Special Education Transportation Reporting SW/WC Service Cooperative RMIC - Region IV
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1 Special Education Transportation Reporting SW/WC Service Cooperative RMIC - Region IV April 14, 2015 Julie Belisle, MDE Student Transportation Specialist Kelly Wosika, MDE Student Accounting Specialist Leading for educational excellence and equity. Every day for every one.
2 Transportation Reporting Transportation Data Gathered on Three Reports Pupil Transportation Annual Report Paper Report MARSS Student Accounting (Automated) UFARS Financial Accounting (Automated) education.state.mn.us 2
3 Key District Personnel Transportation Supervisor School Bus Contractor MARSS Coordinator Business Manager/Bookkeeper education.state.mn.us 3
4 MARSS Transportation Reporting Field which indicates which districts will enter the student s to-and-from school MARSS Transportation Code for the regular school term. To-and-from school transportation is defined as the student s trip to school at the beginning of the school day and trip home at the end of the school day. education.state.mn.us 4
5 MARSS Transportation Categories Seven possible MARSS Transportation Categories are: 00 Walker or transportation field does not apply Regular 02 Excess 04 Desegregation 05 Ineligible and education.state.mn.us 5
6 MARSS Transportation Categories Disabled Code 03 Include those students who actually receive special education transportation services or special accommodations. Students must have an IEP that specifies special education transportation adaptations or accommodations. Students that cannot ride on regular bus routes with the majority of the district s students because of the location of their classes, disabling conditions or the unique time schedules of their programs. education.state.mn.us 6
7 MARSS Transportation Categories Disabled Code 03 Special Accommodations: Students with disabilities can ride regular bus routes if special accommodations are made to the regular bus routes such as using buses with lifts or ramps or having aides ride the regular bus routes. If district did not make these special accommodations, the students with disabilities would have to be transported on special routes. education.state.mn.us 7
8 MARSS Transportation Categories Special Transportation Code 06 Students must be receiving transportation services to and from: Homeless or unaccompanied youth Attending care and treatment facility Has a temporary disability or a 504 accommodation plan education.state.mn.us 8
9 Relationship Between MARSS and UFARS MARSS UFARS 00-Walker...None or 719, 721, Regular Regular 02-Excess..720-Regular 03-Disabled Special Ed 04-Desegregation or 315 Deseg 05-Ineligible Ineligible 06-Special Special education.state.mn.us 9
10 Transportation Funding Cost Allocation Provided in Statute Salary and fringe benefit limitations Standard basis for both district and contract bus service miles, hours, routes Direct charge cost to appropriate category if reasonable Some expenditures are not allocated Further allocation on a cost per student may need to be done education.state.mn.us 10
11 Data Verification Report (DVR) Ties together MARSS, Paper Annual Report and UFARS To view your district s report go to the Minnesota Department of Education s home page Data Reports and Analytics Under the School Finance Reports section, click on the Minnesota Funding Report (MFR) Use the drop down box to find your district Use the drop down box to find All Reports Use the drop down box to find Year Scroll down to the Transportation Data Verification Report Click on List Reports box Click on the report link education.state.mn.us 11
12 Transportation Funding Special Needs Transportation Revenue is based on current year expenditures. ( expenditures in Finance Dimension 723 and 728 are used to determine funding for ) Excess special education revenue provides additional funding for districts that have high levels of unreimbursed cost. Aid is determined by a revenue capped reimbursement formula set at fixed dollar amount. Note: This changes in FY education.state.mn.us 12
13 Transportation Funding Tuition Billing Tuition Billing occurs when a district other than the resident district (where a student s parents reside) provides education to a special education student. The district serving the student is responsible for providing the special education services. education.state.mn.us 13
14 Transportation Funding Tuition Billing The Minnesota Department of Education Tuition Billing system will calculate rates from UFARS MARSS and EDRS data submitted by the districts. The system will calculate tuition invoices for all non-resident students with IEPs. The student s MARSS coding should indicate the correct Resident District, Transporting District and Transportation Category 03-Disabled to trigger Tuition Billing. education.state.mn.us 14
15 Transportation Reports Available on the MARSS Web Edit System (WES) State-wide year-end reports Based on the Transporting District Number and Type fields in MARSS Share with business office and transportation department education.state.mn.us 15
16 Transportation Reports on the MARSS Web Edit System (WES) MARSS #20 Total Public Students Transported By Category: This report shows the district total count of students reported with each of the transportation categories. MARSS #47 Total Public Students Transported By Category: Shows the number of student reported by category for the past four years. MARSS #48 Pupil Transportation - Totals by School: Shows the breakdown of student transported by category for each school. education.state.mn.us 16
17 Transportation Reports on the MARSS Web Edit System (WES) (3) MARSS #45 Transporting District: Detailed list of some students. SAC: 05,06,08,10,14,19,26,27 and 28. MARSS #49 Nonresident Student with MARSS Transportation Code 03-Disabled: To help district with the tuition billing process which includes unreimbursed transportation expenses. education.state.mn.us 17
18 Agenda Topics What needs to be done to receive the funding? Accurately report transportation expenditures with the appropriate MARSS Transportation Category and the number of miles, hours or routes. MARSS UFARS Pupil Transportation Report Check various transportation reports for accuracy. MARSS #20, 45, 47, 48, 49 and the Data Verification Report education.state.mn.us 18
19 Agenda Topics What documentation needs to be kept? Records Retention Schedule School Support Compliance and Assistance Compliance and Assistance Q & A s Due Process Rights, Data Privacy and Other Student Rights. Cumulative Records education.state.mn.us 19
20 Who is responsible for transportation? Enrollment Options Students, (open enrolled) The enrolling district is obligated to transport the enrollment options student within the district. If the enrollment options student has a disability and the pupil requires special transportation to get to and from school, the enrolling district may be required to transport the student from the student s home to the education site. Based on the student's IEP.
21 Who is responsible for transportation? District Places Student for Special Education District arranges an appropriate education program through an agreement with the serving district. If the student requires special education transportation, the placing district provides transportation to the education site. Based on the student s IEP.
22 Who is responsible for transportation? Care and Treatment o Residential Facility - district where facility is located o Day Treatment student s resident district. Homeless - district of origin enrolling district.
23 Agenda Topics Who should report on finance? Generally, the district that provides the transportation should be reported as the Transporting District in MARSS and claim the cost in UFARS. The district is statutorily obligated to provide the transportation. At times, another district maybe fiscally responsible. For example, special education transportation of nonresident students. Districts can mutual agree to have another district provide the transportation. Be clear on what district is going to claim the cost for state aid. education.state.mn.us 23
24 Agenda Topics Who receives special education aid entitlement? The district that reports the cost in UFARS, Finance Code 723 or 728 receives the special education aid entitlement. education.state.mn.us 24
25 Agenda Topics Can parents transport? Yes, parents can provide transportation for their own child and be reimbursed by the district. A district can claim the reimbursement in UFARS under Finance Code 723, Object Code 360. Report the miles on the paper report under contract-owned and the vehicle as contract-owned, Type III. Doesn t need to have vehicle inspected by Department of Public Safety. Have contract in place with details of agreement. If the parent can t provide or is unwilling the district must provide. Make sure parent has car insurance. Sample contract with parent on MDE website. education.state.mn.us 25
26 Situation #1 Transportation of Students Attending Care and Treatment Programs Transportation Responsibility of Students that attend Care and Treatment Programs Residential where the facility is located Day Treatment Centers resident District Minnesota Statutes 125A.15 and 125A.51 Transportation to Day Treatment Program Frequently Asked Questions Students that have a 504 Accommodation Plan Section 504 of the Rehabilitation Act of 1973 is a federal civil rights statute that assures individuals will not be discriminated against based on their disability education.state.mn.us 26
27 Transportation of Students Attending Care and Treatment Programs and Special Education Rule of Thumb The reason for the transportation would be the criteria to select the appropriate Finance Dimension (Fin Dim). If the purpose of the trip is to bring/take the student to his/her instructional environment and the student has special transportation adaptions or accommodations in his /her IEP, use Fin Dim Special Education Transportation. If the purpose of the transportation is to take the student to a care and treatment site or to return the student to the school of origin, then the appropriate Fin Dim is Special Transportation. If the student is being transported to a care and treatment site even if the student has special transportation in his/her IEP, the purpose of the transportation would be Fin Dim Special Transportation. education.state.mn.us 27
28 Situation #2 Transportation of Student Experiencing Homelessness The district that enrolls the homeless student will be responsible for the transportation. For charter schools, the district or charter school currently providing transportation for all other students must provide transportation. For cooperative and intermediate school districts, the resident district is responsible for providing transportation. Transportation funding through the Special Education Aid Entitlement Formula. Transportation of Students Experiencing Homelessness education.state.mn.us 28
29 Situation #3 Transportation of Early Childhood Special Education (ECSE) Students The IEP team should write in the IEP that the child will be receiving the related service of transportation. Special education transportation will be provided because of the timing or location of the classes. The district claims the cost of the trip in special education transportation because of the special routing. Code the student s 03-Disabled. Report the cost in UFARS, Finance Code 723. education.state.mn.us 29
30 Situation #4 Foster Care Students initially placed in the foster system in Minnesota may meet the McKinney-Vento definition of homeless until the required court hearings have been completed and the student is formally placed into long-term foster care. Each district s and charter school s homeless liaison needs to make the actual determination. Students that are placed into a foster care temporarily can be transported under Special Transportation. Students that are placed into long-term foster care may not be eligible for Special Transportation. education.state.mn.us 30
31 Resources Resources for Special Education Transportation National School Transportation Specifications and Procedures Reference Guide to Transporting Students with Disabilities education.state.mn.us 31
32 For more information on student transportation: Go to Minnesota Department of Education Home Page - School Support - School Finance - Transportation - By Student Type Resources Topics include Charter Schools, Day Treatment, Homelessness, Student with Disabilities, Non-Public and Open Enrollment education.state.mn.us 32
33 MDE School Finance Questions? Julie Belisle, Student Transportation Specialist or Kelly Wosika, Student Accounting Specialist or education.state.mn.us 33
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