High Cost Fund Eligibility Application Instructions 2011-2012

High Cost FundEligibility Application

Instructions2011-2012

Texas Education AgencyDivision of IDEA Coordination

August 2011

Texas Education Agency/ IDEA Coordination August 2011 2

Accessing the HCF Eligibility Application

Access the High Cost Fund Eligibility application athttps://seguin.tea.state.tx.us/apps/logon.asp

Click on the link to “HCF-High Cost Fund Eligibility Application”.

Click

https://seguin.tea.state.tx.us/apps/logon.asp

https://seguin.tea.state.tx.us/apps/logon.asp


Cover SheetFirst Step in Process


Cover Sheet

After logging into the High Cost Fund Eligibility application, the first screen to appear will be the Cover Page.

The LEA’s County District Number (CDN) and District Name will automatically populate.

The status of the application will be “New”.


Cover Sheet

This page will

appear

Auto-populates

Auto-populatesLRE Assurance Default is “No”


Cover Sheet At the top of the page, select the “Yes” button to

certify compliance with the Least Restrictive Environment (LRE) requirements of IDEA. The default is “No”.

The application cannot be saved if “Yes” is not selected.

NEW: In the past, when this selection was chosen, the assurance disappeared. In the 2011-2012 version, the assurance statement will stay visible.


Cover Sheet

Select “Yes”


Cover Sheet

Enter the LEA’s contact information. This person will be contacted if corrections are

necessary or if clarification is needed.

It is very important to enter a correct email address because the system will send an email: To inform you when the application has been

successfully submitted.

To notify you that a correction is necessary after submission, if applicable.


Cover Sheet

Enter Contact Information


Cover Sheet

Ignore the next two sections that indicate the number of applications and dollar amounts.

These sections are auto-populated after you complete the student-specific portion of the application.


Cover Sheet

Ignore


Cover Sheet NEW: Pro-rating assurance This assurance has been added to confirm that, if

the LEA pro-rated salaries or services, the LEA used the required High Cost Fund Pro-Rating Calculator tool associated with this application. The default is “No”. The Pro-Rating Calculator tool is located in the

“Additional Resources” section of the “Help” file. See separate section of power point for instructions on

how to access the Pro-Rating Calculator Tool.


Cover Sheet

You may answer these Pro-Rating assurances now or later when you return to the Cover Sheet after entering your student data. The default is “No”.


Cover Sheet

When finished with the cover sheet, click the “Save” button at the lower right portion of the screen.

Then click “OK”.


Cover Sheet

Click “Save”


Cover Sheet

Click “OK”


Cover Sheet

The message about “number of agent submissions must be greater than zero” means that you must also complete the student schedule portion of this application before submitting the application to TEA.


Member District PageSecond Step in Process


Member District

Now that the cover sheet is complete, click on “Member District” at the upper left side of the screen on the Cover Sheet page.


Member District

Click “Member District”


Member District

The Member District page will appear. Enter your LEA’s Adjusted Allotment

amount obtained from your previous year’s Summary of Finance (SOF).

If you enter an incorrect amount, TEA staff will correct the amount during the review/approval process of your HCF Eligibility application.


Member District

EnterAdjusted

Allotment amount

from your 2010-2011

Summary of Finance

This page will appear


Member District The Adjusted Allotment amount is found on

the district’s Summary of Finance located at http://ritter.tea.state.tx.us/school.finance/funding/sofweb7.html

Use the most recent Summary of Finances document from the previous year, LPE column for Adjusted Allotment.

If you are a charter school, use $5932 (new amount) as the amount for the Adjusted Allotment.

http://ritter.tea.state.tx.us/school.finance/funding/sofweb7.html

http://ritter.tea.state.tx.us/school.finance/funding/sofweb7.html


Member District


Member District

After entering your Adjusted Allotment amount, click the “Save” button.

You will receive a message that your information has been saved.

Click “OK”.


Member District

Click “OK”


Student DataThird Step in Process


Student Data

Now you are ready to enter student specific data.

Click the “Students ‘Add New’” button (located on the Member District page).

A blank student schedule will appear.


Student Data

Click “Add New”


Student Data



Student Data

First, enter a district-determined student identifier of 6 characters (may be alpha or numeric)

After the student page is saved, the student identifier code will change to a 12 character code, with the LEA’s county district number as the first six digits and the LEA-entered code as the last six characters


Student Data

1. Enter a student identifier


Student Data

Once saved, CDN will appear as 1st 6 digits


Student Data

Second, enter the student’s primary disability by using the drop down arrow to select a disability. If the disability is OHI, enter the qualifying

condition on the next row.

Third, enter the student’s instructional setting by using the drop down arrow to select an instructional setting.


Student Data

2. Select Disability3. Select Instructional

Setting


Student Data

If the student attends a Regional Day School Program for the Deaf (RDSPD), use the drop down arrow to select the RDSPD.

NEW: If an RDSPD is chosen, the LEA will be instructed to select the RDSPD “Type.” The “Type” indicates which district entered

the student’s data in PEIMS – the sending district or the receiving district (RDSPD).


Student Data

4. Use drop down arrow to select RDSPD, if applicable

These statements regarding RDSPD will appear.

These radio button choices will appear.4a. Select one choice.


Student Data

If the LEA selects the first RDSPD “Type” indicating that the sending LEA entered the student’s data in PEIMS, the LEA’s adjusted allotment amount will be automatically subtracted from the student’s costs.

(The LEA’s adjusted allotment amount was entered by the LEA on the Member District page.)


Student Data

Sending LEA enters student’s data in PEIMS

LEA’s Adjusted Allotment auto-

populates


Student Data

If the LEA selects the second RDSPD “Type” indicating that the receiving LEA (RDSPD) entered the student’s data in PEIMS, the LEA’s adjusted allotment amount will not be subtracted from the student’s costs.


Student Data

Receiving LEA (RDSPD) enters student’s data in PEIMS

Zero Adjusted Allotment auto-

populates


Student Data The next entry to make is for

Medicaid/SHARS, if applicable. If you will be seeking reimbursement for this

student, enter the amount you expect to receive based on last year’s Medicaid/SHARS reimbursement.

If you enter an amount, the system will automatically subtract the Medicaid/SHARS amount from the student’s costs.


Student Data

5. Enter projected SHARS amount, if applicable

SHARS amount auto-populates


Student Data

Now click the radio button to designate whether the student is residential, non-residential, or a non-public day school student.


Student Data

Default


Student DataNon-Residential Student


Student Data: Non-Residential Student

To enter a non-residential student, click the radio button “Non-Residential”. This radio button is the default button.

The Standard Costs window will be visible.

Click on the “View/Edit Standard Costs” button.

A list of allowable cost items will appear.


Student Data:Non-Residential Student

1. Click “Non-Residential”

2. Click here to enter cost items



This page of allowable cost items appears



Type in the dollar amount for the applicable cost items. If pro-rating salaries or services, you must use the Pro-Rating

Calculator tool associated with this application.

See separate section of power point for instructions on how to access the Pro-Rating Calculator Tool.

When all cost items have been entered, click the “Close” button at the top of the window.

The total of the cost items will then be displayed as “Standard Costs Total” on the student page.



1. Enter amts

2. Click “Close”



Dollar amount auto-populates from entries on “Non-Residential Costs”

page



The Standard Costs Total will also display in the “Subtotal” area on the student page.

The system will automatically subtract the Adjusted Allotment and the Medicaid/SHARS amounts (if applicable).

The final result (Total) must be $35,000 or greater in order for the student to qualify as a high need student.



This section auto-

populates



If your student has a cost that is not listed in the list of allowable cost items, you can write in the cost in the “Add Other Cost” section. TEA staff will review for allowability

during the review/approval process.

Click the “Add Other Cost” tab.



1. Click here to add cost items that are not included in the Standard Costs list



Enter the cost item and amount. Click the “Add” button. The cost will be displayed in the

“Other Costs Total” and will also be added to the “Subtotal.”



2. Enter description

and cost



3. Click “Add”



Auto-populates Auto-populates total of

Standard Costs and Other Costs


Student Data: Non-Residential Student Additional cost items may be added

by entering the description and amount in the next row and then clicking the “Add” button.

Double-check the “Other Costs Total” and the “Subtotal” amount to ensure that all added cost items were included in the total.



To edit the cost item that you wrote in, click on the “pencil” icon and then make the necessary edits.

To remove a cost item that you wrote in, click on the red “x” to remove.



Click “pencil” icon to edit added cost item.

Click “x” to remove added cost item.


Student Data – Non-Residential Student

After all cost items have been entered, click the “Save” button.

You will receive a message that your data saved correctly.

Click “OK”.



Click “OK”



If your “Total” is less than $35,000, you will receive an error notice.

You will then either need to delete/inactivate the student record or add more costs until the total equals or exceeds $35,000.



To inactivate a student record, select the “Inactive” radio button at the top of the student page. The default is “Active.”

Click “Save” and then click “OK”.



Click “Inactive” if Total costs are less than $35,000; then

save

Total must be at least

$35,000


Student Data – Non-Residential Student After the student data has been saved, click

the “Member District” tab at the top of the page.

You will be returned to the member district page and will see the student added.

If you need to edit the student, click the pencil icon.

If you need to remove the student, click the “X” icon.



Click “Member District” when finished with this student



Student will be added automatically to this page after saving the student data on the

student page



Use icons to print, edit, or remove student


Student Data

To add another student, click on the “Students ‘Add New’” button.


Student Data

Click “Add New” to add another student


Student DataResidential Student


Student Data – Residential Student

To enter a residential student, complete the top portion of the student page: Enter a student identifier (6 character

district- determined identifier). Select a disability type. Select an instructional setting. Select the radio button “Residential”.



1. Complete this section

2. Click “Residential”



Enter the name of the Residential facility.

Enter the total residential cost that you indicated in your Residential Placement application (SAS-A111-YY).

Please note: Your student’s Residential Placement application (SAS-A111-YY) must be submitted to your ESC by September 1 in order to be eligible to request a HCF award for this student.



3. Enter name of residential facility and

placement cost



Click the “Save” button.

You will receive a message that the data saved successfully.

Click “OK”.



Click “Save”

Ignore



Click “OK”


Student Data – Residential Student After the student data has been saved, click

the “Member District” tab at the top of the page.






Student will be added automatically to this page after saving the student data on the

student page

Use icons to print, edit, or remove student


Student Data – Residential Student The “Total Cost” for residential students will be displayed as

zero. The requested HCF amount for a residential student is the portion of

the 25% set-aside required for that student that will be determined by TEA staff during the review/approval of the Residential Placement application (SAS-A111-12).

TEA staff will enter that student’s 25% Set-Aside amount in the HCF Eligibility application during the review/approval of the HCF Eligibility application.

Once entered by TEA, the residential student’s 25% set-aside amount will become the student’s “Total Cost”. This amount must be at least $35,000 for the student to qualify as a

high cost student.



Residential students will have zero as

Total Cost when

submitted to TEA

Once TEA staff enters the 25% set-aside amount, the residential student’s Total Cost will populate with the 25% set-aside amount



TEA Staff will enter this data

after application submitted to

TEAThe 25% set-aside entered by TEA will

become the residential student’s “Total Cost”


Student Data

To add another student, click on the “Students ‘Add New’” button.


Student Data

Click “Add New” to add another student


Student DataNon-Public Day School Student


Student Data:Non-Public Day School Student

To enter a non-public day school student, complete the top portion of the student page: Enter a student identifier (6 character

district- determined identifier). Select a disability type. Select an instructional setting. Select the radio button “Non-Public Day

School”.



1. Complete this section

2. Click “Non-Public Day School”


Student Data:Non-Public Day School Student Enter the name of the non-public day

school. The non-public day school must be on TEA’s

list of approved non-public day schools.

If not, the student will not be eligible for a HCF award.

Enter the number of months in contract. Enter the total tuition cost.



3. Enter name of Non-Public Day School

4. Enter number of months in contract

5. Enter total tuition cost



After this student page is saved, the system will automatically calculate a projected amount of state funds that the LEA should receive for the non-public day school student (on the LEA’s Summary of Finance). The system will use the same formula used in the

SPE106 Non-Public Day School Report.

The system will automatically subtract this amount from the student’s costs.



Formula used by system to calculate projected amount of state funds for non-public day school student:State Funding Amount = FTE x LEA’s Adjusted Allotment x 1.7

▪ 1 month in contract = 0.1 FTE▪ 2 months in contract = 0.2 FTE▪ 3 months in contract = 0.3 FTE▪ 4 months in contract = 0.4 FTE▪ 5 months in contract = 0.5 FTE▪ 6 months in contract = 0.6 FTE▪ 7 months in contract = 0.7 FTE▪ 8 months in contract = 0.8 FTE ▪ 9 months in contract = 1 FTE▪ 10 months in contract = 1 FTE▪ 11 months in contract = 1 FTE▪ 12 months in contract = 1 FTE



Projected amt of state funds auto-calculates and auto-

populates.The system automatically

subtracts this amt from the student’s costs.

This section auto-

populates


Student Data:Non-Public Day School Student If the non-public day school student has additional costs

(in addition to the tuition costs), use the “Add Other Cost” button to write in additional cost items. Follow the instructions provided in the Non-Residential Student

section of this power point.

If pro-rating salaries or services, you must use the Pro-Rating Calculator tool associated with this application.

See separate section of power point for instructions on how to access the Pro-Rating Calculator Tool.

The additional costs will be added to the subtotal.



1. Click here to add additional costs if student has other costs in addition

to tuition



2. Enter description and

cost



3. Click “Add”



Auto-populates Auto-populates total of

“Tuition” and “Other Costs”



Additional cost items may be added by entering the description and amount in the next row and then clicking the “Add” button.

Double-check the “Other Costs” total and the “Subtotal” amount to ensure that all added cost items were included in the total.



To edit the cost item that you wrote in, click on the pencil icon and then make the necessary edits.

To remove a cost item that you wrote in, click on the red x to remove.



Use icons to edit or remove “Other Cost”



Click the “Save” button.

You will receive a message that the data saved successfully.

Click “OK”.



Click “OK”



If your “Total” is less than $35,000, you will receive an error notice.

You will then either need to delete/inactivate the student record or add more costs until the total equals or exceeds $35,000.



To inactivate a student record, select the “Inactive” radio button at the top of the student page. The default is “Active.”




Click “Inactive” if Total costs are less than $35,000; then

save

Total must be at least

$35,000



After the student data has been saved, click the “Member District” tab at the top of the page.






Student will be added automatically to this page after saving the student data on the student page


Student Data Continue this process until all high cost

students have been added. To print the data you entered, you can either

click the “Print All” button or click on each individual student’s record, using the Printer icon.

To view or edit the student’s record, click on the pencil icon.

To delete a student record, click on the “X” icon.


Student Data

Click here to print all pages

Or click the printer icon next to a student to print only that

student’s page


Cover SheetFinal Step of Process


Cover Sheet

When finished entering students, return to the Cover Sheet by clicking on “Cover Sheet” at the top of the page.


Cover Sheet

Click “Cover Sheet”


Cover Sheet The total number of applications will be

automatically displayed on the Cover Sheet. The total requested amount for Non-Residential

students and Non-Public Day School students will be automatically displayed on the Cover Sheet.

The amount for Residential Students will be zero. This amount will be populated after the application is

submitted to TEA and TEA staff enters the 25% set-aside amount required to be used for those residential students (determined by TEA after reviewing the Residential Placement application SAS-A111-12).


Cover Sheet

Auto-populated

Auto-populated


Cover Sheet If you pro-rated any salaries or services for non-residential or

non-public day school students, check the “Yes” button in the section at the bottom of the page. The default is “No”.

Then click the button to indicate whether you used the High Cost Fund Pro-Rating Calculator tool associated with this application. The default is “No”. LEAs are required to use the Pro-Rating Calculator to ensure

consistency. If you select “No”, you will not be able to save or submit the

application.


Cover Sheet

Click “Yes” if you pro-rated salaries or services for students’ costs


Cover Sheet

Click “OK”


Cover Sheet

Must click “Yes” here if clicked “Yes” above


Cover Sheet When ready to submit the application to TEA:

Click the “Save” button. The “Submit” button will be enabled. Click the “Submit” button. A pop-up message will provide a warning that you should only

submit if all data has been entered. Click “OK.”

You will receive a message that the data has been saved successfully. Click “OK”.

You will receive a message that the data has been submitted to TEA and that you will receive a confirmation email. Click “OK”.


Cover Sheet

1. Click “Save”2. Click “OK”

3. Click “Submit”


Cover Sheet

Click “OK”


Cover Sheet

Confirm that the status has changed from “Pending” to “Submitted.”


Cover Sheet

Status should be “Submitted”


Email Confirmation


Shared Services ArrangementsSpecial Instructions


Fiscal Agent of SSA

If you are a Fiscal Agent of an SSA, the procedure is the same, except that each Member District for which you need to submit a student application will require a separate Member District page.


Fiscal Agent of SSA The main Member District page will

automatically list the Fiscal Agent.

If the Fiscal Agent has high cost students, click the “Edit” icon to open the page for the Fiscal Agent.

If the Fiscal Agent does not have high cost students, ignore this step and continue to the instructions for entering a Member District.


Fiscal Agent of SSA

Fiscal Agent CDN & Name Auto-Populated

Fiscal Agent CDN & Name Auto-Populated


Fiscal Agent of SSA

Click “Pencil (Edit) ” icon to open Fiscal Agent’s page, if the Fiscal Agent has high cost students


Fiscal Agent of SSA

Enter the Fiscal Agent’s Adjusted Allotment.

Click “Save”. Then, click “OK”. Then, use the “Students ‘Add New’”

button to add high cost students for the Fiscal Agent.


Fiscal Agent of SSA

1. Enter Fiscal Agent’s Adjusted Allotment2. Click

“Save”


Fiscal Agent of SSA

Click “OK”


Fiscal Agent of SSA

3. Click here to add students for Fiscal Agent


Fiscal Agent of SSA

After entering the Fiscal Agent’s high cost student, click “Member District” at the top of the student page to return to the main Member District page.


Fiscal Agent of SSA

Click “Member District” to return to the main Member District page


Fiscal Agent of SSA

To add more students for the Fiscal Agent, click the “Pencil (Edit)” icon to open the Fiscal Agent’s page.

Click the “Students ‘Add New’” button to add another student.

Continue the process for adding students until all the Fiscal Agent’s high cost students have been entered.


Fiscal Agent of SSA

Click the “Pencil (Edit)” icon to open the Fiscal Agent’s page if you need to add more students

for the Fiscal Agent


Fiscal Agent of SSA

Click “Add New” if you need to add more students for the Fiscal Agent


Fiscal Agent of SSA

After entering the Fiscal Agent’s students (if any), add a Member District that has a high cost student.

For each Member District for which you need to submit student applications, you will need to add the Member District to the Member District page: Click the “Member Districts ‘Add New’” button.

A Member District page will appear.


Fiscal Agent of SSA

Click “Add New” to add a Member District


Fiscal Agent of SSA



Fiscal Agent of SSA

When the blank Member District page appears, enter the Member District’s county district number (CDN) and then click “Search”.

The system will pre-populate the CDN and Member District name.


Fiscal Agent of SSA

Enter the Member District’s CDN, then click “Search”


Fiscal Agent of SSA

CDN and District Name will auto-populate after clicking “Search”

above


Fiscal Agent of SSA

Enter the Member District’s Adjusted Allotment.


Then click “Students ‘Add New’” button to add high cost student applications for this Member District.


Fiscal Agent of SSA

1. Enter Member District’s Adjusted Allotment2. Click

“Save”


Fiscal Agent of SSA

Click “OK”


Fiscal Agent of SSA

3. Click “Add New” to add students for this Member District


Fiscal Agent of SSA After entering a student for the Member

District, click “Member District” at the top of the student page.

The Member District will now appear on the main Member District page.

To add more students for this Member District, click the “Pencil (Edit)” icon for the Member District and continue to add students.


Fiscal Agent of SSA

Click “Member District”


Fiscal Agent of SSA

The Member District auto-populates


Fiscal Agent of SSA

Click the “Pencil (Edit)” icon for the Member District to add

more students for this Member District


Fiscal Agent of SSA

To add another Member District, click the “Member Districts ‘Add New’” button and continue the procedure for entering the Member District’s Adjusted Allotment and entering students.

Continue this process until all Member Districts with high cost students have been entered.

If a Member District of the SSA does not have high cost students, do not add the Member District.


Fiscal Agent of SSA

Click “Add New” to add another Member District


Fiscal Agent of SSA

After all Member Districts with high cost students have been entered, click “Cover Sheet” at the top of the main Member District page to return to the Cover page.

When ready to submit the application, click “Save” and then “Submit” on the Cover page.


Fiscal Agent of SSA

Click “Cover Sheet” to return to the Cover page


Corrections after Submittal

TEA’s Review of Applications


Corrections after Submittal If you discover you need to make a correction

after the application has been submitted to TEA, contact the funding team at 512-463-9414 or [email protected].

TEA can place the application in “amend’ status. You will receive an email from TEA notifying you

that the application is now in “amend” status. The application will then be open to you to make

the necessary corrections. After correcting, re-save and re-submit to TEA.

mailto:[email protected]


TEA Review of Applications

After the submittal deadline, TEA will review all the HCF applications.

If you entered an incorrect adjusted allotment amount, TEA will make an adjustment to enter the correct adjusted allotment amount.


TEA Review of Applications If you entered a cost for a non-residential

student or non-public day school student that is not allowable, TEA will place the application in “Amend” status.

You will receive an email from TEA informing you that the application needs to be corrected.

You will then need to remove the unallowable item from the application, re-save, and re-submit to TEA.


TEA Review of Applications If you entered a non-public day school

student and the non-public day school is not on TEA’s approved list, TEA will place the application in “Amend” status.

You will receive an email from TEA instructing you to remove the non-eligible student from the application.

After removing the student, you will need to re-save and re-submit to TEA.


Pro-Rating Calculator Tool

Instructions for how to access the Pro-Rating Calculator Tool


Pro-Rating Calculator Tool When determining pro-rated

salaries/services amounts, the Pro-Rating Calculator Tool must be used to ensure consistency between LEAs.

Click the “Help” icon located at the top of any page in the High Cost Funds Eligibility application.



1. Click “Help” icon


Pro-Rating Calculator Tool A pop-up window will appear.

Click “Additional Resources” located on the left side of the window.



2. Click “Additional Resources”


Pro-Rating Calculator Tool A link to the Pro-Rating Calculator

Tool will appear on the right side of the screen.

Click the link “prorating tool”.



3. Click “prorating tool” link


Pro-Rating Calculator Tool An Excel spreadsheet will open. Use the spreadsheet to enter data to

determine pro-rated salaries/services. Save the spreadsheet on your computer

(or print) to have as documentation if audited.

Repeat if needed for additional salaries/services.



4. Enter data.

Print and keep on hand for auditors.

Repeat for additional calculations for each

pro-rated salary/service


Contact Information

For questions regarding the High Cost Fund process or application, contact the IDEA Coordination funding team at: 512-463-9414 [email protected]

For TEA SE access, link to https://seguin.tea.state.tx.us/apps/help/tease.htm

mailto:[email protected]

High Cost Fund Eligibility Application Instructions 2011-2012

Documents

Transcript of High Cost Fund Eligibility Application Instructions 2011-2012