M E M O R A N D U M
Date: March 22, 2007
To: Chief School Business Officials; Shasta County SELPA Commission Members
From: Tom Scovill, SELPA Director
Subject: Requests for SELPA Funds
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The following procedures apply to requesting SELPA funds for specified activities in 2006-07. Some requests have been received at the SELPA Office. All requests are due by May 1, 2007.
There are two areas for which requests may be made:
1. Low incidence equipment grant – Requests may be submitted monthly through May 1, 2007.
2. Special Education Legal Fees - Requests are due by May 1, 2007.
Low Incidence Equipment
These state funds are to be used for specialized books, material, or equipment as identified on an IEP for a student with a low incidence disability (vision, hearing, orthopedic, or a combination). Request form and procedures are included at the end of this message. Reimbursement requests may be submitted to SELPA at any time during the school year. Final requests are due by May 1, 2007.
Legal Fees
The Commission will consider taking action on legal fee reimbursement requests utilizing the available funds in the SELPA unallocated balance. Specified costs are eligible for reimbursement. The criteria and procedure are included at the end of this message. Requests are due by May 1, 2007.
LOW INCIDENCE EQUIPMENT
REQEST FOR REIMBURSEMENT PROCEDURE
Districts will submit requests for reimbursement of purchases for students with low incidence disabilities on the following guidelines:
· Requests for reimbursement from districts that have purchased items for students with low incidence disabilities because of specialized needs will be sent to the SELPA Office for approval.
As you know, decisions to purchase any assistive technology (especially high tech) should be made based upon assessment by the school team and/or other specialists in Shasta County and documented specifically in the IEP. Remember, not every item that might be requested in an IEP is eligible for Low Incidence monies (see funding criteria and guidelines from CDE).
· Requests for reimbursement can be submitted at any time preferably no later than May 1 of the current fiscal year. Purchase of low incidence equipment/materials after April may be able to be processed on an emergency basis or may need to be processed during the next fiscal year.
The following paperwork is required to be sent to the SELPA office before the Commission can process the request:
· Request for reimbursement form (master attached)
· Copy of invoice from Vendor indicating receipt by and payment from district
· Copy of relevant IEP pages containing low incidence disability, assessment data and equipment connected goals
· Copy of any other backup data such as written reports, etc.
· Your request will be submitted to the Shasta County SELPA Commission for approval. If documentation is incomplete, it will be returned to the district and may not be processed during the current fiscal year because of the delay.
The SELPA Office will assist districts in reassigning equipment or materials no longer needed by a specific student to others within the SELPA or district who may need that equipment or material.
For questions, concerns, or help call the SELPA Office at 225-0100.
SHASTA COUNTY SPECIAL EDUCATION LOCAL PLAN AREA
Request For Low Incidence Equipment/Materials Reimbursement
District Name: / Fiscal Year:Student Name: / Date of Birth:
Site of Service: / Date Submitted:
Low Incidence disabling qualifiers are as follows - please indicate:
Visually Impaired/Blind Severely Orthopedically Impaired
Hearing Impaired/Deaf Or any combination thereof
Please list equipment or materials purchased (Include Vendors name(s) and prices, and date paid by district).
Equipment/Material / Vendor / Price / Date PaidPlease provide a brief description of the student’s needs and how the above items will support Least Restrictive Environment (LRE) and allow the student access to his/her program.
Documentation Checklist: (These items must accompany this request to be considered for reimbursement by the committee.)
• Copy of Invoice from vendor indicating receipt and payment
• Copy of applicable portions of I.E.P. that document disability and need
• Copy of supporting documentation (assessment reports, etc.)
District Administrator SELPA Director
Committee Action: Date: ______
SELPA POLICY #703 #703
Approved: Commission 2-10-94
Criteria & Procedure For Use Of SELPA Dollars To Support Legal Costs.
Criteria
1. The district has followed all state and federal guidelines and requirements, plus SELPA Local Plan policies and procedures.
2. The issue has SELPA wide implications.
3. An application will be on a per child/per case basis.
4. Approval may be for hearing level or court action costs with consideration given to necessary attorney or consultant support during mediation and/or any attorney costs agreed upon to reach a mediated settlement. Use of the mediation process is encouraged.
5. A district may be reimbursed up to the limit for attorney or consultant expenses incurred for complaints filed by parents if the district is found in compliance by the complaint investigation.
6. Appropriate costs are for outside consultant, attorney or court costs only, not for district support costs (psychologist, administration, phone, fax, etc.)
Procedure
1. District to apply for reimbursement after the fact.
2. The district to document how it met legal requirements.
Example: History of case.
What offered/action taken.
What parent wanted/action.
What has been determined to date.
3. Request and documentation to go to SELPA Director. The SELPA Director reviews the data and makes a recommendation of support/non support. The recommendation is then forwarded to a review committee. All requests will be brought before a review committee with a recommendation of support/non support from the SELPA Director.
4. The Committee may then recommend approve, not approve, or modify.