Data Documentation and Records Sample Clauses
The 'Data, Documentation and Records' clause establishes the requirements for managing, maintaining, and providing access to all relevant data, documents, and records generated or used during the course of an agreement or project. Typically, this clause outlines the standards for record-keeping, specifies the types of documents that must be retained, and may set forth the duration and format for storage, as well as the parties' rights to inspect or request copies. Its core function is to ensure transparency, accountability, and compliance with legal or regulatory obligations by clearly defining how information is handled and preserved throughout the contractual relationship.
Data Documentation and Records. (1) Data Management System (DMS): The Contractor must:
i. Enter accurate, valid and reliable data in the DMS no later than ten (10) business days following an event.
ii. Enter the following required data in the DMS to maintain each child’s Part C electronic record:
iii. All referrals and evaluation/assessment information regardless of eligibility determination;
iv. All eligibility criteria;
v. IFSP meetings, including documenting programmatic reasons and exceptional family circumstances resulting in delay in holding timely IFSP meetings (e.g. Initial IFSP meeting within forty-five (45) calendar days from referral; IFSP review at least once every six (6) months or more frequently as needed; annual IFSP within 365 calendar days of initial IFSP), and IFSP amendment when adding or changing services, including frequency, intensity, or duration;
vi. IFSP;
vii. Initiation of services within thirty (30) calendar days of the parent’s signature, or the planned start date, including documenting programmatic reasons and exceptional family circumstances resulting in reasons for delay;
viii. Child Outcome Summary (COS) entry and exit data reporting;
ix. Transition activities:
A. Transition steps and services in the IFSP Transition plan;
B. Date transition conference was held or declined;
C. Identify all children, twenty-four (24) to thirty-two (32) months of age, who are potentially eligible for Part B services in the DMS by the first (1st) of every month. If the child’s date of birth is after the fifteenth (15th) of the month, potential eligibility must be identified in the DMS by the fifteenth (15th) of the month; and
D. Verify quarterly, and update as needed, the name of the local School District(s) contact person who needs to receive the School District(s) notification.
x. Enter data in the DMS to maintain a current list of all EIS Providers including which discipline they represent, if they have current licensure/certification, their FTE, and submit changes to ESIT quarterly on the EIS Provider Verification Report.
xi. Ensure all EIS Providers using the DMS receive the required training before assuming these duties and that they are subscribed to the DMS GovDelivery.
Data Documentation and Records