What IFSP records need to be sent to the district?

This is a question that seems to keep coming back around and different answers are often given, or we make our decision on records based on what the district says they want.  So, I've had a conversation with Theresa Golden, zone coordinator who sits on the state IEP committee. Here is the message.

Once a student moves to an IEP the District becomes the casemanager and keeper of all the records and they need to have all the signed original documents that lead up to the  Initial Placement.  You would provide the signed consent for evaluation and Initial Consent for Evaluation, EER, PWN, IEP etc...  The district also gets a copy of all the IFSP documents and the AEA retains the original consents/etc... in their file of the IFSP documents. 

Does this include medical records?  Once the parent has signed a consent for these records from any medical facility to the educational team, they become part of the educational permanent record. I know some medical facilities think HIPPA trumps FERPA but it does not once the parent has released these records to the educational team.  Additionally anything that has been placed in the file (report from CHSC, DHS, medical records) all are part of that educational record and a copy of those can move with the file as well.  The only thing that would not go with the permanent file would be personal notes from the ECSE teacher/service coordinator. 

What has changed with electronic records now locatedon the Web for IEP and IFSP? We are not maintaining case files to the extent (except signed documents) that we were before.  Until which time they merge (if they do) information from IFSP land to IEP land electronically we as the designated agency (AEA's) have the responsibility for the maintenance and distribution of IFSP materials to move those with a child who then goes on to an IEP. 

I've reviewed this information with Tonia and she will send a reminder to all secretaries on the procedures.  Secretaries have been instructed to PDF the IFSP file and send it to the district case manager.  This will prevent printing and the district can determine if they want to save or print the IFSP file.  This will ensure consistency across the agency.