Supplemental Schedule SS-14

Help for Supplemental Schedule SS-14

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Help Screen for SS-14 - Student FTE of Enrollment

This schedule is to be completed by all service providers requiring tuition rates/adjustments from the New York State Education Department for schoolage (5-21 year olds) and preschool (3-4 year olds) programs. See below for specific reporting instructions on various programs. In addition, report FTE enrollment for students receiving 1:1 aide services in a separate column (program code 9230) on this schedule. This 1:1 aide FTE enrollment should also be reported on SS-14 in the student's special education program.

 

For Special Class Programs only (Program Codes 9000 - 9014, 9022-9024, 9025, 9100-9114, 9115-9119, 9160-9163, 9164, 9165-9169, 9230, 9300), the following applies:  "Enrollment" means the student is physically present at or legally absent from the

special education program in accordance with 175.6 of the Commissioner's Regulations.

 

A student is considered to be enrolled (and thus in attendance) for reimbursement purposes until the student is discharged in accordance with the Education Commissioner's Regulations or the State Department of Social Services' Regulations. All schools must maintain written evidence of reasons for each student's absences, of attempts to reduce extended absences of students for reasons other than illness, and of attempts to determine the reason for all absences when the reasons for all absences cannot be obtained.

 

A student will be counted as full-time (1.000 FTE) unless admitted after the start of the school year, or discharged before the end of the school year. (or determined to be illegally absent)

 

Full-time equivalent (FTE) enrollment for students enrolled less than the maximum period of enrollment, is calculated as follows:

 

Determine the number of weeks in the full-time programs (10- month school year and 2-month summer programs are calculated separately).* Include vacations and holidays when calculating the number of weeks in the full-time program and, when applicable, as weeks enrolled;

 

Determine the number of weeks the child is actually enrolled. Three consecutive days of enrollment within the same week shall be equivalent to one week of attendance, provided that no more than four weeks of enrollment may be counted in any calendar month.* When counting the total number of weeks in the summer program, you may count more than four weeks in a month.

 

*The beginning and ending months are analyzed separately to determine the number of weeks. Each of the full months in between the beginning and ending months are counted as four weeks each.

 

Determine the FTE to three decimal places by using the proportion between the actual number of weeks a student is enrolled divided by the number of weeks in the full-time program.

 

For Partial Day Centerbased Programs, (program codes 9010-9014, 9115-9119, 9165-9169), in addition to applying the above instructions, student FTE's must also be prorated based upon hours attending if the program operates for less than 5 hours a day as described below.

 

A base of five hours per day is used for all special class programs. The student enrollment FTE for any special class program that operates less than five hours a day must be prorated using the ratio: "Program Hours Per Day/5.0 Hours Per Day". For example: 2/5 hours/5.0 hours = .50 FTE.

 

PROGRAM LENGTH

FRACTIONAL EQUIVALENT FOR 1.000 FTE

FTE BASE

PRORATED FTE TO BE REPORTED

5 hours/day

5/5  x

25.000 =

25.000

4 hours/day

4/5  x

25.000 =

20.000

3 hours/day

3/5  x

25.000 =

15.000

2 1/2 hours/day

2.5/5  x

25.000 =

12.500

 

Programs operating more than 5 hour/day will be considered 5 hr. programs for student FTE calculation purposes. Example: 5 1/2 hour/day 5/5 x 25.000 = 25.000

 

For Preschool Special Education Itinerant Teacher Programs (Program Code 9135) report FTE enrollment in accordance with Code Section 175.6 (a)(1) and (2) of the Commissioner's Regulations. Detailed instructions may be found at the beginning of this help screen. Also report the number of One-Half Hour Sessions (Direct & Indirect) as requested on lines 10,29,49,68,.... Direct service is defined as specialized individual or group instruction provided by a certified special education teacher on an itinerant basis. Indirect service means consultation provided by a certified special education teacher to assist the child's regular or day care teacher in adjusting the learning environment and/or modifying their instructional methods to meet the individual needs of a preschool student with a disability.

 

For Preschool Related Services Only Programs (Program Code 9200), report FTE enrollment in accordance with Code Section 175.6 (a)(1) and (2) of the Commissioner's Regulations. Detailed instructions may be found at the beginning of this help screen. The number of One-Half hour sessions is not required for the Preschool Related Services Only Program (9200).

 

For Preschool Evaluations (Program Codes 9190 - 9194) report the combined total number of CPSE mandated initial evaluation components performed during the reporting period. Report this number under School Year Enrollment on the Section 4410 Placement line.

 

For all lines on SS-14 labeled Program Name

 

Enter the program name for which you are reporting data from the 9000 series assigned by RSU.  The complete list of program names/codes can be found under SAMS General Help - Forms - RSU - Help for PSRU Schedules. Include program length, program hours or any other name that will help identify the program. (e.g. "S/A,J/A,CB,2.5 hr.")

 

Program Code

Enter the four digit program code for which you are reporting data from the 9000 series assigned by RSU. The complete list of program names/codes can be found under SAMS General Help - Forms - RSU - Help for PSRU Schedules.

 

No entry required for DOH - Chapter 428 programs which operated during the July/August or September- June session.

 

Detailed instructions for Partial Day Centerbased programs (9010-9014, 9115-9119 and 9165-9169) are on the general help screen for Schedule SS-14.

 

SUMMER FTE Section 4408 Placement

Enter the FTE on this line for the following Section 4408 programs which operated during the July/August session. Allowable programs are 9000- 9014. FTEs should be calculated in accordance with Section 175.6 of the Commissioner's Regulations. Detailed instructions are on the general help screen for Schedule SS-14.

 

FTE Section 4410 Placement

Enter the FTE on this line for the following Section 4410 programs that operated during the July/August session or September-June periods.

 

Allowable programs are 9100-9114, 9115-9119, 9135, 9160-9163, 9165-9169, 9200 and 9230. FTEs should be calculated in accordance with Section 175.6 of the Commissioner's Regulations. Detailed instructions are on the general help screen for Schedule SS-14. Specific instructions for Program 9135, and 9200 programs programs exist under the general help screen instructions for the SS-14.

 

Detailed instructions for Partial Day Centerbased programs (9010-9014, 9115-9119 and 9165-9169) are on the general help screen for Schedule SS-14.

 

Local Social Services District

Enter the full-time-equivalent (FTE) enrollment funded through Local Social Services Districts.

 

FTE Other Placement

Enter the FTE on this line for any student receiving funding other than Section 4408, and Section 4410 for the program which operated during the July/August or September-June periods. For example, non-disabled students enrolled in the Preschool Integrated (9160-9163), Daycare (9164) or the Early Intervention Integrated (9300) programs should be reported here.

 

FTEs should be calculated in accordance with Section 175.6 of the Commissioner's Regulations. Detailed instructions are on the general help screen for Schedule SS-14 for the 9160-9164 programs.

 

Detailed instructions for Partial Day Centerbased programs are on the general help screen for Schedule SS-14.

 

Total FTE of Enrollment by Funding Source

No data entry required. This line is the calculated total of Summer or School Year FTE of Enrollment (i.e. Section 4408, Section 4410 and Other Placement.)

 

Number of Days in Session

Enter the number of days in the full-time program during the July/August or September-June session. The July/August session must be at least 30 days. School-age programs are funded 30 days only. The September-June school year must be at least 180 days.

 

Care Days

No data entry required. This line is the calculated total of the Total FTE of Enrollment by Funding Source line multiplied by the FTE Number of Days in Session.

 

Number of One-Half Hour Sessions  (Direct + Indirect)

For programs 9135 enter the total Direct and Indirect 1/2 hr. sessions provided.

 

Actual Number of One-Half Hour SEIS or SEIT Units Provided

Actual Special Education Itinerant Service (also known as SEIT) Units Provided:   Enter the actual IEP mandated 1/2 hour units of service provided for all Special Education Itinerant Services programs.  This information is for analysis purposes only and is not replacing the billable units of service data used to establish the rate and required to be reported on the line above.

 

Approved Classroom Ratio

For each program, enter the approved classroom ratio from your SED program approval letter (i.e. 6 disabled students approved to be in a classroom with one special education teacher and one teacher aide would have an approved classroom ratio of 6:1:1). Enter the ratios for both the summer and school year. If your program has multiple approved classroom ratios use the remaining lines to report additional ratios. Do not include 1:1 teacher aides or non-disabled students in your ratios.

 

Number of Classrooms

For each program, enter the weighted average number of classrooms operated for the approved classroom ratio reported on the line above (i.e. if for the 10 month component of your program, you operated 3 classrooms for 6 months and 5 classrooms for 4 months at a ratio of 6:1:1, the weighted average number of classrooms for that ratio would be ((3 x 6) + (5 x 4)) / 10 = 3.8. Enter the weighted average number of classrooms for the summer and school year. If your program has multiple approved classroom ratios, report the weighted average number of classrooms on the remaining lines for those additional ratios.

 

Student FTE

For each program, enter the total full-time equivalent student enrollment for the number of classrooms reported above. Enter the student FTE for the summer or school year. If your program has multiple approved classroom ratios, report the student FTE for those additional classroom ratios.

 

Total Student FTE

For each program, sum the Student FTE lines and report the Total Student FTE.

 

4402 Enrollment

Enter the full-time equivalent (FTE) enrollment funded through Section 4402 (Article 89) District Placement.