or Special Education Services

Maryland EXCELS recognizes the important role all providers play in a child’s development and progress. Knowing and understanding the work and schedules of others helps everyone collaborate and serve as partners to support a child’s success. If a child’s IFSP or IEP includes services from other professionals, having a copy of their schedules helps you partner more effectively with them.

 

What does the documentation look like?

If children with special health care needs or disabilities are currently enrolled in your program and information is shared with you, your documentation will include:

  • A description of how you and your staff work with the family and other service providers (early intervention or special education) to support a child’s progress
  • A schedule of any services the child might receive from other service providers
  • If no children with special health care needs or disabilities are currently enrolled in your program, your documentation will include:

  • A comment stating that no children with special health care needs or disabilities are currently enrolled and no schedule of services is required
 

How can you tell if you're on the right track?

If a family has shared information from an IFSP or IEP with you, your documentation includes a description of when and how you and your staff work with that child. For example, if a child is working on developing positive relationships with peers, you might describe times during the day when a child has an opportunity to work on those skills and how you and your staff support the child to be successful.

 

Where can you learn more?

The following article explains the importance of partnering with families to support children with special health care needs, including children with disabilities:

Partnering with Families of Children with Special Needs

Final Touches

Check your documents as you prepare to upload them to the Maryland EXCELS System. Remember, your written document may be an enrollment or intake form, a family handbook, written agreement, or written contract.

 

Check to be sure your documents include:

 
 
OR
 
 

Save your document:

  • Use a file name that you can find easily when you upload it to the system (example: enrollment-info.docx)
  • Use any one of these formats:
    • Typed electronic version (examples: Microsoft Word, PDF)
    • Scanned version (examples: PDF, PNG, JPG)
    • Digital image / picture (examples: JPG, PNG, PDF)

Next Steps

Use the following guide to upload your documentation, look ahead, and think about a plan for ongoing improvement.

 

Step 1: Prepare to Upload Your Document

  • Locate your username and password for logging into your Maryland EXCELS account
  • Locate the document you saved on the computer
 

Step 2: Look Ahead and Plan for Improvement

Look Ahead

CONGRATULATIONS! You are ready to upload documentation to meet the requirements for Administrative Policies and Practices: IFSP / IEP: ADM 7.5 If your documentation meets the requirements, celebrate another indicator of the quality program you provide to children and families.

Plan for Improvement

Consider setting a goal to learn more about inclusive practices even if none of the children currently enrolled in your program receives special services. You may find that your program follows inclusive practices and is well positioned to support children with special health care needs or disabilities.

 

Step 3: Upload Your Documentation (ADM 7.5)

Log in to the Maryland EXCELS System to upload your enrollment or intake form, written contract, or handbook.

Remember, if none of the children currently enrolled in your program has an IFSP or IEP leave a comment for your Program Coordinator.

screenshot of Maryland EXCELS upload screen with a comment box
Upload Documentation