DSPS New Directors Training September 19-21, 2018 Day One California Community Colleges Chancellor’s Office Student Services & Special Programs Division Disabled Student Programs & Services

Day One Agenda (hyperlinked to section) Time Presentation Presenter 1:00 – 1:15 Welcome and Introductions DSPS Solutions/CCCCO 1:15 – 1:25 Remarks from Vice Chancellor, Student Services Rhonda Mohr 1:25 – 2:35 Your Responsibilities: Part 1: Your role as coordinator and the basics DSPS Solutions – Jill Jansen 2:35 – 2:50 BREAK 2:50 – 4:00 Let’s Talk Money: Know your Budget Dr. Lucinda Aborn, Dean, Cerritos College

Welcome! Introductions Overview of training

Chancellor’s Office Direction Remarks from Vice Chancellor, Student Services, Rhonda Mohr

What you need to know: Your Responsibilities, Part 1 Presenter: Jill Jansen

DSPS Coordinator/Director What is DSPS? Need to have sufficient time and training to oversee the program DSPS is complex and poses legal risks to the colleges in terms of ADA and 504 complaints or litigation Need to work with college/district legal counsel, the campus ADA/504 Coordinator, and 508 IT staff OCR complaints may go beyond the scope of the initial complaint and can require extensive staff time and resources. Litigation, regardless of whether the college has erred, costs a great deal.

Section 56048 - Staffing Emphasizes the need for sufficient certificated staff (faculty) to provide timely and effective services Provides much more detail about the many responsibilities the coordinator or director may have Updates the alignment between Sections 56048 and 53414 (Minimum Qualifications) by adding LD Specialist and DSPS Counselor (53414 changes approved by Academic Senate and the BOG in 2015).

DSPS Director/Coordinator The only required position for a DSPS program Duties include: interviewing students with disabilities reviewing disability documentation and determining disability-related functional limitations in the educational setting working with the students to receive needed academic adjustments, auxiliary aids, and services and/or instruction in a timely manner working with students with disabilities when they face various barriers to success or disability-related issues that arise with the college working with faculty and other college staff

DSPS Director/Coordinator, page 2 Important considerations: Suggest 100% full-time Coordinator position (especially if over 500 students) Multiple program funding cautions Has the responsibility for the day-to-day operation of DSPS Must meet the minimum qualifications for a DSPS counselor or instructor set forth in Section 53414 (a) through (d) or meet the minimum qualifications for an educational administrator set forth in Section 53420 AND have two (2) years full-time experience or the equivalent within the last four (4) years in one or more of the following fields: (go to next page)

DSPS Director/Coordinator, page 3 Instruction or counseling or both in a higher education program for students with disabilities Administration of a program for students with disabilities in an institution of higher education Teaching, counseling, or administration in secondary education, working predominantly or exclusively in programs for students with disabilities; or Administrative or supervisory experience in industry, government, public agencies, the military, or private social welfare organizations, in which the responsibilities of the position were predominantly or exclusively related to persons with disabilities.

DSPS- Working with the Institution and Community Developing good working relationships within the institution and in the community is a primary task! Responsibility for other categorical programs such as EOPS or CalWORKS in addition to DSPS Other college departments such as Health Services, College Discipline, Psychological Services

Services to Veterans Do you know who provides the services to veterans on your campus? The importance of DSPS working closely with Veterans Services

Team DSPS The term Coordinator means coordinating diverse elements into a whole The term Director means directing the energies of others You are a leader, a manager as well as chief cook and bottle washer Services must be timely Cross training staff Triage Partner services Using Classified Staff, Student Workers, and Work-Study Students Tasks and training Confidentiality Ethics

Staffing Issues Services are dependent on the intervention of professional staff. Staff are essential to service delivery: Identifying the educational limitations and identifying academic adjustments, auxiliary aids and services Working with faculty on academic adjustments, auxiliary aids, and services and/or instruction in a timely manner Delicate Time consuming College can move personnel but not funds

Timeliness and Effectiveness of Services are Critical Per statute, accommodations must be given in a timely manner Keep in mind STUDENT SUCCESS -- how long before the student is behind in class Ensure sufficient staffing for timeliness Be creative and provide SOMETHING EFFECTIVE when delays happen

Timeliness and Effectiveness of Services, cont. Keep in mind the ADA regulations regarding students with disabilities: preference must be given to the student’s requested accommodation The interactive process is CRITICAL Understand the relationship of pay rate to effectiveness and timeliness especially for: sign language interpreters captioning alternate media, especially Braille

Day to Day Operations 2018 DSPS Fact Sheet DSPS Directors Training Disabilities 101 Title 5 Checklist of Requirements Website on OCR Rulings Sample OCR ruling for extended time on assignments Sample OCR ruling for multiple aspects of testing and class assignments

Office and Intake Efficiencies Interactive Process Online DSPS Orientation and Test Proctoring Procedures and Guidelines Front Office prep of intake packets Group Intake Drop-in Times Specialized counseling/academic adjustments, auxiliary aids counseling Video/Online Presentations (make accessible!)

Outreach and Transition Meeting with feeder high schools Transition Guides Catch the Wave OCR/Transition Guide High School Students with Disabilities, CCCCO Legal Opinion MOU’s with feeder HS Chart on Differences Advisory Committee Title 5 Section 56050 Requirement

Your College DSPS Website Make sure everything is WCAG 2.0 Level AA accessible Include: “Our staff” or “Who we are” with phone numbers, e-mail addresses, location Procedures, policies, forms, application, LD assessments, EAC classes How to file a complaint/ appeal process Updated access issues A student satisfaction survey

Behavioral Issues Title 5, Section 56010 College Code of Conduct CCCCO Unlawful Discrimination Opinion College Disciplinarian Accommodation Adjustments Suspension of Services and Student Conduct Contracts Direct Threat – Title II, 28 Code of Fed Regulations –a significant risk to the health or safety of others that cannot be eliminated by a modification of policies, practices or procedures, or by the provision of auxiliary aids or services… SB968: Postsecondary Education: Mental Health Counselor, one f/t per 1,500 students (contingent upon funding)

Test Accommodations Protocols and Processes Proctors Locations Cheating Title 3 DOJ, Technical Assistance Manual, Chap. 4.6 III, 4.6000 – Examinations and Courses Link to ADA regulations on Testing Accommodations

Course Substitutions/Waivers Section 504 of the Rehabilitation Act, 34 C.F.R., 104.44Ia) states: Modifications may include…substitution of specific courses required for the completion of degree requirements.. Title 5, Section 56027: Academic Adjustments Course Substitution Policies and Procedures section of DSPS Solutions website for legal cases, OCR rulings, substitution policies and procedures Fundamental Alteration and Undue Burden – procedural/legal requirements and case examples

High Tech Center What constitutes an HTC? How do students get referred? Is this the only location for tech services? HCTCU SB 1396 Accessible State Technology: Established the Office of Accessible Technology

Alternate Media Considerations CCCCO Guidelines for Producing Alternate Media Addendum to CCCCO Guidelines for Producing Alternate Media College responsibility Preference of the student Timeliness of production Early selection of texts Priority registration Agreement with DOR

Distance Education College responsibility for accessibility Universal Design The Distance Education Accessibility Guidelines

Sections 56032-56044: Disability Categories 56032 Physical Disability 56034 Deaf and Hard of Hearing 56035 Blind and Low Vision 56036 Learning Disability 56037 Acquired Brain Injury 56038 Attention-Deficit Hyperactivity Disorder (ADHD) 56039 Intellectual Disability 56040 Autism Spectrum 56042 Mental Health Disability 56044 Other Health Conditions and Disabilities Link to: Title 5 Implementing Guidelines (2015) Link to: Disabilities 101 (in DSPS Directors Training @ DSPS Solutions website)

Use your Professional Judgement Common Sense Rules!

BREAK Enjoy the snacks Be back by 2:50

Let’s Talk Money: Know your Budget Presenter: Dr. Lucinda Aborn Dean, Disabled Student Programs and Services, Cerritos College Coordinator, CAPED Mentorship Program

What you need to know: Budget Legislative Guidance Allocation – process and timing Allowable expenses Management Information System (MIS) Data Collection Required Reports: SSARCC and MIS Accountability and Audits Resources and Campus Partners

DSPS Budget and Allocation Guided by legislation Guide colleges to provide services to students with disabilities Assure full and equitable participation Never intended to be the complete cost for services Consistent Allocation Method Provides protection in the base allocation Allocation based on a formula

DSPS Allocation Process Chancellor’s Office – financial role and technical assistance State Budget Reporting and Timelines Disbursement of Apportionments Funding Summaries and Reports available on CO/DSPS website MIS data collection DSPS Allocation Formula application Determine any recalculations (returned funds, redisbursements)

Section 56064 Allowable DSPS Expenses Costs for providing academic adjustments, auxiliary aids, services or instruction – to serve students with disabilities Costs related to personnel, contract services, equipment for students with disabilities, software May include “minor architectural” barrier removal not to exceed 1% of current Allocation – unless approved exception by CO Expenses over income received from Educational Assistance Courses Section 56064

Section 56064 – Allowable Expenses Costs for allowable expenses may fluctuate depending on the number of students, the type of disability and the unit load Expenses that exceed the revenue derived from Educational Assistance Classes and other federal, state and local funds Resource: To help understand the account codes - Budget and Accounting Manual

Budget and Accounting Manual Account Codes 1000 Academic Salaries 2000 Classified Salaries 3000 Employee Benefits 4000 Supplies and Materials 5000 Other Operating Expenses, Contracts, Professional Development 6000 Equipment – computers, assistive technology, APE equipment

Section 56072 Defines Allocation and Formula Describes the types of Reports Management Information Systems (MIS) data report Type of Disability – verified disability and one service contact By Weight Budget Report Student Services Automated Reporting for Community Colleges (SSARCC) – Coordinator completes By account code Educational Assistance Class Full Time Equivalent Student (FTES) Allows Chancellor’s Office (CO) to conduct audits Based on audit findings or reports, CO may adjust allocation See Section 56072

DSPS Formula Components Based on a finite Budget per college state-wide College Funding Guarantee 2018-2019: $ 72,000 2019-2020: $150,000 Weighted Student Count = 80% of the state allocation Number of students Weighted by Disability Group College Effort = 20% of the state allocation Based on College contribution Variable scale % of total college budget

DSPS Formula Components Continued Total Program Expenditures Minus (-) Educational Assistance Class Revenues DSPS Allocation Other Income (SSSP, Equity, VTEA) Required Deaf and Hard of Hearing match Equals = College Effort DSPS does not require a match or “maintenance of effort” Except for Deaf and Hard of Hearing funds

MIS Weighted Student Count MIS Data is collected by WSC report for the CCCCO based on: Primary Verified Disability (SD) One Service Contact in a Term within the reporting year Student Record (SD) or Educational Assistance Class (SX) CCCCO MIS Student DSPS Data Elements webpage CCCCO MIS Data Element Dictionary webpage

MIS Data Reporting Two MIS System Reports which can create an error: DSPS Data Element Student with a Disability (SD) Enrollment in an Educational Assistance Class (SX) Student Basic Record – demographic data

MIS Report Types of Disabilities Physical Disability Deaf and Hard of Hearing Blind/Low Vision Learning Disabled Acquired Brain Injury Attention Deficit Hyper Activity Intellectual Disability Autism Mental Health Other

Fiscal Disbursement Timelines July-August: 95% based on prior year (2019-2020 will be 90%) Current Cap: 105% Fall P1: 1st Principal Apportionment Spring P2: 2nd Principal Apportionment Recalculation R1: Occurs the following year

Special Purpose Funds Provide funding for special purposes and legislative mandates Access to Print – distributed to colleges and Alternate Text Production Center (ATPC) Deaf and Hard of Hearing – distributed to colleges who request/make match Program Accountability and Development Services (PADS) High Tech Center Training Unit (HTCTU) Distance Education Captioning and Transcription (DECT)

Reporting and Accountability Plan a year in advance – Know your report deadlines MIS – 30 days after the end of term (Summer, Fall, Spring) MIS – Check and Re-Check your data with IT prior to submittal Budget Prepare your documents throughout the year Reconcile by line item to report Know your expenses and what account they are charged to Are the expenses allowable? Special Fund expense tracking (Access to Print, DHH, College Effort) Gather Educational Assistance Class FTES

Programs, Services, and Contracts FY 2018-2019 DSPS Budget ($M) Programs, Services, and Contracts Appropriation (M) Contracts (ATPC, HTCTU, DECT, PADS) $4.9 State Developmental Hospitals $0.6 Deaf/Hard of Hearing $9.6 Access to Print $1.2 General DSPS Services and Instruction (Colleges) $104.0 GRAND TOTAL $120.4

Comparison of Old and New Allocation Formulas

Weighted Student Count (WSC) Data taken from College MIS report due to the CCCCO (due 1st Monday in August) Weight assigned for each disability category Multiply: “Primary Count” x “Primary Weight” Equals: “Amount for WSC” in 2018-2019 Distributed proportionally to each college based on overall funding available

Weights by Disability Group Deaf and Hard of Hearing 23.7 Autism 3.8 Learning Disabled 3.5 Blind and Low Vision 2.9 Acquired Brain Injury 2.6 Mental Health Other Intellectual Disabilities (ID) 2.0 Attention Deficit Hyperactivity Disorder 1.0

College Effort “College Effort” = “Expenditures” minus “Revenue” DSPS Allocation Educational Assistance Class Revenue (FTES) Other Income DHH Match Expenditures as reported on the SSARCC Report See: What is College Effort?

DSPS Allocation Calculation 2019-2020 Calculate college’s College Effort Calculate college’s Weighted Student Count Each college gets its share of College Effort budget, based on CE formula and % for statewide distribution (proportional share) College receives its share of Weighted Student Count, based on WSC formula and % for statewide distribution (proportional share) Add WSC amount + CE amount Apply the Coordinator Guaranteed Minimum $150,000

DSPS Allocation (P1) Components: 2019/2020 (changes with new formula): Weighted Student Count (80% of formula after Base) College Effort (20% of formula after Base) College Funding Guarantee of $150,000

DHH Allocation P1 Components Amount received in last year’s allocation as a result of the number of DHH counts as reported in WSC Amount of DHH funds requested by the college and the college’s required match (as stated in SSARCC report) Total DHH Expenditures from last year

DHH Allocation Calculation Calculate the amount college is qualified to receive: “DHH expenses” minus (-) “Amount received in DHH count of the WSC” Equals = “unmet need” Compare: 80% of college’s unmet need (due to the 1 to 4 match) to the amount the college requested College “qualified for” or “eligible for” is the lesser of the two numbers

DHH Allocation Calculation Continued Add all qualified or eligible requests state-wide Divide $9.6 million by the sum of all system-wide eligible amounts Determines a percentage (2016-2017 61.6%) Every college gets the resultant percentage of their eligible amount

DHH Allowable Expenses Direct Sign Language Interpreting for classroom and required classroom-related activities Oral Interpreting Cued Speech Real Time Captioning Video Remote Interpreting and Captioning Live Print Communication (e.g. C-Print and Typewell, AlphaSmart, laptop, Interpreter Type) Tactile Interpreting Interpreting during tutoring Interpreting for athletes when they are part of a College class and team sport Study abroad – will be reviewed on a case basis (DHH services should be contract-based) Other live direct communication accommodations as determined by the Chancellor's Office Deaf and Hard of Hearing (DHH) Advisory Group Salaries and Benefits for Interpreters and Real Time Captioners Salaries and Benefits for Interpreter Coordinators at the percent of time spent coordinating interpreters if engaged less than full time in this activity

DHH Match/College Effort/SSARCC SSSP and Student Equity funds may be used for DSPS and DHH expenditures All funding sources need to be reported in SSARCC SSSP and Equity Funds used for DHH expenses will not be counted for minimum DHH match and College Effort in the DSPS Allocation Formula SSSP and Equity Funds used for DHH expenditures have a positive impact on “unmet need” for DHH fund calculation Any DHH allowable expense covered by funds other than DSPS, SSSP, and Equity will be counted toward DHH matching requirement

How to Find Funding Summaries on Website Go to the CCCCO website and: Click on “Divisions” Click on “Student Services” Click on “DSPS” Important reminder: SSARCC is due October 2, 2018

DSPS Homepage Click on “Allocations” tab

CCCCO DSPS Allocations Page

Understanding the Allocations Spreadsheet Tabs: Funding Summary Allocation College Effort DHH Distribution Weighted Student Count