LOS ANGELES UNIFIED SCHOOL DISTRICT MEMORANDUM

Transcription

1 TITLE: NUMBER: ISSUER: Allocation for Support of Special Education Programs (Programs and 12544) DATE: July 6, 2015 Sharyn Howell, Executive Director Division of Special Education ROUTING All Locations Director, Budget Services Local Instructional Area Superintendents Instructional Directors Local Instructional Area Fiscal Specialists Support Education Service Center Administrators School Site Administrators Resource Specialist Teachers Special Day Program Teachers PURPOSE: MAJOR CHANGES: BACKGROUND: The purpose of this Memorandum is to inform District-operated schools and early childhood education centers of the procedures and school administrators responsibilities for the Program funds allocated to support special education compliance and the status of Program funds for the same period. Effective July 1, 2015, Program funds will no longer be provided to schools. The Special Allocation for Support of Special Education Compliance (Program 12817) is provided as a supplement to the school budget to be used in conjunction with all available resources at a school site. The allocation for will be 85 for each student with an active Individualized Education Program (IEP) in the Welligent System and enrolled in the school at the time of the allocation. Students in a special day program, resource specialist program, and in a general education program with designated instruction and services, such as itinerant speech or adapted physical education, are included in the allocation. Funds in Program are allocated primarily to provide substitute coverage for special education and general education teachers to attend IEP team meetings. These funds can also be used to manage and organize clerical activities for special education compliance. These funds cannot be used in place of the mandated requirement to assign clerical time for Modified Consent Decree compliance, see Reference Guide Clerical Support for Special Education and Section 504 as Required by the Modified Consent Decree, dated August 18, Division of Special Education Page 1 of 4 July 6, 2015

2 BACKGROUND (Continued): These funds may not be used for the following: To hire substitute teachers in order to release teachers to complete paperwork within regular assignment and scope of duties. To fund special education teachers that are completing IEP related activities during a designated conference period. To release teachers to attend any staff development meeting that is not related to special education compliance. To purchase equipment or instructional materials/supplies. Program funds have been provided to schools to provide instructional materials. Effective July 1, 2015, these funds will no longer be provided. Alternate Curriculum and/or Supplemental Core Curriculum and Instructional materials will be purchased centrally and distributed to schools. PROCEDURES: The initial allocation of Special Allocation for Support of Special Education Compliance, funding has been disbursed to schools through program code The initial allocation is based on 75% of the number of students reported in a February 2014 count of students with an active IEP in Welligent. It is the responsibility of site personnel to use these funds effectively. Schools may be required to reimburse overdrafts from other available funds. If an overdraft is still present at the end of the school year, schools may have future allocations reduced based on the year-end overdraft expenditures report by the General Accounting Branch. For new schools opening on or after July 1, 2015, the initial allocation will be based on 75% of the maximum class norms for programs projected to open at the 2015 ECAST. Another allocation will occur after 2015 Norm Day (September 12, 2015) to adjust the disbursement based on changes in the actual number of students with an active IEP in Welligent. School administrators are responsible for ensuring: funds are used for the authorized purpose, to provide substitute coverage and support needed to ensure compliance with IEP timelines and participation requirements (Attachment A). Division of Special Education Page 2 of 4 July 6, 2015

3 PROCEDURES (Continued): 2. Designated staff must be working within their job description to utilize Program funds. 3. Sufficient budget planning* occurs in order to account for: a. Enrollment decreases or prior year overdrafts that may result in a loss of funds from the initial allocation. b. Variations in hourly rates for employees providing coverage for IEP participants. c. Efficient IEP calendaring to minimize the use of substitute time. For example, whenever possible, scheduling multiple IEP meetings on the same day to maximize substitute time. d. Identifying other funding sources that may be needed in the event that IEP meeting coverage and compliance needs exceed the amount allocated by program *The optional budget planning worksheet (Attachment B) is provided for your convenience. 4. Expenditures do not exceed the allocated amount and overdrafts do not occur. If needed, additional funding sources must be identified by the end of the fiscal year to cover expenditures that exceed the allocated amount. 5. Completing the Record of Special Education Expenditures (Program 12817) (Attachment C) by June 1, 2016 that verifies all expenditures. 6. Records generated to document expenditures are to be maintained at the school site for review for a period of three years. These records are accessible in the event of a Coordinated Compliance Review (CCR), District Validation Review (DVR), or internal or external audits. RELATED RESOURCES: Modified Consent Decree Outcome 10: Timely Completion of Evaluations Modified Consent Decree Outcome 15: Timely Completion of Future Translations REF : Clerical Support for Special Education and Section 504 as Required by the Modified Consent Decree, dated August 18, 2014 Division of Special Education Page 3 of 4 July 6, 2015

4 ATTACHMENTS: Attachment A: Examples of Activities for Support of Special Education Compliance Attachment B: School Budget Planning Worksheet (Program 12817) Attachment C: Record of Special Education Expenditures (Program 12817) ASSISTANCE: For budget and technical assistance, please contact the fiscal specialist for your school. For program assistance and additional information, contact the Special Education Service Center, Operations at (213) and ask for the Specialist for your school. Division of Special Education Page 4 of 4 July 6, 2015

5 MEM Division of Special Education ATTACHMENT A July 6, 2015 EXAMPLES OF ACTIVITIES FOR SUPPORT OF SPECIAL EDUCATION COMPLIANCE DESIGNATED STAFF SPECIAL EDUCATION ACTIVITIES ACTIVITY CODE Teacher (Substitute, Replacement) Facilitate teacher participation at IEP meetings by providing class coverage in order that the teacher of record may attend the IEP meetings for their assigned students. A Teacher (Coordinating Differential*) Facilitate activities and communication among IEP participants and various other activities required to meet legal mandates. These could include: Develop and maintain an IEP calendar for the school year to ensure timely completion of the IEP meeting. Ensure receipt of IEPs for new students. Ensure required services are provided for new and continuing services as indicated in current IEP. Verify IEP meeting attendance by required members. Develop/maintain referral procedures. B Clerical (Substitutes, Overtime**, Relief time) Maintain IEP/SESAC/program support information. Prepare assessment packets for assessors. Distribute IEP meeting information. Mail correspondence related to IEP meetings. Screen cumulative records for IEP information. Maintain calendar of IEP meeting dates. Assist staff with oral interpretation at IEP team meetings and conferences. Provide written translation of IEP documents. C Special Education Trainee/Assistant (Substitute, extra hours) General Education Teacher Assistant (Substitute, extra hours) Assist staff with oral interpretation at IEP team meetings and conferences. Provide written translation of IEP documents. May not already be receiving a differential for translation responsibilities. Must have completed the oral interpreter training as indicated in REF : Oral Interpretation At An Individualized Education Program (IEP) Team Meeting D School Site Itinerant and Support Personnel (e.g., Psychologist, Speech Specialist, Nurse, etc.) Professional Expert General Supplies Conduct selected evaluations and/or provide specific special education assessment information during non-workdays for compliance with required IEP timelines. Assist staff with oral interpretation at IEP team meetings and facilitate school site activities related to the coordination of the IEP process. 10% of total allocation may be used to cover the costs of printer cartridges or paper for the approved purpose of providing parent/guardian and service providers with copies of IEP documents. E F G *Staff receiving a coordinating differential must perform these additional duties outside of their regular work hours, on site, but not to exceed an 8-hour day. **Overtime rate must conform to the overtime policies of the District as indicated in BUL : Additional Time and Overtime Policy Classified Staff Working with Students with Disabilities Page 1 of 1

6 Division of Special Education ATTACHMENT B July 6, SCHOOL BUDGET PLANNING WORKSHEET (PROGRAM 12817) School Name: Initial allocation: 2 nd allocation: Telephone No. ( ) DIFFERENCE: ESC Activity Code Position/Account Title A Teacher, /Day x Days A Teacher, Replacement 73.97/Hour x Hours B Teacher, 734 per semester C Clerical, Relief Hourly Rate x * x Hours C Clerical, Overtime Hourly Rate x 1.5 x * x Hours C C D D Education Aide II 3 Hrs/Day C Basis (Non-continuing status) Education Aide II 6 Hrs/Day C Basis (Non-continuing 16.07/Hour x 17.20/Hour x Hours Special Education Trainee, extra x Hours Special Education Assistant, extra x Hours D Teacher Assistant, extra 12.68/Hour x Hours E School Site Itinerant and Support Personnel (Psychologist, Speech Specialist, Nurse) F Professional Expert Hourly Rate x * x Hours G General Supplies - A maximum of 10% of the total amount allocated may be budgeted for reprographic costs of IEPs. Amount This line must equal the total amount allocated to your school: TOTAL includes fringe benefit cost *Fringe Benefit cost Principal s Signature Print Name Date For budget and technical assistance, please call your Fiscal Specialist. For program assistance, please call the Special Education Service Center, Operations at (213) Ask to speak with the Specialist for your school. Page 1 of 1

7 MEM Division of Special Education ATTACHMENT C July 6, RECORD OF SPECIAL EDUCATION EXPENDITURES (PROGRAM 12817) School Name: Initial allocation: 2 nd allocation: Telephone No.: ( ) Local District: Total Expenditure: Name of Person(s) & Title Funded OR Item(s) & Type of Materials Purchased Activity Code Date(s) Assigned Cost(s) Reviewed By: Principal s Signature SUBTOTAL: (page of ) Print Name Date TOTAL: (sum of all expenditure subtotals) * This document must be completed by June 1, 2016 and maintained at the school site. Page 1 of 1