Infant & Toddler

Connection of Virginia

July 2025



PART C UPDATES

Test your Knowledge with our Poll Feature

Pick your answer and scroll below to find the correct answer and explanation!

Recertification Reminders

The correct answer to the above question is “a”. The only documentation to be submitted/uploaded into TRAC-IT at recertification is the screenshot of your current VA professional license showing your expiration date. The required screenshots can be found here:

• License Lookup (virginiainteractive.org) for those licensed through Virginia Department of Health Professions
• Verification (mylicense.com) for those licensed through VDOE

For those licensed by other professional boards, please upload a current screenshot showing your active license and expiration date from your licensing board..

EI Professionals are required to keep documentation of the trainings completed for re-certification for the required 30 hours, but this documentation does not need to be uploaded into TRAC-IT. Since initial modules and initial certification documents for previous EI certifications and the certificates of completion for modules required for initial certification have already been submitted, there is no need to include them in the recertification process.

All service coordinators, EI professionals and EI specialists should keep on hand documentation of certificates of completion for trainings (including Kaleidoscope for SCs) , previous EI certification certificates and certificates of completion for required modules for initial certification for MCO audits and Medicaid renewals.

If your certification has expired for more than one year, you must apply for an initial certification, redo the required modules for initial certification and submit those with the other required documentation for initial certification.

Note: TRAC-IT will send you and your supervisor an email 60 days, 30 days, and 0 days before your EI certification expires. When you receive these emails, it is advised to submit your recertification application as soon as possible to allow time for State review. If your certification expires, TRAC-IT will deactivate your account 10 days after your expiration date. This means you will no longer have access to your children’s enrollments but can still log in to submit your recertification application. 

A Word about Updating Discipline Qualification Dates:

You are required to keep the expiration date for your discipline-specific qualifications up-to-date in TRAC-IT (i.e., licenses). You will receive an email 60 days, 30 days, and 0 days before your qualifications expire. Your access to children’s enrollments is not impacted by the expiration of a qualification document.

For all Virginia Early Intervention Initial and Recertification questions, please contact Anne Brager at anne.brager@dbhds.virginia.gov or call 804-664-2462.

Virginia Meets Requirements!

I am pleased to share that Virginia received a "Meets Requirements" determination from the U.S. Department of Education, Office of Special Education Programs (OSEP) for Federal Fiscal Year 2023. Despite the way it sounds, this is the highest determination status a state can achieve!

As a local system manager, service coordinator, service provider, local or state agency staff person or other stakeholder, you are critical to this success. Thank you for all you do every day to make sure Virginia’s infants and toddlers with disabilities and their families receive the services and supports they need in a timely manner and can achieve a variety of positive outcomes. This work requires teamwork and interagency collaboration. It’s challenging and so important, and you do it well!! Kyla

TRAC-IT Enhancements

On June 23, 2025, several user-requested enhancements were released in TRAC-IT. One of the new features is a new element in the case header for each child’s record that shows Service Plans without Start Date or Reason. This element will list any service that has not started or is late and does not have a reason for late entered. When a valid contact note is added that marks the service as Not Late or a Reason for Late is provided, then the service will no longer be displayed in the header element. We hope this will provide a quick and easy way to track timely start of services!

Managing Medicaid Insurance Records in TRAC-IT

Changes to managing Medicaid insurance records in TRAC-IT went live on June 23rd. The TRAC-IT Tips – Managing Medicaid Insurance Records has been updated to reflect these changes. Please refer to the updated decision tree to determine when to end or edit Medicaid insurance records and next steps. ITCVA TRAC-IT Tips - Managing Medicaid Records 2025-06-23.pdf

Family Scheduling Preference

and Indicator C1 (Timely Initiation of Services)

A Scenario

It’s Tuesday, April 29, 2025. The IFSP team is wrapping up its meeting at a family’s home. The team has identified outcomes and goals and determined that DS twice per month would be the ideal service to address the family’s priorities and concerns.

“Tuesday mornings only, please; I work Wednesday through Saturday, and Sundays and Mondays are my catch-up time,” mom says. The service coordinator makes note of this and promises to do her best to find a provider who can see the child and family on Tuesdays.

Within a day or two the local system identifies a provider who has availability on Tuesdays beginning in early June. Perfect! A little past the 30-day timeline… but it’s what the family wants… right? The service coordinator informs the family that the provider will arrive at their home at 10:00AM on June 10^th for the first DS visit.

When the first service contact note is entered, TRAC-IT recognizes the June 10^th service date as outside of the required “30-day timeline” and prompts for a reason for the delay. The user selects “family scheduling preference” and moves on to another task.

See What's Right, What's Wrong and The Fix...Family Scheduling Preference

and Indicator C1 (Timely Initiation of Services)

ITCVA monthly monitoring community of practice (MCoP) call Next: July 2 @ 3PM

Thanks to those who have been able to join us for our initial ITCVA monthly monitoring community of practice (MCoP) calls. We look forward to engaging with you again soon!

As a reminder, MCOP calls are held on the first Wednesday of each month beginning at 3:00PM. Our next call will be held on July 2^nd. ITCVA MCoP calls are open to anyone who is interested in the topic(s) being covered.

Calls are recorded for those who are unable to attend. Please visit the Monitoring Community of Practice page of the ITCVA website for a list of upcoming topics, the Microsoft Teams meeting link and session resources.

July 2025

Initial SFY26 Budgets and Part C Expenditure Reporting

August 2025

POSM: Lessons Learned and the Path Forward

September 2025

Child Outcomes (Indicator C3)

SUPPORTING POSITIVE SOCIAL-EMOTIONAL SKILLS

SEAM can be a valuable addition to any early childhood program’s assessment toolbox, especially if you follow these tips for using the tool with families.

Introducing SEAM

Introducing SEAM Family Profile

Scoring SEAM

Sharing results

Following up with goals and activities

However, for the few children who might need additional support (e.g., tier two targeted social-emotional supports), Teaching Tools is a resource that can help guide the identification of those strategies.

Teaching Tools can be used when:

• A child has difficulties in routines and activities beyond what is developmentally expected and is not responsive to the universal Pyramid Model practices.
• The function of the child’s behavior is evident, and the implementation of a comprehensive functional assessment may not be necessary.
• The child’s behavior can be addressed by modifying the environment and using individualized social and emotional teaching strategies.

PROFESSIONAL DEVELOPMENT

A GEM YOU MIGHT HAVE FORGOTTEN?

WHAT YOU MIGHT HAVE MISSED?

WHAT'S COMING

UP NEXT?

Looking for on-the-go AND easy-to-digest professional development resources this summer? Well, our EI on the Fly podcast series may be the perfect fit!

Have you checked out the Standing United: Preventing Suspension and Expulsion in Early Childhood Information Package? If not, you definitely should if you support families who are navigating early childhood education and care settings!



Save the date, Service Coordinators! Join other SCs on August 5th from 12-1pmfor an important conversation on the importance of mutual, collaborative care in our EI programs. Registration coming soon!

The IECMHVA Initiative is excited to share an additional summer pop-up session!

Self-Determination for the Early Childhood Professional 

7/15 at 12 -1

https://us02web.zoom.us/meeting/register/vNSX4jmpRlW7r78_7eZS8A 

RESOURCES FOR FAMILIES

Spotlight on Community Supports:

Understanding the Role of a Doula

Telisha Woodfin, LMSW, CD, CEIM

Doulas are trained, non-medical emotional professionals providing continuous physical, and informational support during pregnancy, childbirth, and the postpartum period. Their support can play a meaningful role in promoting bonding and parental confidence, reducing stress, and supporting family wellness during a time of significant transition.

For families connected to early intervention, doulas can represent a valuable community resource. Service coordinators can refer expecting or postpartum families to doulas, with the family’s consent, include doulas in assessments, IFSP meetings, or other planning discussions to align care and support holistic development.

Doula services are becoming increasingly available across Virginia, with growing efforts to improve access statewide. Doulas who accept Medicaid can be found through the Virginia Certification Board Doula Registry. However, there is currently no centralized directory for all practicing doulas, so word of mouth, local networks, and community-based organizations may also be useful when helping families explore options.

By facilitating parental well‑being during the perinatal period, doulas support the social‑emotional foundations that are central to early intervention, strengthening caregiver capacity and nurturing the relational environment that fosters healthy child development.

EMPLOYMENT OPPORTUNITIES

The Employment Opportunities page on the ITCVA website 

receives nearly 5,000 visits each year!

Practitioners: Early intervention needs you! Influence the future of infants and toddlers with developmental delays or disabilities and their families by putting your skills and expertise to work today! Please visit the Employment Opportunities page on the ITCVA website for links to current job openings.

LSMs and local contracted agencies: Let us help connect you to qualified applicants! Are you a Local System Manager (LSM) or the director of an agency that contracts with one or more local early intervention systems in Virginia? Are you looking to find qualified applicants to fill vacant positions? Please visit our Employment Opportunities page for instructions on how to submit a job posting.



ITCVA DIRECT ACCESS

EARLY INTERVENTION CERTIFICATION



For questions about certification of practitioners, contact Anne Brager- 804-664-2462.

For questions related to completing the online application, contact VATRACITsupport@ssg-llc.com or from 8AM-5PM ET by calling 804-508-7229.

Infant & Toddler Connection of Virginia is part of the Department of Behavioral Health and Developmental Services

https://www.itcva.online/itcva-staff-1

1220 Bank Street, 9th Floor, P.O. Box 1797, Richmond, Virginia 23219-1797

Main Office: (804) 786-3710 • Main Fax: (804) 371-7959

Do you have colleagues who aren’t getting the Monthly Part C Update? Ask them to check their spam folder. If they're still not receiving it, have them email anne.brager@dbhds.virginia.gov.

DMAS RESOURCES