Special Education Tuition & Board Report (EF-S-07)

ADMINISTRATIVE LETTER: 2
POLICY CODE: IHB

TO: Superintendent of Schools
FROM: Susan A. Gendron, Commissioner
DATE: July 14, 2009
RE: Special Education Tuition & Board Report (EF-S-07)

The official 2008-09 Special Education Tuition & Board Report (EF-S-07) for each school administrative unit is now available through the Maine Education Data Management System (MEDMS). This web-based Special Education Tuition & Board Report (EF-S-07) is available on the Special Services Report Forms website:

http://www.maine.gov/education/forms/specservices.htm

The report automatically provides a list of all children with disabilities who have an approved out-of-district placement at another administrative unit, a public regional/private day program or a private school during the 2008-2009 school year.
Please be sure that total expenses are reported, the total tuition and board expenditures should agree with the special education tuition and board reported in the MEDMS Financial System.

If this report is not submitted by September 15, 2009 it will be assumed that the information in the web-based Special Education Tuition & Board Report (EF-S-07) is correct and your subsidy for 2009-10 will be based on the amounts indicated (zero if no amounts have been entered). The 2008-09 web-based Special Education Tuition & Board Report (EF-S-07) includes all the special education students that were in approved out-of-district placements during the 2008-09 school year.

Instructions for accessing, completing and reviewing the MEDMS Special Education Tuition & Board Report have been included with this letter and are available at the following website:

http://www.maine.gov/education/forms/specialservices/efs07/07menu.htm

If you have questions regarding the completion of the web-based Special Education Tuition & Board Report (EF-S-07), please contact Denise Towers at (207) 624-6655 or denise.towers@maine.gov

INSTRUCTIONS FOR ACCESSING, COMPLETING AND REVIEWING THE Web-Based Special Education Tuition & Board Report (EF-S-07):

Personnel with the role of “Special Education” may access this form in the Maine Education Data Management System (MEDMS) – your local SAU MEDMS Administrator can update your current MEDMS role to include “Special Education”.

You may access the form by going to the MEDMS home page and implementing the following steps:

Step 1. Click on “MEDMS Log In”, type in Username and Password. (If you are responsible for more than one school administrative unit, the Username will be different for each school administrative unit. Once you have logged-in as a particular school administrative unit, you will only be able to view the form for that school administrative unit.)

Step 2. Under “Application”, select “Forms”, then click on “Go”

Step 3. Under “Action”, select “Special Ed Tuition And BD”, then click on “Go”

MEDMS homepage:

http://www.maine.gov/education/medms/homepage.htm

Step 4. Review the list of students.

Students with “approved” 2008-09 placements (EF-S-01) have been included on the web-based Special Education Tuition & Board Report (EF-S-07). If you believe that a student is missing and has an approved placement, please provide the following required information to Denise Towers at denise.towers@maine.gov

MEMDS student id number
Complete student name
Student’s birth date
Name of school or school administrative unit that the student has been placed

If the Department of Education Special Services staff determines the placement was approved for the 2008-09 then the student will be added to the web-based Special Education Tuition & Board Report (EF-S-07) and notify you to re-submit.

Step 5. Enter Information into Report.

The “resident” school administrative unit must enter the expenditure data into the web- based Special Education Tuition & Board Report (EF-S-07):

If the name of the school or program is not indicated under “Name of school if not indicated”, please click on dropdown arrow and select school.
Enter expenditures for special education tuition and board in the appropriate columns:

Local Funds – Elementary (PreK-8)
Local Funds – Secondary (9-12)
Other Funds – Elementary (PreK-8)
Other Funds – Secondary (9-12)

If expenditures are indicated in the Other Funds columns, please select the appropriate Fund Type – this is a required field for expenditures in “Other Funds”.

Step 6. Save to Submit the Report by September 15th.

Once Step 5. is complete, please click on the “Save” button at the bottom of the form. This will submit the report and result in the following actions:

At the bottom of the report, the total amount for each expenditure column will appear.
The report will automatically be submitted to the Department of Education.
An email will be sent to the Department of Education that your unit has submitted the report.

If you find that you must revise the report, simply enter the revised information and click on the “Save” button – this will re-submit the report – repeating the actions in Step 6.

Note: Units with no students – if your unit has no students in approved out-of-district placements then the web-based Special Education Tuition & Board Report (EF-S-07) will indicate “No Students Found”. If this is correct, please click the box to verify you have no students to report and click on the “Save” button. If this incorrect, please follow the instructions in Step 4.

If you have questions regarding the completion of the web-based Special Education Tuition & Board Report (EF-S-07), please contact Denise Towers at (207) 624-6655 or denise.towers@maine.gov