What’s “Special” About Graduation: Coding for Class of 2018 and 2019

The Class of 2018 graduated last spring, and the appropriate Leaver Codes and Graduation-Type Codes from TSDS PEIMS will be submitted in the 2018 Fall data submission. To help you and your PEIMS staff review data for accurate submission specific to students receiving special education services, see the resources listed below.

  • 2018-2019 Texas Education Data Standards
    • Graduation-Type: See code table C062
      • Chart 1 is for students who received accommodations only and passed all EOCs, or failed no more than 2 EOCs
      • Chart 2 is for students who received accommodations only, failed more than 2 EOCs, and their ARD committee determined that passing was not required for graduation
      • Chart 3 is for students who received modified content in one or more courses for graduation credit
    • Endorsement Indicators: Element ID 1544 to 1548 (see code table C199 for endorsement status)
    • IGC Indicators: See code table C201
    • IEP Continuer code: See code table C088
  • TAC §89.1070. Graduation Requirements for students receiving special education services
  • Resubmission due date for LEAs for Fall 2018 data is January 17, 2019
  • What’s Special About Graduation: Coding for Class of 2018 (Types of 12th Graders)

While 2019 accountability methodology will be outlined in the 2019 accountability manual (to be published sometime in spring 2019), you can use the 2018 Accountability Manual to get an idea of what to expect for accountability impact of each leaver code, graduation-type code, course completion, and level of academic achievement for the Class of 2018.

The Class of 2019 is on track to graduate this year. Enrollment data for this cohort will be captured in the Fall data submission, and graduation/Leaver data will be captured in Fall 2019. How are you keeping up with the academic achievement of your students with disabilities? Who can help you review the information about each student to determine graduation options?

For either cohort, check out these at-a-glance documents created by Region 13:

For more information about graduation options and requirements for students with disabilities in Texas, see the Region 13 Leaving a Clear Trail Livebinder or contact Elizabeth.Danner@esc13.txed.net

PBMAS 2018 Staging

A TAA Correspondence on 2018-19 Performance-Based Monitoring Analysis System Staging was released Friday, Oct. 26th.  For staging information, see the Staging Framework  on the TEA website.

Required monitoring and interventions are described in the PBMAS Interventions Guidance document.  Intervention submission requirements are specified on the Intervention and Submission Chart.

  • LEAs staged in one or more program areas will engage in a continuous improvement process to develop a targeted improvement plan (TIP).
  • LEAs staged no higher than a 2 in any program area are required to retain documentation of the improvement process and district TIP locally unless requested for submission by the agency.
  • LEAs assigned a stage of 3 or 4 in any program area will submit the TIP to TEA on or before November 30, 2018.
  • LEAs assigned a stage 3 or 4 in special education must conduct a special education compliance review (SPED_Compliance Review Topics_2018 (4) ) for each PBMAS special education indicator assigned a performance level of 2 or higher. LEAs will maintain documentation of the reviews locally but must submit a Special Education Compliance Review Summary to TEA by February 15, 2019.

If special education noncompliance is identified by LEAs at any level of staging, a Corrective Action Plan (CAP)  will be developed to address all areas of noncompliance.

LEAs with noncompliance for State Performance Plan (SPP) must submit a Corrective Action Plan (CAP) to TEA by November 30, 2018.

Submissions to TEA are made via TEAL in the Intervention, Stage, and Activity Manager (ISAM) application.

The PBMAS 101 workshop is scheduled for Friday, November 9 at Region 13.  The continuous improvement process required for PBMAS is a joint effort of LEA staff across content areas.  Organize a LEA team to work together on the 9th.  Register in ecampus FA 1840070.

For information contact Ann Jinkins

SPP 11

The TEA SPP 11 webpage has been updated.  The resource documents are now reflective of additional data collection pieces added as a result of the Corrective Action Response 2.c.

Please contact Lori Merrell or Lindy Frazer if you have questions or need support.



2017-2018 SHARS Survey Deadline: October 31, 2018

As described in the September 27, 2018 letter, all LEAs and fiscal agents that received or administered funds awarded through the IDEA-B) grant program for 2017–2018 are required to submit a School Health and Related Services (SHARS) Survey.

All LEAs are required to respond, regardless of whether or not you received SHARS reimbursements. TEA needs the LEA-reported SHARS information to conduct fiscal year 2018 IDEA-B LEA Maintenance of Effort (MOE) compliance reviews. The reviews will be made available in spring 2019.

TEA developed a SHARS Reimbursement Report Survey to collect the needed information. The survey is also available from the SHARS and IDEA-B LEA MOE Guidance page of the TEA website.

KEEP a copy of your survey response for MOE documentation.

SPED Funding ESC13 contact: linda.mcdaniel@esc13.txed.net

Upcoming Due Date for Nonpublic Placement Notification and Application

Good morning,

The TEA released the following reminder today regarding the 2018-2019 Nonpublic Placement Notification and Application due date:

The 2018-2019 Nonpublic Placement Notification and Application opened on September 10, 2018.  The due date for submitting a notification/application for students in a continuing placement is November 9, 2018. Additional information can be found on the Nonpublic Placement Notification and Application webpage.

Please contact Lori Merrell if you have questions or need assistance with the TEAL application.

2nd Round: Additional Supplemental Funds 2017-2018 IDEA-B Funds

On October 15, 2018. TEA announced more adjustments to the supplemental funding amount for the 2017-2018 IDEA-B Formula and IDEA-B Preschool grants.

See your LEAs new supplemental amount on the TEA Federal Entitlements page. 

TEA staff will initiate budget adjustments to the largest budgeted class/object code to incorporate the revised supplemental amounts. The LEA’s approved budget, reflected on Schedule BS6006—Program Budget Summary of the 2017-2018 Special Education Consolidated Grant Application, will be the combination of the LEA’s current-year amount and the revised supplemental amount.

Once the adjustment process is completed, LEAs will receive an email with their revised Notice of Grant Award (NOGA) attached. Until those email notifications and attachments are distributed, TEA requests that LEAs not submit any amendments to claim 2017-2018 Special Education Consolidated Grant Application revised supplemental funding.

If necessary, once it receives email notification of the revised budget and NOGA, an LEA may file an amendment to revise the budget entered by TEA staff. Please refer to When to Amend the Application on the Administering a Grant page of the TEA website to determine if an amendment is necessary.

The deadline to submit amendments is 5:00 p.m. Central Time, June 17, 2019.

ESC 13 SPED Funding Contact: linda.mcdaniel@esc13.txed.net

TEA 2018 Statewide Federal Grants Training: Highlights

TEA will post a final revised presentation after the 3rd statewide training on October 12 at: https://tea.texas.gov/Finance_and_Grants/Grants/Training_and_Other_Resources/Training_and_Other_Resources/

2017-2018 IDEA-B Formula & Preschool: LEAs will receive an increase in supplemental funds. TEA Grants staff will begin budget adjustments for LEAs in November 2018. Revised final expenditure reports for this grant will be accepted thru 10/20/2019.

2018-2019 IDEA-B Formula & Preschool: Final amounts to be released by December 10, 2018. The grant will be for 27-months. Watch for new NOGAs reflecting the change in the funding cycle for 2018-2019.

2019-2010 ESSA/IDEA/Perkins Consolidated Application

  1. ESSA, IDEA and Perkins applications will be consolidated.
  2. Everyone can work on the application at the same time. Will work as usual.
  3. Next year will keep basics of each application as is. Next year will not be a full consolidation.
  4. Will be an eGrants profile filed by LEA with contact info by program area.
  5. Will complete an ‘Intent to Apply’–enter info, sign and submit. The system will
    then open each section for the funds you said you would apply.
  6. Will have the equitable access participation schedule completed once for all
    applications and has been shortened.
  7. Assurances will submit for all.
  8. ESSA, IDEA, Perkins program budgets and schedules will be set up separately allowing
    multiple people to be in the system at one time.
  9. Will streamline the program schedules. One page per fund source.
  10. Compliance info collected at end of year most likely in compliance report.
  11. Pilot year

Annual SHARS Reimbursement Report online survey due October 31, 2018. Keep a copy.

TEA is developing guidance document on Contacting. Estimated release in Spring 2019.

Common Audit Issues—See the presentation for full types of issues and details on each.

Internal Controls examples:

  1. Inappropriate coding
  2. Expenditures claimed exceeded those recorded
  3. Class object codes claimed differed from those recorded
  4. Encumbrances not recorded in general ledger
  5. Lack of written business policies and procedures to comply with EDGAR
  6. Expenditures not supported by adequate source documentation

Payroll examples:

  1. Positions not approved in application
  2. No signed and dated job descriptions showing the duties and activities
  3. No salary authorizations to support payroll costs. Payroll distribution forms recommended.
  4. No supplemental contract or agreement showing allowable work charged to the grant, e.g., tutoring or extra pay documentation. Document how work aligns with IDEA-B grant and the reason for needing.
  5. Time and Effort documentation not maintained.

Considerable content on Private Nonprofit (PNP) Equitable Services related to Title 1 and other federal programs, but not IDEA. Specific forms/requirements may apply to IDEA in the future.

SPED Funding Contact: linda.mcdaniel@esc13.txed.net

Recruiting Teachers of the Visually Impaired

Do you worry about being able to hire VI teachers? Do you have to search high and low to fill vacancies?  If so…

It’s the time of the year to recruit teachers of the visually impaired!  To address the shortage of VI teachers and the needs of a growing number of students with visual impairments, think about the opportunity to “Grow Your Own VI Teacher” .  The Texas Tech University on-line program is a great opportunity for teachers to get certification as a teacher of the visually impaired.  Funds are available through the Reach Across Texas Grant to assist with the cost of tuition.  The Texas Tech application deadline for Spring 2019 is November 1, 2018.  Once one university VI course is completed and the teacher is enrolled in another course, he/she is eligible to be the TVI of record with an emergency permit!  For information, see VI and O&M Preparation in Texas on the TSBVI website.

For information contact Debra Leff at Region 13 debra.leff@esc13.txed.net

SHARS Reporting Due October 31, 2018

TEA Letter dated 9/27/2018 instructs LEAs to report SHARS revenue.

All LEAs that received IDEA-B grant funding in the 2017–2018 school year must therefore submit the SHARS Reimbursement Report Survey, regardless of whether or not they received SHARS reimbursements.

The deadline for submitting the survey is October 31, 2018.

After submitting this required survey, you will be able to download a PDF copy of your survey responses, and you will receive a confirmation e-mail. Be sure to keep a copy for your records.

ESC SPED Funding Contact: linda.mcdaniel@hotmail.com


TED Tips: TEA Transfer of Rights Model Form

TEA has published the model form for use by school districts in notifying students with disabilities and their parents about the transfer of rights at age 18, as required under TEC §29.017. The model form, which is available on the Secondary Transition Guidance page at the TEA website, includes information and resources related to:

  • Transfer of rights at age 18
  • Guardianship and Alternatives to Guardianship
  • Supported Decision-Making
  • Independent Living

For more information about transition planning in Texas, please contact Elizabeth.Danner@esc13.txed.net

For individuals in districts located outside of Region 13, please contact the Secondary Transition network member for your ESC.

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