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Texas Education Agency Division of IDEA Coordination August 2011. High Cost Fund Eligibility Application Instructions 2011-2012. Accessing the HCF Eligibility Application. Access the High Cost Fund Eligibility application at https://seguin.tea.state.tx.us/apps/logon.asp - PowerPoint PPT Presentation
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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
Texas Education Agency/ IDEA Coordination August 2011 3
Cover SheetFirst Step in Process
Texas Education Agency/ IDEA Coordination August 2011 4
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”.
Texas Education Agency/ IDEA Coordination August 2011 5
Cover Sheet
This page will
appear
Auto-populates
Auto-populatesLRE Assurance Default is “No”
Texas Education Agency/ IDEA Coordination August 2011 6
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.
Texas Education Agency/ IDEA Coordination August 2011 7
Cover Sheet
Select “Yes”
Texas Education Agency/ IDEA Coordination August 2011 8
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.
Texas Education Agency/ IDEA Coordination August 2011 9
Cover Sheet
Enter Contact Information
Texas Education Agency/ IDEA Coordination August 2011 10
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.
Texas Education Agency/ IDEA Coordination August 2011 11
Cover Sheet
Ignore
Texas Education Agency/ IDEA Coordination August 2011 12
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.
Texas Education Agency/ IDEA Coordination August 2011 13
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”.
Texas Education Agency/ IDEA Coordination August 2011 14
Cover Sheet
When finished with the cover sheet, click the “Save” button at the lower right portion of the screen.
Then click “OK”.
Texas Education Agency/ IDEA Coordination August 2011 15
Cover Sheet
Click “Save”
Texas Education Agency/ IDEA Coordination August 2011 16
Cover Sheet
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 17
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.
Texas Education Agency/ IDEA Coordination August 2011 18
Member District PageSecond Step in Process
Texas Education Agency/ IDEA Coordination August 2011 19
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.
Texas Education Agency/ IDEA Coordination August 2011 20
Member District
Click “Member District”
Texas Education Agency/ IDEA Coordination August 2011 21
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.
Texas Education Agency/ IDEA Coordination August 2011 22
Member District
EnterAdjusted
Allotment amount
from your 2010-2011
Summary of Finance
This page will appear
Texas Education Agency/ IDEA Coordination August 2011 23
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.
Texas Education Agency/ IDEA Coordination August 2011 24
Member District
Texas Education Agency/ IDEA Coordination August 2011 25
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”.
Texas Education Agency/ IDEA Coordination August 2011 26
Member District
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 27
Student DataThird Step in Process
Texas Education Agency/ IDEA Coordination August 2011 28
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.
Texas Education Agency/ IDEA Coordination August 2011 29
Student Data
Click “Add New”
Texas Education Agency/ IDEA Coordination August 2011 30
Student Data
This page will appear
Texas Education Agency/ IDEA Coordination August 2011 31
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
Texas Education Agency/ IDEA Coordination August 2011 32
Student Data
1. Enter a student identifier
Texas Education Agency/ IDEA Coordination August 2011 33
Student Data
Once saved, CDN will appear as 1st 6 digits
Texas Education Agency/ IDEA Coordination August 2011 34
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.
Texas Education Agency/ IDEA Coordination August 2011 35
Student Data
2. Select Disability3. Select Instructional
Setting
Texas Education Agency/ IDEA Coordination August 2011 36
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).
Texas Education Agency/ IDEA Coordination August 2011 37
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.
Texas Education Agency/ IDEA Coordination August 2011 38
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.)
Texas Education Agency/ IDEA Coordination August 2011 39
Student Data
Sending LEA enters student’s data in PEIMS
LEA’s Adjusted Allotment auto-
populates
Texas Education Agency/ IDEA Coordination August 2011 40
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.
Texas Education Agency/ IDEA Coordination August 2011 41
Student Data
Receiving LEA (RDSPD) enters student’s data in PEIMS
Zero Adjusted Allotment auto-
populates
Texas Education Agency/ IDEA Coordination August 2011 42
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.
Texas Education Agency/ IDEA Coordination August 2011 43
Student Data
5. Enter projected SHARS amount, if applicable
SHARS amount auto-populates
Texas Education Agency/ IDEA Coordination August 2011 44
Student Data
Now click the radio button to designate whether the student is residential, non-residential, or a non-public day school student.
Texas Education Agency/ IDEA Coordination August 2011 45
Student Data
Default
Texas Education Agency/ IDEA Coordination August 2011 46
Student DataNon-Residential Student
Texas Education Agency/ IDEA Coordination August 2011 47
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.
Texas Education Agency/ IDEA Coordination August 2011 48
Student Data:Non-Residential Student
1. Click “Non-Residential”
2. Click here to enter cost items
Texas Education Agency/ IDEA Coordination August 2011 49
Student Data: Non-Residential Student
This page of allowable cost items appears
Texas Education Agency/ IDEA Coordination August 2011 50
Student Data: Non-Residential Student
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.
Texas Education Agency/ IDEA Coordination August 2011 51
Student Data: Non-Residential Student
1. Enter amts
2. Click “Close”
Texas Education Agency/ IDEA Coordination August 2011 52
Student Data: Non-Residential Student
Dollar amount auto-populates from entries on “Non-Residential Costs”
page
Texas Education Agency/ IDEA Coordination August 2011 53
Student Data: Non-Residential Student
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.
Texas Education Agency/ IDEA Coordination August 2011 54
Student Data: Non-Residential Student
This section auto-
populates
Texas Education Agency/ IDEA Coordination August 2011 55
Student Data: Non-Residential Student
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.
Texas Education Agency/ IDEA Coordination August 2011 56
Student Data: Non-Residential Student
1. Click here to add cost items that are not included in the Standard Costs list
Texas Education Agency/ IDEA Coordination August 2011 57
Student Data: Non-Residential Student
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.”
Texas Education Agency/ IDEA Coordination August 2011 58
Student Data: Non-Residential Student
2. Enter description
and cost
Texas Education Agency/ IDEA Coordination August 2011 59
Student Data: Non-Residential Student
3. Click “Add”
Texas Education Agency/ IDEA Coordination August 2011 60
Student Data: Non-Residential Student
Auto-populates Auto-populates total of
Standard Costs and Other Costs
Texas Education Agency/ IDEA Coordination August 2011 61
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.
Texas Education Agency/ IDEA Coordination August 2011 62
Student Data: Non-Residential Student
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.
Texas Education Agency/ IDEA Coordination August 2011 63
Student Data: Non-Residential Student
Click “pencil” icon to edit added cost item.
Click “x” to remove added cost item.
Texas Education Agency/ IDEA Coordination August 2011 64
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”.
Texas Education Agency/ IDEA Coordination August 2011 65
Student Data – Non-Residential Student
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 66
Student Data – Non-Residential Student
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.
Texas Education Agency/ IDEA Coordination August 2011 67
Student Data – Non-Residential Student
Texas Education Agency/ IDEA Coordination August 2011 68
Student Data – Non-Residential Student
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”.
Texas Education Agency/ IDEA Coordination August 2011 69
Student Data – Non-Residential Student
Click “Inactive” if Total costs are less than $35,000; then
save
Total must be at least
$35,000
Texas Education Agency/ IDEA Coordination August 2011 70
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.
Texas Education Agency/ IDEA Coordination August 2011 71
Student Data – Non-Residential Student
Click “Member District” when finished with this student
Texas Education Agency/ IDEA Coordination August 2011 72
Student Data – Non-Residential Student
Student will be added automatically to this page after saving the student data on the
student page
Texas Education Agency/ IDEA Coordination August 2011 73
Student Data – Non-Residential Student
Use icons to print, edit, or remove student
Texas Education Agency/ IDEA Coordination August 2011 74
Student Data
To add another student, click on the “Students ‘Add New’” button.
Texas Education Agency/ IDEA Coordination August 2011 75
Student Data
Click “Add New” to add another student
Texas Education Agency/ IDEA Coordination August 2011 76
Student DataResidential Student
Texas Education Agency/ IDEA Coordination August 2011 77
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”.
Texas Education Agency/ IDEA Coordination August 2011 78
Student Data – Residential Student
1. Complete this section
2. Click “Residential”
Texas Education Agency/ IDEA Coordination August 2011 79
Student Data – Residential Student
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.
Texas Education Agency/ IDEA Coordination August 2011 80
Student Data – Residential Student
3. Enter name of residential facility and
placement cost
Texas Education Agency/ IDEA Coordination August 2011 81
Student Data – Residential Student
Click the “Save” button.
You will receive a message that the data saved successfully.
Click “OK”.
Texas Education Agency/ IDEA Coordination August 2011 82
Student Data – Residential Student
Click “Save”
Ignore
Texas Education Agency/ IDEA Coordination August 2011 83
Student Data – Residential Student
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 84
Student Data – 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.
Texas Education Agency/ IDEA Coordination August 2011 85
Student Data – Residential Student
Click “Member District” when finished with this student
Texas Education Agency/ IDEA Coordination August 2011 86
Student Data – Residential 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
Texas Education Agency/ IDEA Coordination August 2011 87
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.
Texas Education Agency/ IDEA Coordination August 2011 88
Student Data – Residential 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
Texas Education Agency/ IDEA Coordination August 2011 89
Student Data – Residential Student
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”
Texas Education Agency/ IDEA Coordination August 2011 90
Student Data
To add another student, click on the “Students ‘Add New’” button.
Texas Education Agency/ IDEA Coordination August 2011 91
Student Data
Click “Add New” to add another student
Texas Education Agency/ IDEA Coordination August 2011 92
Student DataNon-Public Day School Student
Texas Education Agency/ IDEA Coordination August 2011 93
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”.
Texas Education Agency/ IDEA Coordination August 2011 94
Student Data:Non-Public Day School Student
1. Complete this section
2. Click “Non-Public Day School”
Texas Education Agency/ IDEA Coordination August 2011 95
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.
Texas Education Agency/ IDEA Coordination August 2011 96
Student Data:Non-Public Day School Student
3. Enter name of Non-Public Day School
4. Enter number of months in contract
5. Enter total tuition cost
Texas Education Agency/ IDEA Coordination August 2011 97
Student Data:Non-Public Day School Student
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.
Texas Education Agency/ IDEA Coordination August 2011 98
Student Data:Non-Public Day School Student
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
Texas Education Agency/ IDEA Coordination August 2011 99
Student Data:Non-Public Day School Student
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
Texas Education Agency/ IDEA Coordination August 2011 100
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.
Texas Education Agency/ IDEA Coordination August 2011 101
Student Data:Non-Public Day School Student
1. Click here to add additional costs if student has other costs in addition
to tuition
Texas Education Agency/ IDEA Coordination August 2011 102
Student Data:Non-Public Day School Student
2. Enter description and
cost
Texas Education Agency/ IDEA Coordination August 2011 103
Student Data:Non-Public Day School Student
3. Click “Add”
Texas Education Agency/ IDEA Coordination August 2011 104
Student Data:Non-Public Day School Student
Auto-populates Auto-populates total of
“Tuition” and “Other Costs”
Texas Education Agency/ IDEA Coordination August 2011 105
Student Data:Non-Public Day School 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.
Texas Education Agency/ IDEA Coordination August 2011 106
Student Data:Non-Public Day School Student
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.
Texas Education Agency/ IDEA Coordination August 2011 107
Student Data:Non-Public Day School Student
Use icons to edit or remove “Other Cost”
Texas Education Agency/ IDEA Coordination August 2011 108
Student Data:Non-Public Day School Student
Click the “Save” button.
You will receive a message that the data saved successfully.
Click “OK”.
Texas Education Agency/ IDEA Coordination August 2011 109
Student Data:Non-Public Day School Student
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 110
Student Data:Non-Public Day School Student
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.
Texas Education Agency/ IDEA Coordination August 2011 111
Student Data:Non-Public Day School Student
Texas Education Agency/ IDEA Coordination August 2011 112
Student Data:Non-Public Day School Student
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”.
Texas Education Agency/ IDEA Coordination August 2011 113
Student Data:Non-Public Day School Student
Click “Inactive” if Total costs are less than $35,000; then
save
Total must be at least
$35,000
Texas Education Agency/ IDEA Coordination August 2011 114
Student Data:Non-Public Day School 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.
Texas Education Agency/ IDEA Coordination August 2011 115
Student Data:Non-Public Day School Student
Click “Member District” when finished with this student
Texas Education Agency/ IDEA Coordination August 2011 116
Student Data:Non-Public Day School Student
Student will be added automatically to this page after saving the student data on the student page
Texas Education Agency/ IDEA Coordination August 2011 117
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.
Texas Education Agency/ IDEA Coordination August 2011 118
Student Data
Click here to print all pages
Or click the printer icon next to a student to print only that
student’s page
Texas Education Agency/ IDEA Coordination August 2011 119
Cover SheetFinal Step of Process
Texas Education Agency/ IDEA Coordination August 2011 120
Cover Sheet
When finished entering students, return to the Cover Sheet by clicking on “Cover Sheet” at the top of the page.
Texas Education Agency/ IDEA Coordination August 2011 121
Cover Sheet
Click “Cover Sheet”
Texas Education Agency/ IDEA Coordination August 2011 122
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).
Texas Education Agency/ IDEA Coordination August 2011 123
Cover Sheet
Auto-populated
Auto-populated
Texas Education Agency/ IDEA Coordination August 2011 124
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.
Texas Education Agency/ IDEA Coordination August 2011 125
Cover Sheet
Click “Yes” if you pro-rated salaries or services for students’ costs
Texas Education Agency/ IDEA Coordination August 2011 126
Cover Sheet
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 127
Cover Sheet
Must click “Yes” here if clicked “Yes” above
Texas Education Agency/ IDEA Coordination August 2011 128
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”.
Texas Education Agency/ IDEA Coordination August 2011 129
Cover Sheet
1. Click “Save”2. Click “OK”
3. Click “Submit”
Texas Education Agency/ IDEA Coordination August 2011 130
Cover Sheet
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 131
Cover Sheet
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 132
Cover Sheet
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 133
Cover Sheet
Confirm that the status has changed from “Pending” to “Submitted.”
Texas Education Agency/ IDEA Coordination August 2011 134
Cover Sheet
Status should be “Submitted”
Texas Education Agency/ IDEA Coordination August 2011 135
Email Confirmation
Texas Education Agency/ IDEA Coordination August 2011 136
Shared Services ArrangementsSpecial Instructions
Texas Education Agency/ IDEA Coordination August 2011 137
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.
Texas Education Agency/ IDEA Coordination August 2011 138
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.
Texas Education Agency/ IDEA Coordination August 2011 139
Fiscal Agent of SSA
Fiscal Agent CDN & Name Auto-Populated
Fiscal Agent CDN & Name Auto-Populated
Texas Education Agency/ IDEA Coordination August 2011 140
Fiscal Agent of SSA
Click “Pencil (Edit) ” icon to open Fiscal Agent’s page, if the Fiscal Agent has high cost students
Texas Education Agency/ IDEA Coordination August 2011 141
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.
Texas Education Agency/ IDEA Coordination August 2011 142
Fiscal Agent of SSA
1. Enter Fiscal Agent’s Adjusted Allotment2. Click
“Save”
Texas Education Agency/ IDEA Coordination August 2011 143
Fiscal Agent of SSA
Click “OK”
Texas Education Agency/ IDEA Coordination August 2011 144
Fiscal Agent of SSA
3. Click here to add students for Fiscal Agent
Texas Education Agency/ IDEA Coordination August 2011 145
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.
Texas Education Agency/ IDEA Coordination August 2011 146
Fiscal Agent of SSA
Click “Member District” to return to the main Member District page
Texas Education Agency/ IDEA Coordination August 2011 147
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.
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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
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Fiscal Agent of SSA
Click “Add New” if you need to add more students for the Fiscal Agent
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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.
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Fiscal Agent of SSA
Click “Add New” to add a Member District
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Fiscal Agent of SSA
This page will appear
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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.
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Fiscal Agent of SSA
Enter the Member District’s CDN, then click “Search”
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Fiscal Agent of SSA
CDN and District Name will auto-populate after clicking “Search”
above
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Fiscal Agent of SSA
Enter the Member District’s Adjusted Allotment.
Click “Save” and then click “OK”.
Then click “Students ‘Add New’” button to add high cost student applications for this Member District.
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Fiscal Agent of SSA
1. Enter Member District’s Adjusted Allotment2. Click
“Save”
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Fiscal Agent of SSA
Click “OK”
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Fiscal Agent of SSA
3. Click “Add New” to add students for this Member District
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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.
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Fiscal Agent of SSA
Click “Member District”
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Fiscal Agent of SSA
The Member District auto-populates
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Fiscal Agent of SSA
Click the “Pencil (Edit)” icon for the Member District to add
more students for this Member District
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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.
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Fiscal Agent of SSA
Click “Add New” to add another Member District
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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.
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Fiscal Agent of SSA
Click “Cover Sheet” to return to the Cover page
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Corrections after Submittal
TEA’s Review of Applications
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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.
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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.
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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.
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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.
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Pro-Rating Calculator Tool
Instructions for how to access the Pro-Rating Calculator Tool
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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.
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Pro-Rating Calculator Tool
1. Click “Help” icon
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Pro-Rating Calculator Tool A pop-up window will appear.
Click “Additional Resources” located on the left side of the window.
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Pro-Rating Calculator Tool
2. Click “Additional Resources”
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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”.
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Pro-Rating Calculator Tool
3. Click “prorating tool” link
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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.
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Pro-Rating Calculator Tool
4. Enter data.
Print and keep on hand for auditors.
Repeat for additional calculations for each
pro-rated salary/service
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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