1. OFFICE OF PROGRAM FISCAL MANAGEMENT SERVICES
June 2012

2. STAFF MEMBERS Audrey Shaifer, Office Director, Fiscal Management
Division of Program Management
Mary Bobbitt, Division Director
Janika Cheers
Roscoe Jones
Melvinann Carter
Division of Educable Child
Barbara Quarles, Division Director
Kimberly Peyton
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

3. RESPONSIBILITIES Allocation of IDEA and Preschool Funds
Educable Child Program
Extended School Year Program
Positive Behavior Specialist Funding
Education Interpreters Funding
Section 504 and University-Based Teacher Units
Speech-Language Therapy Scholarship
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

4. PROJECT
APPLICATION

5. IDEA Project Application
Fiscal Requirements FY 14
Project Applications were due on or before July 31, 2013
Obligation Dates are July 1, September 30, 2015
Expenditure Report due annually on September 30th for the previous school year, including the documentation from your accounting system
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

6. Budget Submission Procedures
Application Cover Page
FY 14 Budget Page and Narrative
Equipment List
Letter from Superintendent if application includes a Handicapped Accessible Bus
Parental Involvement Procedures with supporting documentation
Signed Statement of Assurances
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

7. Budget Submission Procedures
Certification of IDEA
District Policies and Procedures (if applicable)
Submit any new local school district policies and procedures that have been approved by the school board for approval by Office of Special Education (OSE)
Coordinated Early Intervening Services (CEIS) Report
General Education Provision Act (GEPA) Statement
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

8. Budget Submission Procedures
District Self Assessment for State Performance Plan/Annual Performance Report (SPP/APR)
Private School Participation Form
Private School Consultation and Affirmation Form
Excess Cost Calculations
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

9. Budget Narrative Line 1 (Salaries)
MSIS work area/course code is required
List Job Title for position (from MSIS)
Percentage paid from each funding source
Should be a reasonable percentage in line with the duties being performed
Explanation of duties performed for each funding source
Number of Contract Days
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

10. Budget Narrative Line 1 (Salaries) Teacher Assistants
Must indicate directly supervised by a licensed teacher
Names of Certified Personnel
Funded by MAEP funds
Funded with Educational Interpreter funds
Funded with Positive Behavior Specialist (PBS) funds
Must be on the Approved PBS list
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

11. Budget Narrative Line 2 (Substitute Pay) Indicate the rate of pay
If salary is prorated, the substitute pay must be prorated
Indicate reason for the substitute pay
Substitute pay is for:
Personnel funded in your project who are absent
Special Education teachers to attend conferences/professional development training
Not for Long Term Substitutes
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

12. Budget Narrative Line 3 (Salary Supplements) Line 4 (Stipends)
Indicate the amount of the supplement
These payments are included in the employees’ contract for additional duties performed
Identify personnel receiving the supplement(s)
State reason for the supplement
Line 4 (Stipends)
Indicate the amount of the stipends
These payments are not included in the employees’ contract for work outside or not covered in their contract
Identify personnel receiving the stipend(s)
State reason for the stipend
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

13. Budget Narrative Line 5 (Benefits) Line 6 (Contractual Services)
List only once, not after each employee
If salaries are prorated, so are benefits
State that benefits will be prorated in accordance with salary
Line 6 (Contractual Services)
Should be specific to student assessment and/or services
Should describe the scope of work
Must be in accordance with MS Code (Mississippi Accountability and Transparency Act)
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

14. Budget Narrative Line 6 (Contractual Services)
RFPs and contracts are required to be in accordance with MS Code
Must indicate that a signed contract is on file for each contractor and verification for EPLS (Excluded Parties List System) is on file
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

15. Budget Narrative Line 7 (Equipment)
Identify the equipment to be purchased
State justification/explanation for equipment
Indicate quantity and location of equipment
Indicate shipping and handling charges are included
Handicapped Accessible Bus
Letter signed by the Superintendent (blue ink preferred)
Address the following:
Physical description
Special equipment
Need for and how services were provided before
Maintenance and upkeep
Total cost and portion paid by district (if applicable)
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

16. Budget Narrative Line 8 (Staff Travel)
Address travel for district personnel to perform duties within the school district
Describe what services are being provided
Do not use for professional development activities or conferences
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

17. Budget Narrative Line 12 (Indirect Cost) Line 14 (Private Placement)
Refer to the Public School Districts’ Indirect Cost Rates
Use the Restricted Rate
Line 14 (Private Placement)
Responsible for the first $8,000 for each student placed in a private facility
Indicate the number of students placed
Indicate the name of the facility
Indicate if transportation is included and the daily rate of the transportation
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

18. Budget Narrative Line 16 (Student Travel)
Indicate the purpose of the student travel
Indicate what expenses are being paid - be specific
Must state that State funds will be utilized first before using IDEA funds
Must be tied to a student’s Individualized Education Program (IEP)
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

19. Budget Narrative Line 18 Coordinated Early Intervening Services (CEIS)
You are required to use 15% of IDEA Part B and Preschool Funds
If significant disproportionally in a racial/ethnic category exists with respect to:
Identification within a disability
Identification within the child count
Placement in a particular education setting or
Discipline
The amount cannot exceed the 15%
Particular emphasis should be given to grades K-3
Must state only used for Kindergarten students who are 6 years old by December 1
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

20. Budget Narrative Line 18 (CEIS) cont.
Identify the grade level(s) that will be the focus of CEIS activities
Indicate the academic and/or behavioral areas that will be the focus of the CEIS activities
Describe how the at-risk students are selected
Explain what services and supports will be provided to the at-risk group
Explain the professional development activities that will support the implementation of the services and supports to the students
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

21. Budget Narrative Line 19 (Private School Participation)
Indicate the number of students being served
Indicate the services being provided
Indicate how the services will be provided
Line 21(Professional Development)
Indicate the providers of the training, how they will be paid, and give examples of the training topics
State who will attend the training
Indicate the staff included for the registration, travel, and subsistence expenses
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

22. Budget Narrative Reminders Narrative must be descriptive
Items requested must be an allowable cost
Must have prior approval from MDE if out of the ordinary
Signatures in blue ink indicate originals for auditing purpose
Project Application is not complete until all signature pages have been received in the Division of Program Management
Parental Involvement and Professional Development must be addressed
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

23. SHAREPOINT

24. SHAREPOINT SCREEN 1st SCREEN, Click on District Number SD0130 SD0200
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

25. SHAREPOINT SCREEN 2ND SCREEN, Click on Application
ARRA DOCUMENTS DROPBOX
APPLICATION
KPMG ARRA MONITORING REPORTS
CHILDREN FIRST ANNUAL REPORT
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

26. SHAREPOINT SCREEN 3RD SCREEN, Click on FY14 Project Application
2012 APPROVED
FY13 PROJECT APPLICATION
FY14 PROJECT APPLICATION
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

27. SHAREPOINT SCREEN SELF-ASSESSMENTS SIGNATURE PAGES APPLICATION
PARENTAL INVOLVEMENT AND COPIES OF NOTIFICATION
ASSURANCES AND BOARD MINUTES
AMENDMENTS
CONTRACTS OR RFPS
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

28. SharePoint FY 14 Project Application Folders Self-Assessments
Signature Pages
Cover Page
Coordinated Early Intervening Services Report or Letter
Certification of IDEA
Private School Participation Form or Letter
Private School Consultation and Affirmation Form
Letter of Explanation for change in private school count, if applicable
Bus Letter Request, if applicable
Signed Statement of Assurances
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

29. SharePoint FY 14 Project Application Folders Application
Budget Request Pages
Narrative
Equipment Lists
Parental Involvement and Copies of Notification
Parental Involvement Procedures Form
Newspaper ads/flyers/letters/notices
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

30. SharePoint FY 14 Project Application Assurances and Board Minutes
Excess Cost Spreadsheets
General Education Provision Act (GEPA) Statement
New/Revised Board Policies, if applicable
Cooperative Agreements
Amendments
Cover Page
Narrative
Budget Request
Equipment Lists
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

31. New Process June 2014 July 2014 Upload into SharePoint June 6th
Draft Coordinated Early Intervening Services Narrative
Required for Districts who must use 15%
June 20th
Draft Budget Narrative
July 2014
July 31st
Project Application
Mail Signature Pages
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

32. REMINDERS Cover Page Salary Proration Excess Cost
Must have documentation to show “Board Approved” or letter from Board President
Salary Proration
The amount prorated must be a reasonable expectation for the split duties performed
Time and Effort sheets must be maintained (A-87)
Excess Cost
Calculated at State Level
Can be found under the FY 14 Project Application
Package
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

33. REMINDERS Private School Participation
Compare last year’s enrollment numbers with the numbers being reported in current project application
The count for ages 3-21 includes the number of children ages 3-5
The district count is the December 1 child count from the previous year
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

34. REMINDERS Private School Participation Home School Students
Considered to be Nonpublic
May be served if district policies allow participation in district programs
Should be counted in MSIS and child count
Private School Consultation and Affirmation form must be completed
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

35. REMINDERS Coordinated Early Intervening Services
16 districts were required to set aside CEIS for FY14
If required, must use 15% exactly (No Rounding)
Track CEIS students using MSIS
If money is allocated for CEIS, there Must be a student count
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

36. REMINDERS IDEA Project Application
Before any disbursements are sent to Accounting, the following are checked:
SPP/APR – is your self-assessment completed and does it contain all required items
Missing documents from previous years
Missing originals – when the hard copies are received, you are placed in the review queue
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

37. TOP
ISSUES

38. Top 10 Issues Project Applications Application
Failure to delete previous copies in SharePoint
No documentation to verify Board approval
Failure to upload in the designated folder
Signature Pages not mailed to OSE (Office of Special Education)
Budget Narrative
Not in alignment with Budget Request Page
CEIS narrative not included (Should NOT be separate)
Salaries not equal to district time percentage
Narrative does not clearly define use of funds
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

39. Top 10 Issues Budget Request Page
Allocated amount plus carryover not equal to Cover Page
Not in alignment with narrative
Carryover amount not allocated
4. Equipment List
Locations, cost and quantities differ from narrative
Items in narrative not listed or vice versa
Unallowable cost (i.e. computers for principals; network system)
Private School Participation Form
Allocation not based on total number
Failure to use December Child Count
Failure to indicate total number of students enrolled
Incorrect calculation F
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

40. Top 10 Issues Parental Involvement Form CEIS
Failure to complete all sections
Failure to upload supporting documentation
Failure to indicate dates
CEIS
Failure to identify the targeted group of at-risk students
and how they were selected
Narrative not in alignment with CEIS Budget Request Page
Failure to allocate required amount (if required)
Narrative does not clearly define use of funds
Unallowable costs
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

41. Top 10 Issues Failure to submit Affirmation Forms
8. Certification for IDEA Part B and Preschool Form
Failure to use new form
Failure to complete all applicable sections
Failure to submit Affirmation Forms
10. Failure to mail original signature pages
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

42. PROJECT APPLICATION
AMENDMENTS

43. Amendments When to Amend:
Actual carryover amount differs from the projected amount
Line item increases by 10%
New equipment added or deleted
The total allocation for a line item increases or decreases
Actual expenditures are over budgeted line item amount
Salary changes
Actual MAEP percentages
Actual time spent based on the timesheets for prorated personnel
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

44. Amendments
Cover Page
Must have documentation to show “Board Approved” or letter signed by the Board President
Indicate the reason for the amendment in Column D
Money amounts should be the same as the original project
Indicate the amendment number (1,2, etc.)
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

45. Amendments Budget Request Page
NEW POSITIONS MUST BE APPROVED IN ADVANCE BY MDE
Positions can be deleted, if not filled
Must show entire budgeted amount by line item
Indicate district name and code
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

46. Amendments Budget Narrative Address only those line items that changed
Must state if the line item increased or decreased
Must explain why the line item changed
Line items should be listed in the order of appearance on the budget request form
If equipment is deleted, state the reason why
If equipment is added, state why it is needed, who will be using it, and where it will be located
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

47. Amendments Equipment List Must list all equipment
Highlight the new equipment added
New equipment added must be addressed in the narrative
Equipment deleted mark “deleted”
Equipment deleted must be addressed in the narrative
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

48. EXPENDITURE REPORTS

49. EXPENDITURE REPORTS ANNUAL REPORT Due September 30, 2013
Must have supporting documentation from the District Business Office
Expenditure Budget Report
Expenditure Budget Report by Account
Expenditure Budget
Documentation from the District Business Office must match the expenditure report
Trial balances and History Transaction Reports are not acceptable documentation from the district’s business office (These reports do not give accurate expenditure amounts.)
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

50. EXPENDITURE REPORTS COMPLETION OF EXPENDITURE REPORT
Obtain district expenditure report from the business manager
Obtain the MDE expenditure report from the Special Education website under the current project application folder
Transfer all expenditures from the district business manager’s report to MDE’s expenditure report using the appropriate line item
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

51. EXPENDITURE REPORTS EXPENDITURE REPORT COMPLETION
Have superintendent and business manager sign the MDE expenditure report (blue ink is a good practice to assure original copies)
Attach the business manager’s report
Mail all documents to the MDE (Office of Special Education) which includes the signed MDE expenditure report and the district’s supporting documentation, Attn: Program Management
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

52. EXPENDITURE REPORTS TOP ISSUES
Expenditure Reports have calculation errors
MDE Expenditure Report mailed without the supporting documentation
MDE Expenditure Report does not balance to the totals from the supporting documentation
MDE Expenditure Report is uploaded into SharePoint
Supporting documentation does not show the expenditures
Failure to submit the Expenditure Report when due
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

53. EXCESS COST

54. EXCESS COST EXCESS COST REQUIREMENT
Prevents usage of Part B funds to pay for all costs directly attributable to the education of a child with a disability.
Costs that are in excess of the average annual per student expenditure during the preceding school year.
Required to spend at least the average annual per student expenditure before Part B funds are used.
Must be computed separately for elementary and secondary students.
Cannot be computed on a combination of the enrollments in elementary schools and secondary schools.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

55. EXCESS COST EXCESS COST COMPUTATION
School Financial Services provides the expenditure amounts.
Special Education provides the enrollment and December 1 Child Count numbers.
School Districts are provided a spreadsheet showing the calculations.
School Districts will be notified if Excess Cost requirement is not met.
Calculations for the FY14 are based on expenditures.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

56. EXCESS COST EXCESS COMPUTATION Designation of grade levels
Elementary students are
Grades K-6 (Current December 1 Child Count including students coded as 56 minus students coded as 52 and 62)
Secondary students are
Grades 7-12 (Current December 1 Child Count including students coded as 58 minus students coded as 78)
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

57. MAINTENANCE OF
EFFORT

58. MAINTENANCE OF EFFORT Maintenance of Effort §300.203-§300.204
Funds provided to LEAs under Part B of the Act must not be used to reduce the level of expenditures for the education of children with disabilities made by the LEA from local funds below the level of those expenditures for the preceding fiscal year. An LEA may reduce the level of expenditures by the LEA under part B of the Act below the level of those expenditures for the preceding fiscal year if the reduction is attributable to any one of the following five (5) reasons:
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

59. Maintenance of Effort Exceptions
The calculations (utilizing the FETS data transmitted to the MDE) are incorrect.
The amount is lower due to the voluntary departure, by retirement or
otherwise, or departure for just cause, of special education or related
services personnel, who were replaced by qualified, lower-salaried staff.
There was a decrease in enrollment of children with disabilities which resulted in a reduction of teacher units needed to serve students with disabilities.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

60. Maintenance of Effort Exceptions
4. An exceptionally costly special education program provided to a particular disabled child utilizing State and/or local funds was terminated because the child (1) has left the jurisdiction of the LEA; (2) has reached the age at which the obligation to provide a FAPE has terminated; or (3) the program is no longer needed.
5. Costly expenditures for long-term purchases, such as the acquisition of equipment or the construction of school facilities, were terminated.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

61. REMINDERS Maintenance of Effort (MOE) 59 Districts did not meet MOE
MOE reconciliation was due by May 31st
Project Applications will not be processed until MOE has been met
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

62. Positive Behavior Specialist (PBS)

63. Positive Behavior Specialist
REQUIREMENTS
Licensed Professional
Specialized training in Behavior Management
Experience in providing interventions in an educational setting
REQUEST PROCESS
Complete the request form for PBS or
Complete the Intent Not to Utilize Form
Due September 13, 2013
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

64. Positive Behavior Specialist
REIMBURSEMENT
Request funds by February 15, 2014
Funds not drawn by March 31, 2014 will be reallocated
APPROVAL
All must be approved by OSE
Names listed in the Project Application are checked against the approved list
Must use MSIS Code
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

65. Positive Behavior Specialist
REQUEST PROCESS
List the name of the person or persons
Provide the License Number
Department of Mental Health License is not valid if this statement is listed:
“in the State mental health system of Mississippi”
Indicate if the person is new or returning
Indicate the projected number of hours/days of service
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

66. Positive Behavior Specialist
REQUEST PROCESS
Indicate the Payment Method Percentages
PBS (Percentage from PBS allocation)
IDEA (Percentage from IDEA Funds)
State/District (Percentage from local funds)
List your PBS allocation amount
Superintendents signs (blue ink is a good practice to assure original copies)
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

67. EDUCATIONAL INTERPRETER
(EI)

68. EDUCATIONAL INTERPRETER
Effective July 1, 2005
No person shall provide interpreting services for consumers who are deaf or hard of hearing for a fee unless the person is registered with the Office of Deaf and Hard of Hearing of the Mississippi Department of Rehabilitation Services. (MS Code )
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

69. EDUCATIONAL INTERPRETER
Eligibility Requirements
Must possess a provisional registration, or
Quality Assurance Level 1 (or higher), or
National Certification (NAD/RID)
AND
Be registered with the Mississippi Office of Deaf and Hard of Hearing
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

70. EDUCATIONAL INTERPRETER
PROCESS
Request interpreter by September 17, 2013
Have superintendent sign the assurance statement (blue ink is a good practice to assure original copies)
All districts must respond before allocation of funds are determined (Request & Intent to Not Utilize)
Any district not responding by due date will have an Intent to Not Utilize Form faxed to them by the first week of October
Amount of reimbursement is determined by the number of interpreters and the limited amount of available funds
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

71. EDUCATIONAL INTERPRETER
REIMBURSEMENT PROCESS
Notification of Allocations will be made in October 2013
Update the application when an interpreter resigns or a new one is hired
List all interpreters on one form until all lines are used
Ensure licenses and registrations are valid from when school starts until school ends
Funds must be drawn by March 12, 2014
Funds will be reallocated April 30, 2014
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

72. EDUCATIONAL INTERPRETER
TOP ISSUES
Non-submission of resignation form
Current license and registration not submitted
Not using the first day of school as the date of hire
Not drawing the funds by the designated due date
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

73. EXTENDED SCHOOL YEAR
(ESY)

74. EXTENDED SCHOOL YEAR REQUEST FOR REIMBURSEMENT
Request for Reimbursement due September 30, 2013 to received one-half (1/2) of request in November
Final Request for Reimbursement will be December 13, 2013
Final date to notify MDE of any discrepancies will be January 10, 2014
Complete and sign the Request for Reimbursement Form
Submit the ESY Private Placement Reimbursement form
Indicate the reason for Exiting the ESY program
Ensure students’ names are consistent
Provide the transportation and educational costs
Indicate the number of days served
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

75. EXTENDED SCHOOL YEAR Extended School Year services (SY12-13)
ESY Payments will be made in three installments
1st installment
Districts who submitted on or before September 30, 2013, will receive 50% of their request for reimbursement
2nd installment will be made March 2014
Includes districts who submitted Request for Reimbursement after September 30, 2013
3rd installment (final) will be made in May 2014
All districts who provided ESY services are included
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

76. EXTENDED SCHOOL YEAR Teachers’ names do not match licenses
TOP ISSUES
Teachers’ names do not match licenses
Licenses expire before program begins or ends
Teachers’ names and licenses are not provided for private placements
Students’ names are not consistent
Licenses are not valid for the disability
Licenses are not provided or license numbers incorrect
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

77. FISCAL AUDITS

78. TOP TEN FINDINGS FISCAL AUDITS
Time sheets/Semi-Annual Certification forms not available and/or not signed by employee and/or supervisor
Equipment not on the Asset List
Equipment not tagged and funding source not indicated
Purchasing of equipment not approved or deleted from project application
Invalid or no contracts for contractual services
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

79. TOP TEN FINDINGS FISCAL AUDITS
Asset Listing does not indicate description of item, serial number or location
Equipment is not properly hand receipted
Equipment is not being used for its intended purpose
Unauthorized use of IDEA funds
Equipment purchased with IDEA funds used in general education classes
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

80. TIMELINES

81. Timelines September 2013 Positive Behavior Specialist Application
September 13th
Educational Interpreter Application
September 17th
Request for ESY Reimbursement
September 30th
Expenditure Reports
Last Day to obligate FY12 (SY11-12) IDEA funds
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

82. Timelines October 2013 November 2013
1st Pay Period Educable Child Reimbursement
October 4th
November 2013
Educable Child 2nd Period Student Applications
November 8th
Child Count
November 26th
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

83. Timelines December 2013 Final Request for ESY Reimbursement
2nd Pay Period Educable Child Reimbursement
December 2nd
Final Request for ESY Reimbursement
December 13th – Final day to submit
January 2014
Final Date to notify MDE of any discrepancies for ESY
January 10th
3rd Period Educable Child Student Applications
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

84. Timelines January 2014 February 2014
District Determination of ESY Begins
January 15th
Personnel Snapshot Amendment (using MSIS)
January 31st
February 2014
3rd Pay Period Educable Child Reimbursement
February 4th
PBS Request for Reimbursement
February 12th
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education
June 2012

85. Timelines March 2014 Extended School Year Application posted
March 10th
Request for Reimbursement for Educational Interpreter
March 12th
4th Period Educable Child Student Application
March 14th
Reallocation of Positive Behavior Funds (PBS)
March 31st
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

86. Timelines April 2014 District Determination of ESY ends
4th Period Educable Child Reimbursement
April 4th
District Determination of ESY ends
April 15th
Justification for Maintenance of Effort
April 16th
Child Find Report
April 30th
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

87. Timelines
April 2014
Reallocation of Educational Interpreter Funds
April 30th
Extended School Year Applications
May 2014
5th Period Educable Child Student Applications
May 30th
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

88. Timelines May June 2014 Self-Assessments (14 Indicators)
May 31st
June 2014
5th Pay Period Educable Child Reimbursement
June 3rd
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

89. SPEECH-LANGUAGE THERAPY SCHOLARSHIP (NATE ROGERS) HOUSE BILL 896

90. HOUSE BILL 896 SPEECH-LANGUAGE THERAPY SCHOLARSHIP (Nate Rogers)
Established scholarships for students with speech-language impairments
Stipulates student eligibility requirements
Stipulates the obligations of the parent/legal guardians, students, nonpublic school, and public school districts
Requires that all compulsory-school-age children be screened for speech-language impairment before the end of 1st Grade
Maximum amount of the scholarship is equivalent to the Mississippi Adequate Education Program (MAEP) base student cost
Effective July 1, 2013.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

91. PUBLIC SCHOOL DISTRICT GUIDANCE

92. SCHOOL DISTRICT GUIDANCE
Public School Districts must:
Adopt a policy to ensure that students will be screened for articulation, language, voice, and fluency disorders before the end of Grade 1
Notify the parents if the student fails the screener
If a student fails the screener, the school district, in its discretion, may perform a comprehensive speech-language evaluation.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

93. SCHOOL DISTRICT GUIDANCE
If a student fails the speech-language screener:
the parent/legal guardian may request an evaluation
the evaluation must be administered by a speech-language pathologist (215)
the school district shall consider the evaluation for eligibility for speech-language and either
Place the student within the current school OR
Suggest the Mississippi speech-language therapy scholarship for placement in a speech-language program in a nonpublic special purpose school.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

94. SCHOOL DISTRICT GUIDANCE
If a student from a public school district elects to participate in the Speech-Language Scholarship Program,
the district must verify the enrollment dates of the student to the Office of Special Education.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

95. OFFICE OF SPECIAL EDUCATION REQUIREMENTS

96. NOTIFICATION PROCESS The Office of Special Education will:
Notify the public school district that a scholarship has been approved for a student previously enrolled in the public school district and request verification of enrollment dates.
Notify the parent/legal guardian of the approval/denial of the scholarship.
Submit names of approved recipients to School Financial Services for payment.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

97. FAQs

98. QUESTIONS AND ANSWERS Who is eligible?
Students in kindergarten through Grade 6 or its equivalent (age 11) who have been properly evaluated and received a primary eligibility ruling of speech-language impairment shall be eligible to receive scholarship assistance.
Can the Speech-Language Therapy Scholarship be used for students in grades 8 and above?
No, the scholarship applies only to students in kindergarten through Grade 6 or its equivalent (age 11 by September 1). 
Can all students who have an eligibility ruling according to IDEA receive a Speech-Language Therapy Scholarship?
No, only students who have a primary eligibility ruling of speech-language impairment can receive the Speech-Language Scholarship.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

99. QUESTIONS AND ANSWERS
What students are not eligible for the speech-language therapy scholarship?
Students enrolled in a school that provides educational services to youth in the Department of Juvenile Justice commitment programs;
Students who are participating in a home-school education;
Students who are participating in a virtual school who take three (3) or more courses per school year, correspondence school or distance learning programs that receive State funding; and
Students that do not have direct and regular contact with his or her private school teachers at the school’s physical location.
 Does the student have to participate in the program for the whole school year?
Yes. Any student participating in the Mississippi Speech-Language Therapy Scholarship must remain in attendance throughout the school year unless excused by the school for illness or other good cause.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

100. QUESTIONS AND ANSWERS Who will receive the tuition reimbursement?
The Mississippi State Department of Education shall make payments to the approved and accredited nonpublic schools for each student at the nonpublic school equal to the State’s share of the adequate education program payments for each student in average daily attendance at the school district from which the student(s) transferred.
How are the Speech-Language Therapy Scholarship funds allocated?
Funds are allocated based on student base cost as appropriated.
Can private schools apply?
Yes, those private schools that are State accredited nonpublic special purpose schools that are organized to provide and emphasizes instruction in speech-language therapy and intervention as the primary purpose of the school.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

101. QUESTIONS AND ANSWERS Can a 504 student receive a scholarship?
Yes, if those students have a primary eligibility ruling of speech-language impairment as defined by IDEA and State regulations.
If a student fails the speech-language screener, does the school district have to conduct a comprehensive speech evaluation?
No, the school district, at its discretion, may conduct a comprehensive speech evaluation.
Can students who are participating in the Educable Child Program also receive the scholarship?
Yes, they would have to apply for Educable Child funds and submit the necessary documentation for approval.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

102. QUESTIONS AND ANSWERS
How will funding be determined for students who are already attending nonpublic schools?
There were no funds appropriated for this category of students. The nonpublic school will have to request a deficit appropriation funding.
Can a public school district place students at the nonpublic school and receive the scholarship for those students?
No, the scholarship is an option offered to parents or legal guardians of students with an eligibility ruling of speech-language impairment to attend a nonpublic school of choice that is organized to provide and emphasizes instruction in speech-language therapy and intervention as its primary purpose.
What are the licensing requirements for the speech language pathologists?
The speech language pathologist must have a 215 license.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

103. QUESTIONS AND ANSWERS
Do students who attend the nonpublic school require an Individualized Education Program (IEP) or service plan?
No, these students are parent-placed and therefore do not fall under the protection of IDEA.
What exactly is the criterion for receiving the scholarship?
Students who have a primary eligibility ruling of speech-language impairment and
Students who are in Grades Kindergarten through Grade 6 or its equivalent (age 11 by September 1) are eligible for the scholarship.
Will those disabilities with an inherent language issue such as autism, hearing impairment, etc., meet the criteria or must a student have a speech-language eligibility?
No, the student’s primary disability must be speech-language impairment.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

104. QUESTIONS AND ANSWERS
Can Speech Language therapist funded by IDEA funds conduct mass speech-language screening as far as funding? Or does this need to be funded by district funds?
No, the requirement for screening students for speech-language disorders is a State mandate which must be funded with local State or district funds. The use of IDEA funds would be supplanting.
Can you use IDEA funds to pay for a 215 to mentor a 216?
No, IDEA funds are for the excess cost of providing education or services to students with disabilities. A 215 is required by legislation.
Is there a way to make the speech-language screener and the dyslexia screener be incorporated together-administer one screener to all 1st grade students?
We are not aware of any such screener. Multiple screeners would be needed.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

105. QUESTIONS AND ANSWERS
Can a 216 complete a screener for language, voice, and fluency?
No, they can screen for articulation only.
Is there a provision for a child with a confirmed and primary area of disability in speech and language who is 3 years, 0 months to utilize the scholarship?
There is not a provision for a student who is three (3) years old. One of the criterion for the scholarship is that the student be enrolled in grades kindergarten through 6th grade to be eligible.
How will funding be determined for students who are entering kindergarten and who qualify for the scholarship?
There were no funds appropriated for this category of students.
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

106. CONTACT INFORMATION
Audrey Shaifer, Ph.D. – Keisha Dixon –
9/18/2018
Office of Instructional Enhancement and Internal Programs/Office of Special Education

107. Data and Fiscal Management Bureau Director eburnham@mde.k12.ms.us
Ellen Davis Burnham
Data and Fiscal Management Bureau Director
Audrey Shaifer Office Director
Office of Special Education
June 2012