Special Education Entitlement Grants FY New Hampshire

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					Annual Request for Special Education Funds
           Application Training
            Fiscal Year 2010




                May 28, 2009

   New Hampshire Department of Education
         Bureau of Special Education



                                             1
                Annual Request for Special Education Funds
                           Application Training
                            Fiscal Year 2010
                                 Agenda

    Introductions
   Purpose of today’s training is to understand how to complete
    the FY’10 (2009-2010) IDEA Entitlement Application.
   What’s New / What’s Different
      Coordinated Early Intervening Services (CEIS).

      Children with Disabilities Enrolled by their Parents in

        Private School.
      Maintenance of Effort.

   Tidbits and Clues for a Quicker Application Process.


                                                              2
       Coordinated Early Intervening Services (CEIS)


   A LEA may use up to 15% total of:
      IDEA Part B and Preschool Entitlement grants

      IDEA Recovery: Part B and Preschool grants


   Approved activity
      for children who are not currently identified as children needing
       special education or related services.
      but who need additional academic and behavioral support to
       succeed in a general education environment.
      Grades K-12, with an emphasis on K-3.


   LEA must document numbers and tracking information.

   IDEA Application page 3 & Instruction packet pages 7-8.

                                                                           3
    Coordinated Early Intervening Services (CEIS)


Calculating CEIS
FY 10 – IDEA Regular Entitlement      $352,984
        IDEA Regular Pre -School      $ 11,292
        Total                         $364,276
IDEA Recovery Part B                  $404,847
IDEA Recovery Pre-School              $ 10,347
Total                                 $415,194


                                                    4
Coordinated Early Intervening Services (CEIS)


      Calculating CEIS when reducing MOE

Combined Total                       $779,470
Minus MOE Reduction                  $206,175
Funds Available                      $573,295
Times CEIS %                              .15
CEIS Allocation                      $ 85,994


                                                5
      Children with Disabilities Enrolled by their
      Parents in Private School
      (20 U.S.C.1412(a) (10))

How will the IDEA Recovery Funds be
included in the calculation for proportionate
share of IDEA funds for services to parentally-
placed private school children?
   An LEA must first aggregate the FY 2010 Regular
    Entitlement funds and IDEA Recovery Funds for
    Part B only and then apply the proportionate
    share formula.

                                                      6
      Children with Disabilities Enrolled by their
      Parents in Private School
      (20 U.S.C.1412(a) (10) )

   LEA is responsible to spend the proportionate share of the
    FY’2010 Part B entitlement funds to provide special
    education and related services to parentally placed private
    school children with disabilities. 34CFR§300.133(b)

   An LEA must first aggregate the FY 2010 Regular
    Entitlement Funds and IDEA Recovery Funds for Part B
    only and then apply the proportionate share formula.

   IDEA Application page 4 includes Part I,II, & III &
    Instruction.


                                                                  7
     Children with Disabilities Enrolled by their
     Parents in Private School
     (20 U.S.C.1412(a) (10) )

   When completing the consultation with
    private schools for the 2009 – 2010 school
    year proportionate share, please keep in
    mind the total amount of the proportionate
    share when determining services for
    parentally-placed private school children with
    disabilities.


                                                    8
       Children with Disabilities Enrolled by their
       Parents in Private School
       (20 U.S.C.1412(a) (10) )

   You do not need to calculate the proportionate share
    if:
      you have no private schools in your district at the

        time of consultation, or
      you have no children with disabilities enrolled by

        their parents in private schools in your jurisdiction.




                                                                 9
          Children with Disabilities Enrolled by their
          Parents in Private School
          (20 U.S.C.1412(a) (10) )


   What is the district responsibility if a private school does not
    want services from the school district?
       Districts are responsible to consult with private school representatives
        and parents to ensure equitable participation of services for this
        group of children.

       Districts must document attempts made to complete the consultation
        with private schools and parents or document completion of the
        consultation.

       The district must calculate the proportionate share and if the funds are
        not used, then they will be carried over into the following year.

                                                                              10
           Children with Disabilities Enrolled by their Parents in
           Private School
           (20 U.S.C.1412(a) (10) )


Part I Acknowledgement of Private Schools LEA’s must check the
listing of NH approved non public schools at
www.ed.state.nh.us/education/doe/organization/curriculum/documents/AIINPS
FHExpByTownOpen.pdf
    If no private elementary schools or secondary schools located in your
    district,
           Or

       If private elementary or secondary schools are located in your district
        list private elementary and secondary schools.
           And

       Submit completed “Affirmation of Consultation “ for each private school.
       Form is included in Appendix A.

    Instruction packet pages 8 & 9
                                                                              11
        Children with Disabilities Enrolled by their
        Parents in Private School
        (20 U.S.C.1412(a) (10) )
   Instruction packet page 9.
   Part II – Funds to be carried forward FY’09
    (2008-2009) for parentally placed children with
    disabilities
      LEA has not expended the proportionate share
       in the year the funds were appropriated then it is
       required to show the amount set aside for that
       purpose.
         Amount that has been expended during the
          current fiscal year.
         Amount of funds carried over.


                                                        12
      Children with Disabilities Enrolled by their Parents in
      Private School
      (20 U.S.C.1412(a) (10) )


   Part II Continued
   Calculation for Carry forward –
     (a) Number of children

     (b) Per child proportional share FY’09

     (c) FY’09 allocated amount

     (d) FY’09 proportional funds expended

     (e) Amount of funds carried forward to FY’10




                                                                13
      Children with Disabilities Enrolled by their Parents in
      Private School
      (20 U.S.C.1412(a) (10) )

   Part III Proportional Share for FY’10
   Calculation for Carry forward –
      (a) Number of children

      (b) Per child proportional share FY’10

         Total Entitlement and Recovery divided by the
          total number of children with disabilities (both
          private and LEA).
         Keep Entitlement and Recovery separate.

      (c) FY’10 allocated amount number of children with
           disabilities in private schools times “b.”

                                                                14
      Children with Disabilities Enrolled by their Parents in
      Private School
      (20 U.S.C.1412(a) (10)


   Activity Description Page
     Use completed page 4

     Determine funds to be carried forward

     Figure the Proportional Share

        IDEA Part B Section 611 funds

     Activity, Function/Object/IDEA –B Amount

     Instruction packet page 9




                                                                15
    Annual Request for Special Education Funds
    Application Training
    Fiscal Year (FY) 2010

             Supplement vs. Supplant

Any and all IDEA, Part B funds must be used to
supplement and not supplant State, Local, and
Federal Funds.




                                                 16
      Annual Request for Special Education Funds
      Application Training
      Fiscal Year (FY) 2010

   Maintenance of Effort –
    An LEA may not use its Part B Funds to
    reduce the level of expenditures for the
    education of children with disabilities made
    by the LEA from local funds below the level
    of those expenditures for the preceding
    fiscal year. 34CFR§300.203(a)

                                                   17
     Annual Request for Special Education Funds
     Application Training
     Fiscal Year (FY) 2010

             Maintenance of Effort (MOE)

LEA spends at least the same amount of local and
state funds this year for special education as it spent
last year, or provides justification for decrease.
34CFR§300.204




                                                      18
     Annual Request for Special Education Funds
     Application Training
     Fiscal Year (FY) 2010


In any fiscal year when an LEA receives a subgrant
allocation that exceeds the amount in the previous
year, the LEA may reduce the level of local or state
expenditures by up to 50% of the increase in the
subgrant allocation. 34CFR§300.205(a)
The LEA must spend the ‘freed-up’ local, or state and
local, funds on activities that are under the
Elementary and Secondary Education Act (ESEA) of
1965. 34CFR§300.205(b)

                                                       19
     Annual Request for Special Education Funds
     Application Training
     Fiscal Year (FY) 2010

Flexible authority available under IDEA
  Is available only for LEAs who have been identified
   by the NHDOE as a LEA who “meets
   requirements” through the district determination
   process for 2007-2008.
  The NHDOE is in the processing of making district
   determinations.


                                                    20
       Annual Request for Special Education Funds
       Application Training
       Fiscal Year (FY) 2010

              Using the Flexible Authority
Step 1 –
Has your district been identified for the 2007-2008
school year as “meets requirements?”
If yes, please proceed to step 2.
If no, then you are not able to utilize the flexible
authority.


                                                       21
    Annual Request for Special Education Funds
    Application Training
    Fiscal Year (FY) 2010

           Using the Flexible Authority

Step 2 –
Has your district documented to the NHDOE a
maintenance of effort for FY’10?

If yes, then proceed to Step 3


                                                 22
     Annual Request for Special Education Funds
     Application Training
     Fiscal Year (FY) 2010


Step 3 –
Has your LEA’s current allocation exceeded the
allocation that was received in the previous year for
IDEA?

FY 09 – IDEA Regular Entitlement           $355,151
       IDEA Regular Pre -School            $ 11,970
       Total                               $367,121

                                                        23
    Annual Request for Special Education Funds
    Application Training
    Fiscal Year (FY) 2010


FY 10 – IDEA Regular Entitlement        $352,984
         IDEA Regular Pre -School       $ 11,292
         Total                          $364,276

IDEA Recovery Part B                    $404,847
IDEA Recovery Pre-School                $ 10,347
Total                                   $415,194


                                                   24
  Annual Request for Special Education Funds
  Application Training
  Fiscal Year (FY) 2010

FY’10 - Combined Total            $779,470
        Minus FY’09 Total         $367,121
                            Total $412,349

Your LEA’s current allocation exceeded the
allocation that was received in the previous year
for IDEA, proceed to Step 4.


                                                    25
   Annual Request for Special Education Funds
   Application Training
   Fiscal Year (FY) 2010


Step 4 –
Since your LEA’s total exceeds the amount
in the previous year, the next step is that
the LEA may reduce the level of local or
state expenditures by up to 50% of the
increase in the subgrant allocation.

50% of the $412,349 = $206,175.
                                                26
       Annual Request for Special Education Funds
       Fiscal Year 2010
       Reducing your Maintenance of Effort (MOE)

   Step 5 –
    Reducing your Maintenance of Effort (MOE)
    Your LEA is able to reduce the amount of local, state and
    local and state funds by the increase calculated in Step 4.
    FY 2010 Maintenance of Effort         $1,899,000
            Minus Flexibility Authority   $ 206,175
    FY 2010 Maintenance of Effort         $1,692,825
    Base for the Maintenance of Effort for the following year
    $206,175 is now considered “freed up monies” can be
    spent on ESEA activities.

                                                                  27
    Annual Request for Special Education Funds
    Application Training
    Fiscal Year (FY) 2010
    Tidbits and Clues for a Quicker Application Process

   Instructions pages 3 through 8
   Project Start Date – Cover Page
      Anticipated start date service will be provided with federal
        special education funds.
      Start date cannot be earlier than the date received at the
        Department of Education.
        In no cases can it be earlier that the start date of the fiscal year,
        July 1, 2009.
   Multiple –District SAU choices
      If you want separate grants per District, you must submit
        complete applications for each district, including a cover
        page.
      If you want a consolidated application, you must submit a
        completed page 7 of the Application entitled “Consolidated
        Application.“

                                                                            28
         Annual Request for Special Education Funds
         Application Training
         Fiscal Year 2010 Application ~ Page 2
         Project Description

   Instructions pages 2 through 7.

   The Project Description ~ Page 2
      Priority to be Addressed, Activities, Function/ Object and Amounts.



   More than one Project Description page 2
      Additional project description pages(2a-2k) are located in Appendix A



   Priorities ~ New Hampshire Special Education State Performance
    Plan/Annual Report
    www.ed.state.nh.us/education/doe/organization/instruction/SpecialEd/20
    08%20SPP%20APR/February2008APRSPP.htm


                                                                             29
       Annual Request for Special Education Funds
       Application Training
       Fiscal Year (FY) 2010 Application ~ Page 5
       NIMAS/NIMAC 20 U.S.C. 1412(a)(23),147(e)



   National Instructional Materials Accessibility
    Standard (NIMAS) and National Instructional
    Materials Accessibility Center (NIMAC).
   Special Education FY’06 Memo #23.
   District assurance of participation with NIMAC.
   Or, the District provides assurance that the
    requirement will be met without NIMAC.
   Instructions page 11.

                                                      30
            Annual Request for Special Education Funds
            Application Training
            Fiscal Year (FY) 2010
            Charter School Assurances 20 U.S.C. 1411(e)
   The LEA must provide information annually to demonstrate with respect to
    Charter schools of the LEA, the LEA will:

        (a) Serve children with disabilities attending those schools in the same
         manner as it serves children with disabilities in its other schools; and
        (b) Provide funds under Part B of the Act to those schools in the same
         manner, or
        (c) If there are no charter schools that are public schools of the LEA in the
         jurisdiction of the LEA, please check the box provided.

        Special Education FY’07 Memo #1, July 12, 2006.

        Instructions page10.




                                                                                         31
       Annual Request for Special Education Funds
       Application Training
       Fiscal Year (FY) 2010
       Charter School Assurances 20 U.S.C. 1411(e)


   “Charter School” means an open enrollment public
    school, operated independent of any school board of
    education to supervise and control Charter school.
   The New Hampshire State Board of Education is
    authorized to approve Charter schools.
   Currently there are no Charter schools that are public
    schools of the LEA.
   The child’s LEA of residence remains responsible to
    provide FAPE.
    www.ed.state.nh.us/education/doe/organization/curriculum/SchoolAp
    proval/CharterSchools/CharterSchoolsHomePage.htm


                                                                        32
            Annual Request for Special Education Funds
            Application Training
            Fiscal Year (FY) 2010
            Assurance Documentation Section II

   Assurance Part II
      12 Assurances

      Fully complete all sections including page numbers

      Do not submit the actual document

      Assurance that the school district will meet IDEA requirements
       involving Participation in State & District Wide Assessments
       Special Education FY’07 Memo #18, January 14, 2007

        Assurance that the school district will meet the IDEA 04 compliance
         requirements regarding the McKinney-Vento Act
         www.ed.state.nh.us/education/doe/organization/instruction/boip/TitleX.htm

   Application page 9 & Instructions pages 11, 12, &13



                                                                                     33
      Annual Request for Special Education Funds
      Application Training
      Fiscal Year (FY) 2010 Assurance Documentation
      Section III

   Review application pages 10 & 11.
   List each separate LEA participating in the
    request.
   Superintendent or other authorized
    personnel must sign and date the form for
    each LEA participating.
   Instruction Packet pages 13 & 14.

                                                      34
     Annual Request for Special Education Funds
     Application Training
     Fiscal Year (FY) 2010
     Approval Process

   Bureau of Special Education Grant Approval
     Review of the Application

   Bureau of Special Education Financial Approval
     Review of the Form 1 in comparison to

      Project Description pages
   Checklists are sent to District
       Only areas that need attention are identified on the checklists
   Instructions pages 14 & 15.

                                                                          35
      Annual Request for Special Education Funds
      Application Training
      Fiscal Year (FY) 2010 Contracts


Purchased Services Contracts and Agreements
 In cases where the contract or purchased services
  agreement is negotiated with a sole source of procurement
  and the aggregate amount of expenditure will exceed
  $5,000.00, page 34 of the Federal Funds Financial
  Management Manual requires their submission to the
  Department of Education for prior approval. Contracts
  LEAs enter into with individual related services providers or
  private educational agencies or institutions fall into this
  category when the contract price is greater than
  $5,000.00.

                                                             36
      Annual Request for Special Education Funds
      Application Training

      Fiscal Year (FY) 2010 Contracts

   If the contract amount is less than $5,000.00 for each
    individual related services providers or private educational
    agencies or institutions then please indicate this on the
    project description page.
   In all contract situations, whether short or long term,
    negotiated or competitively bid, the fiscal agent for federal
    funds must adhere to the procurement standards described
    on pages 33 and 34 of the Federal Funds Financial
    Management Manual.
   The original copy of any contract must be kept with the
    financial records of the project.

                                                               37
      Completing the Annual Request for Special Education Funds
      Application Training
      Fiscal Year (FY) 2010
      Tips



   Allocations have been determined for each district.
        These figures are the entitlement amounts that should be
         used in preparation of your request for federal special
         education funds.
        These figures reflect the formula that went into effect in
         Fiscal Year 2000 for IDEA and Fiscal Year 1997 as
         described by Code of Federal Regulation Part 300.705.

   Special Education Memo FY’09 Memo #34
    http://www.ed.state.nh.us/education/doe/organization/instruction/SpecialEd/Me
    mos/FY09Memorandum.htm




                                                                                    38
      Annual Request for Special Education Funds
      Application Training
      Fiscal Year (FY) 2010 Application Key Forms


   Instructions pages 14 &15

   Form 1 – your request for funds
      You submit to the Bureau of Special Education



   Form 2 – DOE authorization to expend funds
      The Bureau issues once your application is approved




                                                             39
       Annual Request for Special Education Funds
       Application Training
       Fiscal Year 2010
       Tips ~ Form 1


   Instructions page 14
   Front of the Form 1
      Superintendent or authorized designee original
       signature on the Form 1 every time you submit
       changes or revisions.
      Signature on all pages of the Form 1.

      Change # on the Form 1 is “original” until the project
       number is assigned by the Department.
   The Fiscal Agent on the Form 1 must be only one of the
    following:
      SAU Superintendent or District Treasurer.
                                                                40
     Annual Request for Special Education Funds
     Application Training
     Fiscal Year 2010
     Tips & Tidbits Form 1

   Back of the Form 1

       The top section and bottom of the Form 1 must equal.
       Provide a description of each Function/Object line of the Form 1
        in the bottom section.
       Indirect Costs must be calculated correctly (rounding up is not
        allowed). The amount is based on direct project costs only.

   Instructions pages 14 &15.


.

                                                                           41
     Annual Request for Special Education Funds
     Fiscal Year 2010
     Revision vs. Change


   A Revision occurs prior to the issuance of
    the original Form 2.

   A Change occurs after the issuance of the
    original Form 2.



                                                  42
       Annual Request for Special Education Funds
       Fiscal Year 2010
       Submitting Revisions


   Prior to issuance of original Form 2:
      Submit -

          a cover letter that explains the revisions.

          corrected Project Description Pages only.

          corrected Pages 3-13, if needed.

          corrected Form 1.



   DO NOT submit entire packet again, unless requested.

   Instructions page 15.



                                                           43
       Annual Request for Special Education Funds
       Fiscal Year 2010
       Submitting Changes

   After issuance of original Form 2:
      Submit -

          new Form 1 with changes.

          letter justifying changes, along with clear

           explanation of what those changes are.
   Example: We are changing 1200/110 (personnel) for
    $4,000 to 1200/300 (contracted services) for $4,000. The
    employee was unavailable to provide speech services, so
    we had to contract for these services
   Instructions page 15.


                                                               44
          Annual Request for Special Education Funds
          Fiscal Year 2010


Send original and one (1) copy of application, revisions, changes,
and correspondence to:

                          Tamela Dalrymple
              New Hampshire Department of Education
                    Bureau of Special Education
           Attn: Application for Special Education Funding
                         101 Pleasant Street
                  Concord New Hampshire 03301

                          Telephone: 271-3741
                                Fax: 271-1099



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