MOU RE AZ EARLY INTERVENTION PROGRAM FOR CHILDREN WITH ADES, AZEIP AND HSCO.PDF
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MEMORANDUM OF UNDERSTANDING No. DM26-004166 Memorandum of Understanding (MOU) Between Arizona Department of Economic Security (ADES), Arizona Early Intervention Program (AzEIP) and Head Start Collaboration Office (HSCO) 1. Term of the Agreement The term of this MOU shall take effect on March 10, 2026 and shall continue for a period of five (5) years thereafter, unless terminated or canceled as otherwise provided herein. The MOU term shall not exceed a total of five (5) years from the effective date of the MOU. This Agreement may be amended by mutual agreement at any time. 2. Termination This Agreement remains in effect in accordance with Provision One (1) of this Agreement, unless terminated or canceled as specified below: 2.1 Termination without Cause Both AzEIP and HSCO may terminate this Agreement at any time with thirty (30) calendar day notice, in writing specifying the termination date. Such notices shall be given by personal delivery or by certified mail, return receipt requested or electronic signature. 2.2 Termination for Default AzEIP reserves the right to terminate the Agreement in whole or in part due to the failure of HSCO to comply with any material obligation, term or condition of the Agreement, to acquire and maintain all required bonds, licenses and permits, or to make satisfactory progress in performing the Agreement. HSCO should receive written notice detailing the areas of non-performance and have thirty (30) calendar days to correct non-performance prior to termination for default. 2.3 Cancellation for Conflict of Interest Pursuant to Arizona Revised Statutes (A.R.S.) § 38-511, AzEIP may cancel this MOU within three (3) years after Agreement execution without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting or creating the Agreement on behalf of AzEIP is, or becomes at any time while the Agreement or an extension of the Agreement are in effect, an employee of or a consultant to any other party to this Agreement with respect to the subject matter of the Agreement. The cancellation shall be effective when HSCO receives written notice of the cancellation, unless the notice specifies a later time. 2.4 Mutual Termination This Agreement may be terminated by mutual written agreement of the parties specifying the termination date and the terms for disposition of property and, as necessary, submission of required deliverables therein. 3. Non-Discrimination The parties shall comply with Executive Order 75-5 as modified by Executive Order 2009-09, which mandates that all persons, regardless of race, color, religion, sex, age or national origin, shall have equal access to employment opportunities. The parties shall comply with all other applicable State and Federal employment laws, rules and regulations, including the Americans with Disabilities Act. The Parties shall not discriminate against any individual on the basis of race, color, religion, sex, national origin or disability. 4. Records and Right of Inspection Under A.R.S. § 35-214 and § 35-215, HSCO shall retain all data and other records (“records”) relating to the Agreement for a period of five (5) years after the completion of the Agreement. All records shall be subject to inspection and audit by AzEIP at reasonable times. HSCO shall provide AzEIP the right of access to its facilities, at all reasonable times, in order to monitor and evaluate performance, compliance, and/or quality assurance under this Agreement. Page 1 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 5. Arbitration The parties to this Agreement agree to resolve all disputes arising out of or relating to this Agreement, after exhausting applicable administrative review, through arbitration to the extent required by A.R.S. § 12-1518. 6. Amendment or Modifications No amendment or modification to this Agreement, including any amendment or modification of this paragraph, shall be effective unless the same is in writing by the parties. 7. Arizona Law The law of Arizona applies to this Agreement including, where applicable, the Uniform Commercial Code as adopted by the State of Arizona. 8. Relationship of Parties Neither party to this Agreement shall be deemed to be the employee or agent of the other party to the Agreement. 9. Severability The Provisions of this Agreement are severable. Any term or condition deemed illegal or invalid shall not affect any other term or condition of the Agreement. 10. No Parole Evidence This Agreement is intended by the parties as a final and complete expression of their agreement. No course of prior dealings between the parties and no usage of the trade shall supplement or explain any terms used in this document. 11. No Waiver Either party's failure to insist on strict performance of any term or condition of the Agreement shall not be deemed a waiver of that term or condition even if the party accepting or acquiescing in the nonconforming performance knows of the nature of the performance and fails to object to it. 12. Non-Disclosure HSCO shall not disclose, in whole or in part, the data described in this Agreement to any individual or agency not specifically authorized by this Agreement. HSCO shall not disclose directly to, or use for the benefit of, any third-party confidential information, knowledge or data acquired by virtue of its relations with the other party named in this Agreement, without the prior written approval of the other Party. It is understood and agreed by the Parties that the obligations of this paragraph shall survive the expiration of termination of this Agreement. 13. Purpose The purpose of this Agreement is to effectively identify children needing early intervention services and enhance coordination between programs to provide quality services for children with developmental delays or disabilities and their families by establishing a coordinated approach to providing services. AzEIP TBEIS Contractors and Early Head Start Programs can: ● Increase public awareness of resources for children and families. ● Identify young children with possible developmental delays or disabilities. ● Support families during the early intervention process. ● Coordinate comprehensive services for children and families and eliminate duplication to increase efficiency. ● Define roles and responsibilities for both programs and guide AzEIP TBEIS Contractors in maintaining collaborative relationships in order to provide quality, comprehensive services to children and families. ● Meet HSCO requirements to establish and maintain a Memorandum of Understanding with AzEIP per HSCO Performance Standards. Page 2 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 14. Program Overviews 14.1 Arizona Early Intervention Program (AzEIP) The Individuals with Disabilities Education Act (IDEA) Part C was established as the Federal grant program that assists states in operating a comprehensive statewide program of early intervention services for infants and toddlers with disabilities, age birth through age two (2) years, and their families. The Arizona Department of Economic Security has been designated as Arizona’s lead agency to receive this grant and administer the early intervention program through AzEIP. The mission of AzEIP is to build upon and provide supports and resources to assist family members and caregivers to enhance children’s learning and development through everyday learning opportunities. AzEIP oversees a statewide, comprehensive, coordinated, multidisciplinary, interagency system that provides early intervention services and supports for infants and toddlers with significant developmental delays or disabilities and their families. Early intervention services are delivered in collaboration with AzEIP team-based early intervention services (TBEIS) Contractors and six (6) participating State Agencies: ● Arizona Department of Economic Security (ADES)/Division of Developmental Disabilities (DDD) ● Arizona State Schools for the Deaf and the Blind (ASDB) ● Arizona Health Care Cost Containment System (AHCCCS) ● Arizona Department of Health Services (ADHS) ● Arizona Department of Education (ADE) ● Arizona Department of Child Safety (DCS) For the purposes of this Agreement, obligations may be fulfilled by AzEIP and/or AzEIP TBEIS Contractors. 14.2 Head Start Collaboration Office (HSCO) The goal of the program is to enhance children's physical, social, emotional, and cognitive development; to enable parents to be better caregivers and teachers to their children; and to help parents meet their own goals, including economic independence. Additionally, HSCO: ● Provides early, individualized child development and parent education services to income eligible families with infants and toddlers according to a plan developed jointly by the parents and staff. ● Provides services through an appropriate mix of home visits and experiences in the Early Head Start Home-Based Program Option. ● Provides early opportunities for infants and toddlers with and without disabilities to grow and develop together in nurturing and inclusive settings in Early Head Start Center-Based, Early Head Start Family Child Care, or Early Head Start-Child Care Partnerships Program Options. ● Ensures that Early Head Start Programs are supportive and nurturing to families. ● Responds to the needs of families, including, where appropriate, the need for childcare while families attend school or work. ● Connects with other AzEIP TBEIS Contractors at the local level to ensure that a comprehensive array of health, nutrition, and other services are provided to the program's pregnant women, very young children, and their families. ● Recruits, trains, and supervises high quality staff, ensuring the kind of warm and continuous relationships between caregivers and children that are crucial to learning and development for infants and toddlers. ● Ensures parent involvement in policy and decision making. ● Coordinates with local Early Head Start Programs and other child development programs to ensure continuity of services for children and families. HSCO refers to all Early Head Start Program Options, including but not limited to: Early Head Start Home-Based, Early Head Start Center-Based, Early Head Start Family Child Care, Early Head Start Child Care Partnerships, Tribal Early Head Start, and Migrant and Seasonal Head Start Programs. Page 3 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 Deliverable obligations specified in this MOU are the responsibility of various Head Start Program Options including: ● Chicanos Por La Causa ● Child Crisis Arizona ● Child Parent Centers ● City of Phoenix ● Maricopa County ● Northern Arizona Council of Governments ● Pinal Gila Community Child Services ● Southwest Human Development ● Western Arizona Council of Governments ● Urban Strategies For the purposes of this Agreement, HSCO does not supervise deliverables. Each Head Start Program Option is responsible for adherence to deliverable obligations. 15. Mutual Philosophy AzEIP and HSCO share the following beliefs: ● Services should be individualized, family centered, respect the cultural and linguistic diversity of families, and be provided within the natural environments and routines of the child and family. ● Partnership and collaborations between both programs and families will ensure that available services are maximized to meet the needs of the child and family. ● Communication between all parties is essential to effective partnership and should be maintained on an ongoing basis. ● Collaboration between AzEIP and HSCO enhances the quality and extends the resources of both programs. ● Promote AzEIP TBEIS Contractors and Early Head Start Programs to develop a single, comprehensive plan with families. AREA I - Public Awareness and Child Find Intent Statement To promote awareness of the importance of early development and the availability of supports and services through AzEIP and HSCO. Citation AzEIP: 34 C.F.R. § 303.320 HSCO: 45 C.F.R. § 1302.13 AzEIP and HSCO shall: ● Identify shared opportunities for informing families and the community of AzEIP and HSCO, including but not limited to, libraries, pediatricians, health fairs, childcare centers, and events for families and young children. ● Expand public awareness efforts to include a variety of opportunities, supports, and services available for families with infants and toddlers within the community. ● Work collaboratively to develop shared brochures, email blasts, and content for distribution. AzEIP shall: ● Regularly inform Service Coordinators on services provided by HSCO including how to connect with local Early Head Start Programs, and how to make referrals. ● Ensure Service Coordinators share information about HSCO with families and inform them on steps for referral when appropriate. Page 4 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 HSCO shall: ● Regularly inform HSCO staff on services provided by AzEIP, how to collaborate with AzEIP TBEIS Contractors, and refer children when applicable. ● Request that intake staff ask families if children are receiving services with AzEIP and complete a release of information form with the family. ● Contact AzEIP Service Provider to coordinate services. ● Conduct developmental, sensory (hearing and vision), and behavioral screenings in collaboration with families as regulated by HSCO Performance Standards. AREA II - Referral Intent Statement To ensure that all children who may be potentially eligible for AzEIP are referred and identified as early as possible and families are assisted in accessing timely and coordinated services. To ensure that all children who may be potentially eligible for Early Head Start Programs are referred and identified as early as possible and families are assisted in accessing timely and coordinated services. Citation AzEIP: 34 C.F.R. §§ 303.302, 303.303, 303.310 HSCO: 45 C.F.R. §§ 1302.33, 1302.63 AzEIP and HSCO shall: ● Develop procedures and provide acceptable consent forms to programs for sharing referral or application information, screening, evaluations, family and child histories, and health information. ● Outline the referral processes and procedures for AzEIP and HSCO. ● Establish procedures on how to maintain up to date contact information for AzEIP and Early Head Start Programs. ● Communicate effectively to help minimize families needing to re-tell pertinent information or personal stories to multiple agencies. ● Work together to provide comprehensive services for children and families to meet the needs of the family and child. AzEIP shall: ● Guide Service Coordinators to ask families if they are receiving services with HSCO at the initial visit and if so, ask family for permission to share information with that program. When permission is given, the Service Coordinator will ask the family to sign a Consent to Share Information and contact the Early Head Start Program to share information as indicated on consent to share information, and coordinate services when appropriate. HSCO shall: ● Complete referral to AzEIP with consent of family for children scoring below the cut off on developmental, sensory, and/or behavioral screening. ● Provide AzEIP TBEIS Contractors copies of developmental, sensory, and/or behavioral screenings as well as Consent to Share Information, upon referral to AzEIP. AREA III - Eligibility Criteria Intent Statement To provide an overview of the eligibility criteria of AzEIP and Early Head Start Programs and how to support families in the eligibility process. Citation AzEIP: 34 C.F.R. § 303.321 HSCO: 45 C.F.R. §§ 1302.12, 1302.14, 1302.33, 1302.61 Page 5 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 AzEIP and HSCO shall: Communicate regularly throughout the eligibility process to ensure all parties are aware of a child’s eligibility status. AzEIP shall: ● Determine eligibility, and develop an initial Individualized Family Service Plan, if applicable, within forty-five calendar days of the initial referral at no cost to the family. ● With parental consent, coordinate with HSCO to ensure their staff are informed of the child’s status during the eligibility process. ● Contact HSCO at ECEInbox@azed.gov for any policy and procedure inquiries. HSCO shall: ● Develop a system for obtaining parental consent/release of information to assist in eligibility determination. ● Serve as a resource partner to ensure families are fully informed and actively provide support to the child’s AzEIP team during the evaluation process with parental permission. ● Adhere to regulations for determining, verifying, and documenting eligibility as well as any applicable state licensing requirements for center-based program options. ● Develop outreach and enrollment policies and procedures that consider meeting the needs of children with identified delays/disabilities. Enroll children who would benefit from services even if over income guidelines. Contact local Early Head Start Programs to assist families in the application and eligibility verification process to avoid confusion regarding which children are eligible for program services. ● Provide program support for families during the referral and evaluation process as well as continual coordination and collaboration with early intervention programs. Ensure staff are knowledgeable of child and family needs and can provide support to the family and early intervention professionals for evaluation and administration of services. ● Refer to the AzEIP Policy Manual, as may be amended, and AzEIP Procedures, as may be amended, for general policy and procedure inquiries. Submit specific policy and procedure inquiries to the Contact AzEIP website. AREA IV - Integrated Planning Process and Implementation of the Individualized Family Service Plan (IFSP) Intent Statement Families will experience a single, coordinated planning process resulting in a plan developed to meet the individual needs of each family and child, within the context of their everyday interactions, routines and activities, and the legal requirements of both AzEIP and HSCO. Citation AzEIP: 34 C.F.R. § 303.340 HSCO: 45 C.F.R. §§ 1302.52, 1302.61 AzEIP and HSCO shall: Collaboratively participate as members of the family’s transdisciplinary team, developing IFSP’s together with parental consent. ● Clearly identify a family's existing resources, priorities, and interests; and then assign roles and responsibilities according to the strengths and expertise of family members, AzEIP IFSP team members, HSCO, and other participants on a family’s IFSP team. ● Clearly delineate roles and responsibilities in the IFSP. As the family and child’s needs change, the roles and responsibilities may shift. ● Establish on-going communication among families, AzEIP TBEIS Contractors, HSCO and collaborative partners. ● Maximize array of supports and services available to the child and family, while ensuring in the IFSP supports and services are complimentary, cost effective, and responsive to the family’s identified strengths, contributions, priorities, and interests. ● Ensure that any program specific visitor requirements will be shared by an Early Head Start Program directly to the applicable AzEIP TBEIS Contractor. Page 6 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 AzEIP shall: Ensure that with parental consent: ● The IFSP meeting meets the accessibility, convenience, and participant requirements for IFSP meetings as specified in 34 C.F.R. §§ 303.342(d) and (e) and 303.343(a). The AzEIP TBEIS Contractor must provide written notice of the IFSP to the family and other participants, which includes the HSCO, early enough before the meeting date to ensure that they will be able to attend. ● Incorporate existing information/documentation provided by HSCO and other collaborative partners in the development of the IFSP. ● Share copies of the IFSP with team members within ten (10) calendar days of completion. HSCO shall: ● Collaboratively participate as a member of the IFSP team. ● With parental consent, provide existing information and/or documentation that supports the development of the IFSP. AREA V - Integrated Service Delivery and Coordination Intent Statement To work as a team in conjunction with families, the AzEIP and HSCO will provide service delivery and coordination that will be complimentary, effective, and responsive to family needs. Recognizing that each child and family has unique and varying needs that shift over time. AzEIP and HSCO will assign and adjust responsibilities, to capitalize on the strengths of families, and of both programs. Citation AzEIP: 34 C.F.R. § 303.34 HSCO: 45 C.F.R. §§ 1302.53, 1302.62, 1302.63 AzEIP and HSCO shall: ● Identify a single point of contact for each AzEIP TBEIS Contractor and each Early Head Start Program so that on-going coordination, collaboration, and communication will occur. ● Understand the role and scope of each program’s coordination responsibilities. ● Identify specific roles, responsibilities, and strategies for addressing family’s priorities, resources, and interests as they shift over time. ● Maintain regular communication about the dually served child and family’s needs, and related service updates and changes through the 6-month and annual review of IFSP’s, with parental consent. AzEIP shall: ● With parent’s permission, the AzEIP TBEIS Contractor will invite HSCO staff to all dually served children by providing written notice of the IFSP to the family and other participants, which includes the HSCO staff, early enough before the meeting date to ensure that they will be able to attend. ● With parent’s permission, will share copies of Developmental Evaluation Reports, Assessment reports, Quarterly Progress Reports, Transition Conference Summaries, and current IFSPs with HSCO staff. HSCO shall: ● Participate in the development of the IFSP with permission from the child’s parents and assist with the implementation of the IFSP. ● Retain a copy of the IFSP for any child enrolled in HSCO for the time the child is in the program, consistent with the IDEA requirement in 34 CFR Parts 300 and 303. ● With parent’s permission attend any meeting related to and not limited to discussions about the child’s IFSP, progress, goals, and services. Page 7 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 AREA VI - Transition Intent Statement Ensure that families experience smooth, seamless transitions, which provide continuity of appropriate services and are comprehensive, coordinated and promote the empowerment of families as advocates for their children. Maintain and promote awareness that transitions do not only occur when a child turns three (3) but can happen at any time during program participation. Citation AzEIP: 34 C.F.R. § 303.344(h) HSCO: 45 C.F.R. §§ 1302.61, 1302.70 AzEIP and HSCO shall: ● Work together to promote successful collaboration and communication surrounding transitions, including joint planning and discussions of transitions throughout enrollment in AzEIP and HSCO. ● Ensure families understand program options and information regarding the least restrictive environment. ● Share with each other and parents, the options available for the child when the child transitions out of AzEIP. AzEIP shall: ● Coordinate efforts in assisting the family through the transition process. ● Identify specific roles and responsibilities in the IFSP Transition Planning Meeting to ensure families are supported with consistent information. ● Ensure transition activities are undertaken in a timely and appropriate manner. ● Before a child transitions out of AzEIP, ensure that parents have copies of their child’s IFSP, evaluation and assessment reports. ● Provide ongoing training to all staff on transition activities, including available placement options and how to support families during transitions. HSCO shall: ● Collaborate with parents to implement strategies and activities that support successful transitions from the Early Head Start Program. ● Provide the parents with information about their child’s progress during their participation in the program and provide strategies for parents to continue their involvement in and advocacy for the education and development of their child. ● Support families to ensure transition activities are undertaken in a timely and appropriate manner. AREA VII - Personnel Development Intent Statement To ensure that the comprehensive, coordinated supports and services to families enrolled in both AzEIP and HSCO are delivered by qualified personnel. Citation AzEIP: 34 C.F.R. § 303.118 HSCO: 45 C.F.R. § 1302.91 AzEIP and HSCO shall: ● Identify opportunities (such as cross and shared trainings) for AzEIP and HSCO staff to build relationships with one another so they can maximize the knowledge and expertise they bring to the team. ● Develop cross trainings to understand the role and scope of each program (AzEIP and HSCO) to provide thorough information and supports to the families. ● Promote continuous/ongoing training efforts regarding the implementation of the Memorandum of Understanding. ● Collaborate in providing shared trainings and workshops on mutually appropriate topics for AzEIP and HSCO staff. Page 8 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 ● Address one another’s requests for technical assistance when needed. ● Notify one another of pertinent training sessions scheduled so that AzEIP and HSCO staff and/or parents can attend when appropriate. AzEIP shall: ● Provide trainings to all Service Coordinators on services provided by HSCO including how to connect with the local Head Start Grantees, and how to make referrals. HSCO shall: ● Provide trainings to all their staff on the referral, eligibility, and service implementation process for children birth to the age of three. AREA VIII - Procedural Safeguards Intent Statement To ensure the rights of children and families are protected. Citation AzEIP: 34 C.F.R. § 303.400 HSCO: 45 C.F.R. § 1302.53 AzEIP and HSCO shall: ● Participate in shared training on AzEIP Procedural Safeguards so that AzEIP and HSCO staff ensure parents’ understanding of rights, protections and responsibilities under Part C of IDEA. AzEIP shall: ● Explain AzEIP Procedural Safeguards to families in their home language. HSCO shall: ● Establish ongoing collaborative relationships and partnerships with community organizations such as establishing joint agreements, procedures, or contracts and arranging for onsite delivery of services as appropriate, to facilitate access to community services that are responsive to children’s and families’ needs and family partnership goals. ● Identify community needs and resources, as determined by the community assessment. AREA IX - Administration and Collaboration Intent Statement To ensure compliance with federal regulations for both AzEIP and HSCO, including AzEIP Policies and Procedures, and HSCO Performance Standards. To ensure that the identification of systems strengths, issues and barriers, as well as strategies to resolve identified issues will result in collaborative and consistent implementation of this MOU. AzEIP and HSCO shall: ● Ensure all components of the MOU remain relevant and meet compliance requirements. ● Collaborate to ensure the effective and successful implementation of this MOU. ● Develop written procedures that include joint, periodic review of the MOU to identify strengths, issues, and barriers to implementation. ● Access technical assistance, training, or facilitative support through the local AzEIP Program Coordinator and/or the HSCO Program Administrator. ● Include key stakeholders in the development and ongoing evaluation of the MOU, such as the EHS Grantees and/or Delegate agencies, local representatives from AzEIP participating State Agencies and families. ● Develop written procedures for mechanisms to resolve system issues and disputes at the local level. ● Attempt to resolve disputes between the individuals involved in the dispute and, if necessary, their supervisors and respective administration. Page 9 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 AzEIP shall: ● Provide technical assistance and support to ensure AzEIP TBEIS Contractors are implementing the AzEIP/HSCO MOU. HSCO shall: ● Work closely with the local agency responsible for implementing IDEA, the family, and other service partners as appropriate. ● Assist children to work towards their goals in their IFSP. ● Coordinate with other appropriate agencies, related AzEIP TBEIS Contractors and specialists to execute elements of the IFSP that the program cannot implement. ● Provide services during home visits or in the child’s family care home, Early Head Start Classroom or Childcare Partnership Site to the greatest extent possible. ● Collaborate in discussions to identify issues and barriers experienced by HSCO parents and staff. Page 10 of 10 MEMORANDUM OF UNDERSTANDING No. DM26-004166 Signature Page The signatures of the Parties to this Agreement indicates approval to the terms and provisions of this Agreement. APPROVED BY: Maricopa County Agency Signature & Date: Kate Brophy McGee, Chair - Board of Supervisors ATTESTED TO: Maricopa County Agency Signature & Date: Juanita Garza, Clerk of the Board APPROVED AS TO FORM: Agency Signature & Date: Attorney for County