ACT 16 Special Education Collection Overview For the previous school year (15-16), identify the educational expenditure cost range category for each student with disabilities. The expenditure range is based on the total cost of the student’s special education program directed by an individualized education program (IEP) for the entire school year (7/1/15 through 6/30/16).

ACT 16 Special Education Collection Annual report is provided to the General Assembly, Finance Committee and Education Committee for both the House and Senate on February 1st of each year   Historically, reports generally showed over 90% of special education students cost under $25,000 Rarely were variances questioned….

ACT 16 Special Education Collection PDE Data Review Dramatic increases in students assigned to the higher categories will trigger review Multiple LEAs were targeted for further review last year They first received an email asking if they made an error and needed to correct data If they could justify in an email that the data was correct, no further action If no response to the email or justification was weak there will be an on-site review of documentation

ACT 16 Special Education Collection The Responsibility of reporting the student with an IEP lies with:   School district of residence, not by educating LEA, IU, APS, county prison, Career and Technology Centers (CTC), or other entity Exceptions: Charter School – these students are reported by the charter school 1305 (Foster home) – these students are reported by the SD in which the student resides with the foster parents Gifted Students – these students are not included in the Special Education submissions

ACT 16 Special Education Collection Include the following when reporting the Cost per Student Instructional Cost per Student Related Services Cost per student Specialized Equipment Cost per student

ACT 16 Special Education Collection Do NOT include the following items in the reported cost per student: Management fees Transportation (except specialized transportation) Bus/Van that is required under related services in the IEP more than one student (prorated) Bus/Van required under related services for one specific student (total cost)

ACT 16 Special Education Collection When determining the cost of student’s program, it is important to consult with all school district (SD) and charter school (CS) staff involved in the administration of a child’s IEP. (This also includes the sharing of information between the SD/CS and Intermediate Unit, where applicable)

ACT 16 Special Education Collection PIMS Collection C1 Collection Window: October 3, 2016 - October 18, 2016   Student Fact Template (Changes for 1617)  Fields (all required) 1 – District Code - (9-digit AUN) LEA Submitting 2 – School Year Date - (date indicating entire year) 2016-06-30 3 – Student ID - (10-digit PAsecureID) 4 – Reporting Date - (date indicating entire year) 2016-06-30 5 – Collection- (value of ACT16) ACT16 (all records) 6 - Measure Type – (value of COUNT) COUNT (all records) 7- ACT16 Fund Category (see Appendix AJ) 1,2,3 or 4 – updatable 8-9 - Not collected (delimiter – comma, tab, etc) 10 – Not collected 11-13 – Not collected (delimiter – comma, tab, etc)

ACT 16 Special Education Collection  Appendix AJ – Categories to use in the student Fact Template for Special Education Act 16 Funds   Code Description 1 $0 - $24,999.99 2 $25,000.00 - $49,999.99 3 $50,000.00 - $74,999.99 4 $75,000.00 AND OVER

ACT 16 Special Education Collection DQE Rules A corresponding student record must exist in the 15-16 school year for the District Code/Student ID. If record does not exist, one must be uploaded prior to Act16 record being accepted. Student cannot be reported in multiple cost categories Field 38 (Special Education) – must equal Y or E Field 34 (Challenge Type) – cannot be blank Cognos Report: Verify/Verification Reports/Student Template Details  

ACT 16 Special Education Collection Questions/Answers Are ESY costs included in the Act 16 cost calculation? Yes, eligible ESY costs are included in the Act 16 cost calculation.   If ESY starts on 6/28/2016 where are these costs counted? Eligible costs for ESY services provided between 6/28/2016 through 6/30/2016 are counted/reported for the 2015-2016 school year. Eligible costs for ESY services provided on and after July 1, 2016 are counted/reported for the 2016-2017 school year. Are transportation costs included? Special transportation services that are required as related services in the student’s IEP may be included in the ACT 16 cost calculations: Bus/Van services for more than one student -- cost prorated for each student Bus/Van services for one specific student -- total cost.

ACT 16 Special Education Collection Questions/Answers How should Approved Private School costs be calculated? Students placed through the PDE 4010 Process -- Local education agencies (LEAs) should include only the LEA’s actual costs incurred for the APS placement; not the full cost for the APS placement. Students not placed through the PDE 4010 Process -- LEAs should include the total cost for the APS placement. Should LEAS include costs for services that are incorporated into a student’s IEP as the result of a settlement reached between the LEA and the student and/or student’s parents in the Act 16 cost calculations? LEAs can include costs for direct services incorporated into the student’s IEP in the Act 16 cost calculations.   What information will be required for audit and backup? LEAs should maintain sufficient student and cost documentation as for any other LEA cost/expenditure.

ACT 16 Special Education Collection   Email Questions ra-edseact16@pa.gov