Help for Supplemental Schedule SS-25

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Help Screen for SS-25 - Actual Program Enrollment Articles 81 and 89

This schedule reports enrollment for all service providers requiring tuition rates from the New York State Education Department for school age (5-21 year olds) 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-25 in the student's special education program. Every two pages of this schedule represents one program and the order of reporting must be consistent with the other supplemental schedules. Complete the first page with enrollment data for those students who attended the program during the July/August session. Complete the second page with enrollment data for those students who attended the program from September through June. "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 all lines on SS-25 labeled Program Name Enter the program name for which you are reporting costs from the 9000 series assigned by RSU listed below. Program Code Program Name 9000-9014 School Age Special Education 9230 1:1 Aide 9250 Dormitory Authority Projects

 

(Entry 1, 38, 75, 112, 149, 186, 223 and 260) Program Code

Enter the four digit program code for which you are reporting costs from the 9000 series assigned by PSRU listed below. Program Code Program Name 9000-9014 School Age Special Education 9230 1:1 Aide 9250 Dormitory Authority Projects

 

(Entry 2, 39, 76, 113, 150, 187, 224 and 261) DOH - Chapter 428

Early Intervention No entry required as there should be no early intervention (birth to 2 year old) students enrolled in your programs.

 

(Entry 3, 40, 77, 114, 151, 188, 225 and 262) Section 4408 (Article 89) District Placement

Enter the full-time-equivalent (FTE) enrollment funded through Section 4408 (Article 89) District Placement.

 

(Entry 4, 41, 78, 115, 152, 189, 226 and 263) Section 4410 (Ages 3-4) District Placement

No entry required as there should be no preschool (3 to 4 year old) students enrolled in your programs.

 

(Entry 5, 42, 79, 116, 153, 190, 227 and 264) Local Social Services District

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

 

(Entry 6, 43, 80, 117, 154, 191, 228 and 265) Other Placement

Enter the full-time-equivalent (FTE) enrollment funded through any other placement.

 

(Entry 7, 44, 81, 118, 155, 192, 229 and 266) Total FTE Enrollment by Funding Source

No data entry required. This is the calculated total FTE of enrollment by funding source reported above. This should equal the amount reported under total FTE enrollment by disability above.

 

(Entry 8, 45, 82, 119, 156, 193, 230 and 267) Number of Days in Session

Enter the number of days the program operated during the preceding July and August and the September to June school year whichever is applicable. The September to June school year must be at least 180 days.

 

(Entry 9, 46, 83, 120, 157, 194, 231 and 268) Total Care Days

No data entry required. The diskette will multiply the program's total FTE of enrollment by the number of days the program was in session to calculate the total number of care days. Care days will be rounded to the nearest whole number. Calculation of the number of care days will be done separately for the school year and for the summer.

 

(Entry 10, 28, 47, 65, 84, 102, 121, 139, 158, 176, 195, 213, 232, 250, 269 and 287) 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.

 

(Entry 11, 29, 48, 66, 85, 103, 122, 140, 159, 177, 196, 214, 233, 251, 270 and 288) 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.

 

(Entry 12, 30, 49, 67, 86, 104, 123, 141, 160, 178, 197, 215, 234, 252, 271 and 289) 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.

 

(Entry 19, 37, 56, 74, 93, 111, 130, 148, 167, 185, 204, 222, 241, 259 and 178) Total Student FTE

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

 

(Entry 20, 57, 94, 131, 168, 205, 242 and 279) Section 4402 (Article 89) District Placement

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