State Early Childhood Technical Assistance Systems

Virginia

• Part C TA System Description
• 1/19/07

Basic design features

The Virginia technical assistance system is decentralized into six regions and is maintained within the lead agency, the Department of Mental Health, Mental Retardation and Substance Abuse Services (DMHMRSAS) for Part C. The lead agency has three technical assistance brokers who provide technical assistance directly to the local coordinating councils. Two are hired through contract with the University-Affiliated Program (UAP) at Virginia Commonwealth University and one through Virginia Tech. In addition, three technical assistance consultants hired through contract with the University Affiliated Program (UAP) at Virginia Commonwealth University are available to provide technical assistance on specific topic areas to local councils through the brokers. The Part C Coordinator with the technical assistance brokers and consultants serve as a team of specialists with expertise in various areas of systems level policy and practice to guide local councils.

The Department of MHMRSAS makes distinctions between technical assistance services and training programs. The technical assistance team approach at DMHMRSAS addresses issues as they relate to federal and state legislation, regulation and policy to comply with the 16 requirements for Part C services. In addition, specific practice issues and quality improvement system efforts are addressed through a collaborative committee or task force approach. Committees and task forces are convened by the Virginia Interagency Coordinating Council, the Lead Agency or the Early Intervention Interagency Management Team (EIIMT). These committees are composed of participants from across the state and include Virginia Interagency Coordinating Council and state agency representatives, parents, providers, council coordinators and early intervention administrators. A Part C technical assistance broker or consultant provides support to each committee. In addition to the training and technical assistance provided by the Part C technical assistance brokers and consultants, Training and Technical Assistance Coordinators (T/TAC’s) at the Virginia Department of Education address training needs for direct service providers and specific training needs for skill development for children birth to 21. Along with the T/TACs, the Virginia Assistive Technology System, the Mid-South Regional Resource Center, the National Early Childhood Technical Assistance System (NECTAS) and the Office of Special Education Programs (OSEP) provide additional training, technical assistance and resource information.

In addition, other state agencies, including the Virginia Department of Health, the Department of Medical Assistance Services, the Department of Social Services, the Department for the Deaf and Hard of Hearing, the Department for the Visually Handicapped, and the Department for the Rights for Virginians with Disabilities, provide training and technical assistance to their local counterparts and to early intervention providers. Private agencies under contract with the Lead Agency also provide technical assistance, training and resource information (e.g. Arc of Virginia, United Way, Child Development Resources, Puckett Institute, etc. on specific topics).

Funding of Part C technical assistance services is provided through Part C federal funds and state lead agency funds. Mary Ann Discenza, Part C Coordinator, has direct oversight responsibility for all Part C TA activities for children birth to three.

Primary clients/recipients of technical assistance services

Primary clients of the state technical assistance system are the local interagency coordinating councils. Secondary clients include local program administrators, direct services providers, families and other state and local agency program administrators. Technical assistance for families is also provided through the ARC of Virginia.

Ways technical assistance is provided

Technical assistance is most frequently provided through the following methods: regional/topical meetings, providing information and consultation via telephone, fax and e-mail, facilitation of peer to peer information exchange and consultation, and development of print and/or e-mail mentoring. It is occasionally provided through statewide meetings of local councils, consultations to programs, identification and use of model demonstration sites, provision of funding to local programs to identify needs and activities, and a mentor program consisting of "telementoring" and e-mail mentoring. The state TA system also frequently uses the Internet, electronic mail, bulletin boards and listservs. The local interagency councils and the TTAC’s have lending libraries and in the southwestern part of the state there are interactive video linkages to physicians. At the present time the state of Virginia is talking about developing instructional audio and video cassettes and disks.

TA system operations

Needs assessment is done informally through ongoing communication of the technical assistance brokers with the local council coordinators and formally through the self-assessment and review process of the Monitoring and Improvement Measurement System (MIMS). Based on the MIMS self-assessment process, local councils develop plans of improvement that address areas of compliance and quality improvement. The plans of improvement become part of their local Part C Contract. Identified technical assistance needs are addressed locally or regionally if they are specific to one locality or region. Statewide issues are included into an 18-month integrated work plan for the state. For needs that are more systemic, statewide technical assistance and training is provided. The Lead Agency maintains a master calendar of training events on specific topics.

Evaluation of the TA system

Documentation of the numbers and types of TA services are identified on an annual basis by compiling information submitted in reports from the local councils, from surveys of local council coordinators, and evaluations of needs and TA services. Discrete TA activities and events are evaluated on an ongoing basis through a continuous improvement plan process. Issues requiring further technical assistance and training are identified through review of the evaluation tools for the training. This process then addresses the intermediate and long range impact of TA services. Virginia is currently developing an RFP for an outside evaluator to look at their state’s Part C System including the TA system.

Relationship of TA system to the monitoring/supervision of local programs

The outcomes of local monitoring determine most of the needs and priorities to be addressed by the state TA system. Through the local council’s self-assessment and plan of improvement process TA needs are identified. This information is then complied and regional and statewide TA needs are identified and addressed by the local coordinating council and the technical assistance broker and/or by the TA consultants or by contracted consultants and trainers.

Relationship of TA system to the state’s Comprehensive System of Personnel Development (CSPD)

The CSPD is a separate endeavor from the state TA system due to nature and structure of the Part C TA system as described previously. (The Virginia Interagency Coordinating Council Committee (Personnel Training and Development Committee - PTDC) that addresses this is staffed by one of the technical assistance brokers). The PTDC focuses on practice rather than the "system" of services. Because the local councils are seen as the primary clients for technical assistance from the state, there are no university courses/credits, CEU’s, certification/licensing or career ladder/development credits offered for technical assistance services. A major current function of the committee is development of the application and review process for the early intervention assistant, a new occupational category.

Relationship with Section 619 of Part B

The state’s TA system plans and activities are closely tied to the state’s program for preschool children with disabilities. Coordination of activities of Part C and Part B occurs on the state as well as local level.

For further information, contact:

• Mary Ann Discenza, Part C Coordinator
• Connection of Virginia
• Department of MH/MR/SA Services
• PO Box 1797
• Richmond, VA 23218-1797
• Phone: (804) 371-6592
• Fax: (804) 371-7959
• Email: maryann.discenza@co.dmhmrsas.virginia.gov