SPECIAL EDUCATION PROGRAM LANGUAGE & BUSINESS ACCOUNTING RESOURCE

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1 SPECIAL EDUCATION PROGRAM LANGUAGE & BUSINESS ACCOUNTING RESOURCE April 28, 2014

2 SONOMA COUNTY CHARTER SPECIAL EDUCATION LOCAL PLAN AREA SPECIAL EDUCATION PROGRAM LANGUAGE & BUSINESS ACCOUNTING RESOURCE Standardized Account Code Structure (SACS) The Standardized Account Code Structure (SACS) provides a statewide consistent financial data to be submitted to the California Department of Education (CDE) and United States Department of Education. SACS complies with federal reporting requirements and gives us the ability to account for revenues and expenses by funding sources. Although Charter Schools may use the alternate form and may not use SACS account code structure, a system for identifying revenue and expenses by Special Education categories should be used. Revenue: Ø Report federal and state revenue distributed from the SELPA by the appropriate resource and object codes Ø At year end close, the federal revenue and federal expenses should match. Ø Resources & Object Codes: Ø Federal Revenue: Resource #3310 Local Assistance Entitlement Revenue Object Code - #8181 Federal Special Education IDEA At year end the federal revenue should match the federal expenses Ø State Revenue: Resource #6500 AB 602 Revenue Revenue Object Code - #8792 Transfers of Apportionment from County Offices Revenue Object Code - #8980 Local Contributions Revenue Object Code - #8091 Revenue Limit Dollars Transfers Resource #6512 Educationally-Related Mental Health Services Revenue Object Code - #8590 Other State Revenue 2

3 Expenses: Report ALL special education expenses Ø Charter School LEAs expenses will typically be coded in the following Goals: #5001 Special Education Unspecified #5750 Special Education Ages 5 22 Severely Disabled #5770 Special Education Ages 5 22 Non-severely Disabled : If using Goal #5750 to report cost for students with a severe disabilities or Goal #5770 to report cost for student with a non-severe disabilities you will need to delineate further by using a function code. The function codes to be used when using Goal #5750 or #5770 are as follows: Ø Instruction: #1000 General Instruction #1110 Special Education: Separate Classes #1120 Special Education: Resource Specialist Instruction or Specialized Academic Instruction #1130 Special Education: Supplemental Aids and services in Regular Classrooms #1180 Special Education: Nonpublic Schools/Agencies #1190 Special Education: Other Specialized Instructional Services Ø Instruction Related Services: #2100 Instructional Supervision & Administration #2110 Instructional Supervision #2150 Instructional Administration Special Projects #2420 Instructional Library, Media, technology #2490 Other Instruction Resources #2700 School Administration Ø Pupil Services: #3110 Guidance & Counseling Service #3120 Psychological Services #3130 Attendance & Social Work Services #3140 Health Services #3150 Speech Pathology & Audiology Services #3600 Transportation #3900 Other Pupil Services 3

4 Detained Definitions of the Special Education Function Code: # Special Education Instruction. Specialized instruction provided to special education students with individualized education programs (IEPs). These functions measure the salaries and associated costs of those personnel who work directly with the students to teach them. The following instructional functions must to used with the special education goals; they may not be used with Goal #5001, Special Education Unspecified. #1110 Special Education: Separate Classes. Salaries, supplies, and other costs to provide separate instruction requiring placement in a separate setting because of the nature of severity of the students special needs. Instruction may be provided in special classrooms on a part-time or full-time basis (Education Code Section 56364). Students may receive a full continuum of services (Education code section 56361); however, this function records the cost of only one of those services, that of the separate class. #1120 Special Education: Resource Specialist Instruction/Specialized Academic Instruction. Salaries, supplies, and other costs to provide instruction and services for those students whose needs have been identified in an IEP, who receive services under the direction of a RSP/SAI, and who are assigned to another classroom or a special education separate class for a majority of a school day (Education Code Section 56361); however. This function records the cost of only one of those services, that of the RSP/SAI. #1130 Special Education: Supplemental Aids and Services in Regular Classrooms. Salaries, supplies, and other costs needed to allow a student to receive instruction provided in a regular education classroom or in an instructional setting other than those provided for in Function #1110 Special Education: Separate Classes; Function #1120 Resource specialist Instruction/Specialized Academic Instruction; or Function #1180 Nonpublic Schools/Agencies. Supplemental aids and services make possible program modifications and blended programs with more flexibility for the special education student. Function #1130 services include, but not limited to, the following: Ø Special Education Instructional Aides Teaching assistants necessary to allow a special education student to participate in a regular classroom. Ø Interpreter Services Sign language interpretation of spoken language through the sign system of the student and tutoring of students regarding class content through the sign system of the student. Ø Braille services Transcription services to convert materials form print to Braille. Transcription is for textbooks, test, worksheets, or other instructional necessities. Ø Assistive Technology Devices that allow a student to participate in a regular classroom environment. Ø Special Education Home & Hospital Instruction Instructional services provided to students with special needs who are either homebound or in a hospital. #1180 Special Education: Nonpublic Schools/Agencies (NPS/A) Instruction in accord with IEP provided by a certified NPS/A under contract with a district, Special Education Local Plan Area (SELPA), or county office when no appropriate public education program is available (Education Code Section 56365). 4

5 #1190 Special Education: Other Specialized Instructional Services. Specialized instructional provided in accordance with an IEP on a pullout and/or blended basis to any special education student to supplement the instruction provided in a separate special education class, a nonpublic school, or a regular education setting. These services are instructional in nature and are provided by or under the supervision of certificated special education teachers. Other health, counseling, or psychological services provided to a special education student to help him or her benefit educationally from the regular instruction program are coded under the Pupil Services functions. The difference between types of services in an instructional function and a pupil services function sometimes may be difficult to distinguish. The main questions to bear in mind is whether the student is receiving direct instruction or is being given a supplemental health or other professional service that facilitates instruction, For example, an adaptive physical education teacher provides an instructional services in which the main purpose of the class is to provide physical education. A nurse or dentist provides health care that enhances the physical condition of a student so that she or he is better able to participate in an instructional setting. As another example, a speech teacher may teach students using special techniques to help them speak and understand verbal signals, which would be coded to Function #1190; but a speech specialist, who diagnoses specific speech disorders and refers problems for medical or other professional attention to treat speech disorders, is more properly coded to Function #3150, Speech Pathology and Audiology Services. Function #1190 services include, but are not limited to, the following: Ø Language and Speech Instruction provided by a certificated teacher in language and speech skills to provide remedial intervention for students with difficulty understanding or using spoken language. The difficulty may result from problems with articulation, abnormal voice quality, fluency, or herring loss. Ø Adaptive Physical Education Direct physical education services provided by an adaptive physical education teacher to pupils who have needs that cannot be adequately satisfied in other physical education programs. Ø Orientation and Mobility Instruction Instruction for students with identified visual impairments to develop skills in body awareness and movement around school and in the community. Ø Vocational Education Training Instruction directly related to the preparation of individuals for paid or unpaid employment. This instruction may include provision for work experience, job coaching, job placement, and situational assessment. Ø Vision Services This is a broad category of services provided to student with visual impairments. Assessment of an individual s visual ability should be coded to Function #3140, Health Services. The cost of classroom visual aids, such as curriculum modification and Braille textbooks, used in a general classroom setting should be coded to Function #1130. Other specialized vision services coded to Function #1190 include the student s concept development; instruction in communication skills, such as reading Braille; and career, vocational, and independent living skills. Ø Education Technological Services Any specialized training or technical support for the incorporation of assistive devices, adaptive computer technology, or specialized media for the educational programs of the student. Ø Assistive Services Training or technical assistance for students. See Pupil Services functions for the functional analysis of the student s needs, including selecting, designing, fitting, customizing, or repairing appropriate devices. Ø Sign Language Service Instruction in the use of sign language. This training is provided separately for the student. The provision of interpreters in the classroom is coded to Function #1130, Supplemental Aids and Services in Regular Classrooms. 5

6 Instructional Costs: Ø Instructional cost relate directly to instructional programs. Ø Some examples include: Salaries & Benefits of the teachers and instructional assistants Textbooks & Instructional Supplies Travel & Conference expenses for employees in the instructional programs Repairs, maintenance & replacement of instructional equipment Ø Instructional cost are always direct-charged to a specific goal. Ø Questions to ask to establish the appropriate account code: What Resource? State Funding #6500 Federal Funding #3310 What Goal? Special Education, Ages 5-22, Severely Disabled #5750 Special Education, Ages 5-22, Non-severely Disabled #5770 What Function? Separate Special Day Classes (SDC) #1100 Resource Specialist Program (RSP) or Specialized Academic Instruction (SAI) #1120 What object code? Certificated Salaries #1XXX Classified Assistant #2XXX Benefits #3XXX Textbooks or Supplies #4XXX Travel & Conference Expenses #5XXX Ø EXAMPLE : Coding for a RSP/SAI teacher serving non-severely disabled students ages 5-22: Fund #01 General Fund Resource #6500 Special Education State Funding Year #0, typically always 0 Goal #5770 Special Education, Ages 5-22 Non-Severely Disabled Function #1120 Special Education, Resource Specialist or Specialized Academic Instruction Object Code #1100 Special Education Teacher Salary Fund Resource Goal Function Object Code

7 Support Costs: Support cost relate to the peripheral services necessary to maintain the instructional programs, including supervision of instruction, library, classroom technology, school administration, pupil support services plant maintenance and operations, facilities rentals and leases, and pupil transportation. Support costs may be direct-charged to a goal if proper documentation exists; but, more commonly, they are accumulated in Goal #0000, undistributed and subsequently allocated to programs on the basis of standardized program cost allocation factors. Support costs are cost of activities conducted in support of instructional programs. Ø Questions to ask to establish the appropriate account code: What Resource? State Funding #6500 Federal Funding #3310 What Goal? Special Education, Ages 5-22, Severely Disabled #5750 Special Education, Ages 5-22, Non-severely Disabled #5770 What Function? Instructional Library, Media, & Technology #2420 What object code? Certificated Salaries #1XXX Classified Salaries #2XXX Benefits #3XXX Textbooks or Supplies #4XXX Travel & Conference Expenses #5XXX Ø EXAMPLE : Coding for Library Services for a RSP/SAI Class serving non-severely disabled students ages 5-22: Fund #01 General Fund Resource #6500 Special Education State Funding Year #0, typically always 0 Goal #5770 Special Education, Ages 5-22 Non-Severely Disabled Function #2420 Instructional Library, Media, & Technology Object Code #1100 Classified Pupil Support Salaries Fund Resource Goal Function Object Code

8 Central Administration Costs: Central administration costs are farthest removed form the classroom but are still necessary for program to operate. These agency wide costs, including budgeting, personnel, accounting, centralized data processing, school board, and superintendent, are collected in Goal #0000, undistributed, and then distributed proportionately to all programs on the basis of a central administrative ratio (percentage) Ø Questions to ask to establish the appropriate account code: What Resource? State Funding #6500 Federal Funding #3310 What Goal? Special Education, Ages 5-22, Severely Disabled #5750 Special Education, Ages 5-22, Non-severely Disabled #5770 What Function? Separate Special Day Classes (SDC) #1100 Resource Specialist Program (RSP) or Specialized Academic Instruction (SAI) #1120 What object code? Teacher Salaries #1XXX Classified Assistant #2XXX Benefits #3XXX Textbooks or Supplies #4XXX Travel & Conference Expenses #5XXX Ø EXAMPLE : Coding for a RSP/SAI teacher serving non-severely disabled students ages 5-22: Fund #01 General Fund Resource #6500 Special Education State Funding Year #0, typically always 0 Goal #5770 Special Education, Ages 5-22 Non-Severely Disabled Function #1120 Special Education, Resource Specialist or Specialized Academic Instruction Object Code #1100 Teacher Salary Fund Resource Goal Function Object Code

9 Other Costs: Other costs, such as debt services, transfers between agencies, and facilities acquisition and construction not associated with individual programs for cost accounting purposes. Ø Questions to ask to establish the appropriate account code: What Resource? State Funding #6500 Federal Funding #3310 What Goal? Special Education, Ages 5-22, Severely Disabled #5750 Special Education, Ages 5-22, Non-severely Disabled #5770 What Function? Separate Special Day Classes (SDC) #1100 Resource Specialist Program (RSP) or Specialized Academic Instruction (SAI) #1120 What object code? Special Education Teacher Salaries #1XXX Special Education Classified Assistant #2XXX Benefits #3XXX Textbooks or Supplies #4XXX Travel & Conference Expenses #5XXX Ø EXAMPLE : Coding for a RSP/SAI teacher serving non-severely disabled students ages 5-22: Fund #01 General Fund Resource #6500 Special Education State Funding Year #0, typically always 0 Goal #5770 Special Education, Ages 5-22 Non-Severely Disabled Function #1120 Special Education, Resource Specialist or Specialized Academic Instruction Object Code #1100 Teacher Salary Fund Resource Goal Function Object Code

10 ACRONYMS USED IN SPECIAL EDUCATION ADA Average Daily Attendance ADD/ADHD Attention Deficit Disorder / Attention Deficit Hyperactivity Disorder ADR Alternative Dispute Resolution APE Adaptive Physical Education AT Assistive Technology AU Administrative Unit of the SELPA CAC Community Advisory Committee CASEMIS California Special Education Management information System CCR California Code of Regulations (Title 5) CCS California Children s Services CDE California Department of Education COE County Office of Education COLA Cost of Living Adjustment DDS Department of Developmental Services DHS Department of Health Services DSS Department of Social Services DIS Designated Instruction & Services DOF Department of Finance ED Education Code ED Emotionally Disturbed or Emotional Disturbance ESL English as a Second Language ESY Extended School Year FAPE Free Appropriate Public Education FFH Family Foster Home FIEP Facilitated Individualized Education Program FTE Full-time Equivalent IA Instructional Assistant IDEA Individuals with Disabilities Education Act Federal law regarding special education IEP Individualized Education Program ISA Individualized Service Agreements (for NPS/A) ISP Individualized Service Plan (for private schools) ITP Individualized Transition Program KPI Key Performance Indicators LCI Licensed Children s Institution LD (orlh) Learning Disabled (Learning Handicapped) LEA Local Educational Agency (i.e., a district, charter school, county office of education) LGFC Local General Fund Contribution LRE Least Restrictive Environment MOU Memorandum of Understanding NCLB No Child Left Behind NPS/NPA Nonpublic School/Nonpublic Agency NSH Non-Severely Handicapped (disabled) OT Occupational Therapy/Therapist PS Program Specialist PT Physical Therapy/Therapist QAP Quality Assistance Program RLA Responsible Local Agency RS Regionalized Services 10

11 RSP SACS SAI SBE SDC SELPA SESR SH SIP SLS SOP SST Resource Specialist Program Standardized Account Code Structure Specialized Academic Instruction State Board of Education Special Education Class Special Education Local Plan Area Special Education Self Review Severely Handicapped (disabled) School Improvement Plan Speech and Language Specialist State Operated Programs (Diagnostic Centers, School for the Blind, School for the Deaf) Student Study Team; also Student Success Team 11

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