Understanding Participation-Based Evaluations in Occupational Therapy

Framework: ICF-CY (World Health Organization, 2007)

1. What Is a Participation-Based Evaluation?

A participation-based evaluation examines how a child engages in real-life activities and routines—in school, at home, and in the community—rather than focusing only on isolated skill deficits.
It asks:

“How does the child take part in daily life situations that matter to them?”

This approach aligns with the International Classification of Functioning, Disability and Health – Children & Youth (ICF-CY), which defines participation as a child’s involvement in a life situation and functioning as the interaction between their skills, health, and environment.

2. Why Participation Matters

Participation represents the ultimate outcome of development and therapy. It reflects how body functions, activities, and environmental supports come together to allow a child to thrive in:

• Classroom learning

• Peer and play interactions

• Self-care routines

• Community and recreational experiences

According to the ICF-CY, focusing on participation:

• Centers the evaluation on what the child can do in context, not only on impairments.

• Encourages environmental modification and collaboration to remove barriers.

• Promotes occupational justice, ensuring all children have equitable access to meaningful activities.

3. The ICF-CY Model in Practice

The ICF-CY describes child functioning through four interrelated components:

A participation-based evaluation synthesizes information from all four components to show how a child’s unique profile interacts with their environment.

4. How Participation-Based Evaluation Differs from Traditional Models

5. What Participation-Based Evaluations Look Like in MyTherapyWizard

MyTherapyWizard’s digital framework and scoring align with the ICF-CY structure by:

• Mapping each evaluation item to participation domains (e.g., self-care, academic engagement, play, community interaction).

• Using normalized performance formulas and developmental anchors to interpret how a skill impacts participation.

• Including environmental factors and support level ratings (e.g., independent, minimal assist, adapted environment).

• Auto-generating participation profiles that illustrate where the child is thriving and where access or engagement may be limited.

Examples of MyTherapyWizard participation domains include:

• Academic Engagement

• Peer Interaction & Social Participation

• Self-Care and Independence

• Gross and Fine Motor Participation

• Regulation & Executive Functioning

• Home and Community Participation

Each domain integrates items derived from validated milestone and ICF-CY categories (e.g., d115 Listening, d210 Undertaking a single task, d750 Informal social relationships).

6. Participation vs. Impairment Flexibility in MyTherapyWizard

MyTherapyWizard is designed to be flexible, empowering therapists to conduct either:

• a Participation-Based Evaluation, or

• a more Impairment-Based Evaluation (when clinically indicated or required by payer or setting).

Best practice, consistent with ICF-CY and AOTA frameworks, is to begin with a participation-based approach.

Recommended Evaluation Flow:

1. Start with Participation Data:
   Send the ENGAGE-S form to the teacher(s) for educational and medical settings or to the parent/caregiver for medical settings.
   This provides essential insight into how the child participates across everyday routines. The ENGAGE-S rates participation in Daily Living, School/Learning, Social Interactions, Visual-Motor Activities, Visual Perceptual Activities, Sensory, Physical Activities, and Communication.

1. Review Results Before Direct Testing:
   Identify areas where participation is limited, inconsistent, or avoided.
   These domains become the priority focus during the direct evaluation.

2. Target Evaluation Efforts:
   Because MyTherapyWizard is modular, domains can be skipped if participation is already reported as age-appropriate.
   This makes the process efficient and meaningful, avoiding over-testing.

3. Remember the Definition of Participation:
   Therapists and raters must understand that participation is not synonymous with functioning or achievement.

   • Functioning = the ability to perform a skill.

   • Achievement = the level of mastery or performance outcome.

   • Participation = the meaningful involvement in life activities, within the child’s natural environment, with or without supports.

This model helps teams focus on what truly impacts the child’s daily life, supporting efficient decision-making and functional, participation-oriented goals.  When you create the final evaluation report, select the ENGAGE-S as a data source (along with your evaluation) so that the form results are merged into your final eval report. 

7. Benefits of a Participation-Based Evaluation

• Family and educator alignment: Reports translate into meaningful, observable goals.

• Better eligibility decisions: Focus on functional access rather than test scores alone.

• Goal-oriented outcomes: SMART goals linked to participation outcomes (e.g., “Participates in group play for 5 minutes with peers”).

• Data-driven support planning: Enables tracking of participation progress over time.

• Equity and inclusion: Reflects the WHO mandate that all children should have the opportunity to participate fully in life situations.

8. References and Frameworks

• World Health Organization. (2007). International Classification of Functioning, Disability and Health: Children and Youth Version (ICF-CY). Geneva: WHO.

• Connecticut Occupational Therapy Association. (2025 draft rev.). Guidelines for Occupational Therapy in Connecticut Schools.

• Frolek-Clark, G., et al. (2019). Best Practices in School-Based OT: Occupation and Participation Focus.

• MyTherapyWizard Scoring Formulas Guide (2025). Learning Charms, Inc.

Clinical protocols built in

MyTherapyWizard is an EMR with clinical protocols built in. Every Guided Evaluation, questionnaire and standardized template follows a structured scoring protocol:

• The quantitative areas (the items you rate) are scored on the back end with the same defined criteria, rules and performance bands for every client.
• The qualitative areas (your comments, observations and narratives) go into the report as you wrote them.
• Once the plan of care is active, its goals populate into your session notes. Each goal gets a Goal Performance Index (GPI) that combines accuracy with the support needed, so 70% independent and 70% with maximum assistance score differently. Each session gets a Session Performance Index (SPI), the average of its GPIs.
• AI never assigns or changes a score. It only helps put finished results into words, and you approve every line.

Learn more: Understanding Performance Bands · Myth vs. Fact: structured scoring and AI