special education consolidated grant application and program guidelines revisions for 2011-2012...

Special Education Consolidated Grant Applicationand

Program Guidelines

Revisions for 2011-2012

TEA|Division of IDEA CoordinationMay 2011

TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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PS3502 Private Schools Participation Form


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PS3502 Private Schools Participation Form

Revisions:

• Part 6 Children Served section

• Part 8 Documentation of the Consultation Process section - Attachment


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PS3502 Private School Form

Child counts are entered in 4 sections:

• Part 2 Children Evaluated

• Part 4 Proportionate Share Calculation for IDEA-B Formula Funds

• Part 5 Proportionate Share Calculation for IDEA-B Preschool Funds

• Part 6 Children Served


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PS3502 – Part 2

Part 2 Children Evaluated:

The number of parentally-placed private school children aged 3 through 21 evaluatedJuly 1, 2010 through June 30, 2011


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PS3502 – Part 4Part 4 – Formula Funds, Lines b and c:

b: Total number of children with disabilities aged 3 through 21 in the PUBLIC schools on the Last Friday in October 2010

c: Total number of parentally-placed private school children with disabilities aged 3 through 21 in PRIVATE schools on the Last Friday in October 2010


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PS3502 – Part 5Part 5 – Preschool Funds, Lines b and c:

b: Total number of children with disabilities aged 3 through 5 in the PUBLIC schools on the Last Friday in October 2010

c: Total number of parentally-placed private school children with disabilities aged 3 through 5 in PRIVATE schools on the Last Friday in October 2010


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PS3502 – Part 6

Part 6 Children Served – Revised text

• Previous version: Of the number of eligible children indicated in part 4c (private school children ages 3-21, last Friday in October 2010), number receiving services on the Last Friday in October 2010

• New version: Of the number of private school children ages 3-21 determined to be children with disabilities on the Last Friday in October 2009, number of children who received services in 2010-2011


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PS3502 – Part 8

Part 8 Documentation of the Consultation Process

• According to the Federal regulations:

– If representatives of participating private schools have not provided written affirmation to the LEA that timely and meaningful consultation took place, the LEA must submit documentation of the consultation process to the State Agency


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PS3502 – Part 8

• The PS3502 Private School form already describes the LEA’s consultation process

• Therefore, LEAs only need to provide additional information in the attachment:

– A description of the LEA’s attempts to receive written affirmation from the private school representatives who did not provide written affirmation


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PS3502 – Part 8

Revised Attachment for Part 8:

• Previous version: Describe your consultation process

• New version: Describe the attempts you made to obtain written affirmation from the private school representatives

– Only report for those private schools that did not provide written affirmation


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PS3502 Attachment for Part 8


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BS6006 Budget Summary


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BS6006 Budget Summary

Revisions:• Part 2 IDEA-B Preschool Entitlement

• Part 2 Maintenance of Effort (MOE) Voluntary Reduction section

• Part 2 Coordinated Early Intervening Services (CEIS) section

• Part 5 Professional and Contracted Services section


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BS6006- Part 2 IDEA-B Preschool Entitlement

In the past:

• During Planning Phase, IDEA-B Preschool allocations indicated as Tentative Entitlement and calculated on:– Base only

• During Maximum Phase, IDEA-B Preschool allocations indicated as Maximum Entitlement and calculated on:– Base– Population– Poverty


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BS6006- Part 2 IDEA-B Preschool Entitlement

New:

• During Planning Phase, IDEA-B Preschool allocations indicated as Maximum Entitlement and calculated on:– Percentage of base, population, and poverty

• During Maximum Phase, IDEA-B Preschool allocations indicated as Maximum Entitlement and calculated on:– Re-calculated base, population, and poverty based on

final amounts received from USDE


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BS6006 – Part 2 IDEA-B Preschool Entitlement

• No changes to IDEA-B Formula calculation

• Will continue to be indicated as:– Tentative Entitlement during Planning Phase– Maximum Entitlement during Maximum Phase


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BS6006 – Part 2 IDEA-B Preschool Entitlement – Previous

Maximum Phase: Entitlements listed as Maximum Entitlement for both IDEA-B Formula and IDEA-B Preschool

Planning Phase: Entitlements listed as Tentative Entitlement for bothIDEA-B Formula and IDEA-B Preschool


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BS6006 – Part 2 IDEA-B Preschool Entitlement – NEW

Maximum Phase: Entitlements listed as Maximum Entitlement for both IDEA-B Formula and IDEA-B Preschool

Planning Phase: Entitlements listed as Tentative Entitlement forIDEA-B Formula and Maximum for IDEA-B Preschool


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BS6006 – Part 2 MOE Reduction

Part 2 MOE Voluntary Reduction – Revised

Previous version:

– Only completed by those LEAs which chose to reduce MOE by up to 50% of the increase in entitlement


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Part 2 MOE Voluntary Reduction – Revised

New version:

• Must be completed by all LEAs

• One of three choices must be selected:

– I did not meet the eligibility criteria to voluntarily reduce MOE for 2010-2011

– I was eligible to voluntarily reduce MOE for 2010-2011 but did not exercise this option

– I was eligible to voluntarily reduce MOE and exercised this option

• If this option is chosen, the LEA must report the actual dollar amount of the reduction


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Part 2 MOE Voluntary Reduction – New version

• For the first member district, the fiscal agent must use the drop down arrow to select a member district

• After selecting the first member district and selecting one of the three choices, all additional member districts are to be added by selecting the “Add Member District” button

• When a new row is populated, the fiscal agent should then use the drop down arrow on the new row to select another member district


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MOE Voluntary Reduction

Revised guidance is provided in the Program Guidelines and on the special education webpage at:

http://www.tea.state.tx.us/index2.aspx?id=2147499882


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MOE Reduction – 2 Types

1. MOE Voluntary Reduction based on 50% of the increase in entitlement

– Eligibility criteria:

• Must have an increase in entitlement from previous year,

• Must have Meets Requirements determination,

and

• Must not have been identified with Significant Disproportionality


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MOE Reduction – 2 Types2. MOE Reduction based on Exceptions

– Voluntary departure, by retirement or otherwise, or departure for just cause, of special education or related services personnel

– A decrease in the enrollment of children with disabilities

– The termination of the obligation…to provide a program of special education to a particular child with a disability that is an exceptionally costly program…

– The termination of costly expenditures for long-term purchases…

– The assumption of cost by the high cost fund


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MOE Reduction – 2 Types

• Only MOE Voluntary Reduction amounts should be reported on the BS6006

• Do not report on the BS6006 MOE reductions due to MOE Exceptions or due to failure to maintain effort


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MOE Reduction

• Relationship of MOE Voluntary Reduction and CEIS

– CEIS reserved in the year of the Voluntary MOE Reduction must be subtracted from the calculated amount of the MOE Reduction:

1. Determine the increase in entitlement2. Determine 50% of the increase3. Subtract CEIS4. The remainder is the amount the LEA may

reduce MOE if eligibility criteria is met

• Reminder: The freed-up funds must be spent on ESEA allowable activities during the year of the reduction


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BS6006 – Part 2 CEIS

Revised – affects SSAs

• Previous version

– Fiscal agents of SSAs indicated CEIS as a total amount for the entire SSA

• New version

– Fiscal agents of SSAs must indicate CEIS amounts at the member district level for member districts that are reserving CEIS


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BS6006 – Part 2 CEIS

Revised – affects SSAs

• For the first member district, the fiscal agent must use the drop down arrow to select a member district

• After selecting the first member district and entering the CEIS amount, all additional member districts are to be added by selecting the “Add Member District” button

• When a new row is populated, the fiscal agent should then use the drop down arrow on the new row to select another member district

• Do not select member districts that are not reserving CEIS funds


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BS6006 – Part 5 6200Professional and Contracted Services

• Added “6299” to the title of Professional and Consulting Services


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BS6006 – Part 5 6200

According to the Financial Accounting and Reporting (FAR) Module of the TEA Financial Accountability System Resource Guide (FASRG):

6219 (Professional Services) is to be used only for contracted professional services for:• Architecture• Optometry• Landscape architecture• Land surveying• Medicine• Accounting (other than audit services)• Professional engineering• Real estate appraising• Professional nursing

6299 (Miscellaneous Contracted Services) is the appropriate code for professional services related to special education


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Program Guidelines


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CEIS

Added:

• If an LEA reserves CEIS funds, but later decides not to use the funds, the LEA should submit an amendment to zero out the CEIS funds

– Any LEA with CEIS funds budgeted on their application will be required to submit the SC5100 CEIS Data Collection form to report the number of students served


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CEIS

Reminder:

• Preschool funds may be reserved for CEIS purposes, but may not be used to serve preschool children

• Preschool CEIS funds may only be used to serve nondisabled, struggling students in grades K-12


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CEIS

Added:

• CEIS funds may not be used for universal screening instruments that are used to screen all students

Reminder:

• CEIS funds may be used for:

– Professional development related to CEIS

– Providing educational and behavioral evaluations, services, and supports to students who are not currently identified as needing special education or related services, but who need additional academic and behavioral support to succeed in a general education environment


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CEISAdded:

• Personnel 6100 or Contracted Services 6200:

– Positions that do not directly benefit nondisabled, struggling students, e.g., CEIS program evaluators or coordinators, are not allowable

• The LEA must report the number of students served by CEIS on the SC5100 CEIS Data Collection form;

• Therefore, positions funded with CEIS funds must directly serve nondisabled, struggling students


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CEIS – Supplement Not Supplant

Added:

• CEIS funds may be used to carry out CEIS aligned with activities funded and carried out under the ESEA if those funds are used to supplement, and not supplant, funds made available under the ESEA for the activities and services assisted using CEIS funds


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CEIS – Supplement Not SupplantAdded:

CEIS funds may not be used:

• To provide services that are otherwise required by Federal, State, or local law

– If a student is being served under a 504 plan and/or the district’s Dyslexia program, CEIS funds may not be used

* If a 504 student or a student with dyslexia (who is not identified as a student with a disability) is not currently being served under these plans

OR

the requested services are an enhancement to the existing services, CEIS funds may be used


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CEIS – Supplement Not SupplantAdded:

CEIS funds may not be used:

• To provide services that were paid for with other funds in a prior year, including services that were paid with ESEA funds

*An LEA might be able to rebut these presumptions through the presentation of evidence that, even without CEIS funds, the other funds would not have been used in the current year for the activities now paid for with CEIS funds


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Class/Object Codes

Reminder:

• The approval of budgeted costs in the application pertains only to the allowability of the activity and cost and not its accounting treatment

• For questions related to expenditure coding, please consult the Financial Accountability System Resource Guide (FASRG) located at:

http://www.tea.state.tx.us/index4.aspx?id=1222or contact the Division of School Financial Audits at 512-463-9095 for guidance

• Failure of the LEA to properly classify cost items may result in an unfavorable audit finding


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Software

Added:

• LEAs may not obligate or expend grant funds for multi-year software subscriptions because these business arrangements provide a benefit for a period longer than the grant period


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Curriculum

Added:

• Core curriculum used for all students may not be purchased with IDEA-B funds, even the portion that is being used by students with disabilities

• Credit recovery cost items are not allowable with IDEA-B funds


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Reminder….• Any item that is used by all students may not be

funded with special education funds

• Any item that is used by all students may not be split-funded with special education funds

• Items used by all students must be funded by the fund source used for general education students

• Special education funds may only be used for items that are supplemental to those used by all students and/or address the unique needs of the child that results from the child’s disability


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Amendments

The following always require specific approval so amendments are required if adding new cost items to these categories:

• 6100: All positions– Amendment required even if increasing quantity of previously approved position

• 6200: All pre-populated cost items – Includes contracted direct and related services

• 6300: All technology hardware and software

• 6400: All pre-populated cost items – For some pre-populated items, only charter schools must receive specific

approval

• 6500: Always requires specific approval

• 6600: All capitalized cost items require specific approval– Amendment required even if increasing quantity of previously approved item

• CEIS: All CEIS cost items require specific approval


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Amendments

Clarification on changing quantities of previously approved cost items:

• 6100: Any increase or decrease in the quantity of previously approved positions requires an amendment

• 6300: Any increase or decrease in the quantity of previously approved non-capitalized technology hardware or software does not require an amendment. Revised text in program guidelines

• 6600: Any increase in the quantity of previously approved capitalized cost items requires an amendment. Decreases in quantity do not require an amendment.


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Amendments

Added text to Amendment sectionRemoving cost items from the application:

• Cost items may not be removed from the application during an amendment if funds (from the fund source on the application) have already been expended during the grant period.

• The cost item and amount of funds expended must remain on the application throughout the grant period.


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SSA Configuration Changes

• SSA Contracts effective for the new school year (July 1) must be sent to IDEA Coordination by June 1 for the following:– Revised contracts for configuration changes– New contracts for newly formed SSAs

• TEA will not approve the Special Education Consolidated Grant application for the new school year until the contract is received


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Schoolwide Programs

Added:

• Information related to schoolwide programs added to the program guidelines and to the special education webpage

http://www.tea.state.tx.us/index2.aspx?id=2147499894


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Proportionate Share

Added:

• If the LEA does not have proportionate share funds because no parentally-placed private school children with disabilities were identified the last Friday in October of the previous year, the LEA is not obligated to provide special education and/or related services to a new child during the year in which there are no proportionate share funds


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Compensatory Services

Added to Allowable Activities and Use of Funds section of the Program Guidelines:

• IDEA-B funds may be used to provide compensatory services

• Compensatory services are those services an LEA is required to provide due to the LEA’s failure to provide special education and/or related services


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BusesAdded:

• LEAs may purchase adapted buses to meet the transportation needs of students with disabilities whose IEPs include transportation as a related service

• This bus should not be used to transport nondisabled students


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BusesContinued:

• The IDEA does not require LEAs to transport children with disabilities in separate vehicles, isolated from their peers

• In fact, many children with disabilities can receive the same transportation provided to nondisabled children, consistent with LRE

• When the student with disabilities’ transportation needs can be met on the regular education bus, the student should not be placed on the special education bus simply because the child is disabled


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BusesContinued:

• In limited circumstances, it is possible for a non-IDEA qualifying child to access an IDEA-B funded bus – See program guidelines for details

• Very strict circumstances apply

• LEAs must be careful that this exception is not used as a way to avoid cost allocations from other fund sources for transporting nondisabled children.

• If an LEA purchases a bus with IDEA-B funds to transport all children, the LEA would be in violation of the supplement, not supplant, requirements of IDEA


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Passenger Vehicles – Revised text

• Passenger vehicles for transporting students with disabilities to and from school (including to and from community based instruction and/or to and from the RDSPD) are allowable

• A passenger vehicle is designed for carrying 10 persons or less

• Therefore, passenger vehicles purchased with IDEA-B funds must not exceed a seating capacity of 10 (excluding the driver)


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Passenger Vehicles – continued

• If the LEA needs to transport more than 10 children, a bus must be used instead of a passenger vehicle

• A bus is designed for carrying more than 10 persons and meets the stringent school bus safety standards issued by the Federal government and recommended by the National Standards Conference on School Transportation


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State Deaf Funds

NEW:

• Administrative costs for secretaries and teacher supervisors for deaf services are allowable with State Deaf funds

• Reminder: Administrative costs are not allowable with IDEA-B fund sources


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SC5100 CEIS Data Collection Form


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SC5100 CEIS Data Collection Form

Added an additional year of data collection

• 2011-2012 SC5100 CEIS Data Collection form:

– Line a: Number of students served by CEIS during 2010-2011

– Line b: Number of students served by CEIS during 2010-2011 AND subsequently received special education and/or related services in 2010-2011

– Line c: Number of students served by CEIS during 2009-2010 AND subsequently received special education and/or related services in 2010-2011

– NEW Line d: Number of students served by CEIS during 2008-2009 AND subsequently received special education and/or related services in 2010-2011


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Program Guidelines Related to SC5100

Example given for data collection for three years:

If nondisabled, struggling students receive CEIS in 2009-2010:

• First Year Submission - 2010-2011 SC5100:

– Report on Row “a” the number of students who received CEIS in 2009-2010

– Report on Row “b” the number of those students in Row “a” who subsequently received special education and/or related services in 2009-2010


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SC5100 Example continued

• Second Year Submission - 2011-2012 SC5100

– Report on Row “c” the number of those students who received CEIS in 2009-2010 and subsequently received special education and/or related services in 2010-2011

– Do not report the students who received special education and/or related services in 2009-2010 since they were reported on the previous year’s SC5100

– Only report those students who received CEIS in 2009-2010 and FIRST began receiving special education and/or related services in 2010-2011


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SC5100 Example continued• Third Year Submission – 2012-2013 SC5100

– Report on Row “d” the number of those students who received CEIS in 2009-2010 and subsequently received special education and/or related services in 2011-2012

– Do not report students who received special education and/or related services in 2009-2010 or 2010-2011 since they were reported in the previous years’ SC5100s

– Only report those students who received CEIS in 2009-2010 and FIRST began receiving special education and/or related services in 2011-2012


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Questions?

Contact the Division of IDEA Coordination

• Phone: 512-463-9414– Ask for a member of the funding team

• Email: [email protected]

special education consolidated grant application and program guidelines revisions for 2011-2012...

Documents

total number of children

c private school children

private school representatives

number of eligible children

revised attachment

ideab formula funds

ideab preschool funds

revised 510119ps3502