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Special Education Consolidated Grant Application and Program Guidelines Revisions for 2011-2012

Special Education Consolidated Grant Application and Program Guidelines Revisions for 2011-2012. TEA|Division of IDEA Coordination May 2011. PS3502 Private Schools Participation Form. PS3502 Private Schools Participation Form. Revisions: Part 6 Children Served section

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Special Education Consolidated Grant Application and Program Guidelines Revisions for 2011-2012

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  1. Special Education Consolidated Grant ApplicationandProgram GuidelinesRevisions for 2011-2012 TEA|Division of IDEA Coordination May 2011

  2. PS3502 Private Schools Participation Form TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

  3. PS3502 Private Schools Participation Form Revisions: • Part 6 Children Served section • Part 8 Documentation of the Consultation Process section - Attachment TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

  5. PS3502 – Part 2 Part 2 Children Evaluated: The number of parentally-placed private school children aged 3 through 21 evaluated July 1, 2010 through June 30, 2011 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

  6. PS3502 – Part 4 Part 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

  7. PS3502 – Part 5 Part 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

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

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

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

  12. PS3502 Attachment for Part 8 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

  13. BS6006 Budget Summary TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

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

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

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

  18. BS6006 – Part 2 IDEA-B Preschool Entitlement – Previous Planning Phase: Entitlements listed as Tentative Entitlement for both IDEA-B Formula and IDEA-B Preschool Maximum Phase: Entitlements listed as Maximum Entitlement for both IDEA-B Formula and IDEA-B Preschool TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

  19. BS6006 – Part 2 IDEA-B Preschool Entitlement – NEW Planning Phase: Entitlements listed as Tentative Entitlement for IDEA-B Formula and Maximum for IDEA-B Preschool Maximum Phase: Entitlements listed as Maximum Entitlement for both IDEA-B Formula and IDEA-B Preschool TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

  21. BS6006 – Part 2 MOE Reduction 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

  22. BS6006 – Part 2 MOE Reduction 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

  24. MOE Reduction – 2 Types • 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

  25. MOE Reduction – 2 Types • 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

  27. 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: • Determine the increase in entitlement • Determine 50% of the increase • Subtract CEIS • 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

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

  30. BS6006 – Part 5 6200Professional and Contracted Services • Added “6299” to the title of Professional and Consulting Services TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

  32. Program Guidelines TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

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

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

  36. CEIS Added: • 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

  38. CEIS – Supplement Not Supplant Added: 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

  39. CEIS – Supplement Not Supplant Added: 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

  40. 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=1222 or 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 TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

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

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

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

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

  46. Amendments Added text to Amendment section Removing 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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

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

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

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

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