1. Finding the Pot of Gold: An Elusive Quest New Director’s Academy WCASS Spring Conference May 6, 2015

2. Show Me the Money

3. Who are we? Greg Nyen, Stevens Point Area School District John Peterson, Hamilton School District Kurt Eley, Waunakee Community School District

4. Overview of Presentation: Funding Sources Maintenance of Effort (MOE) Categorical Aid IDEA Grants Coordinated Early Intervening Services (CEIS) Transfer of Service High Cost Special Education Aid Contracted Services District Budget

5. Maintenance of Effort

6. Definition of MOE Requirement that certain level of state and local funding is maintained from year to year. Different rules depending on the federal program Analysis of program expenditures not funded with grants

7. IDEA MOE Regulations SEA – Prohibits a state from reducing state financial support for special education below the amount of that support for the preceding fiscal year. (34 CFR 300.163) LEA – IDEA requires that LEAs must budget and expend the same amount of local funding for special education as it expended in the previous fiscal year. (34 CFR 300.203)

8. Local MOE Tests Eligibility Test ◦Local special education budget amounts compared to prior year’s actual expenditures. ◦Determines whether LEA is “eligible” to receive the IDEA entitlement grants Compliance Test ◦Local special education actual expenditures two-year expenditures ◦Determines if LEA is in final compliance with MOE requirement

9. Fiscal Data LEAs submit all Fund 27 (special education) planned expenses including local funded and grant funded expenses. Usually done by the district’s business office Use PI 1504 – Special Education Budget Report – Due December 1 of current fiscal year Data is used in the LEA’s MOE calculation to determine IDEA grant eligibility

10. Fiscal Data LEAs submit all Fund 27 (special education) expenses including local funded and grant funded expenses. Usually done by the district’s business office Use PI 1505 – Special Education Annual Report – Due September 30 for previous fiscal year Data is used to determine LEA’s state special education categorical aid and IDEA MOE compliance

11. Child Count Data Use Individual Student Enrollment System (ISES) October 1 Child Count Looks at and LEA’s financial responsibility for the student Used to determine a “per capita” expenditure amount for purposed of MOE

12. Four Ways to Pass MOE An LEA only needs to pass ONE of the following comparison tests: 1.Local and state expenditures (Project Codes 011 and 019) 2.Local only (Fund 10 and 27) 3.The per student per capita amount of Local and State expenditures. (Project Codes 011 and 019) 4.The per student capita amount of Local only (Fund 10 and 27)

13. Departure of Special Education Staff The voluntary departure by retirement or otherwise or departure for just cause of special education or related services personnel. (34 CFR 300.204 (a)) The difference between salaries and fringe of staff employed between two years. Allowed exceptions: Retirements, Transfers, Resignations and Terminations for just cause Not Allowed exceptions: Lay-offs, Position Eliminations – (Contract Non- renewals)

14. Decrease in Students with Disabilities Enrollment A decrease in enrollment of students with disabilities (34 CFR 300.204 (b)) Per student capita amount must not be lower between comparison years. Reflected in Tests #3 and #4 YearSpecial Ed. Enrollment MOEPer Pupil Cost 201045$100,000$2,222 201140$95,000$2,375 201140$75,000$1875

15. Costly Student Leaves LEA Exceptionally costly student leaves the district ◦Graduates ◦Ages out ◦No longer needs special education Open enrolled student who leaves does not meet this exception Determined by state to be cost greater than open enrollment transfer rate - FY 11 $6,498 Example: ◦PT cost $3,5000 ◦Transportation cost $4,000 ◦Prior to next school year student moves to another district

16. Termination of Costly Expenditures The termination of costly expenditures for long-term purchases, such as the acquisition of a vehicle special education transportation (34 CFR 300.204 (d)) Equipment must have minimum cost of $5,000 to qualify. Vehicles, equipment or remodeling charged to IDEA grant do not qualify.

17. Categorical Aid Included staff Which expenditures are aided? Amount of expenditure eligible for aid Special education teachers and paraprofessionals 100% Directors 100% Nurses 29% Social Workers 59% Psychologists 84% Counselors 10%

18. IDEA Grants Be aware of allowable expenditures Maximize Special Education Categorical Aid Consider utilizing 15% CEIS Allotment Budget for initiatives Reserve funds for the unexpected

19. IDEA funds may be used to benefit students not currently identified as needing special education or related services Students need additional academic or behavioral support to succeed in general education environment No more than 15% Voluntary Required if district found disproportionate Funds supplement not supplant CEIS

20. 34 CFR 300.226 Kindergarten through 12 grade – Emphasis on K-3 For professional development to deliver scientifically based academic and behavioral interventions Providing educational and behavioral evaluations, services, and supports Includes scientifically based literacy instruction CEIS Voluntary Use

21. Number of students who received early intervening services Number of students who received CEIS and who received special education and related services at later time that year Report through ISES, the students who received interventions in the same year the funds are claimed CEIS Reporting Requirements

22. 34 CFR 300.646 Race and ethnicity Based on: ◦Identification of children with a disability ◦Placement in a particular educational setting ◦incidence, duration, and type of disciplinary actions, including suspensions and expulsions CEIS and Disproportionality

23. Review and, if appropriate revise policies, procedures, and practices used in the identification or placement Must use 15% of IDEA funds for efforts related to correcting disproportionality LEA must publically report on revisions of policy, procedures and practices So You Are Disproportionate

24. Transfer of Service Student moving into district New expenditures required Special education and English Language Learners Within WI transfers require previous district response Out of state transfers do not require response Don’t forget B-3 students

25. High Cost Special Education Program WI Statute 115.881 – Created in 2005 Administrative Rule – PI 30 Student-specific special education service costs for an individual student in a single year must exceed $30,000. ◦Amount over $30,000 is eligible for reimbursement on a pro-rated scale. Reimbursement is after the fact – paid a full year after the costs were incurred. Claims for the 2011-12 school year are due January 31, 2013. Reimbursement if 90% of cost over threshold or pro-rated if total claims exceed budget amount

26. Eligible Costs Direct special education instruction or related services ◦Services eligible for reimbursement must be documented in the student’s IEP ◦Examples: Educational Interpreters, Extended School Year (ESY), Job Coaching, Paraprofessionals, Transition-Employment Skills, Transportation Transportation ◦Must be in the student’s IEP ◦Examples: Vehicle insurance, Mileage, Driver Costs, Transportation aide costs ◦If these same costs are also incurred by students who do not meet the definition of high cost, then the costs are ineligible for reimbursement

27. Contracted Services Comparison shopping Way to save money Reference checks Contract in compliance with Omni circular Contract reviewed by district’s attorney

28. Medicaid

29. Medicaid Administrative Claiming (MAC) Allowable activities: ◦Medicaid outreach and related training ◦Facilitating Medicaid eligibility application ◦Health-related referral and monitoring of health service delivery ◦Medical service program planning, policy development and interagency coordination ◦Arranging Medicaid-related transportation and provision of Medicaid-related translation

30. School Based Services Direct Medical Services covered: ◦Physical Therapy ◦Occupational Therapy ◦Speech Therapy ◦Nursing Services ◦Attendant Care Services ◦Psychological Services ◦Counseling Services ◦Social Work Services

31. MAC Staff Pool List Administrators, Principals, Assistant Principals Special Education Teachers Program Coordinators Program Aides Directors and Assistant Directors of Special Education Interpreters Note: Person can only be on one Staff Pool list

32. SBS 1 Staff Pool List Attendant Care Nursing Service Provider/Personal Care Delegated Nursing Service Provider Licensed Counselor Licensed Social Worker/School Social Worker LPN Registered Nurse Note: Person can only be on one Staff Pool list

33. SBS 2 Staff Pool List Audiologist/Audiologist Assistant/Aide/Intern Occupational Therapist/Assistant Physical Therapist/Assistant Psychologist/Assistant/Aide/Intern Speech and Language Pathologist /Assistant/Aide/Intern Note: Person can only be on one Staff Pool list

34. Attendant Care Services Attendant cares services are a range of human assistance provided to students with a disability or chronic condition. The assistance enables them to accomplish tasks in the educational setting that they would normally do for themselves if they did not have a disability or chronic condition.

35. Examples of Attendant Care Services Providing assistance to a child with a disability in the following areas: Eating, including food purchasing and preparation Routine personal hygiene (hand washing, brushing teeth, combing hair, grooming and showering) Dressing Toileting Transferring Routine care of personal assistive devices (eyeglasses, wheelchair, communication boards) Supervision and cuing of activities

36. Services Not Covered under Attendant Care Bus aides during transportation are not covered Skilled services that may be performed only by a health professional Services that are educational in nature. A class all students attend that provides instruction in “Life Skills”. Math, reading instruction

37. Topics from the Field

38. Thank you for all you do!