april 2009 copyright © 2006 mississippi department of education 1 extended school year
TRANSCRIPT
April 2009 Copyright © 2006 Mississippi Department of Education 1
Extended School Year
April 2009 Copyright © 2006 Mississippi Department of Education 2
Overview
• Extended School Year (ESY) is the provision of special education and related services to students with disabilities in accordance with their Individualized Education Program (IEP) beyond the normal school year of the local school district and at no cost to the parents of the students.
• The IEP Committee may begin making ESY decisions no earlier than January 15th of each year. The deadline for all reviews are to be completed by April 15th of each year.
April 2009 Copyright © 2006 Mississippi Department of Education 3
Required Forms
• O-1:Cover Page• Q-1: Nonparticipation• R-1: Projected Budget Summary• R-2A-E: Projected Budget Narrative
R-2A: Salaries/Fringes R-2B: Travel/Transportation R-2C: Contractual Services R-2D: Materials/Supplies/Commodities R-2E: Other
• R-3: ESY Private Placement• R-4: ESY Roll• R-5: ESY Service Provider Listing• R-6: Reimbursement Form
April 2009 Copyright © 2006 Mississippi Department of Education 4
ESY Application Directions
Q-1: Nonparticipation Assurance Form
• If no student within the district is eligible for ESY services based on the decisions of the IEP committee:
Fill in the name of the school district, the district code, an original superintendent’s signature, and the date; and
Submit the completed form to the Office of Special Education by May 1, 2009
April 2009 Copyright © 2006 Mississippi Department of Education 5
O1: Cover Page
• When submitting the ESY Application to the MDE, this form should be First Page of the ESY Application. Complete this form as follows:
Section A: Provide the district’s name and district’s code.
Section B: Provide the total number of students served in the ESY program by disability.
Section C: Provide the beginning date and ending date of ESY.
– If there is a child in private placement and the placement begins and ends before the regular session, then that will be the beginning and ending dates
Section D: Certify by superintendent’s original signature the assurances described in this section
Section E: Provide the estimated overall costs for the ESY program.
COVER PAGE
EXTENDED SCHOOL YEAR APPLICATION SUMMER 2009
B. STUDENT INFORMATION
Disability Category
Number Served
Disability Category
Number Served
MR (EMR) EmD MR (TMR) HI MR (S/PR) D/B SLD VI L/S DD OHI AU OI TBI MD TOTAL
C. Beginning Date for ESY ________________ Ending Date for ESY ________________ D. ASSURANCES
As Superintendent of this district, I certify by my signature that: 1. This estimated budget for the ESY has been computed in accordance with Mississippi Department of
Education regulations and guidelines. 2. All students with disabilities receiving an ESY meet criteria established in accordance with regulations
and documentation is on file to support the decisions by the IEP Committee(s). 3. The specific skills to be maintained are clearly identified on the student's IEP, as requiring the
provision of an ESY. 4. No expenditure(s) which would have been incurred if there were no ESY is (are) included in this
budget. Documentation to support expenditures will be maintained on file for audit inspection.
Superintendent’s Signature Date E. ESTIMATED OVERALL COSTS:
MDE USE ONLY: APPROVAL:
Salaries $
Travel $ MDE Staff Consultant Date
Contractual services $
Director, Division of Program Management Date
Materials/Supplies/ Commodities
$ Bureau Director, Data & Fiscal Management Date
Private Placement
$
Other
$ PROJECTED APPROVAL AMOUNT:
Total
$ $_____________________________
A. SCHOOL DISTRICT: DISTRICT CODE:
April 2009 Copyright © 2006 Mississippi Department of Education 6
R-1: Projected Budget Summary
List the total projected budget for each budget category. Totals for each category should match the totals on budget narrative forms R-2A thru R-2E.
Note: There is no budget category for equipment because equipment may not be purchased from ESY funds.
April 2009 Copyright © 2006 Mississippi Department of Education 7
R-2A: Salaries/Fringes
• Provide a narrative description of the use of funds for the people that will be employed during ESY.
• The rate formula for teachers must be based on the MAEP salary, excluding the local supplement, for the 2008-2009 school year and the number of hours of instruction provided. The master teacher pay can be included in the rate
formula. The maximum number of hours is 8 hours per day.
• The rate formula for administrative salaries must be based on the 2008-2009 school year and the salary paid during the previous regular school year. If the administrative personnel is on a 12-month contract, then they cannot be employed during ESY.
• Teacher aides, janitors, bus drivers, and bus aides must be reimbursed at no more than the hourly rate paid during the regular school year.
ESY PROJECTED BUDGET NARRATIVE
2009
Describe the budget items for each category. Documentation should be on file in the district to justify the necessity and reasonableness of each item. These pages may be reproduced as needed.
Salaries/Fringes
Use the section below to provide a description of the planned use of funds for salaries, wages, and/or fringe benefits. Salaries, Wages, Fees and/or Fringes: Example: Sarah Johnson, SpEd Teacher Betty Lyle, Teacher Assistant John Smith, Bus Driver
Amount Requested: $ 3,046.63 1,001.53 683.00
Total for Salaries, Wages, Fees and/or Fringes:
$ 4,731.16
April 2009 Copyright © 2006 Mississippi Department of Education 8
R-2B: Travel/Transportation
• Provide a detailed description of the planned use of funds for travel/transportation.
Travel section: used to pay for mileage for the personnel providing homebound services
Transportation section: used to pay for usage of the district school bus and private carriers to transport the student(s) to ESY services
– The mileage rate to be reimbursed is determined by the school district.
R-2B
ESY PROJECTED BUDGET NARRATIVE
2009
TRAVEL/TRANSPORTATION
Use the section below to provide a detailed description of the planned use of funds for travel/transportation. Travel: Example: Mileage for Marla May to provide homebound services to Steve Jackson. Transportation: Example: District School Bus Private Carrier
# Students Served: Amount Requested: 1 $ 32.75 10 $ 3,794.00 2 346.00
Total for Travel:
$ 4,172.75
April 2009 Copyright © 2006 Mississippi Department of Education 9
R-2C: Contractual Services
• Provide a detailed description for the planned use of funds for contractual services (physical therapists, occupational therapists, speech therapists, etc.) Salaries should be
computed at no more than the hourly rate paid during the regular school year.
R-2C
ESY
PROJECTED BUDGET NARRATIVE 2009
CONTRACTUAL SERVICES
Use the section below to provide a detailed description for the planned use of funds for contractual services. Contractual Services: Example: Mary Allen- Speech Therapy for 15 hours
Amount Requested:
$ 375.00
Example: Central Hospital – OT/PT Services
1,200.00
Total for Contractual Services:
$ 1,575.00
April 2009 Copyright © 2006 Mississippi Department of Education 10
R-2D: Materials/Supplies/Commodities
• Provide a detailed description of the planned use of funds for the purchase of materials, supplies, and commodities.
R-2D
ESY PROJECTED BUDGET NARRATIVE
2009
Materials/Supplies/Commodities
Use the section below to provide a detailed description of the planned use of funds for the purchase of materials/supplies/commodities. Materials/Supplies/Commodities: Example: Snacks for 14 children for 15 days Disposable diapers for 4 students
Amount Requested:
$ 343.00 160.00
Total for Materials/Supplies/Commodities:
$ 503.00
April 2009 Copyright © 2006 Mississippi Department of Education 11
R-2E: Other
• Provide a description of the planned use of funds for other expenses incurred for ESY (such as utilities).
R-2E
ESY PROJECTED BUDGET NARRATIVE
2009
Other
Use the section below to provide a description of the planned use of funds for other expenses incurred for Extended School Year. Other: Example: Electricity for 3 classrooms at Central Elementary for 15 days
Amount Requested:
$ 1,308.00
April 2009 Copyright © 2006 Mississippi Department of Education 12
R-3: Private Placement
• List the name of each student receiving educational services in a private facility and the student’s MSIS ID number.
• List the IEP approval date.
• Be sure that a current IEP for each student is on file under the Educable Child Program and that it addresses ESY services for the summer session.
• State the name of the facility in which the student is placed.
• List the beginning and ending dates of services and the number of calendar days services will be provided.
• The daily rate in which the facility will be reimbursed is $153.00 for educational services.
• Any student in private placement should also be included on the R-4 (student roll).
ESY PRIVATE PLACEMENT 2009
EDUCATIONAL Student Name/Disability MSIS
# IEP
Approval Date
Name of
Facility
Beginning Date
of Services
Ending Date
of Services
# Days Served
Daily Rate
Amount MDE USE
1
2
3
4
5
6
7
8
RESIDENTIAL Student Name/Disability MSIS
# IEP
Approval Date
Name of
Facility
Beginning Date
of Services
Ending Date
of Services
# Days Served
Daily Rate
Amount MDE USE
1
2
3
4
5
6
7
8
April 2009 Copyright © 2006 Mississippi Department of Education 13
R-4: ESY Roll
• For each student receiving ESY services report the following:
Name MSIS ID number Age Disability Total number of days the student will receive
ESY instruction Total number of hours for ESY services per
student Place an “X” to indicate whether ESY services
was based on the need to maintain critical skills (C/S); to maintain skills due to regression w/o recoupment (R/R); or extenuating circumstances (E/C)
Location of services Name of teacher(s) providing instruction Place an “X” to indicate whether an aide is to
be utilized Related services to be provided (OT, PT, etc.) Name of person providing related services Place an “X” to indicate whether transportation
is necessary by bus or private carriers Compute the total number of students in ESY
ESY STUDENT ROLL
2009
List all students served in ESY (including those students in private placement - R-3).
JUSTIFI- CATION
TRANSPOR- TATION
BUS PRIVATE
NAME OF STUDENT
MSIS ID NUMBER A
GE
DIS
AB
ILIT
Y
TO
TA
L D
AY
S S
ER
VE
D
TO
TA
L H
RS
SE
RV
ED
C/S R/R E/S
LOCATION OF
SERVICES
TEACHER
AIDE Y N
RELATED SERVICES
PROVIDER BUS P/C
1 Mary Jane Doe
0000001 9 MR 15
45 X ABC Elem.
Jo Easter
X OT Mark Case
X
South Hosp.
PT South Hosp
Mom
L/S Ann Hope X 2 3 4 5
TOTAL NUMBER OF STUDENTS SERVED
April 2009 Copyright © 2006 Mississippi Department of Education 14
R-5: ESY Service Provider Listing
• List all service providers (including private service providers) who will be providing ESY instruction/services.
• Indicate the position of each person listed (i.e., teacher, teacher aide, bus driver, custodian, OT, PT, etc.).
• Provide the license number for each teacher, PT, and OT.
• List the number of students served by each provider and the total number of hours each provider will work during ESY.
R-5
ESY PROJECTED SERVICE PROVIDER LISTING
2009
SERVICE PROVIDER NAME
Ex: Jane Jones
POSITION
Speech Path.
LICENSE #
0001234
# STUDENTS
6
TOTAL HRS
25
April 2009 Copyright © 2006 Mississippi Department of Education 15
R6: Request for Reimbursement
• Provide the actual costs and the actual number of children served for ESY services.
• The complete application form is due in the Office of Special Education on September 28, 2009.
• The application form must be signed and dated by the superintendent.
FOR MDE USE ONLY Approved for Payment:
$__________________________ ESY Consultant: _____________ Division Director: ___________________
REQUEST FOR REIMBURSEMENT
EXTENDED SCHOOL YEAR 2009
DISTRICT NAME: ______________________________ DISTRICT CODE:_____________________ ACTUAL ESY EXPENDITURES Salaries $ Travel $ Contractual services $ Materials/Supplies/Commodities $ Private Placement $ Private Placement Costs $ Total $
STUDENT INFORMATION
Disability Category
Number Served
Disability Category
Number Served
MR (EMR) EmD MR (TMR) HI MR (S/PR) D/B SLD VI L/S DD OHI AU OI TBI MD TOTAL
As superintendent of this district, I certify by my signature below and that to the best of my knowledge: 1. This application for reimbursement represents the actual cost of operating ESY for the 2009 summer session.
Sufficient documentation is available for audit inspection. 2. The students with disabilities served met the ESY criteria established in accordance with the Mississippi
Department of Education regulations and the educational services provided are specified in each student’s Individualized Education Program.
3. No expenditure which would have been incurred if there had not been ESY is included for reimbursement. SUPERINTENDENT’S SIGNATURE DATE
Mail to: Mississippi Department of Education
Office of Special Education Post Office Box 771
Jackson, MS 39205-0771
DUE DATE: September 30, 2009
R-6
April 2009 Copyright © 2006 Mississippi Department of Education 16
Request for Reimbursement
• Reimbursement requests received by 9/30/09
– Immediately processed for 50% disbursement
• Reimbursement request received 10/01/09 and after
– Processed for payment no later than 05/10