1. TEA|Division of IDEA Coordination May 2011
Special Education Consolidated Grant Application and Program Guidelines Revisions for
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

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

14. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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
I was eligible to voluntarily reduce MOE for 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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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:
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

24. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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 6200 Professional 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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
BS6006 – Part
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
Program Guidelines
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

33. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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:
or contact the Division of School Financial Audits at 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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
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. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
Schoolwide Programs
Added:
Information related to schoolwide programs added to the program guidelines and to the special education webpage
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

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

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

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

54. 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)
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

55. 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
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

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

57. SC5100 CEIS Data Collection Form
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

58. SC5100 CEIS Data Collection Form
Added an additional year of data collection
SC5100 CEIS Data Collection form:
Line a: Number of students served by CEIS during
Line b: Number of students served by CEIS during AND subsequently received special education and/or related services in
Line c: Number of students served by CEIS during AND subsequently received special education and/or related services in
NEW Line d: Number of students served by CEIS during AND subsequently received special education and/or related services in
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

59. Program Guidelines Related to SC5100
Example given for data collection for three years:
If nondisabled, struggling students receive CEIS in :
First Year Submission SC5100:
Report on Row “a” the number of students who received CEIS in
Report on Row “b” the number of those students in Row “a” who subsequently received special education and/or related services in
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

60. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
SC5100 Example continued
Second Year Submission SC5100
Report on Row “c” the number of those students who received CEIS in and subsequently received special education and/or related services in
Do not report the students who received special education and/or related services in since they were reported on the previous year’s SC5100
Only report those students who received CEIS in and FIRST began receiving special education and/or related services in
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

61. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
SC5100 Example continued
Third Year Submission – SC5100
Report on Row “d” the number of those students who received CEIS in and subsequently received special education and/or related services in
Do not report students who received special education and/or related services in or since they were reported in the previous years’ SC5100s
Only report those students who received CEIS in and FIRST began receiving special education and/or related services in
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]

62. TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]
Questions?
Contact the Division of IDEA Coordination
Phone:
Ask for a member of the funding team
TEA|Division of IDEA Coordination May 2011 [Revised 5/10/11]