High Cost Fund Eligibility Application Instructions 2011-2012

1. Texas Education Agency Division of IDEA Coordination August 2011 High Cost FundEligibility ApplicationInstructions2011-2012

2. Accessing the HCF Eligibility Application • Access the High Cost Fund Eligibility application at https://seguin.tea.state.tx.us/apps/logon.asp • Click on the link to “HCF-High Cost Fund Eligibility Application”. Click Texas Education Agency/ IDEA Coordination August 2011

3. Cover Sheet First Step in Process Texas Education Agency/ IDEA Coordination August 2011

4. Cover Sheet • After logging into the High Cost Fund Eligibility application, the first screen to appear will be the Cover Page. • The LEA’s County District Number (CDN) and District Name will automatically populate. • The status of the application will be “New”. Texas Education Agency/ IDEA Coordination August 2011

5. Cover Sheet Auto-populates LRE Assurance Default is “No” Auto-populates This page will appear Texas Education Agency/ IDEA Coordination August 2011

6. Cover Sheet • At the top of the page, select the “Yes” button to certify compliance with the Least Restrictive Environment (LRE) requirements of IDEA. • The default is “No”. • The application cannot be saved if “Yes” is not selected. • NEW: In the past, when this selection was chosen, the assurance disappeared. In the 2011-2012 version, the assurance statement will stay visible. Texas Education Agency/ IDEA Coordination August 2011

7. Cover Sheet Select “Yes” Texas Education Agency/ IDEA Coordination August 2011

8. Cover Sheet • Enter the LEA’s contact information. • This person will be contacted if corrections are necessary or if clarification is needed. • It is very important to enter a correct email address because the system will send an email: • To inform you when the application has been successfully submitted. • To notify you that a correction is necessary after submission, if applicable. Texas Education Agency/ IDEA Coordination August 2011

9. Cover Sheet Enter Contact Information Texas Education Agency/ IDEA Coordination August 2011

10. Cover Sheet • Ignore the next two sections that indicate the number of applications and dollar amounts. • These sections are auto-populated after you complete the student-specific portion of the application. Texas Education Agency/ IDEA Coordination August 2011

11. Cover Sheet Ignore Texas Education Agency/ IDEA Coordination August 2011

12. Cover Sheet • NEW: Pro-rating assurance • This assurance has been added to confirm that, if the LEA pro-rated salaries or services, the LEA used the required High Cost Fund Pro-Rating Calculator tool associated with this application. • The default is “No”. • The Pro-Rating Calculator tool is located in the “Additional Resources” section of the “Help” file. • See separate section of power point for instructions on how to access the Pro-Rating Calculator Tool. Texas Education Agency/ IDEA Coordination August 2011

13. Cover Sheet You may answer these Pro-Rating assurances now or later when you return to the Cover Sheet after entering your student data. The default is “No”. Texas Education Agency/ IDEA Coordination August 2011

14. Cover Sheet • When finished with the cover sheet, click the “Save” button at the lower right portion of the screen. • Then click “OK”. Texas Education Agency/ IDEA Coordination August 2011

15. Cover Sheet Click “Save” Texas Education Agency/ IDEA Coordination August 2011

16. Cover Sheet Click “OK” Texas Education Agency/ IDEA Coordination August 2011

17. Cover Sheet • The message about “number of agent submissions must be greater than zero” means that you must also complete the student schedule portion of this application before submitting the application to TEA. Texas Education Agency/ IDEA Coordination August 2011

18. Member District Page Second Step in Process Texas Education Agency/ IDEA Coordination August 2011

19. Member District • Now that the cover sheet is complete, click on “Member District” at the upper left side of the screen on the Cover Sheet page. Texas Education Agency/ IDEA Coordination August 2011

20. Member District Click “Member District” Texas Education Agency/ IDEA Coordination August 2011

21. Member District • The Member District page will appear. • Enter your LEA’s Adjusted Allotment amount obtained from your previous year’s Summary of Finance (SOF). • If you enter an incorrect amount, TEA staff will correct the amount during the review/approval process of your HCF Eligibility application. Texas Education Agency/ IDEA Coordination August 2011

22. Member District This page will appear Enter Adjusted Allotment amount from your 2010-2011 Summary of Finance Texas Education Agency/ IDEA Coordination August 2011

23. Member District • The Adjusted Allotment amount is found on the district’s Summary of Finance located at http://ritter.tea.state.tx.us/school.finance/funding/sofweb7.html • Use the most recent Summary of Finances document from the previous year, LPE column for Adjusted Allotment. • If you are a charter school, use $5932 (new amount) as the amount for the Adjusted Allotment. Texas Education Agency/ IDEA Coordination August 2011

24. Member District Texas Education Agency/ IDEA Coordination August 2011

25. Member District • After entering your Adjusted Allotment amount, click the “Save” button. • You will receive a message that your information has been saved. • Click “OK”. Texas Education Agency/ IDEA Coordination August 2011

26. Member District Click “OK” Texas Education Agency/ IDEA Coordination August 2011

27. Student Data Third Step in Process Texas Education Agency/ IDEA Coordination August 2011

28. Student Data • Now you are ready to enter student specific data. • Click the “Students ‘Add New’” button (located on the Member District page). • A blank student schedule will appear. Texas Education Agency/ IDEA Coordination August 2011

29. Student Data Click “Add New” Texas Education Agency/ IDEA Coordination August 2011

30. Student Data This page will appear Texas Education Agency/ IDEA Coordination August 2011

31. Student Data • First, enter a district-determined student identifier of 6 characters (may be alpha or numeric) • After the student page is saved, the student identifier code will change to a 12 character code, with the LEA’s county district number as the first six digits and the LEA-entered code as the last six characters Texas Education Agency/ IDEA Coordination August 2011

32. Student Data 1. Enter a student identifier Texas Education Agency/ IDEA Coordination August 2011

33. Student Data Once saved, CDN will appear as 1st 6 digits Texas Education Agency/ IDEA Coordination August 2011

34. Student Data • Second, enter the student’s primary disability by using the drop down arrow to select a disability. • If the disability is OHI, enter the qualifying condition on the next row. • Third, enter the student’s instructional setting by using the drop down arrow to select an instructional setting. Texas Education Agency/ IDEA Coordination August 2011

35. Student Data 2. Select Disability 3. Select Instructional Setting Texas Education Agency/ IDEA Coordination August 2011

36. Student Data • If the student attends a Regional Day School Program for the Deaf (RDSPD), use the drop down arrow to select the RDSPD. • NEW: If an RDSPD is chosen, the LEA will be instructed to select the RDSPD “Type.” • The “Type” indicates which district entered the student’s data in PEIMS – the sending district or the receiving district (RDSPD). Texas Education Agency/ IDEA Coordination August 2011

37. Student Data 4. Use drop down arrow to select RDSPD, if applicable These statements regarding RDSPD will appear. These radio button choices will appear. 4a. Select one choice. Texas Education Agency/ IDEA Coordination August 2011

38. Student Data • If the LEA selects the first RDSPD “Type” indicating that the sending LEA entered the student’s data in PEIMS, the LEA’s adjusted allotment amount will be automatically subtracted from the student’s costs. • (The LEA’s adjusted allotment amount was entered by the LEA on the Member District page.) Texas Education Agency/ IDEA Coordination August 2011

39. Student Data Sending LEA enters student’s data in PEIMS LEA’s Adjusted Allotment auto-populates Texas Education Agency/ IDEA Coordination August 2011

40. Student Data • If the LEA selects the second RDSPD “Type” indicating that the receiving LEA (RDSPD) entered the student’s data in PEIMS, the LEA’s adjusted allotment amount will not be subtracted from the student’s costs. Texas Education Agency/ IDEA Coordination August 2011

41. Student Data Receiving LEA (RDSPD) enters student’s data in PEIMS Zero Adjusted Allotment auto-populates Texas Education Agency/ IDEA Coordination August 2011

42. Student Data • The next entry to make is for Medicaid/SHARS, if applicable. • If you will be seeking reimbursement for this student, enter the amount you expect to receive based on last year’s Medicaid/SHARS reimbursement. • If you enter an amount, the system will automatically subtract the Medicaid/SHARS amount from the student’s costs. Texas Education Agency/ IDEA Coordination August 2011

43. Student Data 5. Enter projected SHARS amount, if applicable SHARS amount auto-populates Texas Education Agency/ IDEA Coordination August 2011

44. Student Data • Now click the radio button to designate whether the student is residential, non-residential, or a non-public day school student. Texas Education Agency/ IDEA Coordination August 2011

45. Student Data Default Texas Education Agency/ IDEA Coordination August 2011

46. Student Data Non-Residential Student Texas Education Agency/ IDEA Coordination August 2011

47. Student Data: Non-Residential Student • To enter a non-residential student, click the radio button “Non-Residential”. • This radio button is the default button. • The Standard Costs window will be visible. • Click on the “View/Edit Standard Costs” button. • A list of allowable cost items will appear. Texas Education Agency/ IDEA Coordination August 2011

48. Student Data:Non-Residential Student 1. Click “Non-Residential” 2. Click here to enter cost items Texas Education Agency/ IDEA Coordination August 2011

49. Student Data: Non-Residential Student This page of allowable cost items appears Texas Education Agency/ IDEA Coordination August 2011

50. Student Data: Non-Residential Student • Type in the dollar amount for the applicable cost items. • If pro-rating salaries or services, you must use the Pro-Rating Calculator tool associated with this application. • See separate section of power point for instructions on how to access the Pro-Rating Calculator Tool. • When all cost items have been entered, click the “Close” button at the top of the window. • The total of the cost items will then be displayed as “Standard Costs Total” on the student page. Texas Education Agency/ IDEA Coordination August 2011