1. 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

2. 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

3. Welcome!
Introductions
Overview of training

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

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

6. 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.

7. Section 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 and (Minimum Qualifications) by adding LD Specialist and DSPS Counselor ( changes approved by Academic Senate and the BOG in 2015).

8. 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

9. 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 (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)

10. 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.

11. 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

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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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!)

19. 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 Requirement

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

21. 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)

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

23. Course Substitutions/Waivers
Section 504 of the Rehabilitation Act, 34 C.F.R., Ia) 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

24. 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

25. 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

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

27. 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 DSPS Solutions website)

28. Use your Professional Judgement
Common Sense Rules!

29. BREAK
Enjoy the snacks
Be back by 2:50

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

31. 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

32. 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

33. 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)

34. 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

35. 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

36. Budget and Accounting Manual
Account Codes
Academic Salaries
Classified Salaries
Employee Benefits
Supplies and Materials
Other Operating Expenses, Contracts, Professional Development
Equipment – computers, assistive technology, APE equipment

37. 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

38. DSPS Formula Components
Based on a finite Budget per college state-wide
College Funding Guarantee
: $ 72,000
: $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

39. 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

40. 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

41. 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

42. 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

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

44. 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)

45. 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

46. Programs, Services, and Contracts
FY 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

47. Comparison of Old and New Allocation Formulas

48. 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
Distributed proportionally to each college based on overall funding available

49. 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

50. 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?

51. 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

52. 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

53. 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

54. 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

55. 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 ( %)
Every college gets the resultant percentage of their eligible amount

56. 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

57. 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

58. 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

59. DSPS Homepage
Click on “Allocations” tab

60. CCCCO DSPS Allocations Page

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