The Service Coordinator terminates the child from the EI Program on the Cornerstone System Information through the PA15 screen. Cornerstone will auto-term the child 30 days after his or her third birthday, but it is imperative that the Service Coordinator manually terminates the child at the correct time in order to avoid inaccurate federal reporting.
- Using the "F6" edit function of the PA15 screen,
- Change the Program Status field, to "T" - Terminated
- In the Termination Reason field, enter the appropriate termination reason, or use the "F1"; (help key) to complete the field.
The following is an overview of termination codes available, their corresponding descriptions, and detailed explanations to assist in choosing the most accurate termination reason code.
General Codes
These codes 10, 11, 14, 16 and 40 are based on reasons not related to a child's eligibility/ineligibility for EI.
| Code |
Brief Description |
Explanation |
| 10 |
DECEASED |
This code is used when a participant has died. |
| 11 |
DUPLICATE RECORD |
This code is used when a duplicate record is entered in error for an EI participant. NOTE: Not all duplicates can be resolved simply by terminating one of the two records. Review any duplicate record with the CFC Program Manager and the Cornerstone Call Center before terminating any record to ensure the correct one is termed using this code.
NOTE: Duplicate records created within one Cornerstone clinic (site) may be able to "merged" to avoid a Duplicate Record. |
| 14 |
TRANFER TO ANOTHER CLINIC |
This code is automatically generated when a transfer has been requested from another clinic. Users are not able to select this Termination Reason code. |
| 16 |
AUTOMATIC TERMINATION |
This code is automatically generated 30 days after an EI participant's third birthday when the Service Coordinator does not use the correct termination code at the actual time of child leaving EI. Users are not able to select this Termination Reason code. |
| 40 |
NO RESPONSE/UNABLE TO CONTACT |
This code is used when the SC has received no response from the family to ongoing attempts to contact them by phone and mail to determine eligibility or at any time during a child's time in EI.
NOTE: Proper case note documentation must be entered in Cornerstone. |
Voluntary Withdrawl Codes
These codes are used when a family makes an active determination to leave the EI System prior to the child turning 3 and without IFSP team consensus that program objectives have been met. This would include families whose decision to terminate EI participation is based on a fundamental disagreement with the philosophy, rules, regulations or guidelines of the EI System. Voluntary withdrawals may occur prior to or following IFSP development.
In most cases, a transition termination code (36, 36A, 37A, B, C, D, or E) should be used when the case is being closed less than 90 days prior to the child's third birthday.
| Code |
Brief Description |
Explanation |
| 13A |
VOL WITHDRWL/EI NOT A PRIORITY (Voluntary Withdrawal/EI Not a Priority) |
This code is used when parent makes the decision to leave the EI System because EI is not a priority based upon a family situation/crisis (i.e., homelessness, illness, etc.) that has taken precedence. |
| 13B |
VOL WITHDRWL/RCVG SERV PRIVTYLY
(Voluntary Withdrawal/Receiving Services Privately) |
This code is used when parent makes the decision to leave the EI System because the family of the child chooses to receive services privately and not participate in EI. |
| 13C |
VOL WITHDRWL/FEE RQRMENTS
(Voluntary Withdrawal/ Fee Requirements) |
This code is used when parent makes the decision to leave the EI System because of Family Participation Fee requirements. |
| 13D |
VOL WITHDRWL/INS RQURMENTS
(Voluntary Withdrawal/Insurance Requirements) |
This code is used when parent states that he/she does not want to participate because of insurance requirements. |
| 13E |
VOL WITHDRWL/OTHER FAM REASON
(Voluntary Withdrawal/Other Family Reason) |
This code is used when parent states that he/she does not want to participate for reasons other than EI is not a priority, family fees, use of insurance, or the child receiving services privately.
NOTE: Ensure proper case note documentation is entered if known. |
| 31 |
TRANSFERRED OUT OF STATE |
This code is used when a family moves out of state (prior to age 3 and without IFSP team consensus that program objectives have been met). |
EI Ineligible Codes
These codes are used when a multidisciplinary team has determined that a child does not meet initial EI eligibility criteria. These codes may also be used when CFC staff determines that a child does not meet basic initial eligibility criteria (i.e., over 3 years of age, non-Illinois resident) or is not experiencing/exhibiting any developmental concerns based on information provided by the family, and they are provided with additional referrals. These codes may not be used if a child has an eligible diagnosis, but does not appear to be experiencing developmental delays at the time of referral (i.e., a child with Down Syndrome referred at birth). EI ineligible codes may not be used if the child's level of functioning is unclear or unable to be determined by the family and a multidisciplinary evaluation is needed in order to rule out eligibility.
If the family of an eligible child or a child with an eligible medical diagnosis/at risk determination declines participation in EI, the termination should be chosen from one of the Voluntary Withdrawal codes (13A-E).
NOTE: A child referred 45 days or more from its third birthday must receive initial evaluation and assessment.
| Code |
Brief Description |
Explanation |
| 33A |
EI INELIGBL/RFR TO ERLY HD STRT
(EI Ineligible/Referral to Early Head Start) |
This code is used when a multidisciplinary team has determined that the child does not meet current EI eligibility criteria and a referral to Early Head Start has been made. |
| 33B |
EI INELIGBL/RFR TO HFI
(EI Ineligible/Referral to Healthy Families Illinois) |
This code is used when a multidisciplinary team has determined that the child does not meet current EI eligibility criteria and a referral to Healthy Families Illinois has been made. |
| 33C |
EI INELIGBL/RFR TO PRVT THRPY
(EI Ineligible/Referral to Private Therapy) |
This code is used when a multidisciplinary team has determined that the child does not meet current EI eligibility criteria and a referral to private therapy has been made. |
| 33D |
EI INELIGBL/RFR TO LEA
(EI Ineligible/Referral to LEA) |
This code is used when a multidisciplinary team has determined that the child does not meet current EI eligibility criteria and a referral to the LEA has been made. |
| 33E |
EI INELIGBL/RFR TO RSK PRGM
(EI Ineligible/Referral to Risk Program) |
This code is used when a multidisciplinary team has determined that the child does not meet current EI eligibility criteria and a referral to an at-risk program has been made. |
| 33F |
EI INELIGBL/R TO HEALTH DEPT
(EI Ineligible/Referral to Local Health Department) |
This code is used when a multidisciplinary team has determined that the child does not meet current EI eligibility criteria and a referral to a local health department for other programs eligibility determination has been made. |
| 33G |
EI INELIGBL/RFR TO MED/HLTHCARE |
This code is used when a multidisciplinary team has determined that the child does not meet current EI eligibility criteria and a referral to a medical program for other medically-based services has been made. |
| 34 |
EI INELIGIBLE/NO REFERRALS |
This code is used when a multidisciplinary team has determined that the child does not meet current EI eligibility criteria and no other referrals have been made. |
When Active Child No Longer Meets EI Eligibility Requirements
| Code |
Brief Description |
Explanation |
| 35 |
CMPLTD PGM OBJECTIVES/UNDER 3(Completed Program Objectives for Children under the age of 3) |
This code is used when a family and their IFSP team agree that the child's program objectives have been met. This code should never be used for a child exiting the program prior to an initial IFSP. In most cases, a transition termination code (36 or 37A, B, C, D, and E) should be used when the case is being closed less than 90 days prior to the child's third birthday. |
Eligible for Special Education
Use this code for when special education eligibility determined or child is a late referral with potential Special Education Eligibility but not enough time to determine within Part C Regulations needs referral.
| Code |
Brief Description |
Explanation |
| 36 |
ELIGIBLE FOR SPECIAL ED |
This code is used when a child's eligibility for special education services through the LEA has been determined by the LEA. This code should not be used when the CFC believes the child may be eligible for special education services, but a determination by the LEA has not been made. |
| 36A |
Referred less than 45 days of age 3/ Refer to LEA |
This code is used when a child was referred for EI services less than 45 days before their third birthday and a referral has been sent to LEA (with parental consent). This code should be used when the CFC believes the child may be eligible for special education services, but a determination by the LEA has not been made. |
| 38 |
SPECIAL ED INELIG/OTH REFERRAL(Special Education Ineligible/Other Referral) |
This code is used when a child has been determined by the LEA to be ineligible for special education services and the family is provided with referrals to other community resources/organizations that may assist them in monitoring their child's development or meeting other family-identified needs. |
| 39 |
SPECIAL ED INELIG/NO REFERRALS(Special Education Ineligible/No Referral) |
This code is used when a child has been determined by the LEA to be ineligible for special education services and no other referrals are provided. |
Undetermined Special Education Eligibility
| Code |
Brief Description |
Explanation |
| 37A |
SP ED ELIG NOT DET/CFC DELAY
(Special Education Eligibility not Determined/CFC Delay) |
This code is used when special education eligibility is not determined for children who may be eligible for preschool services because the transition procedures identified in the CFC Procedure Manual have not been completed due to a CFC delay. |
| 37B |
SP ED ELIG NOT DET/LEA DELAY
(Special Education Eligibility not Determined/LEA Delay) |
This code is used when special education eligibility is not determined for children who may be eligible for preschool services and transition procedures identified in the CFC Procedure Manual have been completed (including convening a transition conference either with or without LEA participation), but the LEA did not complete transition steps. NOTE: If the EI to EC Tracking form is not received from the LEA/School District within 20 days past the child's third birthday, a telephone call by the CFC to the LEA/School District must be made to determine the status of the form. |
| 37C |
SP ED ELIG NOT DET/FAM DELAY
(Special Ed Eligibility Not Determined/Family Delay) |
This code is used when special education eligibility is not determined for children who may be eligible for preschool services because the family refused a timely referral to the LEA for special education eligibility determination for reasons other than child will be receiving services privately or the referral is not a priority for the family. Additional family delays may be child's sickness or unavailability of the parent and/or child. |
| 37D |
SP ED ELIG NOT DET/REF DEC PVT
(Special Education Eligibility Not Determined/ Referral Declined for Private Services) |
This code is used when special education eligibility is not determined for children who may be eligible for preschool services and family refused a referral to the LEA for special education eligibility determination because the child will be receiving private services. |
| 37E |
SP ED ELIG NOT DET/REF DEC NO (Special Education Eligibility Not Determined/ Referral Declined Not a Priority for the Family) |
This code is used when special education eligibility is not determined for children who may be eligible for preschool services and family refused a referral to the LEA for special education eligibility determination because the referral is not a priority for the family. |
Upon terminating the participant's EI record on PA15, Program Information screen, Cornerstone will automatically terminate the associated Family Participation Fee record. Cornerstone will auto-fill the Family Participation Fee End Date filed on the PA25 Family Fee screen with the date entered in the IFSP end date field on the PA35, EI Program Data screen.
New 11/01/2015
