Teacher Unit Procedure for Special Education Allocations, MAEP Edits, and Lump Sum July 2010

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 2 Special Education Teacher Unit Procedure in MSIS

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 3 Weighted Units Educational Placement Levels of Support 01. Minimal <5hrs/wk 02. Targeted hrs/wk 03. Sustained > hrs/wk 04. Intensive 24+ hrs/wk Regular Education (in reg ed 80% or >) Resourced (in reg ed 40%) Self-Contained (in reg ed <40%)

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 4 Weighted Units PreK-2:22 weighted units = 1 teacher Gr. 3-12:27 weighted units = 1 teacher 48 students = 1 LS Teacher

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 5 Business Rules Calculate TUs for each school in district (includes School 500) Check student has SPED indicator set to Y Pull any courses beginning with 13 in student’s schedule If the only course in the student’s schedule is (LS), do not assign a WU

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 6 Business Rules Pull minutes for courses from teacher’s schedule If teacher has 330 minutes in schedule, reduce to 60 Add all minutes, multiply by 5, divide by 60 Assign WU based on hours of service per student Add all calculations, divide by 22 for Pre-K - 2, divide by 27 for Grades

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 7 Business Rules AB Schedules use periods MV Schedules - if minutes per period are 60 minutes, then use periods All other schedule types, use all periods Use S1, T1, and T2. Skip S2, T3, and T4.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 8 Business Rules Create Sub-total of TUs for each school If school does not have enough WUs for a TU, assign 1 TU. Count all students with (LS) in their schedule - divide count by 48 Add LS TU to District Sub-Total

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 9 TU Procedure

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 10 TU Calculations

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 11 Weighted Unit Calculation [(50 min x 7 periods) x 5 days] / 60 min = or 3.0 WU

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 12 Weighted Unit Calculation [(50 min x 4 periods) x 5 days] / 60 min = or 2.0 WU

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 13 Weighted Unit Calculation [(50 min x 1 period) x 5 days] / 60 min = 4.17 or 1.5 WU

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 14 MAEP Special Education Edits in MSIS

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 15 How is Personnel Data Used? Monthly Processing MAEP Funding LRE Calculation Accreditation Edit Checks Class Size Checks Federal Table 2 Report Teacher Unit Calculation Highly Qualified

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 16 MAEP Edit Checks MAEP uses the endorsement codes on the Maintenance Disability Codes - NOT the endorsement codes on the Course Codes table  MSIS determines the majority of the primary disabilities per class using the student update screen to decide which endorsements should be checked If there are an equal number of two or more primary disabilities, MSIS will check all the endorsements (Ex: 1 MD Student and 1 SLD Student, MSIS checks that the teacher is endorsed in both MD and SLD) Language Speech (132002) - MSIS checks for an endorsement of 215 or ignore SLD/EMR combinations

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 17 MAEP Edit Checks  EMR/SLD - MSIS will check for an endorsement of 205 AND 210, or 220, or 221, or 223, or 224  Language Impaired (132003) MSIS will check for an endorsement of 215 or ignore SLD/EMR combinations  Audiological Services (132035) - MSIS will check for an endorsement of ignore SLD/EMR combinations  Special Educator/Assessment Teach Member (132021) - MSIS will check for any 200 endorsement

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 18 MAEP Edit Checks  Transition Coordinator (132167): 0 Student Count - MSIS will check the Course Code Endorsements Student Count - MSIS will check the Disability Endorsements  If a teacher fails the endorsement check for a Low Incidence (AU, DB, EMD, HI, MD, OHI, OI, TBI, VI) by individual period - MSIS will check the entire schedule to determine the majority of students served - ignore EMR/SLD combinations

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 19 MAEP Edit Checks Planning Periods:  MAEP allows only one per semester  If you are using two, use S1/T1 and Carnegie Unit 100 to indicate Semester 1 for one and S2/T3 and Carnegie Unit 200 for the second one Concurrent Periods:  MSIS will select the period with the highest minutes to calculate MAEP  If the periods are identical, MSIS will select the first one in the schedule  Fails edit if concurrent periods are not all SPED

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 20 MAEP Edit Checks Special Program Field:  Enter per period on teacher’s schedule  Use Code 5 to indicate use of SPED Funds – ONLY those teachers with a 5 in this field will pull into the MAEP edits Reserved Field:  Use XX for any period that should not be part of the MAEP edit checks  Use AS to indicate After School – any teacher with more than 100% Instructional time MUST have a least one period with an AS

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 21 MAEP Edit Checks MSIS will fail any teachers with:  0 Student Count – if you teacher has a period with a 0 student count, that means that NO student has that period in their schedule in MSIS  Students who do not have a Primary Disability – use the Student Matching report, look up each student on the Student Update screen to be sure each student has been assigned a primary disability

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 22 Instructional Time Greater Than 100% Formula to calculate instructional time greater than 100%:  Total Number of regular contract days – MSIS will be pull from the Days Employed data field on the District Info tab (A)  Total number of instructional minutes per day – MSIS will calculate from the teacher’s schedule (A)  Total number of after hours contract days – on the District Info tab (B)  Total number of after hours instructional minutes per day – MSIS will pull minutes for the period with AS (After School) under the reserved field (B) EXAMPLE: (A + B) / A A = 180 X 330 = 59,400 B = 90 X 60 = 5,400 A + B = 59, ,400 = 64,800 (A + B) / A = 64,800/59,400 = 1.09 or 109%

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 23 MAEP Edit Checks 3 and 4 year olds in grade 52:  MSIS will calculate the number of 3 and 4 year olds (as of 09/01) after monthly processing  By state law, funded at 70%  For Course (Infant and Toddler) and Lo/Hi Grade is 52, MSIS will not check the student count  If you have a student assigned to grade 52 or 62 AND they are not 3 or 4 years old, the teacher will fail the MAEP edit. This edit has been added to the Pre- Processor to check the grade level and age of the student. Also updated the Non-Public screen to pull into the Schedule tab the grade level from the Details tab.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 24 TU Edit Report Begin checking the TU Edit report after M1 and District Personnel has been approved and run Go to Reports-> Personnel Data-> MAEP Select SPED for Program Type and All for Selection

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 25 TU Edit Report What should I look for on the report?  Check your Contract Employees – make sure ONLY the contract employees have this selection – these personnel will NOT be included in the MAEP edits  Do ALL your teachers have a student count for EVERY period?  Do you see the message: Last TU?

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 26 TU Edit Example You want to see this message on one of your teachers so that you know you have used ALL your Teacher Units allocated to you for the current school year.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 27 TU Edit Example Teacher has only a 205 endorsement. An EMR/SLD combination class requires the teacher to have a 205 AND 210 (or previous endorsement listings) to pass the MAEP edits. This teacher was not funded.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 28 Teacher did not have a previous certification. Salary was prorated based on the date the certificate was issued. You want to have your teachers certified as quickly as possible to avoid having their salary prorated. TU Edit Example

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 29 TU Edit Example Teacher has a total of 57 students, of these 35 are 3 and 4 year olds (22 older). MSIS prorates the teacher’s salary and percentage: ((35/57) *.70) + (22/57) = ( *.70) = = or 82% based on the 70% funding allowed for these students.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 30 TU Edit Example Teacher was prorated because of the 2 students that were 3 and 4 years old – this edit prevents any teachers with 3 and 4 year olds to be calculated at 100% - they will always be less than 100%.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 31 TU Edit Example Teacher was prorated to 66% because their district time was entered by the district as 66%. Passes all other MAEP edits – has a student count for each period and is properly endorsed for the students they are serving.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 32 TU Edit Example Contract Employees are not pulled into the MAEP edits. These must be paid out of another source of funds other than the State SPED MAEP funds. Should not have included 5 under the Fed Prog Column. Should use a 9 or 0 in the Fed Prog Column for contract workers.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 33 TU Edit Example This is a Non-Teaching Course Code – keep in mind that MAEP is for teaching course codes ONLY. Should use 0 or 9 under the Fed Prog column – 5 indicates that you are using State MAEP funds to pay this teacher.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 34 TU Edit Example This teacher failed at least one of the MAEP edits. In these cases, OSE will review your data (and will most likely request additional information from you) and decide if the teacher should be forced or not. If a teacher is forced, you will see the message above.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 35 TU Edit Example Period 9 is an After School (AS in the RES column) period for the teacher. This teacher’s time is more than 100% - they have calculated at 120%.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 36 Teacher teaches both SPED and vocational courses – MAEP allows funding from both sources – the total can not exceed 100% (keep in mind that vocational always displays only 50% of their part because the rest of the teacher’s salary is paid from the vocational teacher budget). TU Edit Example

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 37 TU Edit Example Teacher passed SPED MAEP edits but they also teach one regular ed course, so their MAEP was prorated based on the minutes – 27% of their time (reg ed min/total instructional minutes = 120 min/450 min) is spent teaching the regular ed course and 73% of their time is spent teaching SPED courses.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 38 TU Error List Report Use the TU Error List Report to check that you have used all your allocated Teacher Units. The TU Error List report will also list if you do not have enough TUs in a specific area under the TU Remaining column.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 39 Lump Sum MAEP Funding SY

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 40 SY MAEP The spreadsheet does not break out MAEP funding for the formula amount and add-ons. The determination has been made that for FY 2011 the MAEP allocation will be lump sum. The lump sum allocation will provide greater flexibility for school districts in dealing with reduced funding levels. The lump sum allocation means that your MAEP allocation amount will not change during FY 2011 due to revisions of MAEP add-on programs (special education, vocational education, gifted, alternative school, or transportation). The allocation could change due to any budget reductions that may occur during the fiscal year. This is the method of allocating MAEP funds that was used in FY 2005.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 41 SY MAEP Even though add-on funding amounts will not be detailed, school districts will still be required to meet maintenance of effort (MOE) for special education. Keep in mind that clean personnel edits help with your Accreditation edits. In order to ensure that school districts comply with these requirements the following steps will be taken:  The Office of Special Education (OSE) will allocate teacher units (TU) to school districts in the normal manner utilizing the TU procedure run in MSIS.  OSE will review the personnel data as in years past to ensure that the properly endorsed teachers are serving eligible students with disabilities.  OSE will work with districts to ensure they meet their required MOE ( ).

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 42 SY MAEP  School districts will be expected to employee special education teachers based on the number of units allocated.  Special Education TUs will be posted on the Special Education website.  Districts will be required to follow the normal process of entering special education teacher personnel information in the Mississippi Student Information System (MSIS).  OSE will reconcile personnel information to units allocated for each district beginning with MSIS Month 1 data.

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 43 SY MAEP Districts that do not employee the minimum number of special education teachers based on units allocated will be required to provide a written explanation to ensure: –that all eligible students are receiving FAPE –that the district has met MOE

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 44 SY MAEP Please remember that even though the teacher unit reconciliation process will take place: –there will be no revision of funds allocated during February as in past years –there will be no additional units granted (prayer list) –Federal Table 2 data will be pulled from the personnel snapshot –no additional funds will be allocated for December graduates or for any errors in reporting

July 2010 Copyright © 2010 Mississippi Department of Education Office of Instructional Enhancement and Internal Programs/Office of Special Education 45 Contact Information Ann Moore – State Director Ellen Davis Burnham – Bureau Director