Massachusetts Department of Early Education and Care FY 2008 Massachusetts Department of Early Education and Care in Partnership with the Massachusetts Department of Education Early Childhood Special Education Allocation Renewal Application Massachusetts Department of Early Education and Care FY 2008 Grants and Other Financial Assistance Programs: FY 2008 Early Childhood Special Education Allocation - Renewal Application Fund Code: 262 Purpose: The purpose of these supplemental federal funds (Section 619, Part B of IDEA) is to provide school systems with funding to support 3, 4, and 5 year-old children with disabilities in high-quality programs across settings following the federal and state requirements for inclusive settings. The Department of Early Education and Care (EEC) collaborates with the Department of Education’s Special Education Policy and Planning (SEPP) unit on the indicators in the Massachusetts State Performance Plan (http://www.doe.mass.edu/sped/spp/full.doc) and will report on the three indicators related to early childhood: inclusion and LRE (indicator #6), child outcomes (indicator #7), and transition from Early Intervention (indicator #12). Districts’ responses to the questions in Part III and Part IV of this grant will be a main source of data to respond to the State Performance Plan (SPP) for early childhood. Grantees’ participation is critical to measuring federal, state and local progress. Goals and Priorities: Priorities are to address the early childhood indicators in the State Performance Plan: Indicator 6: Percent of preschool children with IEPs who received special education and related services in settings with typically developing peers (i.e., early childhood settings, home, and part-time early childhood/part-time early childhood special education settings). Indicator 7: Percent of preschool children with IEPs who demonstrate improved: A. Positive social-emotional skills (including social relationships); B. Acquisition and use of knowledge and skills (including early language/ communication and early literacy); and C. Use of appropriate behaviors to meet their needs (www.doe.mass.edu/sped/2006/0522.IDEA.html). Indicator 12: Percent of children referred by Part C prior to age 3, who are found eligible for Part B, and who have an IEP developed and implemented by their third birthdays. Eligibility: Funds are awarded according to the required funding formula that is based on the 1996 number of three-, four- and five-year olds with disabilities, current number of three to five- year olds living in poverty, and the total enrollment of K-12 students in the community. Funding: The FY08 federal award is $9,889,606, with 76% or $7,516,100, awarded in grants to school districts and charter schools. Allocations range from $506 to $500,000. The “FY08 262 Special Education Allocation Grant Amount” for which each school district is eligible is available at the EEC website: http://www.eec.state.ma.us/kr_grant_submit.aspx. Fund Use: The Early Childhood Special Education Allocation Renewal Application allows school systems to provide programs for three, four, and five-year olds and/or to contract with other public and private providers, such as Head Start, private preschools, and/or licensed child care providers. Funds may also support the three indicators 6, 7, and 12 (stated above related to early childhood) in the Massachusetts State Performance Plan. The cost for contracted services must be within the range of the provider’s rate schedule for similar services to other children and their families. Specialists/therapists and aides may be funded only if they are providing services in an inclusive setting. All expenditures should relate to the three indicators related to early childhood. Massachusetts Department of Early Education and Care FY 2008 Funds may be used to do the following: Address the three SPP indicators related to early childhood. Add staff to work in the classroom to assist with inclusion activities or consult with the teacher on inclusion issues. This may include but is not limited to a behavioral specialist, aide, therapist, etc. The designated staff must work in a large or small group setting within the inclusive classroom. Support transition activities from Early Intervention into preschool, from preschool into kindergarten, and from kindergarten into Grade 1. Provide training on inclusive practices for parents, teachers, community providers, therapists and other staff members working with young children with disabilities. Facilitate parent involvement as a means of improving services and results for children with disabilities. Expedite services for children with disabilities experiencing homelessness. These funds may not be used for the following: Screening and evaluation materials or activities related to eligibility. IEP services provided in a pull-out or one-on-one setting. Purchasing adaptive equipment for individual children as designated in their Individualized Education Program (IEP). Project Duration: 9/1/2007 to 8/31/2008 (provided applicants meet all program requirements) with the possibility for renewal in FY 2009, as approved by EEC. Contact: Donna Marie Bolden, Early Education and Care Phone Number: (617) 988-7810 Date Due: In order to be reasonably assured that funds will be available by the beginning of the school year, proposals are to be submitted to EEC by FRIDAY, JUNE 29, 2007. NOTE: Renewal Applications (submitted or approved after September 1, 2007) may legally claim expenses to the grant only from the date of final EEC Department approval. Therefore, it is important for districts to submit well in advance of the start of school so that staff can be reached in July and August in order to respond to questions, as needed. Funds may not be expended prior to the approval of the Renewal Application. Required Forms: Part I - Standard Contract Form and Application for Program Grants Part II – Budget Detail Pages and Budget Narrative Form Part III – Required Program Information Part IV – Required Statistical Information Part V – Program Contact Information Additional Information: In relation to data reporting in Part IV, applicants should consult with their district’s SIMS data collection staff person in order to report consistent Year-End data. Massachusetts Department of Early Education and Care FY 2008 1. Appendix A: Definitions for SIMS Data Collection (2006 and 2007). 2. Appendix B: Draft of New SIMS Codes for Children, 3-5 Years-old, from MA Department of Education for 2008. Submission Instructions: ******PLEASE NOTE: SUBMISSION REQUIRES BOTH E-MAILING AND MAILING PORTIONS OF THIS RENEWAL APPLICATION**** Applicants must mail one complete original and 3 complete copies to: Grants Management Massachusetts Department of Early Education and Care 51 Sleeper Street – 4th Floor Boston, MA 02210 Applicants must e-mail the following documents to eecgrants@massmail.state.ma.us : Part II: PROJECT EXPENDITURES AND REQUIRED BUDGET NARRATIVE Please include “Early Childhood Special Education Allocation Renewal Application” and the name of your Lead Agency in the subject line of the e-mail message. The Standard Contract Form / Application for Renewal must be mailed to EEC with original signatures and will not be accepted electronically. Massachusetts Department of Early Education and Care Name of Grant Program: Early Childhood Special Education Allocation FY 2008 Fund Code: 262 EARLY CHILDHOOD SPECIAL EDUCATION SUBMISSION REQUIREMENTS PART I – STANDARD CONTRACT FORM This form is part of the Standard Grant Application. Please complete as required. The Standard Contract Form page must be submitted in hard copy with an original signature. The remainder of the renewal application must be submitted electronically. PART II – BUDGET DETAIL PAGES AND BUDGET NARRATIVE FORM These forms are part of the Standard Grant Application. Please complete both pages and budget narrative as required. All forms must be submitted electronically. PART III – REQUIRED PROGRAM INFORMATION This part contains five sections. Please complete as required and submit electronically. 1. Program Goals and Activities – FY2008 A. Indicator 6 (Inclusion and LRE) B. Indicator 7 (Child Outcomes) C. Indicator 12 (Transitions) D. Indicator 8 ( Parent Involvement) E. Outreach to Children and Families Experiencing Homelessness PART IV – REQUIRED STATISTICAL INFORMATION This part contains four sections. A. Early Intervention - Transitions B. Preschool - LRE C. Kindergarten - LRE D. Eligibility in Early Childhood Please complete as required and submit electronically. PART V –PROGRAM CONTACT INFORMATION This form is part of the Standard Grant Application. Please complete. APPENDIX Appendix A: Definitions for SIMS Data Collection (2006 and 2007) Appendix B: Draft of New SIMS Codes for Children, 3-5 Years-old, from MA Department of Education for 2008 Massachusetts Department of Early Education and Care FY 2008 Name of Grant Program: Early Childhood Special Education Allocation Fund Code: 262 PART III - REQUIRED PROGRAM INFORMATION PROGRAM GOALS AND ACTIVITIES – FY2008 Describe FY 2008 goals and activities for meeting the federal and state requirements for EEC and DOE’s Special Education Policy and Planning (SEPP) unit on the indicators in the Massachusetts State Performance Plan (http://www.doe.mass.edu/sped/spp/full.doc). EEC and DOE request responses regarding preschool and kindergarten programs, regardless of whether the district expends 262 funds in both the preschool and kindergarten programs. Preschool is any program for 3 and 4 year old children. If the applicant does not offer a preschool program, please write N/A in the Preschool Program Column for all questions. PRESCHOOL AND KINDERGARTEN GOALS FY 2008 Topic and Questions A. Preschool Program Indicator 6 (Inclusion & LRE) 1. Describe how the district plans to provide specialized instruction and therapies within inclusive settings, including in-community programs if applicable. 2. Describe how the district will inform the community of special education activities, including Child Find activities, screening, referral, evaluation, eligibility determinations and the Team process. 3. Describe how the district will involve communitybased providers in childspecific referrals, evaluations and team meetings as well as on-going communication. Kindergarten Program Massachusetts Department of Early Education and Care 4. In instances where providers are unable to attend meetings, what will be the district’s plan to keep them informed about special education? 5. If children with disabilities attend community-based programs as part of, or in addition to, their IEP, how will the district communicate to those providers regarding service delivery, transitions, and supports, etc.? 6. How will the district provide related services for children enrolled in community-based programs? B. Indicator 7 (Child Outcomes) 1. If you are part of the year one cohort, describe the district’s process for documenting preschool children with IEP’s who demonstrate improved: - social-emotional skills; - acquisition and use of knowledge and skills (including early language/ communication and early literacy); and/or - use of appropriate behaviors to meet their needs. FY 2008 Massachusetts Department of Early Education and Care 2. C. If you are not part of the year one cohort, describe the current formative assessment used for all children. How might it align with Indicator #7? Indicator 12 (Transition) 1. Describe the district’s process and timelines for ensuring that children with summer birthdays will have eligibility determined and IEPs implemented by their third birthday. 2. How will the district participate with Early Intervention in the 90-day transition planning for conferences for individual children? 3. a. Describe planned activities and transition practices with Early Intervention, Early Head Start and childcare for children transitioning into preschool. b. Describe planned activities and transition practices with Head Start, child care and public preschools for children transitioning into kindergarten. c. Describe the district’s kindergarten to grade one transition plan. FY 2008 Massachusetts Department of Early Education and Care Topic and Questions (continued…) Preschool Program FY 2008 Kindergarten Program D. Indicator 8 (Parent Involvement) * While the MA SPP is not required to address parent involvement at the Pre-K level, it is recognized as a critical component to inclusive Early Childhood programs. 1. How will the district ensure that parent involvement activities are inclusive of, and relevant for, parents of young children with and without disabilities? 2. Describe how parents will be given opportunities for leadership/decision making roles. 3. Describe how parents will be involved in the evaluation of the district’s special education services. 4. How will the district facilitate parent involvement in the policy development for the overall special education program? E. Outreach to Children and Families Experiencing Homelessness 1. How will the district, in coordination with its Homeless Education liaison, conduct outreach to families experiencing homelessness in regards to its Child Find activities? Massachusetts Department of Early Education and Care FY 2008 Name of Grant Program: Early Childhood Special Education Allocation Fund Code: 262 PART IV – REQUIRED STATISTICAL INFORMATION Applicant: (school district or agency) To meet state and federal requirements as outlined in the State Performance Plan (SPP) (http://www.doe.mass.edu/sped/spp/full.doc), please provide the following information based on the Year End child count for FY2007. All data requested in the following four sections should be based on programmatic information for the 2006-2007 school year. Sections A and B collect data to report on SPP Indicators #12 (Transitions from Early Intervention) and #6 (Inclusion Practices in Preschool). Indicator #12 is a compliance indicator and it is the goal of the state to reach 100% compliance in school year 2007-2008. Section B (Inclusion Practices in Preschool) will provide the state with consistent data for Indicator #6 on Least Restrictive Environments in Preschool. All data collected for the purposes of the SPP will be reported in aggregate, as well as by district, in order to determine progress as outlined in the performance plan. A. Transitions from Early Intervention 1. Number of children referred from Early Intervention (EI) in FY2007. a. Of that number, the number of children referred at least 45 school working days in advance of their third birthday. 2. Of the number provided in question 1a, indicate the number of children found: a. ineligible for special education services b. eligible for special education services c. not able to follow up due to parent refusal to consent, continue through the eligibility determination, or return a signed IEP. Note: 2a +2 b +2 c = number in 1a. 3. 4. Of the number provided in question 2a, indicate the number of children who were determined ineligible on or before their third birthday. 1. __________ 1a.__________ 2a.__________ 2b.__________ 2c.__________ 3.__________ Of the number provided in question 2b, indicate the number of children who had an IEP developed and implemented: a. Prior to their 3rd birthday b. On their third birthday c. After their third birthday 4a.__________ 4b.__________ 4c.__________ Massachusetts Department of Early Education and Care 5. 6. Of the number provided in question 4c, indicate the number of remaining children who had their IEP developed and proposed to the parent prior to their third birthday: Take the number provided in question 4c, minus the numbers in 5. This final number should be zero. If it is not, please provide for each remaining child, a BRIEF narrative below explaining why an IEP was not developed for the child and proposed to the parent prior to the child’s third birthday. Provide Explanations: FY 2008 5. __________ 6. The final number:_____________ (should be zero) Massachusetts Department of Early Education and Care Name of Grant Program: Early Childhood Special Education Allocation FY 2008 Fund Code: 262 B. Inclusion Practices in Preschool 7. Other than EI, please estimate how many children were referred to special education by the following in FY07: a. Child Care (Head Start, Child Care, and Family Child Care) b. Public School Program c. Parents d. Other:__________________________________________ a.__________ b.__________ c.__________ d.__________ 8. Number of preschool-aged children residing in the district with IEPs 8. __________ 9. Of the number provided in question 8, please indicate how many children had an IEP that called for Related Services only. 9. __________ 10. 11. Of the number provided in question 8, indicate how many children served were from families experiencing homelessness Of the number provided in question 8, please provide the breakdown of the placements as determined by the IEP process and based on the MA Dept. of Ed. New Data Element: Special Education Placement, ages 3-5 for the Student Information for the Management System (SIMS) categories1: 10.__________ 00__________ 00 - Not a Special Education Student 01 - Not currently a Special Education student age 3-5 but was previously a Special Education student during the current school year 05 - 3-5 year old, General Education students serving as role models in Pre-K classes 30 - In the regular early childhood program at least 80% of the time (previously 08 or 10) 32 - In the regular early childhood program at least 40% - 79% of the time (previously 20) 34 - In the regular early childhood program less than 40% of the time (previously 40) 36 - Substantially Separate Class (previously 09) 38 - Public Separate Day (previously 41) 42 - Private Separate Day (previously 50) 44 - Residential Facility (previously 60) 45 - Public Residential Institutional Facilities (previously 90) 46 - Home (previously 70) 48 - Service provider location (private clinicians’ offices, clinician’s office in school building, hospital facilities. 01__________ 05__________ 30__________ 32__________ 34__________ 36__________ 38__________ 42__________ 44 __________ 45 __________ 46 __________ 48 __________ 1 Note: the numbers listed on this grant should be an unduplicated count and match the SIMS Year End data reports submitted by the districts. If the numbers, in one or more of the categories listed, do not match, attach a separate piece of paper that explains the reason(s) for the differences in the numbers. Appendix B includes definitions for each of the categories listed. Children whose IEPs call for Related Services Only should be counted in these numbers. The categories listed in this question are based on services provided in the course of a week. Massachusetts Department of Early Education and Care 12. For children identified in Question 11, categories 30-46, please indicate the number of children who received their special education services in the following settings2: a. Head Start b. Child Care Center c. Family Child Care d. Public School e. Home f. Other:__________________________________________________ FY 2008 a.__________ b__________ c.__________ d.__________ e.__________ f.__________ 13. Number of preschool-aged children in the public school preschool without IEPs. 13. __________ 14. Of the number provided in Question 13, indicate the number of children who were funded partially or totally with Community Partnerships for Children funds. Of the number provided in Question 12d and 13, how many were funded partially or fully with Title 1 funds? Does the district charge tuition for preschool services for children without IEPs? If yes, please attach the program’s rate schedule. Circle one. 14. __________ 15. 16. 15. __________ 16. Yes or 2 Note: when added together, the numbers in Question 12 should equal the same number as the sum of Question 11, categories 30-46. No Massachusetts Department of Early Education and Care C. Kindergarten 17. Total number of children enrolled in the district’s kindergarten: a.) Half-day program b.) Full-day program 18. a. __________ b. __________ Of the number in question 17, indicate the number of kindergarten children with IEPs that call for a: a.) Half-day program b.) Full-day program 19. FY 2008 a.__________ b.__________ Of the numbers provided in questions 18a and 18b, indicate the number of kindergarten children who received services in the following kindergarten settings3: 10 (all ages) – Full inclusion, less than 21% outside general education classroom 20 (all ages) – Partial inclusion, 21%-60% outside general education classroom 40 (all ages) – Substantially separate, outside general education more than 60% 41 (all ages) – Public Separate Day 50 (all ages) – Private Separate Day 60 (all ages) – Residential School 70 (all ages) – Homebound/Hospital (Not home schooled) 90 (all ages) – Public Residential Facility D. Eligibility in Early Childhood 20. At the start of the school year, how many children in the preschool program: a.) do not have IEPs and are age eligible to be in the kindergarten program? b.) have an IEP and are age eligible to be in the kindergarten program? 21. At the start of the school year, how many children in the kindergarten program: a.) do not have IEPs and are age eligible to be in the first grade? b.) have an IEP and are age eligible to be in the first grade? 10__________ 20__________ 40__________ 41__________ 50__________ 60__________ 70__________ 90__________ a.__________ b.__________ a.__________ b.__________ 3 Note: these settings are aligned with the Student Information Management System. Data provided here should match the district’s SIMS Year End report. If the numbers do not match, please attach an additional sheet that explains the reasons for the difference in numbers. Appendix A provides definitions for each of the categories listed. Massachusetts Department of Early Education and Care Name of Grant Program: Early Childhood Special Education Allocation FY 2008 Fund Code: 262 PART V – PROGRAM CONTACT INFORMATION 1. Early Childhood Special Education COORDINATOR INFORMATION: Name: Mailing Address: Phone: Fax: E-mail: 2. LEAD AGENCY CONTACT INFORMATION (if different than the Early Childhood Special Education Coordinator): Name of Agency: Mailing Address: Phone: Fax: E-mail: 3. SUPERINTENDENT OR EXECUTIVE DIRECTOR OF LEAD AGENCY: Name: Mailing Address: Phone: Fax: E-mail: 4. SUMMER CONTACT INFORMATION: Name: Mailing Address: Massachusetts Department of Early Education and Care Phone: Fax: E-mail: FY 2008 Massachusetts Department of Early Education and Care FY 2008 APPENDIX A: DEFINITIONS FOR SIMS DATA COLLECTION 2006/2007 D E 034 – Educational Environment 3-5 Year Olds ONLY: 08- 100% services in general education classroom 09- 100% services in separate classroom ALL AGES: 10- Full Inclusion, less than 21% outside general education 20- Partial Inclusion, 21%-60% outside general education 40- Substantially Separate, outside general education more than 60% 41- Public Separate Day 50- Private Separate Day 60- Residential School 70- Homebound/Hospital (Not home schooled) 90- Public Residential Facility CROSSWALK for 3-5 Year Olds First, for the purposes of identifying educational environment, a typical day of 5 hours is presumed to be the standard. With a 5-hour day, a typical week is 25 hours. The 25-hour week is the standard used here, against which the educational environment data is reported for 3-5 year olds. The term “typical 3-5 year old environment” encompasses a home environment, a childcare environment, head start programs, preschool programs, and kindergarten programs. The two data elements: 08 and 09 are used only for children 3-5 years of age who are receiving at least 25 hours of special education services each week. 08 – 100% special education services in a typical 3-5 year old environment. If the child is in a group environment for the full week, the group must include non-disabled children and all services must be provided in that group. If the child is not attending a group activity, then the services must be provided in another typical 3-5 year old environment. An example of this category would be a child with autism who is receiving 25 hours of ABA (Applied Behavior Analysis) according to the child’s IEP and those services are all provided at the child’s home. 09 – 100% of the special education services for the child are provided in a separate, non-typical 3-5 year old environment, such as a therapy room or a separate classroom that only serves children with disabilities and the child is receiving 25 hours or more of special education services each week. This data category should not be used for 3-5 year olds in day schools. The majority of 3-5 year olds will be reported in the categories that are used for all ages (including 3-5 year olds). The crosswalk for 3-5 year olds will depend on the amount of services and where those services are provided. Again, the 25-hour typical week is the standard used here. 10 – Full Inclusion – This data category for 3-5 year olds means that the child is in a typical 3-5 year old environment for at least 80% of the time. Given the typical week, 80% of 25 hours is 20 hours. Therefore, if the child is receiving 5 hours or less per week of special education services (regardless of location of those services) and the rest of the child’s time is in typical 3-5 year old settings (which can be a combination of typical settings), then the child should be reported in this data category. An Massachusetts Department of Early Education and Care FY 2008 example for this data category would be a child who receives 3 hours of speech and language therapy each week and comes into the school district to a separate office to receive those services. The rest of the week the child participates in a pre-school program (with non-disabled children) for 3 hours in the morning and is at home in the afternoon. 20 – Partial Inclusion -- This data category should be used for the 3-5 year old who is receiving more than 5 hours of special education services/week, but less than 15 hours, and the special education services that the child is receiving are always provided in a separate, non-typical 3-5 year old environment such as a therapy room or a separate classroom that only serves children with disabilities. The rest of the time the child is in a typical 3-5 year old environment. 30 – Substantially separate – This data category should be used for the 3-5 year old who is receiving more than 15 hours/week but less than 25 hours/week of special education services in a separate, non-typical 3-5 year old environment such as a therapy room or a separate classroom that only serves children with disabilities. The rest of the time the child is in a typical 3-5 year old environment. 41 – Public Day School – This data category is used for the 3-5 year old who participates in a “day school” program operated by the public school district and designed to serve only children with disabilities. Day school programs must be approved under the state special education regulations at 603 CMR 28.09. The child participates in this day school at least 25 hours each week. This data category is distinct from the 09 category (100% separate) in that it is not a classroom in a building or a separate therapy room, but is a day school approved under 603 CMR 28.09 and is operated by the public school district. 50 – Private Day School – This data category is similar to category 41, but the operating entity is not the public school, but rather a private organization or individual. 60 – Residential School – This data category is used for 3-5 year olds who receive special education services and daily residential services in a residential school setting. It is the expectation that very few 3-5 year olds will be identified for this data category except those children with extremely complex and high need disabilities. An example of a child in this category would be a child who is in a Pediatric Nursing Home. 70 – Homebound/Hospital – This data category is used for 3-5 year olds who, because of medical reasons, must either be at home or in a hospital and who, therefore, receive all their special education services in one of those environments. The educational environment in this case is chosen by reason of medical necessity (documented by the child’s physician). A child who is hospitalized or required to be at home for an extended period for medical reasons and is receiving special education services in the hospital or home at the time the SIMS data on educational environments is collected would be reported in this data category. A child who is expected to be hospitalized only briefly and then to return to a typical 3-5 year old environment would not be reported in this category. 90 – Public Residential Facility – the only 3-5 year olds who will be reported in this category are those attending Tri-County Hospital (Taunton, 03700015), Mass Hospital School (Canton, 03700026), East District (Belmont, 03700040), and Central/West (Westborough, 03700012). Massachusetts Department of Early Education and Care Name of Grant Program: Early Childhood Special Education Allocation FY 2008 Fund Code: 262 APPENDIX B: MASSACHUSETTS DEPARTMENT OF EDUCATION - NEW DATA ELEMENT FOR SIMS DATA COLLECTION 2007/2008 *New* Element DOE032 for 07-08 Data Element: DOE032 – Special Education Placement, ages 3-5 00 - Not a Special Education Student, age 3-5 01 - Not currently a Special Education student age 3-5 but was previously a Special Education student during the current school year 05 - 3-5 year old, General Education students serving as role models in Pre-K classes 30 - In the regular early childhood program at least 80% of the time (previously 08 or 10) 32 - In the regular early childhood program at least 40% – 79% of the time (previously 20) 34 - In the regular early childhood program less than 40% of the time (previously 40) 36 - Substantially Separate Class (previously 09) 38 - Public Separate School (previously 41) 42 - Private Separate Day (previously 50) 44 - Residential Facility (previously 60) 45 - Public Residential Institutional Facilities (previously 90) 46 - Home (previously 70) 48 - Service provider location (private clinicians’ offices, clinician’s office in school building, hospital facilities)