Calculating SLP Workload

1. Calculating SLP Workload Ann Slone Supervisory Network May 29, 2014

2. Proposed new regswith implementation Fall, 2014 Two-prong approach Designing a workload calculator Calculating workload per building Projected caseload per building Agenda

3. Preschool and school-age providers • Educational agencies shall determine ratios for an individual service provider by considering scheduling and time demands of preschool or school-age service providers, including but not limited to: • All areas of service to students with and without disabilities • Severity of each eligible child’s needs and level and frequency of services • Time needed for planning • Additional time for all other workload duties O.A.C 3301-51-09(I)(1)(a-d) Current Rules:

4. Proposed Revisions as of 9/3/13 (3) Related service providers for preschool and school-age children with disabilities shall provide direct servicesspecially designed instruction in accordance with a following ratios work load limits a workload process with respect to any requirements limiting the number of students per licensed professional as set forth below. 3301-51-09(I)

5. (I) Service provider ratiosworkload determination for delivery of services (1) The school district, county board of developmental disabilities (county board of developmental disabilities ), and other educational agencies shall determine ratiosworkload for an individual service provider by following a workload process to include: considering scheduling and time demands of preschool or school-age service providers, including but not limited to the following: Proposed 3301-51-09(I)(1)

6. (a) All areas of service provided to children with and without disabilities, including, but not limited to: school duties, staff meetings, professional development, supervisions, travel/transitions, screening, assessment, evaluation, progress documentation and reporting, secondary transition service planning, conference/consultation pertaining to individual students, documentation for individual students, and third party billing requirements. screening, assessment, consultation, counseling, training, and related duties in the school setting, intervention design, and educational interventions. Proposed 3301-51-09(1)(a)

7. (b) The severity of each eligible child’s need, and the level and frequency of services necessary to provide a free and appropriate public education (FAPE)for children to attain IEP goals and objectives. Proposed 3301-51-09(I)(1)(b)

8. (c) Time needed for planning in accordance with paragraph (A)(9) of rule 3301-35-05 of the Administrative Code., including statutory and/or contractual agreements applicable to the educational agency. (d) Additional time for diagnostic testing and classroom observation; coordination of the program; parent, staff and agency conferences concerning individual children; staff development activities; and follow-up; and the demands of an itinerant schedule, including the number of buildings, the distance between the buildings, and travel. 3301-51-09(1)(c)

9. (2) School-age service providers will provide specially designed instruction in accordance with a workload process with respect to any requirements limiting the number of students per licensed professional, as set forth below.direct services in accordance with the following ratios 3301-51-09(I)(2)

10. (3) Related service providers for preschool and school-age children with disabilities shall provide direct servicesspecially designed instruction in accordance with the following ratioswork load limits. Additionally, consideration shall be given to paragraph (I)(l) of this rule. Indirect and direct services shall be provided in accordance with each child’s IEP. 3301-51-09

11. (f) A speech and language pathologist shall provide services to no more than eighty school-age children with disabilities; or no more than fifty school-age children with multiple disabilities, hearing impairments, or orthopedic/other health impairments; or no more than fifty preschool children with disabilities. Each school district shall provide services at a ratio of one speech and language pathologisty servicesper two thousand children as required by division (F) of section 3317.15 of the Revised Code. 3301-51-09(3)(f)

12. Still a two-prong approach • Some new language • Implementation • Monitoring by OEC What’s New?

13. Establish standards for: Calculating workload per building: Step 1

14. Use the calculator worksheet for each building with data provided by all SLPs who work in that building: Calculating workload per building: Step 2

15. Use your weekly schedule Count minutes in of direct service: group, classroom, individual sessions and intervention Do not count minutes you might have over-scheduled for cancellations, make-up Tx, meetings, etc. Stick to the required minutes for this. Direct service minutes

16. Initial: Estimate based on this year so far and perhaps end of year last year. Re-evals: Estimate based on due dates. Number of ETRs

17. Speech Primary: Include initial and annual reviews. Related Service: Include initial and annual reviews. Count move-ins Number of IEPs

18. Probably more in primary buildings Let’s agree on what screening is What activity is included in a screening? Number of screenings

19. How many do you attend per year? • How long are they? • Number per year X minutes for each=? • Divide by 36 weeks to arrive at minutes per week for this value. Staff Meetings

20. Let’s talk about how this might vary from building to building. Do the math and enter minutes per week. Intervention/Consultation Meetings

21. This would be miscellaneous contact with agencies or parents outside the school. Estimate the amount of time per year. Do the math and come up with a value per week. Keep this data clean. Don’t double-count here! i.e. Don’t count all of the hours you are at Parent Conference Nights if you do not meet with parents the whole time and are doing paperwork or IEP meetings. Email/Phone/Parent Conf/SSI Paperwork

22. How many do you do a year of each? Progress Reports/Interims

23. A full-time SLP or teacher is entitled to 200 minutes according to state law. Can we agree to plug 40 min. in here for every day of SLP service that is at this building? Planning, making materials, programming devices

24. Are you doing it the most time-efficient way? Medicaid Documentation

25. Suggestion: Use your monthly travel reimbursement requests and translate it to time. Then divide into minutes per week. Please be sure you are scheduling these services in the most time- and mileage- efficient manner. Travel between buildings

26. Two days of PD per year=16 hours=960 minutes/36 weeks=27 minutes per week or 5 minutes per day. How do we divide this among buildings? Should we plug in 5 minutes per day for every day that an SLP is at the school? Professional Development

27. Figure this by multiplying days at school that an SLP is there at lunch time. Lunch periods per week

28. How many minutes per week are you responsible for building duties? Building Duties

29. Please send completed worksheets for each building to your supervisor by March 12. Your supervisor will plug data into the calculator and come up with a workload minutes per week for each building. Calculating workload per building: Step 3

30. This magic number will be calculated by Ann when your data is plugged into the calculator. Stay tuned. Calculating Workload per Building: Total Minutes per Wk.

31. Will be calculated as we have done it in the past using current caseload data and projections for next year. Your supervisor will send directions to you March 13. Due date for entering your projections into the Databank and the spreadsheets will be March 20. Projected caseload per building