State Agency Client Information

Reporting of State Agency Clients and State Wards on the October 1^st and the April 1^st Enrollment Reports:

October 1^st (EF-M-11) and the April 1^st (EF-M-12) enrollment reports for public schools, and
October 1^st (EF-M-13) and the April 1^st (EF-M-14) enrollment reports for private schools.

A student who is placed by a state agency in a residential placement such as a group home or foster home is considered a resident of the school administrative unit where the residential placement is located – 20-A M.R.S.A., Section 5205 (3).

The resident school unit always claims the State Agency Client (SAC) or State Ward (SW) student -- even if that student is attending another school administrative unit or a private school. The only time the residency of any student is transferred from one school administrative unit to another school administrative units is through a “Superintendents’ Agreement” per 20-A M.R.S.A., Section 5205 (6).

Under 20-A M.R.S.A., Section 15613 (5), the State reimburses the approved special education costs, and supportive services as defined in Mane Department of Education Regulation 101.2.28, for State Agency Clients.

RESIDENT UNIT – The resident unit should report State Agency Clients and State Wards as follows:

Expenditures	Attending	Where to report on EF-M-11 & EF-M-12
Partially reimbursed by State and/ or federal funds	A school in the resident unit	Count this student as resident student in the appropriate grade on line 1
Totally reimbursed by State and / or federal funds*	A school in the resident unit	Count this student as resident student in the appropriate grade on line 3a
Partially reimbursed by State and/ or federal funds	A school in another school administrative unit or a private school	Count this student as resident student in the appropriate grade on line 2
Totally reimbursed by State and / or federal funds*	A school in another school administrative unit or a private school	Count this student as resident student in the appropriate grade on line 3a

NON-RESIDENT UNIT – A school administrative unit that receives a State Agency Client or State Ward that is a resident of another school administrative unit should report these students as follows:

Expenditures		Attending		Where to report on EF-M-11 & EF-M-12
Partially or totally reimbursed by State and/ or federal funds		A public school in the receiving unit		Count this student as non-resident student in the appropriate grade on line 5 – indicating the resident school administrative unit and that the student is a State Agency Client / State Ward (SAC/SW)

PRIVATE SCHOOL – A private school that receives a State Agency Client or State Ward from a school administrative unit should report these students as follows:

Expenditures		Attending		Where to report on EF-M-13 & EF-M-14
Partially or totally reimbursed by State and/ or federal funds		A private school		Count this student in the appropriate grade on line 1 – indicating the resident school administrative unit and that the student is a State Agency Client / State Ward (SAC/SW)

*Totally reimbursed by State and / or federal funds – totally reimbursed by State and / or federal funds are those State Agency Clients or State Wards where 100% of all costs are reimbursed by State (State Agency Client funds) and / or federal funds (such as MeCare – Medicaid):

· Most often these tend to be special education tuition and supportive service expenditures including transportation expenditures for State Agency Clients or State Wards attending another school unit or a private school.

· In cases where a school administrative unit incurs any local costs (such as administration, supplies, operations & maintenance of plant) for a State Ward or State Agency Client and therefore 100% of all cost are NOT reimbursed by State or Federal funds, the school administrative unit may count the student for State subsidy purposes.

MEDMS Information

State Agency Client Information