[SE-Dir] OSL&P: Excess Cost Calculation

[ALLRAN Laura]

TO:  All District and ESD Special Education Directors

The message below is being sent to you on behalf of:


Nancy Latini, PhD
Assistant Superintendent
Student Learning & Partnerships
______________________________________________
January 24, 2011

RE: Excess Cost Calculation

It is that time of year when each district must complete the annual excess cost calculation for special education.  As you know, this is a federally mandated report under IDEA 2004, and districts must complete the calculation and meet the excess cost requirement at both elementary and secondary levels in order to retain their IDEA funds for 2010-2011.

A work group of excellent school district business managers from around the state have provided our office with an improved template that makes it much easier to complete the calculation.

In many districts the business manager completes this calculation, so we will be sending a copy of this message to all of the school district and ESD business manages as well.   Because a failure by any district to complete the calculation will result in ODE being required to collect the equivalent of full repayment of district 2010-2011 IDEA grants, Superintendents will also receive a copy of this message.

Attached you will find:


1.    A spreadsheet, with tab instructions, to assist you in the calculation. It is not mandatory that you use this spreadsheet. It is a tool to help you should you choose to use it.  If you do use it, please e-mail it to steve.w.smith at state.or.us<mailto:steve.w.smith at state.or.us>, as it will aid in the review and verification of the data.  Please note Tab 4 (ODE Final Submission) of the spreadsheet. It contains the shortened form onto which you will report your expenses for elementary and secondary, have signed and dated by an authorized official of your district, and mail the original document/signature to Steve Smith.



2.    A guidance sheet explaining how to secure the correct SECC number for use in the calculation.  As you know, the October 2009 ADM count is used for your total student body count.

This year the due date will be March 16, 2011.

The object of the excess cost calculation is to ensure that you are spending at least the same amount per child on an IEP as you would spend on a child in General Education with regard to basic costs of operating your district and providing education.  Only then can the money being provided through IDEA truly be considered as covering excess costs of providing special education and related services for students on IEPs, and not supplanting basic educational expenses that would be incurred even if IDEA funds were not granted. Federal law prohibits the use of your IDEA funds before you spend at this level in basic costs.

The attachments and additional information related to excess cost calculations can be found at the following locations:

http://www.ode.state.or.us/search/page/?=371 or https://district.ode.state.or.us/apps/info/DataCllctnDetail.aspx?id=237

If you have any questions regarding the content of this message, please contact Steve Smith at steve.w.smith at state.or.us<mailto:steve.w.smith at state.or.us> or 503-947-5711.

2 Attachments:
Special Education Child Count for Excess Cost Calculations.doc
2009-10 Excess Cost Template.xls

If you have any difficulty opening the attached document, please contact Laura Allran at laura.allran at state.or.us<mailto:laura.allran at state.or.us>  or 503-947-5674.

Messages to and from this e-mail address may be made available to the public under Oregon law.

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