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 15 th of each year. The deadline for all reviews are to be completed by April 15 th 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.

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 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 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.

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.

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.

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.

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).

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 $ for educational services. Any student in private placement should also be included on the R-4 (student roll).

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

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.

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, The application form must be signed and dated by the superintendent.

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